Question

DURAPLAST Company Ltd., opened its doors in 1979 as a wholesale supplier of plumbing equipment, tools, and parts to hardware stores, home-improvement centers, and professional plumbers in the Accra-Tema Metropolitan area. Over the years they have expanded their operations to serve customers across the nation and now employ over 200 people as technical representatives, buyers, warehouse workers, and sales and office staff. Most recently DURAPLAST has experienced fierce competition from the large online discount stores such as Qualiplast and Interplast. In addition, the company is suffering from operational inefficiencies related to its archaic information system. DURAPLAST’s revenue cycle procedures are described in the following paragraphs.

Revenue Cycle

DURAPLAST’s sales department consists of 17 full-time and part-time employees. They receive orders via traditional mail, e-mail, telephone, and the occasional walk-in. Because DURAPLAST is a wholesaler, the vast majority of its business is conducted on a credit basis. The process begins in the sales department, where the sales clerk enters the customer’s order into the centralized computer sales order system. The computer and file server are housed in DURAPLAST’s small data processing department. If the customer has done business with DURAPLAST in the past his or her data are already on file. If the customer is a first-time buyer, however, the clerk creates a new record in the customer file. The system then creates a record of the transaction in the open sales order file. When the order is entered, an electronic copy of it is sent to the customer’s e-mail address as confirmation.
A clerk in the warehouse department periodically reviews the open sales order file from a terminal and prints two copies of a stock release document for each new sale, which he uses to pick the items sold from the shelves. The warehouse clerk sends one copy of the stock release to the sales department and the second copy, along with the goods, to the shipping department.
The warehouse clerk then updates the inventory subsidiary file to reflect the items and quantities shipped. Upon receipt of the stock release document, the sales clerk accesses the open sales order file from a terminal, closes the sales order, and files the stock release document in the sales department. The sales order system automatically posts these transactions to the sales, inventory control, and cost-of-goods sold accounts in the general ledger file.

Upon receipt of the goods and the stock release, the shipping department clerk prepares the goods for shipment to the customer. The clerk prepares three copies of the bill of lading. Two of these go with the goods to the carrier and the third, along with the stock release document, is filed in the shipping department. The billing department clerk reviews the closed sales orders from a terminal and prepares two copies of the sales invoice. One copy is mailed to the customer and the other is filed in the billing department. The clerk then creates a new record in the account receivable subsidiary file. The sales order system automatically updates the account receivable control account in the general ledger file.

DURAPLAST has hired you to review its sales order procedures for internal control compliance and to make recommendations for changes.

You are required to:
2. Create a system flowchart of the existing system.

Answer 1

ANSWER:-

The process of receiving the Sales orders is straightforward and there are proper internal controls to ensure that the orders being received are accurately recorded and processed. In addition to that, an electronic copy of the order received is also sent to customer’s email address as confirmation. This is a very good practice as the customer is ensured that his order will be correctly processed and in case of any discrepancy, he can immediately revert to the Company.

There should however be proper segregation of duties as far as the entire sales order processing cycle is concerned. The person responsible for receiving the orders should not have any access to the system where he can alter the details inputted into the system.

There should be strict regulations as to who can operate the system and who can make changes in it.

Moreover, there should be a specified limit upto which the clerk can accept the orders. Incase the amount of the sales order exceeds that limit, the same should be authorized by a senior staff.

Another important aspect is that when the goods are being shipped to the customer, the same should be verified against the approved sales order received in order to avoid any discrepancy at a later stage.

Monthly statements should be sent to the customers to ensure that the sales orders have been correctly processed and the accounts receivable balance is accurately shown.

Thus, subject to the above inclusions, the internal controls seem to be well established.

System flow chart of the existing system:

The system flow chart of the existing system can be prepared as below: