WINDHOEK – Many shortcomings were identified and corrected with the Ear Tag Ordering System or ETO in the 2012/13 financial year after the Auditor-General observed that no proper reconciliation was done between the ETO and Pastel systems, which resulted in the ear-tag account having unreconciled debts amounting to N$53 922.
This was revealed in the Auditor-General’s report on the Meat Board on Monday. Auditor-General Junias Etuna Kandjeke recommended that the Meat Board investigate the weaknesses in the ear tag system and put proper management controls in place. In addition the Meat Board is advised to perform reconciliation timeously to avoid possible irregularities and errors. The ETO was developed as an ear tag distribution system with functionality to create an order file for bulk orders from the supplier Allfex, as well as the importation of the associated file to revive the consignment of tags in stock. It further has the functionality to revive orders from agents/clients allowing for the packaging and printing of associated cards and allocations of ear tag numbers to individual owners. Different checks are built in to assist with the control of the stock, in this case – ear tag numbers. Tags are scanned in and only sequential numbers from the original box can be scanned. The numbers are preloaded with an electronic file (return file) received from Allflex with each consignment.
The main shortcoming of ETO is that it is not a financial system, but a distribution system prioritising integrity in terms of livestock identification. Therefore, only basic financial capability was developed, as originally requested, the report notes. Data is exported into Pastel where the financial processes are done. Manual processes were implemented to ensure the functioning of the financial component, which unfortunately created problems. For example credit notes could not be issued on ETO and if tags were cancelled (that were invoiced already), it stayed on the shelves (without reversing the invoice) until the tags could be distributed to another farmer. With the implementation of the shared services function new financial processes were implemented and existing processes were re-evaluated.
By Staff Reporter