You read about it in each newspaper in each city in all country: Some bookkeeper to whom the owner of a small-scale business trusts, appropriates thousand dollars. If larceny does not ruin the owner, it certainly calls the main headache.
The reason which we hear these cases so more often, - that in a small-scale business there can be only an owner and the bookkeeper. The owner does not like to do books, does not understand them, and it is necessary on this person to care of things. The bookkeeper who usually has personal financial difficulties, takes the small sum of the money, intending to pay it. Anybody, apparently, does not inform, thus is taken more. During time it starts to increase to the big sum of money.
It - where the concept of "internal management" enters. In essence, each business should have, on a level small amount, the system of the internal control on a place to protect against losses, and intended and unintentional. It - because "internal management" systems will be: 1) protect cash calculation and other actives; 2) advance efficiency in processing of transactions; and, 3) guarantee reliability of financial reports. The system of the internal control consists first of all of policies, and procedures intended to provide a reasonable guarantee, that these three purposes will be reached. The size and complexity of business will define degree of system of the internal control.
Irrespective of the size one of the prominent aspects of system of the internal control - concept of division of duties. The branch of duties does it by more difficult for larceny and errors to go not found out. For two employees very unusually "secretly to agree" to grasp from the company.
I worked as the internal auditor on newspaper concern within three years. My task should enter to not declared editions of the newspaper and to go directly to safes, to count them, and to check up payments. One of my most important control steps should make sure, that internal procedures of management were on a place and working properly. Here some offers for internal procedures of management concerning processing of cash calculation:
- Allow only to the certain appointed persons to process cash calculation.
- Give responsibility for accounts department to the person who does not process cash calculation.
- Use numbered payments to register all payments.
- Make all contributions to bank quickly.
- The person who prepares adjustment of bank bills, should be various than that processing cash calculation.
- If it is possible, the person who does the contribution to bank, should be various than the one who processes cash calculation and the one who prepares adjustment of bank bills.
- Place money in the bank, intact without the quantity which has been taken away to pay expenses.
- Save cash calculation and a check-book in blocked or cash desk.
- As cash desks never will be 100 correct all time, to establish level of the admission for surpluses and shortages, to define point in which correcting measures will be called.
- Make all payment by the check, except a minimum quantity paid from a small change.
- Make sure, that each payment is connected with the printing document, such as the voucher, to guarantee, that the documentation exists for all payment.
- Spend a casual unexpected bill of a small change and cash .
- The account of the count and other actives also are compared more often to company books.
The system of the internal control established early as the preventive measure is more effective than an establishment of correcting system in reaction to loss. If it so happens, that there are only you and the bookkeeper in your small-scale business, you should learn how to make some of accounting problems, thus you can random inspection job of the bookkeeper. It, in itself, is an excellent preventive measure.
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