Chapter 14: Audit of the Sales and Collection Cycle: Tests of Controls Typical Transactions in the Sales and Collection Cycle Five major classes of Transactions: • Sales • Cash receipts • Sales returns and allowances • The write-off of uncollectible accounts • Bad-debt expense Sales Cycle-2 An Overview of Functions, Documents, and Accounting Systems • Order Entry Department – The starting point Customer Order Prepare Sales Order Sales order 1 Customer 2 3 Credit Department A Sales Cycle-3 Okra Development Corp. Copy Purchase Order 6-3378 8924 Bailey Road Salem, OR 92117 Date: Ship By: Terms: To: Faragut Sales, Inc. 3812 Briar Drive Salem, OR 92115 Quantity Number 10 Model 317 August 5, 201X September 12, 201X 2/10, n/30 FOB Shipping Point Ship to: Okra Development Corp. 8924 Bailey Road, Salem, OR 92117 Description Roller Bearing for Price Amount 48.00 480.00 Model 3118 Ripper Purchase order number must appear on all shipments and invoices Ordered By Margaret Spangler Sales Cycle-4 64412 Sales Order To: Copy Okra Development Corp. 8924 Bailey Road Salem, OR 92117 Ship by September 12, 201X Terms: 2/10, n/30 FOB Shipping Point Faragut Sales, Inc. Ship to Okra Development 8924 Bailey Road, OR Credit Approval C.H. Goods Counted M.K. Customer Order Number 6-3378 Quantity Number Description 10 Model 317 Roller Bearing Amount 480.00 Date Shipped: 8/20/0X. Freight Bill #229-237441 Sales Cycle-5 • Shipping involves the Shipping Department Order Entry Approved Sales Order SO Billing and A/R BL BL BL Prepare Multi-Part Bill of Lading BL N Customer Common Carrier Sales Cycle-6 BILL OF LADING Copy Faragut Sales, Inc. 229-237441 3812 Briar Drive Salem, OR 92115 Shipp to: Destination: Carrier: August 20, 201X Okra Development Corp. 8924 Bailey Road, Salem, OR 92117 Yellow Express Car Initial: Car No. Number of Description of Articles, Packages Special Marks, and Exceptions Weight Rate 5 Roller Bearings, 2 each 28 lbs. 3 Faragut Sales Shipper, Per Joe Chen Class or Agent Yellow Express Per Sue Jones Sales Cycle-7 • Sales order & Bill of Lading goes to • Billing/Accounts Receivable Department Shipping Department SO BL SO BL INV INV N INV Prepare Sales Invoice & Sales Summary INV Cost Department for Perpetual Inventory Sales Summary General Accounting Customer Sales Cycle-8 D8-9912 Faragut Sales, Inc Copy 3812 Briar Drive, Salem, OR 92115 Sales Invoice Sold to: Shipped to: Okra Development Corp. 8924 Bailey Road Salem, OR 92117 8924 Bailey Road Salem, OR 92117 Freight Bill No. 229-237441 FOB Shipping Point Invoice Date Date Shipped Terms Your Order No. August 25, 201X August 20, 201X 2/10, n/30 6-3378 Quantity We are pleased to serve you Price Amount 10 Model 317 48.00 480.00 Pricing and Math J.D. Account Coding S.A.L. Sales Cycle-9 Page 327 SALES JOURNAL Date Sold to: Invoice No. Amount August 25 Okra Development Corp. D8-9912 480.00 Sales Cycle-10 • Cash Collection • Receptionist/Mail Room Clerk Customer Invoice Copy Cheque Invoice Cheque List Prepare List of Cash Received (2 copies) List Cashier Control Copy to General Accounting Sales Cycle-11 Okra Development Corp. REMITTANCE ADVICE Salem, Or. Invoice No. D8-9912 Cheque No. 867 Date 8-25-1X Date 9-04-1X Voucher 9-00018 Vendor No. 003270003 Gross Amount Discount 480.00 9.60 Vendor Name Faragut Sales, Inc. Net Amount 470.40 Total Amount 470.40 Sales Cycle-12 15642 September 5, 201X Cash Receipts Listing Fountain City Warehousex,400.00 Adding Machine Tape Charlotte Sawyers, Inc. x,295.00 Brown, Inc. 1,200.00 Okra Development Corp. x,470.40 Toil Incorporated x,490.00 Harreleson Hardware 1,872.80 Barnaby Sales, Inc. x,982.00 Hartfords x,x92.00 x,120.00 x,x98.32 x,x23.66 x,842.33 x,988.11 3,130.40 5,802.20 J.T.Lockett September 5, 201X Preparer Cash Summary Cash Receipts Listing 5,802.20 Over-the-counter cash receipts 3,130.40 8,932.60 Sales Cycle-13 • Cash must be deposited in the Bank • Cashier Mail Clerk List of Receipts Invoice Copies List of Receipts Cheques CR Summary CR Summary Cheques Prepare Deposit Slip & Cash Receipts Summary A/R to update A/R Sub-Ledger Deposit Slip General Accounting Bank Sales Cycle-14 First National Bank Faragut Sales, Inc. Deposit Slip September 5, 201X Currency Cheques 3,130.40 400.00 295.00 1,200.00 470.00 490.00 1,872.80 982.00 92.00 $8,932.60 Teller 5 Sales Cycle-15 Page 112 CASH RECEIPTS JOURNAL Date Customer Name Cash Sales Discount August 25 Okra Development Corp. 470.40 9.60 Account Receivable Credit 480.00 Sales Cycle-16 • The Accounts Receivable Sub-Ledger must be updated • A/R Department Cashier List of Receipts CR Summary Trial Balance Post to the Customer Account & Prepare Trial Balance Trial Balance D General Accounting for comparison to the G/L Sales Cycle-17 • The Role of General Accounting A/R Dept. Sales Summary List of Receipts Post to the General Ledger CR Summary Mail Clerk Cashier Sales Cycle-18 Typical Documents and Records • Sale is initiated with a • What documents accompany the sale? • Routine reports – include a sales journal – aged accounts receivable trial balance – Anything else? Sales Cycle-19 The Accounts of the Sales and Collection Cycle Gross sales Cash in bank Cash Sales Sales on Account Accounts receivable Beginning balance Sales on account Ending balance Cash receipts Cash discounts taken Sales returns and allowances Charge-off of uncollectible accounts Allowance for uncollectible accounts Charge off of uncollectible accounts Sales returns and allowances Beginning balance Bad debts Ending balance Bad debts Sales Cycle-20 Methods of Recording Transactions • Manual recording • Entered in batches • Recorded one transaction at a time Sales Cycle-21 Control Differences Between Batch and Online Systems Batch systems: • Transactions readily traced Online systems: • Transactions recorded one at a time • Groups of transactions are totaled • Document sequencing is important Sales Cycle-22 Control Differences For Error Detection and Correction Batch systems: • one erroneous transaction Online systems: • Focus is on preventing errors • Error follow-up is required • Input edit check for valid customer data and reasonableness Sales Cycle-23 Batch and Online Systems: Segregation of Duties Batch systems: Online systems: • Separate • In decentralized systems • Reconciliation and error follow-up • Use passwords to separate Sales Cycle-24 Risk Assessment and the Sales Cycle Why do risk assessment? Risk Type Impact upon Sales and Collection Cycle Client business risk Increased client business risk could lead to greater risks of misstatement of sales. Audit risk As audit risk decreases, the level of assurance required increases, and the extent of testing required increases. Inherent risk - overall As inherent risk increases, the extent of testing required increases; inherent risks associated with the handling of cash directly affect certain audit assertions in sales (e.g. completeness). Risk of material misstatement - overall Management biases due to bonus incentives or stated earnings forecasts could increase the extent of testing. Risk of fraud - overall Poor fraud risk management could result in increased risk of fraud, with a need to increase the extent of testing. Identify significant risks Revenue recognition is considered a significant risk unless the auditor has evidence to the contrary; this means that controls over revenue recognition need to be assessed and increased testing is required of assertions that affect revenue recognition. Remember that as risk increases Sales Cycle-25 Effect of General Controls • General controls – Are pervasive and affect multiple transaction cycles – Typical examples of general controls Sales Cycle-26 • If general controls are good, • If general controls are poor Sales Cycle-27 Methodology for Designing Tests of Controls for Sales Understand general controls sales Understand internal control and evaluate design effectiveness - sales By assertion: Assess planned control risk; identify and assess risks of material misstatement - sales Evaluate cost-benefit of testing controls Design tests of controls for sales to meet transactionrelated audit objectives Audit procedures Sample size Items to select Timing Sales Cycle-28 Documentation of Internal Controls • Internal controls need to be documented • The auditor focuses on • What type of controls can these be? Sales Cycle-29 Key Controls for Sales • Segregation of Duties • Authorization • Documents and Records Sales Cycle-30 • Internal verification • Prenumbered documents • Monthly statements Sales Cycle-31 • Application Controls – These are computer internal controls Sales Cycle-32 Tests of Internal Controls • Once the key controls have been identified, the auditor can decide • Tests of internal controls will be devised for Sales Cycle-33 Examples of Internal Control using the Occurrence Assertion • Manual Control • Key control: credit is approved before shipment takes place. – The manual control? • Possible test of control Sales Cycle-34 Automated Batch • Occurrence assertion • Key control: Orders causing balances to exceed credit limits are printed on an exception report • Possible test of control: Sales Cycle-35 Automated Online • Occurrence assertion • Key control: Orders causing balances to exceed credit limits are held in a separate transaction file • Possible test of control: Sales Cycle-36 Interdependent • Occurrence Assertion • Key control: Orders causing balances to exceed the credit limit are printed on an exception report and must be approved by a credit manager • Possible test of control: Sales Cycle-37 Manual, Automated and Interdependent Controls From the previous examples, it can be seen that: – Manual controls are controls performed entirely by people – Automated controls (batch or online) are performed only by computerized systems – Interdependent controls rely upon computer processes (automation) but a person must also be involved to fully perform the control Sales Cycle-38 Direction of Testing Tracing Vouching Sales Cycle-39 • Tracing – Goes from the start of the transaction to the posting – Is this a test for overstatement or understatement of sales? • Vouching – Goes from the general ledger or sales journal back to the original document Sales Cycle-40 Typical Concerns for Tests of Sales 1. Recorded sales occurred – Occurrence – Auditor is concerned with following possible misstatements • Recorded sale for which there was no shipment • Sale recorded more than once • Shipment made to non-existent customer Sales Cycle-41 2. Existing sales transactions are recorded – Completeness assertion – Want to test for unbilled shipments – Are shipping documents complete? 3. Recorded Sales are accurately recorded – Measurement assertion Sales Cycle-42 4. Recorded sales are properly classified • Ensure correct entry into the general ledger 5. Sales transactions are properly updated in the master file and correctly summarized • Accuracy of the master file is essential 6. Sales are recorded on the correct dates • • Sales must be billed as soon as shipment takes place Remember all the tests can be dome with the same sample of sales invoices and shipping documents Sales Cycle-43 Typical Controls and Tests for Cash Receipts Transaction-Related Audit Objective Key Internal Control General Tests of Controls Quantitative/Dual-Purpose Test of Controls Recorded cash receipts are for funds actually received by the company (occurrence) Separation of duties between handling cash and record keeping or data entry Observe separation of duties. Independent reconciliation or review of bank accounts. Observe independent reconciliation of bank account. Review the cash receipt journal, general ledger, and accounts receivable master file or trial balance for large and unusual amounts. Trace from cash receipts listing to duplicate deposit slip and bank statements Separation of duties between handling cash and record keeping. Use of remittance advices or a prelisting of cash. Immediate endorsement of incoming cheques. Internal verification of the recording of cash receipts. Regular monthly statements to customers. Discussion with personnel and observation. As above. Cash receipts are deposited and recorded at the amount received (accuracy). Approval of cash discounts. Regular reconciliation of bank accounts. Comparison of batch totals with duplicate deposit slips and computer summary reports. Examine remittance advices for proper approval. Review monthly bank reconciliations. Examine file of batch totals for initials of data control clerk; compare totals with summary reports. Examine remittance advices and sales invoices to determine whether discounts allowed are consistent with company policy. Cash receipts are properly classified (classification). Use of adequate chart of accounts or automatic posting to specified accounts. Review chart of accounts and computerassigned posting accounts. Examine documents supporting cash receipts for proper classification. Cash receipts are properly included in the customer master file and are correctly summarized (posting and summarization). Regular monthly statements to customers. Use of properly approved master file change forms. Comparison of customer master file or aged accounts receivable trial balance totals with general ledger balance. Observe whether statements are mailed. Foot journals, and trace postings to general ledger and accounts receivable master file. Cash receipts are recorded on correct dates (timing). Procedure requiring recording of cash receipts on a daily basis. Observe unrecorded cash at any point in time. Cash received is recorded in the cash receipts journal (completeness). Observe immediate endorsement of incoming cheques. Examine indication of internal verification. Observe whether monthly statements are sent to customers. Trace from remittances or prelisting to duplicate bank deposit slip and cash receipts journal. Review reconciliation reports of credit card or electronic funds transfer receipts. Examine master file change forms for proper authorization. Examine documentation verifying that comparison was complete, Compare dates of deposits with dates in the cash receipts journal. Sales Cycle-44 Frequency of Testing of Internal Controls • Is an auditor allowed to use the results of prior testing in a current audit? • In this case, which type of controls must be tested annually? • Which type of controls could potentially be tested every three years? Sales Cycle-45 Testing of Interdependent Controls • The interdependent control has two parts: – A function performed – A function performed • It is only possible to rely upon the automated function if: • Both parts of the control must be tested to enable Sales Cycle-46 What if Control Testing Yielded Many Errors? • The first step is to determine whether the errors or exceptions – were due to a particular circumstance – or restricted to a particular time period Sales Cycle-47 • If the errors are systemic • If this alternative control achieves the same purpose and is functioning correctly • If no compensating control? Sales Cycle-48 Material Error • If there is no compensating control • Want to quantify the extent of the error. Sales Cycle-49 Results of Quantifying the Error • If it turns out that the results of the weakness could result in immaterial error • If a material error could result Sales Cycle-50 Performing the Audit Program • The initial audit program is organized by audit assertion • In performing for maximum efficiency • The use of automated working paper software facilitates this process. Sales Cycle-51 Computer-Assisted Audit Tests • Where there are a large number of transactions • E.g. In internal controls testing, the auditor could use automated sampling routines Sales Cycle-52 Suitability of Test Data • Batch systems: – Test data may be inappropriate • Online systems – Test data is useful Sales Cycle-53 Suitability of Generalized Audit Software • Best suited for analytical review, tests of detail, or dual-purpose tests, for example: Sales Cycle-54 Problem 14-21, p. 490, 11th. Canadian Edition The following errors or fraud and other irregularities are included in the accounting records of Joyce Manufacturing Ltd.: 1. The credit limit for a new customer was entered as $20,000 rather than $2,000 in the customer master file. 2. A material sale was unintentionally recorded for the second time on the last day of the year. The sale had originally been recorded two days earlier. 3. Cash paid on accounts receivable was stolen by the mail clerk when the mail was opened. 4. Cash paid on accounts receivable that had been prelisted by a secretary was stolen by the bookkeeper who enter cash receipts and accounts receivable in the accounts receivable system. He failed to enter the transactions. 5. A shipment to a customer was not billed because of the loss of the bill of lading. 6. Merchandise was shipped to a customer, but no bill of lading was prepared. Since billings are prepared from bills of lading, the customer was not billed. 7. A sale to a retail customer was unintentionally classified as a commercial sale. REQUIRED 1. Identify whether each misstatement is an error, a fraud, or other irregularity. 2. For each misstatement, state a control that should have prevented it from occurring on a continuing basis. 3. For each misstatement, state an audit procedure that could uncover it. Sales Cycle-55 Problem 12-22, page 403 YourTeam.com is an online retailer of college and professional sports team memorabilia, such as hats, shirts, pennants, and other sports logo products. Consumers select the university, college, or professional team from a pull-down menu on the company’s website. For each listed item, the website provides a product description, picture, and price for all products sold online. Customers click on the product number of the items they wish to purchase. YourTeam.com has established the following internal controls for its online sales: 1. Only products shown on the website can be purchased online. Other company products not shown on the website are unavailable for online sale. 2. The online sales system is linked to the perpetual inventory system that verifies quantities on hand before processing the sale. 3. Before the sale is authorized, YourTeam.com obtains credit card authorization codes electronically from the credit card agency. 4. Online sales are rejected if the customer’s shipping address does not match the credit card’s billing address. 5. Before the sale is finalized, the online screen shows the product name, description, unit price, and total sales price for the online transaction. Customers must click on the Accept or Reject sales button to indicate approval or rejection of the online sale. 6. Once customers approve the online sale, the online sales system generates a Pending Sales file, which is an online data file that is used by warehouse personnel to process shipments. Online sales are not recorded in the sales journal until warehouse personnel enter the bill of lading number and date of shipment into the Pending Sales data file. Sales Cycle-56 REQUIRED: a. For each control, identify the transaction-related audit objective(s) being fulfilled if each control is in effect. b. For each control, describe potential financial misstatements that could occur if the control were not present. c. For each control, identify an important general control that would affect the quality of the control. d. For each control, list a test of control to test its effectiveness. Sales Cycle-57 Problem 12-27, page 405 The following are auditor judgments and audit sampling results for six populations. Assume large population sizes. 1 2 3 4 5 6 EPER (in percentage) 2 0 3 1 1 8 TER (in percentage) 6 3 8 5 20 15 ARACR (in percentage) 5 5 10 5 10 10 100 100 60 100 20 60 2 0 1 4 1 8 Actual sample size Actual number of exceptions in the sample REQUIRED a. For each population, did the auditor select a smaller sample size than is indicated by using attribute sampling tables for determining sample size? Evaluate, selecting either a larger or smaller size than those determined in the tables. b. Calculate SER and CUER for each population. c. For which of the six populations should the sample results be considered unacceptable? What options are available to the auditor? d. Why is analysis of the exceptions necessary even when the populations are considered acceptable? Sales Cycle-58 EXPECTED POPULATION DEVIATION RATE (IN PERCENTAGE) 2 TOLERABLE DEVIATION RATE (IN PERCENTAGE) 4 5 6 7 8 9 10 15 3 20 5 PERCENT RISK OF OVER RELIANCE (ARACR) 0.00 0.25 0.50 0.75 1.00 1.25 1.50 1.75 2.00 2.25 2.50 2.75 3.00 3.25 3.50 3.75 4.00 5.00 6.00 7.00 149 236 . . . . . . . . . . . . . . . . . . 99 157 157 208 . . . . . . . . . . . . . . . . 74 117 117 117 156 156 192 227 . . . . . . . . . . . . 59 93 93 93 93 124 124 153 181 208 . . . . . . . . . . 49 78 78 78 78 78 103 103 127 127 150 173 195 . . . . . . . 42 66 66 66 66 66 66 88 88 88 109 109 129 148 167 185 . . . . 36 58 58 58 58 58 58 77 77 77 77 95 95 112 112 129 146 . . . 32 51 51 51 51 51 51 51 68 68 68 68 84 84 84 100 100 158 . . 29 46 46 46 46 46 46 46 46 61 61 61 61 61 76 76 89 116 179 . 19 30 30 30 30 30 30 30 30 30 30 30 30 30 40 40 40 40 50 68 14 22 22 22 22 22 22 22 22 22 22 22 22 22 22 22 22 30 30 37 Sales Cycle-59 EPDR 0.00 0.25 0.50 0.75 1.00 1.25 1.50 1.75 2.00 2.25 2.50 2.75 3.00 3.25 3.50 3.75 4.00 4.50 5.00 5.50 6.00 7.00 7.50 8.00 8.50 2 3 4 5 6 7 8 9 10 15 20 10 PERCENT RISK OF OVER RELIANCE (ARACR) 114 194 194 265 . . . . . . . . . . . . . . . . . . . . . 76 129 129 129 176 221 . . . . . . . . . . . . . . . . . . . 57 96 96 96 96 132 132 166 198 . . . . . . . . . . . . . . . . 45 77 77 77 77 77 105 105 132 132 158 209 . . . . . . . . . . . . . 38 64 64 64 64 64 64 88 88 88 110 132 132 153 194 . . . . . . . . . . 32 55 55 55 55 55 55 55 75 75 75 94 94 113 113 131 149 218 . . . . . . . 28 48 48 48 48 48 48 48 48 65 65 65 65 82 82 98 98 130 160 . . . . . . 25 42 42 42 42 42 42 42 42 42 58 58 58 58 73 73 73 87 115 142 182 . . . . 22 38 38 38 38 38 38 38 38 38 38 52 52 52 52 52 65 65 78 103 116 199 . . . 15 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 25 34 34 34 45 52 52 60 68 11 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 25 25 25 25 32 Sales Cycle-60 Table 12-10 ACTUAL NUMBER OF DEVIATIONS FOUND SAMPLE SIZE 0 25 30 35 40 45 50 55 60 65 70 75 80 90 100 125 150 200 11.3 9.5 8.2 7.2 6.4 5.8 5.3 4.9 4.5 4.2 3.9 3.7 3.3 3.0 2.4 2.0 1.5 1 17.6 14.9 12.9 11.3 10.1 9.1 8.3 7.7 7.1 6.6 6.2 5.8 5.2 4.7 3.7 3.1 2.3 2 3 4 5 6 7 8 9 5 PERCENT RISK OF OVER RELIANCE . . . . . . . . . . . . . . . 19.5 . . . . . . . 16.9 . . . . . . 14.9 18.3 . . . . . 13.3 16.3 19.2 . . . . 12.1 14.8 17.4 19.9 . . . . 11.0 13.5 15.9 18.1 . . . 10.1 12.4 14.6 16.7 18.8 . . 9.4 11.5 13.5 15.5 17.4 19.3 . 8.7 10.7 12.6 14.4 16.2 18.0 19.7 8.2 7.7 6.8 6.2 4.9 4.1 3.1 10.0 9.4 8.4 7.6 6.1 5.1 3.8 11.8 11.1 9.9 8.9 7.2 6.0 4.5 13.5 12.7 11.3 10.2 8.2 6.9 5.2 15.2 14.3 12.7 11.5 9.3 7.7 5.8 16.9 15.8 14.1 12.7 10.3 8.6 6.5 18.4 17.3 15.5 14.0 11.3 9.4 7.1 20.0 18.8 16.8 15.2 12.2 10.2 7.7 10 . . . . . . . . . . . . 18.1 16.4 13.2 11.0 8.3 Sales Cycle-61 Sample size ACTUAL NUMBER OF DEVIATIONS FOUND 0 1 2 3 4 5 6 7 8 9 10 . . . . . . . . . . . . . . . . . . 17.9 15.7 14.0 12.7 10.6 8.0 6.4 19.5 17.2 15.3 13.8 11.6 8.7 7.0 . . . . . . . . . . 10 PERCENT RISK OF OVER RELIANCE 20 25 30 35 40 45 50 55 60 70 80 90 100 120 160 200 10.9 8.8 7.4 6.4 5.6 5.0 4.5 4.1 3.8 3.2 2.8 2.5 2.3 1.9 1.4 1.1 18.1 14.7 12.4 10.7 9.4 8.4 7.6 6.9 6.3 5.4 4.8 4.3 3.8 3.2 2.4 1.9 . 19.9 16.8 14.5 12.8 11.4 10.3 9.4 8.6 7.4 6.5 5.8 5.2 4.4 3.3 2.6 . . . 18.1 15.9 14.2 12.9 11.7 10.8 9.3 8.3 7.3 6.6 5.5 4.1 3.3 . . . . 19.0 17.0 15.4 14.0 12.9 11.1 9.7 8.7 7.8 6.6 4.9 4.0 . . . . . 19.6 17.8 16.2 14.9 12.8 11.3 10.1 9.1 7.6 5.7 4.6 . . . . . . . 18.4 16.9 14.6 12.8 11.4 10.3 8.6 6.5 5.2 . . . . . . . . 18.8 16.2 14.3 12.7 11.5 9.6 7.2 5.8 18.6 16.6 15.0 12.5 9.5 7.6 Sales Cycle-62