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Chapter 3Chapter 3Accounting Interface:Accounting Interface:Database Forms, Queries, & Database Forms, Queries, & ReportsReports
ACCOUNTING INFORMATION SYSTEMSACCOUNTING INFORMATION SYSTEMSThe Crossroads of Accounting & ITThe Crossroads of Accounting & IT
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Accounting Accounting InterfaceInterface
The Accounting interface is served by three database essentials:
Database forms: input accounting data
Database queries: search and retrieve accounting data from the database
Database reports: present output of the queries
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Graphical User Graphical User InterfaceInterface
QuickBooks software uses a graphical user interface:
Home Page: navigation
Onscreen forms: data entry
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Interface Interface ToolsTools
User interface tools include:
Icons
Command buttons
Radio buttons
Checkboxes
Textboxes
Listboxes (drop-down lists)
Tab controls
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Baseline Accounting System Baseline Accounting System Input/OutputInput/Output
Database forms record input for:
Vendor module
Customer module
Employee module
Banking module
Financial module
Database reports display output.
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Database Form Database Form DesignDesign
General guidelines for database form design:
Enter data once.
Use data validation.
Use auto entry.
Format data entry forms to mirror hard copy forms.
Create user-friendly forms.
Implement appropriate security measures.
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To Save Time Entering Data... MIRROR Database Forms &
Paper Forms
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Accounting Data Entry Forms
Customer module
Sales order/Invoice form
Credit memo
Customer payment receipt
Deposit ticket
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Accounting Data Entry Forms
Vendor module:
Purchase order
Receiving form
Bill entry form
Check form
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Accounting Data Entry Forms
Employee module:
Time tracking form
Payroll withholding form
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Accounting Data Entry Forms
Banking module:
Check form
Deposit form
Bank reconciliation form
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Accounting Data Entry Forms
Financial module:
Onscreen journal form
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Joey’s Database Form
What would you say to Joey?
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Building Database Forms
Database Forms
To build a database form, the developer uses a form design template as shown above. The developer selects the fields required on the form. The fields correspond to one or more tables in the database. The developer adds control tools (i.e., checkbox, button).
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EspressoCoffee Database Forms
EspressoCoffee Database Form
Do you see any changes you would like?
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Accounting Reports
4 basic types of accounting reports:
Financial accounting and regulatory reports for investors, creditors, and regulatory agencies.
Tax reports used when filing federal, state, and local taxes.
Management reports provided to internal users, such as managers for decision making.
Sustainability reports to evaluate an enterprise’s responsiveness to economic, environmental, and social sustainability challenges.
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Building Database Reports
Database Reports
To build a database report, the developer uses a report design template as shown above. The developer formats and enters the report header, detail, and footer. The required fields are placed in the desired location on the report layout.
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EspressoCoffee Database Report
EspressoCoffee Database Report
Do you see any changes you would like?
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Joey’s Database Report
What would you say to Joey?
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Database Queries
Database queries search and retrieval data from the accounting database.
Results of queries are displayed in database forms and reports.
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Database Queries
Two ways to build queries:
1.Query builder tools build queries without programming code.
2.SQL, structured query language, is a programming language used to construct queries for relational databases.
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Building Database Queries: QBE
Database Queries
To build a database query, the developer can use a Query by Example (QBE) template shown above. Displays the tables used in query. Selects the fields required by the query. Search criteria are specified (e.g., Customer Last Name = “Pico”) as shown above.
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SQL: Structured Query Language
SQL Database Queries
After building a database query with Query by Example, view the SQL programming code for the database query shown above.
Each SQL statement contains an Action(s), Field(s), Table(s), and Criteria.
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Query Results
Customer Order Query Results
Compare the fields in the query builder to the query results. What are the search criteria?
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Joey’s Database Query
What would say to Joey?
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Exercise
When the RDBMS processes the following SQL SELECT statement:
1.What tables are accessed?
2. Which fields are retrieved?
3.What is the search criteria?
SELECT Customer No, Customer Name, Invoice No, Date
FROM Customer, Invoice
Where Customer No = “3099”;
My ConnectionStudy Less. Learn More. Make Connections.
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