The blind copy of the purchase order that goes to the receiving department contains no item descriptions.. The accounts payable department reconciles the accounts payable subsidiary ledg
Trang 1Chapter 5—The Expenditure Cycle Part I: Purchases and Cash Disbursements
Procedures
TRUE/FALSE
1 Purchasing decisions are authorized by inventory control
ANS: T
2 The blind copy of the purchase order that goes to the receiving department contains no item
descriptions
ANS: F
3 Firms that wish to improve control over cash disbursements use a voucher system
ANS: T
4 In a voucher system, the sum of all unpaid vouchers in the voucher register equals the firm’s total voucher payable balance
ANS: T
5 The accounts payable department reconciles the accounts payable subsidiary ledger to the control account
ANS: F
6 The use of inventory reorder points suggests the need to obtain specific authorization
ANS: F
7 Proper segregation of duties requires that the responsibility approving a payment be separated from posting to the cash disbursements journal
ANS: T
8 A major risk exposure in the expenditure cycle is that accounts payable may be overstated at the end of the accounting year
ANS: F
9 When a trading partner agreement is in place, the traditional three way match may be eliminated ANS: T
10 Authorization of purchases in a merchandising firm occurs in the inventory control department
ANS: T
11 A three way match involves a purchase order, a purchase requisition, and an invoice
Trang 2ANS: F
12 Authorization for a cash disbursement occurs in the cash disbursement department upon receipt of the supplier’s invoice
ANS: F
13 An automated cash disbursements system can yield better cash management since payments are made
on time
ANS: T
14 Permitting warehouse staff to maintain the only inventory records violates separation of duties ANS: T
15 A purchasing system that employs electronic data interchange does not use a purchase order
ANS: F
16 Inventory control should be located in the warehouse
ANS: F
17 Inspection of shipments in the receiving department would be improved if the documentation showed the value of the inventory
ANS: F
18 One reason for authorizing purchases is to enable efficient inventory management
ANS: T
19 If accounts payable receives an invoice directly from the supplier it needs to be reconciled with the purchase order and receiving report
ANS: T
20 Supervision in receiving is intended to reduce the theft of assets
ANS: T
MULTIPLE CHOICE
1 The purpose of the purchase requisition is to
a order goods from vendors
b record receipt of goods from vendors
c authorize the purchasing department to order goods
d bill for goods delivered
ANS: C
2 The purpose of the receiving report is to
Trang 3a order goods from vendors
b record receipt of goods from vendors
c authorize the purchasing department to order goods
d bill for goods delivered
ANS: B
3 All of the following departments have a copy of the purchase order except
a the purchasing department
b the receiving department
c accounts payable
d general ledger
ANS: D
4 The purpose of the purchase order is to
a order goods from vendors
b record receipt of goods from vendors
c authorize the purchasing department to order goods
d approve payment for goods received
ANS: A
5 The open purchase order file in the purchasing department is used to determine
a the quality of items a vendor ships
b the best vendor for a specific item
c the orders that have not been received
d the quantity of items received
ANS: C
6 The purchase order
a is the source document to make an entry into the accounting records
b indicates item description, quantity, and price
c is prepared by the inventory control department
d is approved by the end-user department
ANS: B
7 The reason that a blind copy of the purchase order is sent to receiving is to
a inform receiving when a shipment is due
b force a count of the items delivered
c inform receiving of the type, quantity, and price of items to be delivered
d require that the goods delivered are inspected
ANS: B
8 The receiving report is used to
a accompany physical inventories to the storeroom or warehouse
b advise the purchasing department of the dollar value of the goods delivered
c advise general ledger of the accounting entry to be made
d advise the vendor that the goods arrived safely
ANS: A
9 When a copy of the receiving report arrives in the purchasing department, it is used to
Trang 4a adjust perpetual inventory records
b record the physical transfer of inventory from receiving to the warehouse
c analyze the receiving department’s process
d recognize the purchase order as closed
ANS: D
10 The financial value of a purchase is determined by reviewing the
a packing slip
b purchase requisition
c receiving report
d supplier’s invoice
ANS: D
11 Which document is least important in determining the financial value of a purchase?
a purchase requisition
b purchase order
c receiving report
d supplier’s invoice
ANS: A
12 In a merchandising firm, authorization for the payment of inventory is the responsibility of
a inventory control
b purchasing
c accounts payable
d cash disbursements
ANS: C
13 In a merchandising firm, authorization for the purchase of inventory is the responsibility of
a inventory control
b purchasing
c accounts payable
d cash disbursements
ANS: A
14 When purchasing inventory, which document usually triggers the recording of a liability?
a purchase requisition
b purchase order
c receiving report
d supplier’s invoice
ANS: D
15 Because of time delays between receiving inventory and making the journal entry
a liabilities are usually understated
b liabilities are usually overstated
c liabilities are usually correctly stated
d none of the above
ANS: A
16 Usually the open voucher payable file is organized by
Trang 5a vendor
b payment due date
c purchase order number
d transaction date
ANS: B
17 Which of the following statements is not correct?
a the voucher system is used to improve control over cash disbursements
b the sum of the paid vouchers represents the voucher payable liability of the firm
c the voucher system permits the firm to consolidate payments of several invoices on one
voucher
d many firms replace accounts payable with a voucher payable system
ANS: B
18 In the expenditure cycle, general ledger does not
a post the journal voucher from the accounts payable department
b post the account summary from inventory control
c post the journal voucher from the purchasing department
d reconcile the inventory control account with the inventory subsidiary summary
ANS: C
19 The documents in a voucher packet include all of the following except
a a check
b a purchase order
c a receiving report
d a supplier’s invoice
ANS: A
20 To maintain a good credit rating and to optimize cash management, cash disbursements should arrive
at the vendor’s place of business
a as soon as possible
b on the due date
c on the discount date
d by the end of the month
ANS: C
21 The cash disbursement clerk performs all of the following tasks except
a reviews the supporting documents for completeness and accuracy
b prepares checks
c signs checks
d marks the supporting documents paid
ANS: C
22 When a cash disbursement in payment of an accounts payable is recorded
a the liability account is increased
b the income statement is changed
c the cash account is unchanged
d the liability account is decreased
ANS: D
Trang 623 Authorization for payment of an accounts payable liability is the responsibility of
a inventory control
b purchasing
c accounts payable
d cash disbursements
ANS: C
24 Of the following duties, it is most important to separate
a warehouse from stores
b warehouse from inventory control
c accounts payable and accounts receivable
d purchasing and accounts receivable
ANS: B
25 In a firm with proper segregation of duties, adequate supervision is most critical in
a purchasing
b receiving
c accounts payable
d general ledger
ANS: B
26 The receiving department is not responsible to
a inspect shipments received
b count items received from vendors
c order goods from vendors
d safeguard goods until they are transferred to the warehouse
ANS: C
27 The major risk exposures associated with the receiving department include all of the following except
a goods are accepted without a physical count
b there is no inspection for goods damaged in shipment
c inventories are not secured on the receiving dock
d the audit trail is destroyed
ANS: D
28 When searching for unrecorded liabilities at the end of an accounting period, the accountant would search all of the files except
a the purchase requisition file
b the cash receipts file
c the purchase order file
d the receiving report file
ANS: B
29 In regards to the accounts payable department, which statement is not true?
a the purchase requisition shows that the transaction was authorized
b the purchase order proves that the purchase was required
c the receiving report provides evidence of the physical receipt of the goods
d the supplier’s invoice indicates the financial value of the transaction
Trang 7ANS: B
30 In a computerized system that uses an economic order quantity (EOQ) model and the perpetual
inventory method, who determines when to reorder inventory?
a the inventory control clerk
b the purchasing department
c the vendor
d the computer system
ANS: D
31 Firms can expect that proper use of a valid vendor file will result in all of the following benefits except
a purchasing agents will be discouraged from improperly ordering inventory from related
parties
b purchases from fictitious vendors will be detected
c the most competitive price will be obtained
d the risk of purchasing agents receiving kickbacks and bribes will be reduced
ANS: C
32 In a real-time processing system with a high number of transactions, the best and most practical control over cash disbursements is to have
a all checks manually signed by the treasurer
b all checks signed by check-signing equipment
c checks over a certain dollar amount manually signed by the treasurer
d checks over a certain dollar amount manually signed by the cash disbursements clerk
ANS: C
33 The document which will close the open purchase requisition file is the
a purchase order
b vendor invoice
c receiving report
d none of the above
ANS: C
34 Goods received are inspected and counted to
a determine that the goods are in good condition
b determine the quantity of goods received
c preclude payment for goods not received or received in poor condition
d all of the above
ANS: D
35 If a company uses a standard cost system, inventory records can be updated from the
a vendor invoice
b purchase order
c receiving report
d purchase requisition
ANS: C
36 If a company uses an actual cost system, inventory records can first be updated from the
a vendor invoice
b purchase order
Trang 8c receiving report
d purchase requisition
ANS: A
37 Copies of a purchase order are sent to all of the following except
a inventory control
b receiving
c general ledger
d accounts payable
ANS: C
38 The receiving report
a is used to update the actual cost inventory ledger
b accompanies the goods to the storeroom
c is sent to general ledger
d is returned to the vendor to acknowledge receipt of the goods
ANS: B
39 A supplier invoice
a is included with the goods
b shows what was ordered even if all was not shipped
c is sent by vendor to accounts payable
d none of the above
ANS: C
40 The cash disbursement function is
a part of accounts payable
b an independent accounting function
c a treasury function
d part of the general ledger department
ANS: C
SHORT ANSWER
1 Which internally generated document should be compared to the supplier’s invoice to verify the price
of an item?
ANS:
purchase order
2 Which internally generated document should be compared to the supplier’s invoice to verify the quantity being billed for?
ANS:
receiving report
3 List specific jobs that should be segregated in the purchases processing system
ANS:
inventory control from warehouse, general ledger from accounts payable subsidiary ledger
Trang 94 List specific jobs that should be segregated in the cash disbursements system.
ANS:
general ledger from accounts payable subsidiary ledger, accounts payable subsidiary ledger from cash disbursements
5 Describe an internal control procedure that would detect that a vendor overcharged for goods
delivered
ANS:
Accounts payable should compare the price on the purchase order to the price on the supplier’s
invoice Accounts payable should recalculate the math (extensions and additions) and check all other charges such as freight, tax, etc
6 Describe an internal control procedure that would prevent payment of a invoice for goods that were never delivered
ANS:
Accounts payable should match every item on every invoice to a receiving report
7 Describe an internal control procedure that would prevent issuing two checks in payment of the same invoice
ANS:
The supporting documents should be marked “paid” after the check is signed A computerized system will tag the invoice number as paid
8 Explain why supervision is so important in the receiving department
ANS:
Receiving department employees have custody of the asset and record keeping responsibilities Without proper supervision, employees may fail to count and inspect incoming shipments Without proper supervision, shipments may disappear from the receiving dock before being transferred to the warehouse
9 What type of error or fraud might happen if the accounts payable ledger is not periodically reconciled
to the control account in the general ledger?
ANS:
errors in A/P processing would go undetected, overstated payments produce debit balances in A/P
10 What type of error or fraud might happen if suppliers’ invoices are not compared to purchase orders or
to receiving reports before payment?
ANS:
payment at higher than anticipated prices, overpayment for goods not received
11 What internal accounting control(s) would be the most effective in preventing a storekeeper from taking inventory home at night? When shortages become apparent, he claims the goods were never received
ANS:
receiving records items received on a receiving report, storekeeper initials receipt of goods
Trang 1012 Why should the copy of a purchase order, which is sent to receiving, be a “blind” copy?
ANS:
to force workers in receiving to count and inspect the goods received
13 What is(are) the purpose(s) of maintaining a valid vendor file?
ANS:
Inventories should only be acquired from valid vendors This control procedure helps to deter the purchasing agent from buying inventories at excessive costs and receiving kickbacks or from buying from an entity in which the purchasing agent has a relationship, such a relative or a friend
14 Name two major benefits of automating the purchasing effort
ANS:
improved inventory control, better cash management, streamlining the purchasing effort
15 What function or department typically initiates a purchase in a merchandising business?
ANS:
Inventory control determines that the level of certain items warrants restocking and sends a purchase requisition to purchasing
16 Where in the purchasing/cash disbursement functions is access control exercised?
ANS:
physical control of inventory and cash, access to documents that control physical assets–such as purchase requisitions, purchase orders, receiving reports, etc
17 Explain why a three way match may not be required for transactions covered by a trading partner agreement
ANS:
Under a trading partner agreement the parties contractually agree to terms of trade such as price, quantities to be shipped, discounts, and lead times With these sources of potential discrepancy
eliminated, financial information about purchases is known in advance and the vendor’s invoice provides no critical information that cannot be derived from the receiving report Thus, a three way match is unnecessary
ESSAY
1 Differentiate between a purchase requisition and a purchase order
ANS:
A purchase order requisition is completed by the inventory control department when a need for
inventory items is detected Purchase requisitions for office supplies and other materials may also be completed by staff departments such as marketing, finance, accounting, and personnel The purchasing department receives the purchase requisitions, and if necessary, determine the appropriate vendor If various departments have requisitioned the same order, the purchasing department may consolidate all requests into one order so that any quantity discounts and lower freight charges may be taken In any case, the purchasing department prepares the purchase order, which is sent to the vendor, accounts payable department, and the receiving department (blind copy)