Exercises for Document Flowchart

CASE A

The customer completes the purchase order form and sends it to the mailroom. When the forms from the customers reach the mailroom they are sorted alphabetically and forwarded to the order entry department. The details on the forms are keyed into the computer, with the computer checking stock availability by accessing the inventory master file. Once all data is entered into the form the order entry person reads over the details on the screen and then clicks the Save button, with the order then stored on the orders received file. Two copies of the order are then printed out, with one sent to the warehouse. The other copy is filed by customer name in the order entry department.

CASE B

The customer completes the credit card payment form and sends it to accounts receivable. When it reaches accounts receivable the forms keyed into the computer, with the computer comparing the credit card number entered against the list in the credit customer file. Once all forms are entered the details are displayed on the computer screen and the person in accounts receivable clicks the Save button, with the details stored in the credit payments received file. Two copies of a credit receipts report are then printed. One copy of the report is sent to the credit manager. The other copy is reviewed by the accounts manager and filed by customer name in the payments report file.

CASE C

The customers purchasing officer prepares a purchase order, which is sent to the suppliers ordering department. As the order details are entered into the computer it retrieves the customer details from the approved customers file. The order is displayed on the screen and reviewed by the ordering department and then confirmed, by clicking on the Confirm Order button, and stored by the computer in the orders received data file. A confirmed order is then printed, with one copy going to the warehouse, where it is filed by order number, and the second copy going to accounts receivable.

CASE D

The billing department receives the shipped goods form from the warehouse. These details are entered into the computer, which confirms the details of the goods shipped that have been entered against the details of the order in the Orders received file and displays the details on the computer screen. The billing department then clicks on Confirm invoice and the details saved in the invoice data file. A copy of the invoice is then printed and signed by the billing department and sent to accounts receivable, who files it by customer name.