Document 5 - PASSBYS System
Document 5 - PASSBYS System
AUDITING TRIGGER
STEP 1 – KNOWLEDGE/RESEARCH
(Theory/Research gathered – What is the purpose of having this system (e.g., salaries and wages system)? What are the risks
around and in this system? What controls would you expect to see in this system?
Consider both your General Controls and Automated Controls – Link to assertions!
In the airline industry, a robust revenue system is crucial for several reasons:
1. Accurate Financial Reporting: A dedicated revenue system ensures accurate and transparent financial reporting. It
allows the airline to track and record revenue from various sources, facilitating precise financial statements and
compliance with accounting standards.
2. Revenue Recognition: Airlines have complex revenue recognition processes, including ticket sales, ancillary services,
and loyalty programs. A specialized revenue system helps automate and streamline these processes, reducing errors
and ensuring compliance with accounting principles.
3. Forecasting and Planning: A revenue system provides valuable data for forecasting and planning. Airlines can analyze
historical revenue patterns, identify trends, and make informed decisions about pricing, capacity, and route planning to
optimize profitability.
4. Inventory Management: Effective revenue management in the airline industry involves managing seat inventory, pricing,
and promotions dynamically. A dedicated system helps optimize seat availability, pricing strategies, and maximize
overall revenue.
5. Customer Relationship Management (CRM): A revenue system often integrates with CRM systems to track customer
preferences, behaviors, and purchase history. This information is valuable for targeted marketing efforts and enhancing
the overall customer experience.
6. Fraud Prevention: Airlines are susceptible to fraudulent activities, such as ticket fraud or loyalty program abuse. A
revenue system with robust security features helps detect and prevent fraudulent transactions, protecting the airline's
revenue streams.
7. Operational Efficiency: Automation of revenue-related processes increases operational efficiency. This includes
ticketing, invoicing, and reconciliation, allowing airline staff to focus on strategic activities rather than manual, time-
consuming tasks.
8. Compliance with Regulations: The airline industry is subject to various regulations and standards. A dedicated revenue
system helps ensure compliance with industry-specific regulations and accounting standards, avoiding legal and
financial implications.
9. Adaptability to Market Changes: The aviation industry is dynamic, with fluctuating demand, fuel prices, and competitive
landscapes. A flexible revenue system allows airlines to adapt quickly to market changes, optimize pricing strategies,
and stay competitive.
10. Data Analytics: Revenue systems generate a wealth of data that can be leveraged for analytics. Airlines can use this
data to gain insights into customer behavior, market trends, and the effectiveness of pricing strategies, enabling data-
driven decision-making.
This cloud-based system incorporates a reservation system, customer relationship management, travel agent management, a full
e-commerce website, fares management software.
Human Factor
The system also allows the customer to cancel his/her A fifth challenge of using online reservation platforms is
reservation if any problem occurs. (Cancellations are approved balancing the human factor with the technological factor.
by the Senior Accountant and a text is sent back to the customer Online reservation platforms can reduce the need for
acknowledging the cancellation) human intervention and interaction, but they cannot
replace it completely. Human factor is still important for
Over and above the system, On-Time offer customer service providing customer service, managing complaints,
and support through multiple channels, such as phone, email, handling special requests, and building relationships.
chat, or social media. (System allows the customers to request Online reservation platforms can also affect the motivation,
to be called back by On-Time) satisfaction, and performance of the staff, who may feel
threatened, overwhelmed, or neglected by the technology.
(To balance the human factor, it is important to train and
empower the staff to use the platform effectively and
efficiently, and to communicate and collaborate with the
customers and the platform provider.)
Process Risks
Over-Reliance on Technology:
Risk: Over-reliance on the CRM system
without human judgment may lead to
misinterpretation of customer needs and
missed opportunities for personalized
interactions.
Mitigation: Balance technology with human
judgment, encourage regular feedback
from customer-facing staff, and use the
CRM system as a tool to enhance, not
replace, human interactions.
Regulatory Changes:
Risk: Changes in data protection laws or
aviation regulations may require
adjustments to the CRM system to ensure
compliance.
Mitigation: Stay informed about regulatory
changes, maintain a flexible system that
can adapt to evolving requirements, and
work closely with legal experts to ensure
compliance.
Process Risks
The user is requested to sign-up/register using the system Users changing their credit card details to avoid securing a
(Name, Last Name, Position, E-mail address, contact details, book on a later stage – Where the user is given an option to
Company name (if booking on behalf of the company), Sale provide their credit card details and pay later, users can
of travel service (indicate if you are a travelling agent), change their credit card details to avoid making a payment
Company details (ID number, legal entity name, city and followed by a late cancellation. The hotels might blame On-
address) Time and assume there was an error when bookings were
made.
Process Risks
E-commerce websites allow consumers and businesses to buy Data Privacy and Online Security Risks
and sell to one another on a designated platform. The main Hackers are becoming more and more sophisticated every
difference between e-commerce and physical commerce, day. It’s easier for malicious actors to find their way into
however, is that e-commerce transactions occur entirely over the your systems from the inside, obtaining employee
internet. credentials through phishing, or by deploying malware and
ransomware in fraudulent links in emails. This risk might
lead to reputational damage could cost you even more.
(Establish and enforce a strong data privacy and online
security policy, train your staff, and incentivize them to
become data security champions. Implement protocols
like two-factor authentication (2FA) to add an extra layer of
accountability)
Unauthorised Access
Unauthorized access accounts for a significant amount of
data loss.
Restrict access.
For each order, your site will need to: Employees should only be able to access files
Record customer information (name, address, etc.) they need. For example, your content creators do
(The system performs mandatory fields checks, edit not need access to your back-end code.
checks – customers are required to register) Implement two-factor authentication (2FA). 2FA
Collect customers’ acceptance of your terms of service gives you an added layer of accountability and
Calculate any applicable taxes (Masterfile is regularly prevents people from using login credentials that
updated with the latest tax rates that pulls through to do not belong to them.
the site) Change passwords regularly. Enforce password
Apply coupons or discounts updates across your network to mitigate
Generate order and tracking numbers unauthorized access.
Share delivery details
Process billing information Human Error
Provide access to a payment gateway
We’ve all deleted a file or “lost” a folder at one point or
another. Human error is still the most common cause of
There should be a seamless transition from your website to a data loss and most of the time, it’s just an innocent
payment gateway. Typically, payment gateways allow customers mistake.
to: (Deploy a backup and recovery solution like
Select a payment option Rewind. Rewind online backups allow you to restore and
Provide details such as credit card numbers and CVVs recover quickly after an error, minimizing downtime and
Use multi-step authentication for secure payments helping you get back to work faster.)
(Applications control: Edit Checks, Mandatory Field)
Non-Compliance
Handle shipping and logistics The regulatory framework for data privacy and protection
Once your site has handled the order and payment process for a is stringent—and comes with massive financial penalties
customer, the next step is delivery.(Email the passenger his/her
for non-compliance. The risks are manifold here, as
ticket)
outlined in HIPAA, the GDPR, PCI, and other regional and
As a seller, your goal is to ensure that customers receive the international data privacy legislation. (Fully vet and qualify
right product on time and in perfect condition. all vendors as the question of who controls data and
where it is stored may become an issue if there is a
No matter which method you choose, your website should be breach or complaint.)
able to initiate the process accurately and consistently. (Email or
address)
Loss of Premises Due to Disaster
Your site will also need to have a process in place for accepting
Disasters happen, and they come in many guises. Fire,
returned items (cancelled tickets). Also known as reverse
flooding, building collapse, electrical grid failure, power
logistics, this process is just as important as shipping outbound
surges, internet failure—and the list goes on. Having the
goods.
right protections in place will help you get back up and
running so your ecommerce business can carry on.
(Design and implement a disaster recovery plan (DRP)
Provide customer service that covers every possible scenario.)
Inevitably, your customers will need to communicate with you
about their order or experience. They may need to correct their
personal information, make an exchange, or return a faulty
product. Your website is where these customers will turn to get in
touch with you. The easier you make it for customers to connect
—with a contact form or chat service, for example—the easier it
will be to solve their problems quickly
(Survey options/ help desk details)
5. Fares Management System (Linked to Revenue)
Process Risks
Officials at the counter will check the required documents to Technical glitches: Automated check-in systems can be
verify your identity. After verification, you will be issued a susceptible to technical glitches or errors that can cause
boarding pass which will have all the details of your travel like delays or malfunctions in the system.
Flight number, seat number, scheduled departure time of the
flight.
Limited personal interaction: With automatic check-in
systems, there is no personal interaction with the airline staff,
Through Check-in which some passengers may prefer, especially in case of
Through check-in enables passengers with itineraries complex travel arrangements or issues.
containing transit points to complete boarding procedures and
check in baggage at the departure airport for multiple sectors System limitations: Some airlines may have specific
up to their final destination. As a general rule, through check- requirements or limitations for automatic check-in, such as
in is only available when the following 4 conditions are met. restrictions on baggage or seat selection, which may not be
suitable for all passengers.
o The minimum connecting time is ensured.
o The reservation for the connecting flight is
confirmed. Security concerns: Automated check-in systems may be
o The operating carrier for the connecting flight is a vulnerable to hacking or security breaches, which could
partner airline for through check-in. compromise passenger data or cause disruption to air travel.
o Your entire itinerary is shown on a single flight ticket.
Boarding-Gate:
Complete your shopping, dining and/or drinking and come to
the boarding gate at least 30 minutes before the departure
time.
If you do not arrive 10 minutes before the departure
time, you may not be able to board.
1. Bookings:
Manual Control: Reservation agents
manually enter phone or in-person
bookings into the system.
Application Control: The RMS application
verifies the accuracy of customer
information, ensuring it aligns with the
specified format and validation rules.
2. Dynamic Pricing:
Manual Control: Revenue managers may
manually adjust pricing based on external
factors like competitor pricing or special
events.
Application Control: The RMS algorithms
automatically adjust pricing based on
predefined rules, considering demand
forecasts, historical data, and other
dynamic factors.
3. Seat Inventory Management:
Manual Control: Operations staff may
manually update seat availability based on
factors like last-minute aircraft changes or
unexpected events.
Application Control: The RMS continually
monitors and updates seat inventory based
on real-time data, adhering to overbooking
policies and considering factors like no-
show rates.
4. Ancillary Revenue:
Manual Control: Marketing teams may
manually update pricing or promotions for
ancillary services based on marketing
strategies.
Application Control: The RMS suggests
pricing strategies for ancillary services,
integrating them into the overall revenue
optimization model.
5. Payments:
Manual Control: Finance teams manually
reconcile payments and resolve
discrepancies.
Application Control: The payment
processing system, integrated with the
RMS, ensures secure and accurate
transactions, performing validation checks
on payment information.
6. Boarding:
Manual Control: Gate agents manually
manage boarding processes, handling
special requests, and updating passenger
statuses.
Application Control: The RMS provides
recommendations for boarding priorities
based on fare classes, loyalty status, and
other factors.
7. In-Flight Sales:
Manual Control: Flight attendants manually
record in-flight sales and manage inventory
of duty-free items.
Application Control: The RMS suggests in-
flight sales strategies, optimizing offerings
based on historical data and passenger
preferences.
8. Landing:
Manual Control: Ground staff manually
update system records to reflect the
completion of the flight.
Application Control: The RMS continues to
optimize pricing and inventory for return
flights, considering post-flight analysis data.
9. Post-Flight Analysis:
Manual Control: Revenue analysts
manually review post-flight data, identifying
trends and insights.
Application Control: The RMS generates
automated reports and analytics, providing
insights into the accuracy of demand
forecasts and overall revenue performance.
ACCOUNTING ENTRIES YOU WOULD EXPECT TO FLOW (refer to Doc 5 – Audit differences)
TICKETS
REFUNDS
FUTURE-DATED TICKETS
FAILED TO ARRIVE FOR CHECK-IN