AIN2601 – EXAM PREPARATION 2022. (SCORED A)

AIN2601 – EXAM PREPARATION 2022. (SCORED A) SECTION A 1. The database architecture has different levels. The level with a complete view of the entire/whole database (of which there is only one such view) is known as the _______ level. A) user B) internal C) external D) conceptual 2. The current year to date sales for each of the organisation’s customers will be contained in the ________ database file. A) customer transaction B) customer master C) customer reference D) customer history 3. Where a spreadsheet is used for a period longer than a year the potential risk of errors ________. A) increases B) decreases C) stays the same D) does not exist 4. Which database management system (DBMS) database language is used to create a database? A) Data definition language B) Data creation language C) Data manipulation language D) Data Control language 5. When processing a sales transaction the total value of the transaction will be calculated by using the VAT % per tax type which can be found in the ________ database file. A) VAT transaction B) VAT master C) VAT reference D) VAT history 6. Which of the following statements is not an aspect to consider when buying an accounting information system off the shelf? A) The support and training available for the software B) The technical knowledge of the organisation’s IT staf C) The reliability of the software vendor D) The matching of the organisation’s requirements with the software features 7. RSA Education Pty Ltd financial year starts on the 1st of September of each year and there are always 12 periods (months) in the financial year. Their accounting team are processing transactions in Pastel Partner for the August 2013 financial year. A journal dated 8 December 2012 must be processed in which financial period? A) Period 12 of the previous financial year. B) Period 4 of the previous financial year. C) Period 12 of the current financial year. D) Period 4 of the current financial year. 8. _______ language is used to create a database and describe all the items in the database. A) Data definition B) Data manipulation C) Data query D) None of the above 9. _______ is system support software used in diagnosing system problems and planning for the growth in demand for system resources. A) Data compression software B) Intrusion prevention software C) File defragmentation software D) None of the above 10. Linux is an example of ______ A) an operating system B) utility software C) database management software D) a visual programming language 11. Electronic calendars, project management systems and workflow systems are part of _________ groupware tools. A) conferencing B) communication C) realtime cooperation D) collaborative management 12. An expert system is developed with a technique called ___________ A) artificial engineering B) inference engineering C) knowledge engineering D) none of the above 13. Which of the following is not an example of system support software? A) data compression software B) performance monitoring software C) office suites software D) anti-spam software 14. An example of an open source software is _________ A) Windows XP B) Linux C) Winzip D) Pastel Partner 15. Which of the following is not important when choosing an appropriate processing system? A) The typing speed of the user B) The reaction time required C) The accuracy of the information required D) The volume of transactions to be processed 16. _____ contains information that uniquely identifies a data record in a file. A) An index B) A primary field C) An internal architecture D) A quantity field 17. Another name for a multidimensional array variable is a ________ A) string variable B) table variable C) tree variable D) single variable 18. A(n) translates lower-level language programs into machine readable format. A) assembler B) compiler C) linker D) interpreter 19. In the expert system a(n) __________ is the program containing the logic and reasoning that will stimulate the logic process of the expert. A) knowledge base B) knowledge base management system C) inference engine D) user interface 20. _________ allows data to be stored or communicated in a format that requires less space than usual. A) Data compression software B) Anti-spam software C) Office suite software D) File defragmentation 21. A _________ is used when information needs to be stored in different levels. A) single variable B) string variable C) table variable D) tree variable 22. Which one of the following is not a core aspect of the company set-up structure? A) general ledger accounts B) financial categories C) inventory item files D) control accounts 23. Which one of the following is not a key element of the material resource planning (MRP II) tool? A) supplier delivery schedule B) master production schedule C) manufacturing control D) capacity requirements planning 24. In a(n) _______ database structure the physical data and query language to manipulate the data is organised as an integrated object. A) multidimensional B) object-orientated C) relational D) integrated 25. Which level, in a database system, represents the whole database, all the data files, data records and all the data fields? A) External level B) Conceptual level C) Internal level D) None of the above 26. The immediate update of the transaction files to the master files as the transaction occurs is called ________ processing. A) in-time B) real-time C) just-in-time D) batch 27. Which one of the following is NOT a method to process raw data into information? A) performing calculations B) summarising data C) defragmenting data D) classifying data 28. Which software is used to analyse data sets with the aim to uncover previously unknown trends, patterns and relationships between data? A) Data mining B) Data analysis C) Data trending D) Data relational 29. Which one of the following is NOT a factor to be considered by an organisation when deciding on an appropriate DBMS and database? A) The hardware needed to run the DBMS and database B) The database model type used should support the requirements of the organisation C) The DBMS and database vendor should be a reputable organisation and financially stable D) The database and DBMS should meet the organisation’s needs for a short amount of time 30. Which database file contains data records of a relative permanent nature (does not change regularly) about the organisation’s resources and subjects i.e. customers, suppliers, inventory, employees, etc? A) Transaction B) Record C) Master D) Reference 31. A data _________ contains a single data value and is the smallest unit of data which can be assessed in a database. A) attribute B) cell C) record D) field 32. What is commonly known as a column and represents one unique characteristic of a single database table? A) attribute B) data record C) data field D) data cell 33. Which database model is similar to a relational model, but where a relational model stores data in a two-dimensional table, this model stores data in a three or more dimensional table, creating a cubelike data structure? A) Network B) Multidimensional C) Object-oriented D) Hierarchical 34. Which one of the following does NOT for part of the three-level database architecture as suggested by ANSI-SPARC (American National Standards Institute ‘ANSI’ – Standards Planning and Requirements Committee ‘SPARC’) A) External level B) Intermediate level C) Internal level D) Conceptual level 35. Who is/are responsible to create, maintain, update and manage the application and database management system (DBMS) software which is used by the end-users to interact with the physical database? A) Database analyst B) Database administrator C) Database programmers D) Application programmers 36. Who is/are responsible to manage and control the organisation’s databases? A) Database analyst B) Database administrator C) Database programmers D) Application programmers 37. Which database language is used in the routine operation of the database to insert, delete, modify and maintain the data stored in the database? A) Data manipulation language (DML) B) Data definition language (DDL) C) Data control language (DCL) D) Data query language 38. The process of condensing the data by extracting only specific data based on criteria provided by the user, is known as _________ A) sorting data B) summarising data C) classifying data D) transforming data 39. When a primary data field of a database file is entered into another database file to create a relation between the 2 database files, the primary data file in the other database file is known as ________ A) field name B) data record C) data value D) foreign key 40. This method of updating a replicated database is complex and time consuming and involves a 2-way updating of the master database and the distributed databases i.e. the master database can update the distributed database and the distributed database can update the master database. A) Duplication B) Distribution C) Synchronisation D) Merging SECTION B QUESTION 1 1. In the production cycle the BOM (bill of materials) contains (specifies) the quantities of raw materials needed to manufacture finished goods products. 2. A(n) partitioned database is split into smaller portions/segments and the part applicable to the user is made available on the location closest to the user. 3. The return of inventory items from the organisation to a supplier will decrease both the inventory quantity on hand and the inventory quantity available. 4. The return of inventory items from a customer to the organisation will be recorded by the organisation on a(n) credit note source document 5. When creating a new company in a transaction processing system the second step in the process is to setup/create common defaults. This step includes, for example, the integration of inventory to the general ledger. 6. Software used to look for hidden or unknown patterns in data is called data mining software. 7. A(n) data warehouse is a database containing current and historic (previous years) data which has been extracted from the organisation’s other databases. 8. In a relational database the set of logically related data fields about a single member of item i.e. a row in a database file is known as a(n) data record/tuple. 9. The processing method whereby data is arranged into diferent categories using some of the data’s specific characteristics is known as classifying data. QUESTION 2 1. The operating system tests critical components of the hardware and software on computer boot-up. TRUE 2. It is the responsibility of the database administrator to ensure that only accurate data is entered into the database. FALSE 3. Vertical accounting packages are written for businesses in general to cater for normal business functions. FALSE 4. Groupware will allow employees real-time cooperation even if they are in diferent physical locations. TRUE 5. Data created by a user in one of the software packages included in an office suite, can easily be processed further in any of the other packages included in the suite. TRUE 6. In a transaction processing environment you can run the year-end procedures without waiting for all the financial transactions to be entered. TRUE 7. In a transaction processing system the processing of a sales order will decrease the inventory quantity. FALSE 8. A master file contains both strategic and transaction type data. TRUE QUESTION 3 Yummy Sweets (Pty) Ltd is a company that purchases and sells diferent types of sweets and other confectioneries. The company uses Pastel Partner as their transaction processing system. Pastel Partner similar to other accounting software uses a database to store all the data and information. Yummy sweets’ operational manager does not understand how the information from the operation database flows into the financial system. Management wants you, as their accountant, to create a software solution so that they can create flowcharts and update these when necessary. Management does not want to spend a lot of money and are, therefore, not prepared to hire a qualified programmer. Required: 1. Use the following table format to answer questions 3.1 a and b. (Draw the table in your answer book) Type of processing method Explanation a) Input Batch inputting Transactions are collected in batches and entered into the computer system periodically and stored in the transaction file Online inputting Transactions are immediately entered into the computer and stored in the transaction files b) Processing/Updating Batch processing Transactions stored in the transaction files are used to update the fields in the master file periodically (daily, weekly or monthly) or batch processing is the posting of one or a group of similar transactions all at one time. Real-time processing Once a transaction is entered into the system the master file is immediately updated with this transaction or transactions are posted one by one as they are captured and are used to update the master file immediately. a) List the 2 methods, in a transaction processing system environment, which can be used to read data into transaction files (input) and briefly explain each method. List the 2 methods, in a transaction processing system environment, which can be used to update the master file with the records in the transactions files (processing) and briefly explain each method. 2. Refer to question 3.1. Name the type of processing method used by Pastel Partner and also explain how you know, from your Pastel experience, that this is in fact the type of processing used by Pastel. Batch Processing: Pastel only updates the accounting records and reports after the open batches have been posted (updated) 3. As the accountant of Yummy Sweets, recommend how you can go about creating the required software solution for management’s flowchart request without spending a lot of money. Briefly explain why your recommendation would be the best way to solve the problem within the given limitations. Use a graphical package (MS Excel or PowerPoint) Reasons: Flow charts can be created without detailed programming knowledge Graphical software is relatively cheap, and open source (free) spreadsheets can also be used Tip: use software generally installed on most computers where possible. 4. List 3 components of a database management system (DBMS). Command language Data dictionary Physical database 5. List 3 functions performed by a database management system (DBMS). Create the database structure Input of data to the database and deletion, insertion or amendment of these data items Extraction and manipulation of data items Generation of reports QUESTION 4 Yummy Sweet (Pty) Ltd is a company that purchases and sells diferent types of sweets and other confectionaries. The company uses Pastel Partner to record their business transactions. Yummy Sweets is a registered VAT vendor. Yummy Sweet Pastel users: Lolly Pop is the sales clerk; she can only capture sales invoices and is not able to update batches. Tobe Lero is the Supervisor and has full supervisor rights. Customer information: Ms CO Late’s normal payment terms is 60 days after period end, and she received 2.5% early payment discount if she pays within 30 days. She always claims the discount fi she pays early. She always buys on credit. Ms CO Late is grouped in the “Private – Gold” customer category and received 5% discount on all the chocolate products she buys. About 1000 transactions are processed yearly for Ms Co Late and she regularly has account queries. The tax invoice reflected on the Pastel Partner screen on the next page has already been processed by Lolly and updated by Tobe. Required: 1. Which Pastel main menu will you use for the following procedures? 1.1 Change the statement message for customers – Setup Menu 1.2 Create a backup – File Menu 1.3 Print a detailed suppliers ledger – View menu 1.4 Create a new inventory item – Edit menu 1.5 Capture a tax invoice – Process Menu 2. Refer to the case study information and the Pastel Partner screen. Indicate, with reasons, if all the information with regard to the transaction was captured correctly in Pastel or not. The transaction was captured incorrectly. Discount: The 5% discount should not have been entered in the invoice heading (applicable on the whole invoice) It should only have been captured as a line discount against the chocolate items sold Payment date: Ms Co Late payment term is 60 days after period end. The payment due date should therefore have been entered as 30/11/10 3. Refer to the Pastel Partner screen. The hard candy as not supposed to be invoice to Ms Co Late as she cancelled the order for these hard candies and delivery did not take place. This incorrect transaction must be corrected. Draw the table below in your answer book. Now use this table to write the accounting entries into the general ledger master file for the correction of the hard candy invoiced in error. Note: You are not required to show the accounting entries for cost of sales and inventory. General ledger description Debit/Credit Amount Sales Debit R5 000 Vat / Tax Control Account Debit R700 Customer Control Account Credit R5 700 Discount Credit R250 Vat on discount Credit R35 Customer Control Account Debit R285 or General ledger description Debit/Credit Amount Sales Debit R5 000 Vat/Tax Control Account Debit R665 Customer Control Account Credit R5 415 Discount Credit R250 Tip: draw the T-accounts for yourself as rough work in your answer book to help ensure your debits and credits are correct. The screen print was made from Yummy Sweets (Pty) Ltd Pastel Partner Version 11 accounting software. 4. Refer to question 4.3. Name the document type that will be used to correct the hard candy entry incorrectly captured. Credit note 5. Refer to the Pastel Partner screen. The transaction was captured using the correct date and period (period 11). On which date (format of the date dd/mm/yyyy) did Yummy Sweet (Pty) Ltd financial year start? 1/11/2009 6. Refer to the Pastel Partner screen. 6.1 Which warning message did Lolly receive when she captured the invoice? Current balance exceeds credit limit 6.2 The tax invoice was processed. How did Yummy Sweet ensure that the transaction was completed successfully? The supervisor/Tobe logged in and completed the transaction 7. Customers can be processed using either Balance forward or Open item processing. 7.1 Refer to the case study information. Which processing method do you recommend should be used for Ms Co Late’s account? Open item processing should have been selected 7.2 Refer to the case study information. Provide reasons for your recommendation in