Susie Jacobs provides cleaning service to local businesses. One of her employees is a computer science major and has offered to build a database, but he is not sure how to design an accounting system. She has contacted your company to design a database to help her track her revenues. If she likes the system, she will have you design more of the system. Jacobs' Cleaning Service currently employs 22 students on a part-time basis. She has 47 businesses under contract. Businesses sign up for the service and Susie enters their customer information into the system. Customers call in on a weekly basis if they want to request services (i.e. regular cleaning, carpet cleaning, window cleaning). When a customer call is received, the bookkeeper records the services requested on a service request form. Employees report for work each evening and the supervisor gives them jobs to perform in completing the service requests. The supervisor lists out all of the services to be performed for a business that night and the jobs to be completed by each employee on a service completion form. Susie owns all of the janitorial equipment used in the business and has an inventory of cleaning supplies. In addition to recording the actual hours used to complete each job they are assigned, employees must record the equipment and supplies used to complete all of their work on the service completion form. In this way, the completion form serves as thebasis for computing employee payroll as well as for reducing inventory balances in supplies and tracking equipment usage. Each night, when the service is completed and the completion form filled out, employees leave one copy of the service completion form at the business to verify to the business owner that services were performed (something like an invoice) and return a second copy to the bookkeeper who enters the information into an Excel spreadsheet. The company's accounts receivable balance is automatically updated when the service completion form is entered. At the end of each month, the bookkeeper prints customer statements based on information from the service requests and service completion forms. Statements list the service request, service completion and individual services performed during the month as well as the cost for each service. Customers remit their payments by mail. The bookkeeper records these cash receipts. Susie deposits all payments received for a given day in the bank and records the deposit in the Excel-based accounting records showing the checking account number, total amount of the deposit, and associated cash receipts.
1. Descriptive information about standard services performed by Jacobs' is shown in a separate resource data table.
2. A resource table showing the various employee services/jobs (Cleaning, Supervisory, etc.) that can be performed is also maintained and is used when recording employee services performed for the service completions.
3. Each service completion form lists information for only one business. Several services may be listed on each service completion form. Each service completion for must have at least one employee working on at least one job, but may have more than employee. Some services require no equipment or supplies; others require many different supplies and equipment. Adapted from Stacy E. Kovar, Kansas State University 2
4. Cash receipts are applied to the appropriate service completion form through a procedure in the accounting spreadsheet. Each receipt can apply to more than one service completion form, with each service completion being payable with multiple cash receipts.
5. A sample Service Completion Form is provided at the bottom of this document.
1. Prepare a document or hybrid flowchart that shows all the recording, maintenance and reporting explicitly mentioned above
2. Prepare an REA data model for Jacobs' Cleaning Service revenue cycle.
3. Convert the REA diagram into a set of database tables. Note that you do not have to implement the tables in Access.
4. Prepare a report for Susie's Cleaning Service. Be sure to describe all diagrams and tables.
5. Bill your client for the hours worked by partner (one invoice only).