Feedback and recommendations regarding UBS Mini Blogging projects DAC2183, May 2013 session

Finally, we are here for the last posting regarding the UBS Mini Blogging project for the subject DAC2183 Accounting Information Systems I (May 2013 session). Many advantages that we got from doing this project.

For this last posting, we are very happy and gladly that we had successfully completed this project within the time given. This mini blogging project have provide us with the benefits which we can recall back what we have learned in the class and to test back our understanding about the terms that we have found during our UBS learning session. This blogging project also helps us to remember back all the steps that we learned in the class and the steps that we should do. This blog also helps us and bring benefit for us in order to improve our skills writing in English.

So we, Nurul Najwa binti Mohd Moktar and Nurul Nasquin binti Nazawawe would like to thank our lecturer of this subject, Sir Noreffendy for being such a good lecturer to us by always helps us for our project and also during our lesson in class. He always keep teaching us and explain to us until we understand what he taught in the class. Now, we already know a more about UBS systems and how the systems operates.

Identify and elaborate the differences of UBS terms below:

1)  Deleting individual data  vs.  Deleting all data in the UBS system

• Deleting Individual Data  >  means it will just delete the transaction and the batch titles data. The chart of account and also the opening balance will stay remain and will not be deleted. To do so, we need to go to Housekeeping -->  Clear Files/Generate Sample Chart, and then we just need to choose the second option which is "Clear only transactions" and then click OK.

• Deleting All Data  >  means that all saved transactions, account numbers and the batch titles of da will be deleted. We can partially clear or delete all of the data in the system. To do so, we need to go to Housekeeping -->  Clear Files/Generate Sample Chart, and then we just need to choose the first option which is "Clear both chart of accounts & transactions" and then click OK.

2)  Backup  vs.  Restore

• Backup  >  it is a compression of multiple data files into one compressed file and then we need to transfer the compressed file to the floppy disk. First, we need to select Diskette Drive to C drive. When we do backup, the system will generate a file with name BACKUP.ACC.. After that, we need to rename the file with a new file name, so that it will be easy for us to do another backup file.

• Restore  >   it means we decompress the compressed file from the floppy disk/UBS flash drive in order to recover back the multiple original data files which it should be stored back into the UBS system. Before we want to do the Restore, we need to make sure that the name of the file is BACKUP.ACC because the system can only read BACKUP.ACC file.

3)  Add Entry  vs.  Quick Entry

• Add entry  >  it is a single transaction entry procedure. When we key in amount in the debit entry, we have to key-in the credit entry as well in order to complete the double entry concepts. We must remember to click 'SAVE' button once we done adding amount in the debit and credit entry, if not all the transaction that we have done will lost.

• Quick Entry  >  it is a double transaction entry procedure. Once we enter one side of the double entry, the system will generate the other side of the entry automatically. What we need to do is just nominate the Master Account. For Master Account, we can choose any double entry account which means that the account's entry will be handled by the system. 

4)  Lock  vs.  Unlock Batches

• Lock batches  >  it is a step in order to prevent the batches when we delete the transactions. We can choose any batches for us to lock by doing a few steps, which are by go to 'Transactions --> Organise Batches. We just need to highlight the batches that we want to lock and click "Lock' button. There will be a symbol of letter 'L' at the side of the batches column which means that it is already locked.

• Unlock batches  >  it is to make the batches in an available to delete. The symbol of letter 'L' will be disappeared from the batches. 

5)  Special Account  vs.  Non-Special Account

• Special accounts  >  there are two groups, which are the group that require certain function and for the accounts that require certain specification to obtain the effects when we want to print the reports. The examples of the first group which is he group that require certain function is like stock account, manufacturing account, payment voucher and etc. For the second group, the group for the accounts that require certain specification to obtain the effects when we want to print the reports are like header settings, spacing single line, subtotal and etc.

• Non-Special accounts  >  it is an account that not require certain function or certain specifications. It will result by not giving any effect when we print the accounts.

Our experiences regarding the UBS Project...

    First of all, what we can say about the UBS Project, it was so tough and stressful. Why we say so? This is because there are so many difficulties that we have to face in order to start this project until the end of this project. To start this project, we need to find a company that can give us their company's source of documents. Logically, there is non of company that will provide/ give other peoples their source of documents, since all the company's documents are private and confidential. But that is what we need to do. We need to struggle to make they believe in us that we want to use the documents just with intention to study, not to sell their company's information to their competitors.

     Once we got the company, we need to show all the document to Sir Noreffendy for checking. When the lecturer say 'okay' or there is no problem, then we can start key-in all the info and transactions into the UBS System. To convert all the documents take most of our time since there is many bank statements. The other problem exist when we cannot get some other documents, such as invoices, the debtor and so on. We need to talk slowly with the company's person in order to get the other documents. We also have a bit problem with our time. We lack of time since there are also many assignments, quiz from other subjects.

    For now, what we can say, we still in our way to complete the key-in session and to complete the project. Hopefully we can stay strong to face this challenging project successfully.

What do you understand the function of "Accounting Assumption Page" for your UBS project?

Accounting assumptions are traditions and customs, which have been developed over a period of time and well-accepted by the profession. Basic accounting assumptions provide a foundation for recording the transactions and preparing the financial statements there from. 

For our current project for this subject, we need to do the accounting assumption page. During one of our Accounting Information Systems (AIS) class, our lecturer, Sir Noreffendy has explained to us what is accounting assumption really means. The function of accounting assumption is we need to clarify the details of the source documents that we actually needed but we cannot get it from the company. There are several points that we need to consider and state in the accounting assumption page at the end of our UBS project.

1) Not enough information/ Lack of information
       -  some of company, they have employees that was full time working in the company, and also there are part time worker. Most of the company will not record the salaries of the part time worker, since maybe they are more concern to record the salary of the full time workers. So it will cause a problem for us since we cannot get the salaries of the whole workers in the company.

2) The transaction based on cash basis
       -  Some company, most of them was doing a transaction based on cash basis. So there will not be any documents that show the transaction or can disclosed that transaction as a prove.

What are the details need to be updated in the UBS System when you have created a new company in the UBS System?

Once we have open the UBS System, the first thing that we need to do is to create a new company. When the sytem has opened, 'SELECT COMPANY' folder will appear, so to create the new company, we need to click on 'ADD' button to write the name of the new company and the directory. For example, we write 'NAS_BIA' as the company's name and 'ASGN1' as the directory. Once we done creating the company and company, we need to click 'CANCEL' button and then we click the company that we have created.

After we have clicked the company that we have created just now, it will appear a folder that require us to key in the username, password and also the date. The year of the date should be the year that the documents has been prepared. Then after we click 'OK', 'SETUP WIZARD' will pop up and next we need to to update the informations about the company by clicking on the 'HOUSEKEEPING'---> 'SETUP' ---> 'GENERAL SETUP'. 

There, we can change the company's name, address of the company, the reference number and also the accounting period. When we done key in all the informations about the company, we just need to click 'OK'. After that, we can start doing the chart of accounts, key in all the batches and so on.

Describe and Explain Briefly your experience in getting your 1st potential business entity for your UBS project

Our lecturer for Accounting Information Systems (Lab Session), Sir Noreffendy has gave us a task to carry out a project which we can consider it as UBS Project. This project need us to convert a real financial accounting for six months of a company into the UBS systems. This project will representing 20% from the total assessment of this subject.

So, the first thing that we have to do is searching for a Enterprise Company in Malaysia. Once we have the list that we can try to ask for their company's manual accounting with purpose of learning. Searching for a company is not hard, because we can just list any company that we know in Malaysia. The distress part starts when we proposed to every company because most of the company will refuse to help us. They refuse to provide us with their accounting documents even though we already stated to them that we need the documents for only with intention to study not to public or give it to others/their competitors. Yes, of course all the documents are private and confidential. 

In order to respect their decision, so we proceed by trying ask to another company. To be honest, we have been rejected many times by many companies, but we keep going, we cannot give up..And we hope that our project can be carried out smoothly..

My 1st Blog Post Regarding Accounting Information System (DAC2183/TAC2024) Mini Blogging Project

                 
          This content of this blog will be post by Nurul Nasquin binti Nazawawe (called as Nasquin) and also Nurul Najwa binti Mohd Moktar (called as Najwa). We are students of Bachelor in Accountauncy (BIA) @ Management & Sciences University (MSU), Shah Alam. This time, we are doing our 4th semester. One of the subjects that we are taking is Accounting Information Systems 1 and our lecturer for this subject is Sir Noreffendy from Accounting & Finance Department in MSU.

           In this subject, there are two different class that we need to attend which the theory class and also the laboratory class. In theory class, we will be teach about theory, which means types of accounting systems, how accounting systems used in a company and etc. For the laboratory class, we will be learned about UBS system. We will be taught how to use the system well and etc. For that laboratory class, we (AIS's students) also were asked to create our own blog relating to this subjects, which we need to update our blog based on the topic given by the lecturer in the class. Every post will be given a mark as part of our assessment. In this class, we will have to learn about UBS system which is normally used by an accounting firm to save time.

           This blog also will be become a pioneer mini project for this subject. So,we really hope that this blog will meet the objectives of this subject and can help us and other students in the future.