Computerized Accounting

Definition: Computerized accounting refers to carrying out accounting functions or processes using computers. It involves recording and analyzing financial transactions electronically over accounting software.

The accounting software serves as a framework for data recording and processing. Companies may use readymade accounting software available in the market or get a customized one.

It provides vital information in the form of reports according to user requirements. These users can be:

• Accountants
• Managers
• Employees
• Stakeholders

Computerized accounting is an information system that uses artificial intelligence. Also it involves the integration and automation of accounting systems. Here, the input of data and preparation of reports are as per GAAP.

Human intervention is relatively less in computerized accounting. Consequently, it generates financial statements that are:

1. Accurate
2. Feasible
3. Error-free

However, manual accounting is necessary to input the correct information in the accounting framework.

In the current scenario, all organizations use computerized accounting except the small ones. Small organizations may continue to use manual accounting to save costs.

Content: Computerized Accounting

1. Advantages
2. Disadvantages
3. Importance
4. Features
5. Basic requirements
6. Types of Computerized Accounting Software
7. Grouping of Accounts
8. Difference between Computerized and Manual Accounting
9. Conclusion

Advantages

The computerized accounting system provides several benefits as follows:

• Error-Free Accounting
  A computerized accounting system uses artificial intelligence. Therefore the reports generated consider every minute detail of the transactions.
• Less Manpower
  Preparing accounts over software requires fewer human resources. The requirement of personnel is only for data entry and analysis.
  Besides it, every process takes place automatically on the software.
• Consistency in Records
  This accounting system has consistency in record maintenance. The system has a systematic pre-defined structure to store and display data.
• Automation
  The software automatically creates Ledger, Trial Balance, Income Statement Balance Sheet, etc. However, the organizations just have to feed the data inside the software.
• Time Efficient
  The software’s are easy to use and consumes less time in record maintenance. The design and development of the software are, especially for accounting purposes. Hence, it saves time and costs for the organizations.
• Management and Control
  Compared with manual accounting, managing and controlling financial data is easy.
• Accessibility
  We can access and retrieve information saved therein with a single click. In addition, this accounting system provides security to the data.
  Only authorized persons can access the company’s accounts.
• Improved Efficiency
  Automation of accounting systems helps in improving efficiency.
  It enables the optimization of time and resources along with accuracy in account maintenance.
• Attractive and Quality Reports
  Report generation is automatic in this system. It utilizes the information saved by the user. These reports critically analyze accounting information.
  After that, present it in a consolidated form using visual tools as per user requirements.
• Security
  A computerized accounting system facilitates the protection of the company’s accounts. The accounting software is password protected. And only allows authorized users to access the data.

Disadvantages

Along with some advantages, computerized accounting has certain disadvantages too. Following are the disadvantages of computerized accounting.

• Data Corruption
  The data stored in the software may get corrupted. The internal and external users can hamper the data in the software.
  It also has a threat from hackers who might access and leak the company’s crucial information.
• Unemployment
  The installation of the computerized accounting system leads to unemployment. Due to automation, there is less need for accounting personnel in the organization.
• System Failure
  A computer is a machine and may have system failures. Consequently, the accounting process will stop until it is fixed. In the meantime, the accounts are manually managed or re-entered if required.
• Technology Obsolescence
  There is continuous technological advancement in the current scenario. The accounting system will get outdated after a while.
  Thus, one needs to reinvest to get the updated version. It unnecessarily consumes the company’s precious time and resources.
• Incorrect Data Input
  In a computerized accounting system, the data entry is manual. Hence, there can be errors at the time of data entry. It will result in unidentifiable errors and inaccurate data.
• Skilled Staff
  This system demands specified skills for software operation. The organization needs to hire skilled personnel to operate the accounting software.
• Addition to Cost
  Acquiring, installing and maintaining software is an expensive affair. Thus, Small firms might not be able to afford these costs. And hence, continue to use manual accounting.
• Programme Based
  This accounting system is programme based and follows pre-defined instructions. It may not foresee unknown errors in the statements.

Importance

1. It facilitates the availability of data to internal and external users.
2. This system helps in performing speedy and accurate accounting processes.
3. Helpful for large organizations that contain bulk transactions.
4. It enables performing payroll, creditors and debtors accounting.
5. An organized way of maintaining accounts and report generation.

Features

1. Digital Storage of Data
   The recording of data is in a digital form in this system. It provides convenience in data modification, retrieval and removal.
2. Quick Updation
   Changes are reflected in all significant places as soon as we input the data. For instance, changes in stock are reflected simultaneously with data entry.
3. Integrated System
   It is an integrated system that is faster and simple to use.
4. Avoids Monotony of Work
   Accountants usually get bored by monotonous work. Computerized accounting is programming based. Thus, one only has to track the accounts after recording.
5. Prompt Decision Making
   The representation of accounting information is in a simplified form. Consequently, decisions making is prompt and efficient.
6. Transparency
   The record of day-to-day activities is systematic and organized. Leading to transparency and control over the business.
7. Customization
   The accounting software isn’t rigid. Organizations can go for customized software based on their requirements.
8. Scalability
   Computerized accounting can be updated according to the company’s structure. It is capable of managing even a large volume of transactions.

Types of Computerized Accounting Software

The selection of accounting software depends on the requirements of the user. The companies can choose among the three types of software, i.e. Readymade, Customized and Tailor-made.

Readymade Software

These accounting softwares are readily available in the market. It is developed to meet the requirements of the users in general. Companies can buy this software and do not require expertise to use it.

Example:- Tally, Professional Accountant and Busy, etc.

1. It is feasible for small companies as it is less costly.
2. There is no requirement for special skills to operate the software.
3. Suitable for the organization will low volume transactions.
4. The data is less secure and sensitive to accounting fraud.
5. Inter-connectivity with other software is minimum.
6. A limited number of users can work on the software simultaneously.

Customized Software

Here, the modifications are made to the existing software. These modifications are in accordance with the special requirements of the user. The companies have to pay additional charges for the modification.

1. Suitable for medium and large-sized companies.
2. It is costly in comparison to readymade software.
3. Capable of managing a large number of financial transactions.
4. Companies have to train employees to operate the software.
5. The software can be linked to the company’s Management Information System (MIS).
6. Data is more secure in the customized software.
7. Some specified number of users can get authorized access.

Tailor-made Software

It refers to the software’s design and programming based on user-specific requirements. Large organizations with units at scattered geographical locations opt for this software.

1. It focuses on high data security at the time of development.
2. Software installation and maintenance are quite expensive.
3. Many users can access it at different locations.
4. Training of the users is a must in every unit.
5. Software’s are tailor-made, so they are interlinked to the company MIS.
6. It is comparably more complex.

Grouping of Accounts

One of the important parts of computerized accounting is the grouping of accounts. The categorization of accounting transactions is as per standards. Because the preparation of an accounting report depends on these transactions.

The grouping of accounts takes place in accordance with their nature plus the time of recording. They are categorized under groups like major, minor and subgroups. Specific codes are assigned to the groups to be understandable by the computer.

Codes are unique identification of the groups to avoid duplicacy and errors. It can be in the form of alphabets, numbers or a combination of both.

Difference between Computerized and Manual Accounting

BASIS	COMPUTERIZED ACCOUNTING	MANUAL ACCOUNTING
Meaning	In this, the accounting function takes place in a computerized accounting system	Whereas, the accountants manually perform accounting functions
Speed	The speed is faster because the accounting is digital. Only data entry is manual, and the accounting software does the rest	The speed of accounting is slow. As humans have a limited capacity to do a certain job
Data Storage	In this, the recording of data is inside the software. It can keep a large volume of data	Here, the recording of data is on the papers and files. It is challenging to keep a large volume of data
Error Detection	The software display alerts right at the time of the wrong entry	The accountant may overlook some errors
Data Security	The data is highly secured	The data is less secured
Data Entry	The personnel dedicated to operating the software inputs the data	The accountant enter data manually in the books of accounts
Knowledge	Basic knowledge for correctly recording financial transactions is required.	In-depth knowledge is required
Adjustment Entries	No need to pass separate entries for rectification	The accountant needs to pass entries for rectification of errors
Backup	The software keeps a backup of the data and can recover it if lost	Data once lost cannot be recovered

Final Words

Basically, Computerized Accounting is virtual bookkeeping. This accounting system uses hardware and software for data storage and maintenance.

Using computers in accounting enables accuracy, easy maintenance and error-free accounting. The firms can customize the available software as required by them.

Traditionally, the companies maintained accounts manually. It is still used by small vendors having limited business transactions.

Learning manual accounting is a must before using a computerized accounting system.