Parts Counter Invoices

Internal Controls

Accounting Controls

Voided Parts Counter Invoices should be filed intact and signed by an authorized Parts and Accessories Department employee.

Parts Counter Invoices should be filed in numerical sequence.  If the “in-house” computer system uses an electronic document-viewing program, all Parts Counter invoices should be scanned into the computer system.

Parts Counter Invoices should be checked for numerical continuity to the Parts and Accessories Counter Sales Journal.  Any missing invoices should be followed up and brought to the attention of management.

No cash refunds should be made for merchandise returned without receipt of the original sale document.  The original sale document for merchandise returned should be attached to the document issued for refunds or credits.

Credit memos and cash refund documents should be signed by the customer and by an authorized Parts and Accessories employee.

Parts Counter Invoices should be promptly completed and recorded.

The Parts and Accessories Department should take advantage of stock order allowances and other purchase discount opportunities and factory return plans.

All Parts Counter Invoices should be prepared in ink and contain evidence of management approval where changes are made.

Unauthorized persons should not have access to the parts stockroom.

A clear policy should be established for discounts on purchases for volume customers and employees.

Charge procedures should be clearly set forth and made known to all Parts and Accessories Department employees.

The department manager authorizing the purchase should sign internal Parts Counter Invoices.