Maston Metals, Inc. is a manufacturer of aluminum cans for the beverage industry. Maston purchases aluminum and other raw materials from several vendors. The purchasing process at Maston occurs as follows:

When inventory of any raw material seems low, a purchasing agent examines the records to determine the vendor who supplied the last purchase of that raw material. The purchasing agent prepares a three‐copy PO and mails the top copy to the vendor. One copy is filed in the purchasing department, and one copy is forwarded to the inventory control department (inventory record keeping). Inventory control personnel update the inventory subsidiary ledger and file the PO by number in the inventory control files.

When the goods arrive at the receiving dock, a receiving report is prepared from information on the packing slip. One copy of the receiving report is filed in the receiving department, and one copy is forwarded to purchasing so that the purchasing department is informed of the receipt of goods.

The vendor mails an invoice for the raw materials directly to the accounts payable department. When the invoice is received, accounts payable personnel prepare a cash disbursement voucher to approve payment. The voucher is forwarded to the cash disbursements department. The accounts payable department also updates the accounts payable subsidiary ledger and files the invoice-by-invoice number.

Upon receiving the cash disbursement voucher, an employee in the cash disbursements department prepares a two‐copy check. The top copy of the check is mailed to the vendor, and the second copy is forwarded to the general ledger department. The cash disbursement voucher is stamped “paid” and returned to the accounts payable department. The voucher is filed with the invoice in the accounts payable department.

The general ledger department records the check in the general ledger and returns the check copy to the cash disbursements department, where it is filed.

Required:

1. Draw two process maps to reflect the business processes at Maston. One process map should depict the purchasing processes, and the second process map should depict the cash disbursements processes.

2. Draw two document flowcharts to reflect the records and reports used by these processes at Maston. One flowchart should depict the purchasing processes, and the second flowchart should depict the cash disbursements processes.

3. Describe any weaknesses in these processes or internal controls. As you identify weaknesses, also describe your suggested improvements.