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.