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This project work critically analyzed the processes and procedures of manual methods of account keeping and the case study “Grail Movement”, carefully designed new more efficient procedure, which was coded into an intelligent software, using a programming language suitable for database management.
Title Page
Certification
Dedication
Acknowledgement
Abstract
Table Of Content
Chapter One
1.0 Introduction
1.1 Statement Of Problem
1.2 Purpose Of The Study
1.3 Aims And Objectives
1.4 Scope Of The Study
1.5 Limitation
1.6 Assumption
1.7 Definition Of Terms
Chapter Two
2.0 Literature Review
Chapter Three
3.0 Description And Analysis Of The Existing System
3.1 Facts Finding Method Used
3.2 Organizational Structure
3.3 Input, Process, Output Analysis
3.4 Objective Of The Existing System
3.5 Information Flow Diagram
3.6 Problem Of The Existing System
3.7 Justification For The New System
Chapter Four
4.0 Design Of The New System
4.1 Input Specification And Design
4.2 Output Specification And Design
4.3 File Design
4.4 Procedure Chart
4.5 System Flow Chart
4.6 System Requirements
Chapter Five
5.0 Implementation
5.1 Program Design
5.2 Program Flow Chart
5.3 Pseudo codes
Chapter Six
6.0 Documentation
7.1 Recommendation
7.2 Conclusion
Reference
1.0 INTRODUCTION
In a large organization such as the Grail Movement, the account
system is the life wire of the administration not respecting the fact
that it is a non-profitable organization. It is through proper
accounting, that the management can find out their financial
performances and the information gotten help them in planning future
routine strategies.
Grail Movement is a non-profitable organization, housing other groups, like the flower group, labor group, and catering group. They raise funds within themselves, from the sales of books, willingly, and through individual pledges.
This project is on a computer based accounting system using “Grail Movement” as a test case. This accounting software attained some degree of flexibility. It is intended to track all source of revenue (i.e. money coming in) and liabilities (i.e. expenditures). It is a user-friendly accounting package, which manages the daily accounting operations and provides for the security of the information in the system, input data validation and restricts access to some vital management information.
This software is able to generate reports on demand and statements needed by management for its decision making while promoting the organization functional establishment. This report ranges from individual donations statement of account, trial balance sheet, debtors & debts to profit and loss account within a specified data interval. The report could be viewed on the screen or printed on paper as desired by user.
1.1 STATEMENT OF THE PROBLEM
Before now, Grail movement has been using manual method of
accounting system. This system is characterized with many problems
which necessitated its computerization. Among these problems are:-
- IN CONCURRENCY OF ENTERED DATA
Due to human error, the accountant, after entering the right
data from the invoice to the appropriate journal, may come back to
post-incorrect amount to the general ledger.
- INACCURATE CALCULATION
This is a situation where the necessary addition is not able to
balance with the corresponding subtractions. This human error might be
due to fatigue.
- FRAUD
Manual accounting system is prone to fraud. This is trough the
distortion of data in the account book, cause by unauthorized access to
the book and it’s insecurity.
- POOR DOCUMENTATION AND DISTORTED RECORD KEEPING
This is a situation, where the account books cannot be stored for a long period of time.
- COST INEFFECTIVENESS
1.2 PURPOSE OF THE STUDY
This study has the purpose of designing and implementing a computerized accounting package.
This accounting system will attain some degree of flexibility,
be able to produce the required report on demand, be reliably effective
and accurate.
1.3 AIMS OF OBJECTIVE
This project is aimed at producing optimal solution to the
problems inherent in manual system of accounting in Grail Movement. The
objectives include.
EASE (SIMPLICITY)
Having a computerized accounting at Grail movement organization,
the work of the account and his co-workers we reduced to a minimum.
The job becomes simpler and easier to tackle and can be accomplished
within a short period of time.
EFFECTIVENESS
The old system is intended to be computerized, so that it’s
operations could be performed faster and reports generated on demand for
quicker decision making by the management.
ACCURACY
To be able to obtain at any point in time, an error-free and
up-to-date financial state of the organization. An accurate and timely
financial statement or information is a good tool for such
decision-making.
REDUNDANCY
Using the computerized accounting software saves grail movement
the burden of creating work than one file, for a particular item (i.e.
of similar content). The system should be able to detect existing
entries and not produce copies unless the former to deleted.
EFFICIENCY
This accounting package will reduce access time to stored data
as inquires could be made and information gotten without stress.
NEATNESS
Using this software, a neat, tidy and error-free report will be
obtained. Also work free of mutilation and cancellations will be
produced. The output gives joy and contentment to one who uses it.
1.4 SCOPE OF THE STUDY
This project is intended to cover a wide area, dealing with the
methods of fund raising and services rendered. It deals with the entry
of monger or transaction made by the company within the account
department.
Daily transactions are entered in their respective destinations and accounts balanced accordingly. These entries are posted or transferred to the general ledger module, which is an integration of other subsidiary module. The general ledger is the powerhouse of the system.
At the end of each accounting month/year, the financial statements are produced, neat and error-proof. These include:-
a. Income statement (income and expenditure account)
b. Balance sheet
The calculations necessary for the accurate and speedy as well
as neat production of these statements are also taken into
consideration.
1.5 LIMITATIONS
There was inadequacy of time for conducting a more detailed
study, so as to achieve greater flexibility of the software package and
to cover a wider area of account system for a broader generation of
report.
However, it would be emphasized here that these limitations do
not in anyway invalidate the findings, as proper cares was taken to
avoid adverse effect on the study.
1.6 ASSUMPTIONS
In order to establish a solid and unambiguous base, which will
facilitate the test of the selected variable, the researcher made the
following assumption.
- That the Grail Movement Enugu, chosen for the research is a
true representation of a non-profitable organization operating in all
the states in Nigeria and internationally
- That Grail movement generates funds by individual pledges and donations.
- It is also assumed that grail movement distributes fund to
it’s various group, according to their purposes for its up-keep.
- Finally, the designer assumed that this accounting package is
well known to the computer operator. The user is expected to have known
or undergone some training on computer applications, so as to fully use
the package.
1.7 DEFINITION OF TERMS
Account Payable: Amount you are owing salary earners.
Account Receivable: Amount made by pledges to be redeemed.
Invoice: A document prepared by a supplier, requesting payment for goods and services provided.
Debit: Money that is going out or being given out appears on the left-hand side of an account. All applications of money are debit..
Balance Sheet: A financial statement that shows the financial position of a business at a particular date.
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