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IMPROVEMENT NEEDED FOR INVENTORY DEMO OPERATIONAL RECORDING PURPOSE IN ACCOUNTING SOFTWARE
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My Own Words of Purchasing Cycle + ChatGPT
Misi agan2
Mo share gambaran Siklus Pembelian (Purchasing Cycle) secara umum di Perusahaan dgn kata2 gw sendiri dalam bahasa Inggris dan diKERENIN by ChatGPT!
My Writing
Company send Purchase Requisition
to otential suppliers; at least 3 best supplier candidates. Supplier selected
mainly due to best price offer; keep in mind mainly but not only. For selected
supplier, Company send Purchase Order describing item and amount requested.
Supplier send Goods requested furthermore with their Delivery Order document;
no unit price nor total unit price in Supplier Delivery Order. Supplier Invoice
could be send simultaneously or sent later; not after such a too long time
would be wise. Company receives all of them (Delivery Order send by Company to
request purchase, Supplier Delivery Order, and Supplier Invoice) by Company
Receiving Department. Receiving Department sign Supplier Delivery Order as
proof for Supplier that Goods ordered by Company has been received by Company
with no flaws at all, and simultaneously as strong base document for later on
Supplier could be collecting payment by issuing Invoice to Company. Receiving
Report summarize daily receivement of Goods from “can be” many Suppliers, with
“a must” copy of Suppliers’ Delivery Orders. Receiving Department send Daily
Receipt Summary to Accounting Department to post Receivements in Acconting
System; noted that the posting date journal must according to date of Goods
actually received by Receiving Department. The accounting journal is Inventory
(Dr.) and Account Payable (Cr.); noted that it is recording process and no
payment by Company done. After a while, Company need to pay Goods received.
Accounting Department, as a control activity to before doing payment, must ensure
payment is done for only real transactions, means that no payment done for
fictious purchase nor for never received Goods fake transactions. Therefore, as
both preventing and mitigating risk activity, Accounting and match and examine
consistencies among Company Purchase Order, Receiving Report and copy of
Supplier Delivery Order, and Supplier Delivery Order accompanying Supplier
Invoice itself. Then after matching and examining, Company do payement. The
accounting journal is Account Payable (Dr.) and Cash/Bank (Cr.); noted that the
posting date journal must according to date of Cash Payment to Supplier or Bank
Transfer to Supplier. Then, a whole Purchasing Cycle activity is done. For additional,
Company usually keep unpaid payment documents sorted by date of the documents,
althought each would be arrived at Accounting Department in different date of
occurences. Because, it is important to pay Suppliers early as possible as
mandatory documents completed; first come first serve. And after payment, those
mandatory documents or a must requisite documents, filed by Suppliers’ name.
Thus, can be recalled by Accounting Department as simple as possible for each
Supplier when an accounting department activity regarding those each suppliers’
document must be done. For example, in the worst case, differences occur
between Company book and Supplier book.
ChatGPT
Improvement
STORY style:
The company sends a Purchase
Requisition to potential suppliers, targeting at least three of the best
supplier candidates. Suppliers are selected primarily based on the best price
offer, though other factors may also be considered. For the selected supplier,
the company sends a Purchase Order describing the requested items and
quantities.
The supplier delivers the
requested goods along with their Delivery Order document, which does not
include unit prices or total amounts. The Supplier Invoice may be sent
simultaneously or at a later date, but it is advisable to avoid delays. The
company receives all relevant documents—such as the Purchase Requisition, the
Supplier Delivery Order, and the Supplier Invoice—through its Receiving
Department.
The Receiving Department signs
the Supplier Delivery Order as proof that the goods ordered by the company have
been received without defects. This signed document serves as a strong basis
for the supplier to later collect payment by issuing an invoice to the company.
Additionally, the Receiving Department prepares a Receiving Report summarizing
daily goods receipts, which must include copies of the suppliers’ Delivery
Orders. The Receiving Department then sends the Daily Receipt Summary to the
Accounting Department to record the receipts in the accounting system.
Note: The posting date for
journal entries must correspond to the date the goods were actually received.
The journal entry for this recording is as follows:
- Inventory (Dr.)
- Accounts Payable (Cr.)
This process is purely for
recording purposes; no payment is made at this stage.
When the company needs to pay for
the received goods, the Accounting Department performs a control check to
ensure that payments are made only for genuine transactions. This involves
verifying the consistency among the company’s Purchase Order, the Receiving
Report (with copies of Supplier Delivery Orders), and the Supplier Invoice
accompanied by the Supplier Delivery Order. Once the documents are verified,
the company proceeds with the payment.
The journal entry for the payment
is as follows:
- Accounts Payable (Dr.)
- Cash/Bank (Cr.)
The posting date for this journal
entry must correspond to the actual date of payment to the supplier, whether by
cash or bank transfer.
At this point, the Purchasing
Cycle is complete. Additionally, the company organizes unpaid payment documents
by their document date, even if they arrive at the Accounting Department on
different dates. This system ensures prompt payments on a first-come,
first-served basis, as soon as all mandatory documents are received.
After payment, these documents
are filed under the respective supplier's name for easy retrieval. This filing
system simplifies future activities involving the suppliers' documents, such as
reconciling discrepancies between the company's records and the supplier's
records.
ChatGPT
Improvement
POINTS style:
Purchasing Cycle Flowchart
- Purchase
Requisition (Company)
- Action:
Send Purchase Requisition to potential suppliers.
- Output:
At least three supplier candidates.
- Supplier
Selection (Company)
- Input:
Supplier quotes.
- Action:
Select the supplier (based on price and other criteria).
- Output:
Best supplier chosen.
- Purchase
Order (Company)
- Action:
Send Purchase Order to the selected supplier.
- Output:
Describes requested items and quantities.
- Goods
Delivery (Supplier)
- Action:
Deliver goods with a Delivery Order (no prices listed).
- Output:
Goods and Delivery Order received by the company.
- Receiving
Goods (Receiving Department)
- Action:
Verify and sign the Delivery Order.
- Output:
Proof of receipt and Receiving Report.
- Accounting
Entries (Accounting Department)
- Input:
Documents from Receiving Department.
- Action:
Post inventory receipt with journal entry:
- Dr.:
Inventory
- Cr.:
Accounts Payable
- Payment
Verification (Accounting Department)
- Input:
Match and verify consistency among:
- Purchase
Order
- Receiving
Report
- Delivery
Order
- Invoice
- Action:
Ensure payment for genuine transactions only.
- Payment
Processing (Company)
- Action:
Pay supplier via cash or bank transfer.
- Output:
Payment made, journal entry posted:
- Dr.:
Accounts Payable
- Cr.:
Cash/Bank
- Document
Filing (Accounting Department)
- Action:
File documents by supplier name.
- Purpose: Easy retrieval for reconciliation or review.
My "first car" Chevrolet Spark (the car is already in my name/vehicle registration)
Dear my Chevrolet Spark,
At first, I was overexcited.
After a while, it got worse—it became a habit.
When going out to find food in the middle of the night,
I felt a bit sleepy, my eyes tired and heavy.
There was a silver Jazz inviting me to "speed up."
For a moment, I felt challenged.
Not long after, I joined in, speeding—
(though I’m still slower in speeding at that time)
Unfortunately, sadly, I had an accident.
My car flipped over and got severe damage.
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