IBM 1130 User Manual page 112

Section
Subsections Page
20 10
I
20 03
Cancellation and time stamps. As a document
is received at a control point or passed through a
given department, it may be "canceled" by a stamp
to indicate that it has reached or passed through a
certain stage in its processing. Any clerk or oper-
ator handling documents would automatically reject
or return for checking any document not bearing
the correct cancellation. As shown in the accompa-
nying illustration, the use of the time stamp for
cancellation affords, in addition to document control,
a method of achieving work time or production con-
trol, since it furnishes an accurate, unalterable
record of elapsed time for handling.
Matching. The reassembly and matching of
duplicate documents can be used to effect control.
This technique is particularly useful when multiple
copies are prepared, as with carbon copies, and
each copy is then used to prepare records at a
different location, for example, purchasing depart-
ment and receiving department. When all copies
are reassembled and matched at the predetermined
point, the presence of all copies indicates complete
processing.
If
the documents are punched cards,
matching and checking can be done automatically.
Control of factors subject to change. Factors
used for calculations and processing may be re-
viewed and changed from time to time. Examples
of such factors are discounts, selling prices,
credit limits, commission percentages, and in-
ventory reorder levels.
Controls must be established that allow only
authorized changes to be made. This is accomplished
by requiring a signature with each request for change
(see change authorization exhibit). Changes are
documented by printing a register (see change
register exhibit). A copy of the report is routed
back to the initiating department for review and
approval.
Inside Controls
Controls within the data processing installation
should ensure that all transactions are processed
completely and accurately. The series of checks
and balances that make up these controls must
begin with the entry of transactions into the data
processing installation and continue throughout
processing.
PURCHASE ORDER
NEW MEXICO COMPANY
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