Of course there is no difference between the notebook and the notebook Program Accounts Is the use of paper in the first and the use of the computer in the second, and in fact there are two important points that illustrate this difference:
- 1. The notebook system starts by typing all types of movements in one book (the journal) Program Accounts There is a screen dedicated to each type of movement (sales invoices screen - purchase invoices screen ...)
- 2. In the notebook we unload the journal ourselves in the books of other accounts, either in Program Accounts The computer builds these notebooks (reports) without user intervention
Does the accounts program cancel the notebook
The user goes through two phases in running the accounts program
- Work with the accounts program in parallel with the notebook system to make sure that it is using the accounts program correctly
- Reduce the notebook while retaining the documentary cycle that is the source of the entries for the computer
What is the documentary cycle?
The work Program Accounts It is that it saves the data in an orderly manner from which reports can be extracted for any period of time or search for any record. It is natural that the data entry will enter these data from the records of what is in the institution and is considered the administrative reference in the institution.
For example, when recording receipt With the Accounts program you will be asked for the invoice number. The purchase invoice now in our possession is a document we may need to refer to in the future. And must be entered into the computer with the same number and keep the invoices in order
Sometimes we need to fabricate additional documents at the institution to ensure that the information is accessed regularly and accurately, such as operating orders, money exchange / receipt ...
What are the guarantees of success in operating the automated system
Not everyone who tried to implement the calculation program succeeded in this, and I don't think the secret is that they have used the wrong programs, it may be a possibility, but it is a small possibility, and I think the secret is that the user may think that the automated system will enable it to switch From the irregular state to the system state as soon as it started buying an accounting software.
The scourge of automated system is the lack of commitment to work in the documentary cycle and the failure to enter data regularly in the computer.
It is worth mentioning the wisdom that says "not aware of all does not leave the whole" Sometimes we advise the user to reduce the documentary cycle even if it did not work part of the system. The course is subsequently expanded to later stages.
There is an important point to be mentioned here, namely that in all Accounting systems Whether manual or automated, periodic review of system outputs is an integral part of the input process. And here happens a mistake often happens by many. As the automated system often starts to work in parallel with the notebook. Of course, this is an additional burden on staff and may be concerned with entering the data into the accounts program regularly and do not be concerned with the extraction of reports regularly and here the result is zero.
What is the least cycle you can start with
The most important characteristic Accounting Software Is that it calculates the effect of each movement on all Accounts Associated with no user intervention. That is when you register a payment You get cash From a customer, the customer's account and the balance of the fund will be affected together once the transaction is recorded. Therefore, if we reconcile the treasury balance (treasury and banks) extracted from the computer with the actual balance that exists regularly. This ensures that the accounts of the customers and suppliers will be 100% correct except for the possibility of one error, which is to enter a payment on behalf of a customer instead of another, which will be detected with at least one of the two customers and therefore we believe that Accounting System He reviews himself. Thus, the least documentary cycle that can be started is to ensure that customer balances, suppliers and cash accounts are matched and reviewed
Does the calculation program cancel the notebook?
Work with the accounts program in parallel with the notebook system to make sure that it is using the accounts program correctly
Reduce the notebook while retaining the documentary cycle that is the source of the entries for the computer
What is a Documentary Course?
It is one of the special courses in accounting. It is considered the first stage in the application of accounting operations.
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