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7-1
Computerized Computerized Accounting Accounting
SystemsSystems
Computerized Computerized Accounting Accounting
SystemsSystemsElectronic Presentation by Douglas Cloud
Pepperdine University
Electronic Presentation by Douglas Cloud
Pepperdine University
Chapter Chapter F7F7
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1. Identify the primary components of a computerized accounting system.
2. Describe the components of a computerized accounting system used to process data and produce useful information.
3. Describe how data are processed in various modules of an accounting system.
ObjectivesObjectivesObjectivesObjectives
Once you have Once you have completed this chapter, completed this chapter, you should be able to:you should be able to:
Once you have Once you have completed this chapter, completed this chapter, you should be able to:you should be able to:
ContinuedContinuedContinuedContinued
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4. Explain the use of relational databases to perform accounting functions.
5. Describe how a database system can be used to create a simple accounting system.
ObjectivesObjectivesObjectivesObjectives
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11ObjectiveObjectiveObjectiveObjective
Identify the primary components of a computerized accounting system.
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Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Systems that integrate most of the business information functions as a basis for management decisions are referred to as enterprise resource
planning (ERP) systems.
Systems that integrate most of the business information functions as a basis for management decisions are referred to as enterprise resource
planning (ERP) systems.
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The sales module receives order data from customers and maintains accounts receivable
information.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The purchases and inventory management module provides purchase order data to vendors.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Vendors are those who supply Vendors are those who supply specific products to a company.specific products to a company.Vendors are those who supply Vendors are those who supply
specific products to a company.specific products to a company.
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The human resources module maintains data about
employees, including hours worked and wage rates.
It is used for preparing payroll and It is used for preparing payroll and payroll tax information.payroll tax information.
It is used for preparing payroll and It is used for preparing payroll and payroll tax information.payroll tax information.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The production module tracks the flow of costs through the
manufacturing process.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The asset management module identifies long-term asset costs, their expected useful lives, and where these assets are located
in the company.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The financial management module keeps track of debt,
repayment schedules, interest rates, and shareholder
information.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Exhibit Exhibit 11Exhibit Exhibit 11 Components of an Accounting Information System
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The general ledger/financial reporting module provides
information for use by external stakeholders, including
shareholders and government regulators.
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
Components of a Computerized Components of a Computerized Accounting SystemAccounting System
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Subsidiary AccountsSubsidiary AccountsSubsidiary AccountsSubsidiary Accounts
Mom’s Cookie Company
Subsidiary accounts include transactions for Mom’s Cookie Company’s individual
customers, suppliers, or products. Records for all subsidiary accounts of a particular
type are maintained in a subsidiary ledger.
Subsidiary accounts include transactions for Mom’s Cookie Company’s individual
customers, suppliers, or products. Records for all subsidiary accounts of a particular
type are maintained in a subsidiary ledger.
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Control AccountsControl AccountsControl AccountsControl Accounts
Control accounts are summary accounts that maintain totals for all subsidiary
accounts of a particular type.
Control accounts are summary accounts that maintain totals for all subsidiary
accounts of a particular type.
Example: Example: The balance for The balance for Accounts Accounts Receivable Receivable is the sum of the is the sum of the balances of all subsidiary accounts balances of all subsidiary accounts for the company’s customers.for the company’s customers.
Example: Example: The balance for The balance for Accounts Accounts Receivable Receivable is the sum of the is the sum of the balances of all subsidiary accounts balances of all subsidiary accounts for the company’s customers.for the company’s customers.
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Control AccountsControl AccountsControl AccountsControl Accounts
Records for each control account are maintained in a company’s general ledger.
Records for each control account are maintained in a company’s general ledger.
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22Describe the components of a computerized accounting system used to process data and produce useful information.
ObjectiveObjectiveObjectiveObjective
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Exhibit 2Exhibit 2Exhibit 2Exhibit 2 Data Processing in a Computerized Information System
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Using computer networks, such as
the Internet, to make customer sales is referred
to as E-business.
Using computer networks, such as
the Internet, to make customer sales is referred
to as E-business.
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Application software includes
the computer programs that
permit data to be recorded and processed.
Application software includes
the computer programs that
permit data to be recorded and processed.
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A database is a set of computerized files
in which company data are stored in the form that facilitates
retrieval and updating of the data.
A database is a set of computerized files
in which company data are stored in the form that facilitates
retrieval and updating of the data.
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A database management system
controls database functions to ensure data are recorded properly and are accessed only by authorized users.
A database management system
controls database functions to ensure data are recorded properly and are accessed only by authorized users.
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Exhibit Exhibit 44Exhibit Exhibit 44 A Computer Network
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A computer network is a set of hardware
devices that are linked so they can
exchange data among themselves using
software.
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33Describe how data are processed in various modules of an accounting system.
ObjectiveObjectiveObjectiveObjective
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CustomerCustomer SalesSales
sales order
Sales fileSales file
Customer fileCustomer file
invoice AccountingAccountingGeneral General
Ledger filesLedger files
ShippingShipping
cash
goodsInventory fileInventory file
A Sales Processing ModuleExhibit 5Exhibit 5Exhibit 5Exhibit 5
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Good internal controls requires that the personnel who account
for the cash should not also have physical access to the cash.
Good internal controls requires that the personnel who account
for the cash should not also have physical access to the cash.
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A Purchases and Inventory Management Module
Exhibit 6Exhibit 6Exhibit 6Exhibit 6
Purchase orderVendorVendor PurchasingPurchasing Vendor filesVendor files
invoiceAccountingAccounting
General General Ledger filesLedger files
ReceivingReceiving
cash
goodsInventory filesInventory files
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The Purchasing and Inventory The Purchasing and Inventory Management ModuleManagement Module
The Purchasing and Inventory The Purchasing and Inventory Management ModuleManagement Module
The interaction of a company
and its suppliers is known as
supply-chain management.
The interaction of a company
and its suppliers is known as
supply-chain management.
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A Human Resources ModuleExhibit 7Exhibit 7Exhibit 7Exhibit 7
Time workedEmployeeEmployee ProductionProduction Production filesProduction files
AccountingAccountingGeneral General
Ledger filesLedger files
PersonnelPersonnel
Cash
Employee filesEmployee filesGovernmentGovernment
Cash and payroll tax information
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A Production ModuleExhibit 8Exhibit 8Exhibit 8Exhibit 8
Orders/ forecastSalesSales ManufacturingManufacturing Inventory filesInventory files
Cost accounting
Cost accounting General General
Ledger filesLedger files
Stores/ warehouse
Stores/ warehouse Plant Asset filesPlant Asset files
Employee filesEmployee files
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44Explain the use of relational databases to perform accounting functions.
ObjectiveObjectiveObjectiveObjective
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Relational DatabaseRelational DatabaseRelational DatabaseRelational Database
A relational database is a set of related files that are linked so that files can be updated and information can be retrieved from the
files efficiently.
A relational database is a set of related files that are linked so that files can be updated and information can be retrieved from the
files efficiently.
A table is a file that contains data represented
as rows and columns. Each column identifies a particular attribute of the
entity or process described in the table.
A table is a file that contains data represented
as rows and columns. Each column identifies a particular attribute of the
entity or process described in the table.
Each attribute in the table is referred to as
a field.
Each attribute in the table is referred to as
a field.
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55Describe how a database system can be used to create a simple accounting system.
ObjectiveObjectiveObjectiveObjective
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Copying and Opening Copying and Opening the Databasethe Database
Copying and Opening Copying and Opening the Databasethe Database
It is highly recommended
that the database be copied to a
hard drive before it is used.
It is highly recommended
that the database be copied to a
hard drive before it is used.
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Copying and Opening Copying and Opening the Databasethe Database
Copying and Opening Copying and Opening the Databasethe Database
It is a good idea to make several
copies of the database under
different names.
It is a good idea to make several
copies of the database under
different names.
MomsCookies1.mdb, MomsCookies 2.mdb, etc.MomsCookies1.mdb, MomsCookies 2.mdb, etc.MomsCookies1.mdb, MomsCookies 2.mdb, etc.MomsCookies1.mdb, MomsCookies 2.mdb, etc.
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Database ContentsDatabase ContentsDatabase ContentsDatabase Contents
Tables contain the data stored in the system.
Queries are short programs that permit a user to obtain data from one or more tables.
Forms provide a means for entering or reading data stored in the database.
Reports provide summary information intended primarily to be printed.
ContinuedContinuedContinuedContinued
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Database ContentsDatabase ContentsDatabase ContentsDatabase Contents
Macros are sequences of steps a user performs to complete a particular task.
Pages provide a means of creating web documents for accessing a database.
Modules are computer programs to provide higher level functions in the database.
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THE ENDTHE END
CCHAPTERHAPTER F7 F7
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