FINANCIAL CONTROLLERSHIP

NAME: DONNA KAYE LU DATE: FEBRUARY 16, 2024

COURSE: BSBA FM-3 BLOCK 1 SUBJECT: FINANCIAL CONTROLLERSHIP

TOPIC: INTERNAL CONTROLS

Research and review the following outlined topics:

1. Described and explain what is Financial Control System.
 A Financial Control System (FCS) is a set of policies, procedures, and tools used
by organizations to manage their financial resources effectively and efficiently.
It's like a safety net and compass for an organization's finances, ensuring they stay
on track and achieve their financial goals.
2. Discuss what is controls
 Controls are the foundation of any effective financial control system. They are the
policies, procedures, and activities that help organizations safeguard their assets,
ensure accurate financial reporting, comply with regulations, and achieve their
financial goals.
3. The internal control structure of an entity is divided in two parts:
Explain the following and give example.
a. Control environment- This refers to the overall attitude, awareness, and actions of
management and employees regarding the importance of controls and integrity in the
organization. It sets the tone for the organization's control consciousness and
influences the effectiveness of other control components. Example: A company with
a strong control environment may have clear policies and procedures in place, regular
training on ethical conduct, and a culture of accountability and transparency among
its employees.
b. Accounting System- This includes the methods and procedures used to record,
classify, summarize, and report financial transactions of an entity. It encompasses
both manual and computerized processes for maintaining financial records. Example:
An accounting system may include software for bookkeeping, chart of accounts for
organizing transactions, and procedures for reconciling bank statements.
4. Explain the following that a controller should be aware of the various types of controls
that must be interlinked to create a control system that adequately safeguards the
company assets:
a. Accounting controls- These are procedures designed to ensure the accuracy,
completeness, and reliability of accounting records and financial reports. Example:
Implementing segregation of duties between employees responsible for recording
transactions, reviewing financial statements for errors or inconsistencies, and
conducting regular internal audits to detect fraud or errors.
b. Administrative controls- These are policies and procedures established by
management to ensure the effective and efficient operation of the organization.
Example: Establishing clear delegation of authority, implementing budgetary controls
to monitor expenses, and conducting performance evaluations to assess employee
productivity and adherence to policies.
c. Primary operational controls- These are controls specific to the operational
processes of the organization, aimed at achieving operational objectives and
minimizing risks. Example: Implementing inventory controls to track stock levels and
prevent theft or losses, establishing quality control measures to ensure product
 consistency, and implementing safety protocols to protect employees from workplace
hazards.
5. The following are some of the following different controls that a controller see to it that
all are in place.
Kindly explain and give at least three (3) examples per controls:
a. Segregation of duties- This control involves dividing responsibilities among
different individuals or departments to prevent errors, fraud, or misuse of resources.
Examples: Having one employee responsible for approving purchases, another for
receiving goods, and a different employee for recording transactions in the accounting
system.
b. Authorization and Approval procedures- These controls require proper
authorization and approval before certain actions or transactions can take place.
Examples: Requiring management approval for significant expenditures, obtaining
authorization before granting access to sensitive information, and obtaining approval
before releasing payments to vendors.
c. Reconciliation process- This control involves comparing two sets of records to
ensure they are in agreement and any differences are identified and resolved.
Examples: Reconciling bank statements with cash records, matching inventory counts
with accounting records, and comparing sales invoices with customer payments.
d. Financial reporting controls- These controls ensure the accuracy and reliability of
financial reporting processes and disclosures. Examples: Implementing internal
controls over financial reporting (ICFR) to ensure compliance with accounting
standards, conducting periodic reviews of financial statements by management, and
providing training to employees on proper accounting procedures.
e. Internal Audit- This control involves an independent review of the organization's
operations, financial records, and internal controls by internal auditors. Examples:
Conducting regular audits of financial transactions and controls, investigating
suspected fraud or irregularities, and providing recommendations for improving
internal controls and operational efficiency.
f. Physical controls- These controls involve safeguarding physical assets and resources
from theft, loss, or damage. Examples: Installing security cameras and alarms in
sensitive areas, restricting access to inventory storage areas, and implementing key
card access systems for restricted areas.
g. IT controls- These controls involve measures to ensure the security, confidentiality,
and integrity of information technology systems and data. Examples: Implementing
firewalls and antivirus software to protect against cyber threats, regularly updating
software and patches to address vulnerabilities, and providing user training on IT
security best practices.
h. Compliance controls- These controls ensure that the organization complies with
relevant laws, regulations, and internal policies. Examples: Conducting regular
compliance audits to assess adherence to legal and regulatory requirements, providing
training to employees on compliance policies and procedures, and establishing a
whistleblower hotline for reporting.
6. Explain and give example of the following control segments that represent a
collective effort under the 'Control the Environment' category
a. Management philosophy and operating cycle- This refers to the beliefs, values, and
principles that guide management's decision-making and actions, as well as the
processes involved in carrying out the organization's activities. Example: A company
that prioritizes customer satisfaction and continuous improvement as part of its
 management philosophy may have a focus on delivering high-quality products and
services and regularly reviewing and refining its operational processes.
b. Organization structure- This encompasses the arrangement of roles, responsibilities,
and reporting relationships within the organization. Example: A hierarchical
organization structure may have clear lines of authority and communication, with
employees reporting to supervisors, who report to managers, and so on, facilitating
efficient decision-making and coordination of activities.
c. Functioning of the Board of Directors and the Board committees- This involves
the oversight and governance provided by the Board of Directors and its committees
in setting strategic direction, monitoring performance, and ensuring compliance with
laws and regulations. Example: A company's Audit Committee may review financial
statements and internal controls to ensure accuracy and transparency, while the
Governance Committee may oversee board composition and effectiveness.
d. Methods of assigning authority and responsibility- This refers to how decision-
making authority and accountability are allocated within the organization. Example:
Implementing a clear delegation of authority policy that outlines who has the
authority to make decisions and take action on behalf of the organization, based on
their roles and responsibilities.
e. Management control methods- These are the processes and procedures
implemented by management to monitor and control the organization's activities and
achieve its objectives. Example: Implementing budgetary controls to track expenses
and revenues, setting performance targets and key performance indicators (KPIs) to
measure progress, and conducting regular performance reviews to assess employee
performance and provide feedback.
f. The existence and effectiveness of an internal audit function- This involves the
establishment of an internal audit department responsible for independently
evaluating the adequacy and effectiveness of internal controls, risk management
processes, and compliance with policies and procedures. Example: A company's
internal audit function may conduct periodic audits of financial transactions,
operational processes, and compliance with regulatory requirements, providing
recommendations for improvement to management and the Board of Directors.
g. Personnel policies and procedures- These are the rules and guidelines governing the
recruitment, selection, training, performance management, and termination of
employees within the organization. Example: Implementing fair and transparent
hiring practices, providing ongoing training and development opportunities for
employees, and establishing clear performance expectations and evaluation criteria.
h. Influence of external factors- This includes considering the impact of external
factors such as economic conditions, industry trends, technological advancements,
regulatory changes, and competitive pressures on the organization's control
environment. Example: A company operating in a highly regulated industry may need
to adapt its control environment to comply with new laws or industry standards, while
a company facing increased competition may need to focus on innovation and cost
control measures to remain competitive.
7. Discuss what is Accounting System.
 An accounting system is a structured set of procedures and methods used by an
organization to record, classify, summarize, and report financial transactions and
information. It encompasses both manual and computerized processes, including
the use of accounting software, to ensure accurate and reliable financial reporting.
8. An effective accounting system encompasses different principles, methods, and
procedures.
 In line with this and give at least five (5) examples
 Double-entry bookkeeping: Recording each financial transaction with both a
debit and a credit entry.
 Accrual accounting: Recognizing revenues and expenses when they are earned
or incurred, regardless of when cash is received or paid.
 Internal controls: Implementing procedures to safeguard assets, prevent fraud,
and ensure the accuracy of financial records.
 Cost accounting: Allocating costs to products or services to determine their
profitability.
 Financial reporting: Preparing financial statements such as the balance sheet,
income statement, and cash flow statement to communicate the company's
financial performance and position.
9. One way to identify a company’s principal activities and control objectives is to
separate the
typical company into four basic operating components.
Discuss and explain the following basic components:
a. Sales controls objectives- These focus on ensuring accurate and timely recording of
sales transactions, proper authorization of sales orders, and effective credit
management to minimize bad debts.
b. Production or service control objectives- These involve maintaining quality
standards, optimizing production efficiency, managing inventory levels, and ensuring
timely delivery of products or services to customers.
c. Finance control objectives- These include managing cash flow effectively,
maintaining accurate records of financial transactions, and ensuring compliance with
financial regulations and reporting requirements.
d. Administrative control objectives- These relate to managing administrative
functions such as human resources, procurement, and facilities management
efficiently and cost-effectively.
10. Understanding Control Systems, Accounting transactions should be clearly
flowcharted, so that they can be studied for possible weaknesses by the controller’s
staff. This review involves a businessperson’s perspective of what should be done, a
consideration of things that can go wrong, and a recognition of the accounts that
would be affected. Any issues concerning the control of those transactions should be
documented.
When reviewing the flowcharts for control weaknesses, there are five general control
objectives that should be kept in mind:
Explain the following five general control objectives and give each example.
a. Authorization- Ensuring that all transactions are approved by authorized personnel
before they are executed. Example: Requiring manager approval for large purchases
or expenditures.
b. Recording- Ensuring that all transactions are accurately recorded in the accounting
records in a timely manner. Example: Posting sales invoices and receipts promptly to
the general ledger.
c. Safeguarding- Implementing measures to protect assets from theft, loss, or misuse.
Example: Storing cash and valuable assets in a secure location with limited access.
d. Reconciliation- Comparing different sets of records or accounts to ensure they are
consistent and accurate. Example: Reconciling bank statements with cash records to
identify discrepancies and errors.
11. The following are the basic transactions that take place in the usual operation of
business which a
controller shall oversee the end to end transaction.
With the following transaction, enumerate at least three internal controls that should have
in place for you to say that indeed such role of controller really done his/her in overseeing
such operation.
1. Investments transactions/operations
 Requiring approval from senior management or an investment committee
before making any investment decisions.
 Implementing segregation of duties between individuals responsible for
initiating investments, approving transactions, and reconciling investment
accounts.
 Regularly monitoring and evaluating the performance of investments against
established benchmarks or criteria.
2. Receivables transaction/operations
 Implementing credit policies and procedures to assess the creditworthiness of
customers and establish credit limits.
 Performing regular reconciliations between receivables records and customer
statements to identify and address discrepancies.
 Conducting periodic aging analyses of accounts receivable to identify overdue
accounts and follow-up on collection efforts.
3. Inventory valuation
 Implementing periodic physical inventory counts to verify the accuracy of
inventory records and identify any discrepancies.
 Establishing internal controls over inventory movements, such as segregation
of duties between individuals responsible for receiving, storing, and issuing
inventory.
 Performing regular inventory reconciliations between physical counts and
inventory records to ensure accurate valuation and reporting.
4. Fixed Assets
 Establishing controls over the acquisition, disposal, and depreciation of fixed
assets, including approval processes and documentation requirements.
 Conducting periodic physical inspections and reconciliations of fixed assets to
verify their existence and condition.
 Maintaining detailed records of fixed asset acquisitions, disposals, and
depreciation adjustments for accurate financial reporting.
5. Revenue recognition
 Implementing policies and procedures for recognizing revenue in accordance
with applicable accounting standards and company policies.
 Performing regular reviews and approvals of sales contracts and agreements to
ensure they meet revenue recognition criteria.
 Conducting periodic reconciliations between recorded revenue and supporting
documentation, such as sales invoices and customer contracts, to verify
accuracy and completeness.
12. The following are the basics elements of Internal Accounting Control
That are necessary to meet the broad objectives of good internal accounting control—
objectives that include safeguarding the assets against loss arising from intentional
(fraud) or unintentional errors and producing reliable financial records for internal use
and for external reporting purposes.
 Explain the following and give each example.
a. Competent and trustworthy personnel, with clearly defined lines of authority
and responsibility- Hiring qualified individuals and clearly outlining their roles
and responsibilities to ensure accountability and effectiveness. Example:
Designating specific individuals responsible for approving transactions, recording
financial data, and reconciling accounts.
b. Adequate separation of duties- Assigning different tasks and responsibilities to
different individuals to prevent errors and fraud. Example: Having one person
responsible for approving purchases, another for receiving goods, and a third for
recording transactions in the accounting system.
c. Proper procedures for authorization of transactions- Establishing protocols
for approving transactions to ensure they are legitimate and comply with company
policies. Example: Requiring manager approval for significant expenditures
before they are incurred.
d. Adequate records and documents- Maintaining accurate and complete records
and documents to support financial transactions and ensure transparency and
accountability. Example: Keeping detailed records of all financial transactions,
including invoices, receipts, and bank statements.
e. Proper physical control over both assets and records- Implementing measures
to safeguard physical assets and records from loss, theft, or damage. Example:
Securing cash and valuable assets in locked safes or cabinets and restricting
access to sensitive financial records.
f. Proper procedures for adequate record keeping- Establishing protocols for
recording and maintaining financial data to ensure accuracy, reliability, and
accessibility. Example: Implementing standardized accounting procedures and
documentation requirements for recording transactions and preparing financial
reports.
g. A staff that can provide independent verifications- Having personnel or teams
responsible for conducting independent reviews and verifications of financial
transactions and controls. Example: Assigning internal auditors to periodically
review and assess the effectiveness of internal controls and compliance with
policies and procedures.
13. Auditing for fraud, especially for small-scale fraud, is like looking for the proverbial
needle in the haystack.
Explain the following reasons why it is so difficult to find:
a. Too many transactions- With a large volume of transactions, auditors may
struggle to thoroughly examine each one, making it easier for fraudulent activities
to go unnoticed amidst the sheer volume of data.
b. Ineffective use of audit time- Auditors may not allocate sufficient time and
resources to thoroughly investigate potential fraud indicators, leading to oversight
or inadequate detection of fraudulent activities.
c. Audits have time limits- Auditors are typically constrained by deadlines and
time limits for completing audits, which may prevent them from conducting
comprehensive investigations into potential fraud schemes.
d. Trend analysis is not sufficient- While trend analysis can help identify
anomalies or irregularities in financial data, it may not always be effective in
detecting sophisticated or subtle fraud schemes that are designed to evade
detection.
 e. Perpetrators know the procedures- Fraudsters may have insider knowledge of
the company's internal control procedures and audit processes, allowing them to
manipulate or circumvent controls to conceal fraudulent activities and avoid
detection.
f. Fraud is hard to recognize- Fraudulent activities may be disguised as legitimate
transactions or concealed through complex schemes, making them difficult for
auditors to detect without sufficient evidence or specific indicators of fraud.
Additionally, auditors may face challenges in distinguishing between errors,
irregularities, and intentional misstatements.

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