Keeping Your Eye On The Bottom Line

Business must always look at the bottom line. This applies not only to income but also making sure the business runs smoothly but that sales are reported accurately along with minimize loss through theft or waste. Below are some items a business can keep and eye on to keep things on track.

Sales Slips

Should be serially pre-numbered in book. Receipts should be obtained from each sales person and an audit of the numerical sequence made weekly. Unnumbered sales slips are frequently used to give customers receipts for cash sales which are never entered on the records.

Cash Collections

Should be carefully supervised. Pre-numbered duplicate receipt books should be used and the numbers audited. Invoices and statements should carry a printed message to the customer telling him to look for a signed company receipt on all payments. Receipt books should be audited weekly or more often with extra attention to numerical sequence or alterations on duplicates.

Accounts Receivable

Monthly statements should not be routed to customers via the collectors. They should be mailed independently so as to cover any discrepancies between collections and records of same. All customer accounts should be periodically confirmed via either mail or direct contact. This stops collusion between collectors and the employee who posts accounts receivable. All receipts should be turned in for deposit daily. Duplicate copies of deposit slips should be certified by the bank teller and mailed by the bank to the employee who reconciles the bank accounts.

Disbursements

When possible, they should be made by pre-numbered check rather than cash. In addition to providing a safeguard this reduces the amount of cash on hand at any time.

Petty Cash

Should contain a fixed amount calculated to cover one week, replenished if and when necessary by the exact amount required for disbursement. Your petty thief will often start his career by “borrowing” in a small way from petty cash. Therefore approved vouchers should be required for all expenditures with amounts written out in ink or type to verify the numerals, a safeguard against “kiting.” When reimbursed they should be canceled by a “paid” stamp. Audits of the petty cash fund should be made at irregular intervals as a surprise, the oftener the better.

Reconciling Bank Accounts

This should be completed promptly by an employee other than the one who prepares the deposits or signs the checks. Delay in the reconciling can cover, temporarily, fraud, forgery, or alteration by your employees or the bank.

Physical Inventory

If taken quarterly or semiannually, better than annually. Should include spot check of packed boxes, bins, cases, etc. Valuable goods easily pocketed should be kept under lock and key. Losses through pilferage or error are common and worth trying to stop by supervision. Regular inventory control can disclose shortages due to theft or inaccurate accounting.

Scrap and Waste

Unusual variations in disposal should be noted. Sales of scrap and waste to junk dealers can be profitable to the dishonest seller and the buyer if control is not adequate. Old inventory can be sold on eBay at times for company profit. Monitor employees who handle online sales.

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