BUSINESS PROCESS DOCUMENT

<PROJECT NAME>

COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE

DATE
Table of Contents
INTRODUCTION.................................................................................................................................3
EXPLANATION OF BUSINESS PROCESS DOCUMENT ..........................................................................3
SAMPLE BUSINESS PROCESS DOCUMENT.........................................................................................4
SAMPLE BUSINESS PROCESS FLOW DIAGRAM.................................................................................6

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INTRODUCTION

EXPLANATION OF BUSINESS PROCESS DOCUMENT

Control Points and Measurements: Business processes are not without risk and uncertainty. Nor
are they exempt from any type of efforts to continuously monitor and improve them. Control
points should be established at various points of the process flow where risks have been
identified. This helps the process owner monitor risks associated with the process and is useful
in ongoing process improvement efforts. Measurements are also necessary for determining the
effectiveness of a process and performing process improvement. Measurements may coincide
with control points in an effort to identify where risks or problems may reside and to determine a
methodology for improving the process around these risks and problems.

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SAMPLE BUSINESS PROCESS DOCUMENT
Name of Process: Sales Process
Process Owner:
Created By: DIWA Learning Systems Inc.
Date Created:

Process Purpose: The purpose of the sales process is to improve DIWA Learning Systems Inc.’s sales
agents, staffs, their managers and business ability to effectively and efficiently
conduct their sale transactions to their valued clients by having proficient internal
controls.
Process Scope: The sales process deals with the sales transactions occurring within DIWA Learning
System’s sales agent and their various client schools with all the internal
requirements needed in completing the transaction.
Process Flow: 1. DIWA Learning Systems Inc. sells their books through their sales agents.
2. The sales agent presents list of various books for the client school to
choose from and provides them information of such.
3. Client school will contact the sales agent to order books
4. Sales agent will then file a (PO) Purchase Order. A purchase order is a
commercial document indicating types, quantities, and agreed prices
for products or services. Once PO is filed, the sales agent will send it to
client school for verification of orders.
5. Client school receives a copy of PO and confirms their orders.
6. Sales agent will send PO to Customer service specialist within 7 days. A
customer service specialist, communicates important information
about the products and services their employers provide. If the PO was
not sent within 7 days, then orders will be delayed.
7. Customer service specialist receive and stamp the PO for verification
8. Customer service specialist shall send the stamped PO form to the
encoder within 24 hours. The encoders are the staffs of DIWA who are
in charge of recording and releasing of forms such as (SQ) Sales quote
the company’s system
9. Encoder receives stamped PO.
10. Encoder will input the (SQ) sales quote to the system. A sales quote is
form that shows the status of orders not yet delivered.
11. Encoder will release sales quote to (SH). Sales release refers to the
status of PO delivered.
12. Ship confirmed orders. Ordered books listed in the released SQ is
confirmed for shipment.
13. After the confirmation of books for shipping, the next step is packaging
and preparation of books done by a warehouse clerk.
14. Once the books are packed and ready, the sales process ends when the
courier shipped the ordered books to client schools.

Control Points and  CTRL 1: Filling up of PO Form from client schools by SA to CSS to
Measurements: ensure that the orders information is complete and orders will be

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 processed.
Risk: PO being incorrectly recorded or not recorded

 CTRL 2: CSS stamped the PO to ensure that orders are confirmed by

the client
Risk: Unauthorized personnel might stamped PO

 CTRL 3: Sending of stamped PO by CSS to encoder to ensure that

orders will be recorded to the system to be processed by the
warehouse personnel
Risk: PO forms are stamped and processed without any approval or
authorization by the head of the department

 CTRL 4: Verification and confirmation of orders to secure confirmed

orders will be correctly packed and shipped
Risk: Incorrect/unauthorized verification?

 CTRL 5: Submission of the required forms on its allotted time to avoid

delay of orders
Risk: system breakdown or system update or power interruption
might occur

 CTRL 6: Order will not be delivered if input of SQ is incorrect

Risk: might cause delay if books or magazines are needed
immediately

SALES PROCESS FLOW DIAGRAM

Start

Presentation of lists of books Sales agent files and

Client school contacts the Arrangement sends PO (Purchase
by the sales agent to various
sales agent to order books of Payment Order) to client school for
schools of their handled area
verification of orders

If orders Client school

If Customer
If Customer
Sales
Customeragent willservice
service send PO Yes
5 are servicereceives
specialist PO and
specialist
to Customer
specialist
Customer receives
shallservice
send the clerk
Service Encoder will
willPO
release
confirms input
their
Warehouse confirme receives
PO
stamped within
specialistPO
Specialist 7
within
formdays?
7
Books daysordered are
to the orderedEncoder receives
receives the
SQwithin
SQto (sales
SHdays?
Orders quote)
(sales
will
orders
prepares/packs Ship confirmed
No transaction
d?? 24
encoder shipped
andwithin
stamp 24PO
books tofor
hours.client
End schoolsstamped PO
shipment orders will be made to
release)
thebesystem
delayed
Yes No No No
Yes
RECOMMENDATIONS

CTRL 1: Authorized personnel permitted access to the computer which should be in a secure room.
Specific individuals within the company should have authoritative responsibility for establishing sales
prices, payment terms, and guidelines for accepting new customers. Only designated employees should
perform these authorization functions. These specific people should have a recognized method of
communicating when sales transactions have been authorized.