Mason Food Market (Mason Market) is located on University Avenue in Fairfax, Va and offers local meats and produce from area farmers in Virginia and surrounding states. Much of what is available is organic or naturally grown. The following describes part of Mason Market’s purchase/acquisition process. You should use this partial description for assignment 6. The full description of the purchase/acquisition process is provided for assignment 2.
The Purchase Acquisition Procedures from Assignment #2
The receiving clerk is responsible for receiving and inspecting each delivery at the store for correct items, quantity and quality. When the goods arrive from a supplier, the receiving clerk compares the goods to a purchase order printed from the system and if differences or deficiencies exist, the manager helps to resolve the difference. If there are no differences between the purchase order and the goods received, the receiving clerk keys in the information to update the received goods transaction file and two copies of the receiving report are subsequently printed. One copy of the receiving report is filed in the receiving department by date. The other receiving report and purchase order are sent to the accounts payable department.
When the receiving report and purchase order are received in the accounts payable department, they are reviewed by an accounts payable clerk and filed in the Accounts Payable Pending file by supplier name.
After the supplier invoice is received in the accounting department, the matching documents are pulled from the Accounts Payable pending file. An accounting clerk reviews the documents and manually creates a 2-part carbon check. Suppliers require Mason Market to pay in full by the 15th of each month for all deliveries made during the preceding month. The carbon copy of the check is scanned into the system by the accounting department in order to update the cash master file. The carbon copy check and all supporting documents are filed in accounting by supplier name.
Required (to be turned-in during class):
Prepare a task-level document flowchart of the preceding process using a computer graphics software program. It cannot be hand-drawn.
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