Bait Reel Superstore (Prepared by Matt Wisser, Lehigh University)
Background
Jamie Roberts, an avid fisherman and environmentalist, established Bait'n Recl in 1983. Growing up in Pennsylvania's Pocono Mountains region, Roberts was lucky enough to have a large lake right down the road where he found himself fishing all throughout the year. Unfortunately, he had to drive more than 15 miles to purchase his fishing supplies, such as lines, hooks, and bait, among other things. Throughout the years of his carly adulthood, he frequently overheard other fishermen vocalizing their displeasure at not having a local fishing store to serve their needs. Be- cause of this, Roberts vowed to himself that he would open his own store if he could evcrsave up enough money.
By 1983, he had sufficient funds in his bank account and the opportunity arose as a local grocery store was put up for sale, He purchased the building and converted it into a Bait n Reel fishing store. His first customers were locals who had fished with Roberts over the years. The local convenience factor and the simple pleasure of helping out a friend enticed them to shop there. However, after many years, people from all over the county started to c as Roberts increased his advertising efforts, emphasizing his ability to provide excellent service and the wide supply of fishing goods in stock. This included high- end fly-fishing rods, reels, drift boats canoes, as well as less expensive daily use items such as hooks, lines, etc.
By the mid-1990, the building expanded into a superstore, and the number of employees increased each year. With the help of a friend, Roberts also installed an automated computer system to help make operations more effective and efficient, in addition to reducing the amount of paper uscd. Revenue increased sharply during the four years after the implementation of the computer system.
In spite of this, Roberts had some questions about the processes, as many of the subsidiary accounts did not match up with the general ledger. This didn't prove to be a material problem, however, until 2001, when the computers began listing supplies in the inventory account that were actually not on the shelves This created problems as customers became frustrated by stock-outs. Roberts knew thing was wrong, but he couldn't put his finger on it.
Revenue Cycle
Sales Order Processing Procedures
When the customer wants to place an order, he or she typically calls it in so that the items are ready to be picked up at their convenience. During the call, the sales de desk clerk fills out a blank sales order form according to the customer's needs. Following the call, the desk clerk checks the customer's credit worthie I ness on a computer terminal. When the cusntomers credit is verified, the clerk stamps the sales order approved. He then hands off the approved sales order to the salcs manager for further processing. /Once the sales manager receives the
once the sales manager receives the approved sales order to the sales manager for further processing. Once the sales manager receives the approved sales order, he reviews it and places it in an in-process bin on his desk. This bin contains all the approved sales orders from the entire business day. At the end of the day, the sales manager keys in all of the approved sales orders for the day into his computer terminal. When all sales orders are entered, the clerk clicks the Confirm and Save but ton. This triggers the overnight batch process, which produces an electronic copy of each sales order. This clectronic copy is distributed to computer terminals of their spective par tics overnight so they are ready by the next One copy of the electronic sales morning. order is sent to the manufacturing depart ment: another is sent to the shipping depart ment; and a third is e-mailcd to the customer for their personal records. This process also automatically updates cach individual cus- tomer record file on the sales department's computer to reflect the transactions. The hard copy of the approved sales order is filed in the sales department
When the warehousc manager arrives in the morning, he logs on to the department ter- minal and reviews all electronic sales orders from the prior business day. He prints out two copics of the clectronic sales order to use as a stock release and a shipping slip, respectively. Using the stock rclcase, the warchouse clerk picks the selected goods from the shelves. The goods, accompanied by both documents, are sent to the shipping departmcnt. Thc clerk then goes back to the terminal and updates the inventry subsidiary ledger and the gencral ledger
the inventory subsidiary ledger and the general ledger Once the shipping clerk receives the goods the stock release, and the shipping slip, he matches them to the corresponding electronic sales order contained in his terminal's inbox Assuming everything matches, he prints out a hard copy of the sales order, which the clerk