## **Learning Outcomes**

After reading this article, you will be able to explain the structure and purpose of the accounting function within a business, outline how transaction processing and record keeping are performed, describe the key financial systems and controls involved, and understand the importance of accurate records for reporting, compliance, and business decision making. You will also be able to identify controls that help prevent error and fraud in financial systems.

## **ACCA Business and Technology (BT) Syllabus**

For ACCA Business and Technology (BT), you are required to understand how the accounting function supports business activities through effective transaction processing and the maintenance of accurate records. In particular, you should focus your revision on:

- The structure, purpose, and main tasks of the accounting function in business organisations
- Recording, processing, and reporting of financial information
- The operation of key business financial systems: sales, purchases, payroll, cash, and inventory
- The need for formalised procedures, documentation, and coding in accounting systems
- The purpose and benefits of effective financial record keeping and transaction processing
- The importance of internal controls in financial systems to reduce error and fraud

## **Test Your Knowledge**

_Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision._

1. What are the usual main functions of a business's accounting department?
2. Which documents and records are generated during the typical purchases cycle?
3. Why is it important for an organisation to have formal procedures for transaction processing?
4. Identify two internal controls commonly used in a payroll system.
5. True or false? Every business transaction should be supported by documentary evidence and recorded promptly.

## **Introduction**

Every business must record, process, and report its financial transactions to operate lawfully, provide information for decision making, and protect its assets. The accounting function is responsible for capturing all business transactions as they occur, ensuring they are properly classified, processed, and recorded in the organisation’s accounts. Effective record keeping relies on clear procedures, supporting documentation, and robust controls to reduce errors and safeguard against fraud. Transaction processing involves multiple key activities, such as handling sales, purchases, payroll, cash receipts and payments, and managing inventory records. All of these activities must be underpinned by strong internal controls.

> **Key Term: accounting function**
> The department or team within an organisation responsible for recording, processing, and reporting all financial transactions in accordance with business requirements and legal obligations.

## The Role of the Accounting Function

Accounting is central to managing a business. The accounting team collects, codes, records, and processes data generated by the organisation's transactions. This provides up-to-date, accurate information for management, shareholders, regulators, and other stakeholders.

### Key activities undertaken by accounting functions

- Recording all transactions as they occur (sales, purchases, receipts, payments, payroll)
- Maintaining orderly records, systems, and filing of supporting documentation
- Ensuring that all income and expenditure are traced and tracked to the correct account codes for reporting and control
- Producing periodic accounts, including the statement of profit or loss, statement of financial position, and statement of cash flows
- Ensuring legal compliance with company law, tax, and reporting requirements
- Implementing and checking financial controls to protect against error and fraud

> **Key Term: transaction processing**
> The step-by-step recording and handling of business transactions through established accounting systems and routines, from initial entry to final reporting.

## Transaction Processing Systems

For reliability and efficiency, most organisations rely on systems and formal routines for managing financial transactions. These systems set out how transactions move from initial occurrence to entry in the accounting records and, ultimately, to financial reporting.

### Core transaction cycles

- Sales (order to cash)
- Purchases (procure to pay)
- Payroll (work done to payment)
- Cash management (banking and petty cash)
- Inventory (stock acquisition, use, and movement)

Each cycle consists of a sequence of steps and generates documentary evidence at each stage. Documentation supports timely and accurate entry into the accounting records.

> **Key Term: documentary evidence**
> Written documents or electronic records (such as invoices, receipts, contracts, timesheets) that support the occurrence and value of a business transaction.

## Record Keeping

Accurate record keeping is essential for:

- Providing evidence of transactions and fulfilment of obligations
- Supporting decisions and analysis
- Satisfying the organisation’s legal, tax, and audit requirements

Records must be clear, maintained in an orderly system, and retained for a period set by law. Proper records are a solid basis for reliable financial statements and support management in controlling operations.

### Main types of accounting records

- Primary documents (invoices, receipts, contracts, timesheets)
- Books of prime entry (journals for cash, sales, purchases, payroll, etc.)
- Ledgers (accounts for assets, liabilities, income, and expenses)
- Supporting schedules (for accruals, prepayments, inventory)
- Registers (fixed asset register, payroll summary, cash book)

> **Key Term: books of prime entry**
> The first set of records where business transactions are initially recorded in chronological order before posting to ledgers.

## Key Financial Systems and Procedures

### Sales System

The sales system manages processing of customer orders, despatch, invoicing, and receipt of payment. Key documents include sales orders, delivery notes, sales invoices, and remittance advices.

> **Key Term: sales invoice**
> A document sent by a business to its customer requesting payment for goods or services supplied.

### Purchases System

The purchases system handles ordering goods and services, confirming receipt, processing supplier invoices, and authorising payments. Main documents are purchase requisitions, purchase orders, goods received notes, supplier invoices, and payment records.

### Payroll System

Payroll ensures employees are paid correctly and on time. It requires input of time records, calculation of gross to net pay, deduction of taxes and contributions, and payment to employees and authorities. Payroll records must be confidential and accurate.

### Cash System

Cash systems record all receipts and payments via bank accounts or petty cash. Controls here prevent misappropriation, errors, or unauthorised payments. Bank reconciliations are critical.

### Inventory System

Inventory management tracks the buying, storage, movement, and issuing of goods. Inventory records support decision making on ordering, usage, and valuation.

## Internal Controls in Transaction Processing and Record Keeping

Controls are necessary in accounting systems to ensure completeness, accuracy, and security. They reduce risks of error, theft, or fraud in transaction processing and record keeping.

Typical controls include:

- Segregation of duties (no single person completes every stage of a transaction)
- Document authorisation (signed approval for placing orders and making payments)
- Matching supporting documentation (e.g., matching invoices to orders and receipts before payment)
- Physical safeguards over assets and records
- Independent review and reconciliations (bank, supplier, customer balances)

> **Key Term: internal control**
> The processes and procedures that ensure an organisation’s operations are carried out effectively, its assets are safeguarded, and its financial records are reliable.
>
> **Key Term: segregation of duties**
> Dividing responsibility for transaction processing between different people to minimise risk of error or fraud.

## Coding and Classification

Accounting systems organise and process extensive amounts of data through coding structures. Each account, department, product, or document may be assigned a unique code, which simplifies data entry, tracking, and analysis.

A well-designed coding system enables easy retrieval, reduces classification errors, and improves consistency across records.

> **Key Term: coding**
> Allocation of an alpha-numeric identifier to accounts, departments, transactions, or items to assist with accurate entry and organisation of accounting records.

## Information Flow and Reporting

After processing, accounting records provide information for management and regulatory reporting. Good record keeping helps prepare periodic management accounts, statutory financial statements, and tax returns. Reports are used by internal and external users to assess performance, plan, and make decisions.

## Importance of Timeliness and Accuracy

All transactions must be recorded promptly and completely. Delays or errors in transaction processing can result in inaccurate reports, missed payments, loss of assets, or regulatory breaches. Prompt and accurate record keeping supports business efficiency and compliance.

### **Worked Example 1.1**

**A company places an order for office supplies. What documents and records would be generated through the purchases cycle, and what controls should be in place?**

> **Answer:** Documents produced include a purchase requisition, purchase order, goods received note, and supplier invoice. Accounting records reflect the liability in the purchases journal and ledger. Controls should require authorisation of orders and payment only after matching the purchase order, receipt, and invoice.

### **Worked Example 1.2**

**Why is segregation of duties important in the payroll system?**

> **Answer:** If one person handles all payroll tasks (input, calculation, payment), errors or fraudulent payments could go unnoticed. Segregating payroll preparation from authorisation and payment reduces the risk of errors and fraudulent payments.

### **Exam Warning**

> Failing to maintain proper records can result in legal penalties, audit qualifications, and loss of management control. Incomplete records or undocumented transactions may not be accepted by tax authorities or auditors.

## **Summary**

The accounting function structures how transactions are captured, checked, recorded, and reported through financial systems. Effective transaction processing and record keeping systems rely on clear procedures, supporting documentation, consistent coding, and robust internal controls. These help organisations manage performance, meet legal obligations, and protect against error and fraud.

## **Key Point Checklist**

_This article has covered the following key knowledge points:_

- The accounting function’s responsibilities in business
- What transaction processing and record keeping involve
- The structure and operation of key business financial systems (sales, purchases, payroll, cash, inventory)
- Types of accounting records and supporting documentation required
- Principles of coding and classification in accounting
- The purpose and types of internal controls in transaction processing
- The importance of segregation of duties, authorisation, and reconciliations
- The consequences of poor or incomplete records for business control and legal compliance

## **Key Terms and Concepts**

- accounting function
- transaction processing
- documentary evidence
- books of prime entry
- sales invoice
- internal control
- segregation of duties
- coding

Role and structure of the accounting function - Transaction processing and record keeping