Business Improvement : IT System with Human Error

Below is a system based on UBS Software for illustration purpose. You may have other computerized system at hand, however, please do consider the following error while performing your daily entries. These are the basic human error detection should be made available.

 

DETECTIONS on HUMAN ERROR

 

- Correctly Recorded System (5 samples)

- Searchable Recorded System (5 samples)

- Correcting Recorded System (1 sample)

- Control Recorded System (5 samples)

- Self-Checking Recorded System (2 samples)

 


 

1: Correctly Recorded System (5 samples)
01. How to know you have entered twice or more in your ERP/MRP/SAP/System.
      * using Removdup.exe to detect duplicate entries. (UBS Software System)

 

      * Click to enlarge if you unable to read.
     

 

      

       

02. Key in wrong Debit/wrong Credit of the accounts.
      * Tips, all expenses should be at debit side.
      * Go to Report > More Report > Transaction Summary    (UBS Software System)

     

03. Accounts Missing Something
      * Cash in Hand overdrawn / too much in hand, detected at which month.
      * Cash Flow has gone where?
      * Expenses Monthly being entered?

      Go to Report > More Report > Main Account Month Balance   (UBS Software System)

    

        

 

04. Missing Invoice / Cash Bill Number?
  

      * Go to Report > View Ledger.
      * Post to Ms. Excel, Sort by reference No., Type in Running Numbers with Excel functions.
         (Ms Excel)

 

05. Accounts Missing Connection?
      * Cash in Hand (Total Debit) + Cash at Bank (Total Debit) + OD (bank facilities Amount) is
         more than pay supplier + pay bank interest + pay expenses + pay installment.
      * Therefore source of income is 100% from Sales. or else XX% from Business owners.
      * In whatever cases, normally business operation would not have a negative cash balances &
         negative bank balances such as follows :

         For example below:
         March 2007 = Bank -153,390.53 + Cash in Hand 23,099.06 = -130,291.47

         Cash in Hand Debit 534,023.17 = sales, part of it bank in 373,007.90
                                                                      part of it pay cash purchase, expenses 161,015.27
         At bank, even though it has 373,007.90, it able to make payment of 663,251.34?
         (* remember if your OD is 100K, you would not issue unpresented cheque over 100K)
         (* if you say not enough, you must have your bank accounts the full OD usage) 
         (* if your OD is 100K, normally you won't goes as low as OD 4K , and as high as full OD)
          * in other words, cash & bank balance should maintain the min positive daily & monthly
             use this formula (monthly expenses + installment + supplier = net profit monthly)
             - from profit margin calculate back the minimum sales amount.

         or else   
         your business income is more than enough that you are very confidently, allocate the money
         sufficiently on that particular date paying to supplier, expenses, and installment.
 

         

         
 

2 : Searchable Recorded System (5 samples)
01. - Date with the Wrong Period, Type in the Period, and tick the Period + Date options.
      - Couldn't remember where you have entered, type in Ref.No. 1 to search.
      - Couldn't remember the reference you have entered, type in the Amount, Debit to Debit.
      - Couldn't remember which batch you have entered
      - Couldn't remember which account code you have entered
      * Go to Reports > More Reports > Check Transactions       (UBS Software System)

      

02. Does not know what how junior or new staff have entered or modified your record?
      * Go to Periodic > View Audit Trail (UBS Software System)

    

     

03. Accounts Not Balance
      * Go to Transaction > Print Batch Summary. Narrow the search for which batch not balance.
         (UBS Software System)

    
     * Go to Transaction > Print Batch of Transaction. Narrow the search with the date.

   

04. Enter double entry with 0 amount?
      * Go to Transaction > Scan Batches    (UBS Software System)
      To check whether amount has been left out. Which transaction in which batch?

      

       

 

05. Trouble checking Payment, CN, Discount offsetting Invoices / Bills ?
      * Listing of Cheque, CN, Discount to offset Bill No. with date and amount.
           (Custom Programming) * Click to Enlarge
       

 

3 : Correcting Recorded System (1 sample)
01. Entries at Wrong Batches
     * use program Movetran.exe to move the transactions into correct batch. (UBS Software System)
        

 

4 : Control Recorded System (5 samples)
 

01. Control over Period and Date to avoid entered wrongly.
      Allocate which user will be responsible for which batch as in this case the "Pin."
      Lock the batch for further editing at "Lock Status"
      * Go to Transaction > Organize Batches > Key in Period Column (UBS Software System)

      

02. Always trouble to check people work?
      * Go to Transaction > Organise Batches     (UBS Software System)
      To lock the double entries so that no modification/deletion could be made.

      

03. Define user Menu.
      Avoids unnecessary user login to specific menu. (UBS Software System)

      

04. User Login Listing.
      Identify user login record. (UBS Software System)

     

05. User Login Menu Access Tracking.
      Identify user menu sequence record. (UBS Software System)

     

 

5 : Self-Checking Recorded System (2 samples)
 01. Data Integrity Check
      This is useful to identify if user has mistaken by not following the procedure of the program
      which is specifically written. Failure to do so, it generates false information. (UBS Software System)

    

02. Looking for Bad Records
      This is useful to identify if the data has bad records or less No. of Records due to:
      a) failure during backup process
      b) failure during restore process
      c) failure during electricity failure
      d) computer hardware failure : for example : hard disk error, pen drive error
      e) computer software failure : for example : virus                          (UBS Software System)

     
     
     From the No. of Records,
     We have 800 debtors, 28 creditors, 983 accounts code and 25092 of double entries.