1st Puc Applications of Computers in Accounting Notes Pdf 2023

1st puc accountancy chapter 12 Applications of Computers in Accounting Notes Question Answer Mcq Pdf Download Accountancy 1st Puc Chapter 12 Notes Application Of Computer In Accounting Pdf Applications Of Computers In Accounting Notes Application Of Computer In Accounting Class 11 Pdf ಪ್ರಥಮ ಪಿಯುಸಿ ಲೆಕ್ಕಶಾಸ್ತ್ರ ಅಧ್ಯಾಯ – 12‌ ನೋಟ್ಸ್

1st Puc Accountancy Chapter 12 Notes

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1 1st Puc Accountancy Chapter 12 Notes

2 One Mark and Two Marks Qs

2.1 Karnataka 1st PUC Accountancy Chapter 12 Application of Computers in Accounting

3 Six Marks Qs

3.1 1st Puc Accountancy Chapter 12 Notes

One Mark and Two Marks Qs

Q1. Give the meaning of computer.

A: Computer is an electronic device/Machine, which is capable of performing a variety of operations as instructed by operator.

Q2. State any two elements of computer system

A: Two clements of computer system are:

Hardware: A physical components, it includes key board, mouse, monitor etc.
Software: A set of programs, which is helpful to work with Hardware.

Q3. state any two components of computer

A: Two Components of computers are

Input unit
Central Processing unit (CPU)
Output unit

Q4. state any two units of cpu.

A: two units of CPU are:

Arithmetic and Logic unit (ALU)
Memory unit
Control unit

Q5. What do you mean by super computers?

A: It is a type of computer. It is large in size and their storage capacity is also very large. They work with a super speed.

Q6. Give the meaning of micro computers.

A: It is a type of computer. It is very small in size. The memory power and speed of computer is limited.

Q7. What are mini computers?

A: Mini computer is comparatively small in size and less cost. the memory and speed is medium.

Q8. What do you mean by mainframe computers?

A: A large computer called main frame computer its components are fitted in large frame.

Q9. State any two types of computers

A: The types of computer are

Super Computer
Main Fram puter
Mini Computer
Micro computer.

Q10. Give the meaning of flow chart.

A: A Flow Chart is a pictorial representation of an algorithm that uses symbols to denote different types of instructions. The actual instructions are written with in the boxes using clean and concise statements.

Q11. Write any two symbols of a flow chart.

A: Two symbols of flow charts are:

(a) Terminal symbol
(b) Input — output symbol

Q12. What is Accounting Information System (AIS)?

A: AIS is a transaction based information system as it deals with the economic events taking place in the enterprise.

Q13. What is Management Information System (MIS)?

A: MIS is a system that provides the information necessary to take decisions and manage an organisation effectively.

Q14. Give the meaning of automation of accounting

A: Automated accounting is an approach to maintaining upto — date accounting records with the aid of accounting softward.

Q 15. What do you mean by report

A: Report is the official explanation to the appointing authority. Auto mated accounting provide report as per the requirement of organisation.

Q16. Give the meaning of ready made software?

A: It is a source of accounting system software. The accounting software available, off the shelf are Ready made software.

Q17. What is customised software?

A: The term customised software means making changes in the ready made software to suit the specific requirement of the user

Q18. State the meaning of tailor-made software.

A: The term ‘Tailor — made software refers to designing and developing user specific software.

Q19. What is meant by Computerised Accounting?

A: Computerised Accounting is a business programme designated to provide experience in utilizing various data base and word processing programs. This program is Job Oriented curriculum designed to work closely with business.

Q20. State two features of Computerised Accounting

A: Following are the two features of Computerised Accounting:
(a) It is an accounting information system which deals with transactions which are of financial nature and can be expressed in terms of money.

(b) Data accuracy and user friendly
(c) It is simple and well structgéd information system defined by professional bodies.

Karnataka 1st PUC Accountancy Chapter 12 Application of Computers in Accounting

Six Marks Qs

Q1. Sate the different elements of a computer system.

A: A computer system is mainly composed of the following six elements.

a. Hardware: It includes all the physical components of a computer such as, keyboard, mouse, monitor, processor, etc. These can be touched and a user inputs commands through them.

b. Software: It is referred to a set of the programs that enables a computer to perform its tasks or commands given by the user. There are following six types of software.

Operating System
Utility Programs
Application Software
Language Processors
System Software
Connectivity Software

c. People: It constitutes the most important part of a computer system. It basically refers to the individuals or the users who interact with the computer through the use of hardware and software. The following are the people who are involved in a computer system.

System Analysts
Operators
Programmers

d. Procedures: A series of operations that are executed in a certain manner in order to achieve a desired set of results is known as ‘Procedures’. There are mainly following three types of procedures.

Hardware-oriented Procedures
Software-oriented Procedures
Internal Procedures

e. Data: The facts that are gathered and entered into a computer system is known as ‘Data’. It may comprise of numbers, text, graphics, etc.

f. Connectivity: This refers to the manner, in which a computer system is connected to the other electronic devices through telephone lines, microwave transmission, satellite link, etc., is known as ‘Connectivity’.

Q2. Draw block diagram showing the main components of a computer.

Q3. List the distinctive advantages of a computer system over a manual system.

A: The following are some of the distinctive advantages of a computer system over a manual system.

High speed
Accuracy
Reliability
Versatility
Storage

Q4. State the relationship between Information and Decision.

A: An organisation consists of various interdependent decision making units at every level of management and department. All these separate departments take decisions for their respective fields to achieve the desired common organisational objectives. The organisation as a whole needs to set its targets, draft plans and formulate various policies.

These activities are based on the information (in form of data) regarding the past experiences and expected future conditions. It is on the basis of this information that an organisation allocates its resources and attempts to accomplish its determined targets. Thus, it can be said that on one hand, information facilitates the decision making process while on the other hand, decisions took in the past acts as a pool of information in the future.

Q5. What is Accounting Information System?

A: An Accounting Information System (AIS) is a system that identifies, collects, processes, summarises, generates and presents information about a business organisation to a wide variety of users. It provides relevant information by processing voluminous accounting data, which is beyond the human capabilities.

It provides a glimpse of various organisational activities and maintains a detailed financial record. It acts as a common pool of information from which different departments such as, production department, sales and marketing department, HR department, etc. can fetch useful arfd relevant information.

The information thus provided, helps the users to take their decisions rationally and accordingly formulate their plans and policies. Thus, it can be said that an efficient AIS enhances the effectiveness and efficacy of an organisation as a whole.
The below mentioned points highlight the important characteristics of AIS.

It helps in handling the huge volume of accounting and financial transactions of an organisation.
It helps in drafting future plans and accordingly setting the future objectives.
It acts as a common pool for providing information to different departments besides accounts and finance departments.
It helps in maintaining the accounting information as per the guidelines laid down by the Law.
It helps in meeting the informational needs by generating reports for both external accounting users (investors, creditors, etc.) as well as for the internal accounting users (management, shareholders, etc.).

Q6. Give three examples of a Transaction Processing System.

A: Transaction Processing System (TPS) refers to a computerized system that records, processes, validates, and stores routine transactions that occur in various functional areas of a business on daily basis. Some of the examples of Transaction Processing Systems are enlisted as:

a. Automatic Teller Machines (ATMs): These are those machines that handle the bank transactions through the use of specialized computer programs.

b. Payroll Applications: These are the applications that help to execute payroll programs using terminal and online processing. These are commonly used for preparing payroll or salary of the employees.

c. Order Processing: With the help of TPS applications, orders are collected from clients either manually or through mails and telephonic calls. Thereafter, these orders are processed to initiate invoicing, account receivables and inventory control processing. These are now-a-days widely used in almost every spheres of business, such as online purchasing of tickets, online booking, etc.

Q7. Give example of the relationship between a Human Resource Information System and MIS.

A: Management Information System (MIS) is a planned system of collecting, ’processing, storing and disseminating the data in the form of information to perform th&task of decision making and management of an organisation.

Human Resource Information System (HRIS) maintains the records of the employees and prepares salaries and wages payable to them.

Relationship between MIS and HRIS
HRIS provides MIS with the information such as, the qualifications, skills, experiences and past performances of an individual employee. The MIS in turn uses this information to take appropriate decisions. This helps in placing the right person with right qualities at right job positions. This also helps in making decisions regarding promotions and increments of the employees.

Q8. Name three components of a Transaction Processing System.

A: The following are three main components of a Transaction Processing System (TPS).
a. Input: A computerised accounting system accepts the complete transaction data -as input through the process of data collection, data editing, data validation and data manipulation.

b. Storage: The system stores the inputted data in computer storage media such as hard disk.

c. Output: The stored data, through the process of report generation and query support can be retrieved and processed as and when required for generating an accounting report as output.

Q9. State the various essential features of an accounting report.

A: The following are the various features of an accounting report.

Relevance
Accuracy
Timeliness
Conciseness
Completeness

1st Puc Accountancy Chapter 12 Notes

Twelve Marks Qs

Q1. Describe the various elements of a computer system and explain the distinctive features of a computer system and manual system.

A: A computer system is ideally composed of the following six elements.

I. Hardware: It includes all the physical components of a computer such as, keyboard, mouse, monitor, processor, etc. These can be touched and a user inputs commands through them.

II. Software: It is referred to a set of the programs that enables a computer to perform its tasks or commands given by the user. There are following six types of software.

1. Operating System: It is an integrated set of specialised programs that are meant to manage and control the resources of a computer. They make the computer user-interactive, i.e. user-friendly. It means that operating system forms an interactive link between the user and the computer hardware.

2. Utility Programs: Utility Programs refer to the set of pre-written computer programs that are designed to perform certain supporting operations. Most of the utility software are highly specialised and are specially designed to perform a single task or a small range of tasks.

3. Application Software: These are user-oriented programs that are designed and developed for performing certain specified tasks.

4. Language Processors: These are the software that interpret or translate a program language into a machine language.

5. System Software: These are the software that controls the internal functions of the system such as reading data from the input devices.

6. Connectivity Software: These are the software that creates and controls the connection between a computer and a server with the purpose of sharing the data.

III. People: It constitutes the most important part of a computer system. It basically refers to the individuals or the users who interact with the computer through the use of hardware and software. The following are the people who are involved in a computer system.
a. System Analyst: They are the people who design the data processing system.
b. Operators: They are the people who write programs to implement the data processing system.
c. Programmers: They are the people who participate in operating the computers.

Iv. Procedures: A series of operations that are executed in a certain manner in order to achieve a desired set of results is known as ‘Procedures’. There are mainly following three types of procedures.

1. Hardware Oriented Procedures: Hardware Oriented Procedures provide details about various components of a computer and their uses.

2. Software Oriented Procedures: Software Oriented Procedures provide detailed set of instructions required for using the software of a computer system.

3. Internal Procedures: These procedures help in sequencing the operation or working of each sub-set of overall computer system.

V. Data: It refers to the facts that are gathered and entered into a computer system. It may comprise of numbers, text, graphics, etc.

VI. Connectivity: This refers to the manner, in which a computer system is connected to the other electronic devices through telephone lines, microwave transmission, satellite link, etc., is known as ‘Connectivity’.

The mentioned below are some distinctive features of a computer system and a manual system.

1. Accuracy: The computations and operations performed by a computer are highly accurate and correct. If any error is detected it may be due to input of the wrong data or wrong command by the user.

As against this, in manual system the results generated or produced by the human beings are not very accurate due to carelessness, boredom and fatigue.

2. Speed: Computer systems require far less time than the manual systems in performing a task. Modern computers can perform 100 million calculations per second.

3. Reliability: It may be beyond the human capabilities to work continuously for long hours. Often people get tired, lack concentration and may feel mental stress while working out huge volume of data that involves tedious calculations. Computer systems overcome these limitations very easily. A computer can easily perform variety of tasks with great precision and accuracy, thereby making the results highly reliable.

As against this, the reliability of the manual system is little doubtful in case of voluminous data.

4. Versatility: Computers are designed to perform a variety of task and has wide application in various areas such as, business, industry, etc. As against this, in manual systems human beings can perform only a few specialised tasks and thus are lesser versatile.

5. Storage: Computers have a huge storage capacity and can store huge volume of data in a very small physical space. For example a typical main frame computer can store billions of characters and thousands of graphic images. As against this, the capabilities of manual system are no where close to this.

Q2. ‘An accounting report is essential report which must be able to fulfil certain basic criteria’. Explain? List the various types of accounting reports.

A: When the collected data is processed and manipulated in a useful sense that can be understood by the users without any ambiguity, then it becomes information. When this relevant information is further summarised to meet a particular aim, it is called a report.

The content and the design of the report depend upon the level of management to which it is to be submitted. The various decisions are to be made on the basis of this report. Irrespective of the content and design, every accounting report must fulfill the following criteria.

Relevance
Timeliness
Accuracy
Completeness
Summarisation

The various types of reports used in MIS can be broadly categorised as follows.
a. Summary Reports: These are the reports that summarise all the activities of an organization. Example, Profit and Loss Account.

b. Demand Reports: These are the reports that are prepared on the request and need of the management.
Example, Bad-Debts report.

c. Customer/Supplier Reports: These are the reports that are prepared as per the specifications of the management showing various aspects of the suppliers/customers.
Example: Report of Top 10 customers.

d. Exception Reports: These are the reports that are prepared in accordance with some specific conditions or exceptions.
Example, Inventory Status Report.

e. Responsibility Reports: These reports are prepared by the managers who are responsible for their respective departments.
Example, Purchase Manager submits a report regarding different aspects of purchase.

Q3. Explain, using examples, the relationship between the organisational MIS and the other functional information system in an organisation. Describe how AIS receives and provides information to other functional MIS.

A: MIS is a planned system of collecting, processing, storing and disseminating the data in the form of information to perform the task of decision making and management of an organisation. An organisation basically operates in an environment, which is surrounded by its suppliers and customers.

The informational needs of the organisation emerge from the business processes stratified into its various functional areas. Thus, in this sense, MIS has functional relationship with other functional management information system namely Manufacturing Information System, Human Resource Information System, Accounting Information System and Marketing Information System.

MIS receives information from these other functional information systems and uses the received information to take appropriate decisions.

An Accounting Information System (AIS) is a system that identifies, collects, processes, summarises, generates and presents information about a business organisation to a wide variety of users. It is an important component of MIS. It receives and provides information to the various sub-systems of the MIS.

Relationship between AIS, Manufacturing Information System and Human Resource Information System:
The Human Resource Department sends a list of workers to the Manufacturing Department. The Manufacturing Department on the basis of this information prepares a report on the performance of each worker and deductions to be made from the wages, if any.

There after, this report is send to both Accounts Department as well as to Human Resource Department. After this, the Human Resource Department sends report to the Accounts Department to pay the wages. The Accounts Department with the help of these reports calculates the amount payable and statutory dues and subsequently, makes the final payments to the workers.

The report of the final payments is send to the HR Department and the Manufacturing Department by the Accounts Department.

Relationship between AIS and Manufacturing Information System: Business processes in the Manufacturing Department include the following activities.

Preparation of Plans and Schedules
Issue of Material Requisition Form and Job Cards
Issue of Stock and Inventory
Issue of Raw Material Procurement Orders
Handling Supplier Invoices
Payments to Suppliers

The AIS would accordingly include the process of

Purchasing Orders
Payments to Suppliers
Preparing Inventory Status Reports
Preparing Reports of Accounts Payable

Relationship between AIS and Marketing Information System: Business processes in the Marketing and Sales Department involve the following activities.

Inquiry Process
Creation of Contacts
Entry of Orders
Dispatching Goods
Generation of Bills to Customers

The AIS would accordingly include the following activities.

Processing of Sales Orders
Authorisation of Credit
Keeping Custody of the Goods
Inventory Status
Shipping Details

Q4. ‘An organisation is a collection of interdependent decision-making units that exists to pursue organisational objectives. In the light of this statement, explain the relationship between information and decisions. Also explain the role of Transaction Processing System in facilitating the decision-making process in business organisations.

The organisation as a whole needs to set its targets, draft plans and formulate various policies. These activities are based on the information (in form of data) regarding the past experiences and expected future conditions. It is on the basis of this information that an organisation allocates its resources and attempts to accomplish its determined targets.

Thus, it can be said that on one hand, information facilitates the decision making process while on the other hand, decisions took in the past acts as a pool of information in the future.

In this aspect, information forms the most crucial part of today’s business environment. In this context, Transaction Processing System (TPS) has emerged as crucial component of the business operations. Transaction Processing System (TPS) refers to a computerised system that records, processes, validates and stores routine transactions that occur in various functional areas of a business on daily basis. This system facilitates the decision making in a business organisation through the following processes.

a. Data Collection: The TPS collects all the required data to complete one or more transactions. The data can be collected either manually or through other devices such as scanners and point of sale equipments.

b. Data Editing: The system checks the data for its accuracy, correctness and completeness.

c. Data Validation: It refers to .a process, where TPS verifies the data for its correctness and rectifies the errors, if detected.

d. Data Manipulation: TPS performs the process of calculation, then processes and analyses the inputted data on a pre-set design.

e. Data Storage: It places or stores the data in one or more data base.

f. Output Generation: TPS helps in creating and generating reports and also presents the reports generated in a pre-designed format either as hardcopy or softcopy.

g. Query Support: TPS provides a mechanism enabling its users to raise a query upon the stored data and extract the required information in required format as and when the need arises.