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13.7 The following table presents the results of using a CAAT
tool to interrogate the XYZ Company?s ERP system for expenditure
cycle activities. It shows the number of times each employee
performed a specific task.
Order
Invento
ry
Employ
ee A
Employ
ee B
Employ
ee C
Employ
ee D
Employ
ee E
Employ
ee F
Employ
ee G
Employ
ee H
Employ
ee I
150
306
Mainta
in
Suppli
er
Master
File
(add,
delete,
edit)
5
Receive
Invento
ry
Appro
ve
Suppli
er
Invoice
s for
Payme
nt
7
10
70
10
Pay
Supplie
rs Via
EFT
Sign
Chec
ks
Mail
Chec
ks
100
100
100
150
125
Reconci
le Bank
Accoun
t
10
425
400
25
1
300
Required
Identify three examples of improper segregation of duties and explain the
nature of each problem you find.
13.11 The ABC Company performs its expenditure cycle activities using its
integrated ERP system as follows:
?
Employees in any department can enter purchase requests for items they
note as being either out of stock or in small quantity.
?
The company maintains a perpetual inventory system.
?
Each day, employees in the purchasing department process all purchase
requests from the prior day. To the extent possible, requests for items
available from the same supplier are combined into one larger purchase
order in order to obtain volume discounts. Purchasing agents use the
Internet to compare prices in order to select suppliers. If an Internet search
discovers a potential new supplier, the purchasing agent enters the relevant
information in the system, thereby adding the supplier to the approved
supplier list. Purchase orders above $10,000 must be approved by the
purchasing department manager. EDI is used to transmit purchase orders
to most suppliers, but paper purchase orders are printed and mailed to
suppliers who are not EDI capable.
?
Receiving department employees have read-only access to outstanding
purchase orders. Usually, they check the system to verify existence of a
purchase order prior to accepting delivery, but sometimes during rush
periods they unload trucks and place the items in a corner of the
warehouse where they sit until there is time to use the system to retrieve
the relevant purchase order. In such cases, if no purchase order is found,
the receiving employee contacts the supplier to arrange for the goods to be
returned.
?
Receiving department employees compare the quantity delivered to the
quantity indicated on the purchase order. Whenever a discrepancy is
greater than 5%, the receiving employee sends an email to the purchasing
department manager. The receiving employee uses an online terminal to
enter the quantity received before moving the material to the inventory
stores department.
?
Inventory is stored in a locked room. During normal business hours an
inventory employee allows any employee wearing an identification badge
to enter the storeroom and remove needed items. The inventory storeroom
employee counts the quantity removed and enters that information in an
online terminal located in the storeroom.
?
Occasionally, special items are ordered that are not regularly kept as part
of inventory, from a specialty supplier who will not be used for any regular
purchases. In these cases, an accounts payable clerk creates a one-time
supplier record.
?
All supplier invoices (both regular and one-time) are routed to accounts
payable for review and approval. The system is configured to perform an
automatic 3-way match of the supplier invoice with the corresponding
purchase order and receiving report.
?
Each Friday, approved supplier invoices that are due within the next
week are routed to the treasurer?s department for payment. The cashier and
treasurer are the only employees authorized to disburse funds, either by
EFT or by printing a check. Checks are printed on dedicated printer
located in the treasurer?s department, using special stock paper that is
stored in a locked cabinet accessible only to the treasurer and cashier. The
paper checks are sent to accounts payable to be mailed to suppliers.
?
Monthly, the treasurer reconciles the bank statements and investigates
any discrepancies with recorded cash balances.
Required:
Identify weaknesses in ABC?s existing expenditure cycle procedures, explain
the resulting problems, and suggest as solution.
b. Draw a BPMN that reflects the ABC Company?s reengineered expenditure
cycle processes. Actual solution will depend upon which weaknesses were
identified; this diagram addresses all the weaknesses.
a.

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