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After all required data have been entered, the Sales Application System automatically calculates the
overall value of the order and undertakes the following automatic checks with the customer
database:
Customers order is within the credit limit. The orders are classified into three buckets. The order can
be a small cap where it is under $100,000 with a customer credit limit of $5,000, mid-cap worth
$100,000 to $500,000 with a customer credit limit of $15,000, and premier cap worth over $500,000
with a customer credit limit of $25,000.
Customer is not flagged with a Delivery Stop (Bad customers get flagged with this attribute).
"Delivery Stop" occurs when a loan is outstanding for more than 90 days. The "Delivery Stop" is
removed when the sales supervisor and manager review the situation and the customer pays off
debt.
The Sales Application System automatically generates an order confirmation. The order confirmation
contains the order number, the quantities, the unit prices, overall value of the order and the
expected date of delivery. The order confirmation is automatically e-mailed to the customer.
If any issues with the order come up while entering the data into the Sales Application System the
purchase order will not be processed. Instead, the purchase order is sent back to the sales
department supervisor. This is also the case when some of the ordered goods are not in stock.
Partial shipments are not made. The sales manager will follow up with any issue and might clarify
with the customer. If a client has exceeded his credit limit the sales manager needs to contact the
head of the sales department, who has to approve the exceeded limit. The Head of Sales also
approves of the discount. Usually the automatic system checks for errors in customer limit and the
amount and type of product delivered. The order then goes back to the sales department where it is
processed. Very few errors have occurred.
A sales department clerk reconciles each processed purchase order with the captured data in the
Sales Application System on a daily basis. He documents his check by stamping and signing the
purchase order. The customers processed purchase order is archived by the sales department based
on the order number.
gross amount of the invoice. The clerk will also debit cost of goods sold and credit inventory for the
amounts shown on the inventory adjustment report.
There are two A/R clerks who are responsible for mailing invoices and managing aging and
collections on A/R. The invoices are mailed monthly to the customer. The A/R clerks perform a
monthly aging and they will send reminder letters to customers who are 30 days past due. Invoices
are identified by three categories: 30 to 60 days, 90 days, and over 90 days.
Customer payments are received in a lock box. The lock box is linked with Bank of America. One cash
receivable clerks downloads the report from Bank of America. On a weekly basis, a cash receipts
clerk posts the lock box payments to the OneSource system by customer. There is a report
generated from OneSource which is called the payment report. The accounting clerk posts the
payment report to the general ledger. When the payments don't match, the two seniors check over
each other's work for any discrepancies. Cash is debited and A/R is credited. If there are any
payments which cannot be applied to a customer account they will fall out into a suspense account
and will be researchedOn monthly basis, there is reconciliation between the OneSource sub ledger
and the general ledger. Any discrepancies are reviewed.
There is also a monthly cash reconciliation to ensure that all cash has been properly accounted for.
Also, write-offs take place after three months. Last year, 320,000 write-offs were recorded.
There is also a monthly inventory report generated by the warehouse. This report is reconciled to
the inventory numbers in the general ledger.