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BASIC TECHNOLOGY SALES ORDER PROCESSING SYSTEM 

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BASIC TECHNOLOGY SALES ORDER PROCESSING SYSTEM 

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1. Automates credit check
2. - System scan the item
- Automated Inventory system
3. -Edits input data properly
-Automated posting to accounts
-File backup
4.  Multilevel security
5. -Password control
-  Multilevel security to prevent unauthorized access

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1. Sales to un-creditworthy customer (possibility of bad debt)
2. Ship wrong items/quantities
3. Inaccurate record
4. Misapproriate of assets
5. Unauthorized access

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1. - authorize   transaction(review client credit background).
- separation of duties to      avoid fraud.
2. shipping department verify & reconcile with order.
3. -prepare remittance list to counter check the info
-prepare accounting records
4. -transaction authorization
-supervision
-segregation of duties
5. -guard access control

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- It is the combination of computer technology and human activities

- Smaller business tend to rely less on technology and more on manual procedures, whereas larger companies tend to employ advanced technologies

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-Used extensively in:
>grocery store, department stores & other types of retails.
-Involves the exchange of goods directly for cash in transaction at the point of sale.
-Inventory kept at the store not in separate warehouse.

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-Computer to computer exchange of standard business documents such as purchase orders, invoices, inventory levels and shipping notices. EDI software solutions facilitate the exchange of business documents and data across a variety of platforms and programs.

-EDI poses unique control problems for organizations

Retails that EDI
-Wal-Mart, JCPenney, Supervalu, and Hallmark Cards

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-Thousands of organizations worldwide have home pages on the Internet to promote their products and solicit sales.

-Typically, Internet sales are credit card transactions that are sent to the seller’s e-mail file.
Example include B2B and business-to-consumer (B2C) transactions.

-Connecting to the Internet exposes the organization to threats from computer hackers, viruses, and transaction fraud.

-Most organizations take these threats seriously and implement controls, including password techniques, message encryption, and firewalls, to minimize their risk.

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1. Open mail and prepare remittance list 

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1. Open mail and prepare remittance list 

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- Remittance list contains information needed to service individual customer's accounts.
- This remittance advice is a form of turnaround document and it is most apparent in firms that process large volumes of cash receipts daily.

2. Record and deposit checks
-A cash receipts employee verify the accuracy and completeness of the checks against the list prelist
- Deposit slip = Show the amount of the day's receipts and forwards this along with the checks to the bank.

3. Update Account Receivable Accounts
- The remittance advice are used to post to customers' accounts in the AR subsidiary.

4. Update Record Ledger
- The general ledger function reconciles the figures, post to the cash and AR control accounts, and files the journal voucher.

5. Reconcile cash receipts and deposits.
- Compare the following documents :
1) A copy of the prelist
2) Deposit slips received from the bank
3) Related journal vouchers

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1. Sales Department
- Sales process begins with the customer contacting the sales department by telephone, mail, e-mail, fax, or person

2. Credit Department Approval
- Verify the customer's creditworthiness by using the department computer to review the customer's credit in the customer's file
- When credit is approved, the sales department clerks pull the various copies of the sales orders from the pending file and releases them to the billing, warehouse, and shipping department

3. Warehouse Procedure
- The inventory items and stock release are the sent to the shipping department
- Warehouse clerk uses the department PC to record inventory reduction in the stocks records

4. The Shipping Department
- If the order is determined to correct, a bill of lading is prepared, and the products are packed and shipped via common carrier to the customer.
- The clerks use the department PC to record the transaction in the shipping log and sends the shipping notice and stock release document to the billing department

5. The Billing Department
- The billing clerks use the department PC to compile the relevant facts about the transaction ( product price, handling charges, discount terms) and bill the customer.

6. Accounts Receivable, Inventory Control, and General Ledger Departments
- Upon receipt of the documents from billing department, the AR and inventory controls clerks update their respectively subsidiary ledgers

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1. Mail Room - received customer payment and remittance advice,

the clerk will :

reconcile

endorses

gathers into batches

prepare remittance list (RL)

sent RL and checks to cash receipt department

RA and RL to AR department

2. Cash Receipts - received RL and check from mail room, the casher will :

records checks in cash receipt journal

sent to bank with 2 copies of deposit slip

prepares journal voucher

sent it to general ledger department

3. Account Receivable - use the RA to reduce customer's account balance consistent with amount paid, the AR clerk will :

prepares summary of changes to account balance

sent to general ledger department

4. General Ledger Department - once received document from AR and cash receipt department, the general ledger clerk will :

reconciles the information

post to the control accounts

5. Controller's Office - the controller office clerk will :

responsible to the accounting document

prepares financial report

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3) Advance Technology Integrated Sales Order Processing System

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3) Advance Technology Integrated Sales Order Processing System

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Sale Procedures

The Sales Clerk's - receives customer order, the clerk will :

1. Check customer's request either approved or denied by:

accesses inventory subsidiary file

check the availability of inventory item requested

2. If credit is approved,

system adds a record to the sale invoice file

transmits a digital stock release document to the warehouse

send digital copy of the packaging slip to the shipping department

The Warehouse Clerk's will :

produce a hard-copy printout of the electronically transmitted stock release document

pick out the goods

sends to the shipping department with a copy of stock release

The Shipping Clerk's will :

1. Once received goods from warehouse,

reconciling the goods with packing slip

preparing for shipment

select a carrier

2. After goods are shipped,

clerk will access the system

transmits a digital shipping notice to signal that the transaction is complete

The System will :

update the customer's credit history record

reduce the quantity-on-hand filed in the inventory subsidiary records

Determines if the inventory quantity-on-hand has fallen below the recorder point

places an "on-order" flag in inventory record

insert a shipped date in sales invoice record to indicate the order's status

update GL account

produce and distributes various management report

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4) Advance Technology Integrated Cash Receipts System

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4) Advance Technology Integrated Cash Receipts System

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1. Mail Room - received check and remittance advice, the clerk will :

endorse check for deposit only

reconciles check and RA

prepare RL

check, RA & copy of RL sent to cash receipt department

2. Cash Receipt - the clerk will :

reconcile check, RA & RL

prepare deposit slip

access cash receipt system

creates a record on remittance file (cash receipt journal)

file RL, RA & deposit slip

security group deposit checks in the bank

3. Automatic Data Processing Procedures - when cash receipt data entry complete, the system will :

closes the sales invoices covered by customer check with placing customers check number and payment date

post to GL account

prepare and distribute various management report

4. Controller's Control - clerk will :

reconciliation of RL, bank deposit slip, cash receipt journals and GL cash account.