INSTRUCTOR: Arthur C Joy
OFFICE: Jordan Hall 351
TELEPHONE: 706-568-2150
OFFICE HOURS: MTWThF, 9 - 11 AM TTh, 5 - 6:15 PM Whenever door is open and by appointment.
COURSE OBJECTIVES:
Students will:
TEXTS:
Accounting Information Systems (2nd edition), by Ulric J Gelinas, Jr, Allan E Oram, and William P Wiggins; Southwestern Publishing Company (1993.)
Computerized Accounting with Peachtree COMPLETE ACCOUNTING (Version 6.0), by Roger Hermanson, Rosanne Walker, Linda Plunkett, and Deborah Turner; Richard D. Irwin, Inc., 1994.
OTHER REQUIRED MATERIALS:
Systems Understanding Aid for Auditing (3rd Edition), by Alvin A Arens and D Dewey Ward; Armand-Dalton Publishers, Inc.
Blank diskettes, for use with Peachtree accounting software.
SUGGESTED: Template for flowchart symbols (available in the College book store and in most office supply stores.)
REQUIREMENTS AND GRADING: The course requirements include:
1) Systems Understanding Aid 10%
2) Computer-based accounting software project 10%
3) Homework problem solutions 10%
4) System study project 20%
5) Team participation grade 10%
6) Two examinations @ 20% each 40%
100%
NOTE: Since 60% of the course grade is based on team projects and other work done outside the classroom, an average grade of 60 or better on the two examinations is required in order to receive a passing grade for the course.
SYSTEMS UNDERSTANDING AID: This assignment is designed to (a) familiarize you with typical forms, documents and records used in accounting systems, and (b) review basic accounting procedures. Instructions are contained in the practice set, supplemented by a handout, "Systems Understanding Aid." DUE DATE: April 18, 1995
COMPUTER BASED ACCOUNTING SOFTWARE PROJECT: This assignment is to familiarize you with the use of PEACHTREE accounting software (A widely used commercial accounting software program.) You will complete a series of assignments from the supplemental textbook, Computerized Accounting with Peachtree COMPLETE ACCOUNTING. A handout, "Computer Based Accounting Software Project", provides additional details. DUE DATES: See Assignment Schedule.
TEAM PROJECTS: Students will be assigned to project teams of 3 or 4 students each. (See the attached handout, "Working in Teams.") Team assignments are of two types:
APPLICATION PROBLEM SOLUTIONS: Three problems from Chapters 6, 10, and 11 are designated for the preparation of team solutions, which will be submitted in writing and graded. In addition, some teams will present their solutions in class. (Class presentations will be included when grading the assignments.) DUE DATES: See assignment schedule.
NOTE: When presenting team problem solutions, each team should either prepare overhead transparencies of flow charts, or should prepare photo-copies of their flowcharts for use by their classmates during the presentation (1 set per 2 students.)
SYSTEM STUDY PROJECT: The project involves visiting a local business firm or other organization, observing one of their accounting information subsystems, and preparing written and oral reports about the findings. Details of the project are provided in the handout, "System Study Project". DUE DATE: June 1, 1995
TEAM PARTICIPATION GRADE: Students will evaluate the contributions of their fellow team members. (See Handout, "Working in Teams.")
EXAMINATIONS: Examinations may include written case analysis, discussion questions, and/or "objective" (multiple choice, etc) questions, and may be conducted partly on a take-home basis. If so, they are, of course, to be the result of individual student effort only. Make-up examinations will be permitted only if approved in advance by the instructor.
DURING IN-CLASS EXAMINATIONS, THE USE OF REFERENCE MATERIALS OR ASSISTANCE FROM OTHER PERSONS IS NOT AUTHORIZED. TAKE-HOME EXAMINATIONS OR EXAMINATION PARTS WILL SPECIFY WHETHER THE USE OF REFERENCE MATERIALS IS PERMITTED.
CLASSROOM PARTICIPATION: The course will cover a great deal of material. Much of the classroom time will be devoted to discussion of assigned problems. Every student is expected to keep up with the study assignments, and to be prepared to participate in these discussions. Much of the value of the course will be obtained through the exchange of ideas during these discussions. In addition, classroom discussions help to develop oral communication skills, which are an important requirement for practicing accountants.
Time will not always permit the discussion of all of the assigned text material and/or problems during class sessions. Students are responsible for the assigned text material and problems, regardless of whether they are covered during class.
HOMEWORK ASSIGNMENTS: To facilitate meaningful class discussion, solutions to assigned problems should be prepared in advance. Adult men and women should be capable of doing this without the incentive of having homework problems collected and graded. (EXCEPTIONS: Problems designated in the assignment schedule as Turn-In (Graded) Assignments will be graded.) If, however, experience should prove me to be in error in this estimation, I reserve the right to begin collecting homework problems on a random basis, and to assign a weight to these problems in computing the course grade.
DISABILITIES: If you have a disability that may prevent you from meeting the course requirements, contact the instructor before the end of the first week of classes to file a student disability statement and to discuss a reasonable accommodation plan. Course requirements will not be waived but accommodations may be made to assist you in meeting the requirements, provided you are timely in working with the instructor to develop a reasonable accommodation plan.
EXAMINATION RETENTION: Graded examinations, papers, project reports, etc, will be kept on file no longer than one quarter following the completion of the current quarter. Any requests for grade reconsideration or grade appeals must be made within this time period.
WITHDRAWAL DEADLINE: The last date for withdrawal without receiving a grade of WF is May 2, 1995. This deadline will be enforced, and exceptions will granted only for exceptional circumstances that arise after the withdrawal deadline. Note that in the case of withdrawal before May 2, 1995, a grade of W or WF may be awarded, depending upon the grades earned up to the date of withdrawal. Withdrawal before May 2, 1995, does NOT guarantee a grade of W.
FINAL GRADES: Students' right to privacy is protected by federal law. It has been determined by the Attorneys General in every state in which I have taught that the public posting of student grades violates that right to privacy. Therefore, I do not post student grades, nor do I give out grade information over the telephone. I will be happy to mail final examination and course grades to students who provide a self-addressed and stamped envelope or postcard for that purpose.ACCOUNTING 308
ASSIGNMENT SCHEDULE
TURN-IN
STUDY (GRADED)
DATE TOPIC ASSIGNMENT ASSIGNMENT
Mar 30 Introduction to Course
Systems Concepts Chapter 1
Information Concepts Chapter 2; DQ 2-1,2,5
Apr 4 Information Concepts Chapter 2 DQ 2-7
Data Flow Diagrams Chapter 3, pp.73-95
Problem 3-8a
Apr 6 Data Flow Diagrams Chapter 3, pp. 73-95 Probs 3-1,2,3
Systems Flowcharts Chapter 3, pp. 95-110
Problems 3-7,9
Apr 11 Systems Flowcharts Chapter 3, pp. 95-110 Problem 3-4
Data Dictionaries Chapter 3, pp.110-116
Problem 3-5
Apr 13 A Model Information System Chapter 4; DQ 4-4,5,6,7
Controlling Information Chapter 5; DQ 5-4,5,10
Systems Problems 5-3,5
Apr 18 ***SYSTEMS UNDERSTANDING AID DUE***
Apr 18 Controlling Information Chapter 5; Problem 5-4 Prs 4-4 - 4-12
Systems
Pervasive Controls Chapter 6; DQ 6-1,3,4,6 DQ 6-8,9
Problems 6-1,2,3
Apr 20 Pervasive Controls Chapter 6 [Probs 6-5,6]
Application Controls Chapter 7; DQ 7-3,4,5,6
Problems 7-4,7
Apr 25 Application Controls Chapter 7; Problem 7-1
Microcomputer Systems Chap 8, Read: pp.286-310,315-321
Study:pp.310-315;321-324
DQ 8-8,9
Apr 27 EXAMINATION #1 Chapters 1 thru 8
May 2 Order Entry/Sales System Chapter 9; DQ 9-6,8
Problems 9-6,7
Peachtree: Introduction & Peachtree Chaps 1,2 Ch 1 & 2 Ques
General Ledger System & Matching
May 4 ***GROUP SYSTEMS STUDY PROJECT PROPOSAL DUE***
May 4 Order Entry/Sales System Chapter 9; Prob 9-2
Billing/Accts Rec/Cash Receipts Chap 10; DQ 10-4,6 DQ 10-7
Peachtree:General Ledger System Peachtree Chapter 3 EOC Problem
May 9 Revenue Cycle Application Chapters 9 & 10 [Prob 10-2,
Purchasing/Cash Disbursements Chap 11;DQ 11-5,6,8 Case A]
Peachtree: Accounts Receivable Peachtree Chap 6 Ques & Matching
May 11 Purchasing/Cash Disbursements Chap 11; Prob 11-13 DQ 11-11
Prs 11-2,3,4;Case A
Peachtree: Accounts Receivable Peachtree Chap 7 EOC Problem
May 16 Expenditure Cycle Application Chapter 11 [Prs 11-2,4;
Inventory System Chap 12; DQ 12-1,4,5 Case C]
Problems 12-9,10
Peachtree: Accounts Payable Peachtree Chap 4 Ques & Matching
May 18 Payroll System Chap 13,Read pp. 533-546
Study pp.546-572
Problems 13-8,9
Problem 13-2, Case B
Peachtree: Accounts Payable Peachtree Chap 5 EOC Problem
May 23 General Ledger System Chap 14 Pr 14-1,2,3a,8,9
Systems Development Life Cycle Chapter 16 DQ 16-6
Peachtree: Inventory System Peachtree Chap 8 Ques & Matching
May 25 Computer Fraud & Chapter 5, pp.155-160
Computer Security
Peachtree: Inventory System Peachtree Chap 9 EOC Problem
May 30 Computer Fraud & Chapter 5, pp.155-160
Computer Security
Jun 1 Group System Study Project Reports
Jun 8 FINAL EXAMINATION (8:30 - 10:30 PM) ALL MATERIAL SINCE FIRST EXAM.
NOTES
WORKING IN TEAMS
Much of the work in this course will be performed in teams of three (minimum) or four (maximum) students. This is to help prepare you for the business world, and many other professions, where you will frequently find yourself assigned to temporary or permanent teams, committees, or other work groups. Leaders of the accounting profession have stated that the development of inter-personal skills is an area where business and accounting education should place additional emphasis.
Your commitment to your team, and to your team partners, is a critical part of the course. A team is no stronger than its least cooperative member. Failure to do one's part to contribute to the team effort is selfish and inconsiderate behavior, and has some serious ethical implications. You should treat your obligation to your team as you would treat a similar obligation at your present job or in your future professional career.
Teams will be self-selected. To the maximum extent possible, given the class enrollment, team membership should include both male and female students, and both white and black students. You cannot expect to work in all-male, all-female, all-white, all-black, all-hispanic, etc, teams in other segments of society, so there is no reason to do so in school.
Teams must be organized, and identified to me (in writing) not later than Tuesday, April 11th. In forming teams, you should consider each others' work schedules and class schedules, residence locations, etc.
Teams are self-governing. I.e., each team will be responsible for developing its own working procedures and leadership arrangements.
The primary purpose of working in teams is NOT to divide up the workload, but rather to work together, combine your efforts, share ideas, and learn from each other. I occasionally find a solution to a homework problem (or even a team project report) that does NOT look like a team solution, but rather three (or four) individual solutions, where one person drew the flowchart, another evaluated the strengths, and a third person evaluated the weaknesses of a system. That's OK, FOR A START, but what should follow is for the team, as a whole, to combine their efforts to make all parts of the assignment better than any one person could do them. The solution is not complete, and you have defeated the entire purpose of the project, if that vital step is omitted.
Teams will also be self-evaluating:
At the end of the course, each team member will submit a Team Contribution Grade Form (copy attached) to reward (or penalize) the contributions of each other team member to the team assignments. These forms will be the basis of the Team Participation grade for each student. NOTE: For the System Study Project, a group member who does not visit the organization and actually see the system being studied can NOT receive ANY credit for the project!
In extreme cases, a team may FIRE an unproductive member. The conditions for firing include the following:
All other team members must agree to fire the unproductive member, by completing a Request to Fire A Team Member form (attached) and submitting it to the instructor. (In a case where there are two unproductive members, each of whom refuses to fire the other, the remaining team member(s) should discuss the situation with me immediately.)
Team members can be fired only for reasons of unproductivity. Personality conflicts are NOT a valid reason for a firing.
Details of unproductive behavior must be specified (i.e., dates of missed meetings, assigned tasks that were not completed, examples of unsatisfactory or unusable work, etc.) (You may have to keep notes.)
Firings must be completed before the last week of the term.
Fired team members will receive a score of zero for the remaining team assignments, and for the Team Participation grade.
If serious problems should develop with regard to team participation, cooperation, or other aspects of team functioning, please do not wait until they reach the stage of a firing; discuss these with me immediately.
SYSTEMS UNDERSTANDING AID
The Systems Understanding Aid for Auditing, 3rd edition, (by Arens & Ward) should contain the following items:
1) Reference Book
2) Booklet: Instructions, Ledgers and Flowcharts
3) Booklet: Journals
4) Various Documents
5) File separators
6) The envelope in which the other materials are packaged,
to be used as a folder for submitting the assignment.
The set contains 26 numbered documents. Several of them are in multiple copies (usually all different; blank forms may differ only in the form number (such as document #4.))
Document #3 -- 2 copies.
Document #4 -- 2 copies.
Document #7 -- The two packing slip copies of documents 5 and 6 are marked as document #7.
Document #9 -- 3 copies.
Document #15 -- 3 copies. (2 copies are part 2 ("Accounting Copy") only; 1 copy is a multi-part form.)
Document #16 -- 4 copies.
Document #17 -- 4 copies.
Document #19 -- 6 copies.
Document #21 -- 2 copies.
All other documents -- 1 copy each. Note that document #20 is the remittance advice stub for document #14.
IF YOU ARE MISSING COPIES OF ANY DOCUMENTS, SEE THE INSTRUCTOR.
Instructions for completing the Systems Understanding Aid are in the "Instructions, Ledgers and Flowcharts" booklet. IN ADDITION:
You may use pencil instead of ink for completing the Systems Understanding Aid; in fact, I encourage you to do so.
If you are uncertain about the use of the special journals, and how they relate to the general journal and general ledger, refer to a financial or intermediate accounting text. If still in doubt, ask! (Do NOT make the mistake of recording transactions in both a special journal and the general journal. The purpose of the special journals is to keep the general journal clear of frequent, repetitive, entries.)
In the cash receipts journal, the December 3rd cash receipt (from Saginaw Sales and Service Company) has the sales discount computed incorrectly. Do not change this entry, but compute the discounts correctly for entries that you make; do not follow the incorrect example. (The December 12th cash receipt from Bertram Appliance has the cash discount computed correctly.)
Do NOT assume that invoices are paid when received (flowchart procedures notwithstanding.) Only write checks in payment for transactions which clearly state that the invoice is paid.
The company is not using the Prepaid Expenses account in the General Ledger. Supplies are being expensed immediately at the time of purchase. (See the December 12th entry in the purchases journal.) You may continue to follow this procedure.
In processing the Request To Return merchandise form (document #11), the four right-hand columns should be filled in by Ray Kramer when he approves the return, indicating the approved quantities, etc. When returned goods are received and Jim Adams prepares the credit memo, he should compare the quantity received to the quantity approved by Kramer for return.
Waren does NOT ship goods COD. Do not make entries in any places on the Bills of Lading that refer to COD shipments.
No form is provided for the December bank account reconciliation; use plain paper. NOTE: Read carefully page 11, Section VI, Requirements, paragraph 2, of the "Instructions...."
Payments received on account are matched against specific invoices instead of against the oldest amount due.
When preparing the monthly customer statement (document #14), read the aging status column headings very carefully.
In the Employee Earnings Subsidiary Ledger for Jim Adams, the Federal Income Tax column was left blank in some early printings of this document. This is merely a printing error. If you have one of these early printings, it is NOT necessary to go back and fill in the Income Tax entries that were accidentally left blank. (However, when you make your entry for December 31st, you should include the Federal Income Tax entry!)
Waren uses a periodic inventory system. The perpetual inventory being tested for one product is supplemental to the periodic system and does not replace it. Compute the entire inventory and Cost of Goods Sold using the periodic system.
On page 9 of the "Instructions..." booklet, it is necessary to prepare adjusting entries in the General Journal, and to post those entries to the General Ledger (the first part of step #7 of the "Year-End Procedures") before performing step #6. The reason is that in step #6, Nancy Ford reconciles the trial balances to the General Ledger, including the trial balance of fixed assets. However, Jim Adams makes the General Journal adjusting entry to the Accumulated Depreciation account, and posts that entry to the General Ledger, in step #7. Thus, as written, the General Ledger balance for accumulated depreciation would not properly reconcile to the trial balance in step #6.
In preparing the payroll taxes adjusting entry, early printings of the Instruction book state (page 7, paragraph 3):
"Unemployment taxes are imposed on the first $7,200 of wages paid to covered employees in 199X. By the last week in December, Ray Kramer has exceeded the $7,200 base..."
If you have one of these early printings, exclude all of Ray Kramer's December wages (not just the wages for the last week of December) in computing unemployment taxes.
On page 9 of the "Instructions..." booklet, under "Year-End Procedures" step #5, omit the Statement of Cash Flows. Use conventional multiple-step Income Statement format instead of the format illustrated in the Reference Book. List current and non-current liabilities separately in the Balance Sheet.
I really don't mind when students work together on the Systems Understanding Aid; in fact, I assume that they will learn from each other by doing so. Of course, this presumes that "working together" means what it says -- that students check each other's work, catch each other's errors, and learn from each other. The final product should be better than either student would have done alone. However, if one student simply copies another student's work, neither of them receives these benefits. The student whose work was copied gains no help, and learns nothing, from the student doing the copying. The latter, of course, learns even less than the first student, and even risks "learning" something incorrectly, when he or she copies the first student's mistakes. I can usually tell which has occurred!
I encourage you to let me perform a preliminary examination of your Systems Understanding Aid after you have completed the journal entries, to detect and correct any errors before you post the entries and prepare financial statements.
CHECK FIGURES:
Net Income (After Taxes) $ 37,589.62
Total Sales Revenues $600,698.50
Gross Profit $103,842.82
Total Assets $155,613.89
Post-Closing Trial Balance $161,605.39
DUE DATE: April 18, 1995
BE METICULOUS IN COMPLETING THE JOURNALS, LEDGERS, FORMS, ETC. ASSUME THAT YOUR ACCOUNTING RECORDS WILL BE AUDITED.ACCOUNTING 308
SECTION 20302
ACCOUNTING INFORMATION SYSTEMS
SPRING 1995
SYSTEM STUDY PROJECT
The purpose of this project is to see how various concepts and principles studied in this course are actually applied in a functioning organization.
Each project team is to identify an organization (business, government, or not-for-profit) that uses a computer-based accounting information system, and arrange to visit that organization and study one accounting sub-system (e.g., payroll, inventory control, accounts receivable, etc.) While the group may select an organization in which one of the group members is employed, you must select an accounting sub-system in which none of the group members is a participant.
NOTE: A group member who does not visit the organization and actually see the system being studied can NOT receive ANY credit for the project!
The study should focus on the sub-system inputs (time cards, receiving reports, purchase orders, etc) processes, outputs (reports, printed checks, invoices, etc) and controls. Also, identify the other sub-systems and systems that interface with the sub-system being studied, including the types of inputs and outputs exchanged between the systems.
In addition, you should identify the computer hardware and software used in the system (types of input and output devices, types of storage devices, commercial programs or programming languages used, etc.) With respect to hardware, you should not be concerned as much with the manufacturers' model numbers as with the types and capabilities of the devices used. Concerning software, do NOT get bogged down in the details of the computer programs used to process the input data into output information.
The team should examine system controls for preventing and detecting errors (accidental or deliberate), the audit of the computerized system, and provisions for protecting the privacy of information.
Finally, the team should discuss with the representatives of the organization the subject of how their system was designed and acquired. What led them to decide that they needed the system? Who prepared the system specifications? Who did the design? (Consultant? Equipment supplier? Their own staff?) How did they identify their output report requirements? How did they select a supplier? How did they acquire the application program software? (Purchase "off the shelf"? Supplied by computer vendor? Written by organization's own programmers?)
While it is unlikely that admissions of computer crime will occur during the visits, the team members may wish to diplomatically inquire as to whether any known computer crimes or losses have occurred in the past, and whether management has concerns about the possibility of their occurrence in the future.
Each project team is to submit a project proposal on or before May 4, 1995. The proposal (which may be typed or neatly and legibly handwritten) should include the name of the organization to be studied, the sub-system to be studied, and the name of the point of contact within the organization.
Each team is to prepare a written report describing the organization and the sub-system studied, and what was found, and make a classroom presentation (approximately 20 minutes) of their report. The report should include appropriate organization charts, flow charts, and, to the extent possible, samples or copies of input forms and documents, and output documents and reports. Your report should include a discussion of control strengths and weaknesses of the system. (The written report should be typed using a computer-based word processing system. In addition, teams are encouraged to use graphics software to prepare flow charts, organization charts, etc. The final paragraph of the report should be a statement identifying the word processing system, and graphics software, if any, used to prepare the report.)
Please do NOT use acetate or vinyl page protectors. Fancy bindings, loose-leaf notebooks, etc, are neither required nor desired.
Project reports are due, and will be presented in class, during the final week of classes, as shown in the course assignment schedule. When presenting team project reports, each team should either prepare overhead transparencies of organization charts, flow charts, and other charts and documents, or should prepare photo-copies of these charts and documents for use by their classmates during the presentation (1 set per 2 students.)
Be certain that transparencies can be read from the rear of the classroom!
A common mistake in the preparation of team reports is to fail to allow sufficient time for review and critique of each team member's contribution by the other team members, revision as appropriate, and rehearsal of the in-class presentation. Having been made aware of this common mistake, I trust that you will not repeat it.
Each member of the team must participate in the in-class presentation of the project report.
Copies of similar project reports prepared by students in my former classes are available in my office; I encourage you to review some of these reports before preparing your own.
ACCOUNTING 308
ACCOUNTING INFORMATION SYSTEMS
SYSTEM STUDY PROJECT GRADING SHEET
Group Members____________________________________________________
Company_________________________ System__________________________
______(10 points) 1) Appearance, grammar, spelling, punctuation, typing, etc.
______(10 points) 2) Organization of paper, writing style,
readability.
______(20 points) 3) In-Class Presentation.
SYSTEM DESCRIPTION:
______(10 points) 4) Description of Organization, Organization
Chart, Environment, Resources, System
Objectives.
______(10 points) 5) Inputs & Outputs -- descriptions; samples.
______(20 points) 6) Processes & Flow Chart.
______(20 points) 7) Controls, Strengths & Weaknesses.
______(100 points) TOTAL
PEACHTREE ACCOUNTING SOFTWARE
The following guidance supplements the information in your text, Computerized Accounting with PEACHTREE COMPLETE ACCOUNTING. The supplemental instructions relate to BACKUP FILES and PRINTING.
Each topic (General Ledger, Accounts Receivable, etc) includes the following:
An Overview chapter (chapters 2,4,6,8) using programmed learning assignments. At the end of each of these chapters there are some short-answer and matching questions, which are to be turned in according to the assignment schedule. (Chapter 1 is an Introduction to the book and the system, with similar end-of-chapter assignments.) These chapters, and the assignments, do not require the use of the computer.
A Practice chapter (chapters 3,5,7,9) with hands-on exercises using the computer. At the end of each chapter there is an end-of-chapter problem, also requiring use of the computer, to be completed and turned in according to the assignment schedule.
Because we do not have a "site license" for PEACHTREE accounting software, we are installing four copies of the software on four computers. Unfortunately all four copies are slightly different: Two are version 5.0 and two are version 6.0. In each version, one copy is Peachtree Complete and one copy is Peachtree Basic. These differences make it ESSENTIAL that each of you carefully follow the backup procedures every time you use the software.
TYPES OF BACKUPS: There are TWO TYPES OF BACKUPS. You must be familiar with both, and do not get them confused.
RESTORATION OF ORIGINAL DATA FILES: Every chapter practice session and every end-of-chapter problem requires that the data files be in their original condition -- i.e., at the data values that were present when the program was initially installed -- at the beginning of the assignment.
The various assignments and exercises are NOT cumulative. They all assume certain data values that are present when the software was originally installed. Therefore, when you complete an assignment which has changed the values of the data, those data values must be restored before you proceed to the next practice assignment or problem!
YOU ARE NOT THE ONLY STUDENT USING THESE DATA FILES!! If you work an assignment and change the data values, the next student who uses the program will need to begin with the original data values.
PRESERVATION OF PARTLY COMPLETED WORK: If you begin a session and start working on practice exercises, or on an end-of-chapter problem, but you do not finish the assignment, you do not want to repeat, next session, work that you have already completed. Therefore you need to save (BACKUP) your partly finished work, so you can begin next time where you left off.
BE CERTAIN THAT YOU UNDERSTAND THE DIFFERENCE BETWEEN THESE TYPES OF BACKUPS.
PROCEDURES: IT IS ESSENTIAL THAT YOU FOLLOW THESE INSTRUCTIONS:
At the BEGINNING of EVERY session with Peachtree, the first thing you must do is BACKUP the ORIGINAL DATA VALUES ONTO A FLOPPY DISKETTE. (Of course this assumes that the last student to use the program restored the data to those original values at the end of his or her session!) Follow the procedure on page 1-32 of the text:
From the PCA Main Menu, select "Utilities."
From the Utilities Menu, select "Backup/Restore Data Files."
Under Program Options, select "Backup Data Files."
Under Backup Options, select "Backup All Module Files."
Label your diskette "ORIGINAL DATA VALUES."
IF you are beginning a new Practice Chapter or a new end-of-chapter problem, proceed with that assignment or problem.
OR IF you are resuming a practice chapter or end-of-chapter problem that you have partly completed and saved, RESTORE THE DATA to their values that you saved. YOU MUST NOT DO THIS UNTIL YOU HAVE FIRST SAVED THE ORIGINAL VALUES -- otherwise how will you restore the original values when you are finished?! To restore the files follow the procedures on page 1-32 of the text, except you will be using your previously preserved data values rather than the original data values.
Then proceed where you left off the previous session.
When you finish a session with Peachtree, IF you have NOT completed the assignment or problem, PRESERVE THE PARTLY COMPLETED WORK by performing a backup onto a floppy diskette. Follow the procedure on page 1-32 of the text (steps 4a(i) thru 4a(iv) above.) Label your diskette "DATA VALUES AS OF PAGE ___" (use text page number where you left off.)
At the END of EVERY session with Peachtree (after you have preserved any partly completed work,) the last thing you MUST do prior to exiting the program is to RESTORE THE DATA FILES TO THEIR ORIGINAL VALUES (for the next person.) Follow the procedure described on page 1-32 of your text, USING THE BACKUP DISK THAT YOU MADE AT THE BEGINNING OF YOUR SESSION.
NEVER, NEVER, NEVER, RESTORE THE DATA FILES FROM A BACKUP DISK MADE ON A DIFFERENT COMPUTER, because the different computers have different versions of Peachtree, and the file formats are not compatible.
From the PCA Main Menu, select "Utilities."
From the Utilities Menu, select "Backup/Restore Data Files."
Under Program Options, select "Restore Data Files."
Under Restore Options, select "Restore All Module Files."
Suppose the last person to use the program failed to restore the data values to their original condition. This will become apparent if you retrieve data and the values do not agree with what you are supposed to find. The Business Resource Center attendant will have FOR EMERGENCY USE ONLY, a copy of the backup files for each computer. Be absolutely certain that you restore from the correct emergency data disk for the computer you are using. (As a LAST RESORT, your instructor will also have emergency copies of the data files.) However, you should not rely on the Business Resource Center (or your instructor) to provide your backup files.
PRINTING: The text instructions assume that each computer has a printer permanently assigned to it. However, in the Business Resource Center that is not the case. Therefore, you will need to follow these procedures:
Whenever the computer prompts you: "SET PAPER TO TOP OF FORM -- PRESS 'ENTER' TO CONTINUE" you must:
Press the F7 key (change device.)
At the next screen, select "Send Report to a Disk File."
Type a report name using six characters. The first four characters should be the first four letters of your last name. These should be followed by a two-digit number (beginning 01). Each report should have a different number.
Type a report description, up to 35 characters in length, to help you identify the report. (You might include the text page number that describes the report.)
The screen will display the report filename as:
C:\PCA\PCDATA\xxAAAA99.$WD
where xx is a two-letter code identifying the module (GL, AR, etc), AAAA are the four letters from your last name, and 99 is the two digit number you have assigned.
Press the <enter> key to continue.
To print the reports later, when your computer is connected to a printer:
From the PCA Main Menu, select "Utilities."
From the Utilities Menu, select "Print Reports From Disk."
Select the module (General Ledger, Accounts Receivable, etc.)
Peachtree will display a screen listing of report files to be printed. For each report to be printed, you must indicate the sequence in which it is to be printed, and what its name is. (Press the F2 key for a list of report file names and descriptions.) In most cases you will probably print all of the reports, in order.
Press the F10 key when you have finished selecting reports to print. Then accept the screen.
After the report files have been printed, delete the print files from the hard drive:
From the Utilities Menu, select "Disk Maintenance Program."
Select "Delete Reports Sent to Disk."
"FLODRAW" FLOW-CHARTING SOFTWARE
++ | | | This copy of FLODRAW is provided to you as a | | courtesy of Columbus College, Prof A Joy, & the | | author of FLODRAW. The school has not paid a | | registration fee for this copy, but the author | | allows you to use this copy without registering | | as long as you use it as a student. | | | | If you would like to receive a printed manual and | | the latest copy of the program, you may purchase | | a registered copy. Please refer to the | | registration instructions in the documentation | | or in the program. | | | | George Freund | | P. O. Box 203 | | Mentor, OH 44061 | | | ++
Enclosed herewith is a copy of "FLODRAW" flowcharting software. It is an inexpensive, simple, program that produces neat, legible (though not "beautiful") flowcharts.
You may install the program on your personally owned computer. Installation is a simple process: Insert the diskette in your floppy disk drive (which I assume is your A-drive,) and at the DOS prompt, type:
C:> A:INSTALL <enter>
The installation program will prompt you for necessary information to install the program. Unless you tell the program otherwise, it will install the program in a directory called C:\FLO.
After the program is installed, at the DOS prompt type:
C:> CD \FLO <enter>
C:> FLODRAW DEMO <enter>
This will cause a 20-minute demonstration program to run, which will give you a good idea of how to use the program.
To run the program without the demonstration, at the DOS prompt type:
C:> CD \FLO <enter>
C:> FLODRAW <enter>
and select from the Flodraw Entry Menu.
If you encounter problems, select HELP from the entry menu, or at any time while using the program.