1. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-1 chapter 12 The revenue cycle Learning objectives –To learn about the revenue cycle business activities. –To learn to flow chart the revenue cycle business activities. –To understand the processing of the revenue cycle transactions using a computer. –To know what the control practices and procedures are in the revenue cycle.

2. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-2 key terms balance forward method bill of lading billing cash on delivery credit limit cycle billing delivery note Goods and Services Tax open invoice method picking slip post-invoicing pre-invoicing remittance advice statement of accounts tax invoice terms of payment

3. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-3 Revenue cycle Deals with transaction processing involved in selling goods or services Sales can be made for cash or on credit

4. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-4 Revenue cycle business activities Main functions (cash sale): accepting customer requests for goods or services delivery of goods or services invoicing dealing with returned goods receiving and recording customer payments

5. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-5 Revenue cycle business activities Additional functions (credit sale): approving credit and credit limits recording accounts receivable sending periodical statements to customers dealing with bad debts

6. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-6 Revenue cycle business activities Categories of activities in revenue cycle: 1.processing customer orders 2.delivery/shipping 3.invoicing 4.accounts receivable ledger

7. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-7 Processing customer orders Customer orders: –accepting requests from customers –preparing sales order Approving credit and credit limits: –screening new customers –setting maximum limit –processing requests to increase limit –periodic checks on existing customers

8. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-8 Delivery/shipping of goods or providing a service Delivery/shipping of goods: –receiving sales order –preparing the dispatch order and delivery notes Providing a service: –recording labour and materials used (job card)

9. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-9 Invoicing and recording accounts receivable Details on sales invoice: –invoice number –name of supplier –ABN –date of invoice –description of goods –quantity of goods –GST inclusive price –discount allowed

10. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-10 Terms 2/7 - 2% discount if account is paid within 7 days n/30 - net amount payable within 30 days 10/eom - payment required within 10 days after the end of the month net cash 30 days - payment required within 30 days of the end of the month in which delivery is made

11. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-11 Types of invoicing Pre-invoicing: – invoice prepared when sales order is approved Post-invoicing: –invoice prepared and dispatched after delivery of goods or services

12. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-12 Accounts receivable ledger Customers referred to as debtors Accounts receivable is an asset Subsidiary ledger maintains asset details Source document for this ledger is sales invoice issued Statement of accounts sent to customers at end of each period showing details of account transactions and outstanding balance

13. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-13 Accounts receivable ledger Credit or adjustment notes: –prepared when goods are returned –recorded in sales returns journals Bad debts: –amounts owing by debtors that are unable to be collected

14. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-14 Accounts receivable ledger Revenue cycle ends with customer payments that may take the form of: –cash – from cash sales –cheques – most common form of payment –bank transfers –direct deposits or EFT Details of all payments are recorded in the cash receipts journal

15. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-15 Sales function

16. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-16 Sales returns function

17. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-17 Internal controls procedures for the revenue cycle Prompt transfer of customer orders to sales orders Strict procedures for granting credit Set policy on credit amounts and terms and discounts Prompt invoicing in separate department Segregation of duties on –dispatch –invoice preparation Proper authorisation procedures for discounts, returns and allowances and bad debt write offs Sequentially pre-numbered invoices, receipts etc. Cash registers with sealed till roles

18. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-18 Computer application systems for the revenue cycle Computers play an important role where large numbers of transactions are processed: –record the information in the same categories as a manual system –quickly produce the documentation required –record reservation of goods and services ordered –easily generate detailed reports for management use –reduce labour costs –reduce errors in pricing etc.

19. © 2003 McGraw-Hill Australia Pty Ltd, PPTs t/a Accounting Information & Reporting Systems by A. Aseervatham and D. Anandarajah. Slides prepared by Kaye Watson. 12-19 Controls in the computer environment Application controls required: Input controls –detect and prevent errors when data is input Processing controls –detect and prevent errors while processing is in progress Output controls –detect and prevent errors in outputs from processing