Fraud Detection: Using Of Data Mining In
Accounting Information System
Abdallah Jabari
1
, and M.Suyunus
1
1
Faculty of Economics and Business, Universitas Airlangga, Surabaya, Indonesia
Abdullahacc2017@gmail.com, suyunusm@yahoo.com
Keywords: Accounting System Fraud Detection, Data Mining, Fraud Detection.
Abstract: The process of data mining is obtains the required data for analysis, study, take preventive measures,
administrative decisions and fraud detection. This study aims at detecting fraud in evading the payment of the
cheques and promissory notes payable by the customer in the Palestinian work environment through the
extraction of data from the accounting information system and applied them on “Sbitany Home” Company
that one of the largest Palestinian companies that use the system of sale by instalments through promissory
notes and cheques very large. A qualitative research methodology is adopted in undertaking the investigation
to understand the actual conduct of practices that aims to recommend improvements for fraud control,
detection and prevent it through data mining to determine solutions to the problem. The results indicate that
the company has a lot of cheques and promissory notes that are not paid very much, therefore the company
suffers from this scourge very much by many fraudulent customers, which affects its activities and profits.
The data was mining from the accounting information system "Priority" which is using in this company. The
research methodology used these data according to the Microsoft Excel and analysis and extract the results
related to the detection of this problem and prove the existence of this problem. As a result, the study provides
information on the causes of evading the customers the payment and solutions and suggestions that help to
reduce them very significantly and therefore the researcher sees the need to participate between all competent
authorities concerned with these matters to eliminate this scourge that threatens companies in particular and
the State and society in general.
1 INTRODUCTION
Fraud detection is the identification of fraudulent
behavior once it has occurred. Once detection has
occurred action can be taken to limit the fraudulent
activity. To accomplish this, fraud detection requires
constant monitoring as well as constant evolution.
Fraud detection methods are in a constant state of
change or flux due to the nature of fraud. This is
because as soon as detection of a type of fraudulent
behavior takes place, criminals create new plans and
schemes for fraud. Furthermore new criminals
entering the fraud business may carry out fraud using
existing methods causing some fraudulent activity to
be cyclical. Fraud detection therefore can be seen as
being part of an overall strategy which in many areas
has become a business critical issue. This is because
it being both common place and difficult to combat.
Fraud has been found difficult to combat due to
troublesome and complex nature of designing
measures to prevent it (Brennan, 2012).
Accounting fraud is intentional manipulation of
financial statements to create a facade of a company's
financial health. It involves an employee, account or
the organization itself and is misleading to investors
and shareholders. A company can falsify its financial
statements by overstating its revenue or assets, not
recording expenses and under-recording liabilities
(Gerety & Lehn, 1997).
Data mining is an interdisciplinary subfield of
computer science. It is the computational process of
discovering patterns in large data sets involving
methods at the intersection of artificial intelligence,
machine learning, statistics, and database systems.
The overall goal of the data mining process is to
extract information from a data set and transform it
into an understandable structure for further use. Aside
from the raw analysis step, it involves database and
data management aspects, data pre-processing, model
and inference considerations, interestingness metrics,
complexity considerations, post-processing of
discovered structures, visualization, and online
Jabari, A. and Suyunus, M.
Fraud Detection: Using Of Data Mining In Accounting Information System.
In Proceedings of the Journal of Contemporar y Accounting and Economics Symposium 2018 on Special Session for Indonesian Study (JCAE 2018) - Contemporary Accounting Studies in
Indonesia, pages 23-30
ISBN: 978-989-758-339-1
Copyright © 2018 by SCITEPRESS Science and Technology Publications, Lda. All rights reserved
23
updating (Chakrabarti et al., 2006). Data mining tools
take data and construct a representation of reality in
the form of a Data mining activities fall into three
general categories (Desai & Deshmukh, 2013). Data
mining is the analysis step of the "knowledge
discovery in databases" process, or KDD (Fayyad,
Piatetsky-Shapiro, & Smyth, 1996).
One of the systems which collates and classifies
data collected by organizations is the Accounting
Information System (AIS). This system provides
financial information that can be used to plan,
evaluate and diagnose the impact of operating
activities and identify the financial position of the
organization. Given that these systems today collect
vast amounts of data, this data can be ‘intelligently’
analyzed by data mining technologies - sophisticated
and powerful cutting-edge technology that enables
the extraction of hidden predictive information from
a large database (Kurt, 2004).
An accounting information system (AIS) is a
system of collecting, storing and processing financial
and accounting data that are used by decision makers.
An accounting information system is generally a
computer-based method for tracking accounting
activity in conjunction with information technology
resources. Accounting information systems are
designed to support all accounting functions and
activities including auditing, financial accounting and
reporting, managerial/ management accounting and
tax (Palshikar, 2002).
Justification for this research Due to the use of the
companies working in the private sector in Palestine
installment sales system by cheques and promissory
notes in a very large percentage which make these
companies face problems from the customer’s fraud
and evasion in the payment of the value of cheques
and promissory notes. Installment sales is by using
promissory notes and cheques as a guarantee for the
collection of amounts due on a monthly or semi-
annual or annual according to the agreement between
the company and customers, with the knowledge that
most of the payments are monthly.
Based on the above justification for the research
what happens when using the sales system in this way
we produce a problem. The problem is the
customer’s fraud and evasion in the payment of the
value of cheques and promissory notes at a specific
time after the purchase between the company and
customers, making promissory note unpaid and
cheques from the bank and will therefore affect the
activity of the company and its profitability and
increase accounts receivable.
There is a lack of knowledge of the status of the
implementation of the extraction of technological
data within the public information system in
Palestine, this technique Data Mining” is applied
and the best model for implementation and extraction
for data to look for trends and patterns in accounting
data that reveal fraud in Palestine. And therefore the
objective of this study is detect fraud through Data
Mining of Accounting Information System and Clear
to prove the role of accounting information system in
detect and prevent fraud, this could lead to prevent
fraud in the future.
The next sections contains the literature review
and the theory to adopt the principle of data mining
through the accounting information system to detect
fraud Furthermore section 3 documents the research
method . The results and discussions are presented in
section 4 and finally section 5 concludes the paper.
2 LITERATURE REVIEW,
THEORIES AND PREVIOUS
STUDIES
2.1 Data Mining and Fraud Detection
Data mining is a process that uses a variety of data
analysis tools to discover of data in all its forms and
types that may be used to make valid predictions
(Miller & Han, 2009). Data mining is capable of
answering questions about the past (what has
happened) the present (what is happening) and the
future (what might happen). Data mining permit
analysis and identification of ‘hidden relation in
large datasets. By permitting this, the uncovered
information previously is now covered and would
give more support in the process of decision making
(Nemati & Barko, 2002).
The elements of an effective and sound anti-fraud
strategy, prevention, detection, deterrence, response.
They are closely related and each playing its essential
role in combating fraud. Fraud detection can act as a
deterrent by spreading a message to potential
fraudsters that the company is fighting fraud and that
necessary procedures are placed to pick any unlawful
activity which could have happened. A potential
fraudster would desist from committing the crime if
there is a possibility of being caught. Suspected and
detected fraud incidents need a consistent and
comprehensive response, this will spread a message
across that fraud is a critical issue and that subsequent
action would be taken against the perpetrator. Any
fraud case which is detected and investigated should
strengthen deterrence and therefore, act as fraud
prevention technique or measure (Dzomira, 2015).
JCAE Symposium 2018 Journal of Contemporary Accounting and Economics Symposium 2018 on Special Session for Indonesian Study
24
One of the techniques for detecting fraud by data
mining is Data Visualization that the researcher can
be used through following its steps of the work. Data
visualization refers to the techniques used to
communicate data or information by encoding it as
visual objects (e.g., points, lines or bars) contained in
graphics. It involves the creation and study of the
visual representation of data, meaning "information
that has been abstracted in some schematic form,
including attributes or variables for the units of
information"(Friendly & Denis, 2001).
2.2 Theories
There are several different theories that may explain
the demand for audit services. Some of them are well
known in research and some of them are more based
on perceptions such as Information theory,
visualization theory, policeman theory, Lending
credibility theory, Agency theory, theory of inspired
confidence.
2.2.1 Information Theory
Information theory studies the transmission,
processing, utilization, and extraction of information.
A principle is the information principle, focusing on
the provision of information to enable users to
making decisions. Investors value the audit as a
means of improving the quality of financial
information. (Eid, 2014). Since the information
theory is, processing, use and transfer of information
extraction studies, it is, according to this research can
be used through the information system of any data is
extracted, used and processed through this system
that helps and gives management accurate and right
information for decision-making such as giving
information about customers before agreeing to sell
them by cheques or promissory notes of exchange and
thus helps to reduce evasion problem in the case that
as a result of the information was positive or negative.
2.2.2 Policeman Theory
The policeman theory posits that auditing is focused
on arithmetical accuracy and on prevention and
detection of fraud and the auditor is responsible for
search on fraud (Ittonen, 2010). The policeman theory
and Information theory are considered most relevant
for this study. Policeman theory is the most widely
held theory on auditing until the under this theory
(Salehi, 2011).
We can have advantage of the policeman's theory
in this research through AIS that is regarded as a cop
electronically rather checker person. Then the system
monitors and follows up sales operations through
cheques from customers during the audit information
and ensure the safety of all the sales process
measures. In addition to that, the detection of any case
of evasion and fraud, prevent and reduce them.
2.3 Previous Studies
Some previous studies have focused such as Farrell &
Franco, 1999 on the responsibility of the auditor in
detecting fraud and error and the extent of reduction
of misinformation in the financial reports and
addressed some special topics auditor legal
responsibility toward others and the difficulties faced
by the auditor and also discuss the development of
some models and techniques that can be used by
auditors in order to discover the fraud and the extent
of commitment Auditor international auditing
standards.
While some studies such as RamaKalyani &
UmaDevi, 2012; Stolfo, Fan, Lee, Prodromidis, &
Chan, 2000; Goode & Lacey, 2011; Soltaniziba &
Balafar, 2015; Sharma & Panigrahi, 2013;
Albashrawi, 2016 have focused on the types of fraud,
including mortgage fraud, financial reporting, bank
cheques in the banking sector, promissory notes,
credit card. And methods of fraud detection through
several ways including the method of extracting data
and methods of auditing and analysis.
Some studies such as Koornhof & Du Plessis,
2000 also touched on the originators of cheating like
executive managers, auditors, accountants, corporate
governance, whether in the private or public sector,
lenders and investors. All of these studies touched
each mentioned things and put a variety of solutions
to detect fraud and reduce it all analytical liquids or
applied through the use of technology and data
analysis.
3 RESEARCH METHODOLOGY
3.1 Type of Research
A qualitative research methodology is adopted in
undertaking the investigation to understand
fraudulent practices and aims to recommend
improvements for fraud control and detection it and
prevent it through data mining and analyze them and
making decision for solution these problems.
Thus, case study research involves the study of an
issue explored through one or more cases within a
bounded system. I choose to view it as a
methodology, a type of design in qualitative research,
Fraud Detection: Using Of Data Mining In Accounting Information System
25
or an object of study, as well as a product of the
inquiry, through detailed, in-depth data collection
involving multiple sources of information and reports
a case description and case-based themes. The case in
this study of grounded the company is suffering in
Palestine by its customers as i spoke earlier about the
problem of research and justification of research.
Approaching the research problem using an
interpretive worldview will be the most effective
approach at answering the research questions.
3.2 The Type of Data and Data
Collection Techniques
Through the telephone conversation, the researcher
gained data from a company operating in Palestine for
the last 5 years about sales through promissory note
and cheques, such as total sales through them, the
total commitment to pay the value of the promissory
note and cheques, the total evasion value of the
promissory note and cheques, the cause of fraud by
customers. And all the data needed by the researcher
for this study and an understanding concerning the
protocols, perceptions, beliefs, experience and action
activities from the respective heads of division at the
group level. The telephone conversation were
conducted with the highest level of division at the
group level.
3.3 Data Analysis Techniques
The researcher obtained all the data related to the
research, which includes the total sales of the
company in general each month separately for five
years, sales through cheques and promissory notes,
cheques cheques and promissory notes unpaid with
the knowledge of the reason of evasion by the
customer via e-mail. The researcher used the
Microsoft Excel to arrange the data that was random
and needed to be revised and arranged.
4 RESULTS
The Priority system is AIS that is used by the
company. Through this system the customer data is
entered, a large part of which is from the request form,
and a new account is created that this company used
it in order to get information around customers before
sell them . The sale is then recorded by installments
through the accounting information system used by
Sbitany Home in recording all its activities. The data
for the company's sales were extracted for the past
five years from 2012-2016. In addition, based on the
ability of the system to extract all the required data,
the sales data were extracted through cheques and
promissory notes as follows:
1. In the beginning, the received cheques are
entered from the customer in the system through
make of a check receipt and thus cheques are
entered into the cheques box in the system.
2. The next step will be to send to the bank for
collection and thus get them out of the system
from the cheques box to the bank's box in
accounting system.
3. The bank will in turn collect the cheques from the
customer. If the customer fails to pay the cheques
will be returned to the company and then the
accountant will then re-enter the system in the
system.
4. Choose financials that contain from the main list.
5. Go to the cash managements that contain
multiple options related to the cashiers.
6. Choose the cash management report in order to
get the report.
7. Choose Cheques box and then the system will
mining all the data related to the cheques
according to the period specified by the user, as
it contains the Cheques box to determine the time
period to obtain the data.
As for promissory notes, the output of data on
them is in the same manner as for cheques, but the
bond fund should be selected instead of the cheques
fund. There are several different things in dealing
with the promissory notes in the system:
1. When the customer is sold through promissory
notes they are entered into the promissory note
fund in the system.
2. Promissory notes are not sent anywhere to
collect, but they remain in the company and are
collected on the date specified directly by the
customer in the company.
3. In the case of a customer's obligation to pay the
value, it is removed from the system and
therefore is not considered an unpaid
promissory note. In case of non-payment, the
promissory note remains in the system and thus
the fraud process is obtained.
4. In the process of extracting data relating to
unpaid promissory notes, their fund is selected
in the system and a specific date such as the
date of the day is established. Therefore, any
promissory note appearing in the report prior to
this date is an unpaid promissory note and that
he is still in the company and thus the existence
of the process of fraud.
JCAE Symposium 2018 Journal of Contemporary Accounting and Economics Symposium 2018 on Special Session for Indonesian Study
26
After mining all the required data from the system
and following the steps of identification and use of
the accounting information systems in extracting the
required data, then the data was obtained as complete
at the end of the research in the tables that contain the
data after processing, and to remove data that is not
important or required for research.
The results of the percentage of sales by cheques
and promissory notes of sales in general for each year
from 2012-2016. The percentage of promissory notes
sold was 13%, 8%, 9%, 9% and 11%, respectively.
The percentage of sales by cheques was as follows:
45%, 46%, 36%, 27% and 11%, respectively. These
percentages and figures show that the company uses
the system of sales by cheques and unpaid promissory
notes, and therefore, after knowing the existence and
use of this method by the company has been working
on the extraction of data on the escape by customers.
According to the ratio of sales of cheques and
promissory of exchange, the results of the table 1
which contains the ratio of unpaid promissory notes
of exchange and cheques from the total promissory
notes and cheques sold for five years each year from
2012-2016 were as follows: 16%, 9%, 14%, 6%,
respectively, and the percentage of cheques returned
16%, 7%, 9%, 20% and 42%, respectively. This table
shows that there is a large amount of cheques and
promissory notes, the existence of the problem that
lies in the evasion of customers in the payment of the
value of both promissory notes of exchange and
cheques on time and which have been talked about
the first unit of the search.
Table 1: Percentage of cheques and promissory notes
due from cheques and promissory notes sold.
Year
Total
P.N sold
Total
Cheques
sold
%Total
Unpaid
P.N of
sold
%Total
Cheques
Returned
of sold
2012
1.549.884
5.324.481
10%
16%
2013
721.945
4.211.325
16%
7%
2014
983.266
4.127.559
9%
9%
2015
1.152.234
3.268.824
14%
20%
2016
1.383.473
1.412.683
6%
42%
Table 2: Reasons for evading payment of cheques.
The
reason
2012
2013
2016
Insufficient
balance
75%
56%
85%
The
signature
does not
match
21%
44%
2%
A mistake
in writing
the check
1%
0%
7%
The
account is
closed
3%
0%
5%
The owner
of the
check died
This data shows the existence of the problem and
the customers evade the obligation to pay the dues in
a way that affects the activities of the company and
its purpose of profit, which led us to continue the
research objectives, which lies in the discovery of this
problem through the extraction of data and make
recommendations and guidance necessary for that.
Based on the results and as attached to the table 2,
which explains the reasons for customers evading the
obligation to pay cheques. If we look at this table, we
find that the highest percentage is evasion because of
insufficient balance, which gives us the result that the
customer has the intention not to pay the obligation
and fraud and therefore not to put the value of the
check in the bank to spend chase the fraudsters and
record all the observations that help solve this
problem and participate in decision-making with
administrators and decision-makers.
These reasons are known after returning to the
company from the bank, which in turn writes the
reason for reference against the back of the cheques.
As for the promissory notes, the company does not
know the reason until follow the customer directly to
find out why. According to the company's response to
the question of the reasons for the return of the
promissory notes. This means that the reason can only
be determined when the customer is followed up and
Fraud Detection: Using Of Data Mining In Accounting Information System
27
ask him/her for the amount, and therefore the reason
is added to the report that the employee makes for the
mangers and not to the accounting information
system and its emergence when extracting data on the
promissory notes. And therefore not to get a specific
reason or clear except that he does not want to pay or
want to postpone longer. Thus, the employee or
accountant in charge of follow-up customers prepares
full reports and sends them to senior management for
decision making. Therefore, it is difficult to give a
specific percentage on the reasons for evasion in the
payment of promissory notes because there is a large
amount of them.
According to information theory and the
relationship of this theory research and its essence in
the use of data and analysis to discover the problem
and make decisions based on these data has already
been extracted and analyzed and extracted results to
discover the problem and take decisions as shown in
the tables above. This data is capable of answering
questions about the past (what has happened) by
extracting and analyzing old data in order to benefit
from them and take lessons from the previous results
in decision-making. According to the data extracted
from previous years help the company to learn from
the previous mistakes that were the cause of this
problem in the sale process and avoid falling again
after study and analysis and know the reasons.
The present (what is happening) by extracting
new data currently available and comparing it with
old data and analyzing it, which further reduces errors
and updates new decisions that increase the positive
decision-making in order to minimize the problem as
much as possible. In other words, additional measures
follow the procedures taken from the analysis of past
data.
And the future (what might happen) such as
predicting a future event as a result of the existence
of data that is constantly repeated by analyzing these
available data. The use of the data available in this
research helps to establish preventive measures and
laws that help to reduce this problem significantly. It
may not eliminate the problem permanently but limit
it and help the company to continue its activities.
These data are all in accordance with the theory of
the policeman, which was addressed in the second
unit of the search, this system of accounting
information used in the company will be the
accountant of the company to include the full
information on the sale process from the beginning
until the problem and write all these observations and
the necessary reports to make the necessary and
important decisions By the administration to resolve
this problem and to develop measures to reduce it. In
addition to this, first follow the clients in order to
collect the obligations owed to them. That is, he does
his work like a policeman who collects and writes all
the information and chase the fraudsters and record
all the observations that help solve this problem and
participate in decision-making with administrators
and decision-makers.
5 CONCLUSIONS AND
RECOMENDATIONS
5.1 Conclusion
Our goal is to detect the evasion of promissory notes
and cheques by customers, which is known as
customer fraud in the Palestinian environment
through the extraction of data through accounting
information systems. Found that this company is
facing this problem very significantly as a result of
the data mining by a company that is work in
Palestine, which is used by cheques and promissory
notes very large and the negative thing is that this
problem did not stop or decrease significantly but has
been going on since Years so far. I find that there was
a lot of indulgence by the company in the pre-sale
process until after the evasion process in the
procedures followed in the process of tracking
fraudsters, but the positive thing is that the company
began to develop and take measures to reduce the
problem and therefore found that this research will It
helps them develop in reducing them by helping to
develop these procedures.
5.2 Recommendations and Suggestions
The recommendations from this study for future
research include:
1. Based on the application form to open a new
account used by the company to collect data
about the customer before the sale, I find that this
model lacks some things that would reduce the
chances of falling into this problem, so I
recommend the company need to work another
model follows this model includes his bank
statement To fully know that the customer is
committed to pay cheques in general, which
gives the company very important information
enables them to agree to sell it or not. In addition,
one or more persons will be brought as the
guarantor of the customer, especially when
buying through promissory notes, and the
JCAE Symposium 2018 Journal of Contemporary Accounting and Economics Symposium 2018 on Special Session for Indonesian Study
28
guarantor shall be liable in case of non-
compliance by the customer.
2. I recommend banks to close the account of any
person who does not commit to pay up to three
cheques and to conduct a complete and detailed
study of customers who want to open a bank
account, which will help in the inability of
scammers to have a cheques book and thus the
inability to buy through cheques. And thus helps
companies not to fall into the trap of these
fraudsters and prevent them from falling into this
problem.
3. The government must impose strict laws against
those who fail to commit themselves to paying
the amounts due, forcing any person to fear the
consequences before thinking about fraud from
the bank and forcing him to commit to pay the
value of cheques and promissory notes on time.
Such as long prison terms or pay fines.
4. I proposed the establishment of a huge
information system between the banks operating
in the country and the Association of
Accountants and a committee of the government,
where the idea to collect all data in this system
includes all persons with bank accounts and
therefore the company and before the approval of
the sale back to this system through the
Association of Accountants And the approval of
the government committee to obtain this
information, which makes the names of
fraudsters in this system on the black list. Not
only cheques, but all kinds of installment as the
companies have many names of referrals who
dealt with them through promissory notes and
then can add their names to the black list in the
system, which benefits all other companies that
follow the system of sale installments. This
significantly reduces the sale of fraudsters
because the company has advance information
about this person through this common system.
Not only that, but companies can add information
about all the customers who have bought from
them whether they were fraudulent or committed
to pay their dues.
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