Transcript AmeriComp Background

AmeriComp
Background
AmeriComp industries manufactures specialized PC components and sells them to other
businesses. Customers may send Purchase Orders using either the Web or the regular
mail. AmeriComp processes these identically. The following narrative describes their
order-entry process.
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Narrative
The order-entry clerk at AmeriComp receives a purchase order (PO) from a customer.
2 The clerk enters the customer number into an online terminal. The clerk then enters 3
the quantity and item numbers requested. The computer checks the inventory file and
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prints a Sales Order Header on the printer in the order-entry clerk's office. The
order entry clerk reconciles the Sales Order Header to the PO and forwards the Sales
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5
Order Header to Accounts Receivable.
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The clerk in Accounts Receivable reviews the Sales Order Header and checks the
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customer file. The Accounts Receivable clerk then approves the Sales Order Header
(by initialing the approval box - the approved Sales Order Header is now called a Sales
Order). The Accounts Receivable clerk copies the approved Sales Order and forwards
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the copy to the Shipping department. The Accounts Receivable clerk forwards the 16
original Sales Order to the order-entry clerk. The order-entry clerk prepares a 6
vendor acknowledgement and sends it to the customer. The clerk then files the Sales
Order and Purchase Order together in a Sales-Pending File.
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15
ORDER-ENTRY CLERK
1.
Receives a purchase order (PO)
2. Enters the customer number into an online terminal
3. Enters the quantity and item numbers requested
4. Reconciles the Sales Order Header to PO
5. Forwards the Sales Order Header to Accounts Receivable
6. Prepares a vendor acknowledgement
7. Sends vendor acknowledgement to the customer
8. Files the Sales Order and Purchase Order together in a Sales-Pending File
COMPUTER
9. Checks the inventory file
10. Prints a Sales Order Header
ACCOUNTS RECEIVABLE
11. Reviews the Sales Order Header
12. Checks the customer file
13. Approves the Sales Order Header
14. Copies the approved Sales Order
15. Forwards the copy to Shipping
16. Forwards the original Sales Order to order-entry clerk
1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8
Vendor
Ack
7
Sales Pend.
1
Customer
Order
Entry
PO
8
4 6
2
Cust No
3
5
SO
Order info
SO header
Computer
16
10
SO header
Accounts
Receivable
11 13 14
SO
15
12
9
Inventory
Customer
Shipping
1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8
Vendor
Ack
Customer
PO
Sales Pend.
Order
Entry
Cust No
Order info
SO
SO header
Computer
SO header
Accounts
Receivable
Inventory
SO
Shipping
Customer
2 3 10 4 5
Inventory
1
Customer
1.0
Prepare
SO
Header
PO
Vendor
Ack
Customer
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2.0
Approve
SO
7
Sales Pend.
8
9
3.0
Prepare
Vendor
Ack.
6
11 13 14 16
SO
15
Shipping
1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8
Inventory
Customer
PO
1.0
Prepare
SO
Header
Vendor
Ack
Customer
2.0
Approve
SO
Sales Pend.
3.0
Prepare
Vendor
Ack.
SO
Shipping
Order Entry
Computer
PO
Customer
Accounts Receivable
Check
Print
1
7
A
9
Inventory
SO
header
Cust no
Item info
2,3
SO
header
SO
header
10
Reviews
Checks
Approves
Copies
11
13
Vendor
Ack.
Sales
Sales
Order
Order
16
SO
header
PO
Shipping
B
A
Sale
Pnd
14
5
6
Sales
Order
Cust
Reconcile
4
Prepare
Vend
Ack.
12
15
B
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1, 2, 3, 9, 10, 4, 5, 11, 12, 13, 14, 15, 16, 6, 7, 8
Order Entry
Computer
Accounts Receivable
A
PO
Customer
Check
Print
Inventory
SO
header
Cust no
Item info
SO
header
Vendor
Ack.
Prepare
Vend
Ack.
Reviews
Checks
Approves
Copies
SO
header
Reconcile
PO
Sales
Sales
Order
Order
SO
header
Shipping
Sales
Order
B
Sale
Pnd
A
B
Cust