ERP Compliance Audit - RFM Financial Module The financial module is the core of the ERP software systems. It gathers financial data from various functional departments, and generates valuable financial reports such as general ledger, trial balance, balance sheet and quarterly financial statements. Due to access limitations the three main areas of focus are: 1. Journal Vouchers 2. Bank Reconciliations 3. Claims Journal Vouchers Purpose: A written authorization prepared for every financial transaction, or for every transaction, that meets defined requirements. A journal voucher is an integral part of the audit trail, and carries (1) a serial number, (2) transaction date, (3) transaction amount, (4) ledger account(s) affected, (5) reference(s) to documentary evidence (such as invoices or receipts) supporting the entry, (6) brief description of the transaction, and the (7) signature(s) or initials of one or more authorized signatories. Personnel involved in the process: 1. Posting of JV – Mr. Sabir Amin 2. Approval of JV – Mr. Umair 3. Adjustments of JV – Mr. Ashar Ali & Mr. Zulqarnain 4. Uploading of Supporting Documnts – DMS 5. Posting of RV and PV – Mr. Imran Waheed 6. Reviewing RV and PV – Mr. Kashif Standard Procedure: Activity Prepare journal entry template & supporting documentation Save supporting documentation in assigned location Submit journal entry for approval Review journal entry template and supporting documentation Approve/Confirm journal entry Posting of adjustment entries. Review and Confirm Adjustment entries Posting of PVs and RVs Preparer (Sabir) Approver (Umair) Adjustment entries (Ashar/Zulqarnain) DMS Cash Dept. ✅ ✅ ✅ ✅ ✅ ✅ ✅ ✅ 1 Review and Approve PVs and RVs Confirmation of RVs and PVs ✅ ✅ Risk Assessment: 1. Incomplete information: Incorrect or incomplete narrations posted by the preparer resulting in difficulty tracking the required JV. 2. Lack of timeliness: Time lag due to non-competency of the individual resulting in noncompletion of financial statements in the required period. 3. Errors in posting: Increased errors in posting can cause a delay and hence defer the process of payments and receivables. 4. Incomplete documentation: Deferred uploading and approval of supporting documents by DMS can delay the audit trail. 5. Authorization: Lack of timely authorization can result in time lags in the procedure and can also give discourage the subordinates to co-operate and can also give room to manipulation of information and data. Action Plan: Compliance of the aforementioned activities can be checked through the ERP by ensuring the following: 1. Duties for preparing, approving, and entering journal entries are segregated. Duties assigned are not overlapping or not carried out by another person. 2. Policies and procedures involving journal entries and other adjustments should be documented and distributed to personnel involved in initiating entries to the general ledger, transaction processing systems, or consolidation process 3. Entries are posted with adequate descriptions/narrations. 4. Adjustments are recorded and approved on a timely basis. 5. Number of entries posted by the individual on a monthly basis compared to the percentage of errors (checked via CMS) to ensure individuals competence and knowledge. 6. Each entry should is signed by the preparer 7. Each entry is confirmed by the senior management on a timely basis. 8. Number of days it takes the cash department to post, review and confirm the PVs and RVs 2 Bank Reconciliations Heading 3 On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly. To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template. 3 4