Electronic Data Processing System (EDP System) for Materials Received and Issued

Electronic Data Processing System (EDP System) for Materials Received and Issued:

The preceding description of invoice approval and payment was for a manual operation performed by an accounts payable clerk or an invoice clerk.

In an electronic data processing system (EDP system), the computer–to a great extent–replaces the clerk. Upon receipt of the invoice (the source document), the accounts payable clerk enters the account distribution on the invoice. The data are then directly inputted from the invoice to the computer data bank via a terminal device. The data are edited, audited, and merged with the purchase order and the receiving order data, both of which have been stored in the computer data bank. The common matching criterion on all documents in the purchase order number. Quantities, monetary values, due dates, terms, and unit prices are matched. When in agreement, the cost data are entered in the accounts payable computer file with a date for later payment.

The above procedure deals with the accounts payable phase of a purchase transaction. Of equal importance is the need for posting the data in quantities and dollar values to the materials inventory file in the electronic data processing system (EDP system). The information enters the EDP system from either the invoice or the invoice approval form, which would have to include all computer-necessary data. The internal computer program updates the materials inventory file. The withdrawal of materials could also be programmed, so that manual posting to the materials inventory file would be eliminated.

You may also be interested in other useful articles from “controlling and costing materials” chapter:

  1. Purchases of productive material
  2. Purchases of supplies, services, and repairs
  3. Materials purchasing forms
  4. Receiving materials
  5. Invoice approval and data processing
  6. Correcting invoices
  7. Electronic data processing (EDP)  for materials received and issued
  8. Cost of acquiring materials
  9. Storage and use of materials
  10. Issuing and costing materials into production
  11. Materials ledger card – perpetual inventory
  12. First-in-First-Out (FIFO) Costing Method
  13. Average Costing Method
  14. Last-in-First-Out (LIFO) Costing Method
  15. Other Methods-Month end average cost, last purchase price or market price at date of issue, and standard cost
  16. Inventory valuation at cost or market whichever is lower
  17. American Institute of Certified Public Accountant (AICPA) cost or market rules
  18. Adjustments for departures from the costing method used
  19. Inventory pricing and interim financial reporting
  20. Transfer of materials cost to finished production
  21. Physical inventory
  22. Adjusting Materials Ledger Cards and Accounts to Conform to Inventory Accounts
  23. Scrap and waste
  24. Spoiled goods
  25. Defective work
  26. Discussion Questions and Answers about Controlling and Costing Materials

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