Identify an internal control procedure that would reduce the following risks in a manual system:
a. The purchasing department may not be notified when goods need to be purchased. Require that an inventory control department monitor inventory records and request purchases (purchase requisition) when goods need to be reordered.
b. Accounts payable may not be updated for items received. Require that the receiving department complete a receiving report for all goods received, and that a copy of the report is forwarded to accounts payable.
c. Purchase orders may be prepared based on unauthorized requisitions. Require that the appropriate manager approve each purchase requisition by signing the requisition form.
d. Receiving clerks may steal purchased goods. Require good physical security such as security cameras and good supervision of receiving employees. Using a "blind" PO at receiving may also help since constant shortages when goods are stolen is more likely to be noticed.
e. Payments may be made for items not received. Require a three-way match of the purchase order, receiving report, and invoice before a payment can be approved.
f. Amounts paid may be applied to the wrong vendor account. Assuming that the payment was to the correct vendor, but posted to the wrong account, it is very difficult to uncover this error. A reconciliation of subsidiary ledge to the accounts payable account may not uncover this because the total balance would be the same. It may be uncovered if someone notices that the records show payments to a vendor are in excess of that owed. There is no method to completely eliminate errors in posting.
g. Payments may be made for items previously returned. Require a debit memorandum be completed for any goods returned, and that a copy of this be forwarded to accounts payable so that the balance owed can be changed.
h. Receiving clerks may accept delivery of goods in excess of quantities ordered. First, there must be a clear policy on overshipments that receiving personnel can apply. For example, a policy may be written that overshipments under 5% can be accepted, but all others should be rejected and returned. Second, there must be a policy that all received goods are compared against a purchase order. Also, the use a "blind" PO to force receiving personnel to count goods and they might therefore more easily detect overshipments.
i. Duplicate payments may be issued for a single purchase transaction. Require that payment documentation be "cancelled' when payment is made. This stamp on the documents should help prevent duplicate payments.
