COMPUTERIZED

ACCOUNTING SYSTEM

Presented by:
HAROLD P. MAGADIA
Accounting – Central Office
Computerized Accounting System

- It is the integration of different component

systems to produce computerized Books of
Accounts and computer generated accounting
records and documents.
Major Steps in Accounting Cycle

1. Recording all the transactions as “Journal”.

2. Posting them into ledger accounts.
3. Preparing trial balance
4. Preparing adjusted trial balance
5. Preparing financial statements and proper disclosures
6. Posting the closing entries and preparing the balance sheet.
Accounting Cycle Flow Chart
Main Issues of Manual Accounting System

1. It would take much resources

2. Utilize several paper ledgers to record financial transactions.
3. Ability to reliably update data and take action on trigger events
4. Accuracy
5. Time it takes to retrieve the data, make updates, ect.
6. Time it takes to manage the data and ability to share the data.
Advantages of a Computerized Accounting System vs.
Manual Accounting System

1. Saves lot of time

2. Provides accurate results
3. Speed
4. Automatic document production
5. Up-to-date information and Availability of information
6. All the data and information will be secured.
OBJECTIVE
To accelerate and facilitate the making
of the report thru computerized
accounting system and provide timely
submission of all reports need by other
agencies.
 Manual System Flow Chart
Source of documents

Bill OR C ADA BTr DA

OP DV/P DV BTr JEV
DS WA/DV

Basis of Recording

JEV
Preparation
Book of Original Entry

GJ
Legend:
Source of Documents:
1. Bill Book of Final Entry
2. Official Receipt, Order of Payment &
Deposit Slip
3. Disbursement Voucher, Payroll & Contract GL & SL
4. ABM, SARO & Sub-SARO
5. ADA & Disbursemnt Voucher
6. BTr Debit Advice, BTr JEV & Withdrawal
Application

Trial Balance Financial

Statements
 Work Flow of Financial Report Application
1

2 Hardware

3
Encoding

Documents

Reports Created: 4
Journal Entry Voucher
ChkDJ, CRJ and CDJ
General Journal
Subsidiary Ledger
General Ledger
Trial Balance
Financial Statements
General Ledger Summary
MS Access Database
Management Responsibility’s
Detailed Breakdown of MDS
WEB – BASED DATA UPDATING
USING GOOGLE DOCS
What is Google Docs?
• Google Docs is a free Web-based application in which
documents and spreadsheets can be created, edited and stored
online.
• Files can be accessed from any computer with an Internet
connection
• Users of Google Docs can import, create, edit and update
documents and spreadsheets in various fonts and file formats,
combining text with formulas, lists, tables and images.
 User 3
User 2
User 4

Save and Post

Encode Data
Access and
User 1

User 5

Save and Post Access and Encode Data

Google Docs
Access and Encode Data Server Save and Post

Monitoring
Upload

Work Flow of
Web-Based Data
Updating
Main User
 ADVANTAGES USING GOOGLE
DOCS

 TIMELY SUBMISSION OF REPORTS

 LESSEN TIME CONSUMING
 LESSEN EXPENSE (TELEPHONE BILL)
 EASY ACCESS USING INTERNET
 YOU CAN UPDATE ANYWHERE
 USER FRIENDLY
 NATURALLY MULTI-USER
Data Entry – Regions/Divisions/Schools
Consolidation Report
Time has changed now, and people are
becoming more and more influenced
towards the technology, not the manual
things. This technology in one can place
has policies about how to tackle the
problems, related to their strategic
objectives. Therefore, it is the best time to
choose the right tools to achieve our
objective.
 PROCEDURES OF
FINANCIAL REPORT
SYSTEM (FRS)
1. Database Password

deped
2. Security Warning:

4
3. LOG – IN

deped

********

Username: deped
Password: accounting
********************

************
4. Menu
a.) My Office
b.) Chart of Accounts Sub-Menu
CHART OF ACCOUNTS FORM
c.) Certified and Approved Sub-Menu
Signatory Form
DATA ENTRY

Account Name
Name of Creditors
Description of Supporting
Documents
REPORTS CREATED
IN FINANCIAL
REPORT SYSTEM
(FRS)
JOURNAL ENTRY VOUCHER (JEV)
SUBSIDIARY LEDGER
GENERAL LEDGER
CASH DISBURSEMENT JOURNAL
CASH RECEIPT JOURNAL
CHECK DISBURSEMENT JOURNAL
GENERAL JOURNAL
TRIAL BALANCE
POST CLOSING TRIAL BALANCE
DETAILED BALANCE SHEET
CONDENSED BALANCE SHEET
DETAILED STATEMENT OF INCOME AND EXPENSES
CONDENSED STATEMENT OF INCOME AND EXPENSES
BREAKDOWN OF INCOME (ANNEX E)
BREAKDOWN OF EXPENSES
STATEMENT OF GOVERNMENT EQUITY
STATEMENT OF MANAGEMENT’S RESPONSIBILITY
DETAILED BREAKDOWN OF MDS
Accounting Website:
www.depedaccounting.weebly.com

E-mail Address:
main.accounting100@gmail.com
h_magadia@yahoo.com

Office Telephone No.

(02)633-7201 or 09395729716
HANDS-ON