1. Computerized Accounting Information Systems OVERVIEW
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2. Transaction Processing System Architectures
A firm’s transaction processing systems may either be manual or computerized
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3. Computerized Transaction Processing System
Display T8 T9

4. Components of the Transaction Processing System
What are some examples of inputs?
customer orders
sales slips
invoices
purchase orders
employee time cards
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5. Components of the Transaction Processing System
Processing involves the use of journals and registers to provide a permanent and chronological record of inputs.
Journals are used to record financial accounting transactions.
Registers are used to record other types of data not directly related to accounting.
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6. Components of the Transaction Processing System
Special journals are used to record similar and recurring transactions.
What are examples of special journals?
sales journal
purchase journal
cash receipts journal
cash disbursements journal
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7. Components of the Transaction Processing System
Source
Documents
Cash
Receipts
Journal
Cash
Disbursements
Journal
General
Journal
Purchases
Journal
Sales Journal
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8. Components of the Transaction Processing System
Ledgers and files provide storage of data in both manual and computerized systems.
Ledgers provide summaries of a firm’s financial accounting transactions.
A file is an organized collection of data.
transaction file
master file
reference or table file
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9. Components of the Transaction Processing System
What is an output?
It is any document generated in the system.
What are some examples of outputs?
trial balance
financial reports
operational reports
paychecks
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10. Designing Double-Entry Systems
An accounting system must “fit” a particular organization.
What must be taken into account in designing an accounting system?
the nature and purpose of the organization
its structural and functional characteristics
its physical layout, products, and services
the personnel who operate the system
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11. Designing Double-Entry Systems
Hierarchical Model of an Accounting System
Financial Statements
Chart of Accounts
Cycles Revenue Expenditure Production
Sales
Purchasing
Inventory
Application Systems
Payroll
Property
Accounts Receivable
Standard Journal Entries
Identify accounts affected by each application system
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12. Designing Double-Entry Systems
Hierarchical Model of an Accounting System
Financial Statements
Chart of Accounts
Cycles Finance Financial Reporting
Cash
General Ledger
Application Systems
Consolidation
Standard Journal Entries
Identify accounts affected by each application system
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13. Designing Double-Entry Systems
What are the four stages involved in the design of an accounting system?
Design a rough classification of accounts, or chart of accounts, and related financial statements and reports.
Review this with management and operating personnel.
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14. Designing Double-Entry Systems
Finalize statements, chart of accounts, and other reports.
Prepare a plan of journalizing and design the necessary business papers and procedures to implement and operate the system.
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15. Designing Double-Entry Systems
The chart of accounts is a listing of all asset, liability, revenue, expense, and equity accounts used in an accounting system.
It is used to achieve an organization’s objectives for financial reporting and control.
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16. Designing Double-Entry Systems
A plan for journalizing and posting transactions involves several steps.
Step 1: Analyze the natures of activities within the four basic transaction cycles.
Revenue cycle
Expenditure cycle
Finance cycle
Production cycle
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17. Designing Double-Entry Systems
It is common to identify a fifth major transaction cycle to group accounts that are not directly affected by transactional activity.
The financial reporting cycle does not process transactions involving external parties.
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18. Designing Double-Entry Systems
Step 2: Group activities within each major transaction cycle into application systems.
An application system processes a logically related set of transactions.
Step 3: Develop a complete set of standard or recurring journal entries.
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19. Designing Double-Entry Systems
What are standard journal entries?
They are pro forma or hypothetical entries that are expected to occur in the normal operation of the system.
They should indicate three items.
The accounts affected by the entry
The source of the entry
The date or period of the entry
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20. Designing Double-Entry Systems
Journal and Journal-Entry Relationship
Sales Journal Page 1
Debits Credits
Accounts
Receivable Sales
Date Reference Customers Other Class 1 Class 2 Services Tax
Number
Standard Journal Entry
No Monthly
DR. 120 Accounts Receivable–Customers
DR. 121 Accounts Receivable–Others
CR Sales–Class 1
CR Sales–Class 2
CR Sales–Services
CR Sales–Tax
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21. Designing Double-Entry Systems
The flow of processing in a manual accounting system is from source documents to journals, journals to ledgers, and from ledgers to financial statements.
Multiple transaction techniques become essential as the volume of transactions grows.
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22. Designing Double-Entry Systems
What is a one-write system?
It is a device that both posts a transaction and journalizes it in the same operation.
A writing board is designed to allow simultaneous recording on several documents arranged and held on a special board.
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23. Designing Double-Entry Systems
What is ledgerless bookkeeping?
It is a form of processing in which source documents are sorted and filed rather than posted to ledgers.
The file of source documents replaces a separate ledger.
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24. Designing Double-Entry Systems
Accounts receivable and accounts payable systems are typically best suited for ledgerless bookkeeping applications.
Ledgerless bookkeeping systems have less redundancy, and therefore less inherent control.
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25. Designing Double-Entry Systems
When computers are used to process transactions, two different modes of processing accounting transactions are possible.
Batch processing
Direct processing
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26. Designing Double-Entry Systems
Batch processing is a form of processing in which batches of transactions are accumulated and processed as a group.
Direct processing is a form of processing in which individual transactions are processed separately.
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27. Designing Double-Entry Systems
What is data validation?
It is the process of reviewing transaction details for accuracy and completeness during input.
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28. Designing Double-Entry Systems
The basic double-entry accounting model contains just three accounts: assets, liabilities, and equity.
Block coding is a way to organize a chart of accounts.
It sets aside a “block” or group of sequential account numbers for each major group of accounts.
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29. Form Design and Records Retention Considerations
Accounting-related forms and papers serve several functions.
What are these functions?
They serve as a physical medium to store and transmit data.
They transmit authority and responsibility.
They assist employees by indicating what data should be recorded.
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30. Form Design and Records Retention Considerations
The fundamental consideration in form design is the user.
Concerning paper forms, optional design features such as multiple colors, prenumbering, and rigid specifications for size and quality of the paper stock are often desirable.
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31. Form Design and Records Retention Considerations
Records retention requirements must be considered in the design of an accounting system.
Various government and tax regulations set specific guidelines and legal requirements over records retention.
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32. Form Design and Records Retention Considerations
Records retention must also be considered from the internal viewpoint of information storage and usage.
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