BAA 3733: ACCOUNTING INFORMATION SYSTEM

MAINTAIN
TOPIC INVENTORY

8
DATA AND
PROCESSING

LEARNING OUTCOMES:

Upon completing this lesson, you will be able to:

 Create chart of accounts

 Enter opening balances for the first month of a financial year
 Maintaining opening and closing stock values to produce Trading and Profit and Loss
Account

 INTRODUCTION

UBS Computerized Accounting System performs all your tedious financial records keeping and
reporting needs, which are normally found in manual accounting operation.

It is a comprehensive accounting software specially designed to suit the size and nature of your
business. You can use it as an independent package or a part of an independent package or as
part of an integrated business and management system.

UBS Computerized Accounting system is a comprehensive yet flexible financial solution package
that allows you to create and maintain full set accounts for Small and Medium Enterprise (SMEs).
It consists of General Ledger (GL), Debtor Ledger (AR) & Creditors Ledger (AP).
 Lesson 8: Maintain inventory data and processing

8.1 CREATE CHART OF ACCOUNT

Refer to the Exercise Book page 9, to change the sales amount. First of all, you have searched
the double entry of this transaction, edit debit and credit side of amount and save it.

5.4 ENTER OPENING BALANCE

 Go to General > Enter Opening Balances

 Key in opening balances into debit and credit side accordingly. Do not enter any amount
into Control Account
 Click at Exit button.

UBS Accounting system reserves 5 pin numbers (0-4) for 5 different users and with same default
password, which is UBS. You can change password by going to Housekeeping > Change Password. Pin 0
is most important and normally used by company authorized personnel because if you sign in using Pin
0, you can access to any part of the system. You can always go to Housekeeping > Change Password and
find out passwords for other Pins. On top of that, can also change other Pins password for security
control purposes.

To change password,

 Go to Housekeeping > Change Password

 Type your old password = UBS
 Type your new password = maximum 5 digits and alphanumeric
 Retype your new password, click at Exit button
 To test it, exit from the system and sign in again

As Pin 0, you can assess to user defined menu and set a multilevel control to all users. You can
determine either allow the respective Pin/s to access to a particular menu (by putting tick at the check
box) or not (by emptying the check box).

For example, you do not want to allow other Pins to access to Change Password menu.

 Go to Housekeeping > Run Setup > User Defined Menu

 Select Housekeeping > Click at Level 2
 Highlight at Change Password and remove ticks for Pin 1,2,3,4. Click at Exit button.
 Exit the system and sign in as Pin 1. Try to access to Housekeeping > Change Password. What is
the effect? It has been disable.

6.3 BACKUP AND RESTORE

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 Lesson 8: Maintain inventory data and processing

If you are using the same disk containing backup file for Exercise Book Assignment 1, you have to
make sure that the existing backup file has been renamed before you back up the data for Exercise Book
Assignment 2. In assignment 3, you will have a chance to practice how to restore the backup file into a
new data folder.

Below are the steps to Rename a Backup File:

 Insert Disk into CD-ROM

 At your desktop, search for icon – My Computer and Double click
 Double at CD (A:) to show the contents of your CD’s.
 Right click at the backup file: Backup.acc, Select Rename
 Change the filename to Backup.acc1
 Go back to UBS Accounting and do your backup for assignment 2.

SUMMARY

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 Lesson 8: Maintain inventory data and processing

In summary, this step-by-step process will help you in key in the data into the software much
easier. You must remember that the amount of transactions that you need to key in daily might
be big. So by having the step will ease your burden in key the transaction into the UBS
Accounting Software.

KEY TERMS
Chart Of Account
Last Accounting Year Closing Date
This Accounting Year Opening and Closing Date
Accounting Year
Housekeeping
Debtors Control
Creditors Control
Primary Code
Secondary Code

SUPPLEMENTARY MATERIALS

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 Lesson 8: Maintain inventory data and processing

Check out my Prezi on Presentation at https://www.slideshare.net/rosfashihah/a-guide-to-ubs-

accounting-task-the-simple-steps-to-record-business-transaction

REFERENCES

1. UBS Accounting, Self-Study Guide, UBS Corporation Sdn. Bhd., 2016 Edition

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 Lesson 8: Maintain inventory data and processing

For more details, you may refer to the ID checklist.

NOTE: This document shall be saved as ELV-COURSECODE-LP##-V1.docx for standardization.

Example: ELV-MPU2333-LP03-v1.docx.

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