Understanding the Data Processing Cycle and Data Storage

1. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 1 of 43 The data processing cycle consists of four steps: Data input Data storage Data storage Data processing Information output TRANSACTION PROCESSING: THE DATA PROCESSING CYCLE

2. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 2 of 43 Data needs to be organized for easy and efficient access. Lets start with some vocabulary terms with respect to data storage. DATA STORAGE

3. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 3 of 43 Ledger DATA STORAGE A ledger is a file used to store cumulative information about resources and agents. We typically use the word ledger to describe the set of t-accounts. The t-account is where we keep track of the beginning balance, increases, decreases, and ending balance for each asset, liability, owners equity, revenue, expense, gain, loss, and dividend account.

4. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 4 of 43 Ledger Following is an example of a ledger account for accounts receivable: DATA STORAGE

5. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 5 of 43 Ledger General ledger DATA STORAGE The general ledger is the summary level information for all accounts. Detail information is not kept in this account.

6. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 6 of 43 Ledger General ledger DATA STORAGE Example: Suppose XYZ Co. has three customers. Anthony Adams owes XYZ $100. Bill Brown owes $200. And Cory Campbell owes XYZ $300. The balance in accounts receivable in the general ledger will be $600, but you will not be able to tell how much individual customers owe by looking at that account. The detail isnt there.

7. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 7 of 43 Ledger General ledger Subsidiary ledger DATA STORAGE The subsidiary ledgers contain the detail accounts associated with the related general ledger account. The accounts receivable subsidiary ledger will contain three separate t- accountsone for Anthony Adams, one for Bill Brown, and one for Cory Campbell.

8. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 8 of 43 Ledger General ledger Subsidiary ledger DATA STORAGE The related general ledger account is often called a control account. The sum of the subsidiary account balances should equal the balance in the control account.

9. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 9 of 43 Ledger General ledger Subsidiary ledger Coding techniques DATA STORAGE Coding is a method of systematically assigning numbers or letters to data items to help classify and organize them. There are many types of codes including: Sequence codes Block codes Group codes

10. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 10 of 43 Ledger General ledger Subsidiary ledger Coding techniques DATA STORAGE With sequence codes , items (such as checks or invoices) are numbered consecutively to ensure no gaps in the sequence. The numbering helps ensure that: All items are accounted for There are no duplicated numbers, which would suggest errors or fraud

11. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 11 of 43 Ledger General ledger Subsidiary ledger Coding techniques DATA STORAGE When block codes are used, blocks of numbers within a numerical sequence are reserved for a particular category. EXAMPLE: The first three digits of a Social Security number make up a block code that indicates the state in which the Social Security number was issued: 001-003 New Hampshire 004-007 Maine 008-009 Vermont

12. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 12 of 43 Ledger General ledger Subsidiary ledger Coding techniques DATA STORAGE When group codes are used, two or more subgroups of digits are used to code an item. EXAMPLE: The code in the upper, right-hand corner of many checks is a group code organized as follows: Digits 1-2 Bank number Digit 3 Federal Reserve District Digits 4-7 Branch office of Federal Reserve Digits 8-9 State

13. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 13 of 43 Ledger General ledger Subsidiary ledger Coding techniques DATA STORAGE Group coding schemes are often used in assigning general ledger account numbers. The following guidelines should be observed: The code should be consistent with its intended use, so make sure you know what users need. Provide enough digits to allow room for growth. Keep it simple in order to: Minimize costs Facilitate memorization Ensure employee acceptance Make sure its consistent with: The companys organization structure Other divisions of the organization

14. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 14 of 43 Ledger General ledger Subsidiary ledger Coding techniques Chart of accounts DATA STORAGE The chart of accounts is a list of all general ledger accounts an organization uses. Group coding is often used for these numbers, e.g.: The first section identifies the major account categories , such as asset, liability, revenue, etc. The second section identifies the primary sub-account , such as current asset or long-term investment. The third section identifies the specific account , such as accounts receivable or inventory. The fourth section identifies the subsidiary account , e.g., the specific customer code for an account receivable. The structure of this chart is an important AIS issue, as it must contain sufficient detail to meet the organizations needs.

15. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 15 of 43 Ledger General ledger Subsidiary ledger Coding techniques Chart of accounts DATA STORAGE Table 2-4 in your textbook contains the chart of accounts for S&S. What is the account number for federal unemployment taxes payable? What is the account number for cost of goods sold? What is the range of account numbers for expenses? With this chart of accounts, can S&S easily distinguish the costs they incur for automobile insurance from the costs for health insurance?

16. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 16 of 43 Ledger General ledger Subsidiary ledger Coding techniques Chart of accounts Journals DATA STORAGE In manual systems and some accounting packages, the first place that transactions are entered is the journal. A general journal is used to record: Non-routine transactions, such as loan payments Summaries of routine transactions Adjusting entries Closing entries A special journal is used to record routine transactions. The most common special journals are: Cash receipts Cash disbursements Credit sales Credit purchases

17. 2006 Prentice Hall Business Publishing Accounting Information Systems, 10/e Romney/Steinbart 17 of 43 Ledger General ledger Subsidiary ledger Coding techniques Chart of accounts Journals Audit trail DATA STORAGE An audit trail exists when there is sufficient documentation to allow the tracing of a transaction from beginning to end or from the end back to the beginning. The inclusion of posting references and document numbers enable the tracing of transactions through the journals and ledgers and therefore facilitate the audit trail.