chapter four internal controls, accounting for cash, and ethics © 2015 mcgraw-hill education
TRANSCRIPT
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Chapter Four
Internal Controls,
Accounting for Cash, and
Ethics
© 2015 McGraw-Hill Education.
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An Integrated Framework
1. Control Environment – integrity and ethical values of a company
2. Risk Assessment – management identification of potential risks
3. Control Activities – internal controls4. Information and Communication – internal
and external reporting process5. Monitoring – over time assessment and
correction of internal controls
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Internal Controls1. Separation of Duties2. Quality of Employees3. Bonded Employees4. Required Absences5. Procedures Manual6. Authority and Responsibility7. Prenumbered Documents8. Physical Control9. Performance Evaluations
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Separation of Duties
When duties are separated, the work of one employee can act as a check on the work of another employee. The likelihood of fraud
or theft is greatly reduced.
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Quality of Employees
The ability of cross-trained employees to substitute for one another prevents
disruptions in the workplace. Job rotation may help relieve boredom and increase
productivity.
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Bonded Employees
A fidelity bond provides insurance that protects a company from loss caused by
employee dishonesty. To become bonded, an employee’s background is investigated.
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Required Absences
An employee may be able to cover up fraudulent activities if they are always present at work. All employees should be required to take regular vacations
and their duties should be rotated periodically.
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Procedures Manual
Accounting and other important procedures should bewritten in a procedures manual. Periodically,
management should conduct an investigation to seethat required procedures are actually being followed.
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Authority and Responsibility
General authority applies to all members of the organization. For example, all employees are required to fly coach and purchase airline tickets from a specific vendor.
Specific authority applies only to a specific position within the organization. For example, all checks must be cosigned by the Controller and Treasurer.
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Prenumbered Documents
Prenumbered forms are used for all important documents such as checks, purchase orders, receiving reports, and invoices. The use of prenumbered forms helps keep track of all
forms issued during a particular period.
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Physical Control
All companies should maintain adequate physical control over valuable assets that
may be misappropriated. For example, inventory should be properly stored in a
secure location. Serial numbers should be placed on all valuable assets to assist in a
physical count of these assets.
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Performance Evaluation
• Internal controls should include independent verification of employee performance.
• A physical inventory should be taken at least annually by someone other than a person who has control over inventory. An independent reconciliation between the general ledger balance and inventory should be compared to the inventory count.
• Auditors should evaluate the effectiveness of the control system.
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LimitationsInternal controls can be circumvented by collusion among employees. Two or more
employees working together can hide embezzlement by covering for each
other. No system can prevent all fraud. Good internal controls minimize fraud and increase likelihood of detection.
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Accounting for Cash
ControllingCash
ControllingCash
Cash receipts should be recorded immediately upon
receipt and deposited intact
daily.
Cash receipts should be recorded immediately upon
receipt and deposited intact
daily.
Cash disbursements should be made by
prenumbered check.
Cash disbursements should be made by
prenumbered check.
Up to date signature card
should be maintained.
Up to date signature card
should be maintained.
A deposit ticket should be used for
all deposits.
A deposit ticket should be used for
all deposits.
A monthly bank reconciliation should be prepared by an independent party.
A monthly bank reconciliation should be prepared by an independent party.
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Reconciling the Bank Account
Unadjusted bank balance
Add + Deposits in transit
Deduct - Outstanding checks
Equals = True cash balance
Adjustment to the Bank Balance
The bank reconciliation reports on the differences between the balance on the bank
statement and the balance in the general ledger cash account. The reconciliation results
in the true cash balance that will appear on the balance sheet.
The bank reconciliation reports on the differences between the balance on the bank
statement and the balance in the general ledger cash account. The reconciliation results
in the true cash balance that will appear on the balance sheet.
Unadjusted book balance
Add + Accounts receivable collections
Add + Interest earned
Deduct - Bank service charges
Deduct - Non-sufficient funds (NSF) check
Equals = True cash balance
Adjustments to the Book Balance
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Reconciling the Bank Statement
If an error is found on the bank statement, an adjustment for it is made
to the unadjusted bank balance to determine the true cash balance. An error
found on our book balance requires an adjustment to our books.
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Importance of Ethics
The accountant’s role requires trust and credibility.
Accounting information is worthless if the accountant is not trustworthy.
Therefore, the accounting profession requires high ethical standards.
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The Fraud Triangle
Rationalization
Pressure
Opportunity
Key to protecting yourself and your company: personal integrity.
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Materiality and Financial Audits
Auditors do not guarantee that financial statements are absolutely
correct—only that they are materially correct.
Material ItemAn error, or other
reporting problem, that would influence
the decision of an average prudent
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Types of Audit Opinions
Unqualified Adverse
Qualified Disclaimer
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End of Chapter Four
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