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Summary of AIN2601
Practical Accounting Data Processing Study Guide made shorter!
Nicole Maritz 28 February 2022 AIN2601
, TOPIC 1: DATA MANAGEMENT & UTILISATION
STUDY UNIT 1: DATA & THE COMPUTERISED INFO SYSTEM PROCESS
Computerised info system (CIS) process:
2. Input of 3. 5. Output 6.Making
1. Activities
Data Processing of Info Decisions
4. Store data
or info
1. Customer completes order form. Job application form.
2. Collect data & enter into CIS
3. CIS process data & store data & info
4. Data & info stored about suppliers, customers, inventory etc.
5. Info gathered from data
6. Info needed to make informed decisions
INPUT OF DATA
❖ Data captured on manual documents (hard copy) as well as data entered in the CIS & not yet processed is called raw data
Raw Data has no value unless when its processed (3) into info (5) info is then use to make decisions (6).
Quality of info is directly linked to quality of data. Inaccurate data will lead to inaccurate info.
Info = Processed data
❖ Info: is obtained by processing raw data, it is essential that the raw data captured in the CIS should be accurate,
complete, reliable & verifiable
❖ Source Document is the first documented record of an activity that took place
Data can be entered through batch input or online input which is then stored in CIS transaction file.
INPUT TYPES:
a) Batch input
Data first captured on paper or electronic source documents. Electronic source documents are created outside of CIS
system, org. may receive batch electronic source documents for trading partners.
❖ Batch input involves similar source documents being grouped together (batch) & the entered in the CIS periodically
(daily, weekly or monthly)
Org. will require additional controls & procedures implemented.
Advantage: Economies of scale (increased productivity & lower hardware costs) can be achieved because data is
captured at one point & not dispersed throughout org.
Disadvantage: CIS is not always up to date with latest data & info.
b) Online Input
❖ Online Input involves data being immediately captured into the CIS at the point where activity occurs.
Supermarkets use barcode scanners for online inputting when customer purchases inventory items by scanning item at
point of sale (pay point)
Since data is captured directly & immediately, corrections to the data must also be made
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