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be given to the files containing:

LACK OF SUPPORTING PAPERS.

Careful attention should

I. Purchase orders for which no reports showing delivery of material have been received from the job.

2. Purchase orders and material clerk's reports, but no vendor's invoice.

3. Vendor's invoices for which either purchase orders or reports of material delivered are missing.

The job material clerk and the purchasing agent should be required to furnish the accounting department promptly with the necessary information to enable it to pay all invoices promptly, particularly those subject to discount.

NO INVOICES TO JOB. Invoices from vendors should not be sent to a job for checking. The material clerk is placed there to check material deliveries independently and he should have no knowledge of the quantity charged on an invoice. Should a bill be received by the general office for which no report has been submitted by the material clerk, his attention should simply be called to the vendor's claim of having delivered a certain class of material on a stated date, without advising him of the quantity billed.

RETURN OF CONTAINERS, ETC. When material or containers, such as empty bags, cans, steel drums, etc., are returned to a material dealer or supply house, a report of this return is sent to the accounting department by the material clerk. A field charge (Form 20) is prepared by him and supported by a signed shipping list (Form 13, page 49) to enable the contractor to prove return. The material clerk completes the charge except as to the price to be charged to the vendor. The price is placed on it by the purchasing department.

The charge is extended and immediately entered as a contract invoice by the accounting department. (See Form 18, Entry 2.) Copy of the invoice is mailed to the vendor. The

entry should be made promptly even though a correction has to appear later when the credit memorandum is received. Delay in placing these charges for material or containers returned on the books may result in overpayments to the dealers.

Disbursements for Payrolls

When payrolls for laborers and mechanics employed on the operation have been verified, a check for the full amount

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These are serially numbered before issue to job and are prepared in quadruplicate. The disposition of the four copies follows that given for Form 13 (page 49).

of the payroll is drawn to pay the workmen and charged to Payroll and Petty Cash Disbursement account (frequently referred to as the "Payroll" account in this book). An office entry (Form 16, page 96) is then prepared, giving the name of the job to which the wages are chargeable, the date and amount of the payroll, and its allocation to cost accounts, the segregation being obtained from the analysis of the payroll prepared for the cost analysis department. The check and voucher number are indicated on the entry slip.

ACCOUNTING ENTRY. The office entry slip is then entered on the purchase register. If the slip were based on a check drawn to the order of John Jones, Cashier, for $1,510 in payment of the payroll for the week of October 17, the entry on the purchase register would read: "Oct. 17" under "Date," "John Jones, Cashier" under "From," "Weekly payroll week ending Oct. 17" under "Description," and "$1,510" under "Amount." (See Entry 3, Form 18.)

On the cost analysis register, the wages earned on each feature of work would be entered in the distribution columns as illustrated on Form 18. On the accounting register, the $1,510 would be extended in the Payroll column, as shown on Form 19. This column is a credit to the Payroll and Petty Cash Disbursement controlling account on the general ledger. The offsetting debit is the cash book entry when the payroll check was drawn.

Entries for Petty Cash Disbursements

These disbursements are made by the custodians of the petty cash funds on the jobs or in the office. Carfares, meals of the job organization, expressage, postage, and some supplies are paid out of the job fund. The custodian of the job fund should obtain receipts for all money disbursed. When payments are to members of the job organization in reimbursement of sums paid by them, the receipt taken from him by the custodian should be supported by the vouchers he obtained when purchasing the supplies. The purchasing agent should limit the character and kind of supplies a job can purchase direct.

Any good cash receipt form can be used. Summaries of petty cash disbursements on each job should be prepared regularly and should cover the same periods of time as the field payrolls. The general office reimburses the job custodian for disbursements shown by the summary. The check drawn in

reimbursement is charged to Payroll and Petty Cash Disbursement account. The summary should be receipted in acknowledgment of reimbursement of the total shown by the report.

An office entry (Form 16, page 96) is prepared and the job report of disbursements is attached to it, together with the receipts supporting the report. The office entry gives the name of the operation to which the disbursements are chargeable, the period covered, and the total disbursements.

ACCOUNTING ENTRY. An entry is then made in the proper purchase register, reading: "Oct. 17" under "Date," "John Jones, Cashier" under "From," "Timekeeper's disbursements for week ending Oct. 17" under "Description," and "$25.10" under "Amount." The proportion of the $25.10 applying to each cost account is indicated in the distribution columns of the cost analysis register. (See Entry 4, Form 18.) The cost account symbols and the amount chargeable to each are taken from notations on the summary report.

On the accounting register the $25.10 is extended in the Payroll column (Entry 4, Form 19). The offset to this credit to Payroll account is the cash book debit made when check was drawn.

DISBURSEMENTS at the Job for Freight and ExpressAGE. Payments made at the job may include freight or expressage rechargeable to shippers. Such payments should be separately listed, and reports marked "Rechargeable to Shippers." Reports so marked are entered on the freight and expressage purchase register. If a report showed charges of $5 against the Williams Hardware Company and $10 against the Reilly Paint Company, the entry on the freight and expressage purchase register would be "Oct. 17" under "Date," "John Jones, Cashier" under "From," and on three successive lines under "Description," "Freight and Expressage," "Williams Hardware Company-$5," and "Reilly Paint Company

$10." No figures would appear in the Amount column. The extension of these entries would be "$15" in black in the Payroll column (a credit column), and "$5" and "$10" in the Creditors' Controlling column in red (debits). The $5 and $10 items would be posted to the debit of the Williams Hardware Company and the Reilly Paint Company accounts in the creditors' ledger. The debits in the Creditors' column on the purchase register offset the credit in the Payroll column. Bills should be mailed to Williams and Reilly and. copies attached to the entry. The top sheet (Form 18) of the freight and expressage set can be used for reference purposes.

PETTY CASH DISBURSEMENTS BY THE OFFICE. The cashier of the main office pays out of his fund amounts for carfares, traveling expenses, and any other disbursements not settled by check.

Receipts for disbursements out of the office fund are taken on the same form and under the same conditions as payments made the jobs. At regular intervals these disbursements are summarized and a check drawn to replenish the fund. The check is charged to Payroll account. As the payments out of the office fund include expenditures for office supplies and other general expenses, separate office entries are required to enter charges against the proper ledger accounts. Receipts equaling the amount of each office entry are attached to it.

ACCOUNTING ENTRY. The entry on the purchase register for these payments is the same as for job disbursements, except that the explanation given in the Description column should read "Office Disbursements" instead of "Timekeeper's Disbursements."

Some disbursements are chargeable to the General Expense account. The cost analysis department keeps no expense cost ledger. The sheet (Form 18) is used by the accounting department for such analysis as it is required to make of the Expense

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