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CHARTERED ACCOUNTANTS BARBEQUE NATION HOSPITALITY LIMITED-GURGOAN INTERNAL AUDIT REPORT FOR THE MONTH OF APRIL-2013
Sr.No AREA I. BOOKS OF ACCOUNT AND ACCOUNTING 1 Voucher Serial Numbers, Date, Narration, Bill References, and Authorization, supporting Documentary Evidences duly authorized; Filing. OBSERVATION Branch Reply
1. Purchases: As reported previously, the purchase of Vegetables, chicken items, Cold drinks items& Ice has been made on challan on daily basis, but the supplier use to raise the bill on fortnightly/Monthly basis. However the outlet passes purchase entry in ERP on daily basis on the basis of challan itself. We are of the opinion that the entry of purchase should be supported by invoice of vendor, and not challan, hence, in stores, GRN may be issued on the basis of challan, but posting of purchase may be deferred till receiving of invoice. Further due to this the party a/c remains un-reconciled at all time. 2. It has been observed that the outlet is very casual in maintaining the Cash, Bank, Journal & Purchase vouchers. The type of mistakes were as follows: They were not filed in chronological order or in order of date. Several entries in of vouchers were posted in back date/ later dates (but not on the date of generation of voucher thru ERP). This is evident from the vouchers serial no. itself. 3. The obtaining of Rate Contracts & maintenance of such contracts are very casual & not up to mark & it needs a quality change. We are raising this observation since long but no visible action has been taken by the outlet. 1. Service Charges:-The accounting of service charges needs to be changed. At present the outlet has a system of crediting the service charges, included in the sale bill, an a/c in the Liability side. At the end of every month, the service charges has been paid to employees after due adjustment of Vat & breakages, which results in the Service charges a/c getting zero. This procedure has following loopholes: The Vat paid does not match the corresponding Income of the outlet. It may create problem at the time of Assessment.
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Suppliers of Vegetable, Chicken items, Cold drinks items& Fresh Ice purchased through Challan. Shall discuss with HO about the accounting of the same as suggested by auditor.
II.
CASH (Physical verification of main cash and outlet cash needs to be done every month) Reconcile daily Cash Collection Receipt as per Cash Book with Cash Sales as per POS Summary report.
Income side & relevant expenses should be in Expenses side. Since the company is charging service charges as a matter of right from every customer, we cannot categorize it in the nature of Tips. Hence accordingly accounting should be done. 2. Advance Agt. Expenses Control Account: Fish basa packing & transportation charges paid was posted under Advance Agt. Expenses Control Account. In our opinion the Entry should be made Debited to the respective outlet. However, there is no debit in this account since Feb-13. 3. Travelling Expenses: It has been observed that Fish basa supply expense paid by outlet to Hazoor Sahib Tour & Travels (Supplying Agency) on monthly basis posted into Travelling Expenses. It should be in Carriage inward/Outward a/c. However, purchase from Hazoor sahib has been stopped since April-13, but reversal entry not yet passed. 4. Other points being covered under vouching. We have physically verified the: 1. Main cash as on 27/05/2013 and found as per books. 2. Counter cash as on 27/05/2013 and found as per records. Details as perAnnexure-1. As per new ERP, POS cash sale is automatically debited to Restaurant cash book, and then on receipt of cash by CUH from cashier, entry being posted as Main cash book. The same was verified by us also & found the cash sales : As per POS Rs. 2251158.26 As per ERP Rs. 2245097.00 Diff Rs 6061.26 As informed to us the difference is due to FOC billing. As per new practice for FOC bill 75% shall be raised as discount and 25% bill has to be settle in cash and debited to BM carry off account, which shall be written off latter on. It may be noted that on this bill amount service tax as well as VAT has also being paid.
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We have checked the Cash book for the month of April-13 & no any negative cash balance was noticed. In April-13, there were 30 cases where cash payment exceeds Rs. 1000/-. We would like to recommend in reducing the cash transactions. Details as per Annexure-2. We have checked the cash voucher for the month of April-13 and the same was found in order.
III. 1
1. The bank account was found reconciled & tallied with bank till 24 May2013 as on 25 May-13. 2. In 14 Cases, Cheques were issued but not presented for payment since more than 15 days. Details as per Annexure-3. Control over cheques 1. No blank signed cheque was found in hand. Any signed blank 2. We have checked the cheque issue register and found in order. cheques on hand? If yes, 3. 2 chq issued found in the hand of CUH, Details as per Annexure-4. whether effective 4. Further, signature of persons who already has resigned from Company (for control over cheque example Mr. Indrajeet Arora) is not being deleted from Bank record. Addition and stationery? deletion of signature should be simultaneous process, to avoid the risk. Are idle funds 1. Credit balance has been observed in bank account on most of the dates during the maintained in current month, in the books of ERP, however, credit balance is mainly due to posting of account? payment in bulk on every fortnight. It has been informed that Cheque of Party is hold till balance maintained in bank account. 2. Due to this a huge amount remains in the Bank reconciliation under head Chq issued but not presented for payment. 3. Continuous credit balance and holding of Cheque of vendors indicating fund
INTERNAL AUDIT REPORT OF BARBEQUE-GURGAON, FOR THE MONTH OF APRIL-2013 Page 3
Credit balance in bank due to bulk posting, However, any cheque is not bounced due to
IV. 1
Bank Book Vouching of Payments and Receipts SALES/INCOME Reconciliation of sales as per monthly sales summary with the Income accounted as per books. Sales bills of 3-4 days selected at random to be verified with Daily Sales Report/Summary
POS sale during April 12: ERP sale during April 12: Difference
On random basis we have checked the sale bill of 8th, 15th &24th April-13 and found that in the following bill heavy discount was given without any approval,
Particulars Veg Dinner Non Veg Dinner Mango Rapture Virgin Mary Fresh Limewater Diet Coke Total Bill Number 0031780 Gross amount Discount 1950 1575 2250 1800 100 0 100 0 120 0 60 0 4580 3375 Dis % 80.769231 80 0 0 0 0
Sales -Cash and Credit as per POS summary to be reconciled with Cash Book and Credit Card account in books.
As per new ERP, POS cash sale is automatically debited to Restaurant cash book, and then on receipt of cash by CUH from cashier, entry being posted as Main cash book. As per sale report of ERP detail of sales were as follows:
Cash Sales As per POS As per ERP Diff 2,247,602.26 Nil 6,572,039.64 Nil Credit Sale Total Sales 8,819,641.90
8,819,641.90 Nil It may be noted that cash sale as per Restaurant cash account is Rs. 2,251,158.26
INTERNAL AUDIT REPORT OF BARBEQUE-GURGAON, FOR THE MONTH OF APRIL-2013 Page 4
Master price list of POS is not generating at outlet, hence the same could not be verified.CUH has discussed the same with ERP team & informed that the problem will be sorted out at HO level. We have checked the scrap sales and found following discrepancy : 1. Gate pass for scrap sold is not being maintained. Further, there is no recording either on any register or in ERP/ Computer system regarding scrap sale. 2. As informed to us, outlet has contract with Mr.Samad Ali, to handover scrap on daily basis @ 6500/- Per month. 3. Moreover the party also has not made any payment Since January 13. 4. We have suggested that gate pass should be maintained by outlet on daily basis for the scrap. Further for Rs.6500/- entry should be posted in ERP on monthly basis.
V. 1
PURCHASES/EXPENSES Purchase/expense We have checked purchase for the month of April-13 and our observations are as register follows: Vouching 1. We have test checked the rates as per Contract register/ previous bills (wherein no rate contract is available) & found no discrepancy in the same. 2. The invoice has not been filed in chronological order. 3. Other discrepancies found in vouchers are as per Annexure-6. Reconciliation of 1. We have noticed that 5 GRN were pending for invoicing as on 27/05/2013 which Purchase Register are old than 10 days. Details as per Annexure-7. with Stores Receipts 2. Difference of Rs.23032.93 has been observed in purchase as per ERP and GRN summary. Branch could not offer any comment on same. Total purchase as per accounts Rs. 4,000,984.48 As per Store (GRN Summary) Rs. 3,977,951.55 Difference (Excess)/Short in ERPRs. (23032.93)
INTERNAL AUDIT REPORT OF BARBEQUE-GURGAON, FOR THE MONTH OF APRIL-2013 Page 5
VI.
JOURNAL
VII. 1 2
4 5
Expenses
7 VIII. 1
Trial Balance
2 3
STORES Physical verification Physical verification of Main store was done on 27/05/2013 and noticed differences (20-25 Items each month) in item verified. Details of the same are attached herewith as Annexure-12. Expired and Slow/Non- We have checked the stores & bar items on random basis and found no item was Moving Inventory expired. Stores Records Requisition slips were test checked & found no mismatch from posting in respective Verification of Issue stores ledgers . However the management of Requisition slip needs to be Notes and SRV/GRN strengthened. Our observations on the verification of the store ledger are as with the Stores follows:1. Up keeping of Requisition slip not in order. It was found in wet & torn condition. Records On Test Check 2. Overwriting/addition (especially in case of Non-veg items) observed in quantity issued. basis
3. We have enquire the same with Head Chef and he denied, according to Head chef cutting overwrite is not done by him. 4. As per store keeper, he is receiving altered requisition slip. 5. Further it was noticed that serial no of requisition slips are not in a series even if it was received by a same department. 6. No register is maintained by branch regarding issue or receipt of Requisition Books. Requisition Books issued only on the base of Requisition Slip. Page 7
IX. 1
Outlet Physical Verification of Crockery/Cutlery and Linen Stocks (Once every quarter) Item-Wise Reconciliation (Once every quarter) PERSONNEL Salary Sheets
CUH could not provide us the Excise register for liquor stock.
System and Records Appointment Letters; Salary structure; Attendance; Leave Applications and Records; Advances.
Deductions
We have checked the salary sheet for the month April13 and observed that: on roll employees and the entire off roll employees salary has been paid through cash. Detail of the same are as follows: No. Cash Payment On roll Employees 21 Rs.89,872/Off Roll Employees 30 Rs.1,03,456/We have checked the attendance register for the month of April-13 and observed that: 1. Balance leaves of the personnel needs to be mentioned on register. 2. As per existing system, On line leave application is being filed and approved, Hard copy of leave application also maintained. 3. Manual attendance register was found in bad condition. It needs to be change. We have also noticed that attendance register is not filled by any personnel but the same is filled by guard on the basis of sheet maintained on excel sheet by CUH. Rent of staff guest house is being paid by outlet, however any deduction for the
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4 X.
XI.
LICENSES AND
1. Heavy variation in daily costing needs more stringent planning & controls. Moreover a system of written explanation for the day of heavy variation duly signed by all heads (BM/Chef/CUH) may be introduced for proper monitoring. 2. Maximum and minimum casting during the month were as follows: Food Cost and Wastage Wastage report is not maintained by Head Chef on daily basis. Reports OTHERS Fixed Assets Following discrepancies found in Fixed assets: 1. Fixed assets register is not being maintained in physical form but information available in ERP. 2. Coding on Fixed assets is not available. 3. No fixed assets purchased during this month. 4. We are suggested that coding on fixed assets should be made for control on assets and fixed assets register should be maintained and signed by responsible authority. Insurance Outlet premises insurance was expired on 18-08-11.However as informed by CUH, the same is already renewed but the copy of renewal is not available with the CUH. Stationery Controls We have reviewed the control over printed stationary viz. blank Sale bill & KOT BOT book etc. and found that: 1. No register is maintained by branch regarding issue or receipt of KOT & BOT books but information was available in ERP. 2. All stationery items issued on the basis of requisition slips.
INTERNAL AUDIT REPORT OF BARBEQUE-GURGAON, FOR THE MONTH OF APRIL-2013 Page 10
XIII. 1
2 3
Data Security
System of Daily Operations Audit Inventory Value s as per Financial ledger s in accounts module Vs Stores module Sale of Gift Coupon
We have verified the gate pass and observed that In Non-returnable Gate pass No entry was found regarding Scrap items. Scrap amount was not accounted by outlet for scrap taken by the party. Two returnable items were not returned till audit date as per Annexure 16. ( Please refer our observation on Other Incomes- Scrap and Sponsorships) We did not observe any sharing of password in the outlet by CUH. We have noticed that CUH is not taking any data backup. As information provided by CUH data backup is not required to be send to HO as same has been discussed with senior personnel. Operation audit/ daily PV of store item on sample basis are not being done by any official of the branch. This is weakening the internal control at one side and nondischarge of duty on the other side. The outlet could not provide any such figure. Further we also observed that no such provision was found in stores module to get the figure of Inventory as per Stores module. Hence we are unable to give any comparative figures. 1. The outlet has a system of selling gift voucher but the outlet has not adopted any system of up keeping the records of used/unused coupons. 2. Branch is selling gift coupons, and sale proceed is shown under advance against sale account, when real sale took place, and card get utilized, they book service tax. Since service tax is also collected along with card sale, it needs to verify from the legal department, the moment when service tax due at the time of card sale or at the time of card utilization. 3. Similarly Branch is not accounting for service tax on advance against sale at the time of receiving of advance. 4. In ERP there is no system of raising invoices. Many times corporate persons buying gift coupon Cards and for that outlet is not able to give any invoice. 5. Following Discrepancy found in advance sale against coupons / issue of Gift vouchers : However outlet could not produce any record for actual vouchers/coupons
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S.No. Date
Document No.
Account Name
ABC Cash Purchase Control Being vegetable etc. purchased. Salary & Wages Payable Being salary paid for the month of Mar-13. Repairs-F&F-Labour Being pipe cupleeg etc. intalled in Tandoor and labour charges paid. Stipend Payable Being stipend of casual staff paid for the month of Mar-13. Salary & Wages Payable Being salary paid for the month of Mar-13. ABC Cash Purchase Control Being Gulabjamun ,Butter Cookies, vegetable etc. purchased. Carriage Inward/Outward Being Fish delivery charges paid. Gurgaon-HO Transactions Being Rajendra Bharti casual project staff salary for the month of Mar-13 paid. ABC Cash Purchase Control Being Gulab jamun,Shoes and stationary purchased. ABC Cash Purchase Control Being Gulabjamun purchased. Repairs-Misc-Labour Being Plumbing monthly exp. of Mr. Sarat paid for the month of April-13 paid.
Amount
Rs. Rs. Rs. 3,005.00 47,509.00 1,200.00
4 03/04/2013 GGNPCP/APR13/06
Rs. 114,951.00
Rs. Rs.
47,035.00 2,459.00
Rs. Rs.
1,000.00 6,500.00
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14 12/04/2013 GGNPCP/APR13/28
Rs.
5,613.00
Rs. Rs.
3,202.00 1,480.00
23 18/04/2013 GGNPCP/APR13/43
Rs.
3,535.00
24 19/04/2013 GGNPCP/APR13/44
Rs.
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1,110.00
28 28/04/2013 GGNPCP/APR13/65
Rs.
1,785.00
29 29/04/2013 GGNPCP/APR13/69
Rs.
3,806.00
30 30/04/2013 GGNPCP/APR13/71
Rs.
2,190.00
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Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs. Rs.
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Date
Document No.
Account Name
Purchases Account
Type
Purchases
Debit
Observation
01/04/2013 GGNPPI/OTR/1868
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Annexure-8
From following venders no Agreement was available: No. Name City
V0000027 V0000322 V0000333 V0000335 V0001454 V0001576 V0003122 V0003267 V0004687 V0005850 V0005899 V0006389 V0006473 V0006662 V0008001 V0008047 Quereshi Masala Anil Traders NirmalAgaency Oasis Trading Juneja Coal S W Food &Bevgs P Ltd. K.I. Glassware (I)P Ltd.Delhi Amir Chand Jagdish Kr ExportsX Sai Foods Gurgaon Saraswati Electrical SehraAalam BhaviyaFisherie's ShriShyam Traders R P Traders Tulip Enterprises Lords Wear Pvt. Ltd. Krishna Service Centre Lucknow Gurgaon Gurgaon New Delhi Gurgaon New Delhi New Delhi New Delhi Gurgaon Gurgaon Gurgaon Jaipur Gurgaon Gurgaon Gurgaon New Delhi
Observations
Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available. Agreement not available.
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Annexure-11
Observations on scrutiny of General ledger:
No. Name Debit Amt Credit Amt Balance Observations
Outlet has purchased Hero HF Dawn Bike as on 06/11/2012 from Khanna Automobiles of Rs.42433/- It was observed that the same was shown under Plants & Machinery-Fixed Assets. In actual It should be shown under Vehicles. The outlet has sold Bajaj XD bike as on 29/12/12 for Rs.5000/- and shown the received amount under Short/excess Tender. No opening balance for the Bajaj xd was available in this ledger. The CUH has calculated depreciation on the same @4.5% but as per Section 205 of the Companies Act, 1956 Depreciation @9.5% on SLM method should be charged. Depreciation Amount calculated by CUH @4.5%: Rs. 9992.34 Depreciation Amount @ 9.5%:Rs. 19961.25 Difference Amount: Rs. 9969.34 Due to wrong rate charged by CUH following Difference was Observed: Loss on Sale of Assets calculated by CUH: Rs.28362.00 Actual Loss on sale of Assets : Rs. 18392.75 Difference Amount: Rs.9969.25 Page 23
205040
16,60,364.55
16,60,364.55
205070
Vehicles
43,354.00
-43,354.00
205560
Depn ReserveVehicles
9,992.00
9,992.00
456120
28,362.00
28,362.00
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40 30 46 26 31 38 34 29 25 14 35 36 49 21 28 14 37 64 7
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Black Dog 8Yrs Teachers 50 Vat 69 100 Piper Antiquity Blue Chivas Regal J & B Rare Hennessy VSOP Glenlivet Whisky Fuel Vodka Belevedere Vodka Absolute Blue Vodka Kahalua Liquer Cointreau Liquer Sula Cabrnet Shiraz Wine Sula Blush zinfendal Wine Nine Hills Red Shiraz Wine
Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle Bottle
11 16 7 16 9 9 4 3 2 24 2 23 1 1 8 2 46
11 16 7 16 9 9 4 3 2 24 2 23 1 1 8 2 46
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