Bradmark Wholesale General Supply An ACL Case Study

Bradmark is a wholesale general supply company that ships to business customers throughout Northeast Pennsyl ania! New "ork state! and Southern Connecticut# Bradmark has de eloped a competiti e edge by o$$ering a wide ariety o$ %uality products at competiti e prices# &he company's products range $rom paint to watering cans# Bradmark is a publicly owned company! whose board o$ directors has retained your $irm to conduct the annual audit# "ou are the in(charge auditor who is currently e)amining Bradmark's re enue and e)penditures procedures and related accounts# Bradmark's main o$$ices are in its Allentown! PA warehouse# &he $ollowing describes your client's system con$iguration and business procedures# System Overview and Background Bradmark's in$ormation system is a recently purchased application that runs on a client( ser er network con$iguration# *ames Walker! a systems designer in Bradmark's +& department! played a central role in implementing and modi$ying the system to meet Bradmark's speci$ic needs# Because o$ Walker's $amiliarity with the system! he was asked by top management to temporarily o ersee the initial running o$ the new system to ensure a smooth transition $rom the old legacy system# A$ter se eral months! *ames Walker was o$$ered a promotion to Warehouse ,anager and gi en permanent responsibility $or product purchasing# Sales and Cash Receipts Procedures &he $lowchart in -igure . and the record layout in -igure / 0see the related PowerPoint $ile $or $igures1 illustrate Bradmark's sales and cash receipts procedures# Sales Department Customer orders are recei ed by mail or $a) in the sales department# 2ne o$ the sales sta$$ accesses the customer record and re iews the a ailable credit be$ore creating a Sales +n oice record# -or customers with insu$$icient a ailable credit! the clerk submits the order to the credit manager $or appro al# +$ granted! the credit manager erbally authori3es the clerk to increase the customer's line o$ credit accordingly# -or appro ed sales! a record is added to the Sales +n oice $ile# &he system automatically assigns an +n oice Number! which is the primary key $or the record# &he clerk manually enters the remainder o$ the order data# Warehouse Based on input $rom the sales in oice! the warehouse terminal automatically prints a stock release document! which the warehouse sta$$ uses $or picking the goods# &he goods are sent to the Shipping 4epartment along with the stock release document# 2nce the goods ha e le$t the warehouse! the clerk con$irms to the system the %uantity sold and it automatically updates the 5uantity on 6and $ield in the respecti e in entory record#

Shipping Department &he shipping department recei es the goods! prepares them $or shipment! selects a carrier and prepares the packing slip and bill o$ lading 0B2L1# 2nce the goods are shipped! the clerk adds a record o$ the shipment to the Shipping Log $ile# Billing At the end o$ the day the system automatically searches the Sales +n oice and Shipping Log $iles $or items shipped and prepares a hard copy customer in oice! which is mailed to the customer the $ollowing morning# &he current date is then placed in the 4ue 4ate $ield o$ the Sales +n oice $ile# Cash Receipts ,ary! the cash receipts clerk! recei es the customer checks and remittance ad ises directly $rom the customer# She records this transaction by entering the +n oice Number 0taken $rom the remittance ad ice1 into the system# &he system automatically creates a Cash 7eceipts record# +t assigns a 7emittance Number as the primary key and adds this number to a $ield in the related Sales +n oice record# &he +n oice Number $rom the Sales +n oice is also added to the remittance record as a re$erence# ,ary then manually adds the customer number! amount! and payment date to the Cash 7eceipts record# At the end o$ the day she prepares a deposit slip and sends the checks to the bank# She $iles the remittance ad ice in her o$$ice# Purchasing/Payment Procedures &he $lowchart in -igure 8 and the $ile structure diagram in -igure 9 illustrate the purchasing:payment procedures at the central warehouse# Warehouse ;ach morning Walker re iews an automatically generated in entory status report $rom his o$$ice terminal# 6e determines the items that need replenishing and selects suppliers $rom the <endor $ile# Walker then adds a record to the purchase order $ile# &he system assigns each new record a uni%ue number 0P2 Number1 as the primary key# Walker manually enters the date! the product to be ordered! order %uantity! e)pected unit cost 0the e)tended cost is automatically calculated by the system1! and the +4 number o$ the selected endor# &he purchase orders are then printed on Walker's terminal! signed by him! and mailed by his secretary to the respecti e suppliers# Receiving When the products are recei ed at the recei ing dock! a recei ing clerk counts and inspects them# &he clerk adds a record to the 7ecei ing 7eport $ile $rom the terminal in the recei ing area# &he system assigns a uni%ue key 077 Num1 to each record# &he clerk manually enters the purchase order number! product number0s1! %uantity recei ed! endor +4 number! and the date o$ receipt# &he recei ing system is not particularly user $riendly# +$ errors are made during data entry! the clerk must oid the recei ing report and begin

o er with a new recei ing report record# &he oided record is then automatically purged $rom the 7ecei ing 7eport $ile and the system assigns the ne)t 77 Number in se%uence to the re ised recei ing report# As a result! se%uence gaps e)ist in the recei ing report $ile indicating the missing records# &he products are then sent to the warehouse where they are secured# At the end o$ the work shi$t! the recei ing clerk prints a hard copy o$ the recei ing report listing o$ the day's receipts 0including any oided recei ing reports1! which is sent to *ames Walker's o$$ice $or his re iew# Warehouse A$ter ,r# Walker has re iewed the receipts he manually adds the system(assigned 77 Number to the corresponding Purchase 2rder record to indicate that the product has been recei ed# &he system automatically updates the 5uantity on 6and $ield in the +n entory $ile $rom the 5uantity $ield in the Purchase 2rder record# Accounts Payable Sybil *ohnson! the Accounts Payable clerk! recei es the endor's in oices# =sing the P2 number $rom the in oice as a search key! she matches the in oice with the corresponding purchase order:payment record# She eri$ies that the items in oiced ha e been recei ed by obser ing that a 77 Number has been placed in the Purchase 2rder record# She then adds a record to the <oucher Payable $ile# &he system assigns a uni%ue key 0<oucher Number1 to each record# Sybil enters manually the $ollowing data directly $rom the supplier's in oice> purchase order number! endor number! supplier in oice number! $ull amount due! discounted amount due! and due date# &he due date is selected to take ad antage o$ purchase discounts# -inally! Sybil $iles the endors in oice in her o$$ice $iling cabinet# Cash Disbursements ;ach day! Sean 2'Connell in the Cash 4isbursements department re iews the <oucher Payable $ile $or items due to be paid that day# -or each item due! he adds a record to the Check 7egister $ile# &he system assigns it a uni%ue key 0Chk Number1 and Sean manually adds the $ollowing data to the Check 7egister record> oucher number! endor number! amount o$ payment! and date# &he system automatically places the check number in the appropriate <oucher Payable record to indicate that payment has been made# &he checks are printed in Sean's o$$ice and then re iewed and signed by +r ing Stern! the department manager#

General Requirements
Go to the Bradmark Case Questions $older and select the appropriate %uestions $or the chapter you are working with((7e enue Cycle 0Chapter ?1! ;)penditure Cycle 0Chapter .@1! or -raud +ssues 0Chapter ./1# &his case re%uires that you install ACL 4esktop ;dition 0$ull educational ersion1 that came with new copies o$ the te)tbook on your computer# &he data $or the ACL portion o$ the case %uestions are located in the Bradmark ata !older#