Professional Documents
Culture Documents
Business Processes
Chapter 2
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Learning Objectives
1
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Learning Objective 1
Explain the three basic functions
an accounting information system
(AIS) performs.
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Introduction
2
3
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Introduction
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Introduction
This chapter:
Describes how data about business
activity is collected, processed and
transformed into useful information for
management
Then, it will introduce the concept of
internal controls
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
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2.
3.
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5.
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Expenditure
Cycle
Human
Resources
Revenue
Cycle
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Learning Objective 2
Describe the documents and
procedures used in an AIS to collect
and process transaction data.
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Data input
Data storage
Data processing
Information Output
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Common Source
Documents and Functions
REVENUE CYCLE
Source Document
Function
Sales order
Delivery ticket
Remittance advice
Receive cash.
Deposit slip
Credit memo
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Common Source
Documents and Functions
EXPENDITURE CYCLE
Source Document Function
Purchase requisition
Request items.
Purchase order
Order items.
Receiving report
Receive items.
Check
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Common Source
Documents and Functions
HUMAN RESOURCES CYCLE
Source Document
Function
W4 forms
Collect employee
withholding data.
Time cards
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Common Source
Documents and Functions
GENERAL LEDGER AND
REPORTING SYSTEM
Source Document
Function
Journal voucher
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Credit sales
Cash receipts
Purchases on account
Cash disbursements
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Page 5
Invoice
Number
Account
Debited
Account
Number
Dec. 1
201
Lee Co.
120-122
800.00
Dec. 1
202
May Co.
120-033
700.00
Dec. 1
203
DLK Co.
120-111
900.00
Date
Post
Ref.
TOTAL:
Amount
2,400.00
120/502
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Post Transactions to
Ledgers
Ledgers are used to summarize the
financial status, including the current
balance, of individual accounts.
The general ledger contains
summary-level data for every asset,
liability, equity, revenue, and expense
account of an organization.
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Post Transactions to
Ledgers
A subsidiary ledger records all the
detailed data for any general ledger
account that has many individual
subaccounts.
What are some commonly used
subsidiary ledgers?
accounts receivable
inventory
accounts payable
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
2-29
Post Transactions to
Ledgers
control account
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Page 5
Date
Invoice
Number
Account
Debited
Account
Number
Post
Ref.
Amount
Dec 1
203
DLK Co.
120-111
900.00
Total
2,400.00
120/502
General Ledger
Account: Accounts Receivable Account Number: 120
Date
Description
Dec 1
Sales
Post Ref.
SJ5
Debit
2,400
Credit
Balance
2,400
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What is the
Chart of Accounts?
The chart of accounts is a list of all
general ledger accounts used by an
organization.
It is important that the chart of
accounts contains sufficient detail to
meet the information needs of the
organization.
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Learning Objective 3
Discuss the types of information that
an AIS can provide.
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Financial
Statements
Managerial Reports
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
2-34
Financial Statements
Prepare a trial balance.
Make adjusting entries.
Prepare the adjusted trial balance.
Produce the income statement.
Make closing entries.
Produce the balance sheet.
Prepare the statement of cash flows.
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Managerial Reports
The AIS must also be able to provide
managers with detailed operational
information about the organizations
performance.
Two important types of managerial
reports are
budget
performance reports
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
2-36
Managerial Reports
What is a budget?
A budget is the formal expression of
goals in financial terms.
One of the most common types of
budget is a cash budget.
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Managerial Reports
What is a performance report?
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Managerial Reports
Magic Co. Monthly Performance Report
Budget
Actual
Variance
Sales $32,400 $31,500 ($900)
Cost of Goods 12,000 14,000 (2,000)
Gross Margin $20,400 $17,500 ($2,900)
Other Expenses
9,000 7,000 2,000
Operating Income $11,400 $10,500
($900)
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
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Learning Objective 4
Describe the basic internal control
objectives of an AIS and explain how
they are accomplished.
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Internal Control
Considerations
1
2
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Internal Control
Considerations
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Adequate Documentation
Documentation allows management to
verify that assigned responsibilities
were completed correctly.
What did Ashton encounter while
working as an auditor that gave him a
firsthand glimpse of the types of
problems that can arise from
inadequate documentation?
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What is
Segregation of Duties?
Segregation of duties refers to dividing
responsibility for different portions of a
transaction among several people.
What functions should be performed
by different people?
authorizing transactions
recording transactions
maintaining custody of assets
2003 Prentice Hall Business Publishing,
Accounting Information Systems, 9/e, Romney/Steinbart
2-44
End of Chapter 2
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