1. LOGO By : Hayat al – yafie UNDERSTANDING AND DESIGNING FORMS

2. Contents Types of Input Forms Contents analysis event to the form required for application The need for form Means of Data Entry

3. Contents Improving Accuracy and Efficiency of Data Entry Contents Interaction with Forms: Controlling AIS Inputs Documenting Form Content and Organization Input Controls and Workflow Designing Forms- Identify and Document Forms Required

4. The form presents an easy-to-use interface for end-users. End-users do not have to know the table design or figure out the tables required to store data about specific events. Need for Forms

5. Event Analysis and Forms Table 1 lists the events for ELERBE, Inc., and identifies those that require forms. Since the events listed require information from Customer and Inventory master tables, events for maintaining these files have been added to the list. As the table indicates, seven forms have been suggested.

6. Table 1 Event Name of table(s) in which data are recorded, if any Input form required? Form Name Respond to customer inquiriesnoneNo Take orderOrder, Order DetailYesOrder Entry Pick goodsnoneNo Ship goodsShipment, Shipment DetailYesEnter Shipment Bill customerInvoiceYesEnter Invoice Collect cashCash ReceiptYesCash Receipt Maintain customerCustomerYes Customer Maintenance Maintain inventoryInventoryYes Inventory Maintenance Maintain inventory pricesInventoryYes Inventory Price Maintenance.

7. Types of Input Forms Type of Forms Used for Data Entry Single-Record Entry Form Used to enter or modify a single record in a single table Single-Record Entry Form Used to enter or modify a single record in a single table Tabular Entry Form Used to enter or modify several records in a single table Tabular Entry Form Used to enter or modify several records in a single table Multi-Table Entry Form Used to enter or modify records in two or more related table Multi-Table Entry Form Used to enter or modify records in two or more related table

8. 1. Single-Record Entry Form Inventory Maintenance Form ISBN__________ Author_________ Title ___________

9. 2. Tabular Entry Forms cash receipt form Cash Receipt # DateInvoice #Customer # Customer Name Check #Amount Cumulative Amount: ______________

10. 3. Multi-Table Entry Forms Order Entry Form order # Order Date Customer # Customer Name Customer address Contact Person Phone ISBNTitleAuthor Unit Price Quantity Extende d price (Subform) Sales Tax Total

11. Means of Data Entry Data can be entered in a form in the following four ways. 1- An internal agent types in the data. 2- An internal agent selects data to be entered using look-up table, radio button, or check box. 3- An internal agent scans the bar code of a product or the identification card of a customer. 4-A user enters the data using a form at the company’s Web site.

12. Identifying Forms Required The need for form on : (a)what data need to be collected and (b) how the data will be collected. A use case is, a sequence of steps that occur when an “actor” is interacting with the system for a particular purpose. (An actor can be a person, a computer, or even another system, but we will focus on human actors)

13. Identifying Forms Required A use case diagram is, a graphical presentation that can provide a list of use cases that occur in an application, e.g., “Enter customer order.”

14. Identifying Forms Required Use Case Diagram and Forms Maintain Inventory Data Maintain Inventory Price Maintain Customer Data Enter Customer Order Record Shipments Record Sales Invoice Record Collection Print Cash Receipts Report Inventory Control Sales Manager Order Entry Clerk Billing Clerk Credit Department Shipping Clerk Cash Receipts Clerk

15. Documenting Form Content and Organization – Form Design Template A use case description is,used for providing detail and will usually be represented as a sequence of numbered steps

16. Documenting Form Content and Organization – Form Design Template We need to document the layout as well as the content and organization of the form in terms of the data in the underlying tables. ( table 2 )

17. Documenting Form Content and Organization – Form Design Template The are five elements of a form that require documentation. 1.Attributes Recorded in Tables 2. Attributes Displayed from Tables 3. Calculated Fields 4. Foreign Keys 5. Queries

18. Table 2. Content and Organization of Order Form Title on FormOrder Form Type of FormMulti-table form with main form/subform Data TableOrder (O)Order Detail (OD)Customer (C)Inventory (I) 1. Attribute recorded in tables Order #, Order_ Date, Customer #, Status Order #, ISBN, Quantity 2. Attribute displayed but not modified Customer_Name, Customer_Address, Contact_Person, Phone Title, Author, Unit Price 3. Foreign keys that link this table to the others used in the form (if any) Customer #Order # ISBN FormatAttribute Names and Calculations Used Main formO: Order #, Order Date, Customer#, Status*. C: Customer Name, Customer Address, Contact Person, Phone. Calculation: Total Extended Price, Sales Tax. Subform (for main form/subform format only) OD: ISBN, Quantity. I: Title, Author, Unit Price. Calculation: Extended Price. Formulas for Calculations: *Status should be recorded as “open” Extended Price = Quantity x Price Total of Extended Price = Sum (Extended Price) Sale Tax = 5% x (Total of Extended Price)

19. Documenting Form Content and Organization – Form Design Template 1. Attributes Recorded in Tables Table 2 shows the data tables in which the form data are recorded. Table 2 shows what attributes of each table are included on the form. Table 2 shows how the data are organized on the form, shows what attributes are used in the main form and what attributes are used in the subform.

20. Documenting Form Content and Organization – Form Design Template 2. Attributes Displayed from Tables The user is not recording new data for these attributes. Table 2 shows other tables that provide data that are displayed but not entered. Table 2 shows which tables are used in the main form and the subform

21. Documenting Form Content and Organization – Form Design Template 3. Calculated Fields Forms may also include fields calculated from the data in tables. 4. Foreign Keys (a)The Customer # in the Order Table links the order to the correct customer so that the Customer Name can be retrieved and displayed. (b) The ISBN in the Order Detail Table links the detail record to the Inventory Table so the Author and Title can be displayed.

22. Documenting Form Content and Organization – Form Design Template 5. Queries Queries make it easier to link related data. If you join the Customer and Order tables into a query and use this query in building your form, the system will automatically display customer information when a Customer # is entered.

23. Interaction with Forms: Controlling AIS Inputs Most of the risks in an accounting information system occur at the time of data entry. Data can be entered inaccurately or even fraudulently. - Form Interface Elements Form interface elements are objects on forms used for entering information or performing actions. The interface elements include text boxes, labels, look-up features, command buttons, radio buttons, and check boxes.

24. Interaction with Forms: Controlling AIS Inputs -Form Interface Elements Text boxes are spaces on a form that are used to enter information that is added to a table or to display information that is read from a table. Labels help the user understand what information needs to be entered A look-up feature is, frequently added to text boxes that are used for entering foreign keys. Command buttons are used to perform an action Radio buttons allow users to select one of a set of opinions Check boxes are similar to radio buttons, but more than one option can be selected.

25. Improving Accuracy and Efficiency of Data Entry The following ten controls can be built into an entry form to improve accuracy and efficiency of data entry. 1.Look-Up Feature a-Information can be provided in the form of a list that drops down from a text box when selected by the user.e.g. A drop-down list provide a list of customers. B-A second type of look-up involves looking up a set of values. For example, payment can be made by cash, credit card, or check 2. Scanning The user can enter the data with a scanner rather than by typing. 3. Record-Checking involves comparing data that have been entered with information in a table to check whether the data are valid.

26. Improving Accuracy and Efficiency of Data Entry 4. Confirmation the system can help the user confirm the accuracy of data entry by displaying additional information. for example, when the user enters the ISBN, the system could display the Title and Author 5. Referential Integrity You can set up a system that enforces a one-to-many relationship, such that: 1) A (parent) record in a ones table cannot be deleted if there is a related (child) record in the many table. 2) A (child) record in the many table can only be added if there is a related (parent) record in the ones table. 6. Format Checks Ensure that the data are of the correct type, length, and format for the particular field. 7. Validation Rules Validation text is the message that a user gets when data entry would break a validation rule.

27. Improving Accuracy and Efficiency of Data Entry 8. Defaults Another type of control involves presenting a default during data entry Cascading defaults are established in some applications like Application-level default: When setting up the accounts receivable application. Agent-level default: When adding a new customer. Transaction-level value: When recording a credit sale. 9. Computer-Generated Values Accuracy and efficiency are also enhanced computer-generated values. 10. Prompt User to Accept/Reject Data Many applications request users to view data entered and to accept, edit, or reject the information.

28. Input Controls and Workflow Controls -Workflow control of reviewing information from prior events -Many input controls involve using information created during earlier events - Input controls as a separate category rather than combining them with related workflow controls to help you understand typical controls in automated accounting systems.. Use Case Description of Record Customer Order with Internal Controls for ELERBE, Inc.

29. Improving Accuracy and Efficiency of Data Entry Activity: Record Customer OrderControl 1.The order entry clerk selects the “Record Customer Order” option from the menu. 2.The system assigns a new Order # and displays it.Computer-generated value 3.The system displays the current date as a default for the Order_Date.Default 4.The order entry clerk enters the Customer# in the computer system.Look-up feature 5.The computer checks to see if the Customer # is valid.Record checking 6.The system displays other customer information (e.g., Contact_Person, Address)Confirmation For each product ordered: 7.The order entry clerk enters the ISBN.Look-up feature 8.The computer system checks to see if the ISBN is valid.Record checking 9.The computer displays product details (e.g., Author, Description).Confirmation 10.The order entry clerk enters the Quantity. 11.The system checks whether the clerk has entered a numeric value and whether inventory is available. Format check, Validation rule 12.The system calculates the Extended_Price (Price x Quantity).Computer-generated value 13.The system calculates the Order_Total and displays it.Computer-generated value 14.The system prompts the order entry clerk to review the order details and to accept/edit/reject the order. Accept/Reject 15.The order entry clerk accepts the order. 16.The system records the order. 17.The system updates the Quantity_Allocated.

30. Input Controls and Workflow control -Workflow control of reviewing information from prior events -Many input controls involve using information created during earlier events - Input controls as a separate category rather than combining them with related workflow controls to help you understand typical controls in automated accounting systems.

31. Designing Forms 1- select one of the forms types 2- Focus on Problem Solving 3- use the UML class diagram to determine the relationship between the tables 4- determine the primary key and foreign key

32. Identify and Document Forms Required 1- identify the events in the business process. 2-design the individual forms 3-include any maintenance events required to set up and modify reference data in master files 4-decide which events involve entering data in forms. 5-draw a use case diagram that lists all of the required use cases (forms) and shows the communication with the appropriate actors. 6-consider the design of each type of input form introduced earlier: single-record form, tabular form, and multi-table form.