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Data, Information and Data Representation

Batch totals, verification and the limits of checking

  • 3 things to know
  • AS Unit 2

Overview

Batch total, control total and hash total.

What you need to know

Answer each one before you reveal it.

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Key term

Distinguish between a hash total and a control total.

Key term

Give a form of batch total that is not a sum of values.

Key term

Describe the double entry method of verification.

Questions from this subtopic

Each one with the model answer underneath.

  1. 1

    What is a batch total?

    Model answer

    A batch total is a figure worked out from a group of records before they are entered and compared with the same figure calculated by the computer afterwards, so that a record missed or mis-keyed shows up as a difference.

  2. 2

    What is a control total?

    Model answer

    A control total is a batch total taken over a field whose sum has a real meaning in itself, such as the total value of a batch of invoices.

  3. 3

    What is a hash total?

    Model answer

    A hash total is a batch total taken over a field whose sum means nothing in itself, such as the sum of all the account numbers in a batch, and it exists purely as a check.

  4. 4

    Distinguish between a hash total and a control total.

    Model answer

    Both are sums used to check a batch, but a control total is a figure the business would want anyway, while a hash total is a meaningless number kept only for comparison.

  5. 5

    Give a form of batch total that is not a sum of values.

    Model answer

    A record count, the number of documents in the batch, is a batch total, and a mismatch shows that a document was missed or entered twice.

  6. 6

    A batch of invoices is added up by hand to £1,240, and the computer reports £1,150 once the batch has been keyed. What is the difference, and what does it show?

    Model answer

    The difference is £90, which shows that at least one invoice was mis-keyed or left out, so the batch must be checked before the entries are accepted.

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