Accounting

information system
A Business process approach

FREDERICK L. JONES
DASARATHA V. RAMA

Jones Rama
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Documenting
Accounting
Systems

Amal alharthi

www.themegallery.com
Contents

Unified modeling language

Characteristics of Unified modeling language

Understanding and Preparing Overview Activity Diagrams

Understanding and Preparing Detailed Activity Diagrams

Unified modeling language

A modeling language for

specifying , visualizing ,
constructing and
documenting an information
system.
UML activity diagram

• A diagram that shows

the sequence of
activities in a process
ACIVITY DIAGRAM SYMBOLS"
• Solid circle. Start of a process in an activity
diagram
• Rounded rectangle. Event, activity, or trigger
• Continuous line. Sequence from one event or
activity to the next.
• Dotted line. Flow of information between
events
• Document. Represents a source document or
report
• Diamond. A branch
• Table. A computer file from which data may be
read from or recorded during business events.
See f.3
• Note: refers the reader to another diagram or
document for details
• Bull's eye. End of process
UML activity diagrams and maps have characteristics

1 Both maps and activity diagrams provide graphical

representations of information that are easier to
comprehend than narrative descriptions

2
Maps use standard symbols to convey information

3
•Maps and activity diagrams are prepared by experts but
can be read by users with little training.
Continue ….

4
Both maps and activity diagrams can provide high-level, as
well as low-level, views.

5 The overview diagram presents a high-level view of the business

process by documenting the key events, the sequence of these events,
and the information flows among these events.

6
The detailed diagram is similar to a map of a city or town. it provides
a more detailed representation of the activities associated with one to
two events shown on the overview diagram
Understanding Overview Activity Diagrams

• Before explain how to

draw an activity diagram,
you should learn how to
read one.
 Example
Angelo's Diner:
The customer arrives and sits at a table
or at the counter. If a table is not
available, the customer waits in the
waiting area. When a table becomes
available, the customer sits at the table.
When the customer is ready to order, he
calls the server. The server records the
customer's order on a prenumbered sales
ticket.
•When the meal is ready, it is placed on the
shelf between the kitchen and dining area.
The server picks up the meal and the sales
ticket from the shelf and serves the food.
While the customer is eating, the server enters
the prices on the sales ticket and leaves it at
the customer's table.
•The server gives the sales ticket to
the kitchen staff. The kitchen staff
prepares the meal using the
information on the sales ticket.
•The customer gives the cash and the completed
sales ticket to the cashier. The cashier enters the
code of each item. The register uses the price
lookup tables stored in the register to display the
price. After all the items have been entered, the
register displays the total. The register stores the
information about sales of various items during the
day. The cashier puts the cash in the drawer and
gives the customer the appropriate amount of
change.
 Continue ….
• At the end of each shift, the cashier closes the
register. He prints the sales summary.
the cashier gives the sales summary to the
manager. The manager checks that all
prenumbered sales tickets issued during the
day have been collected. He then computes
the total dollar amount of these tickets. Next,
the manager counts the cash and compares
this amount with the total shown on the sales
summary and the total of the sales tickets.
 Event

Event 1 : Order food Event 5: pay cash

Event 2: Take order Event 6: Ring up sale

Event 3: Prepare food. Even 7: Close register

Event 4: Serve food Event 8: Reconcile cash

 Overview activity diagrams for Angelo's Diner

Customer Server Kitchen staff Cashier Manager register

Order food

Take order

S: sale ticket P: Price

S: sale ticket
Prepare food completed Lookup
In progress

Serve food

S: sale ticket S: Sales

completed
Pay cash Ring up sale
S: sale ticket
completed

Close reg

Reconcile cash

SS: sale
summary
 Preparing Overview Activity Diagrams:

Step for Preparing

the Activity Diagram

Preliminary Steps
Preliminary Steps:

Step 1
Read the narrative and identify key events.

Step 2
Annotate the narrative to clearly show event boundaries and
event names.
Preparing the Activity Diagram

Step 3
Represent agents participating in the business process using
swim lanes

Step 4
Diagram each event. Show the sequence of these events.

Step 5
•Draw documents created and used in the business process.
Show the flow of information from events to documents and vice
versa.
Preparing the Activity Diagram

Step 6
Draw tables (files) created and used in the business process.
Show the flow of information from events to tables and vice
versa
 Step 3 : people/ devices
Customer Server Kitchen staff Cashier Manager register

Swim lanes
 Step 4 : Events
Customer Server Kitchen staff Cashier Manager register

Order food

Take order

Prepare food

Serve food

Pay cash Ring up sale

Close reg

Reconcile cash
 Step 5: Documents
Customer Server Kitchen staff Cashier Manager register

Order food

Take order

S: sale ticket
S: sale ticket
Prepare food completed
In progress

Serve food

S: sale ticket
completed
Pay cash Ring up sale
S: sale ticket
completed

Close register

Reconcile cash

SS: sale
summary
 Step 6: Tables
Customer Server Kitchen staff Cashier Manager register

Order food

Take order

S: sale ticket P: Price

S: sale ticket
Prepare food completed Lookup
In progress

Serve food

S: sale ticket S: Sales

completed
Pay cash Ring up sale
S: sale ticket
completed

Close reg

Reconcile cash

SS: sale
summary
Understand Detailed Activity Diagrams

1. arrives at the diner

2. sits at a counter/table
3. waits in waiting area if table is not available.
4. sits at a table when one is available.
5. calls server
6. Records customer's order on a prenumbered
sales ticket

•7. gives the sales ticket to the kitchen

staff.
Continue ….

8. Prepares the meal

9. places meal on shelf.

•10. picks up meal and sales ticket.

•11. Serves food.
•12. enters prices on sales ticket.
•13. leaves sales ticket at customer;s table.

•14. gives cash and completed sales ticket to

cashier.
Continue ….

•15. enters item code.

•16. displays price.

•17. displays total
•18. stores sales data

•19. puts the cash in the drawer.

•20. gives change to customer
•21. closes register
•22. prints sales summary.
•23. gives the sales summary and cash to the
manager`
Continue ….

•24. checks prenumbered sales tickets.

•25. computes dollar amount of sales
tickets
•26. counts cash
•27. compares cash receipts with sales
summary and sales ticket totals.
2004

2003

2002

2001

2000
 Activity Diagram For Take Order Event

Customer server

Arraves

Not available

Waits for table

available

Sits down at table

Records Order

Calls server
Detailed Activity Diagram for Prepare food and Serve food events.

server Kitchen Staff

S: Sales ticket
Gives Sales In progress
Ticket

Prepare Food

Places Food
On Shelf

Pick Up Food

Serves FOOD

Enter prices

S: Sales ticket
Completed

Leaves Ticket at
Customer Table
Detailed Activity Diagram for Ring up Sales Event.

customer cashier Register

S: Sales ticket
completed
Gives cash/
Sales Ticket
P: Price
Lookup
Enters Item
Code & quantity

Display
Prices

Displays
Total

Stores Sales
Data

Puts Cash
In Drawer

S: Sales

Gives
change
Detailed Activity Diagram for Close Register and Reconcile Cash Events.

cashier manager

S: Sales ticket
completed
Closes
Register
S: Sales ticket
In Progress
Prints Sales
Summary

SS: Sales
Gives Cash/ Summary
Summary to
Manager
Checks
Prenumbered
Tickets

Computes
Total of Sales
Tickets

Counts
Cash SS: Sales
Summary

Checks Cash
And totals
Customer Server Kitchen staff Cashier Manager register

See Fig 3.6

Order food

Take order

P: Price
lookup
S: sale ticket S: sale ticket
Prepare food completed
In progress
See Fig 3.7

S: Sales
(and record)
Serve food
See Fig 3.8

S: sale ticket
completed See Fig 3.9
Ring up sale
Pay cash S: sale ticket
completed

Close register

S: sale ticket Reconcile cash

completed

SS: sale
summary
Preparing Detailed Activity Diagram

Step 1

Annotate narrative to show activities

Step 2

prepare a workflow table.

Step 3

identify necessary detailed diagrams.

Continue ……

Step 4

•for each detailed diagram, perform the following substeps

4a. set up swimlanes for the agents participating in the event or events represented in the
detailed diagram.
4b. add a rounded rectangle for each activity in the events being documented in that
detailed diagram.
4c Use continuous lines to show the sequence of the activities.
4d. set up any documents created or used by the activities in that diagram.
4e. use dotted lines to connect activities and documents.
4f. Document any tables created, modified, or used by the activities in the diagram in the
computer column.
4g. use dotted lines to connect activities and tables.
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