AIN2601 - Practical Accounting Data Processing (AIN2601)
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Summary AIN2601 Exam Study Notes
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AIN2601 - Practical Accounting Data Processing (AIN2601)
Institution
University Of South Africa (Unisa)
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AIN2601 - Practical Accounting Data Processing (AIN2601)
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MODULE : AIN2601
,AIN2601 Exam
Summary Pack
Contains
comprehensive notes
to study, understand
and obtain that
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AIN2601
FIRST SEMESTER 2018
PART 1: DATA MANAGEMENT AND UTILISATION
Study unit 1: Data and the computerised information system process
Computerised information system (CIS) process.
Data is generated during different activities (a) in the organisation. Organisations continuously collect
and enter (input) (b) the abovementioned data into the CIS, process data (c) and store data and
information (d).
Organisations (and individuals) usually make better informed decisions (f) if they have access to more
data and valuable information.
Input of data
Raw data: Data captured on manual documents as well as data entered in the CIS
which are not yet processed.
Raw data becomes valuable when processed (c) into information (e) and an
organisation then uses this information for decision making (f).
The four characteristics raw data should have before it is captured in the CIS
should be accurate, complete, reliable and verifiable.
It is essential that the raw data captured in the CIS contains all these
characteristics above, because inaccurate data will lead to inaccurate
information and incomplete data will lead to incomplete information, which in
turn will result in ineffective decisions.
Batch Input:
Similar source documents being grouped together (batch) and then entered
in the CIS periodically. It’s used where a huge number of similar source
documents must be captured and up-to-date data and information are only
required on the same frequency as the frequency of data capturing.
Advantage:
Increased productivity and lower hardware costs can be achieved because
the data is captured at one point and data capturing is not dispersed
throughout the organisation.
Disadvantage:
The CIS is not always up to date with the latest data and information.
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Online Input:
Involves data being immediately captured into the CIS at the point where the
activity occurs. Because data is captured directly and immediately, any
corrections to the data must also be made immediately in order for the data
capturing process to be completed.
Advantage:
The data in the CIS is always up to date.
Disadvantage:
Online inputting is more costly because hardware is required to capture the
data at each point where the activity to be captured takes place.
Methods used to process data into information.
Classifying data
Example – Classifying the data according to the source document (Tax
Invoice)
Performing calculations
Example - calculating the VAT amount on a tax invoice
Sorting data
Example - Purchase orders in numerical sequence or the names of
customers in alphabetical order.
Summarising data
Example - adding all the transactions for a specific supplier for a particular
month.
Transforming data
Example - accounting data is transformed into graphical data (graph) or audio
files can be transformed into written text or vice versa.
Processing types
Batch processing
Occurs when the transaction files are updated to the master files periodically.
The main drawback of this method of processing is that the master files are
only up to date once the updating of the transaction files has occurred.
Real-time processing
The immediate update of the transaction files to the master files as the
transaction occurs is called real-time processing.
Advantage: Ensures that the master files are always up to date.
Output/information
(a) Batch output
Occurs when all requests for information are batched together and periodically
extracted from the CIS.
Advantage: Reports are consistent between periods and the extraction of reports can
be over down times, thereby optimising computer resources.
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