chapter 3 accounting interface: database forms, queries, & reports accounting information...

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


Graphical User Graphical User InterfaceInterface

QuickBooks software uses a graphical user interface:

Home Page: navigation

Onscreen forms: data entry


Interface Interface ToolsTools

User interface tools include:

Icons

Command buttons

Radio buttons

Checkboxes

Textboxes

Listboxes (drop-down lists)

Tab controls


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.


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


Accounting Data Entry Forms

Customer module

Sales order/Invoice form

Credit memo

Customer payment receipt

Deposit ticket



Vendor module:

Purchase order

Receiving form

Bill entry form

Check form



Employee module:

Time tracking form

Payroll withholding form



Banking module:

Check form

Deposit form

Bank reconciliation form



Financial module:

Onscreen journal form


Joey’s Database Form

What would you say to Joey?


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).


EspressoCoffee Database Forms

EspressoCoffee Database Form

Do you see any changes you would like?


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.


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.


EspressoCoffee Database Report

EspressoCoffee Database Report

Do you see any changes you would like?


Joey’s Database Report

What would you say to Joey?


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.


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.


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.


Query Results

Customer Order Query Results

Compare the fields in the query builder to the query results. What are the search criteria?


Joey’s Database Query

What would say to Joey?


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.


chapter 3 accounting interface: database forms, queries, & reports accounting information...

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data entry copyright

queries copyright

financial accounting

format data entry forms

database essentials

navigationonscreen forms

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