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    Internal Controls of Office Service Client

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    5-61 (Internal Controls?Office Service Client) Brown Company provides the following office support services for more than 100 small clients:

    1. Supplying temporary personnel
    2. Providing monthly bookkeeping services
    3. Designing and printing small brochures
    4. Copying and reproduction services
    5. Preparing tax reports

    Some clients pay for these services on a cash basis, some use 30-day charge accounts, and others operate on a contractual basis with quarterly payments. Brown's new office manager was concerned about the effectiveness of control procedures over sales and cash flow. At the manager's request, the process was reviewed and the following facts were disclosed:

    a. Contracts were written by account executives and then passed to the accounts
    receivable department, where they were filed. Contracts had a limitation (ceiling) on the types of services and the amount of work covered. Contracts were payable quarterly in advance.

    b. Client periodic payments on contracts were identified on the contract, and a payment receipt was placed in the contract file. Accounting records showed Credit Revenue; Debit Cash.

    c. Periodically, a clerk reviewed the contract files to determine their status.

    d. Work orders relating to contract services were placed in the contract file. Accounting records showed Debit Cost of Services; Credit Cash or Accounts Payable or Accrued Payroll.

    e. Monthly bookkeeping services were usually paid for when the work was complete. If not paid in cash, a copy of the invoice (marked "Unpaid $ _________ ") was put into a cash-pending file. It was removed when cash was received, and accounting records showed Debit Cash; Credit Revenue.

    f. Design and printing work was handled like bookkeeping's work. However, a design and printing order form was used to accumulate costs and compute the charge to be made to the client. A copy of the order form served as a billing to the client and, when cash was received, as a remittance advice.

    g. Reproduction (copy) work was generally a cash transaction that was rung up on a cash register and balanced at the end of the day. Some reproduction work was charged to open accounts. A billing form was given to the client with the work, and a copy was put in an open file. It was removed when paid. In both cases, when cash was received, the accounting entry was Debit Cash; Credit Revenue.

    h. Tax work was handled like the bookkeeping services.

    i. Cash from cash sales was deposited daily. Cash from receipts on account or quarterly payments on contracts was deposited after being matched with evidence of the receivable.

    j. Bank reconciliations were performed using the deposit slips as original data for the deposits on the bank statements.

    k. A cash log of all cash received in the mail was maintained and used for reference purposes when payment was disputed.

    l. Monthly comparisons were made of the costs and revenues of printing, design, bookkeeping, and tax service. Unusual variations between revenues and costs were investigated. However, the handling of deferred payments made this analysis difficult.

    a. List the eight elements of poor internal control that are evident.
    b. List six elements of good internal control that are in effect.

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    STEP 1

    Eight elements of poor internal control:

    Contracts that are written by account executives cannot directly be passed on to the accounts receivable department. The supervisor of the account executive who has prepared it should first endorse the contract and then it needs to be endorsed by a finance executive. Only then should the accounts be filed by the accounts receivable. This would ensure that the contract and its terms are examined for errors and frauds.

    The payment receipt should not be kept in the contract file; rather it should be in the accounts department.

    The entry for payment needs to be made in the cashbook and should credit the individual debtor's account. Crediting revenue is not a good practice when the service is provided over a period of time and the payment is received periodically. Crediting sales and debiting cash is only permissible in case of cash sales of goods. Otherwise it is important to identify the individual debtors.

    Monthly bookkeeping services if not paid should be accumulated as sundry debtors. This will allow ...

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