Computerized Accounting Systems
-Dr. Lalit Kumar
Imagine your Financial and Accounting work without computers!
Manual entry of each transaction in accounting books, preparing ledgers and then deriving of financial statements. After that analysis the financial records for making of managerial decisions. It seems very complicated now. Before computers in our life, the work of accounting and finance was really difficult.
What is program do?
With the help of computers and information technology, programs and modules are formed to make the work easier. Deriving instant information for making fast decisions possible only by programming. In Haryana, the financial work is done with e-Billing, e-Challan, Online Budget, Human Resource Management System (HRMS), and Online Diary Management System; each module is the result of program of National Informatics Centre (NIC).
Reporting as a key aspect of outputs
The programs, modules, applications are providing outputs and the outputs are making work easier. The standardized format of outputs is kept in mind while forming a program. The programmers use languages to project a specific program. In Finance and Accounting, the Excel software is used to model the spreadsheet for doing a specific work.
Convenience in Functions
Whatever you do in finance and accounting, from budgeting to auditing and reporting, it is need of the hour to understand how information technology and computers are playing role to make the work easier.
From time to time Workshops are
organized on “Computerized Accounting Systems”.
Objective:
The main objective of the above the course is to build and enhance the capacities of officers in adopting and using
the Computerized Accounting Systems (CAS) in Government Departments and Public
Sector Undertakings (PSUs). This course is intended for Financial and
Administrative Officers, Drawing and Disbursing Officers (DDOs), Accounts
Officers, Section Officers, and Officer/officials in-charge of Financial
Operations in Government Offices.
For example, in Haryana, the Haryana The Institute of Public Administration (HIPA) is approached for organizing the
training on Computerized Accounting Systems.
Outcome of Training
By the end of this course,
participants become able to:
• Describe and Use Various Accounting
Systems Manual and Computerized, Single Entry and Double Entry Based, Cash and
Accrual Basis Accounting etc.
• Adopt and Use Computerized Accounting
Systems (CAS) in Government.
• Maintaining Accounts and Inventory in
Computerized Accounting Software as per requirements in offices.
Preparing Utilization Certificate of Grants
Every year the Head of Departments in The government provides grants to their concerned field offices for utilization. The Finance Department of a State is entrusted for proper utilization of the grants and for this purpose, the proper audit is conducted at their level. Wherever the doubt of mis-utilization was realized, an audit team approached and clear their doubts with the help of raising audit objections.
Sanctioning of Grants to Departments:
The grants are sanctioned for the proper functioning of the departments of Government and the money is used through treasuries of the state. Without getting the utilization certificate of the earlier grant, no further grant is released. Even the utilization certificates of each grant are properly analyzed by the officers of the finance department to make sure that the grants are used for the same purposes for which the demands were raised earlier by the departments. The Finance Departments are very strict to ensure the proper utilization of public money most of which, collected with the help of Income Tax and Goods & Services Tax (GST) in India.
Audit Function in Government
The Comptroller Auditor General (CAG) is entrusted with auditing the accounts of each Government office in India. For this purpose, each state constituted Accountant General Department which supervises the same function as CAG performs at a central level. The Grants are required to be utilized in a time-bound manner for which the Head of Departments are entrusted to take work from the Drawing and Disbursing Officers of the State.
Role of Training in making Proper Utilization:
In case, the departments lack the capacities for ensuring the proper utilization of funds, the compliance of rules with computerizing accounting systems can be ensured. In case, the departments use computerized accounting systems, the utilization certificates will be available as per the real-time status of the grants. The State Training Institutions (STIs) are working for it.
*Copyright © 2020 Dr. Lalit Kumar. All rights reserved.
