Professional Documents
Culture Documents
Soal Internal Control Final
Soal Internal Control Final
REVENUE TO RECEIVABLE
Adjustments and
Revenue &
Ledger Adjustments are approved.
Receivables
Maintenance
The order entry system automatically validates sales order data input (e.g.
customer name and number, prices, terms, and credit limits) against master file
data. Entries with invalid, missing or incomplete information are rejected for re-
entry or stored in a suspense file for follow-up.
Credit limits are established as part of accepting new customers. Sale orders and
outstanding receivables are compared to established credit limit before a new
order is processed. Orders in excess of credit limit are stored in a suspense file
to be resolved on a timely basis.
The work orders or inventory “pick” documents are sequentially numbered and
accounted for. A manual or system check is performed to check that the
numerical sequence of these documents is maintained. All rejected, suspense, or
missing items are researched, corrected and re-entered on a timely basis by
appropriate personnel.
Warehouse employees complete the work order or “pick” the items from
inventory and stage the item(s) for shipping on the shipping dock. Subsequently,
the shipping manager performs a one-for–one check between the completed
work orders or inventory “pick” documents and the item(s). Any discrepancies
are identified and resolved. The check occurs again.
Once the check is completed and approved, the work order or inventory “pick”
document is noted as “completed” in the shipping system which generates the
appropriate shipping document(s).
On a daily basis, a system report of all open work orders or inventory “pick”
documents is provided to the shipping department manager. All items are
investigated and resolved as appropriate.
Appropriate segregation of duties should be maintained. Specifically whether
inventory custody and shipping is segregated from the order entry and invoicing
functions.
System edits exist to validate invoice data input (for example, customer name
and number, pricing, amounts and other information) against approved
standing data and the sales order system. Invalid data is rejected for re-entry or
stored in a suspense file where it is researched, corrected and re-entered on a
timely basis to provide completeness.
The invoicing system automatically generates invoices as soon as the sales order
has been shipped or the service has been performed. Invoices are sequentially
prenumbered / numbered by the system. Missing and duplicate invoices are
reported and investigated.
The invoicing system automatically generates reports of shipments that remain
unbilled for an unreasonable length of time. Management review the unbilled
shipments report and follow-up outstanding items with the distribution and
sales departments.
Access controls such as user IDs and passwords are utilized and specific to each
application. Multiple failures to log on invalidate the user ID and is reported via
an exception report. Management investigates and resolves all items.
Cash receipts are deposited daily. Total cash deposits are matched to cash
receipts as part of the day-end process. Unmatched cash receipts are reported
and investigated on the next working day.
Credit memos are sequentially prenumbered and missing credit memos are
investigated and reported to management.
Access controls such as user IDs and passwords are utilized and specific to each
application. Multiple failures to log on invalidate the user ID and is reported via
an exception report. Management investigates and resolves all items.
Contribution to financial Automated Preventive
statement assertions or Manual or Detective
CO E/O PD RO V A M P D
CONTROL ACTIVITY
PURCHASE TO PAYABLE
Purchases &
Payments Cash payments
Payables
Purchases &
Payments Cash payments
Payables
Access to unissued
Purchases & cheques and cheque
Payments
Payables signing machines is
restricted.
Access to unissued
Purchases & cheques and cheque
Payments
Payables signing machines is
restricted.
Access to unissued
Purchases & cheques and cheque
Payments
Payables signing machines is
restricted.
Input and generation of
Purchases &
Payments payments is restricted to
Payables
authorized users.
Adjustments &
Purchases &
Ledger Adjustments are approved.
Payables
Maintenance
Adjustments &
Purchases & Duties are adequately
Ledger
Payables segregated.
Maintenance
Periodic updates to
Purchases & Standing Data standing data via batch
Payables Maintenance processing are complete
and accurate.
Ability to post to the
Purchases & Standing Data accounting records is
Payables Maintenance restricted to authorized
users.
Purchase orders are sequentially numbered so that purchase orders are not
duplicated or fall outside the expected range of purchase order numbers (i.e. are
out of sequence). All rejected, suspense or missing items are researched,
corrected and re-entered on a timely basis.
A one-to-one check between the entered information and the source documents
occurs for accuracy of key data fields including date. Any discrepancies are A A
reentered and subject to the same control.
For systems where purchase orders are input into a temporary file, batch totals
are utilized before processing is complete. Input documents are grouped and a
numerical total is calculated (i.e. number of documents, dollar amount, hash
totals). These totals are compared to post input/update reports. All out of
balance conditions are researched and re-entered on a timely basis.
Open purchase orders are reviewed (weekly or monthly). Any purchase order
over 30 days old is followed up to determine if the order is valid and if not the
purchase order is removed.
Purchase orders are time sensitive and voided by the system if not fulfilled after
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a given period.
Standard purchase order terms and conditions are reviewed by the appropriate
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personnel so that they comply with legal and regulatory requirements.
Approval limits are configured in the system, which allow authorized users to
approve orders or requisitions within the approved limits. These are V
systematically applied and attempts to override are prevented.
Only authorized persons have rights to access vendor information and change or
add new vendors
Goods received are matched to purchase orders upon receipt and entered into
the system for processing. Receipts are reviewed daily for completeness and all
unmatched goods are investigated and resolved. The system is configured to C V C
require a valid purchase order in order to receive goods. Purchase orders are
automatically closed when all the goods are received.
Receiving enters the purchase order number and quantity for all goods received.
Quantity is matched with the purchase order by the system and a variance report
is produced. Key fields are tested for values within a specified range
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automatically. Data input that is out of range produces an error and prohibits
processing until it is corrected. The variance report is reviewed and followed up
by management daily.
Standard reports are created for differences in price and/or quantity between
goods received and goods ordered are reviewed regularly and differences are
investigated on a timely basis by management.
Goods received notes are signed by the store keeper as evidence that goods
received are in good condition and in accordance with the purchase order.
Goods received notes are prenumbered. Accounting clerk checks that all goods
received notes are used in sequence and recorded into the accounts payable
system.
A one for one check is completed of goods received and entered in the system to
check the correct receiving date and receiving information (quantity, amounts,
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vendor). All incorrect items are researched, corrected and re-entered on a timely
basis.
Goods received are date stamped by the system when entered for proper period
recording. Procedures exist to confirm all receipts are entered into the system A A
during period cut-offs (month/year end).
Open receipts are reviewed daily. All open receipts greater than a day are
followed up for clearance.
For goods received that are input into a temporary file before sub-ledger updates
- batch totals are utilized before processing is complete. Input documents are
grouped and a numerical total is calculated (i.e. number of documents, dollar C A A C
amount, hash totals). These totals are compared to post input/update reports.
All out of balance conditions are researched and re-entered on a timely basis.
Accounting system accepts the entries only when debit balance equals credit
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balance.
All goods received are matched to an open purchase order and management
reviews any exception. All goods not matched to a valid purchase order are
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placed in a suspense file and followed up by management. Any unsubstantiated
deliveries are returned.
Receipts that bypass central receiving are subject to validation (of receipt or
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performed service) and properly approved prior to vouching.
Appropriate tolerance limits are established for key receiving system inputs.
Over deliveries are automatically blocked for investigation if they are not within V
the delivery tolerance.
Accounts Payable personnel reconcile batch totals of the invoices entered for the
day with a post input report of invoices entered into the Accounts Payable
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system. All out of balance conditions are researched, corrected and re-entered
on a timely basis. Batch totaling is completed for the re-entered data.
For systems where invoice are input into a temporary file, batch totals are
utilized before processing of invoices is complete. Input documents are grouped
and a numerical total is calculated (i.e. number of documents, dollar amount, C A C
hash totals). These totals are compared to post input/update reports. All out of
balance conditions are researched and re-entered on a timely basis.
During receipt processing, a valid open approved purchase order number must
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be entered and matched by the system before further processing can occur.
Accounting system accepts the entries only when debit balance equals credit
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balance.
Only original invoice is used for recording invoice into the general ledger. A A
Mismatched items between goods received notes and supplier invoices are
reviewed and explanations noted.
All invoices released for payment are reviewed and compared to the accounts
C A V A C
payable sub-ledger before preparing cheques for payments.
Tax per invoice is compared to estimated tax per the initial purchase order. The
initiator of the purchase order and the tax department reviews significant A V A
variances. Due to complexity, the tax department reviews all foreign taxes.
All payments are reviewed so that tax is appropriately accounted for. The person
who performs this function is qualified.
Attempts to access the system are prevented if access isn’t authorized. (Note,
depending on the system, determining segregation of duties and authorization of
accesses requires use of a SPA resource due to the complexity of the system as
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access may be obtained indirectly – which can only be determined with a system
access review. Also, note that seeing an approved access form does not mean
other incompatible access for the person do not still exist.)
Payment vouchers as recorded in the general ledger are reconciled to the cheque
register by the supervisor to determine that all disbursements are recorded and
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in the correct period. Differences are investigated and reported to the
accounting manager for correction.
Payments are not made on invoices that have not been matched to a receiving
report and purchase order. Determine if this is an Automated processes, and if
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so how the system is configured to allow payments. Also, determine who can
alter or override those configurations.
Original supplier invoices are compared with and attached to payment vouchers
for approval. Cheque preparer uses the information of the original supplier
invoices to prepare cheques.
Payees name and address are automatically pulled from the approved vendor
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master file.
Any differences between the payment amount and the invoice amount are
automatically put into a suspense file. Management must clear suspense file
items.
Payment vouchers once reviewed and approved, are input into the general ledger
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immediately.
The system does not allow for any differences between the payment date and the
date of the cheque. Management approval is required for any override of this A V A
control.
Overdue accounts payable report is reviewed on a monthly basis. Long
outstanding items are investigated and followed up.
The system updates the corresponding cash and accounts payable accounts as of
the cheque run date. Reconciliations are performed to determine that the
transaction properly posted.
For systems where disbursements are input into a temporary file, batch totals
are utilized before processing of payments is complete. Input documents are
grouped and a numerical total is calculated (i.e. number of documents, dollar C A A C
amount, hash totals). These totals are compared to post input/update reports.
All out of balance conditions are researched and re-entered on a timely basis.
Impress system is used for petty cash fund with appropriate authority limit for
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payment.
Cashier reviews appropriate approval and related supporting documentation
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attached to petty cash vouchers before payment.
One-time and initial standing wire transfer requests are accompanied by
appropriate supporting documentation. Only authorized treasury personnel
initiate wire transfers and bank callback verification procedures are in place. All V
bank accounts are reconciled on a timely basis with all wire transfer activity
properly accounted for.
Payments can only be made from 'closed' invoices. Invoices are closed after
matching to a receiving report and purchase order.
Personnel separate from those that enter and match invoices approve the release
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of cheques for printing and signing.
Where batch totals are utilized, input documents are grouped and a numerical
total is calculated (i.e. number of documents, dollar amount, hash totals). These
C A A C
totals are compared to post input/update reports. All out of balance conditions
are researched and re-entered on a timely basis.
Accounts payable sub-ledger system is fully integrated within the general ledger
system. Automated postings for payable transactions.
The general ledger supervisor reviews all journal vouchers to determine that
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appropriate accounts codes are given for the transactions.
As part of the month end process, the accounting staff sequentially check the
journal vouchers numbers used by comparing to the records in the general
ledger. Skipped and duplicate numbers are investigated.
Supplier statements are reviewed for past due items and open credits, to be
C A A C
resolved in a timely manner.
Goods returned memos are prenumbered. Missing or duplicate goods returned
memos are investigated and followed-up.
Goods returned memo is approved by the store manager and sent to accounting
department to follow up the credit note from suppliers.
Accounts payable reviews debit line items within an account at least quarterly
and requests remittance on debit amounts outstanding for over an established A
number of days.
Return approvals are created for each return request. Supporting documentation
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is maintained in case of supplier dispute.
Access controls such as user IDs and passwords are utilized and specific to each
application. Multiple failures to log on invalidate the user ID and are reported R
via an exception report. Management investigates and resolves all items.
A one-to-one check of changes input into the system via a comparison between
post input/update reports to the change source documents for completeness and
C A C
accuracy. Discrepancies are resolved and the re-entered data is subject to the
same control.
The standing data owners complete a regular review so that data remains
accurate. Any changes noted by the owners are entered via the standard standing A A
data change process.
Where batch totals are utilized, input documents are grouped and a numerical
total is calculated (i.e. number of documents, dollar amount, hash totals). These
C A A C
totals are compared to post input/update reports. All out of balance conditions
are researched and re-entered on a timely basis.
Formal authorization by application owner is required for access to specific
accounting records. Management reviews access rights periodically so that only
authorized individuals have access and for segregation of duties. Exceptions
noted are investigated and resolved. Note: Depending on the system,
authorization of user access and determining segregation of duties may require
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use of a SPA resource. Access may be obtained indirectly – which can only be
determined with a system access review. Also, observing an approved access
form does not mean that other incompatible access for the person does not exist.
Only by reviewing all access for a user is it possible to determine if segregation of
duties is maintained.
Access controls such as user IDs and passwords are utilized and specific to each
application. Multiple failures to log on invalidate the user ID and are reported
via an exception report. Management investigates and resolves all items.
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CONTROL ACTIVITIES
PAYROLL PROCESS
Adjustments and
Payroll Ledger Adjustments are approved.
Maintenance
Periodic updates to
Standing Data standing data via batch
Payroll
Maintenance processing are complete
and accurate.
Submitted time cards are matched against an active employee list. Managers
review all discrepancies.
On a regular basis, payroll tax rates are reviewed against current standards and
regulations. All changes are approved prior to update in standing data
accordingly.
Supervisors review reports of processed payroll to check that all payments are
approved. Unusual payments or amounts included in employee paychecks are
researched and corrected as necessary.
Adequate controls over critical records exist are in place including written
procedures regarding access, use of safes and locked cabinets or off-site storage,
access controls are in place over computerized records to restrict access to
master files.
For systems where payroll payments are input into a temporary file, batch totals
are utilized before processing is complete. Input documents are grouped and a
numerical total is calculated (i.e. number of documents, dollar amount, hash
totals). These totals are compared to post input/update reports. All out of
balance conditions are researched and re-entered on a timely basis.
The payroll manager reviews the payroll register after processing for
reasonableness prior to distribution. Any unusual results are researched and
corrected as necessary.
Payroll disbursements and deductions are reconciled with the payroll register
(which is reconciled to the general ledger) and actual disbursements. Cash is
reconciled to the general ledger. Any unusual items are researched and
corrected as necessary.
Employee names and other applicable information (i.e., address, bank account)
for EFT or actual cheque processing are pulled by the system from Employee
Master File.
Reconciliations are performed between payments sent to the bank for direct
deposit and the amounts deposited into employee's accounts. Unusual items are
researched and corrected as necessary.
Monthly bank reconciliations are performed for the payroll bank account.
Reconciling items are researched and corrected as necessary.
Cash wages are avoided; signed receipts are required when wages are paid in
cash.
Individuals who process the payroll do not approve time reports, do not sign or
disburse paychecks, or reconcile payroll.
Where batch totals are utilized, input documents are grouped and a numerical
total is calculated (i.e. number of documents, dollar amount, hash totals). These
totals are compared to post input/update reports. All out of balance conditions
are researched and re-entered on a timely basis.
A one-to-one check of changes input into the system via a comparison between
post input/update reports to the change source documents for completeness and
accuracy. Discrepancies are resolved and the re-entered data is subject to the
same control.
For changes in certain types of standing data and /or changes outside certain
parameters the system produces a report of these changes and is forwarded to
management for their review. Acceptance of these changes by the system is
dependent upon management review of supporting documentation and
approval.
Where batch totals are utilized, input documents are grouped and a numerical
total is calculated (i.e. number of documents, dollar amount, hash totals). These
totals are compared to post input/update reports. All out of balance conditions
are researched and re-entered on a timely basis.
Segregation of duties is maintained between the update of standing data and the
maintenance of financial records (i.e. posting or authorization of adjustments,
reconciliations etc.). Exceptions noted are investigated and resolved. If
management accepts incompatible duties, appropriate mitigating controls exist.
The adequacy of IT department controls in situations where we may rely on
computerised processing controls or functions, specifically: the adequacy of IT
operating procedures, the reliability of program change controls, the adequacy of
general access controls.
Contribution to financial Automated Preventive
statement assertions or Manual or Detective
CO E/O PD RO V A M P D