Professional Documents
Culture Documents
Chapter 7
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Learning Objective 1 Describe how application controls are used in data processing systems to ensure accuracy and integrity of input, processing, and output.
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systems, inputs are based on handwritten or typed paper documents. These manually prepared documents are collected and forwarded to the data processing department for error checking and processing.
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are physical evidence of inputs into the transaction processing system and serve several purposes:
Capture data; Facilitate operations; Standardize operations; Provide a permanent file for future analysis.
and designed for ease of use and accurate data capture to minimize errors.
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User Departments
Data
Data Processing
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between users departments and data processing prevent unauthorized/fraudulent transactions. Submission of input data should be accompanied by an Input document control form.
Document counts are a simple form of batch control; totals the number of documents to be processed. Batch totals may be taken for all or several numeric fields in the data file.
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unless an input document control form is present to evidence and reference the transfer of data.
A data transfer log (register) provides a
control over the disposition and use of data. Batch control totals are fundamental to this process.
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detects errors in the keying operation. Visual verification compares the source documents with a printout or screen image.
Data is thoroughly edited after entry to
fields contain only valid characters and may be applied to each of the basic data structures:
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Table lookup: compares actual values with acceptable values in a table. Limit test: verifies that numeric data is within acceptable ranges. Continuous operations auditing: the use of programmed edit tests to discriminate among acceptable data. Check digit: an extra, redundant digit added to a code number similar to a parity bit. Valid code: particular table lookup consisting of valid codes (validity check; existence check).
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called online input systems, transactions are input directly into the computer system; need for keying in is eliminated.
One problem is the possible loss of
inputs into a special file that contains tags to identify transactions. Tagging: additional audit-oriented information is included with original transaction data.
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Characterize the various types of electronic systems used for transaction processing. Describe the basic functions and operation of a computerized accounting application.
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a collection of fields.
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order. Merging combines two or more files already arranged in the same order into a single file containing all the records. Extraction copies selected records in a file into a new file for further processing. Updating applies changes pertaining to the records in a file, producing a new file that reflects all of the changes.
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and validation; sort in same sequence as master file. Updating the master file: read records in both files one by one, match, and write to new master file. Updating the general ledger: to reflect changes in the master file. Preparing general ledger reports: trial balances and other reports produced.
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programs, most of which takes place on a monthly basis. 2. The processing in other computer application systems to prepare the inputs to the general ledger system.
All entries into the general ledger should be documented with journal vouchers.
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department, journal vouchers are used to build a journal voucher file (the transaction file). This file is program data edited to check for the proper journal and account numbers and to determine whether the accounts are correctly associated with their related journals.
Invalid data are reported as exceptions and
processed against the previous months general ledger master file. The master file is updated and the current periods general ledger register is produced. Computer processing of accounting data typically involves a two-step procedure:
1. Produce preliminary reports. 2. A run that produces the final listings and
financial schedules.
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between the general ledger accounts and the report(s) in which they appear.
This process is called line coding, a
procedural step typically accomplished by a table lookup (matching) process between the updated general ledger file and a line-coding table file.
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maintained for both the subsidiary and general ledger files. Maintaining these indexes allows users to quickly access a particular account. Random-access file updating is simpler than sequential-access updating.
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processed immediately. Online, real-time systems (OLRS): process transactions immediately after they are input and can provide immediate output to users.
Transactions are not accumulated into batches;
on input are applied immediately to update master file using random-access updating. Immediate processing; direct processing
Master files are always up to date. Responses to user inquiries are immediate.
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technology to maximize system performance and extend the traditional supply chain.
Purchase orders for inventory items are made
the competitive strategy of mass retailers (Sears, Wal-Mart, etc.) and mass vendors (Levi, Haggar, etc.).
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the computer system for immediate processing. Bar coding technology: UPC bar code systems allow all participants in the real-time system chain to share and process the same basic data. EDI (electronic data interchange) ordering system: direct computer-to-computer exchange of business documents via a communications network.
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human intervention or approval; Traditional separation of duties in transactions is obliterated; the computer handles transactions from beginning to end. Many traditional documents may be eliminated in EDI-based systems Careful program data editing checks and transactions logs, and good computer security are necessary compensating controls.
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electronic, or something in between. Most manual batch-oriented systems with sequential file processing produce very large volumes of output. Online, real-time electronic systems tend to produce very little reference-type output.
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that processing results in valid output and that outputs are distributed properly. A separate EDP control group is often established to monitor EDP operations. Typically, an output distribution register is maintained to control the disposition of reports.
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End of Chapter 7
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