Internal Controls & Ethical Standards Flashcards

What is the primary purpose of internal controls in accounting?

Answer: To safeguard assets and ensure accuracy

Internal controls are processes implemented by a company to provide reasonable assurance regarding the achievement of objectives. Their primary purpose in accounting is to protect the company's assets from theft or misuse, ensure the accuracy and reliability of financial reporting, and promote operational efficiency.

Which control helps prevent unauthorized access to accounting systems?

Answer: User access controls

User access controls are a critical internal control that restricts who can access specific accounting systems, data, and functions based on their role and responsibilities. This prevents unauthorized individuals from viewing, modifying, or deleting sensitive financial information, thereby safeguarding data integrity and preventing fraud.

What is segregation of duties?

Answer: Separating responsibilities among employees

Segregation of duties is a key internal control principle that involves dividing critical tasks, such as authorization, record-keeping, and asset custody, among different individuals. This prevents any single person from having complete control over a transaction, significantly reducing the risk of error, fraud, or misuse of assets.

Which of the following is an example of a detective control?

Answer: Reconciliations

Detective controls are designed to identify errors or irregularities that have already occurred. Reconciliations, such as bank reconciliations or accounts receivable reconciliations, compare two independent sets of records to find discrepancies, thus detecting potential issues after a transaction has been processed.

Why is ethics important in bookkeeping?

Answer: To ensure honesty and public trust

Ethics in bookkeeping is paramount because financial records must be accurate, reliable, and transparent to maintain trust among stakeholders, including investors, creditors, and the public. Upholding ethical standards ensures the integrity of financial reporting and compliance with laws and regulations.

What should a bookkeeper do if they discover fraudulent activity?

Answer: Report it promptly

A bookkeeper has an ethical and often legal obligation to report any discovered fraudulent activity promptly to appropriate management or authorities. Ignoring or covering up fraud can lead to severe legal consequences for both the individual and the company, and undermines the integrity of financial reporting.

What is an audit trail?

Answer: A record of transactions and changes

An audit trail is a chronological record of financial transactions and system activities, showing who performed what action, when, and from where. It provides a verifiable path for auditors to trace financial data from its source to its final resting place in the financial statements, ensuring accountability and detecting irregularities.

Which principle emphasizes doing what is right and fair in bookkeeping?

Answer: Integrity

Integrity is a fundamental ethical principle in bookkeeping and accounting, emphasizing honesty, truthfulness, and fairness in all professional activities. It requires bookkeepers to act with uprightness and to avoid misrepresentation or subordination of judgment, thereby ensuring the reliability of financial information.

How often should internal controls be reviewed?

Answer: Regularly

Internal controls should be reviewed regularly to ensure they remain effective, relevant, and adapted to changes in the business environment, technology, or regulations. Regular reviews help identify weaknesses, prevent control breakdowns, and maintain the integrity of financial operations and reporting, safeguarding assets and data.