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Step 1 : The data is entered into the computer system.

Journal voucher batch. Key in journal voucher data. Unsorted Journal Vouchers. Sort vouchers in chart of accounts order. Sorted journal vouchers. General ledger master. Edit input and update master file. Error and exception report. Old general ledger master. New

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Step 1 : The data is entered into the computer system.

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  1. Journal voucher batch Key in journal voucher data Unsorted Journal Vouchers Sort vouchers in chart of accounts order Sorted journal vouchers General ledger master Edit input and update master file Error and exception report Old general ledger master New general ledger master Sorted journal vouchers Step 1: The data is entered into the computer system. Input: A batch of journal vouchers (journal entries). Process: Transfer of data from paper to tape. Output: A tape of unsorted journal entry transaction data. Step 2: The transaction data is sorted to order the data in the same ordering scheme as the primary key of the master file (in chart of accounts order). This step is needed because of the sequential posting procedure. Input: A tape of unsorted journal voucher data. Process: Sort all the journal entries in chart of accounts order. Output: A sorted tape of journal transaction data. Step 3: The transaction data is posted to the master file. Input: The sorted tape of journal voucher data and the current general ledger master file. Process: Update the balances in the current general ledger master file to reflect journal entry data, and perform edit routine to identify journal vouchers with errors or incomplete information. Output: The sorted journal vouchers, the current (now “old”) general ledger master file, a new (current) general ledger master file, and an error and exception list displaying all the journal vouchers that could not be processed due to errors. If necessary, the old master file and the transaction file can provide backup copies for the new master file.

  2. Step 1: Input journal voucher (journal entry) data and update the general ledger master file (chart of accounts balance). Input: Journal entry data and the general ledger master file. (Paper journal voucher is not mandatory.) Process: Edit check input data and, if possible, update the applicable chart of accounts balances in the general ledger master file . Output: Updated general ledger master file and/or an online (immediate) error report . Notice how no data preparation (sorting) is mandated in this example, due to the use of a direct-access storage medium. Online processes should maintain a transaction log of all transaction inputs and a periodic backup to the master file. Such backup procedures protect system users from loss of data. Journal voucher data Input data (could use scanner) General ledger backup Error and exception message General ledger master Edit data and update master file Transaction log (Journal voucher file numerical order) N

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