accounting information system.

User Generated

CynfznO

Business Finance

Description

i only need the work done from question 4-7, and conclusion, the first four have been done and i have attached the completed work. Health Care LLC specializes in selling hospital,medical, scientific, laboratory equipment, devices and instruments to hospital and medical colleges. The company handles both written and telephone orders, using the following procedures.

One of several company-employed field sales representatives records customer orders on a three-part form (Form A). The original is left with the customer, the duplicate is mailed to central headquarters each day in a special color-coded envelope, and the triplicate is retained in the sales representative’s order pad. When the written orders arrive at headquarters, they go directly to the secretary of the order entry department. The secretary initially receives all telephone orders and inquiries as well.

The secretary routes inquiries to the customer service representatives and directs both written and telephone orders to one of three order entry clerks. Telephone orders are transcribed onto Form B and then read back to the customer for confirmation. Because both written and telephone orders are now in written form, further processing of Forms A and B is identical.

All customer orders are entered through video display terminal VDT located in order entry. They undergo a series of programmed edits as part of the data entry process. One of the edits is to validate the customer’s name(s), address(es), freight and credit terms, and credit rating by referencing the customer master file (Note: all computer files are kept on disk). The inventory master file is accessed to check inventory availability.

Orders that pass all these tests are then recorded on the sales order master file; the inventory balance is reduced, and a screen message informs the clerk of the updates. The clerk files the accepted customer orders by customer number. Orders that fail any of the edits or validations are recorded in a computer “suspense” file for later investigation.

Each evening, data processing prints five-part sales orders (Form C) from the data stored on the sales order master file. Order entry receives two copies of the sales order; it files copy 2 in the accepted order file and mails the original (copy 1) to the customer. Copies 3 and 4 are sent to the warehouse, and copy 5 is sent to accounts receivable. Using copy 3, warehouse workers pick the goods. They file copy 3 and deliver the goods and copy 4 to the shipping department.

A shipping clerk checks the assembled order against sales order copy 4, prepares a three-part shipping notice (Form D), and records the shipment in a shipping log. The shipping notice original, signed by the carrier, serves as the bill of lading; sales order copy 4 is used as the packing slip. The bill of lading and packing slip accompany the goods to the customer. The duplicate of the shipping notice is sent to accounts receivable; the triplicate is sent to order entry, where it is filed in the accepted order file.

Required:

1- Draw a context diagram .

2- Draw a detailed data flow diagram.

3-Draw a flow chart .

4- Prepare the table of entities and activities.

5- Discuss ( point by point) the threats faced by health care LLc during the process and subsequent controls to be in place to overcome the identified treats. ( threats and control for each form )

6- Explain in detail the types of input, processing and output controls use to ensure processing integrity.

7-What measures you will take to protect the confidentiality and privacy of sensitive information.

Note : clearly state your assumption wherever applicable in the given tasks.


*Construction :

  • Introduction ( 200 words )
  • Tasks answers :
  1. Task 1
  2. Task 2
  3. task 3
  4. task 4
  5. task 5 ( 400 words )
  6. task 6 ( 400 words )
  7. task 7 ( 400 words )
  • Conclusion ( 200 words )
  • references

total of assignment should be 2000 words

Unformatted Attachment Preview

NAME UNIT DATE Create a dataflow diagram CUSTOMER Order sent by customer SALES REPRESENTATIVES Order entered by rep Order entry (written order) Order editing VDA terminal Inventory entering Master file Recording for sales order Filled /accepted /suspense Data entry FORM C FORM D (Shipping clerks) Assembling Assembled Order CONTEXT DIAGRAM CUSTOMER Question 2 1 SALES REPRESENTATIVES B Order entry (FORM A) D Order transcribed in FORM B B Inventory master file D VDA in order entry D FORM C B FORM D (3) Draw a flow chart Send order to sales rep - No Direct order? Secretary receives telephone order yes Clerk enters direct order Orders are entered via VDA terminal Computer file? Yes Kept in disk No / Data processing in sale order Kept in master file Accept order? Shipping clerks assemble order YES No Rejected on suspision 4- Prepare the table of entities and activities. ENTITIES Customer Sales representative Master file inventory PARA 1 1 ACTIVITY Sends request Secretary make order entry 2 Secretary receives telephone order 3 Order are received in FORM A 4 Order entered by the clerk 1 Inventory balance is reduced 2 Recorded on sales order master file 3 Screen message inform clerk on update 4 Filling accepted order by customer Data processing 1 Order entry receives two copies 2 File copy 2 is accepted 3 3 and copy 4 are sent to the warehouse 4 Shipping clerk 1 Copy 5 sent to accounts receivable Prepare form D shipping notice 2 Records shipping in shipping log 3 Carrier signs the bills loading 4 Triplicate send the order entry where it is filed
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Explanation & Answer

Please feel free to contact me in case of anything.

5
Each form faces threats which can be controlled as discussed below.
Form A- which are written orders made by sales representatives with three parts. Since the form
is filled by the sales representative, one of the major threats that is exposed to is vulnerability to
human error. When taking the orders, the sales representative might record incorrect or
incomplete information. The form contains different parts to be filled like number of items
ordered, price of each item, quantity and other different specifications. Another threat is
timeliness in delivering orders. Timeliness in orders helps in issues that may arise like price
changes, promotions and other technical data. These threats can be solved by letting the customer
to fill the orders individually as well as using information technology systems among the sales
representatives and the organization at large.Using information technology systems helps in
tracking any incomplete and inappropriate information in order forms as well as boosting
timeliness in communication making information to be delivered on a timely basis. The systems
can also be used in mailing copies to the central headquarters in time.
Form B – telephone transcribed orders highly depend of telephone communication between the
customer and the organization’s representatives or systems. Telephone communications are
highly prone to communication breakdown. Speech interpretation could be hindered by different
factors like dialectic issues, individual accent, and pronunciation of words existence of noise in
the background among other factors. Further, transcribing these verbal orders could increase the
complexity of the threat. To help control this challenge the context needs a conduci...


Anonymous
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