Chapter16 InternalControlAffectingAssets
Chapter16 InternalControlAffectingAssets
IN.TERNA
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L CO NT RO L
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AFFECTING ASSETS
a)" Cas h
b) Financial Investments · ·
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c) Receivables: Accounts and Notes and
· -accounts related revenue
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d) Inventories and related Cost of Goods sold
e) Property, Plant and Equipment
CH A~E R 16
Most of the processes re.lating to cash handling ~re ·th~ r~sponsibility of the
finan~e deP;artment,. ~nder the direction of the treasurer. These processes include
h~dh~g. and depositmg cash receipts'; ·signing ch~cks;/ investing ·idle cash; and
mamta_i~mg cu stody of cash, marketable securities, and other negotiable assets.
In addition, the finance department. must forecast cash requirements and make
both short-term and, ~ong-term financing arrangements.
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IdeaUy, the functiQns qf the finance departm.ent and the accounting department
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1. All cash that should have been received 'was in fact received, recorded
accurately and deposited promptly: J • '
2. Cash disbursements have been made for authorized purposes only and
. have· been properly recorde~.
3. Cash balances are ~aintained at adequate, but not excessive, levels by r
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l46 Chapter 16
The moSt impor tant group of financial investments consists of marke table
stocks
and bonds becau se the~ are found more frequently ~nd usually are of greate
r peso
value than the oth~r kmds of investment holdings. Other types of invest
ments
often encou ntered mclud e commercial paper issued by corporations, mortg
ages
~and tru st d~ds, _and the cash surrender value of life insurance policie
s. The
internal audito rs also must b'e concerned with derivatives that are used to
hedge
variQu~ ~nanc ial and operational -risks or for- specalation. Deriva tives
are
financ,~l mstrum ents that "deri-ve" their value from other financial ~nstru
ments,
underl~mg assets , or indexes. For example, a simple derivative would involv
ea
co,:nm~tment by a compa ny to purchase a commodity at a certain price at
some
pomt m the future. Other derivatives are much more compl ex,.-in volvin
g, for
example, relatio nships between fluctuations in European' interest rates and
price of coppe r. the
The major eleme nts of adequate internal control over financial invest
ments
incl~de the follow ing:
1. Forma l invest ment policies that limit. the nature if invest ments · m
securi ties and other financial instruments.
2. An invest ment committee 'of the board of directors that author izes and
review s financial investment activities for compliance with invest ment
policie s.
3. Separa tion of duties between the ~x~cutive authorizing purcha ses and
sales of securi ties and derivative .instruments, the custod ian of the
securi ties, and the person maintaining the records ·of investments.
ti-. Comp lete detaile d records of al! securities and derivative instrum
ents
owned and the related provisions and terms.
5. Regist ration of securities in the na111e of the company.
6. Period ic physical inspection of s~~u.rities on hand b,y_ an _internal audito r
or an offiqial having no respons1b1hty. for the authorization, custod y, or
record keepin g of investments,
7. Determ ination -o f appropriate acco~11ting for compl ex financial
instrum enis by compe tent personnel.
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250 ·Chapter 16
custody and record keeping is
In many concerns, segregation of the. functions of st
d by the use of an indepen dent safe keeping agent, s~ch as a ock~older,
ach ieve
nt has no direct c~ntact with t~e
bank or t~ust company. Since the independent age
ng..records of th~ mv~st~ents m.
employee responsible ·froni maintaining accounti
d through falsrfic,ation of the
securities, the possibilities of ·concealing frau
,placed in the custody of an
accounts are greatly reduced. If securities are not
pen dent age nt, they should be kep t in a ban k safe.:.deposit ,box under the joint
inde
cials. Joint control means that
control of two or more of the company's offi
to the securities except in the
neither of the two custodians •may have access
shOL_rld b~ maintained in the
presence of the other. A list of securities in the box
should be recorded on this list
box, and the deposit or withdrawal of·securities
present. The safe-deposit box
along with th~ date and signatures of all persons
in the name of an officer having
rental should be-in the name of the company, not ,
custody .of securities.
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vative instruments owned are
Complete detailed records of all securities and deri
u~ntly consist of a subsidiary
essential to satisfactory control. The.~e records freq
with such . identifying data as
record for each security and derivative inst_rument,
th~ exact name, face amount or par value, cert
ificate number, number of shares,
s and -. any interest or dividend
date of acquisition, name of broker, cost, term
ends should be compared to .
payments ; received. Actual interest an~ .divid
should be i.nvestigated. The
budgeted amounts, and · signi,ficant. variances
usted 'to· a responsible financial
___ purchase and, sale ·of investm'ents often is entr
ent committee of the board of -
executive, subject to frequent review by an investm
directors. .,
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ents
Potential Misstatements - Financial Investm l
Accounts receivable include not only clai~s against customers ·arising from the
sale of goods or services, but also a variety of miscellaneous claims such _as loans
to ~~cer~ or employees, lo~ns to sub.sidiaries, c~ai_ms a&ainst various other films,
claims for tax refunds and advantages to suppliers~· · · ·
Notes receivable ate written prnmise_s. to pay ce~ain amounts at future dates.
Typically, notes receivable· ·is ·used for handling . transactions of substantial
amount; · these negotiable documents are \ ~~dely .tised. In banks and other
financial institutions, notes_ receivable usually constitutes the single most
important asset.
Cont~I Environment
Because ·of the risk of intentional mis
statement of revenues, the c<introl
envi~nment iS very important to effeci
ive internal contr0l_ over n:venue and
receivables. Of particular importance is
board of directors that monitors .manag an independent audit committee of the
9ment's judgments about revenue
recognition principles and estimates, as
well as an •effective internal audit
function. Manligement should establish a
tone at the top of the organization that
encourages integrity and ethical fiiiiinc
ial. reporting. These . ethical standards
should be Communicated and observed
throughotJt the organization. AISO
tncentives for dishonest reporting, such as
uhdue emphasis on metitilig unrealisti~
sales or earnings targets, should be elimina
ted.
Potential Misstatements ·_ Revenue/ Re
ceivables
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Internal Control Weakness or
Descriptio~ of Misstatement E~amples
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Factors that Increase the
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Risk of the Misstatement ·
Recording unearned revenue . Fraud: ' .
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Recording fictitious sales • Ineffective board 'of
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' • without receiving a directors, audit committee,
customer order or shipping or internal audit function;
undue pre>sure to meet
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. . . the goods. '
.e_arnings targets. "top
• Intentional overshipment of
, management action" not
' goods.
conductive to ethical
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Errors: conduct.
,.Recording soles bas·~ on • Ineffective billing process
,
• in which billing is not tied
the receipt of orders from
customers rather than the to shipping information.
:' shipment•of go_ods.
• lnoccurdte billing and · • Ineffective controls for
recording of.soles. testing invoice.s, or
ineffective input validation
checks and computer
reconciliations to ensure
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the accuracy of databases. i
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Error:
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• Misstating the.perce~tage • Ineffective board of
of completion of several directors, audit committee,
- 'projects by a construction or internal audit function;
.. . company using the not conducive to ethical
percentage-of col'hpletion conduct; incompetent
- method revenue
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individuals involved in the
/ recognition. " estimation process.
• Overestimating th'e
' • . Aggressive aitude al
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percentage of completion . , , management oward
.. on proj~cts by a financial repo ing;
constru~tion company using incompetent personnel .
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the percentage-of• . involved in.the estimation
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completion method of, / accountin g process.
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revenue recognition.
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Intern al Contr ol over Notes Receivable
The interrela!ions~ip of inventories and c~·st of goods sold makes it logical f~r
the ~o top,_cs to b~ considered together. The cont~ols that assure the fair
valuation _of mventone s are found in the purchases (or acquisition) cycle. These
con~~Is •~elude. _procedures for selecting vendors, ordering merchand ise or
materi~I~, mspectmg g<;>ods received, recording the liability to the vendor, and
authonzm g and making cash disbursements. In a manufacturing business; the
~aloa~ion of !nventori es a_lso is· affected by the production (or conversio n) cycle,
~~ which_ v~ious manuf~cturing costs are as'signed to inventories, a:nd the cost of
mventones ts then·transferred to the·cost o_f goods sold.
The importance of adequate internal control over 'inventories and cost of goods
sold from the viewpoin t of both management ·and the auditors can scarcely be
overemphasized. ln some companies, management stresses controls over cash
and securities but pays -little attention to control over _inventories. Since many
types of inventories are composed· of items -not particuJarly susce·ptible to theft,
management may consider·controls to be :unnec~'ssary in-this area. Such thinking
ignores the fact that. controls . for invento_ries ~ffect nearly all ~e functions
involved in producing and disposing of the company's products.
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• Intentional misstptement of
production costs assigned • ln~ffective board of
directors, audit rommittee,
to inventory. · or internal audit function;
.. • Intentional misstatement of "tone at the top" not
. inventory prices.· conductive to ethical
· conduct; undue pressure to
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meet earnings targets.
Errors:
.. The assignment of direct • I
.lneffect.ive cost accounting
labor costs; direct material system; failure ·to update
costs, or factory overhead standard costs on a timely
.. to inventory items is basis.
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inaccurate. Ineffective input validation
• Erroneous 'pricing of controls on the database of
inventory. inventory costs; ineffective
supervision of the
personnel that enter the
costs on the final iriventory .
· schedule.
Misstatement of inventory Fraud:
quantities
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lte_ms ore stolen with no ·
· journal entry reflecting the
• ·Ineffective physical
h · controls over inventories.
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theft. , /
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lpventory quantities in
• Ineffective board.of
directors, audit committee,
locations not visit~d by or internc;il audit•function;
auditors are syste111atically. "tone at the top" not
overstated. conducive to ethical
conduct; ·undue pressure to
Errors: meet earnings targets.
• Mis·counting of inventory by
• Ineffective controls or
personnel involved in
physical inventory. supervision of physical
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. inventory.
Internal Control Affecting Assets · 257
Early (late) recognition of
Fraud:
purchases - "cutoffproblems".
• Intentional ~ecording of • Ineffective board of
purchases in the directors, audit committee,
subsequent period. or internal audit function;
"tone at the top" not
conducive to ethical
conduct; undue pressure to
Error: meet earnings targets.
•,, Recording purchases of the • Ineffective accotlnfing
current period in the procedures that do not tie
sub.sequent period. recorded purchases to
receiving data.
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INTERNAL CONTROL OVER PROPERTY, PLANT AND EQUIPMENT
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The term properly, plant and equipment includes. all tangible assets -with a
service life of more than one year that are used. in the operation of the business ·
and are not acquired for the purpose of resale. Three major· s~bgroups of such
. assets are generally -recognized:_ ·
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1. Land, such as properly. useg in the operation of the business, has the .
significant characteristic of hot being subject to depr~ciation. ·
2. · Buildings, machinery, equipment and land improvements, such. as fences
anci parking lots, have. . limited service lives and are subject to
depreciation.
3. Natural resources (wasting assets), such · as oil wells, coal .mines, and
tracts of timber, are subject to depletion as the natural resources are
extracted or. removed.
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Acquisitions and disposals Qf property, plfint and equipmei:it are usually large .in
dollar amount but concentrated in only a few transactions. Individual. items of
plant and equi~ment may remain unchanged in the accounts for many years.
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2S8 Chapter 16