The Shared Transaction Repository (STR) Accountant's explanation |
Below is tutorial aimed at accountants and bookkeepers, showing how shared data on the Internet can improve accounting processes. This is not an automatic reconciliation or replication scheme. The STR is a true shared database. It is a true shift from company-centric to a single, shared, network-centric storage and transaction execution.
1950-2000:
Debits equal Credits in my ledger.
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Web applications - more of the same:
Debits equal Credits in my ledger.
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Future, abstract:
Debits equal Credits within each trade, globally, among trading partners.
(This model is nuts because the debits and credits that have floated up, are equal. See the next frame.) |
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Single record of each trade, meeting the needs of both trading partners symmetrically
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Future, STR model:
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Future Scenario:
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Note that in network-centric accounting,
"The objective of this architecture is to achieve the simplest possible scheme for shared storage of transactions that eliminates redundant storage, and eliminates any possibility of inconsistency between the parties' records. " | ||
"Yeah right. I am going to store my general ledger on your computer, on the internet? " | ||
"No. You are going to store only the date, amount, and description of your transaction events on the internet, encrypted so that only you and your trading partner can ever read them. " | ||
"Why that's ridiculous. Why should I share any of my data with my customer or supplier? " | ||
"You already do. A snapshot of whatever you bought or sold, or agreed upon, will be stored. Your customer or supplier already stores the exact same information, internally. Whatever you agreed upon is exactly the same information. " |
Alternatives to consider:
A shared transaction repository could be achieved using any high-end multi-company accounting system. You could record classic, double-entry accounting (CDEA) transactions within such a ledger for each party, just as intercompany transactions have been formed within controlled groups, for the last 100 years. Consider this example where Subsidiary A pays an expense for Subsidiary B thru "the intercompany account".
General Ledger - Subsidiary
A
July 2000 JournalNo. Date LineNo. Account Amount 4441 22/7/2000 531 10100 Cash in Bank Cr -400 4441 22/7/2000 532 19000 Interco Receivable Dr 400 ... .. |
General Ledger - Subsidiary
B
July 2000 JournalNo. Date LineNo. Account Amount 73821 2000/7/31 2355 525300 Vehicle Maint-NY Dr 400 73821 2000/7/31 2355 250000 Interco Payable-NY Cr -400 ... .. |
This is classic intercompany accounting. It could be done today. Setup any big midrange accounting package that has a browser interface such as Great Plains or Lawson. Sell subscriptions to a bunch of companies. Establish a separate company in the system for each subscriber. Then, create business objects to post each transaction event that happens between subscriber companies to the appropriate ledgers. The intercompany payables and receivables would always agree, whenever both parties to any transaction happen to be your subscribers. Perhaps some companies having strong integration needs might subscribe to your service, such as supply chain partners.
Multi-company CDEA ledgers don't work out of the box, however, because
- Business process is way too complex. To create correct double-entry postings to every unrelated company requires knowledge that only exists inside the companies not on the ASP
- Computer processing for a whole midrange/ERP system is too great. Doesn't scale due to hardware costs.
Accordingly, the design for this STR is simpler --it models only the event of the completion, or execution, of a transaction. This model stores the amount and other attributes as they were agreed by two parties, and of course, stores them only once rather than in two ledgers as would be done in a multi-company ledger.
Theoretical basis for an STR model:
Classic double entry accounting (CDEA) is an ingenious modeling language, having template or solution for any possible transaction. All accounting systems in use today are CDEA --even the list-oriented personal finance programs have "splits" in which you classify your cash or investment movements into income, expense, transfers, etc.
CDEA entries for external transactions (i.e. involving other parties) are the focus of the STR. Half of the any bookkeeping entry for purchases or sales represents the money exchange versus the reciprocal party. The other half of the entry, generally, represents your internal classification as income, expense, inventory, or other asset or liability. STR is not concerned with these classifications other than to support them, and recommend they be classified with XBRL types.
The external date and amount agreed with trading partner, owner, debtor or creditor with whom the business transaction was concluded, has always been recorded identically in the other party's books. This will be shared in the STR. We are not breaking any new ground in law or business culture.
Any modernization of CDEA for the web must provide data structures that serve the needs of both parties to the transaction. Existing B2B XML messages contain such structures--they are event-oriented, single entry accounting entries which identify both parties, and contain a transaction date, amount, and list the products or services.
The global economy may be viewed as a 3-dimensional cube containing sheets for every party in the universe, summing to zero. (More discussion at GLschema1, GLschema2). The money movements of the entire economy are a single, multi-company ledger.