ACCOUNTING SYSTEM SALES

Posted on November 21, 2007 by Achun

Space Scope:

Sales Information System is a sub-system business information that includes a collection of procedures
that implement, record, calculate, create documents and sales information for the purposes of
management and other departments concerned, starting from the receipt of sales orders until the recorded
incidence of Billing / Receivables Trade.
Sales Type

There are several ways to sell. For that system which is applied adjusted for field operations. In this
pembahahan I discussed in a trading company identified several kinds of sales in this company that is;

    * Direct Selling is the sale by taking goods from the supplier and sent directly to the customer.
    * Warehouse Stock Sale is the sale of goods from stock that has been available in the warehouse
    * Sales of Combination (Direct Stock) that is selling goods by taking some of our suppliers and some
daris stock available at warehouse.

Organization units associated

Procedure involves the sale of some parts of the company with the intention that the sales transaction
occurred can be monitored closely. [1] In the current system there are actually functional units, but does
not yet support the information flow can be run well. This is one of the barriers that cause the transaction
recording process is not running properly.

There are 8 (Eight) organizational unit required in the sale and purchase of the system are:

   1. Sales Order Parts

   2. Credit Authority section
   3. Part Billing / Accounts Receivable
   4. Parts Stock & Delivery
   5. Big Book Section
   6. Parts Purchase
   7. Parts Warehouse
   8. IT / Data Processing Elektoronik

Documents used

   1. Offer Price (PH)

   2. Order Form (OF)
   3. Memo
   4. Purcahse Order (PO)
   5. Letter From The Supplier (SPS)
   6. Minutes of Acceptance
   7. Delivery Order / Letter of Introduction / Letter Road (DO / SP / SJ)
         1. 1 & 2 CC delivery
         2. 3 Copies of the subscription
         3. 4. Archive section delivery
   8. Order Letters / demand expenditures (SPB)
   9. Invoice / Invoice
         1. 1. Invoices
         2. 2. Receivables copied
         3. 3. Journal copies
         4. 4. archives at the sales order
  10. Tax invoice
         1. 1. Tax invoice
         2. 2. Records
         3. 3. Extra Copy
  11. Receipt

Resources

    * Hardware: Using the facilities already available with additional links

    * Brainware: Using existing Personal with providing training

Strukture Organization

    * Perform consolidation

Target

    * Automation of Sales accounting system

          o Established distributed data processing system
          o Reduce the volume of work of the accounting department
          o Avoiding delays sales accounting reports
          o Etc.

Time needed

    * Sales Applications can already be used in June 2005 for certain parts and effectively began early in
2006 accounting period

Cost

    * Consultant / documentation: -

    * Programmer: -
    * Training: -

Procedure Description

Order Parts Sales / Sales / Marketing

   1. Merima Order of the subscription. Order of subscriptions received in the form of (PO) from the
subscription by fax or in person and then recorded in the order form. Verbal request can not be serviced
through Telephone.
   2. Memverikasi subscription orders include a complete customer data including the desired delivery
address of the customer, Quantity, and maintaining the data validation through a workstation located on
the acceptance of an order to check the fulfillment of orders, including product name, serial number of the
order or orders, prices, delivery dates goods, etc..
   3. Noting the subscription orders to the computer system and issued a sales order document. This
document then serves as a procurement request letter (stock request). If the goods ordered are unavailable
or insufficient inventory in the warehouse, it will be recorded as a back order. (Orders that have not been
fulfilled). Sales orders in the print out through a printer at the reception order
   4. Bringing sales order documents to the credit authority for approval of credit sales. If the customer
still be able directly to the Stock & Delivery.
   5. Entered into contact with customers about order fulfillment.

Credit Department

   1. Receive sales order documents from the reception order

   2. Subscribed check the status through the existing workstations in the credit authority
   3. Based on information obtained by the computer screen, then decide whether this order can be
fulfilled
   4. Handed back the document on the sales orders that have been verified and signed, and forwarded to
the Stock & Delivery section.
   5. Receive an invoice sheet to-one, into a single sheet of Tax Invoices and delivery order sheet to-one
that has been verified by the serial subscriptions and filing date.

Parts Stock & Delivery

   1. Sales Oder receive a signed part of the credit authority of the sales order
   2. Prepare shipping documents based on sales orders. If the goods do not pass is not available at
warehouse sales orders to purchase the merchandise.
   3. Record the purchase, according to the letter signed by the driver path for goods sold or direct
suppliers Street Letter signed by the warehouse for goods coming into the barn.
   4. Creating a Delivery Order for sales orders that have received authorization from the credit authority
   5. Make an order / request / Bon expenditures, for sales that took the goods in the warehouse. Or ask a
PO / Memo to pick up goods at the supplier of the merchandise purchase.
   6. Submit a delivery order, letter command / query / Bon expenditures or PO / Memo to the transport
(driver) to request the goods to the warehouse or take the goods at the supplier.
   7. Receive a delivery order sheet 1 & 2 as signed / verified by Subscription
   8. Delivery order issued listings and invoices submitted to the maker.

Parts Warehouse

   1. Receive Command / Request Goods

   2. Provide the goods in accordance with the warrant / demand / expenditure Bon (Order delivery may
not be used for expenditures because not all sales of used goods in the warehouse)
   3. Restore Order / Request / Bon expenditures to the driver to be signed and ask copynya after signed.
   4. Recording Spending On Inventory Card

Part of Transportation (driver)

Direct sales (goods directly from the Supplier)

   1. Receive PO / Memo, Delivery Order from the Stock & Delivery
   2. Requested goods to the suppliers using the PO / Memo
   3. Roads received a letter / Letter From The Supplier
   4. Checking the suitability of goods to be delivered by the supplier with a memo / Po / Supplier Street
Letter
   5. Supplier sign a letter and ask copynya Road.
   6. Bringing goods to the customer and Submit
   7. Submit to the Customer for the delivery order was signed.
   8. Delivery Order Request Form 1 & 2 sheets that have been signed
   9. Submit a delivery order sheet 1 & 2 to the invoice (via Courier)
  10. Submit a Copy of Road / Letter From The Supplier who was signed to the Stock. & Delivery (via
Courier)

Sale of Goods From Stock Warehouse

   1. Receiving Mail Order / Demand expenditures Goods, Delivery Order

   2. Requested goods to the warehouse with meyerahkan Mail Order / Demand Expenditures.
   3. Checking the suitability of goods to be delivered by the warehouse
   4. Signed a Letter of Command / Query goods and ask copynya to the warehouse.
   5. Handed over the goods to the customer
   6. Submit a Delivery Order to the Customer for signed.
   7. Delivery Order Request sheets 1 & 2 are already signed
   8. Submit a delivery order sheets 1 & 2 to the invoice (via Courier)
   9. Submit a Letter Commands expenditures that have signed to the Stock & Delivery. (Via Courier)

Part Invoice / Invoice

   1. Invoices issued on the basis of data that has been in the delivery order entry by the stock & delivery.
Making it simply by entering the invoice number of sales orders that have been recorded file server
   2. Issuing tax invoices.
   3. Publishes daily sales listings
   4. Distributing Documents
         1. Invoice / Invoice, Tax Invoice to-one sheet, the sheet-delivery Order 1 to the Credit
         2. Copy of sales to accounts receivable bookkeeper
         3. Copies of the Journal, the Tax Invoice to the second sheet, Copy of Tax Invoice-2 to the general
ledger
   5. Archiving Invoice-4 sheets, order sheets to Delivery-2, Extra Copy of tax invoice sheet.

Financial Administration Division

Financial administration section is the part that runs the accounting function is responsible for recording
the financial transactions and preparing financial statements. Part of financial administration relating to
the sales system are:

Part Receivable

   1. Receive an invoice sheet to-2 & 3 of the Invoice

   2. Sales transaction data record by entering the number of sales orders. Including data recording
accounts receivable transactions
   3. Archiving sheet invoice sheet to-2 serial date
   4. Sheet to collect invoices in a period of three daily
   5. Submit one set (batch) of the invoice sheet to-3 with a batch control sheet corresponding to the
general ledger.
   6. Make a note collection

B. Part ledger

Parts Sales Journal

   1. Receive a copy of the list daily sales invoices attached copy (copies Journal) and Delivery Order to
the wide-2 that has been verified by the consignee.
   2. Receive a copy of Tax Invoice.
   3. Sales transactions are recorded Journals

Journal of Purchasing Parts

   1. Receive a copy of the purchase Po

   2. Receive a return receipt from the receipt of goods
   3. Journal noted that the transaction giving rise to the debt

Processing part of IT / Electronic Data

IT departments do not perform data entry functions for all input has been incorporated through the
terminals of each section. Made by this section is to control the flow of information and evaluate the
reports generated by information system which was subsequently handed over to the authorities in order
to determine what action needs to be done.

IT departments to provide support to the on going with good information flow, process control, etc.
technology selection.

The number of personnel to fill the parts mentioned above is highly dependent on the needs where there
are sections that can be combined so that some parts ditanggani by a personnel and otherwise there is a
part should be divided so that one part is filled by several personally. Document flow is adjusted with the
existing parts.