The task is based on systems documentation where you will design a diagrammatic solution to the problem below and answer a series of questions.
You will be given the task details in advance in order to prepare your report. On the actual date you will be given a ‘clean' assignment brief.
Specifics:
1. You are required to draw a document flowchart of the following scenario (Note - you must structure the diagram with four main columns - Customer, Sales Department, Credit Department and Distribution):
A customer places an order with ABC Ltd. This is forwarded to the Sales department where two sales orders are prepared. A credit check is then performed to decide whether to proceed with the order or not. If approval is given the go-ahead, then the invoice is prepared and three copies are produced.
One invoice is filed accordingly, whilst copies 2 and 3 are sent to the distribution department. Invoice 3 is sent to billing. Invoice 2 is signed off and the inventory file is updated. A shipping order is then produced, with details sent to packing, billing and accounts receivable.
A decision is made whether to choose an independent packing supplier and then the goods, along with the packing slip are sent to the customer
2. You must discuss the following issues related to flowcharts in general:
a. Why is it considered important to document the flow of an accounting information system?
b. How does a document flowchart assist (i) an accountant, and (ii) a data security expert?