Assignment Task
Question 1)
Please use this information for questions 1 and 2
You work at a small company and the manager is concerned about a lack of documentation relating to key business processes. Some of the customers of this business are quite old and insist on using cheques. Some even mail cash to the company, despite repeated requests not to do this. Others complete a payment slip (also known as a remittance advice slip). The payment slip is part of the invoice sent to the customers. Customers who wish to pay this way will enter their credit card details and the
amount of the payment, then mail this back to the company.
All mail sent to the company, including envelopes containing payments are opened by the managers secretary. When dealing with payment slips, the managers secretary enters credit card details into an EFTPOS machine, which produces two receipts. one for the customer and one for the business. The secretary manually writes a receipt with the customer details and the amount received. She makes a copy of this receipt and attaches it to the customer copy of the EFTPOS receipt then mails these to the customer. The secretary then destroys the remittance receipt, in order to reduce the risk of theft using the customers credit card details. The secretary sends the businesss copy of the EFTPOS machine receipt, and a copy of the manually written receipt to the accounts receivable clerk.
The secretary prepares a cash received list (CRL) of all the cheques and cash received. She records who each payment is from. She makes three photocopies of the CRL. She files one copy. another copy is sent to the accounts receivable clerk. The remaining copy is sent to the financial controller.
The secretary sends the original CRL, together with the cash and cheques to the cashier. The cashier counts the cheques and cash received to confirm they match the total recorded on the CRL. The cashier then prepares a bank deposit slip and photocopies it. He deposits the cash and cheques at the bank near the end of each working day and returns with the bank receipt.
The cashier then photocopies the bank receipt and attaches the original to the CRL and files these by date. The copy of the bank receipt is sent to the financial controller.
The accounts receivable clerk will update the customers accounts. based on the copy of the cash received list and the manually written receipts sent by the secretary. The financial controller will reconcile the following documents on a daily basis, the CRL, the bank deposit slip, the bank receipt, and the daily report showing the change in accounts receivable (generated by the system). All documents used by the financial controller for this reconciliation are filed by the financial controller.
Required
Based on the material above, prepare a business process diagram for the handling of cash receipts from customers. Can be drawn by hand on a paper.
Question 2)
You work at a small company and the manager is concerned about a lack of documentation relating to key business processes. Some of the customers of this business are quite old and insist on using cheques. Some even mail cash to the company, despite repeated requests not to do this. Others complete a payment slip (also known as a remittance advice slip). The payment slip is part of the invoice sent to the customers. Customers who wish to pay this way will enter their credit card details and the amount of the payment, then mail this back to the company. All mail sent to the company, including envelopes containing payments are opened by the managers secretary.
When dealing with payment slips. the managers secretary enters credit card details into an EFTPOS machine, which produces two receipts, one for the customer and one for the business. The secretary manually writes a receipt with the customer details and the amount received. She makes a copy of this receipt and attaches it to the customer copy of the EFTPOS receipt then mails these to the customer. The secretary then destroys the remittance receipt, in order to reduce the risk of theft using the customers credit card details. The secretary sends the businesss copy of the EFTPOS machine receipt, and a copy of the manually written receipt to the accounts receivable clerk.
Required
Based on the material above, prepare a level 0 data flow diagram for the handling of cash receipts from customers. Please note, level 0, not a context diagram. Can be drawn by hand on a paper.
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