Ais Chapter 1

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Data Processing Cycle

Back 1

The operations performed on data to generate meaningful and relevant information. It has four stages: data input, data storage, data processing, and information output

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Source Documents

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Contain initial record of a transaction that takes place.

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Turnaround Documents

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Records of company data sent to an external party and then returned to the system as input. Prepared in machine-readable form to facilitate their subsequent processing as input records.

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Source Data Automation

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(SDA) THe collection of transaction data in machine-readable form at the time and place of origin (Optical scanners and ATMs)

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General Ledger

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Ledger that contains summary-level data for every asset, liability, equity, revenue, and expense account of the organization

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Subsidiary Ledger

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Ledgers used to record the detailed data for any general ledger account that has many individual sub accounts. (Ex: AR, Inventory, Fixed Assets, AP)

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Control Account

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A general ledger account that summarizes the total amounts recorded in the subsidiary ledger. The AP control account in the general ledger represents the total amount owed to all vendors.

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Coding

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1. The systematic assignment of numbers or letters to items to classify and organize them. 2. Writing program instructions that direct a computer to perform specific data processing tasks

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Sequence Code

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Documents are numbered consecutively to account for them. Gaps in the sequence code indicate missing documents that should be investigated.

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Block Code

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Blocks of numbers within a numerical sequence that are reserved for categories having meaning to the user.

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Group Code

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Two or more subgroups of digits that are used to code an item. A group code is often used in conjunction with a block code.

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Mnemonic Code

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Letters and numbers are interspersed to identify an item. Ex: Dry300W05 with each letter/number group representing something.

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Chart of Accounts

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A listing of all balance sheet and income statement account number codes

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General Journal

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Ledger that contains summary-level data for every asset, liability, equity, revenue, and expense account of the organization

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Specialized Journal

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Journals where large nubers of repetitive transactions, such as credit sales, cash receipts, purchases on account, and cash disbursements, are recorded

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Audit Trail

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A path that allows a transaction to be traced through a data processing system from the point of origin to final output or backwards from the final output to point of origin. It is used to check the accuracy and validity of ledger [postings and to trace changes in general ledger accounts from their beginning balance to their ending balance.

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Entity

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The item about which information is stored in a record. (Ex: employee, an inventory item and a customer)

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Attribute

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Characterisitcs of interest in a file or database; the different individual properties of an entity. (Ex: Employee number, pay rate, name and address)

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Field

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The part of a data record that contains the data value for a particular attribute. (Column)

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Record

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A set of logically related data items that describe specific attributes of an entity, such as all payroll data relating to a single employee (Row)

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Data Value

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The actual value stored in a field. It describes a particular attribute of an entity.

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File

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A set of logically related records, such as the payroll records of all employees.

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Master File

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A permanent file of records that stores cumulative information about an organization's resources and the agents with whom it interacts. As transactions take place, individual records within a master file are updated to keep them current.

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Transaction File

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File that contains the individual business transactions that occur during a specific fiscal period. A transaction file is conceptually similar to a journal in a manual AIS.

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Database

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A set of interrelated, centrally controlled data files that are stored with as little data redundancy as possible. A database consolidates records previously stored in separate files into a common pool and serves a variety of users and data processing applications.

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Batch Processing

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Accumulating transaction records into groups or batches for processing at a regular interval such as daily or weekly. The records are usually sorted into some sequence before processing.

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Online, Real-Time Processing

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The computer system processes data immediately after capture and provides updated information to the user on a timely basis

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Document

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Record of transaction or other company data such as checks, invoices, receiving reports, and purchase requisitions.

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Report

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System output organized ina meaningful fashion. used by employees to control operational activities, by managers to make decisions and design strategies, and by investors and creditors to gather information about a company's business activities.

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Query

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A request for specfic information from a computer. When the information is found, it is retrieved, displayed, or analyzed as requested. Queries are often used with a database management system to extract data from the database.

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Enterprise Resource Planning (ERP) system

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A system that integrates all aspects of an organization's activities into one accounting information system

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Enterprise Resource Planning (ERP) system

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A system that integrates all aspects of an organization's activities into one accounting information system