Pearl Corporation is a midsize, privately owned, industrial instrument manufactu
ID: 2743054 • Letter: P
Question
Pearl Corporation is a midsize, privately owned, industrial instrument manufacturer supplying precision equipment to manufacturers in the Midwest. The corporation is 10 years old and operates a centralized AIS. The administrative offices are located in a downtown building and the production, shipping, and receiving departments are housed in a renovated warehouse a few blocks away. The shipping and receiving areas share one end of the warehouse. The marketing department consists of four sales representatives. Upon obtaining an order over the telephone, a salesperson manually prepares a prenumbered, two-part sales order. One copy of the order is filed by date and the second copy is sent to the shipping department. All sales are on credit, FOB destination. Because of the recent increase in sales, the sales representatives have not had time to check credit histories. As a result, 15% of credit sales are either late collections or uncollectible. The shipping department receives the sales orders and packages the goods from the warehouse, noting any items that are out of stock. The terminal in the shipping department is used to update the perpetual inventory records of each item as it is removed from the shelf. The packages are placed near the loading dock door in alphabetical order by customer 8 name. A shipping clerk signs the sales order, indicating that the order is filled and ready to send. The sales order is forwarded to the billing department, where a two- part sales invoice is prepared. The sales invoice is prepared upon receipt of the sales order from the shipping department so that the customer is billed only for the items that were sent, not for back orders. Billing sends the customers copy of the invoice back to shipping, and shipping then inserts it into a special envelope on the package in order to save postage. The carrier of the customers’ choice is then contacted to pick up the goods. In the past, goods were shipped within two working days of receipt of the customers’ order; however, shipping dates now average six working days. One reason for this slippage is that two new shipping clerks are still undergoing training. Because these clerks have fallen behind, the two experienced clerks in the receiving department have been assisting them. The receiving department is located adjacent to the shipping dock, and many different carriers deliver merchandise daily. The receiving clerks share a computer terminal with the shipping department. The date, vendor, and number of items received are entered upon receipt to keep the perpetual inventory records current. Hard copies of the changes in inventory (additions and shipments) are printed monthly. The receiving supervisor checks that the additions are reasonable and for-wards the printout to the shipping supervisor, who is responsible for checking the reasonableness of the deductions from inventory (shipments). The inventory printout is stored in the shipping department by date. A complete inventory list is printed only once a year when the entire inventory is counted.
Describe the exposure resulting from each weakness. Recommend control procedures that should be added to the system to correct the weakness. Format your answer as follows: Weakness Threat Recommended Control Procedure( s)
b. Discuss how Pearl Corporation could use IT to improve both control and efficiency during sales order processing.
Explanation / Answer
Answer:
S.N. Weakness Threat Recommendation control procedure Use of IT 1 Not checking customer credit history. Increase in bad debts. A list of all past customers should be prepared and rating should be alloted to them based on the past payments. This can be done by administrative office. Rating can be done in accounting software itself or a common excel sheet can be used for this. 2 6 days in shipping customer's order. Customer may not wait for 6 days and look for another supplier. Training of two new shipping staffs as soon as possible. Standard operating procedure can be made in the system and shared with new shipping staffs. 3 Hard copies of the changes in inventory (additions and shipments) are printed monthly. It is difficult to trace inventory leakage. Hard copies of the changes in inventory (additions and shipments) should be printed daily. Updation of stock in the system daily. System will easily calculate stock by adding receipts and deducting shipments. 4 Inventory count is done on yearly basis. It may lead to inventory misappropriation. It should be on monthly basis. Providing of advanced calculators to staffs for inventory count. 5 Control over all process. All of the sales processes are done on time. Administrative department should look that all processes are done on time. Customer order should be given an unique number and every department should update its status in system in respect of that unique number.Related Questions
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