Accounting Information Systems The Signature

‭The‬‭signature‬ ‭ f the order form will – as already noted – have to be done by someone who:‬ o ‭competent‬‭is to bind the owner or the legal entity‬‭involved. If this is not the same‬ ‭person as the person who made the purchasing decision, he will only be allowed to‬ ‭sign after the document in question has been initialed by that official. To the extent‬ ‭that it is important to receive an order or order confirmation from the supplier – the‬ ‭order‬‭confirmation makes the‬‭agreement „perfect‟-a copy of the order can be‬ ‭useful for this purpose. This copy must then be returned signed by the supplier. In‬ ‭many cases, due to the need for organizational measures, the supplier will use a‬ ‭form originating from himself to confirm the order. If order confirmations are due, it‬ ‭will be displayed on the receipt‬‭on time if these‬‭c onfirmations must be monitored.‬ ‭Furthermore, there will of course be a need for a timely‬‭checking compliance with‬ ‭the agreed delivery times‬‭.‬ ‭ he receipt of the goods‬ T ‭As far as establishing the supplier's performance is concerned, this must establish‬ ‭any‬‭goods and‬‭how many goods she‬‭has delivered, as well as on what‬‭time the‬ ‭delivery has taken place. There the supplier and the warehouse manager one‬ ‭opposing‬‭interest‬‭– the supplier will not want to be paid for less and therefore will not‬ ‭want to invoice less than he has delivered and the warehouse manager will not want‬ ‭to report more as receipt than he has actually received, it may normally be‬ ‭assumed that the comparison‬‭of the receipt notification from the warehouse‬ ‭manager with the invoice submitted by the supplier should‬‭lead, by mutual‬ ‭agreement, to an objective determination of the quantities received that can be used‬ ‭for the purpose at hand, except that this does not make it possible to obtain‬ ‭c ertainty in all cases as to the time‬‭of receipt‬‭. To the extent that it is desirable to‬ ‭determine the time of receipt of the goods in a more objective manner, this can be‬ ‭done, for example, by:‬‭doorman‬‭are instructed to report‬‭the arrival of all shipments‬ ‭to the officer or department responsible for checking the invoices received. In‬ ‭c ompanies of some size, they often go one step further and create a separate‬ ‭warehouse as a division receiving‬‭department‬‭, whose job it is to unpack the‬ ‭packages and...‬‭detailed receipt reports to‬‭draw up. The Quality‬‭control will‬ ‭therefore in principle not‬‭be done by the buyer‬‭. So far, the main objective is to‬ ‭determine the receipt of goods as‬‭a starting point for monitoring the goods‬‭treated‬ ‭y ourself. We already noted that there is also a need for an objective assessment of‬ ‭the supplier's performance as‬‭a basis for approving the invoice‬‭. In addition to‬ ‭c omparing the invoice with the receipt notification and the inspection report, a‬ ‭c omparison with the order is also necessary. The receipt notification and the‬ ‭inspection report do not indicate whether the prices and other conditions stated on‬ ‭the invoice are correct. As a rule, the supplier is therefore requested to refer to the‬ ‭relevant order number in his form. In general, however, it is desirable that the‬ ‭receiving department or the warehouse‬‭manager does not have access to the data‬ ‭regarding the ordered quantities‬‭. In this way it can‬‭be prevented that the quantities‬ ‭delivered are not counted or are done less carefully.‬ ‭The handling of returns‬ I‭f there is no separate receiving department, the warehouse manager can handle returns to‬ ‭towie‬‭justifying the shipment of the goods earlier than the shipment actually takes place.‬ ‭ hrough the‬‭intervention in a forwarding department‬‭, that one shipping‬‭m onopoly has‬ T ‭and its task is to independently determine and register the shipped quantities. As with the‬ ‭organization of the receipt of goods, this involves involvement‬‭a 'neutral' authority in the‬ ‭return procedure‬‭. If there is a separate receiving‬‭department, the goods concerned will‬ ‭remain with this department until a decision has been made about whether or not to return‬ ‭them. Involving a shipping department for the return is then not important, because the risk of‬ ‭displacement has already been averted. Ultimately, an overarching audit of the asset‬ ‭accounting administration will have to show that the link between the flow of goods and the‬ ‭flow of money has not been broken.‬