Task: In 1995, the Diamond Manufacturing Company purchased over $10 million work of office equipment under its so-called special ordering system, with individual orders ranging from $5,000 to $30,000. Special orders entail low-volume items that have been included in an authorized user’s budget. As part of their annual budgets, department heads request equipment and specify estimated costs. The budget, which limits the types and dollar amounts of office equipment a department head can requisition, is approved at the beginning of the year by the board of directors. A purchase requisition form for all approved equipment chases must be prepared and forwarded to the purchasing department. The special ordering system functions as follows:
Purchasing:
Upon receiving a purchase requisition, one of the five purchasing agents (buyers) verifies that the requester is indeed a department head. The buyer next selects the appropriate supplier by searching the various catalogs on file. The buyer then phones the supplier, requests a price quote, and places a verbal order. A pre-numbered purchase order is processed, with original sent to the supplier and copies to the department head, receiving and accounts payable. One copy is also filed in the open requisition file. When the receiving department verbally informs the buyer that the item has been received, the purchase order is transferred from the open to the filled file. Once a month, the buyer reviews the unfilled file to follow up on open orders.
Receiving:
The receiving department gets a copy of each purchase order. When equipment is received, the copy of the purchase order is stamped with the date and if applicable, any differences between the quantity ordered and the quantity received are noted in red ink. The receiving clerk then forwards the stamped purchase order and equipment to the requisitioning department head and verbally notifies the purchasing department that the goods were received.
Accounts Payable:
Upon receipt of a purchase order, the accounts payable clerk files it in the open purchase order file. When a vendor invoice is received, it is matched with the applicable purchase order, and a payable is created by debiting the requisitioning department’s equipment account. Unpaid invoices are file by due date. On the due date, a check is prepared and forwarded to the treasurer for signature. The invoice and purchase order are then filed by purchase order number in the paid invoice file.
Treasurer:
Checks received daily from the accounts payable department are sorted into two groups: those over and those under $10,000. Checks for less than $10,000 are machine signed. The cashier maintains the check signature machine’s key and signature plate and monitors its use. Both the cashier and treasurer sign all checks over $10,000.
Required:
Problem 1: Describe the weaknesses relating to purchases and payments of so-called special orders by the Diamond manufacturing Company
Problem 2: Recommend control procedures that must be added to overcome weaknesses identified in step a.
Problem 3: Describe how the control procedures you recommended in step b should be modified if Diamond reengineered its expenditure cycle activities to make maximum use of current IT (e.g, EDI, EFT, bar code scanning, and electronic forms in place of paper documents).