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ACCOUNTING INFORMATION SYSTEMS
CHAPTER 2
SYSTEMS DOCUMENTATION
TECHNIQUES
LEARNING OBJECTIVES
• Prepare and use data flow diagrams to understand,
evaluate, and document information systems.
• Prepare and use flowcharts to understand, evaluate, and
document information systems.
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CONTENT
1. What is system documentation?
2. Data Flow Diagram
3. Flowchart
WHAT IS SYSTEM DOCUMENTATION?
System documentation explains how a system works, including the who,
what, when, where, why, and how of data entry, data processing, data
storage, information output, and system controls.
System documentation create a historical record of the information system
& provide information to individuals who need to troubleshoot the system.
System documentation includes:
Narrative description: a written step-by-step explanation of system.
Documentation tools:
o Data flow diagram
o Flowchart: document flowchart, system flowchart, program
flowchart
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THE IMPORTANCE OF SYSTEM DOCUMENTATION
Documentation tools are important:
• Be able to read documentation to determine how a system works.
• Be able to evaluate documentation to identify internal control
strengths and weak- nesses and recommend improvements as well as
to determine if a proposed system meets the company’s needs.
• Be able to prepare documentation that shows how an existing or
proposed system operates.
DATA FLOW DIAGRAM (DFD)
A data flow diagram (DFD) graphically describes the flow of data
within an organization, in particular, four basic elements:
•data sources and destinations,
•data flows,
•transformation processes,
•and data stores.
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DATA FLOW DIAGRAM (DFD)
• 4 symbols
Transformation Data flow Data source and Data store
process destination
NOTES
• Data sources and destinations are marked in red.
• Can you tell which are sources and which are Accounts
destinations? Receivable
Customer Remittance Receivables
payment 1.0 data 2.0 Information
Customer Credit
Process Update
Manager
Payment A/R
Deposit
Bank
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NOTES
• Every process must have at least one data inflow
and at least one data outflow. Why?
Accounts
• What do you notice about how the processes are Receivable
labeled?
Customer Remittance Receivables
payment 1.0 data 2.0 Information
Customer Credit
Process Update
Manager
Payment A/R
Deposit
Bank
NOTES
• The data store is shown in red.
• Notice that the inflows and outflows to the data Accounts
store are not labeled. Receivable
Customer Remittance Receivables
payment 1.0 data 2.0 Information
Customer Credit
Process Update
Manager
Payment A/R
Deposit
Bank
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NOTES
• Data flows should always be labeled.
• The exception is a data flow moving into or out of a Accounts
data store. Receivable
• What symbol is the data store?
Customer Remittance Receivables
payment 1.0 data 2.0 Information
Customer Credit
Process Update
Manager
Payment A/R
Deposit
Bank
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NOTES
• Data flows are shown in red.
• Does it appear that a data flow can be two-way? Accounts
• If so, how is it handled? Receivable
Customer Remittance Receivables
payment 1.0 data 2.0 Information
Customer Credit
Process Update
Manager
Payment A/R
Deposit
Bank
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SUBDIVIDING DFDs
DFDs are subdivided into successively lower levels to provide ever-
increasing amounts of detail, because few systems can be fully diagrammed
on one sheet of paper. Also, users have differing needs, and a variety of
levels can better satisfy differing requirements.
DFD levels :
• Context diagram
• Level 0 DFD
• Level 1 DFD
• Level 2 DFD
DFD – CONTEXT DIAGRAM
What information comes into Govt.
this process, and from where? Agencies
Departments
Employee checks
Payroll Employees
Processing
System
Bank
Human
Resources
What information is produced by
this process, and where does it go?
Management
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DFD – LEVEL 0
Departments Employees
Human
Resources
1.0 2.0 Payroll check
Bank
Update Empl. Pay
Payroll File Employees
Payroll
disbursement data
5.0
3.0 Employee/ Update
Prepare Reports Payroll File Gen. Ledger
Payroll tax
Payroll disb. voucher
report General
Tax report & payment
Govt. Ledger
Management 4.0
Pay Taxes Agencies
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SUBDIVIDING DFDs
Data Data
Source source
2.0
A C
A
1.0
System DataStore
D
3.0
B
Data
Context diagram Destination
B Data
Destination
Level 0 DFD
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SCENARIO
The customer pays the salesperson with the company's payment notice. The salesperson receives the
money, makes two copies of the receipt, and writes the payment amount and the receipt number in
the attached payment notice. Next, the salesperson passes the receipt and money to the cashier and
sends the payment notice to the accounts receivable accountant. The cashier receives the money,
checks the amount on the receipt, and stamps it for confirmation. Then transfer one receipt to the
accounts receivable accountant; the other voucher is used to record in the cash book and store in
order number.
The accountant must receive the payment notice sent by the salesperson and save it in the manner of
the customer profile. After receiving the receipt from the cashier, the accountant checks and
reconsolidates it with the payment notice, then enters it into the receivable management program.
Next, the software checks the customer code and the number of unpaid invoices. If correct, the
software will allow recording the payment transaction, reducing the customer's account receivable
according to each invoice. Periodically, the software will print the payment summary report and send
it to the general accountant.
Periodically, the cashier will make a deposit slip, then transfer the money and deposit slip to the bank.
GUIDELINES FOR DRAWING A DFD
Step 1: Skim narratives description, identify all related
entities.
Who (Sale person, cashier…
Entities What (computer, software…)
Where (Sale department, Accounting
department…)
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GUIDELINES FOR DRAWING A DFD
Step 2: Scan related descriptions to establish a table to describe entities and
related activities in chronological order
Entity Activity
Customer - Send cash, checks to the saleperson
… - …
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GUIDELINES FOR DRAWING A DFD
Step 3: Scan related descriptions, to identify internal and external entities.
= sending/ receiving
documents/ reports,
Sending/ receiving information
journals…
Activities relating to retrieve, store,
Entities Processing input, sort, confirm, calculate,
synthesize, document, compare….
4 Activities: receiving goods; storing
Function activities goods; packing & exporting goods;
and delivering goods
Internal entities = Entities with processing activities
External entities = Entities without processing activities
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GUIDELINES FOR DRAWING A DFD
Step 4: Draw DFD – Context diagram
Identify entities as data sources and destinations
Draw symbols ☐ to present for data sources and destinations
Draw only one symbol O to present for the process
Check table in step 2, add data flows to connect data sources and process, process and
destinations
Skim the system to determine the name of the process
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GUIDELINES FOR DRAWING A DFD
Step 5: Draw DFD – Level 0
Identify entities as data sources and destinations
Draw symbols ☐ to present for data sources and destinations
Group processing activities in two ways:
o Processing activities at the same time and same entity
o Processing activities at the same time and different entities
Draw symbols O to present for groups
Check table in step 2, add data flows to connect data sources and process,
process and destinations
Add data stores if necessary
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GUIDELINES FOR DRAWING A DFD
Step 6: Check the DFD
Documents cannot be the starting or ending points.
Use additional explanatory symbols to explain or make
notes.
Check the entire flowchart to avoid errors.
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FLOWCHART
A flowchart is a pictorial, analytical technique used to describe some aspect of
an information system in a clear, concise, and logical manner.
Flowcharts record how business processes are performed and how documents
flow through the organization. They are also used to analyze how to improve
business processes and document flows.
3 types of flowcharts :
– Document flowchart Illustrate the flow of documents and data among
areas of responsibility within an organization
– System flowchart Depicts the relationships among system input,
processing, storage, and output
Illustrate the sequence of logical operations
– Process flowchart performed by a computer in executing a program
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FLOWCHART
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FLOWCHART
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FLOWCHART
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FLOWCHART SYMBOLS
4 categories:
• Input/ output symbols: show input to or output from a system
• Processing symbols: show data processing, either electronically
or by hand
• Storage symbols: show where data is stored
• Flow and miscellaneous symbols indicate the flow of data,
where flowcharts begin or end, where decision are made and
how to add explanatory notes to flowcharts.
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FLOWCHART SYMBOLS
Input/Output Symbols
Document Electronic data entry
Multiple copies of
document Electronic input and
output device
Electronic output
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FLOWCHART SYMBOLS
Processing Symbols
Computer processing
Manual operation
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FLOWCHART SYMBOLS
Storage Symbols
A =Alphabetically
Database D = By date
Paper document file N = Numerically
Magnetic tape Journal/Ledger
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FLOWCHART SYMBOLS
Flow and Miscellaneous Symbols
Document or processing flow Off-page connector
Communication link Terminal
Decision
On-page connector
Annotation
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SCENARIO
The customer pays the salesperson with the company's payment notice. The salesperson receives the
money, makes two copies of the receipt, and writes the payment amount and the receipt number in
the attached payment notice. Next, the salesperson passes the receipt and money to the cashier and
sends the payment notice to the accounts receivable accountant. The cashier receives the money,
checks the amount on the receipt, and stamps it for confirmation. Then transfer one receipt to the
accounts receivable accountant; the other voucher is used to record in the cash book and store in
order number.
The accountant must receive the payment notice sent by the salesperson and save it in the manner of
the customer profile. After receiving the receipt from the cashier, the accountant checks and
reconsolidates it with the payment notice, then enters it into the receivable management program.
Next, the software checks the customer code and the number of unpaid invoices. If correct, the
software will allow recording the payment transaction, reducing the customer's account receivable
according to each invoice. Periodically, the software will print the payment summary report and send
it to the general accountant.
Periodically, the cashier will make a deposit slip, then transfer the money and deposit slip to the bank.
GUIDELINES FOR DRAWING A FLOWCHART
Step 1: Skim narratives description, identify all related
entities.
Who (Sale person, cashier…
Entities What (computer, software…)
Where (Sale department, Accounting
department…)
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GUIDELINES FOR DRAWING A FLOWCHART
Step 2: Scan related descriptions, to identify internal and external entities.
= sending/ receiving
documents/ reports,
Sending/ receiving information
journals…
Activities relating to retrieve, store,
Entities Processing input, sort, confirm, calculate,
synthesize, document, compare….
4 Activities: receiving goods; storing
Function activities goods; packing & exporting goods;
and delivering goods
Internal entities = Entities with processing activities
External entities = Entities without processing activities
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GUIDELINES FOR DRAWING A FLOWCHART
Step 3: Divide the flowchart into columns with labels
• Each internal entity is a column on the flowchart, except for the
physical entity (what-entity).
• Set the column name as the internal entity’s name.
• The columns are arranged in order of participation of the
entities within the system so that the data flows in a top-to-
bottom and left-to-right direction.
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GUIDELINES FOR DRAWING A FLOWCHART
Step 4: Finalize the flowchart
• Read the narrative description carefully, using input, process,
output, and store symbols to describe the process's activities.
• Note: When a processing symbol appears, the documents
entering the processing symbol will come out of that
processing symbol (sandwich rule)
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GUIDELINES FOR DRAWING A FLOWCHART
Step 5: Check the flowchart
• Documents cannot be the starting or ending points.
• Use additional explanatory symbols to explain or make notes.
• Check the entire flowchart to avoid errors.
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