This document discusses the weaknesses in the internal controls of Chipps Limited and their impact. It also suggests controlling measures to mitigate these weaknesses.
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Running head: ACCOUNTING INFORMATION SYSTEM Accounting Information System Name of the Student: Name of the University: Authors Note:
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1 ACCOUNTING INFORMATION SYSTEM On the basis of the facts provided about the Chipps Limited the various weaknesses associated with the internal controls of the organization and resultant impact and controlling measures are documented below in a tabular format. Weaknesses in relation to the in internal controls Effectsandimpactof such weaknesses Controllingmeasuresto mitigate weakness Responsibilitiesandduties are not properly segregated as oneofthefivepurchasing clerks(PCs)verifiesthe purchase requisition. Theresponsibilitiesof verificationofpurchase requisition cannot be fixed. Ensuringpropersegregation of duties and responsibilities of five PCs. Improperprocedureof selecting supplier. One of the PCs selects the supplier based onpreviousorders.Thisis notaproperprocedureto selectavendortosupply inventory. Selection of wrong supplier could lead to higher prices of materials resulting in increase ofcostofproductionand overallexpendituresofthe organization. Apart from that the quality of inventory might also be adversely affected if notpropersuppliersare selected to supply inventory. Followingproperprocedure to select suitable suppliers to supplyinventory.Aproper procedureincludesinviting tenderfromsuppliers, verifyingtendersand selectingthemostsuitable suppliertoplaceordersto procurerequiredinventory (Simkin,Norman&Rose, 2013). VerbalcommunicationA verbal communication is anThere must be a formal and
2 ACCOUNTING INFORMATION SYSTEM between receiving department andthePCofreceiving goods. informalcommunication whichlacksproper documentationofgoods receivedbythereceiving department. The quantity and quality of goods will not be known to the PCs in a verbal communication(Burt, 2014). writtencommunication betweenthereceiving departmentandthePCsof goodsreceipt.Thewritten documentshallbe prepared by the receiving department with all details regarding the goods received to allow the PCs to verify the actual goods receivedwiththepurchase requisition. Verbalnotificationof requisitioningdepartment headtothepurchase department. Verbalnotificationcould createnumberofproblems forboththerequisitioning and purchasing department as lack of documentation often createsconfusionaboutthe actual quality and quantity of goodsreceived.Thiswill furthermakethejobof inspection and verification of goodsreceiveddifficult (Turner&Weickgenannt, Writtendocumentationshall bemaintainedbythe requisitioning department and shall be sent to the purchase department for verification.
3 ACCOUNTING INFORMATION SYSTEM 2013). Filing of purchase orders in open purchase order file. The purchase orders must be keptinasecureplaceas keepingitintheopenfile increasestheriskof misplacing of document. ThePOmustbekeptat secure place to ensure that it isnotlostandproperly recordedintheinformation system(Daft&Marcic, 2014). Managementofcheque signature machine key by the cashier is a gross violation in the internal control system of the organization. Thecashiershouldnotbe allowed to maintain the key of cheque signature machine as this is direct conflict with hisresponsibilityof managing cash. Thechequesignaturekey shallbemaintainedand managed by a separate person and not by the cashier. The duties and responsibilities of cashiershallbelimitedto handling cash only.
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4 ACCOUNTING INFORMATION SYSTEM References: Burt, I. (2014). An Understanding of the Differences between Internal and External Auditors in Obtaining Information About Internal Control Weaknesses.SSRN Electronic Journal,3(4), 21-47. doi: 10.2139/ssrn.2538544 Daft, R., & Marcic, D. (2014).Building management skills(7th ed., pp. 11-52). Mason, Ohio: South-Western Cengage Learning. Simkin, M., Norman, C., & Rose, J. (2013).Accounting information systems(6th ed., pp. 31- 145). Hoboken, NJ: John Wiley & Sons. Turner, L., & Weickgenannt, A. (2013).Accounting information systems(3rd ed., pp. 47-102). Hoboken, NJ: John Wiley and Sons.