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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    Table of contents

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    Introduction

    AC Company operates in purchasing and selling processed fish and meet, and fresh

    vegetables and fruits. There are three store of AC in Dong Da, Hai Ba Trung and HoanKiem

    districts. Accounting system of AC includes cash ledger, creditor ledger, debtor ledger,

    inventories ledger and others relevant ledger. Company applies straight line method to

    calculate depreciation at 1! of total asset and "#"$ method to calculate cost of goods sold.

    %rofit is calculated based on recorded revenue and record cost of goods sold. AC issued

    provision policy &hich price of goods &ill be reduced &hen 'uality is degraded and generally

    reduced &hen (ept more than three days.

    %urchase is conducted by purchase department based on notice from stores. "oodstuff is

    delivered from AC to stores and counted by transporter. Cash received from stores is collected

    by AC cashier in the ne)t day &hile cash record is sent to AC accountant at the end of

    &or(ing day. After that, AC accountant compare inventories sold &ith cash received by AC

    cashier.

    The report &ill provide the information about purpose and use of different accounting records,

    importance of fundamental accounting concepts and ho& AC apply the. *oreover, it &ill givethe factors &hich influence the nature and structure of accounting systems. "inally, the report

    sho& AC business and fraud &hich company might have and evaluated AC control systems in

    order to suggest the suitable methods to detect and prevent business ris(s.

    +

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    A. Explain the purpose and use of different accounting records relates to

    purchase and keeping inventories

    All transactions done in business are recorded in the double boo((eeping &hich is considered

    as an accounting method. #t is useful tool for all companies, not only small, medium but also

    large companies. AC foodstuff trading company is not an e)ception.

    The meaning of doubleentry must be understood first. #f there is any certain business

    transaction bet&een AC company and a customer -*inh, for e)ample, it is recorded t&ice in

    debit side and credit side &ithin the specific account relates to *inh. Debit side is on the left

    and credit side is on the right. Due to the nature of the AC Company &hich operates in

    purchasing and selling processed fish and meat, fresh vegetables and fruits, in order to record

    their business transactions relates to purchase and (eeping inventories, different accounting

    records need applying are purchase day boo(, purchase /ournal, purchase ledger, inventories

    ledgers, inventories subsidiary ledgers. 0ach of these boo(s has different uses and purposes

    &hich &ill be presented belo&.

    1. Purchase day book and Purchase Journal

    %urchase day boo( is used for recording daily purchase orders on credit of fish, meat,

    vegetables, fruits of AC company and the purchase invoices &ith those food received to

    compare &hether it match to each other. Besides, the net amount of each invoice is calculated

    and recorded in the purchase day boo( &ith specific headers. Theirs total sum &ill be posted

    to the purchase ledger &ee(ly. #f there is any transaction &hich is nonroutine in nature such

    as purchase of fi)ed assets or correction of errors, it records in purchase /ournal &hich is one

    of the important boo(s for AC company. Because errors may affect to the business of the

    company, recording in purchase /ournal helps cler( have clear vie& about &here the errors

    and minimie ris(s. Also, recording errors in different boo( li(e purchase /ournal, not in

    purchase day boo( helps the boo( clearer and more convenient for AC cler(s to chec( it.

    2. Purchase edger

    %urchase ledger is used to record all the information from purchase invoice and credit notes

    &hich received by accounts department from suppliers. The purchase ledger cler(s &ill match

    the purchase invoices, credit notes &ith relevant received notes -234 &hich are re'uired to

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    see before paying suppliers6 invoice. 234 is used to record a receipt of goods, store staff

    chec(s it in terms of 'uality and 'uantity of meat, fish, vegetables. #n addition, purchase

    ledger is to compare &ith the suppliers6 statements are received in order to ensure the balance

    of debit and credit. Also, the balances of purchase ledger are computed and produced by the

    AC cler( monthly.

    !. Inventories edger and Inventories "ubsidiary edger

    AC inventories ledger is used to record all four types of inventories such as processed fish,

    processed meat, vegetables, and fruits &hich means those inventories are recorded in one

    boo(, called inventories ledger. #n order to control each type of inventory better, the inventory

    subsidiary ledger is used &hich means each type of product is recorded in each inventory

    subsidiary ledger7 fish is recorded in fish inventory subsidiary ledger, processed meat is

    recorded in processed meat inventory subsidiary ledger, vegetables is recorded in vegetables

    inventory subsidiary ledger, and fruits is recorded in fruits inventory subsidiary ledger. The

    number of fish, meat, vegetables, and fruits received by suppliers and deliver to AC1, AC+,

    and AC5 are recorded in detail.

    At the end of the day, the inventories are chec( to compare the in and out of products. The

    fish, meat, vegetables, fruits inventory subsidiary ledger are recorded in AC inventories ledger

    &ee(ly or monthly. By this &ay, it is convenient for AC store(eeper to chec( the information

    of AC inventories to control, and &hen need to inform and re'uire the purchasing department

    to purchase more foodstuffs in order to supply three stores in time and avoid delaying delivery

    products or products shortage for three stores to serve customers best and it also minimie the

    bad effects for AC company as a &hole. According to the case, 8processed foodstuff &hich

    approaches their e)pired dates and fresh vegetables and groceries &hich have been (ept more

    than 5 days are sub/ected to be reduced in their prices.9 Thus, it is important to chec(

    inventories of foodstuff to ensure the e)piry date of products, and then AC can sell them first

    in order to avoid the out of date. 0specially AC cler(s should follo&s vegetables and fruits

    inventory subsidiary ledger to chec( the time received from suppliers to sell them to avoid

    over5day products &hich lead to the reduction in prices, thus affect to the revenue of the

    company.

    :

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    ;nderstanding the purpose and use of different accounting records for AC company as

    e)plained above, AC managers and cler(s can control the purchasing and inventories of AC

    &ell. Besides, the fundamental accounting concepts of AC company is one of the important

    factors &ill be presented in the ne)t part.

    #. The $eaning and the i$portance of the funda$ental accounting

    concepts of A% %o$pany

    Accounting standards, called "3

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    #n the case of AC Company, there is one obvious evidence that can sho& the company has

    used 2oing concern concept in accounting &or(s. This is AC Company applies the straight

    line method to calculate depreciation. The depreciation rate is 1! for all fi)ed assets. The

    yearly reduction in the cost of the asset is called depreciation. As the asset has an estimated

    useful life, it is normal to gradually &rite off the cost of the asset over the time of its useful

    life. This helps to ensure that as the asset physically or operationally deteriorates, its cost in

    the accounting records is also reduced to reflect the physical or operational deterioration.

    ;sing going concern concept, AC implies that it &ill continue its operations and so the assets

    &ill live out their full years in use. #n this case, a depreciation charge at the rate of 1! &ill

    be made each year, and the value of the assets &ill be reduced each year by the amount of

    yearly depreciation. According to this, AC Company intends to run the business in the

    foreseeable future surely.

    2. Accruals or $atching'

    8The accruals concept states that in computing profit, revenue earned must be matched

    against the e)penditure incurred in earning it.9

    This concept is very important in operations of any companies, especially in accounting

    &or(s. The errors or differences in record and calculation &ill lead to incorrect results and

    then, the items in the balance sheet cannot be valued. 0specially, AC Company has three

    stores, the records of revenue and e)penses must be matched highly.

    Concretely, in the AC Company6s situation, profit is calculated based on recorded revenue

    and recorded cost of goods sold. 3evenue is recorded &hen money is received. Together &ith

    recording revenue from a sale, AC6s accountant calculates and records cost of goods sold

    based on "#"$ -first in first out method. #t means that cost of goods sold is only calculated

    &hen revenue from a sale is recorded. This &ill ensure the relevance bet&een revenue earned

    and cost incurred.

    !. %onsistency'

    The consistency concept states that in preparing accounts consistency should be observed in

    t&o respects7 -a similar items &ithin a single set of accounts should be given similar

    accounting treatment? -b the same treatment should be applied from one period to another in

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    accounting for similar items. This enables valid comparisons to be made from one period to

    the ne)t.

    The consistency concept helps the company operate uniformly. Hence, accounting &or(s canbe implemented and monitored easily. This facilitates for high accuracy and efficiency of

    accounting system.

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    %. The factors )hich influence the nature and structure of accounting

    syste$s of A%

    1. #usiness si*e and structure'

    AC foodstuff trading company operates in purchasing and selling processed fish, meat, fresh

    vegetables and fruits. The company has 5 stores in Dong Da, Hai Ba Trung and HoanKiem

    Districts.#t can be considered as a small enterprise. ith this sie, there &on6t be a huge

    number of transactions every day. The nature and structure of the accounting system doesn6t

    have to be very comple). Thus, it &ill be easily conducted and managed by the company6s

    accounting department.

    #n term of business6s structure, AC Company has a very clear structure and is departed by

    functions. There are three departments in the company7 %urchasing department -in charge of

    conducting every purchases base on plan and notices from company6s stores, Accounting

    department -in charge of financial stuffs and Delivering department -responsible for

    delivering goods to stores and to customers. ith this clear and specialied structure, each

    department in the company can concentrate in their tas( to achieve the best result. #t also

    brings the company many advantages in conducting and managing its accounting system."irst of all, it is very easy for the Accounting department to collect data about company6s

    purchases because there is a %urchasing department &ho conduct all the purchases.

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    depended on the accounting department. #f the accounting department does their &or( &ell,

    the accounting system &ill provide accurate output and vice versa.

    2. %o$pany+s financial policies

    The financial policies that decided by the management also influence the accounting system

    of AC Company in many &ays. "irstly, purchases are fist recorded in %urchase Eournal then

    recorded in #nventories Fedgers and #nventories

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    ,. Identify the co$ponents of business risks

    There are three types of business ris(s &hich every company might meet, i.e. operational ris(,

    financial ris( and compliance ris(.

    1. -perating risk

    $perating ris( can be defined as the chances of errors or mista(es being made &ithin the

    operations of the business. The first ris( occurs for AC companyis that suppliers sometimes

    cannot deliver goods to AC &hen the company needs. There is no authority is re'uired for the

    inventory re'uisition. The re'uisition might not be ade'uate.

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    ASSIGNMENT 1 December 13, 2010

    directly ma(e the accidences, the drivers might be sued, it influences on AC company6s

    prestige, not only the drivers but also the company have to compensate for the accident the

    made. #n addition, if there is a case that the drivers violate the traffic la&, drivers &ill be fined

    for money. #t seems that it does not affect to the revenue of the company because drivers are

    the one &ho bear the money fined. 4evertheless, that violation may lead to the late

    transportation to AC &arehouses that might affect to the goods 'uality, and the late deliveries

    to three AC stores.

    Fast but not least, there is another operating ris( raised from AC &arehouses is that fire. #f fire

    occurs unfortunately in the company, it &ill lead not only foodstuff but also the &arehouses

    are destroyed. Thus, this affect directly to the revenue of the company.

    The control of operating ris(s should be considered carefully in AC company to minimie

    those ris(s presented above. The AC store(eeper should pay attention more about the

    inventories, chec( &hich products need to sell first to avoid the reduction in price and spoiled

    products. Besides, for the distribution process, the company should buy insurance for cars,

    vans, and drivers to minimie ris(s. #t is necessary for the company to issue strict policies and

    raise a&areness of AC transporters to prevent the carelessness of drivers. #n addition, AC

    should e'uip more fire prevention systems, train employees ho& to deal &ith them in

    emergency situations. #t is decisive factor for the company to minimie ris(s from fire and

    protect &arehouses and goods better.

    2. inancial risk

    Due to the chance of collusion bet&een accountant and supplier of utilities, the ris(s of

    incorrect utilities payment might occur. Besides, money form store does not be collected in

    time? it is used for personal purposes, or at &orst, the money is misappropriated. Besides, &ith

    fresh food and vegetables, the using date is short, especially for vegetables and fruits &hich

    may be spoiled 'uic(ly after fe& days. Therefore, if the company can not sell them 'uic(ly or

    out of date, it might be unused &hich affect to the profit of the company.

    Besides, &hen the company &ants to e)pand business, need more capital to run business, or in

    any time the company has to loan money from ban(s, the ris( of the company might meet

    based on the interest rate. hen loaning from ban(s, AC has to pay interests. AC is the

    purchasing and selling foodstuff trading company &hich is a medium enterprise. The current

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    rate for

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    To control the business ris(, it should (no& ho& accounting and internal control systems are.

    There are four techni'ues to record accounting and internal control systems7 narrative note,

    flo&charts, 'uestionnaires and chec(lists.

    #n AC company case, &e use flo&chart and narrative notes to describe the internal control

    system of organiation as follo&ing.

    There are three main transactions in Ac performance7 purchasing goods and selling goods.

    Purchasing and pay$ent process

    Purchase goods

    There are three stores in AC Company called AC1, AC+ and AC5. Base on the notice of those

    stores, they &ill give re'uisition to AC purchase department. hen the re'uisition is made,

    there have been many ris(s occurred such as goods for personal use, raising &rong order,

    incorrect in amount of goods or lo& 'uality. Thus, before re'uisition come to purchase

    department, it should be chee(ed and signer by stores manager or someone else. Then,

    purchase department &ill conduct the purchase process &ith supplier. %urchase order is

    prepared, given to supplier and filed. hen goods arrive, 'uantity and 'uality is chec(ed

    against the purchase order directly by purchase department. %urchase department &ill receive

    and record those. 2oods received note is raised and filed. Because it is credit selling, purchase

    is recorded in purchase /ournal and then inventories ledger. There is no segregation of duties

    in purchasing products. All activities are conducted by purchase department. #t is a mista(e in

    internal control system. %urchase department might collude &ith suppliers about 'uality and

    'uantity of goods. 2oods received may be &rong about items, amount and 'uality? goods can

    be damaged during delivering. There should be goods in&ards chec(ing goods before they

    come to &arehouse in order to approve the transaction. All documents related to receiving

    goods must be chec( and compare &ith the purchase orders and re'uisitions by goods

    in&ards.

    Payment of utilities

    Accountant &ill received utilities invoice directly from supplier and pay the cash. #t is no

    doubts that internal control system here is too &ea(. Accountant carries out all the utilities

    payment and record. There is no segregation of duties. Accountant may collude &ith utilities

    1:

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    FINANCIAL SYSTEMS AND AUDITING

    ASSIGNMENT 1 December 13, 2010

    suppliers to overcharge on purchase invoices and gain some e)tra money. ;tilities should be

    approved and recorded by accountant and then give to AC cahier to pay the invoices.

    "elling and $oney receipt process

    0very >a.m goods &ill be transported to three stores &ith re'uired 'uantity. AC &arehouse

    &ill prepare the order from three AC stores. AC &arehouse records inventory in stoc( issued

    doc(et and give one to transporter. hen goods arrive to three stores, they &ill be recorded in

    bill of lading by transporter. $ne bill of lading is given to accountant and another is field. The

    sales and cash receipts are recorded in bill by AC1, AC+ and AC5 cashiers. After that, bill is

    sent to accountant in the same day. Ho&ever, cash is collected by Ac cashier and recorded in

    receipt slip in the ne)t day. The cash control system of AC Company is &ea(. Cashier from

    stores might use received cash form customer for personal purpose until ne)t day. Ac cashier

    should collect the money at the same time &hen stores send the record to AC accountant.

    "inally, AC accountant compares inventories sold in bill of lading &ith cash received by AC

    cashier? it means company has compared the results of cash and stoc( counts &ith accounting

    records. Control procedure in this part of AC is 'uite tight.

    1>

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 December 13, 2010

    1@

    AC company_ purchase system_ ordering and receiving goodsStores AC Purchase department (AC arehouse! Accountant

    Direct "rom supp#ier uti#ities$e%uisitio

    n

    Supp#ier

    &nvoice3

    2

    3

    2

    Purchase

    1 order

    'ood

    1 received

    note

    1 2

    $e#evant

    ourna#

    and

    #edger

    2

    1

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 Dec

    . The risk of fraud )ithin A% %o$pany and $ethods for prevention and

    detection of fraud

    1. /isk of fraud )ithin A% co$pany

    "raud is intentional act that serve benefits of the conductor &ith preparation in advance, thusit is difficult to find out. ;nderstanding types of frauds possibly occur? the company may

    detect and prevent the frauds. There are some possible frauds that AC company can be

    committed, i.e. asset misappropriation, collusion &ith e)ternal parties, teaming and lading,

    altering che'ues and inflating e)pense claim, and stealing unclaimed &ages

    Asset misappropriation

    The first possible fraud is asset misappropriations &hich are company vehicles and

    inventories. "or instance, AC vehicles -AC company6s cars, vans, &hich are means for

    1

    AC company_ sa#es system_ se##ing and receiving cashC arehouse )ransporter Stores (Cashier! AC cashier

    $eceived

    stores*

    cash

    Sa#es

    Prepare bi##

    o" #ading

    $eceive

    stores

    re%uisit

    ion

    Prepare

    re%uested

    goods order

    3

    2

    )o

    stores

    +

    +3

    2

    )o

    customer

    )ranspo

    rt to

    stores

    3

    2

    3

    3

    3

    2

    )o

    stores*

    cashier

    3

    -i##

    1

    -i## o" 1

    #ading

    Stoc. issued

    1 doc.et

    $eceipt

    1 s#ip

    /

    /

    $e#evant

    ourna#

    and

    #edger

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    transporting goods from suppliers to three AC stores, can be used for private purposes

    &ithout permission for private uses or leasing cars for other to embele money.

    Besides, AC transporter can misappropriate fuel for running vehicles by reporting the &rong

    information about fuel consumption, or consuming less fuel than e)pected but heIshe does

    not pay bac( the remaining amount to manager in order to misappropriate the money

    e)ceeded as follo&7

    0oney appropriation Provided a$ount Actual using

    "or e)ample, A, a AC transporter &as provided >,,4DImonth for fuel running but he

    only used :,,4D and did not report to the director and the rest of money

    -1,,4D goes into his poc(et. Another e)ample is that A &as not provided fuel fees

    in advance but paid based on his reporting or the (ilometers driving. The number of

    (ilometers driven is difficult to chec( because there are many une)pected factors lead to the

    increasing in (ilometers, i.e. traffic /am, generated /ourneys, etc. #n order to avoid the

    detection of AC managers, transporters may collude to each other to do fraud.

    "urthermore, AC issued provision policy &hich allo&s reducing the historical values of

    inventories if the 'uality is verified to be degraded that is 8processed foodstuff &hich

    approaches their e)pired dates and fresh vegetables and groceries &hich have been (ept more

    than 5 days are sub/ected to be reduced in their prices.9 egetables, meat, and fishes are

    considered as AC assets. Based on this, AC employees may misappropriate those assets by

    change e)pired dates of vegetables and groceries. #t means that &ith vegetables and groceries

    &hich are over 5 days are still informed that they are still fresh -less than 5 days. By doing

    so, employees can get the misappropriation money by subtracted from less than 5 dayfood

    price and over 5 dayfoodprice as the follo&ing formula7

    "or instance, AC apple price of over 5 days is 5@,4DI(g &hich is less than apple price

    of less than 5 days &hich has :,4DI(g. By informing those apples are ne& apples

    &hich are less than 5 days, AC employees misappropriate :,4DI(gJ -:, 5@,

    4ot only asset misappropriation, there is other fraud is collusion &ith e)ternal parties.

    1

    0oney $isappropriation ess than ! dayfoodprice -ver ! dayfood price

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    Collusion with external parties

    This factor is one of the important factors affect to AC revenue. #t can be occurred in all

    departments. AC employees may sha(e hands &ith AC6s competitors to sell or reveal secrete

    information relates to AC6s business that may affect to the business or prestige of the

    company based on the importance of the information revealed. 0specially, the collusion &ith

    e)ternal parties is easy to occur in AC purchasing department. The e)ternal parties in this

    case are suppliers. 0mployees and suppliers are arranged to each other to increase the price of

    foodstuff or machineries, and AC has to pay more for suppliers. An employee &ho has

    arrangement &ith suppliers is got commission from this. "or e)ample, B &ho responsible for

    purchasing pomelo from supplier C, because there is scarcity of pomelo in this case and AC

    has to buy from supplier C. C arranged &ith B in advance to higher the pomelo price and AC

    has to accept on that price. B can receive +! from the e)ceeded price from actual price and

    arranged price as the formula belo&7

    "or e)ample, the actual price selling for AC is +>,4DI(g. After arrangement, the priceis increase to +,4DI(g. B only increases +,4DI(g to avoid AC6s suspect. The

    e)ceeded price in this case is +,4DI(g. B received +! commission from +,4D that

    means +4DI(g from suppliers. +4DI(g seems to be a small amount but AC tends to

    purchase in bul(, thus the more AC purchased, the more B can received from the price

    arrangement.

    #n addition, B also can collude &ith C in another e)ample. B can base on his close

    relationship &ith C to overcharge the purchase invoices delivered to AC company. "or

    e)ample, AC purchased (g pomelo &ith +>,4DI(g that means 1,>,4D

    -J ) +>, in total. B arranged &ith C to change the invoice delivered from

    1,>,4D to 1,>,4D for (g. #t means that B corrupts 1,,4D

    from purchasing (g.

    Teaming and lading

    Teaming and lading is other fraud can be committed &ithin AC. #n this case, AC cashier is

    the one &ho collects cash from AC1, AC+, AC5 cashiers, has the high opportunities to

    1G

    %o$$ission 23 exceeded price 23 4Actual price Arranged price5

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    commit fraud. HeIshe can ta(e the money received for private use such as lending &ith high

    interest, storing in ban( for interest in short term and then pay the money bac( for the

    company after a short time. By doing so, the cashier can get the interest from lending or ban(.

    Cler( can also e)ploit directors6 signature to issue che'ues for his purpose uses. Although the

    money got out &ill be paybac( for the company, especially before audit performed, the

    director still does not (no& anything about the cler(6s fraud. The teaming and lading can be

    occurred in AC1, AC+, and AC5 cashiers if those cashiers lend money for really a short time,

    bet&een pm of the previous day to Gam of the ne)t day because on the ne)t day -about

    Gam, cash at 5 stores &ill be collected by AC cashier. Ho&ever, if there is collusion bet&een

    AC cashier and one of the 5 stores cashiers, teaming and lading is easy to occur. They can

    ta(e money for their private uses although they &ill pay the money bac(.

    Altering cheques and inflating expense claim

    "urthermore, in some case director issue che'ues &ith his signatures, and cler( is the one

    &ho (eep those che'ues. Therefore, heIshe has high chances to change the amount of money

    on the che'ues to put the e)ceeded amount in his poc(et. #n addition, on purchase ledger

    balance and suppliers6 statement, cler( can add up certain number to ma(e it balance in order

    to increase the payment re'uired for the company. Thus, the cler( can earn benefit from this.

    Stealing unclaimed wages

    The last fraud may occur in AC is the opportunity of steal unclaimed &ages. #t happens &hen

    there is an employee in AC as a &hole, including AC1, AC+, and AC5 is fired or give up the

    &or(. 4ormally, the employee -, for e)ample is paid &ages based on the &or(ing time, or

    the company compensates him. Ho&ever, is not informed about this -or in some caseemployees forget to ta(e the &ages, plus, AC accountant -L, for e)ample does not inform

    him and does not report to the director. As a result, L can get 6s &age and pretend that

    received the &ages already.

    Those are some possible frauds &ithin AC that the company have to pay attention. #n order to

    prevent and detect frauds, there are some possible methods &hich are presented in the ne)t part.

    2. 0ethods for prevention and detection of fraud

    +

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 Dec

    #n order to prevent frauds for AC in the future, the important thing is that the company has to

    improve the internal control system. There should not only store staff chec( inventories, it

    should have e)perienced and s(illed supervisors to chec( to inventories after the store staff

    inform the status of inventories, i.e. chec( the 'uality of products, &eigh them randomly

    -because it is not enough time to &eigh all goods reduce the chances of stealing foodstuff for

    private use or &rong purposes. #n addition, the director has to pay attention and read carefully

    before signing &hich cler( gave him, chec( the che'ues issued to reduce the teaming and

    lading and altering che'ues and inflating e)pense claim by the cler(. Additionally, director

    should inform fired or given up &or( employees to get &ages before leaving in order to

    reduce the chance for AC accountant to steal unclaimed &ages.

    "urthermore, the company should pay attention to recruitment. AC ne& employees should

    not be recruited based on only s(ills, e)periences but also honest, trust, and loyalty. By doing

    so, fraud can be prevented at the early stage. Ho&ever, &ith the recruiting ne& employees

    &ith those factors above, AC &ill not succeed if the company concern to their e)isting

    employees, gain more loyal employees. hen have more and more loyal employees, frauds

    in AC &ill be reduced and the company can also save cost for recruiting and training ne&

    employees. #n order to achieve this, the company should issue some policies or sho&

    concerns and respect to AC employees by some motivations, e.g. re&ard for employees, givethem bonus if they have good performance in &or(ing or &hen the company achieve the

    targeted sales, celebrate company annual parties, give holiday vacations for AC employees as

    a &hole, including three stores of AC7 AC1, AC+, and AC5 can rela) before going to &or(,

    can understand to each other more to corporate better. ith the respects and concerns, a&ards

    and bonus, AC employees &ill have no intention to commit fraud. Directors can sho&

    concern to their employees by as(ing them about their family, their situation, standard of

    living, and so on. This is not only a concerning behavior but also considered as one of the

    good &ays to prevent frauds by understanding employees6 standard living, situation, or

    behavior. Based on the changing of employees6 life style, e.g. e)pense more for their daily

    life through clothes, accessories, shoes, bags, etc. &ith unusual behavior, &hich helps

    directors to consider and determine better &hether there is any employee ma(e fraud or not.

    Besides gain loyal employees, AC should build close relationship &ith suppliers in terms of

    meat, fishes, vegetables and fruits by issuing some policies, also give them incentives, i.e.

    give them the higher price than other competitors, responsible for transportation fees, share

    some parts of AC6s plan, invite e)pert to instruct them more ho& to improve 'uality and

    +1

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 Dec

    'uantity of output, etc. By doing so, the company can gain both loyal suppliers and

    employees. Thus, collusion bet&een e)ternal parties &ill be reduced.

    Fast but not least, along &ith motivation as # presented above, it is suggested that strict

    regulations on employees should provided if AC employees commit fraud based on the level

    of the commitment, i.e. punishment -cut bonus, a&ard or minus on salary, direct fire, or even

    at &orst, call police and sue them.

    # e)pect that &ith some fraud ris(s identified and methods to prevent and detect them, AC

    company can run business better.

    ++

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 Dec

    %onclusion

    #n conclusion, this report presents the purpose and use of different accounting records relates

    to purchasing and inventories. Also, the importance and meaning of the fundamental

    accounting concepts is e)plained details in part + of this report. #n addition, factors &hich

    influence the nature and structure of accounting system for AC Company along &ith the

    analysis of management control systems in business ris(s are also assessed in this report. Fast

    but not least, the ris(s of fraud &ithin AC Company are also mentioned in the last part of this

    report. Besides, some suggest methods for prevention and detection fraud are also presented

    in order to help AC company to improve the business performance. # e)pect that this report

    &ill be helpful for AC Company in running business and management control systems of the

    company.

    +5

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    FINANCIAL SYSTEMS AND AUDITING ASSIGNMENT 1 Dec

    /eferences

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