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Chapter 14
Audit of the Sales and Collection Cycle:
Tests of Controls and Substantive
Tests of Transactions
Review Questions
14-1
a.
b.
c.
d.
e.
14-2
Proper credit approval for sales helps minimize the amount of bad debts
and the collection effort for accounts receivable by requiring that each sale be
evaluated for collection potential.
Adequate controls in the credit function enable the auditor to place more
reliance on the client's estimate of uncollectible accounts. Without these controls,
the auditor would have to make his or her own credit checks on the customers in
order to be convinced that the allowance for uncollectible accounts is reasonable.
14-1
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14-3
The sales journal contains the record of each sales transaction that includes
the customer name, date, amount, and the account classification for each
transaction. The sales journal generally represents the record of each individual
transaction. Typically, the sales journal accumulates transactions for a period of
time, which is often monthly. Transactions recorded in the sales journal are then
posted to the general ledger, and if the transaction is for sales on account the
accounts receivable master file is updated for each transaction.
The accounts receivable master file is used to record individual sales, cash
receipts, and sales returns and allowances for each customer and to maintain
customer account balances. The master file is updated using data from the sales
journal, sales return journal, cash receipts journal. The total in the accounts receivable
master file equals the total in the accounts receivable general ledger account.
14-4
BestSellers.com could integrate its online ordering system with its inventory
system so that a book shipment is made only after the customers credit card
company approves the customers purchase. Because credit card issuers often
transfer funds electronically almost immediately after a sale, BestSellers.com could
also set up their system to ship books only after payment has been received by the
credit card issuer. Finally, BestSellers.com could arrange with an online credit
service bureau to run credit checks on customers purchasing over a preset
minimum amount. Although BestSellers.com sells its goods through the Internet, the
company should still record sales revenue when the books are shipped to
customers.
14-5
TRANSACTION-RELATED
AUDIT OBJECTIVE
1. Recorded sales are for
shipments actually made
to existing customers
(occurrence).
2. Existing sales
transactions are recorded
(completeness).
accounted for.
Sales invoices are prenumbered and
accounted for.
14-2
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14-5 (continued)
TRANSACTION-RELATED
AUDIT OBJECTIVE
classifications.
sales on a daily basis as close to the time of
occurrence as possible.
Internal verification of timely recording of
transactions.
14-6
Tests of controls:
1.
2.
3.
14-3
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14-7
The most important duties that should be segregated in the sales and
collection cycle are:
1.
2.
3.
4.
5.
6.
7.
8.
14-4
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14-9
1.
2.
3.
14-10 The purpose of footing and crossfooting the sales journal and tracing the
totals to the general ledger is to determine that sales transactions are properly
included in the accounts receivable master file and are correctly summarized. The
auditor will make a sample selection from the sales journal to perform tests of
controls and substantive tests of transactions, so he or she must determine that the
general ledger agrees with the sales journal.
14-11 The verification of sales returns and allowances is quite different from the
verification of sales for three primary reasons:
1.
2.
3.
14-12 Cash is the most liquid asset that a company owns and thus it is the most
likely target of misappropriation. The emphasis the auditor places on the possibility
of misappropriation of cash is not inconsistent with his or her responsibility, which is
to determine the fairness of the presentation of the financial statements. If material
fraud has occurred, and it is not fully disclosed in the financial statements, those
statements are not fairly presented.
14-5
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14-13
TRANSACTION-RELATED
AUDIT OBJECTIVE
Same as 2 above.
Approval of cash discounts.
Regular reconciliation of bank
accounts.
Batch totals are compared with
computer summary reports.
Regular monthly statements to
customers.
Internal verification of accounts
receivable master file contents.
Comparison of accounts receivable
master file or trial balance totals with
general ledger balance.
Use of adequate chart of accounts.
Internal review and verification.
14-6
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14-14 Audit procedures that the auditor can use to determine whether all cash
receipts were recorded are:
14-15 Proof of cash receipts is a procedure to test whether all recorded cash
receipts have been deposited in the bank account. In this test, the total cash
receipts recorded in the cash receipts journal for a period of time, such as a month,
are reconciled to the actual deposits made to the bank during the same time period.
The procedure is not useful to discover cash receipts that have not been recorded in
the journals or time lags in making deposits, but it is useful to discover recorded
cash receipts that have not been deposited, unrecorded deposits, unrecorded loans,
bank loans deposited directly into the bank account, and similar misstatements.
14-16 Lapping is the postponement of entries for the collection of receivables to
conceal an existing cash shortage. The fraud is perpetrated by someone who records
cash in the cash receipts journal and then enters them into the computer system.
The person defers recording the cash receipts from one customer and covers the
shortage with receipts from another customer. These in turn are covered by the
receipts from a third customer a few days later. The employee must either continue
to cover the shortage through lapping, replace the stolen money, or find another way
to conceal the shortage.
This fraud can be detected by comparing the name, amount and dates
shown on remittance advices to cash receipts journal entries and related duplicate
deposit slips. Since the procedure is relatively time-consuming, auditors ordinarily
perform the procedure only where there is a specific concern with fraud because of
internal control deficiencies discovered.
14-17 The audit procedures most likely to be used to verify accounts receivable
charged off as uncollectible and the purpose of each procedure are as follows:
14-7
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14-17 (continued)
Consider the reason for the charge-off compared to the company policy
for writing off uncollectible accounts. The purpose is to determine
whether or not company policy is being followed.
14-18 The primary objective of the tests of controls and substantive tests of
transactions for sales and cash receipts is to determine whether or not the auditor
may rely on internal controls to produce accurate information. If it is determined
through tests of controls and substantive tests of transactions that the system
provides reliable information as to accounts receivable balances, the auditor may
reduce the sample size for the confirmation of accounts receivable and adjust the
type of confirmation and timing of the tests. If the system is not considered effective
because of deficiencies in internal control, the sample size must be increased,
positive confirmations will probably be necessary, and the confirmations will most
likely be as of the balance sheet date.
14-19 It is often acceptable to perform tests of controls and substantive tests of
transactions at an interim date. The auditor may decide it is necessary to test the
untested period at year-end. It is acceptable to perform tests of controls and
substantive tests of transactions for sales and cash receipts at an interim date and
not perform additional tests of the system at year-end under the following
circumstances:
14-21
a.
(4)
b.
(4)
c.
(3)
14-22
a.
(4)
b.
(3)
c.
(1)
14-23
a.
(4)
b.
(4)
c.
(2)
14-8
d.
(1)
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14-24
1.
a.
b.
c.
d.
2.
a.
b.
c.
d.
3.
a.
b.
c.
d.
4.
a.
b.
c.
d.
5.
a.
b.
c.
d.
Recorded sales are for the amount of goods ordered and are
correctly billed and recorded. (Accuracy)
Examine indication of internal verification on sales documents.
Incorrect prices may be charged, the customer may be billed
for the wrong quantity, or the total amount may be computed
incorrectly.
Recompute information on the sales invoices. Trace details on
sales invoices to shipping records, price lists, and customers'
orders.
Recorded sales and credit transactions are for shipments
actually made and existing sales transactions are recorded.
(Occurrence and Completeness)
Account for the numerical sequences of sales orders, invoices,
and credit memoranda.
Shipments or returns are not recorded. Orders from customers
are misplaced and not filled.
Examine correspondence concerning credit memoranda to
assure that they were properly issued. Trace sample of shipping
documents to related sales invoices and entries into the sales
journal and accounts receivable master file. Confirm accounts
receivable.
Existing transactions are recorded; recorded transactions exist.
(Completeness and Occurrence)
The auditor should observe the employees and discuss the
procedures with personnel.
Sales could be made and not recorded, with the employee
keeping the proceeds of the sale.
Trace selected shipping documents to related duplicate sales
invoices, the sales journal, and accounts receivable master file.
Existing transactions are recorded. (Completeness)
Online shipping documents are prenumbered and accounted
for weekly.
Online sales could be made but not recorded.
Select a sample of online shipments (using the prenumbered
online shipping documents), and trace to a sales invoice, sales
journal or listing, and the accounts receivable master file.
Existing transactions are recorded. (Completeness)
The auditor should observe the activities of those employees
and discuss the procedures with personnel.
These unusual sales could be made but not recorded and the
proceeds kept from the company.
Examine sales documents for these sales and trace the entries
into the cash receipts journal.
14-9
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14-24 (continued)
6.
a.
b.
c.
d.
7.
a.
b.
c.
d.
8.
a.
b.
c.
d.
9.
a.
b.
c.
d.
14-25
1.
a.
b.
c.
Test of control
Existing sales transactions are recorded. (Completeness)
Documentation
2.
a.
b.
Test of control
Recorded sales are for shipments actually made to existing
customers. (Occurrence)
Documentation
c.
14-10
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14-25 (continued)
3.
a.
b.
c.
4.
a.
b.
c.
5.
a.
b.
c.
6.
a.
b.
c.
7.
a.
b.
c.
14-26
a.
Test of control
Recorded sales returns are for returns from existing customers.
(Occurrence)
Documentation
Test of control
(1)
Cash received is recorded in the cash receipts journal.
(Completeness)
(2)
Cash receipts are recorded on the correct dates. (Timing)
Observation or documentation
Substantive test of transactions
(1)
Recorded receipts are for funds actually received by the
company. (Occurrence)
(2)
Cash received is recorded in the cash receipts journal.
(Completeness)
(3)
Cash receipts are deposited at the amount received.
(Accuracy)
(4)
Cash receipts are recorded on the correct dates. (Timing)
Documentation
Objective 1
Objective 2
Objective 3
b.
c.
14-11
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14-26 (continued)
d.
(1)
OCCURRENCE
(2)
COMPLETENESS
(3)
POSTING AND
SUMMARIZATION
SUBSTANTIVE
TEST OF
TRANSACTIONS
Procedure
6
Procedure
1
Procedure
5
TEST OF
CONTROL
Procedure
2
Procedure
4
Procedure
3
e.
PROCEDURE
14-27
NATURE OF
MISSTATEMENT
TRYING TO PREVENT
A shipping document is
attached to each duplicate
sales invoice.
To prevent billing to a
customer or recording a
sale for which no shipment
has been made.
An independent person
traces from the sales journal
to the accounts receivable
master file. A tick mark is
shown in the margin of the
sales journal after a
transaction is traced.
Preventing misstatements
in failure to post to the
accounts receivable master
file, posting to the wrong
customer, at the wrong
amount, or at the wrong
date.
a.
(4)
b.
(2)
c.
(3)
14-12
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14-28
TEST OF CONTROL
OR SUBSTANTIVE
TEST OF
TRANSACTIONS
TRANSACTIONRELATED AUDIT
OBJECTIVE(S)
SUBSTANTIVE TEST
1. S T of T
Accuracy
Not applicable
2. S T of T
Posting and
summarization
Not applicable
3. T of C
Accuracy
4. T of C
Classification
5. S T of T
Classification
Not applicable
6. S T of T
Completeness
Not applicable
Accuracy
Timing
Posting and
summarization
7. S T of T
Occurrence
Not applicable
Completeness
Accuracy
Timing
8. T of C
Accuracy
9. T of C
Completeness
14-13
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14-29
POSSIBLE ERROR OR FRAUD
CONTROL
14-14
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14-30
a.
DEFICIENCY
RECOMMENDED IMPROVEMENT
14-15
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14-30 (continued)
DEFICIENCY
RECOMMENDED IMPROVEMENT
14-16
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14-31
a.
INTERNAL CONTROL
1. Credit is granted by a
credit department.
STRENGTH OR
DEFICIENCY
Strength
14-17
Deficiency
Strength
b.
TRANSACTION
RELATED
AUDIT OBJECTIVE
c.
NATURE OF DEFICIENCY
Occurrence of sales.
Prenumbered receiving reports should be
prepared by receiving department clerks
immediately upon receipt of returned goods.
A duplicate copy of the receiving report should be
sent to the credit department for approval and
preparation of a credit memorandum that is then
forwarded to accounting to record the sales
return.
Occurrence of sales
Accuracy of sales
Posting and
summarization of sales
Completeness of
cash receipts
Accuracy of cash
receipts
Posting and
summarization of
cash receipts
4. Write-offs of accounts
receivable are approved
by the controller.
Deficiency
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14-31 (continued)
a.
INTERNAL CONTROL
STRENGTH OR
DEFICIENCY
b.
TRANSACTION
RELATED
AUDIT OBJECTIVE
c.
NATURE OF DEFICIENCY
14-18
Strength
Deficiency
Deficiency
Deficiency
Strength
Strength
Completeness of cash
receipts.
Completeness of sales.
Occurrence of cash
receipts
Completeness of cash
receipts
Accuracy of cash receipts
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14-32
CONTROL
TRANSACTIONRELATED
AUDIT
OBJECTIVE
1.
Occurrence
Accuracy
2.
Occurrence
Accuracy
3.
Occurrence
4.
Occurrence
5.
Accuracy
6.
Occurrence
Timing
14-19
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Case
14-33
a.
Objective
Key Controls
Test of Controls
Recorded credit
memos are made to
non-fictitious
customers
(occurrence)
Controller handles
all requests (C1).
Controller reviews
all credit memos
(C2).
Credit memos are
authorized by a
second party (C3).
All credit memos
are documented in
a log.
All credit memos
are forwarded to the
Controller.
Review credit
memos for proper
authorizations
Substantive Test
of Transactions
Select credit memos
from the sales
journal and trace to
original sale. Verify
original customer
and sale.
Review credit memo
log and test to
actual credit memo
to ensure credit
memo is recorded.
14-20
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14-34
b.
Transaction Related
Audit Objectives
c.
Test of
Control
Segregation of the
purchasing, receiving,
and cash
disbursements
functions.
Discuss
segregation of
duties with
personnel and
observe activities.
Independent
reconciliation of the
monthly bank
statements.
Examine file
of completed
bank
reconciliations.
3.
Use of prenumbered
voucher packages,
properly accounted
for.
Account for
a sequence
of voucher
packages.
4.
Use of prenumbered
checks, properly
accounted for.
Account for
a sequence
of checks.
5.
Use of prenumbered
receiving reports,
properly accounted
for.
Account for a
sequence of
receiving reports.
#
1.
2.
14-25
d.
Substantive Test
of Transaction
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14-34 (continued)
a., b., c., and d.
#
6.
a.
Key
Internal Control
Internal verification
of document package
before check
preparation.
b.
Transaction Related
Audit Objectives
14-26
c.
Test of
Control
d.
Substantive Test
of Transaction
Examine
document
package for
indication of
internal
verification.
7.
Review of supporting
documents and
signing of checks
by an independent,
authorized person.
Examine checks
for signature.
8.
Cancellation of
documents prior to
signing of the check.
Examine
indication of
cancellation.
9.
Monthly reconciliation
of the accounts
payable master file
with the general
ledger.
Inquire of client
about monthly
reconciliation
procedures.
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14-34 (continued)
e.
TRANSACTION-RELATED
AUDIT OBJECTIVES
14-27
Occurrence
Completeness
Accuracy
Posting and
Summarization
Classification
Timing
Compare dates of receiving reports and vendors' invoices with dates in the
acquisitions journal.
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14-34 (continued)
f.
TRANSACTION-RELATED
AUDIT OBJECTIVES
Completeness
Accuracy
Compare cancelled checks with the related acquisitions journal and cash
disbursements journal entries.
Recompute cash discounts.
Posting and
Summarization
Trace individual entries in accounts payable master file to cash disbursements journal.
Classification
Timing
14-28
Occurrence
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14-34 (continued)
g.
2.
3.
4.
5.
6.
7.
Acquisitions
8.
14-25
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14-34 (continued)
9.
10.
Cash Disbursements
11.
b.
AMOUNT
-533.59
-9025.02
525259.16
-45281.38
-1538.48
468880.69
c.
COUNT
1
108
588
71
4
772
There are 588 sales invoices (IN), totaling $525,259.16. The largest
single invoice amount is $5,549.19 and the average invoice amount is
$893.30. (Filter by invoice type = IN; then use Statistics command on
the Amount column.)
14-26
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e.
Leaving the filter from part c intact, create a computed field with the
following expression: DUE DATE1 and then add this column to the
table view. Several of the invoices have negative results, which
means that possibly the wrong year was used for the due date. Also,
some are 90 days old, which indicates potential collection problems.
See the following printout:, which is the result of using the Stratify
command after a filter is applied to isolate IN transactions greater
than or equal to $300.
14-1
Consider the many economic transactions in which you participate on a
daily basis. You may purchase a cup of coffee at a coffee shop; pay your telephone
bill; purchase stamps at the post office, and so forth. In many cases, the transaction
is documented using a point of sale system. Using the Internet, find the definition
of a point of sale system and read about the controls that have been established by
the University of Toronto related to these systems to answer the following questions
[http://www.internalaudit.utoronto.ca/resources/controls.htm#B3] :
1.
14-27
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3.
What are the key controls around point of sale systems implemented
by the University of Toronto?
Answer:
The University of Torontos Internal Audit website [http://www.internal
audit.utoronto.ca/resources/controls.htm#B3] includes the following:
These controls are designed to prevent the loss of assets due to error
or misappropriation and to protect customers from misuse of their
credit cards or breaches of their confidentiality.
(Note: Internet problems address current issues using Internet sources. Because
Internet sites are subject to change, Internet problems and solutions may change. Current
information on Internet problems is available at www.pearsonglobaleditions.com/arens.)
14-28