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Generation PDF 417 in Java Copyright 2004 by The McGraw-Hill Companies, Inc. Click here for terms of use.

Copyright 2004 by The McGraw-Hill Companies, Inc. Click here for terms of use.
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CHAPTER 13: Controlling Cash
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In a very small business the owner can maintain control through person al contact and supervision. In a larger rm, this kind of direct interven tion must be replaced by a system of internal control, exercised though accounting reports and records. The speci c controls applied to cash receipts are as follows: 1. All receipts should be banked promptly. 2. Receipts from cash sales should be supported by sales tickets. 3. Accountability should be established each time cash is transferred. 4. Persons receiving cash should not make disbursements of cash, record cash transactions, or reconcile bank accounts.
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Payments must be made only by properly authorized persons, equivalent value be received, and documents must support the payment adequately. Following are speci c internal controls relating to cash disbursements: 1. All disbursements, except petty cash, should be made by prenum bered check. 2. Vouchers and supporting documents should be submitted for re view when checks are signed. 3. Persons who sign checks should not have access to cash receipts, should not have custody of funds or record cash entries, and should not reconcile bank accounts.
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The basic principle of separation of duties is evident in the speci c con trols for cash balances: 1. Bank reconciliations should be prepared by persons who do not receive cash or sign checks. 2. Bank statements and paid checks should be received unopened by the person reconciling the account. 3. All cash funds on hand should be closely watched and surprise counts be made at intervals. If the requirement that all cash receipts be banked is followed, then it is clear that the monthly bank statement can be made a powerful con trol over cash balances.
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96 BOOKKEEPING AND ACCOUNTING
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Checks A business opens a checking account to gain the privilege of placing its deposits in a safe place and the ability also to write checks. When an ac count is opened, each person who is authorized to write checks on that account must sign a signature card. The bank keeps the signature card on le and compares it when checks are submitted. The check becomes a written notice by the depositor directing the bank to deduct a speci c sum of money from the checking account and to pay that amount to the per son or company written on the check. A check involves three parties: 1. Drawer the rm that writes the check 2. Drawee the bank on which the check is drawn 3. Payee the person or company to whom the check is paid. Checks offer several advantages. The checkbook stubs provide a record of the cash paid out, while the canceled checks provide proof that money has been paid to the person legally entitled to it. Also, the use of checks is the most convenient way of paying bills, because checks can safely be sent through the mail.
Remember
If a check is lost or stolen, the de positors can request the bank not to pay (a stop order).
Endorsements When a check is given to the bank for deposit, the depositor signs the check to show that he or she accepts responsibility for the amount of that check. The depositor s signature is known as an endorsement. This en dorsement transfers the ownership of the check and guarantees to the in dividual that the depositor will guarantee its payment. Different kinds of endorsements serve different needs. 1. Blank endorsements. A blank endorsement consists only of the name of the endorser. Its disadvantage lies in the fact that a lost or stolen check with a blank endorsement may be cashed by the nder or thief.
CHAPTER 13: Controlling Cash
2. Endorsement in full. Endorsement in full states that the check can be cashed or transferred only on the order of the person named in the en dorsement. 3. Restrictive endorsement. A restrictive endorsement limits the re ceiver of the check as to the use he or she can make of the funds collect ed. Usually this type of endorsement is done when checks are prepared for deposit. Reconciliation Each month, the bank forwards to the depositor a statement of his or her account showing the beginning balance, all the deposits made and other credits, any checks paid and other charges (debits), and the ending bal ance. Included in this envelope with the statement are the paid or canceled checks and any other deductions or addi tions to the account. A deduction may be a debit memo randum for bank service charges; an addition may be a credit memorandum for the proceeds of a note collected by the bank for the depositor. Usually the balance of the bank statement and the balance of the depositor s account will not agree. To prove the accuracy of both records, the reconciling differences have to be found and any necessary entries made. The reconciling items will fall into two broad groups: those on the depositor s books but not recorded by the bank, and those on the bank statement but not on the depositor s books. The statement used to recon cile this difference is known as the bank reconciliation sheet. Items on Books But Not Found on Bank Statement Deposits in Transit. These comprise cash receipts recorded by the com pany but too late to be deposited. The total of such deposits is added to the bank balance. Outstanding Checks. These are checks issued by the depositor but not yet presented to the bank for payment. The total of these checks is de ducted from the bank balance. Errors. Bookkeeping errors may be made in recording amounts of checks, for example a transposition of gures. The item should be added to the balance if overstated and deducted if understated.
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