Order Entry Controls for an Automated System
Order entry controls are measures taken to ensure the accuracy and security of data when a customer places an order in an automated system. These controls are important to prevent errors, fraud, and data breaches. Here are some common types of order entry controls for an automated system:
- Authorization Control: This control checks whether the person making the order has the authority to do so. This is often done by requesting a username and password or other forms of identification.
- Data Validation: This type of control verifies the accuracy of the data entered. For instance, it checks whether all required fields have been filled in and whether the format of the data is correct. An example could be checking whether the zip code entered matches the city and state, or checking the format of the email address.
- Error Prompting: If the system detects an error, such as missing information or incorrect data format, it should prompt the user to correct it before the order can be submitted.
- Quantity and Pricing Control: The system should accurately calculate the total cost based on the quantity and price per item. It should also accurately apply any discounts, taxes, or shipping charges.
- Access Control: To protect sensitive data, access to the order entry system should be limited to authorized personnel only. This can be accomplished through the use of passwords, multi-factor authentication, or biometric systems.
- Encryption: To protect data during transmission, all sensitive data (such as credit card information) should be encrypted using secure protocols.
- Review and Confirmation: Before finalizing the order, the user should be given the opportunity to review all order details and make any necessary changes.
- Order Tracking: Once an order is placed, the system should generate a unique tracking number that the customer can use to track the progress of the order.
These are just a few examples. The specific controls needed will vary depending on the nature of the business, the complexity of the ordering process, and the potential risks involved.
Example of Order Entry Controls for an Automated System
Let’s consider an example of an e-commerce company, “E-Shop,” to demonstrate how order entry controls might work in an automated system:
- Authorization Control: Jane, a customer, logs into her account on E-Shop’s website with her unique username and password. The system verifies her credentials before allowing her to place an order.
- Data Validation: Jane chooses a product and proceeds to checkout. The system validates the information she enters, such as her shipping address and payment details. For instance, if she enters a zip code that doesn’t match the city, the system flags it and asks her to correct it.
- Error Prompting: Jane accidentally leaves a required field blank. The system immediately prompts her to fill in the missing information before she can proceed.
- Quantity and Pricing Control: Jane decides to buy three units of the product. The system automatically calculates the total price based on the unit price and quantity. It also adds any applicable taxes and shipping charges.
- Access Control: E-Shop’s system allows only authorized employees to access customer order details, ensuring Jane’s personal information is not exposed to unauthorized personnel.
- Encryption: Jane’s payment information, such as her credit card details, is encrypted during transmission to protect it from potential cyber threats.
- Review and Confirmation: Before finalizing the order, the system gives Jane a chance to review her order details. She notices a mistake in the shipping address, corrects it, and then confirms the order.
- Order Tracking: After Jane places the order, the system generates a unique order number that Jane can use to track the progress of her order on the website.
This example shows how various controls can help ensure accuracy and security in an automated order entry system. However, in reality, the process can be more complex and may include additional controls based on the specific needs of the business.
