Exam 1
Question 8
Question 9
Question 14
Question 11
• Key word is “Services Received”
• There is no packing slip for services…
• It is called a “Payment Voucher”, “Payment authorization”, or
“Service Voucher”.
A document cannot appear out of thin air. It
must either be created by a process, or…
come from an outside entity.
or be pulled from a file
or come from another page…
The generic term for a simple collection of data
elements, gathered for convenience, for capture,
transportation, organization and storage, and used
in … business activity forming part of a transaction,
is called…
Document
Information
Information System
• Means:
• Medians:
83.3, 83.1, 81.2,
82, 85, 80
• Historic Mean: 77.2
• Historic Median: 76.8
• Maximums:
• Minimums:
100, 95, 99
64, 66, 61
• Historic Max: 100
• Historic Min: 32
• Average Max: 98.3
• Average Min: 58.1
•
•
•
•
•
A’s
B’s
C’s
D’s
F’s
9, 7, 8
12, 12, 9
5, 8, 11
3, 3, 4
0, 0, 0
A
F
A
F
Unit 13
Computerized AIS
October 14, 2015
Major Transaction Cycles
• Purchasing Cycle
–
–
–
–
–
Acquisitions Cycle
Disbursements Cycle
Payables Cycle
Expenditures Cycle
etc.
DOCUMENTS
• Revenue Cycle
–
–
–
–
JOB TITLES
Sales Cycle
Cash Receipts Cycle
Receivables Cycle
etc.
• Payroll Cycle
– Human Resources Cycle
– Labor Cycle
– etc.
PROCESSES
Minor Transaction Cycles
• Research and Development (R&D) Cycle
• Financing Cycle
• Sometimes called the Capital Acquisition and Repayment Cycle
• Fixed Assets Cycle
• Sometimes called the Capital Asset Acquisition Cycle
• Manufacturing Cycle
• Sometimes called the Conversion Cycle or Production Cycle
The ACCOUNTING CYCLE
is NOT a Transaction Cycle!
Most Computerized AIS’s
•
•
•
•
•
Are documents-centric
Use computer-based documents
Use the same documents as a manual system
Assume the same information flows “ “ “ “
Parallel the classic transaction cycles
Digital Hierarchy
• Bit: a single binary storage location
• Byte: a set of 8 bits
• Character: A symbol from a human language, represented by a specified
combination of bits (usually a specific byte)
• Data Element:
The definition assigned to a unit of data that refers to
some elemental real-world meaning
• Field:
a storage location designated to hold the various values of a given data
element
• Record:
A collection of diverse fields which taken collectively produce
information about a single object, entity, activity, or occurrence
• File:
A collection of records holding identical fields, containing information
about a collection of objects, entities, activities, or occurrences.
Digital Hierarchy
• Bit: a single binary storage location
• Byte: a set of 8 bits
• Character: A symbol from a human language, represented by a specified
combination of bits (usually a specific byte)
• Data Element:
The definition assigned to a unit of data that refers to
some elemental real-world meaning
• Field:
a storage location designated to hold the various values of a given data
element
• Record:
A collection of diverse fields which taken collectively produce
information about an object, entity, activity, or occurrence
• File:
A collection of records holding identical fields, containing information
about a collection of objects, entities, activities, or occurrences.
• Database:
A collection of files related to each other
Types of Files
• Master Files
• Transaction Files
– Header file
– Line-Item file
• Control Files (configuration or setup files)
• Journal Files
• System Log Files
MASTER FILES
• Contain information about an entity or object
–
–
–
–
Employee Master File
Product Master File
Customer Master File
Vendor Master File
• Primary key is used as a lookup
to retrieve information about the entity or object
for use in processing transactions
TRANSACTION FILES
• Each record contains information about a
single transaction
• Usually every single document within the
transaction has its own transaction files
TRANSACTION FILES
–
–
–
–
–
–
–
–
Purchase Requisition File
Purchase Order File
Merchandise Receipts File
Accounts Payable File
Open Orders File
Shipped Orders File
Billing Invoice File
Accounts Receivable File
TRANSACTION FILES
• Header File
• Line-Item File
• Primary Key is usually a master transaction
“number”, but each document often has its own
unique identification number too.
TRANSACTION FILES
• Header File
• Line-Item File
• Primary Key is usually a master transaction
“number”, but each document often has its own
unique identification number too.
CONTROL FILES
• Also called “Configuration Files”
• These files control how the software is setup
and operates
• Typically these are set once and forgotten.
CONTROL FILES
•
•
•
•
•
•
•
•
•
FIFO/LIFO/Average Cost/Specific Cost
Default values for FOB, Freight Terms, Credit Terms, etc.
User IDs and passwords
Permissions (for file access)
Printers
Other Defaults
Department master file
Zip Code master file
Sales Region master file
JOURNAL FILES
• Specialty Journals, and…
• What most people call “Listings” or Logs
•
•
•
•
•
•
•
Order Logs
Cash Receipts Journal
Cash Disbursements Journal (check register)
Client sign-in logs
Shipping logs
Receiving logs
Truck entrance logs
SYSTEM LOGS
• User Sign-In, Sign-Out, Activity
• Addition of new customers, deletions, etc.
• Changes of entries to master files, setup files, etc.
Screens, Reports, Documents
• Introduction to Case 1