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chapter 7
Fraud, Internal Control, and Cash
34
Accounting
Undergraduate 2
03/29/2011

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Term
Bank reconciliation
Definition
the process of comparing the bank's account balance with the company's balance, and explaining the differences to maket hem agree
Term
bank statement
Definition
a statement received monthly from the bank that shows the depositor's bank transactions and balances
Term
bondng
Definition
obtaining insurance protections against theft by mployees
Term
cash
Definition
resources that consist of coins, currency checks, money orders, and money on hand or on deposit in a bank or similar depository.
Term
cash budget
Definition
a projections of anticipated cash flows, usually over a one- to to-year period
Term
cash equibalents
Definition
short-term, highly liquid investments that can be converted to a specific amount of cash
Term
deposits in transit
Definition
deposits recorded by the depositor that have not been recorded by the bank
Term
electronic funds transfer (EFT)
Definition
a disbursement system that uses wire, telephone, or computer to transfer cash from one location to another.
Term
fraud
Definition
a dishonest act by an employee that results in personal benefit to the employee at a cost to the empoyer
Term
fraud triangle
Definition
the three factos that contribute to fraudulent activity by employees: opportunity, financial pressure, and rationalization
Term
internal auditors
Definition
company employees who continuously evaluate the effectiveness of the company's internal control systems
Term
internal control
Definition
all the related methods and measures adopted within an organization to safeguard its assets and enhance the reliability of its accounting records, increase efficiency of operations, and ensure compliance with laws and regulations
Term
NSF check
Definition
a check that is not paid by a bank because of insufficient funds in a bank account
Term
outstanding checks
Definition
checks issued and recorded by a company that have not been paid by the bank
Term
petty cash fund
Definition
a cash fund used to pay relatively small amounts
Term
restricted cash
Definition
ash that is not available for general use, but instead is restricted for a particular purpose
Term
sarbanes-oxely act of 2002
Definition
law that requires companies to maintain adequate systems of internal control
Term
treasurer
Definition
employee responsible for the management of a company's cash
Term
voucher
Definition
an authorization form prepared by each expenditure in a voucher system
Term
voucher system
Definition
a network of approvals by authorized individuals acting independently to ensure that all disbursements by check are proper
Term
define fraud and internal control
Definition
a fraud is a dishonest act by an employee that results in personal benefit to the employee at a cost to the employer. The fraud triangle refers to the three factos that contribute to fraudulent activity by employees: opportunity, financial pressure, and rationalizations. Internal controle consiss of all the related methods and measures adopted within an organization to safeguard its assets, enhance the reliability of its accounting records, incrase efficiency of operations, and ensure compliance with laws and regulations
Term
identify the principles of internal control activities
Definition
the principles of internal control are: establishment of responsibility; segregation of duties; documenttion procedures; physical controls; independent internal verifications; and human resource controls
Term
explain the applications of internal control principles to cash receipts
Definition
internal controls over cash receipts include: (a) designating only peronnel such as cashiers to handle cash; (b) assigning the duties of receiving cash, recording cash, and having custody of cash to different individuals; (c) obtaining remittance advices for mail receipts, cash register tapes for over-the-counter receipts, and deposit slips for bank deposits; (d) using company safes and bank vaults to store cash with access limited to authorized personnel, and using cash registers in executing over-the-conter receipts; (e) making independent dailyy counts of register receipts and daily comparisons of total receipts with total deposits; and (f) bonding personnel who handle cash and requiring them to take vacations.
Term
explain the applications of internal control to cash disbursements
Definition
internal controls over cash disbursements include: (a) having only specified individuals such as the treasurer authorized to sign checks; (b) assigning the duties of approving items for payment, paying the items, and recording ht payments to diffferenct individuals; (c) using prenumbered checks and accounting for all checks, with each check supported by and approved invoice; after payment, stamping each approved invoice "paid"; (d) storing blank checks in a safe or vault with access restricted to authorized personnel, and using a machine withh indelible ink to imprint amounts on checks; (e) comparing each check with the approved invoice before issuing the check, and making monthly reconciliations of bank and boook balances; and (f) bonding personnel who handle cash, requiring employees to take vacations, and conducting background checks
Term
prepare a bank reconciliations
Definition
in reconciling the bank account, it is customary to reconcile the balance per books and balance per bank to their adjusted balance. The steps reconciling the cash accounts are to determine deposits in transit, outstanding chekcs, errors by the depositor or the bank, and unrecorded bank memoranda.
Term
explain the reporting of cash
Definition
cash is listed first in the current assets section of the balance sheet. Companies often report cash together wiht cash equibalents. Cash restricted for a special purpose is reported separately as a current asset or as a noncurrent asset, depending on when the company expects to use the cash.
Term
discuss the basic principles of cash management
Definition
the basic principles of cash management include: (a) increase the speed of receivables collectsion, (b) keep inventory levels low, (c) delay payment of liabilities, (d) plan timing of major expenditures, and (e) invest idle cash
Term
identify the primary elements of a cash budget
Definition
the three main elements of a cash budget are the cash receipts section, cash disbursements section, and financing section
Term
explain the operations of the petty cash fund
Definition
in operating a petty cash fund, a company establishes the fund by appointing a custodian and determining the size of the fund. The custodian makes payments form the fund for documents expenditures. The company replenishes the fund as needed, and at the end of each accounting period. Accounting entries to record payments are made each time the fund is replenished.
Term
establishment of responsibility
Definition
control is most effective whe only one person is responsible for a given task.

EX) at a grocery store, the clerk behind the counter is the only one who has access to his drawer and then when his shit is over he takes his OWN drawer to be counted before going home at night so that there is no mistaking who should take responsibility for the problem
Term
segregation of duties
Definition
!) different individuals should be responsible for related activites
2) the responsibility for record-keeping for an asset should be separated from the physical custody of that asset.

ex) the personnel that design and program computerized systems should not be assigned duties related to day-to-day use of the system. Otherwise, they could design the system to benefit them personally and conceal the fraud through day-to-day use.

ex) make the salespeople make the sale; the shipping department ships the goods and he billiong department prepare the sales invoices
Term
documentation procedures
Definition
1) prenumbered documents, and all documents should be accounted for

2) promptly forward source documents for accounting entires to the accounting department.
Term
independent internal verification
Definition
1) companies should verify records periodically or on a surprise basis
2) an employee who is idependent of the personnel responsible for the information should make the verification
3) discrepancies and exceptions should be reported to a management level that can take appropriate corrective action
Term
human resource controles
Definition
1) bond employees who handle cash
2) rotate employees duties and require employees to take vacations
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