Chapter 7

Define internal control

 Organizational plan and all the related measures to: 3 Copyright (c) 2009 Prentice Hall. All rights reserved. Safeguard assets Encourage employees to follow company policies Ensure accurate, reliable accounting records Promote operational efficiency

Explain the Sarbanes-Oxley Act

 Congress passed SOX after the Enron and WorldCom scandals  Provisions include: ◦ Public companies must issue an internal control report ◦ Created Public Company Accounting Oversight Board  Oversees work of auditors of public companies ◦ Accounting firms may not both audit and provide consulting services to the same company ◦ Stiff penalties for violators  20 – 25 years in prison 5Copyright (c) 2009 Prentice Hall. All rights reserved.

List and describe the components of internal control and control procedures

 M onitoring of controls  I nformation System  C ontrol procedures  Control E nvironment  R isk Assessment 7Copyright (c) 2009 Prentice Hall. All rights reserved. MICER Acronym to remember five components

 Competent, reliable and ethical personnel ◦ Trained and supervised  Assignment of responsibilities ◦ Each employee has clearly defined responsibilities  Separation of duties ◦ Operations separate from accounting ◦ Custody of assets separate from accounting  Audits ◦ Accounting records should be examined regularly  Documents ◦ Invoices should be pre-numbered 8Copyright (c) 2009 Prentice Hall. All rights reserved.

 Electronic Devices ◦ Inventory sensors  Other controls ◦ Alarms and security cameras ◦ Loss-prevention specialists ◦ Bonding employees ◦ Mandatory vacations Copyright (c) 2009 Prentice Hall. All rights reserved.9

Explain control procedures unique to e-commerce

 Risks ◦ Stolen credit card numbers and passwords ◦ Computer viruses and Trojans ◦ Phishing  Security measures ◦ Encryption ◦ Firewalls 11Copyright (c) 2009 Prentice Hall. All rights reserved.

 Collusion: ◦ Two or more employees work together to defraud the company  Cost: ◦ The stricter the internal control, the greater the cost 12Copyright (c) 2009 Prentice Hall. All rights reserved.

Demonstrate the use of a bank account as a control device

Copyright (c) 2009 Prentice Hall. All rights reserved.14 Signature card Deposit ticket Check Bank statement Bank reconciliation

Prepare a bank reconciliation and the related journal entries

 Cash account in general ledger  Bank statement Copyright (c) 2009 Prentice Hall. All rights reserved.16 Timing differences due to time lag in recording transactions Usually show different balances A bank reconciliation is prepared to explain these differences

Bank Add: Deduct: Adjusted bank balance Book Add: Deduct: Adjusted book balance 17Copyright (c) 2009 Prentice Hall. All rights reserved. These amounts should equal each other

Bank Statement Balance Add: Deposits in transit. Deduct: Outstanding checks Add or Deduct: Bank errors Book Balance in ledger Add: Bank collections Add or Deduct : EFT transfers Deduct: Service charges Add: Interest revenue Deduct: Nonsufficient funds check from customer(NSF) and cost of printed checks Add or Deduct: Book errors 18 Copyright (c) 2009 Prentice Hall. All rights reserved.

Book balance$,$$$ Add: Bank collection from customer$$$ Interest revenue$$$ Subtotal$,$$$ Deduct: Bank service charge$$ NSF check$$$ Reconciled book balance$,$$$ 19 Any item under “Book Balance” requires a journal entry to adjust the Cash account Copyright (c) 2009 Prentice Hall. All rights reserved.

20 GENERAL JOURNAL DATEDESCRIPTIONREFDEBITCREDIT Interest earned on bank balance May31Cash$$$ Accounts receivable$$$ Bank collection from customer Cash$$ Interest revenue$$ Copyright (c) 2009 Prentice Hall. All rights reserved.

GENERAL JOURNAL DATEDESCRIPTIONREFDEBITCREDIT Accounts receivable$$$ Cash$$$ NSF check 21 Miscellaneous expense$$ Cash$$ Bank service charge Copyright (c) 2009 Prentice Hall. All rights reserved.

22 Copyright (c) 2009 Prentice Hall. All rights reserved.

Apply internal controls to cash receipts

 Receipt is issued for each transaction  Cash drawer opens when a transaction is entered  At the end of a shift, manager proves cash by comparing cash in drawer with machine’s record of sales  At least once a day, cashier deposits cash in bank  Register tape sent to accounting department 24Copyright (c) 2009 Prentice Hall. All rights reserved.

 Incoming mail opened by a mailroom employee  Customer checks sent to treasurer and cashier deposits money in bank  Remittance advice sent to accounting for journal entries  Controller compares records of ◦ The day’s bank deposit amount from treasurer ◦ The debit to Cash made by the accounting department 25Copyright (c) 2009 Prentice Hall. All rights reserved.

Apply internal controls to cash payments

 Important internal control  Check provides record of payment  Must be signed by an authorized official who reviews documents supporting the payment Copyright (c) 2009 Prentice Hall. All rights reserved.27

Document Purchase orderInvoiceReceiving reportCheck Action Company requests goods from supplier Supplier sends goods Company receives goods Company pays for goods Copyright (c) 2009 Prentice Hall. All rights reserved.28

Explain and journalize petty cash transactions

 Cash fund kept on hand to pay for small expenditures  Controls needed: ◦ Designate a custodian of petty cash fund ◦ Keep a specific amount of cash on hand ◦ All fund payments are supported with a petty cash ticket 30Copyright (c) 2009 Prentice Hall. All rights reserved.

 Check written for designated amount and cashed  Journal entry: Copyright (c) 2009 Prentice Hall. All rights reserved.31 General Journal Page 8 DateAccount Titles and DescriptionPRDr.Cr. May 1Petty cash $$$ Cash $$$

32 Petty Cash Ticket No. 15 Date: _________________ Amount: ________________ Paid to: _______________ For: ___________________ Debit Account No.: _________ May 2, 2009 $8.00 Foster’s Office Supply Office Supplies Sharon Kahl Carol Miller Supplies Expense – Account No.615 A numbered ticket is prepared for each expenditure Copyright (c) 2009 Prentice Hall. All rights reserved. Approved by: ___________ Payment received by: ___________

33 Petty Cash Ticket No. 15 Date: _________________ Amount: ________________ Paid to: _______________ For: ___________________ Approved by: ____________ Payment received by: _____________ Debit Account No.: _________ May 2, 2007 $8.00 Foster’s Office Supply Office Supplies Sharon Kahl Carol Miller 615 Petty Cash Copyright (c) 2009 Prentice Hall. All rights reserved.

 Maintaining petty cash at its designated balance  Money in petty cash plus the receipts should always equal designated balance Copyright (c) 2009 Prentice Hall. All rights reserved.34 Petty cash balance

 Total amounts on petty cash tickets  Add to cash remaining in fund ◦ Should equal petty cash fund balance ◦ If it doesn’t, missing amount is Cash short and over  Journal entry prepared to record expenditures  A new check is cashed to replenish fund to its original balance  Cash is placed in petty cash box 35 Copyright (c) 2009 Prentice Hall. All rights reserved.

 Account used whenever a cash fund is short or over  May have either a debit or credit balance  Reported as expense or revenue depending on ending balance 36Copyright (c) 2009 Prentice Hall. All rights reserved.

37 General Journal Page 8 DateAccount Titles and DescriptionPRDr.Cr. Aug 31Office supplies60 Delivery expense30 Cash short & over 8 Cash82 Replenish petty cash fund Copyright (c) 2009 Prentice Hall. All rights reserved.

38 The imprest system requires that the petty cash box contains cash and receipts that total the amount of the imprest balance. This clearly identifies the amount of cash for which the custodian is responsible, and that is the system’s main internal control feature. #1 General Journal DateAccount Titles and DescriptionPRDr.Cr. Petty cashDec 1$150 Cash$150 #2

Copyright (c) 2009 Prentice Hall. All rights reserved.39 General Journal DateAccount Titles and DescriptionPRDr.Cr. Dec31Office supplies111 Delivery expense30 Cash136 Cash short & over5

Describe ethical business issues related to accounting

 Analyzing right from wrong  Most companies have a code of ethics  Accountants held to higher standard  Ethical decision making ◦ Define the situation ◦ Specify alternatives ◦ Identify consequences ◦ Make the decision 41Copyright (c) 2009 Prentice Hall. All rights reserved.