460_Documentation_Narrative_S10

460_Documentation_Narrative_S10 - DOCUMENTATION PROBLEM...

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DOCUMENTATION PROBLEM Eastern Publishing Company Accounts Payable System All notes in italics and brackets give you information for choices you need to make in your documentation. These notes should not be included as typewritten steps in the Table of Entities and Activities. When documenting the process look for the word “and” to generally indicate more than one step is done. Unless there is a statement to the contrary, documents and reports are taken by hand to the receiving entity. Any abbreviations used in this narrative in the menu selections, file storage names, and the like are exactly how they would appear to the person doing the job so do not write the complete word in your documentation. Do not abbreviate other words in your Table of Entities and Activities as that makes the directions almost impossible for someone using them for the first time. There are no personal computers in this system; it is a networked system. [Start here. This is a continuous process with no stops until the end. This is an important to know for the flowchart.] When a Manufacturing Department needs supplies, the Manufacturing Department Supervisor completes a two-part, sequentially numbered Purchase Requisition manually [Two-part means two documents]. The Manufacturing Department Supervisor places one part of the Purchase Requisition in the file cabinet labeled “Pending Purchase Order” by due date, and the original part of the Purchase Requisition is taken to the Purchasing Agent. SEE AUDITOR’S NOTE BELOW. Upon receipt of the Purchase Requisition, the Purchasing Agent logs on the computer [All log ons and log offs are to the Security Program.] by entering an Employee Identification Number and password. The Purchasing Agent selects “Create P.O.” from the Purchase Order Program menu and generates a sequentially numbered Purchase Order on the computer. The Purchasing Agent saves the completed Purchase Order to the “Open Purchase Order Transaction File” by Purchase Order number. The Purchasing Agent selects “Print P.O.” from the Purchase Order Program which prints three copies of the Purchase Order from the “Open Purchase Order Transaction File” on a laser printer. The Purchasing Agent logs off the computer and sends one copy of the Purchase Order by facsimile transmission [A manual process] to the Vendor . After the transmission is complete, that copy of the Purchase Order is removed from the facsimile machine and is taken to the Manufacturing Department Supervisor . The second copy of the Purchase Order is taken to the Receiving Clerk , and the third copy of the Purchase Order is carried to the Accounts Payable Clerk . AUDITOR’S NOTE: The detailed preparation of Purchase Requisitions, Purchase Orders, and Receiving Reports is documented in the Purchasing Department’s procedures. The detailed procedures are not described here. [That means you simply flowchart or describe what is stated here with no further explanation. In the Table of Entities and Activities, for
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