Accounting Information System

Accounting Information System
www.AssignmentPoint.com
Table of Contents
Par SL Page
t No.
What is AIS
1 Revenue Process
a) Sales
b) Sales Return
c) Cash Collection
2 Expenditure Process
d)Purchase
e)Purchase Return
f)Cash Disbursement
g)Payroll
3 Conversion
i)Planning
j)Resource Management
k)Logistic
4 Administration
l)Capital
m)Investment
n)General Ledger
An accounting information system (AIS):
AIS Is a system of collection, storage and processing of financial and

accounting data that is used by decision makers. An accounting
information system is generally a computer-based method for tracking
accounting activity in conjunction with information technology
resources. The resulting statistical reports can be used internally by
management or externally by other interested parties including
investors, creditors and tax authorities. It includes education in the
latest database management techniques and system modeling
approaches, and provides the Internet implementation experience
necessary to practice systems development in today's technological
environment.
Accounting Information System
Revenue
Expenditure Conversion Administration
Sales Purchase Planning Capital
Sales Return Purchase Return Resource Management Investment
Cash Collection Cash Disbursement Logistic General Ledger
Payroll
1. Revenue:
Revenue process includes
a) Sales
b) Sales Return
c) Cash Collection
a) Sales process
Purchase order
Price Verification
Sales order
Credit Limit
Inventory & sales

preparation
Prepare shipment
documents
Update accounts
receivables
Update General
Ledger
Purchase order
A purchase order (PO) is a commercial document issued by a buyer to
a seller, indicating types, quantities, and agreed prices for products or
services. Bangladeshi mans wear brand Cats eye company ltd submits
a purchase order of 500 pcs of shirt to Micro Fiber Company Limited.
Price Verification:
Micro fiber company ltd (seller) submit a price quotation of Tk 650 per
pcs to Cats eye (buyer). Buyer verifies the price and confirm the final
price at Tk 600 per pcs.
Sales order
A sales order records the customer's originating purchase order which
is an external document. The customer's PO is the originating
documents which trigger the creation of the sales order. In a
manufacturing environment, a sales order can be converted into a
work order.
Credit Limit
As a regular customer, The Cats eye company ltd gets a credit facility
of Tk 7,00,000 from Micro Fiber company ltd. After receive the PO, the
company immediately verify the buyers credit limit for future
operations.
Inventory & sales preparation

After checking the credit limit, the seller checks the availability of the
product in warehouse. If the product is available and matches with the
buyer’s sample, then the seller prepares the goods for shipment as per
the buyer’s requirement.
Prepare shipment documents

Seller sends the goods to the buyer after preparing the invoice and
packing list. After that seller update the sales record accordingly.
Update accounts receivables & General Ledger
Seller updates the accounts receivable as per the sales record and
prepare monthly statement and general ledger accounts.
b) Sales return process

Receive goods
from customer
Warehouse &
Inventory
Update sales
record
Update account
receivable
Update General
Ledger
Receive goods from customer
Buyer (Cats eye company ltd) returns 50pcs of defective goods (shirt)
to the seller (Micro Fiber Company Ltd). The billing departments of
seller match the return goods with the original sales invoice while
receive.
Warehouse & Inventory

Warehouse checks the condition of the returned goods. If it is in
repairable condition then repair it and send to the buyer or update the
inventory and COGS. If it is not in repairable condition, it consider as
scrap.
Update sales record

After receiving the sales return, seller update the sales return record
and prepare a credit memo and send it to customer.
Update account receivable

After the sales return, seller updates the account receivable accounts,
cash record and general ledger.
C) Cash collection process
Cash receive from

customer
Update account
receivable
Cash receive
Seller receives cash/cheque payment from buyer and prepare a cash
receipt journal while it match with the original sales invoice.
Update account receivable

After receiving the cash payment, seller updates the accounts receivable
accounts and general ledger.
2. Expenditure:
Expenditure process includes
d) Purchase
e) Purchase Return
f) Cash Disbursement
g) Payroll
d) Purchase:
What is purchase?
Purchase defined as “the acquisition of needed goods and services at the
optimum cost from competent, reliable sources in a timely manner.”.
Though there are several organizations that attempt to set standards
in the purchasing process and the process can vary between
organizations to organization.
The Golden Rule of Purchasing:
Purchasing must acquire needed goods and services:
 Of the right quality
 In the right quantity
 At the right price
 At the right time
Purchase process
Where information technology is not heavily ingrained - Traditional
Purchasing processes tend to be characterized by high levels of
bureaucracy, encumbered with manual authorization (often requiring
multiple signatures independent of the order value.), slow
communications and a focus on unit price rather than long term
commodity arrangements.
The diagram below provides an example of a traditional purchasing
process.
Purchase
requisition
Authorized
purchase
requisition
Select vendor
Prepare purchase
order and send to
vendor
Receive goods (if

match) and
prepare receiving
record
Receive invoice
from vendor and
Update inventory
Update account
payable
Purchase return
(if need)
Update inventory Update account Update general

record (after payable ledger
return)
Purchase requisition & Authorized purchase requisition
A purchase requisition provides authorization for the Procurement
Department to initiate a purchasing transaction. The requisition form
is available from the Procurement Department, and contains a
complete list of information that is required to complete a purchasing
transaction.
Vendor selection
The vendor selection process can be a very complicated
Purchase order
A completed purchase requisition will be reviewed and approved in the
Procurement Department according to the organization’s policy for
requisition approval. Once the requisition has been approved, it will
be used to create a Purchase Order (PO).
Receive goods
Vendor prepares to supply the goods and service to the buyer after
receives the PO. Buyer prepare a receiving record after receive the
goods.
Update inventory record

Buyer receive invoice from seller (supplier) and update the inventory
records.
Update accounts payables
Buyer updates the accounts payable after the new purchase record.
Sales return & update accounts payables (if need)

Buyer updates the accounts payable if any purchase return occur.
Update General Ledger

Buyer updates the general ledger as per the purchase records.
e) Purchase return process
A purchase return occurs when a buyer returns merchandise that it
has purchased from a supplier.
Rejected goods from customer
Authorization to return goods
Document Match
Prepare debit memo & send to vendor
Receive credit/ cash from vendor & update account payable
Update inventory record
Update General
Ledger
Rejected goods return from customer
Goods can be return to vendor for various reasons with a authorization

of return.
Return goods with a debit memo
Return goods after match with the purchase invoice and send a debit
memo to the vendor.
Update account payable, inventory record & general ledger
Update account payable and inventory record after receiving refund or

credit memo from vendor against return.
f) Cash Disbursement process
Cash disbursement means the payment of money against purchase.
Identify the
invoice of due
payments
Prepare for
payments
Cheque sign after

document check
Payment to vendor
Update General
Ledger
Identify the due invoices
Identify the vendors invoices which payment is still due and prepare
for payment.
Payment to vendor and update the cash record
Payment of the vendor against the due payments after cheque sign
and update the cash records.
Update account payable and general ledger
Account payable and general ledger accounts will upgrade after

payment to vendor.
g) Payroll process
The payroll is the amount of money that a company pays its employees
at any given time. Sometimes every two weeks, or sometimes once
every month
Time sheet submit
by the employee
Working hour
correction and
approve the time
sheet
Prepare payroll
register
Prepare payroll
Voucher
Transfer fund to
payroll bank
account
Update general
ledger
Time sheet submission & checking

Employee submits there time sheet where there working time was
recorded. Authority will approve that after checking/correction the
working hours.
Prepare payroll register & voucher
The payroll register will prepare as per the corrected working hours.
Payroll voucher and transfer fund in payroll bank

Payroll voucher will create as per the payroll register. The fund will
transfer to the payroll bank and update general ledger.
3. Conversion:
Conversion process includes
h) Planning
i) Resource Management
j) Logistics
h) Planning
Business planning is a process that involves the creation of a mission
or goal for a company. The process of business planning can be very
broad, encompassing each aspect of the operation.
i) Resource Management
The process of using a company's resources in the most efficient way
possible is considered as resource management. These resources can
tangible resources such as goods and equipment, financial resources,
and labor resources such as employees. Resource management can
include ideas such as making sure one has enough physical resources
for one's business.
j) Logistics
Logistics is defined as a business planning framework for the
management of material, service, information and capital flows.
4. Administration:
Administration process includes
k) Capital
l) Investment
m) General Ledger
K) Capital:
Capital is the money that is going to be invested in a business. Some

of the money will come out of from personal investment. Some of the
money may come from another source of financing, such as a bank or
a small business center loan. That’s the capital for starting a business.
Knowing how much capital needs to start a business will be a deciding
factor on the type of business might be start.
Here we consider tk 50 lac as our capital, where tk 25 lac from

personal investment and tk 25 lac from bank loan.
l) Investment:
Investment encompasses a wide variety of funding options. While

funding for capital investment is generally in the form of common or
preferred equity issuance, it may also be through straight or
convertible debt. Funds invested in a firm or enterprise for the
purposes of furthering its business objectives. Capital investment may
also refer to a firm's acquisition of capital assets or fixed assets such
as manufacturing plants and machinery that is expected to be
productive over many years.
m) General Ledger:
The general ledger is a collection of the group of accounts that

supports the value items shown in the major financial statements. It is
built up by posting transactions recorded in the sales daybook,
purchases daybook, cash book and general journals daybook. The
general ledger can be supported by one or more subsidiary ledgers
that provide details for accounts in the general ledger. For instance, an
accounts receivable subsidiary ledger would contain a separate
account for each credit customer, tracking that customer's balance
separately. This subsidiary ledger would then be totaled and compared
with its controlling account (in this case, Accounts Receivable) to
ensure accuracy as part of the process of preparing a trial balance.

Accounting Information System

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Accounting Information System

Uploaded by

Copyright:

Available Formats

Accounting Information System

AIS Is a system of collection, storage and processing of financial and

Accounting Information System

Sales Purchase Planning Capital

Sales Return Purchase Return Resource Management Investment

Cash Collection Cash Disbursement Logistic General Ledger

Inventory & sales

Inventory & sales preparation

Prepare shipment documents

b) Sales return process

Warehouse & Inventory

Update sales record

Update account receivable

Cash receive from

Update account receivable

The Golden Rule of Purchasing:

Purchasing must acquire needed goods and services:

 Of the right quality

 In the right quantity

 At the right price

 At the right time

Receive goods (if

Update inventory Update account Update general

Update inventory record

Sales return & update accounts payables (if need)

Update General Ledger

Authorization to return goods

Prepare debit memo & send to vendor

Receive credit/ cash from vendor & update account payable

Update inventory record

Rejected goods return from customer

Goods can be return to vendor for various reasons with a authorization

Return goods with a debit memo

Update account payable, inventory record & general ledger

Update account payable and inventory record after receiving refund or

f) Cash Disbursement process

Cash disbursement means the payment of money against purchase.

Cheque sign after

Identify the due invoices

Payment to vendor and update the cash record

Update account payable and general ledger

Account payable and general ledger accounts will upgrade after

Time sheet submission & checking

Payroll voucher and transfer fund in payroll bank

Capital is the money that is going to be invested in a business. Some

Here we consider tk 50 lac as our capital, where tk 25 lac from

Investment encompasses a wide variety of funding options. While

The general ledger is a collection of the group of accounts that

You might also like