There are following important points which must be kept in view in case of internal control over sales.
1. Receipt of sales order:
All the orders from the customers should be received in written. All the particulars about the goods like name date and mode of transport should be written in the “order received book”. To dispatch departments one of the order copies should be sent.
2. Checking of order:
Before the dispatch or discharge of goods each order should be checked with its correspondence.
3. Sales in voice preparation:
Sales invoices should be prepared or make in triplicate when the order is executed.
4. Invoice checking:
A responsible officer should check the calculations and prices charged. He will also initial that he had checked that work.
5. Copies of invoice:
One copy of invoice will in sent to the buyer. In the customer account the second copy will be debit. 3rd copy is sent to the gate keeper.
6. Properly numbered:
Successively each invoice should be numbered and before dispatch responsible officer should sign on it.
7. Dispatch of goods:
An official should examine or check the goods before packing and compare them with the order.
8. Entries in books:
At the gate all the packages should be entered in the “goods out ward book” by the gate keeper. Against each entry sales invoices number must be shown in the “goods outward book”.
9. Entry of returned goods:
Some time goods are being returned by the customer due to any reason. Gatekeeper must enter such returns in the “good inward book”. Such record must be verified with the debit notes sent by the customer. In this way proper control can be maintained.
10. Entries from the credit notes:
From the credit notes entries must be made in the return inward book from which the customer’s accounts concerned will be credited.
11. Collection of receipts:
In this regard there should be a strict control on the collections of customer’s accounts. Customers should be immediately informed about the difference in the balance founded any time.
12. Access to ledgers:
The person making the sales should, have nothing to do with the office where sales ledgers are posted up, nor with the cashier’s office where the cheques in payment of customer’s accounts are received.
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