Payment by Cheque
Daphne then releases the pay run for payment and the cheques and remittances are printed Cheques
are computer generated with Daphne performing this process, Velma and Fred are also able to print
cheques. The range of cheques printed for each payment run is recorded on the pay sheet (monthly
report listing all cheque paid) which is provided to Daphne by IT, although she can run it. Daphne has
not received for the last 2-3 months.
Once the cheques are printed and released for payment the GL and Creditors subsidiary ledger are
updated automatically.
After the cheques are printed they are passed on to the cheque signatories for signing. The
Transactions since last remittance report is provided to the signatories with the cheques. They are not
provided with invoices.
Cheques and direct credits require two signatories. Authorised signatories are:
Scooby (Corporate Services Manager)
Shaggy (Accountant)
Bugs (Chief Exec’s PA)
Dafffy (Office Manager)
Porky (Rates Officers)
Porky is now a signatory as another was required in the ToyTown Office as Scooby is sometime
unavailable. The usual signatories are Scooby and Shaggy.
Any combination of the above signatories can be used. All Cheques >$5,000 need to be signed by
Scooby or Shaggy.
Payment by Direct Credit
Direct credit payment has only just been introduced and is not used much.
Daphne normally craters the direct credit file which is transferred to the bank system. However, one
person can load and approve the payment (transmit) the file. The file is normally approved by Shaggy
or Porky. Prior to transmitting the file Shaggy agrees a printout of the file to the bank system report
and signs this as evidence.
There is no control in place to confirm that the amount transmitted is the same as the amount
reviewed on the Transactions since last remittance report. It is therefore possible for the Creditors
Clerk to change the amount or add a creditor and this would not be detected.
Printouts form the banking system is filed separately. Direct credit payments cannot be made through
the banking system without creating the file in the Accounts Payable or Payroll.
Remittance advices for direct credit payment are either emailed or sent in the post.
5. Direct Debits
Discussed with Shaggy, there are very few direct debits, they are primarily for lease arrangements for
the photocopies and fax machines. All direct debits are set by Shaggy and Scooby. Invoices are not
received on a monthly basis and payments are not specifically received.
A change to the amount would be detected when the banking process allocates what is on the bank
statement to the general leger. If the details are not exactly the same as previously the transaction is
debited to the cash clearing account and must be manually allocated. This will indicate to the accounts
clerks that something has changed and will be followed up.