Bài giảng Romney_ais13 - Chapter 2: Overview of Transaction Processing and Enterprise Resource Planning Systems

Overview of Transaction Processing and Enterprise Resource Planning SystemsChapter 22-1Learning ObjectivesDescribe the four parts of the data processing cycle and the major activities in each. Describe documents and procedures used to collect and process transaction data.Describe the ways information is stored in computer-based information systems. Discuss the types of information that an AIS can provide. Discuss how organizations use enterprise resource planning (ERP) systems to process transactions and provide information.2-2Data Processing Cycle2-3Data InputSteps in Processing Input are:Capture transaction data triggered by a business activity (event).Make sure captured data are accurate and complete.Ensure company policies are followed (e.g., approval of transaction).2-4Data CaptureInformation collected for an activity includes:Activity of interest (e.g., sale)Resources affected (e.g., inventory and cash)People who participated (e.g., customer and employee)Information comes from source documents.2-5Source DocumentsCaptures data at the source when the transaction takes placePaper source documentsTurnaround documentsSource data automation (captured data from machines, e.g., Point of Sale scanners at grocery store)2-6Data StorageImportant to understand how data is organized Chart of accountsCoding schemas that are well thought out to anticipate management needs are most efficient and effective.Transaction journals (e.g., Sales)Subsidiary ledgers (e.g., Accounts receivable)General ledgerNote: With the above, one can trace the path of the transaction (audit trail).2-7Audit trail for Invoice #156 for $1,876.50 sold to KDR Builders2-8Computer-Based StorageData is stored in master files or transaction files.2-9Data ProcessingFour types of processing (CRUD):Creating new records (e.g., adding a customer)Reading existing dataUpdating previous record or dataDeleting dataData processing can be batch processed (e.g., post records at the end of the business day) or in real-time (process as it occurs).2-10Information OutputThe data stored in the database files can be viewedOnline (soft copy)Printed out (hard copy)Document (e.g., sales invoice)Report (e.g., monthly sales report)Query (question for specific information in a database, e.g., What division had the most sales for the month?)2-11Enterprise Resource Planning (ERP) SystemsIntegrates activities from the entire organization ProductionPayrollSales PurchasingFinancial Reporting2-12Advantages of ERP SystemIntegrated enterprise-wide allowing for better flow of the information as it’s stored in a centralized database and can be accessed by various departments which also improves customer service.Data captured once (i.e., no longer need sales to enter data about a customer and then accounting to enter same customer data for invoicing)Improve access of control of the data through security settingsStandardization of procedures and reports2-13Disadvantages of ERP SystemCostlySignificant amount of time to implementComplexUser resistance (learning new things is sometimes hard for employees)2-14Key TermsData processing cycleSource documentsTurnaround documentsSource data automationGeneral ledgerControl accountCodingSequence codeBlock codeGroup codeMnemonic codeChart of accountsGeneral ledgerSpecialized journalAudit trailEntityAttributesFieldRecordData valueFileMaster fileTransaction fileDatabaseBatch processingOnline, real-time processingDocumentReportQueryEnterprise resource planning (ERP) system2-15