Accounting information systems collect and process transaction data and communicates the financial information to interested parties. There are many types of systems and they vary widely. A number of factors shape these systems such as the type of business, the size of the business, the volume of data, the type of data management needs, and other factors.
Most businesses, except for the smallest, use computerized systems,also called electronic data processing or EDP systems. These systems handle every step in the accounting process from recording the financial transaction to preparing the financial statements. Businesses are constantly improving their systems technology in order to remain competitive and to stay in compliance with the Sarbanes-Oxley Act of 2002. Even the smallest businesses use systems like Quickbooks.
Accounting Information Systems, Business Transactions, and Business Processes
In order to understand how these systems work, you have to understand the accounting terms "business transactions" and "business processes" and how they come together to generate financial reports. With regard to accounting information systems, business transactions can be divided into four types of business processes:
The business transactions that fall under these business processes are large volumes of daily sales, returns, and cash inflow transactions.
The business transactions that fall under these business processes are large volumes of expenditure, returns, and cash outflow transactions. Payroll and fixed asset purchase transaction are also in this category.
At some point as your business grows, you may want to completely replace your legacy system. In the long run, the cost will be lower with fewer bugs.
Every business must have a way to keep track of its financial transactions. In other words, it must have some sort of accounting information system. You may start out with a simple system and it can grow as your business grows.
The business transaction under this category are raw materials and work-in-progress transactions.
The business transactions that are administrative are investments, borrowing, and capital transactions.
All of these business transactions result in T-accounts set up in the General Ledger processes, systems, and controls. From the general ledger, both internal and external financial statements are developed. Internal financial reports might be an aging schedule for accounts receivable or a sales inventory status report. External financial reports would be the income statement, balance sheet, and statement of cash flows.
Types of Accounting Information Systems
There are three types or categories of accounting information systems. What a business firm uses depends on the type of business, the size of the business, the needs of the business, and the sophistication of the business:
Manual accounting information systems are used mostly by very small businesses and home-based businesses. If a system is entirely manual, it would require the following: source documents, general ledger, general journal, and special journals or subsidiary journals you might need.
Legacy systems are often in existing business firms and were used before information technology got as sophisticated as it is today. Even though legacy systems may appear to be old-fashioned, they have some definite advantages to the firm. They contain valuable historical data about the firm. The firm personnel tend to know how to use the system and understand it. A legacy system has usually been customized to the specific needs of an individual firm. You won't find this kind of customization in generic accounting software packages.
Unfortunately, legacy system also have significant disadvantages. Often, they have no documentation. It is usually hard to find replacement parts because hardware and software may become obsolete. Even the computer language that legacy systems use is usually an older language. Most legacy systems have been built from scratch.
Replacement of Legacy Systems
You can completely replace your legacy system with a new, up-to-date system. That is quite an expensive solution. You can also update your legacy system. You can use a procedure called screen scraping, which is a technique that takes the data displayed on the computer screen and translates it so a newer application can read it. You can also set up an enterprise application integration system. This type of system networks the different applications in your legacy system, such as inventory, payroll, and others.
If you are a SMB, unless you are the smallest, hone-based variety, you will want your accounting information system to be up-to-date in order to keep you competitive within your industry. There are many options to choose from.