Flowchart Project Instructions

Purpose: prepare a document flowchart like the one described in Chapter 5 of Core Concepts of Accounting Information Systems (13th Edition) by Simkin, Rose, and Norman.

Preparation: Before embarking on this task you should have read Chapters 5, 10, and 11.

Scenario: For this exercise, you are taking on the role of a new employee for an organization. Your first assigned duty is to complete a document flowchart describing the process of ordering supplies for your department (the Sales Support Department). This flowchart was originally assigned to one of your co-workers (Jenny) but Jenny was unable to complete it because she went on personal leave. Lucky for you, she already interviewed members of the other departments that are primarily involved in this process and documented those interviews in three narratives (in addition to her narrative about the process in your department). These narratives will provide you with vital information regarding the way that each department handles the documents involved with the purchase, receipt, and payment for supplies that your department orders.

Jenny had also started the assignment. You will find an Excel document called "begin flow chart sample revision 1.xls". This file contains the beginnings of your flowchart including tabs to be used for each department. The first tab is a legend of the different symbols that Jenny thought might be used for this project (these symbols should look familiar to you because they are similar to what is described on pg. 177 of the text).

Sales Support Department Narrative

The Sales Support Clerk prepares the purchase requisition and sends one copy to Purchasing and files the other copy numerically. To confirm the order, Purchasing will send a copy of the purchase order at some point. This copy is filed alphabetically by the vendor. After goods are received, the Sales Support Clerk verifies the merchandise and signs the two copies of the receiving report. One copy of the receiving report is filed numerically and the other is sent to Accounts Payable.

Purchasing Narrative

After the Purchasing Clerk receives the purchase requisition, Clerk will determine where to buy the product. If the item has been ordered previously, then the Clerk will select a vendor from the approved vendor list. If it has not been ordered previously, the Clerk will use a competitive bidding process to determine the vendor. Once the vendor is selected, a purchase order is prepared and sent to the vendor. Other copies are sent to Accounts Payable and the originating department. A fourth copy is filed in the Purchasing department, and a fifth copy has quantities omitted and is sent to Receiving.

After the order is received, the vendor will send an invoice. When the invoice is received from the vendor it is reviewed by the Purchasing Clerk and approved by the Purchasing Manager. The approved invoice is sent to Accounts Payable along with the purchase requisition.

Accounts Payable Narrative

The Accounts Payable Clerk receives the purchase requisition, purchase order, receiving report

and invoice from the various departments and reviewed for any inconsistencies. A voucher is prepared and combined with these documents to make a voucher packet. The voucher packet is reviewed and signed by the Accounts Payable Manager and forwarded to Cash Disbursements for payment. The check is sent to the Treasurer for signature and mailing. When it is received back from Cash Disbursements, the Accounts Payable Clerk files the completed voucher packet numerically. Finally, the Accounts Payable clerk updates the accounts payable subsidiary ledger.

Receiving Narrative

Warehouse personnel receive goods from the vendor and complete the blind purchase order. Warehouse personnel prepare the receiving report and send copies one and two to the originating department along with the goods. The third copy of the receiving report is filed numerically.

___________> Document Flow

-------------> Information FLow

Legend:

Document

On-Page Connector

Off-Page Connector

Envelop

Key Operation

Multiple Copies

Permanent

Manual Operation

Journal or Ledger