Module 14 Internal Control Affecting Assets
Module 14 Internal Control Affecting Assets
INTERNAL CONTROL
AFFECTING ASSETS
INTERNAL CONTROL OVER CASH
TRANSACTIONS
Most of the processes relating to cash handling are the
responsibility of the finance department, under the
direction of the treasurer. These processes include
handling and depositing cash receipts; signing checks;
investing idle cash; and maintaining custody of cash,
marketable securities, and other negotiable assets. In
addition, the finance department must forecast cash
requirements and make both short-term and, long-
term financing arrangements.
IDEALLY, THE FUNCTIONS OF THE FINANCE DEPARTMENT AND THE ACCOUNTING
DEPARTMENT SHOULD BE INTEGRATED IN A MANNER THAT PROVIDES ASSURANCE
THAT:
All cash that should have been received was in fact received, recorded
1 accurately and deposited promptly.
Cash disbursements have been made for authorized purposes only and
2 have been properly recorded.
Description of Misstatement
Description of Misstatement
Internal Control Weakness or
-Failure to record receipts from Factors that Increase the Risk of
cash sales the Misstatement
-Inadequate supervision of
Example cashiers; failure to encourage
customers to obtain cash receipts.
-Fraud: A cashier fails to ring up
and record cash sales and
-Inadequate controls for
embezzles the cash.
reconciling cash register tapes and
accounting records; inadequate
-Error: A bookkeeper accidentally
controls for reconciling bank
omits the recording of the receipts
accounts
from one cash register for the day.
POTENTIAL MISSTATEMENTS - CASH RECEIPTS
Description of Misstatement
-Failure to record cash from Internal Control Weakness or
collection of accounts receivable Factors that Increase the Risk of
the Misstatement
Example
-Fraud: A cashier embezzles cash -Lack of segregation of duties
payments by customers on receivables, between personnel who have
without recording the receipts in the
access to cash receipts and those
customers' accounts.
who make entries into the
-A bookkeeper accidentally who has access accounts receivable records.
to cash receipts embezzles cash collected
from customers and writes off the related
-Inadequate reconciliations of
receivables.
subsidiary records of accounts
-Error: A bookkeeper accidentally fails to receivable with the general ledger
record payment on a receivable. control account.
POTENTIAL MISSTATEMENTS - CASH RECEIPTS
Description of Misstatement
-Early (late) recognition of cash Internal Control Weakness or
receipts"cutoff problems" Factors that Increase the Risk of
the Misstatement
Example
-Ineffective board of directors,
-Fraud: Holding the cash receipts
audit committee, or internal audit
journal open to record next year's
function; "tone at the top" not
cash receipts as having occurred
conductive to ethical conduct;
in this year.
undue pressure to show improved
financial position.
-Error: Recording cash receipts
based on bod information about
-Failure to list and deposit cash
date of receipt.
receipts on a timely basis.
POTENTIAL MISSTATEMENTS - CASH
DISBURSEMENTS
Description of Misstatement
Internal Control Weakness or
-Inaccurate recording of a Factors that Increase the Risk of
purchase or disbursement. the Misstatement
-Inadequate segregation of duties of
Example record keeping and preparing cash
-Fraud: A bookkeeper prepares a disbursements, or check signer does not
check to himself and records it as review and cancel supporting
having been issued to a major documents.
supplier.
-Ineffective control for matching invoices
with receiving documents before
-Error: A disbursement is made to pay
disbursements are authorized.
an invoice for goods that have not
been received. -Ineffective accounting coding
procedures may result from incompetent
-Disbursements for travel and accounting personnel, inadequate chart
entertainment are improperly included of accounts, or no controls over the
with merchandise purchases. posting process.
POTENTIAL MISSTATEMENTS - CASH RECEIPTS
Description of Misstatement
Description of Misstatement
-Unrecorded disbursements
Internal Control Weakness or
Factors that Increase the Risk of
the Misstatement
Example
-Ineffective control over record
-Fraud: In conjunction with
keeping for and access to cash.
recorded (but deposited) cash
receipts, an employee writes and
chases on unrecorded check for
the identical amount.
INTERNAL CONTROL OVER FINANCIAL
INVESTMENTS
The most important group of financial investments, consists of
marketable stocks and bonds because they are found more
frequently and usually are of greater peso value than the other kinds
of investment holdings. Other types of investments often
encountered include commercial paper issued by corporations,
mortgages and trust deeds, and the cash surrender value of life
insurance policies. The internal auditors also must be concerned
with derivatives that are used to hedge various financial and
operational risks or for speculation.
INTERNAL CONTROL OVER FINANCIAL
INVESTMENTS
Derivatives are financial instruments that "derive" their value from
other financial instruments, underlying assets, or indexes. For
example, a simple derivative would involve a commitment by a
company to purchase a commodity at a certain price at some point
in the future. Other derivatives are much more complex, involving,
for example, relationships between fluctuations in European interest
rates and the price of copper.
THE MAJOR ELEMENTS OF ADEQUATE INTERNAL
CONTROL OVER FINANCIAL INVESTMENTS INCLUDE
THE FOLLOWING:
Formal investment policies that limit the nature if investments in
1 securities and other financial instruments.
-Unauthorized investment
transactions
Internal Control Weakness or
Factors that Increase the Risk of
the Misstatement
Example
-Inadequate segregation of duties
-Fraud: An employee with access
of record keeping for and custody
to securities coverts them for
of securities.
personal use.
POTENTIAL MISSTATEMENTS - FINANCIAL
INVESTMENTS
Description of Misstatement
-Incomplete recording of
investments
Internal Control Weakness or
Factors that Increase the Risk of
the Misstatement
Example
-a. Inadequate accounting manual;
-Error: Failure to record derivative
incompetent accounting.
agreements which are embedded
personnel.
in other agreements.
-b. Inadequate monitoring by
internal auditors.
INTERNAL CONTROL OVER
RECEIVABLES
Accounts receivable include not only claims against
customers arising from the sale of goods or services, but
also a variety of miscellaneous claims such as loans to
officers or employees, loans to subsidiaries, claims
against various other films, claims for tax refunds and
advantages to suppliers.
SOURCES AND NATURE OF
NOTES RECEIVABLE
Notes receivable are written promises to pay certain
amounts at future dates. Typically, notes receivable is
used for handling transactions of substantial amount;
these negotiable documents are widely used. In banks
and other financial institutions, notes receivable
usually constitutes the single most important asset.
INTERNAL CONTROL OF
ACCOUNTS RECEIVABLE AND
REVENUE
To understand internal control over accounts
receivable and revenue, one must consider the various
components, including the control environment, risk
assessment, monitoring, the (accounting) information
and communication system, and control activities.
CONTROL ENVIRONMENT
Because of the risk of intentional misstatement of revenues, the
control environment is very important to effective internal control
over revenue and receivables. Of particular importance is an
independent audit committee of the board of directors that monitors
management's judgments about revenue recognition principles and
estimates, as well as an effective internal audit function.
Management should establish a tone at the top of the organization
that encourages integrity and ethical financial reporting. These
ethical standards should be communicated and observed throughout
the organization. Also, incentives for dishonest reporting, such as
undue emphasis on meeting unrealistic sales or earnings targets,
should be eliminated.
POTENTIAL MISSTATEMENTS
REVENUE/RECEIVABLES
Description of Misstatement Internal Control Weakness or
Factors that Increase the Risk of
-Recording unearned revenue the Misstatement
-Ineffective board of directors, audit
Example committee, or internal audit function; undue
-Fraud: Recording fictitious sales without pressure to meet earnings targets. "top
receiving a customer order or shipping the management action" not conductive to ethical
goods. conduct.
Land, such as properly used in the operation of the business, has the
1 significant characteristic of not being subject to depreciation.
Natural resources (wasting assets), such as oil wells, coal mines, and
3 tracts of timber, are subject to depletion as the natural resources are
extracted or removed.
Acquisitions and disposals of property, plant and
equipment are usually large in dollar amount, but
concentrated in only a few transactions. Individual
items of plant and equipment may remain unchanged
in the accounts for many years.
INTERNAL CONTROL OVER PLANT AND
EQUIPMENT
The amounts invested in plant and equipment represents a large
portion of the total assets of many industrial concerns. Maintenance,
rearrangement and depreciation of these assets are major expenses
in the income statement. The total expenditures for the assets and
related expenses make strong internal control essential to the
preparation of reliable financial statements. Errors in measurement
of income may be material if assets are scrapped without their cost
being removed from the accounts, or if the distinction between
capital and revenue expenditures is not maintained consistently.
The losses that inevitably arise from uncontrolled methods of
acquiring, maintaining, and retiring plant and equipment are often
greater than the losses from fraud in cash handling.
In large enterprises, the auditors may expect to find an annual plant
budget used to forecast and control acquisitions and retirements of
plant and equipment. Many small companies also forecast
expenditures for plant assets. Successful utilization of a plant budget
presupposes the existence of reliable and detailed accounting
records for plant and equipment. A detailed knowledge of the kinds,
quantities and condition of existing equipment is an essential basis
for intelligent forecasting of the need for replacements and additions
to the plant.
OTHER KEY CONTROLS APPLICABLE TO PLANT
AND EQUIPMENT ARE AS FOLLOWS:
A subsidiary ledger consisting of a separate record for each unit of property. An
1 adequate plant and equipment ledger facilitate the auditor's work in analyzing
additions and retirements, in verifying the depreciation provision and maintenance
expenses, and in comparing authorizations with actual expenditures.
A system of authorization requiring advance executive approval of all plant and
2 equipment acquisitions, whether by purchase, lease or construction. Serially
numbered capital work orders are a convenient means of recording authorizations.