Question

1. Sales Department Organisation and Responsibilities

The Sales Department at Book Worm currently has a total of 8 personnel. This is made up by:

1. The Marketing Manager who reports to the Managing Director.
2. Two regional sales managers, one for NSW, Queensland, Victoria & Tasmania and the other for SouthAustralia,WesternAustralia, NorthernTerritory and who supervise 2 sales staff each.
3. An office administrator who supervises 2 sales support clerks and 2 telephone sales order clerks and the receptionist.

Inventory Cards

The sales support clerks maintain inventory cards of finished goods for each region.

Sales Orders

Orders are usually received in one of three ways; telephone, fax ore-mail. About 15% of orders are received by mail, 10% by email, 25% through the website and the remainder by telephone. On receipt of customer order by telephone, the telephone sales clerk makes out an Internal Sales Order. If the client sends orders by email, website or mail, the sales support clerks compile an Internal Sales Order and file the client's order, which is matched to a copy of the invoice which is later raised by the accounts department.

The Internal Sales Order set has 3 parts, one is sent to the client for confirmation, the second is sent to the warehouse where it becomes the authority to release the goods to dispatch, who receive the third copy. When the goods reach the dispatch section, the description and quantity of the goods are entered on a cartage manifest set for each truck, which has the original and one duplicate copy.

Both copies of the manifest accompany the goods and are signed by the client's receiving personnel. On the return of the truck, the copy of the cartage manifest is held in dispatch, while the original cartage manifest is attached to the third copy of the Internal Sales Order. Both documents are then sent to the invoicing section of the accounts department who raise the invoices for the sales deliveries each day.

Sales Invoices

The invoice set has 3 copies. The original is sent to the client, the second copy is used as data entry to the computer sales order entry system for sales and debtors and inventory entries and the third is sent to the sales department. There it is filed by the support clerks with the original client order.

Required:

1. Draw an organisation chart of the Sales Department of Book Worm.
2. Draw a flowchart showing the distribution of the (1) Internal Sales Order, (2) Cartage Manifest, and (3) Invoice. Identify the control points in the system on each flowchart.

Answer 1