CHAPTER TWO

Overview of Business Processes and

Accounting information system
 LEARNING OBJECTIVES
After studying this chapter, students should be able to:
❖ Understand the basic business activities in which an
organization engages

❖ Comprehend the role of data processing cycle in

organizing business activities and providing information
to users

❖ Describe the data processing cycle used to process

transactions, including how data is input, stored, and
processed and how information is output
Information needs and business activities
❖ Businesses engage in a variety of activities, including:
– Acquiring capital
– Buying buildings and equipment
– Hiring and training employees Each activity requires
different types of
– Purchasing inventory
decisions
– Doing advertising and marketing
– Selling goods or services
– Collecting payment from customers
– Paying employees
– Paying taxes
– Paying vendors
Information needs and business activities
• Types of information needed for decisions:

– Some is financial

– Some is nonfinancial

– Some comes from internal sources

– Some comes from external sources

• An effective AIS needs to be able to integrate

information of different types and from different
sources.
Interaction with external and internal parties

External
AIS Parties

❖ The AIS interacts with external parties, such as

customers, vendors, creditors, and governmental
agencies.
Interaction with external and internal parties

External
Internal
Parties
AIS Parties

• The AIS also interacts with internal parties such

as employees and management.
Interaction with external and internal parties

Internal External
Parties AIS Parties

❖The interaction is typically two-way, in that the

AIS sends information to and receives
information from these parties.
 BUSINESS CYCLES & AIS
❖ Many business activities are paired in give-get
exchanges
❖ The basic exchanges can be grouped into five major
transaction cycles (Which is considered as basic
Subsystems in the AIS)
✓Revenue cycle
✓Expenditure cycle
✓Production cycle
✓Human resources/payroll cycle
✓Financing cycle
 BUSINESS CYCLES
❖Many business activities are paired in give-get
exchanges
❖The basic exchanges can be grouped into five
major transaction cycles.
✓Revenue cycle
✓Expenditure cycle
✓Production cycle
✓Human resources/payroll cycle
✓Financing cycle
 REVENUE CYCLE
❖The revenue cycle involves interactions with your
customers.

❖You sell goods or services and get cash.

Give Get
Goods Cash
 EXPENDITURE CYCLE
❖ The expenditure cycle involves interactions with your

suppliers.

❖ You buy goods or services and pay cash.

Give Get
Cash Goods and service
 PRODUCTION CYCLE

❖In the production cycle, raw materials and labor

are transformed into finished goods.

Give Raw Get

Materials & Finished
Labor Goods
HUMAN RESOURCES/ PAYROLL CYCLE
❖The human resources cycle involves interactions
with your employees.

❖Employees are hired, trained, paid, evaluated,

promoted, and terminated.

Give Get
Cash Labor
 FINANCING CYCLE
❖The financing cycle involves interactions with
investors and creditors.

❖You raise capital (through stock or debt), repay

the capital, and pay a return on it (interest or
dividends).

Give Get
Cash cash
 Business process and AIS
❖Many business activities are paired in give-get
exchanges
❖The basic exchanges can be grouped into five
major transaction cycles.
✓Revenue cycle
✓Expenditure cycle
✓Production cycle
✓Human resources/payroll cycle
✓Financing cycle
 BUSINESS CYCLES & AIS
• Thousands of transactions can occur within any
of these cycles.

• But there are relatively few types of transactions

in a cycle.

EXAMPLE: In the revenue cycle, the basic give-get

transaction is:

– Give goods or service

– Get cash
 BUSINESS CYCLES
Other transactions in the revenue cycle include:
• Update sales and Accts Rec.
• Handle customer inquiries
for sales
• Take customer orders
• Receive customer payments
• Approve credit sales
• Update Accts Rec. for
• Check inventory collections
availability
• Handle sales returns,
• Initiate back orders discounts, & bad debts
• Pick and pack orders • Prepare management reports
• Ship goods • Send info to other cycles
• Bill customers

Note that the last activity in any cycle is to send information

to other cycles.
 BUSINESS CYCLES

• Generally, every transaction cycle:

– Relates to other cycles
– Interfaces with the general ledger and reporting
system, which generates information for
management and external parties.
 Finished Goods

Revenue Expenditure Production

Cycle Cycle Cycle

The revenue cycle

General Ledger
– Gets finished goods
and Reporting
from the production
System
cycle
– Provides funds to the
financing cycle
– Provides data to the
General Ledger and
Human Res./ Reporting System
Financing
Payroll Cycle Cycle
 Raw
Mats.
Revenue Expenditure Production
Cycle Cycle Cycle

Data
General Ledger
and Reporting The expenditure cycle
System
– Gets funds from
the financing cycle
– Provides raw
materials to the
production cycle
Human Res./ Financing
Payroll Cycle – Provides data to
Cycle
the General Ledger
and Reporting
System
 Finished Goods

Raw
Mats.
Revenue Expenditure Production
Cycle Cycle Cycle

General Ledger
and Reporting The production cycle:
System – Gets raw materials
from the expenditure
cycle
– Gets labor from the
HR/payroll cycle
Human Res./ Financing – Provides finished
Payroll Cycle Cycle
goods to the revenue
cycle
– Provides data to the
General Ledger and
Reporting System
Revenue Expenditure Production
Cycle Cycle Cycle

General Ledger
and Reporting The HR/payroll cycle:
System
– Gets funds from
the financing cycle
– Provides labor to
the production
cycle
Human Res./ Funds Financing
Payroll Cycle – Provides data to
Cycle
the General Ledger
and Reporting
System
Revenue Expenditure Production
Cycle Cycle Cycle

General Ledger
and Reporting The Financing cycle:
System – Gets funds from
the revenue cycle
– Provides funds to
the expenditure
and HR/payroll
Human Res./ Funds Financing cycles
Payroll Cycle Cycle – Provides data to
the General Ledger
and Reporting
System
Revenue Expenditure Production
Cycle Cycle Cycle

Data
General Ledger Information for
Internal & External Users
and Reporting
System
The General Ledger and
Reporting System:
Data – Gets data from all of
the cycles
Human Res./ Financing – Provides
Payroll Cycle Cycle information for
internal and
external users
 DATA PROCESSING CYCLE
❖ Accountants play an important role in data processing.
They answer questions such as:

– What data should be entered and stored?

– Who should be able to access the data?

– How should the data be organized, updated, stored,

accessed, and retrieved?

– How can scheduled and unanticipated information

needs be met.

❖ To answer these questions, they must understand data

processing concepts.
 DATA PROCESSING CYCLE
❖An important function of the AIS is to efficiently
and effectively process the data about a
company’s transactions.

✓In manual systems, data is entered into paper

journals and ledgers.

✓In computer-based systems, to convert data to

information a series of operations performed
on data is referred to as the data processing
cycle.
 DATA PROCESSING CYCLE
• The data processing cycle consists of four steps:

– Data input

– Data storage

– Data processing or process data to information

– Information output
 DATA INPUT
• The first step in data processing is to capture the
data.

• Usually triggered by a business activity.

• Data is captured about:

– The event that occurred

– The resources affected by the event

– The agents who participated

 DATA INPUT
❖Historically, most businesses used paper source
documents to collect data and then transferred
that data into a computer.
❖Today, most data are recorded directly through
data entry screens.
❖Control over data collection is improved by:
✓ pre-numbering each source document and
using turnaround documents
✓having the system automatically assign a
sequential number to each new transaction
 Common Source
Documents and Functions
E.G HUMAN RESOURCES and GENERAL LEDGER CYCLE

Source Document Function

Time cards Record time worked

by employees.

Job time tickets Record time spent

on specific jobs.

Journal voucher Record entry posted to

general ledger.
 Data storage
COMPUTER-BASED STORAGE CONCEPTS
Now let’s moving on to discussing some computer-based storage concepts, including:

– Entity

– Attribute

– Record

– Data Value

– Field

– File

– Master File

– Transaction File

– Database
COMPUTER-BASED STORAGE CONCEPTS
❖An entity is something about which information
is stored.

❖In your university’s student information system,

one entity is the student.The student information
system stores information about students.

❖What are some other entities in your student

information system?
COMPUTER-BASED STORAGE CONCEPTS
❖ Attributes are characteristics of interest with
respect to the entity.

❖ Some attributes that a student information system

typically stores about the student entity are:

– Student ID number

– Phone number

– Address

❖ What are some other attributes about students that

a university might store?
COMPUTER-BASED STORAGE CONCEPTS
❖A field is the physical space where an attribute
is stored.

❖The space where the student ID number is stored

is the student ID field.

IDNO Name Father Phone

name number
E/9099/05 Samson Seleshe 0953721111
E/90100/05 Abebe Chane 0957440236
E/90101/5 Fugge Ferera 0957475863
COMPUTER-BASED STORAGE CONCEPTS
❖A record is the set of attributes stored for a
particular instance of an entity.

❖The combination of attributes stored for Abebe

Chine is Abebe’s record.

IDNO Name Father Phone

name number
E/9099/05 Samson Seleshe 0953721111
E/90100/05 Abebe Chine 0957440236
E/90101/5 Fugge Ferera 0957475863
COMPUTER-BASED STORAGE CONCEPTS
❖A data value is the intersection of the row and
column.

❖The data value for Abebe Chine’s phone number is

095-744-0236.

IDNO Name Father Phone

name number
E/9099/05 Samson Seleshe 0953721111
E/90100/05 Abebe Chine 0957440236
E/90101/5 Fugge Ferera 0957475863
COMPUTER-BASED STORAGE CONCEPTS
❖A file is a group of related records.

❖The collection of records about all students at the university

might be called the student file. If there were only three
students and four attributes stored for each student, the file
might appear as shown below:

IDNO Name Father Phone

name number
E/9099/05 Samson Seleshe 0953721111
E/90100/05 Abebe Chine 0957440236
E/90101/5 Fugge Ferera 0957475863
COMPUTER-BASED STORAGE CONCEPTS
❖A master file is a file that stores cumulative
information about an organization’s entities.
❖It is conceptually similar to a ledger in a manual AIS
in that:
✓The file is permanent
✓The file exists across fiscal periods
✓Changes are made to the file to reflect the effects
of new transactions.
COMPUTER-BASED STORAGE CONCEPTS
❖A transaction file is a file that contains records of
individual transactions (events) that occur
during a fiscal period.

❖It is conceptually similar to a journal in a

manual AIS in that:

– The files are temporary

– The files are usually maintained for one fiscal

period
COMPUTER-BASED STORAGE CONCEPTS
❖ A database is a set of interrelated, centrally-
coordinated files.

❖ When files about students are integrated with files

about classes and files about instructors, we have a

database. Data base

Student Class
File File

Instructor
File
 DATA PROCESSING CYCLE
• The data processing cycle consists of
four steps:
– Data input

– Data storage

– Data processing

– Information output
 DATA PROCESSING
❖ Once data about a business activity has been collected and
entered into a system, it must be processed.

❖There are four different types of file processing:

✓Updating data to record the occurrence of an
event, the resources affected by the event, and the
agents who participated, e.g., recording a sale to a
customer.
✓Changing data, e.g., a customer address
✓Adding data, e.g., a new customer.
✓Deleting data, e.g., removing an old customer
that has not purchased anything in 5 years.
 DATA PROCESSING
❖Updating can be done through several approaches:
Batch processing:
✓ Source documents are grouped into batches, and
control totals are calculated.
✓ Periodically, the batches are entered into the
computer system, edited, sorted, and stored in a
temporary file.
✓ The temporary transaction file is run against the
master file to update the master file.
✓ Output is printed or displayed, along with error
reports, transaction reports, and control totals.
 DATA PROCESSING
❖On-line batch processing:
✓Transactions are entered into a computer
system as they occur and stored in a
temporary file.

✓Periodically, the temporary transaction file is

run against the master file to update the
master file.

✓The output is printed or displayed.

 DATA PROCESSING
❖On-line, Real-time Processing
✓Transactions are entered into a
computer system as they occur.

✓The master file is immediately updated

with the data from the transaction.

✓Output is printed or displayed.

 DATA PROCESSING
❖Updating can be done through several
approaches:

✓Batch processing

✓On-line Batch Processing

✓On-line, Real-time Processing

❖If you’re going through enrollment, which of

these approaches would you prefer that your
university was using?

❖Why?
 DATA PROCESSING CYCLE
❖The data processing cycle consists of four steps:

– Data input

– Data storage

– Data processing

– Information output
 INFORMATION OUTPUT
❖The final step in the information process is
information output.
❖This output can be in the form of:
Documents
✓ Documents are records of transactions or other
company data.

✓ EXAMPLE: Employee paychecks or purchase orders

for merchandise

✓ Documents generated at the end of the transaction

processing activities are known as operational
documents (as opposed to source documents).
 INFORMATION OUTPUT
❖The final step in the information process is
information output.
❖This output can be in the form of:
– Documents
– Reports
➢ Reports are used by employees to control operational activities and
by managers to make decisions and design strategies.
➢ They may be produced:
✓ On a regular basis
✓ On an exception basis
✓ On demand
➢ Organizations should periodically reassess whether each report is
needed.
 INFORMATION OUTPUT
❖ The final step in the information process is information
output.
❖ This output can be in the form of:
✓Documents
✓Reports
✓Queries
➢ Queries are user requests for specific pieces of
information.
➢ They may be requested:
✓ Periodically
✓ One time
➢ They can be displayed:

✓ On the monitor, called soft copy

✓ On the screen, called hard copy

END OF CHAPTER TWO

THANK YOU!!!