The term data replacement refers to a programming instruction that simply permits one number to be replaced in data storage by another number. A ceases to exist in the system when the replacement occurs. A not only ceases to exist, it ceases to be recoverable because the system neither computes nor logs the amount by which A differs from B . Recoverability would be possible only when the amount by which a new number differs from an old number is saved within the system. Both data replacement and data aggregation have their place in the design of every accounting system.
Software packages allow aggregate replacement for the convenience of users.
One illustration demonstrates the potential for serious dysfunction. Exhibit A presents selected options from the starting, daily processing and monthly closing menus for a real software package product for general ledger accounting. Then, Option 5 enables the operator to enter a set of beginning balances. This option prompts the operator to enter a beginning balance for every account in the chart. Option 7 permits correction of a value entered in error.