The Organization of The Control of the Presence

‭ HE ORGANIZATION OF THE CONTROL OF THE PRESENCE OF‬ T ‭ASSETS (CUSTODY CONTROL)‬ ‭ he custody control of the assets, as part of the internal reliability system of an organization,‬ T ‭the question concerns: “Are all items received or obtained for the benefit of the company?‬ ‭values, insofar as they have not subsequently been lawfully delivered to the company or‬ ‭consumed, still present?” In addition to the general measures gels to secure the different‬ ‭types of assets, this concerns:‬ -‭ ‬ C ‭ hecking the accounting for cash receipts; Checking the‬ ‭-‬ ‭accountability of goods receipts;‬ ‭-‬ ‭Checking the accountability of the funds or goods received from other officials;‬ -‭ ‬ C ‭ hecking the accountability of releases;‬ ‭-‬ ‭The material connection check with regard to things sacrificed and obtained.‬ ‭The final part of these checks are the inventories of money and goods.‬ ‭Introduction‬ I‭n addition to the 'focus areas' of internal control already discussed in the previous‬ ‭c hapter, checking the presence of assets plays an important role. This is not just‬ ‭about answering the question:‬‭'It's all over values received or acquired for the‬ ‭company, insofar as they have not subsequently been lawfully issued or consumed‬ ‭for the company, still present? (custody control)'‬‭, but also about meeting‬ ‭precautionary‬‭actions aimed‬‭at preventing loss, theft, embezzlement or unlawful‬ ‭c onsumption of the assets concerned.‬ ‭ ecurity of different types of assets‬ S ‭There are different types of assets for each type of asset preventive‬‭control‬ ‭measures to‬‭secure these assets. Many of these control measures have‬ ‭imperfections and they therefore need to be supplemented by other control‬ ‭measures. This supplement can only be obtained by exercising a‬‭post-check‬‭. To‬ ‭this end, reliable information is needed about what has legally occurred or should‬ ‭or may have occurred, in order to determine whether the assets that should still be‬ ‭present based on that information are indeed there. Conversely, it is also not‬ ‭sufficient if there were only retrospective checks without preventive security. In that‬ ‭c ase, virtually no one could be held responsible for any shortages.‬ ‭ hecking the accounting for cash receipts‬ C ‭If it can be ensured that a registration of the receipt acknowledgments or‬ ‭discharges that cannot be influenced by the cashier takes place or that the total‬ ‭amount thereof, for example, is recorded daily in some other way beyond‬‭his‬ ‭ability to influence can‬‭be determined, there is an opportunity to check the‬ ‭c ompleteness and accuracy of the receipt. There are mainly three ways open to‬ ‭this end, namely using:‬ ‭-‬ ‭Handwritten or typed receipts (signed by someone other than cashier);‬ ‭-‬ ‭Receipts printed by a cash register or similar machine (including cash register in store);‬ ‭-‬ ‭Completely pre-printed receipts or pre-created 'countermarks' (amusement parks, etc.).‬ ‭ hecking the accountability of goods receipts‬ C ‭A‬‭independent‬‭officer must register the goods received as received. This will usually‬ ‭be a doorman, but a separate (goods receiving) department can also be created‬ ‭for this.‬ ‭ aterial connection control regarding things sacrificed and obtained‬ M ‭W hen purchasing, a received invoice is not sufficient to check payments. It is also‬ ‭necessary to check:‬ ‭-‬ ‭W hether the invoiced quantities and qualities correspond to the quantities and‬ ‭qualities received, according to receipt reports and any quality reports;‬ ‭-‬ ‭W hether the invoiced quantities, qualities, prices and discounts correspond‬ ‭with those agreed;‬ -‭ ‬ W ‭ hether the calculations resulting from the invoices are correct;‬ ‭-‬ ‭Whether payment has not previously been made for the delivery in question.‬ ‭ ecurity of claims‬ S ‭W hen selling on credit, a claim is obtained after delivery. That claim is a matter that‬ ‭c annot in a material sense be placed in the hands of a custodian, but can only‬ ‭become so 'kept' by registering it. The custodian of claims should not also have the‬ ‭task of working with the 'kept', in other words not‬‭also be responsible for collection‬ ‭of‬‭the claims registered by him. There must also be someone else who keeps‬ ‭records (usually in the general ledger in totals) of what has been given to him for‬ ‭safekeeping. Furthermore, the custodian must be accounted for periodically to‬ ‭declare the amount of claims he has 'received' and 'issued'.‬