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The system of collecting and processing transaction data and disseminating financial information to interested parties is known as the accounting information system. It includes each of the steps in the accounting cycle that you have studied in earlier chapters, the documents that provide evidence of the transactions and events, and the records, trial balances, work sheets, and financial statements that result. An accounting information system may be either manual or electronic.

To have an efficient and effective accounting information system (hereafter referred to simply as the accounting system), certain basic principles must be followed. These principles are:

1. Cost awareness. The system must be cost effective: the benefits obtained from the information disseminated must outweigh the cost of providing it. For example, the value of each accounting report should be at least equal to the cost of producing it.

2. Useful output. To be useful, information must be understandable, relevant,

reliable, timely, and accurate. Designers of accounting systems must consider

the needs and knowledge of various users so that the system's output (reports

and statements) will be useful to them. For example, sales managers

may need weekly reports of sales, and factory supervisors may need daily reports of production. Others with differing responsibilities (such as vice-presidents) may need such reports only monthly or quarterly.

3. Flexibility. The accounting system should be able to accommodate a variety

of users and changing information needs. The business environment changes

as a result of technological advances, organizational growth, increased competition,

government regulation, or changes in accounting principles, when

it does, the accounting system should be sufficiently flexible to meet the

resulting changes in the demands made upon it.

If the accounting system is cost effective, provides useful output, and has the

flexibility to meet future needs, it can provide a valuable service and make a

major contribution to both individual and organizational goals.

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