(ACCOUNTING INFORMATION SYSTEM)
Business scenario:
The model enterprise in this study is Euphoria Event Management Company (EEMC). As one of the major players in the event management industry, it provides a one-stop wedding service, organizes birthday parties, manages various kinds of celebrations and thus offers catering services based on the requirements of the customers. Due to this, the company handles multiple food inventory sales and purchases transactions and often slipped off the appropriate tracking and consumption of costs. Moreover, since it is classified as SME (small to medium-sized enterprise), it often fails to appreciate the importance of internal control in its daily operations.
The revenue cycle system at EEMC
The steps and procedures implemented within the revenue cycle of the company can generally be explained as follows:
1) Sales executive receives customer order by phone, fax or from a meeting.
2) She forwards the customer order to the kitchen department with details on quantities of food inventory needed and the date of delivery to customer.
3) The kitchen supervisor issues a Sales Order or sometimes a Packing Slip for the food order. Using this document, EEMC delivers the goods to customer.
4) Upon receiving the food, customer stamps and signs the Sales Order/Packing Slip.
5) One month after the delivery date, the accounts clerk at EEMC bills the food with Sales Invoice (stamp-duty receipt with authorized signature). The customer takes the original invoice while the company gets the copy of invoice and stamped receipt generated by the customer.
6) Two month after the delivery date, the accounts clerk makes a courtesy call to customer on the payment due.
7) Customer makes payment either using a cheque/clearing deposit slip or via a bank transfer.
8) As evidence of payment, the accounts clerk requests the original payment document (receipts or cheque stub) from
the customer or just check the transaction from the bank statements.
9) The accounts clerk records the sales transaction and the amount of sales in the general ledger. She also keeps the revenue cycle related documents as proof of the transaction.
The expenditure cycle system at EEMC
The steps and procedures implemented within the revenue cycle of the company can generally be explained as follows:
1) EEMC sets the budget for inventory purchase.
2) The Bill of Materials/Purchase Requisition document is created.
3) The procurement officer invites interested suppliers to quote their inventory price.
4) The procurement officer compares the quotation (price) of inventory among the various suppliers and appoints the
supplier who offers lowest price that commensurate with the desired quality of food. Appointment is usually conveyed by phone or fax.
5) When the food inventory arrives at the warehouse, the accounts clerk checks the quantity and the quality of inventory to confirm the order with the Bill of Materials.
6) Next, the supplier’s invoice (no Packing Slip from supplier, so the inventory is delivered with the invoice) is signed and the copy is taken and kept at the accounts department.
7) Between one to two weeks after the receipt of inventory, the accounts clerk confirms and pays for the purchases via a bank transfer. EEMC keeps the original receipt.
8) The accounts clerk records the purchase transaction and the amounts of obligation paid in the general ledger. She also keeps the expenditure cycle related documents as proof of the transaction.
Instructions:
Using the above information on EEMC operation and your knowledge on systems documentation techniques , draw the possible data flow diagrams to explain the revenue cycle and expenditure cycle.
2. Analyse and identify potential weaknesses in the current revenue and expenditure cycle implemented by the company.
3. Evaluate and comment on the internal control system related to the revenue cycle and expenditure cycle of the company. For each of the cycle, your answers must relate to the organizational control, documentation control and management practice control.
4. Using your own knowledge and creativity, suggest at least 3 ways to strengthen the documentation process and procedures using only the limited information given above.
5. Provide specific recommendations on how to overcome the discovered potential weaknesses on the organizational structure and authority of the company.
