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UNIT 11 OFFICE EQUIPMENT A N D

MACHINES-I1

1 1.0 Objectives
I 1.1 Introduction
11.2 Calculating Machines
1 1.3 Adding Machines
1 1.4 Billing Machines
1 1.5 Accounting Machines
1 1.6 'Tabulating Machines
1 1.7 Electronic Computer
1 1.8 Cash Registers -
1 1.9 Communica~ionMachines
1 1.9.1 1)lclaphonc
I 1.9.2 Iclcphonr
I I .9.3 ..I.elcx and I clc~cx
1 1.9.4 t.;~csintilc( F a x )
11.10 Officc of the Future
1 1 . 1 1 1.ct CJhSurn l i p
11.12 Kc! Words
1 1 . I? An.;\vcl.\ to Check Your Progress
I I . I 4 I'el rninal Questions

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11.0 OBJECTIVES
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1ltt;r 4111d\ ;r:p a l!i\ unit. !.ou should be able to:

cnunlerate d ~ l l c ~ e nh !i n d s of calctilators and explain their uses
dcscl-ii c the featurcs of addrng and listing machines
>ta:.-the use5 411 billing, accounting and tabulating machines
define a n ~.l~ctronic
computer
explain the working and uses of telex.

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11.1 INTRODUCTION
In unit 10 you have studled that the office machines can be categorised into three
broad groups : I) copying and duplicating machines, 2) accounting, tabulating and
computing machines, and 3) communication machines. You are already familiar with
the first category of office machines in Unit 10. In this unit we will discuss the
working and uses of various office machines coming under the remaining two
categories. Particularly we discuss @boutcalculating machines, adding machines,
billing machines, accounting machines, tabulating machines, computers, cash
registers, telex and telefax.

11.2 CALCULATING MACHINES

calculating machines contribute greatly to efficiency by eliminating routine and
repetitive arithmetical calculations. They perform all basic arithmetical operations
like addition, subtraction, multiplication and division. Calculations involving integers
or decimal fractions of various units of measurement can be made accurately with
these machines. Calculating machines can compute percentages, squares, square
roots, logarithms, etc. They are particularly suited to calcalate rates and amounts of
interest, discount, commission, etc. Most standard calculating machines are 19
 nonlisting, have a full keyboard and show the results on a dial. The sizks of
machines range from the small pocket calculator to the big desk calculator. Look at
the calculators shown in Figure 1 1.1.

Figure 3 1.1:Electronic Calculators

The calculating machines may be used for the following purpuses:.

I) Interest calculation
2) Discount and commission calculation
3) Invoicing
4) Inventory checking
5) Freight bill preparation
6) Costing of products
7) Payroll calculations

The main advantages of various calculating machines are their long life,
dependability, simplicity of operation and portabitity. The ease with which they can
be moved from one desk to another enhances their utility in ogfice considerably.
Such machines bring about efficiency in operati&s.and M u & th'e monotony in
repetitive work. It should be noted that some of the t a k d a t i n e machines are very
costly. The choice of any machine for office use will depqhd upon the types of
calculations to be d o n e speed required, volume and frequericy of calculations, degree
of accuracy required, etc.

Types of Calculators
Several types of calculating machines 9're available in the market. Let us discuss
about some of them.
I) Key-driven Calculator: It has a full-bank keyboard. When keys are pressed, the
numbers are shown on the dial. Multiplications are made by repeated additions
and similarly divisions are made by repeated subtractions. For instance, to
multiply 3 by 3 is pressed three times.
2) Rotary Calculator: This machine may be operated manually 'or electrically. It
requires the number to be entered on the keyboard by pressing the key and
I operating the lever to record the number on the dial. The resufts are obtained by
turning the respective crank-handle clockwise for addition or multiplication, and
anti-clockwise for subtraction or division.
3) Electromc Calculator: It is a miniature desk-size computer operated
electronioally with the aid of valves or transistors. It operates at a very fist speed
and does not make any noise. An electronic calculator can be operated by
electricity or battery and it may be a full-bank or ten-key type. It displays the
figures of the calculations on a small screen which is activated by a cathode-ray
tube simi4ar to that used in a TV set.
5) Printing Calculator: It looks like an adding/listing machine and may have a full-
bank keyboard or ten-key board. It is very easy to operate. The keys aie pressed
to register the figures for calculation. Then the symbol key (for multiplication,
addition, etc.) is pressed and the answer is obtained by a pressing device which
stores the desired figures until required, and then it can be added or subtracted.
Transfers can also be made to the memory register and vice versa.
 11 A BILLING MACHINES
Billing machines are used for typing orders, invoices, bills of lading. cash memo for
goods sold, and so on. It is generally a combination of a typewriter and a calculator.
The machine does all calculations of discount, commission, additions. subtractions.
totals, etc. These machines are worth installing only if the volume of work IS large.

11.5 ACCOUNTING MACHINES

Accountrng and book-keeping machines may well be compared w~thtlpewrlter4 ujed
on a flat bed. These machines are used for the purposes oT: I ) postrng in journ,~ls.
cash books; ledgers, etc., 2) preparation of cheques, payrolls. cash recencd and
payment sheets. 3) preparation of copies of redger accounts along wit11 posting. and
4)calculating and computing figures and drawing ledger or cash book bal,i~ic~\ etc.
The ad~antagesof accounting machines are as follows:
I) They save labour and tlme in posting entries in the books of account
2) Accuracy IS ensured.
3) The books of accounts can be balanced promptly and accounts can he kept up
to date.
4) They prov~deuseful data tb the management for purposes of control.
The accounting machines are very expensive and may be useful onll to large
concerns where the volume of work is large and cannot be done erflclently bl OIIILC
assistants. Moreover, skilled operators are required to run such mach~nes.

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11.6 TABULATING MACHINES
These machines combine two processes: 1) sorting information into classes. and
2)adding up the totals for each class. For tabulating statistical information by t h ~ ~
machine. the cards are punched with the helb of pitaah-card machines and then
sorted. Then the tabulation is done and printed o t ~paper in columns and rows. In an
offrce, if a large amount of infqrmation is t o be handled daily, automatic tabu!ating
and sorting machines can be adlopted.

11.7 ELECTRONIC COMPUTER

In big organisations, a large volume of data is generated every day. This data cannot
be used in 'its raw form. It must be processed and presented in suitable form to
enable management to take important business decisions and to perform other
functions. The data may be transferred into tables or reports. The transformation of
raw data into a meaningful form is known as data processing. When data processing
is done by electronic machine, it is known as elcetronie data processing. Electronic
computers are now widely used in offices for data processing.
An electronic compuer is a general purpose machine capable of performing various
operations at high speed. It is an electronic device by which data is processed and
printed. It can handle whole systems of operations and change automatically from
one operation to another i n a desired sequence. As a matter of fact, computer is a
replica of human brain. It can perform several functions such as arithmetical
operations, storage of information, arranging and tabulating data. analysis of data.
etc.
As you know. computers have been in use in educational and research institut~ons,
railways, airlines, industrial enterprises and other big organisations. The uses and
advantages of computers shall be discussed in greater detarl in Unit 13.
11.8 CASH REGISTERS
Cash registers are used by big retail stores to record payments received from
different customers against daily cash sales. Cash registers simultaneously record
cash transactions on a tape, produce printed slips and operate cash drawer. They
also keep running totals of the transactions as they take place. Some models can
prepare receipts to be issued to the customers while others can,simply add the
amount and show the total on the meter. Look at Figure 11.3 which presents the

Fieure 11.3: Cash Register

Retail stores and railway booking agencies use coin handling machines which record,
sort out, store and return coins of different denominations to customers. Coin
handling machines return the correct amount to the customers and all cash receipts
are recorded by the cash register. The machine record is kept under lock and key. It
forms a complete unalterable record of cash sales. It is a key set and electrically
operated machine. Cash registers are normally used by the following organisations:
I) Departmental stores
2) Super bazars
3) Hotels and restaurants

5) ~ l e c t r k hsupply
~ undertakings
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check Your
.. Progresg A -'

I) Give any five uses of ealcul$tiqg-machines.

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2) Have you ever seen a cash register? If so, please state the name of the
organisation.
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3) Which of the following statements are True and which are Flase?
%i) Cash registers are used in retail stores.
ii) Calculators are used for calculating interest, discount, commission. etc,
iii) Accounting machines are meant for recording cash transactions only.
iv) Adding/ listing machine provides a record of the items.
v) Pocket calculators agd desk calculators serve the same purpose. 23
 11.9 COMMUNICATION MACHINES
As you b o w , communication is one of the important functions in any office.
Communication is the process of conveying information from one to another.
It can be written or oral. Written communication may take-place in the form of
letters, memoranda, reports, orders, invoices, circulars, catalogues, etc. These written
messages may be delivered personally (or through a messenger) or through certain
mechanical devices like telex, teletex, facsimile, etc. Similarly oral communication
can take place face-to-face or through some m%hanical devices such as telephone,
dictaphone, etc. Now let us discuss the major mechanical devices used in office
communication.

11.9.1 Dictaphone
Dictating machines are used for dictating replies t o correspondence or any other
matter to be recorded. It works on the same principles as those of a gramophone.
The office, intending to dictate a letter, a message or document will speak through a
mouthpiece. His words are recorded on a revolving wax cylinder. At present
magnetic tapes, plastic discs or phstic belts art also used for recording words. Look

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When the typist wants to type the contents of the dictation, he places the cylinder or
tape on the transcribing machine and with the help of ear phones can listen to the
dictation at convenient speed. He can replay the machine if he wants to hear the
words again and again. Once the matter is typed, the words can be erased, with the
help of another device called SHAVER.
Advantages of dictating machines are as follows:
I) The dictating officer can dictate letters at his convenience-and the typist can type
them at his convenience. The stenographer need not report Co the officer every
time there is a dictation.
2') Knowledge of shorthand is not necessary on the part of the typist.
3) Even telephone messages can be recorded by special devices. The recorded tape
can be sent anywhere by post.
Its only disadvantage is that personal contact between the officer and the typist
will be lost when the dictaphone is used.

11.9.2 Telephone
Every modern office uses a telephone. It helps us to speak personally with people
who are away from us at a distance. On a telephone a business executive can get in
24 touch with peoole anywhere in the world.
A telephone is a ready means of communicat~onwhen urgent decisions have to be
taken. It replaces the paper correspondence which takes time. It is however necessary
that all important matters discussed on telephone are confirmed by letters. In big
offices a separate telephone reception room is arranged. The person in4harge of
such a room w-ill be direcfing the incoming messages to the right person by
connecting him t o the central system. Similarly he will also be routing the out-going
messages.
Some offices instal internal telephone sys!ems. This helps one executive to speak with
another, of a different department. Figure 1 1.5 shows the boss speaking to his
subordinate over internal ielephone system.

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O v a Intwool T-

11.9.3 Telex and Teletex

Telex: It is one of the most established means of communicating textual information
within the country and across the countries. The traditional telex terminal has a
typewriter style kevboard and punches'images on the paper tapes. The message is
checked, adjusted (if required) and transmitted by feeding the paper tape into a
paper tape reader and sending the message over the telex lines. When it reaches the
destination, the receiving terminal sends a code at the sending end to verify that it
has arrived at the correct place and received. Telex operates at very low speed of 50
bits per second (approximately 66 words per minute). Further it uses a 5-bit internal
code to represent symbols and hence a, very limited character set is available viz.
upper case letters, numbers, space and 13 special characters. Moreover, failure rate
on connections is relatively high in telex service making it less reliable. While telex
can be cotrsidered as an elementary form of electronic mailing, it is not a true
document distribution equipment since it cannot handle graphics and pictures 5 s the
character set is.very limited. Figure 11.6 shows the telex machine.

~gure11.6: Telex Machine 25

 Teletex: It is a high speed desk to desk message service which became popular in
advanced countries. This service allows users to type and edit letters and transmit
them over telephone line totheir destination. The service permits the setting up,
sending_and receiving of calls automatically with facilities for storage of incoming
and outgoing messages. Teletex offers a much higher transmission rate at 2.4 K bits
per second which is equivalent to transmitting a typical A4 page in less than 10
seconds. Another major difference in teletex is the use of &bit character code
permitting up to 256 characters t o be sent across. This service is yet to become
popular in our country. The following table compares telex and teletex services:

Table 11.1 :Difference betwear Telex and Teletex

Telex Teletex

Medium Dedicated low grade' Network independent

network (can use any available
communication and net-
work facilities using
appropriate interfaces)

Rate of Transmission 50 bits/ second 1200-2400 bits/ second

Character code and set 5 bit code 8 bit code

(about 50 different (over 200 characters)
characters)
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11-9.4 Facsimile (Fax)

Facsimile (or FAX) has established itself as a n effective means of rapid transmission
of images such as pictures and drawings. Fax involves scanning of graphic
information, converting it into signal waves and then tak-ing these signals to the
destination and produce a copy of the image at the destination. The signal waves are
transmitted in any of the communication media like telephone lines, radio, satellites,
etc.
Till recently Fax has been considered a specialist service used primarily in newspaper
industry t o transmit composed pages between locations. Availability of desk top
inexpensive Fax machines during the last few years has totally revolutionised office
communication scene. Today it is possible to send ally document like letters,
agreements, invoices, purchase orders, etc, rapidly and economically to anybody in
the world instantly. The capability of processing image and pictures provides a new
dimension to the applications to which this technology can be put to use.

Modern fax machines provide several additional facilities some of which are listed
below:
I) Resolution and speed selection to improve quality of message reproduction
2) Paper size selection
3) Automatic dialling and answering
4) Automatic document feed
5) Encryption facility to allow the transmission to be encrypted (deciphered or
encoded) for security purposes
6) Some Fax machines can be used as photocopiers
7) Fax machine can transmit and receive simultaneously
8) Time and date stamp for accounting
9) Jumping cver white space to reduce the time qf Fax operation
We notice that Fax machines are becoming popular in our country on account of
availability of reliable equipment at affordable prices and also significant
improvements in the communication facilities available today. Fax machine operates
using normal telephone lines, and improvements in S T D (Subscriber Trunk Dialling)
and ISTD (International Subscriber Trunk Dialling) services permit very convenient
and reliable transmission across cities and different countries. In many situations,
these are expected to replace telex services.gradually. Look at Figure 11.7 which
26 presents the facsimile machine.
 Figure 11.7: Fax Machine
The merits of fax service are as under:
1) All types of drawings. documents, etc.. which may be handwritten, typed or
printed may be transmitted through the telefax system.
2 ) 1 ransmission over long distances is possible.
3 ) 'I'hc ic)py produced by the telefax receiving machine may be used immediately.

11.10 OFFICE OF THE FUTURE

Over the years information technology has advanced at a relentless pace. This
brought about a sweeping change in the office environment. The offices in the near
future will be linked with the rest of the world via a modern link plugged into the
telecommunication network. Furthermore the most recent trend points toward the
'mobile office' which will be portable and battery-operated. The mobile office will
run irom a van equipped with telephones, hand free intercoms, a mobile fax
machine, a remote control television, a video-recorder and so on. It is also. expected
that a new generation of portable computers, printers and copies will further
revolutionise the office operations. There will be frequent use of electronic computers
to collect, arrange and process data. Computers will also help application of
quantitative technique to resolve management problems.

Check Your Progress B

I) Name three organisations you know which use telex service.
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2) List three advantages of telefax service.
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3) How dictaphone is different from telephone in terms of usage in the office?
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 4) State whether the following statements are True or False.
i) The stock brokers make use of telex service. .
ii) It is possible to use teleprinter for internal communicat~on.
iii) It is necessary to instal teleprinters at both ends to transmit telex message.
iv) Diagrams can be transmitted through the telex service.
V) Picidre can be transmitted through telex.
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11.11 LET US SUM UP
Besides copying machines (typewriters) and duplicating machines, there are several
other types of machines used in modern offices. Calculating machines perfornl all
basic arithmetical calculations involving integers, decimal fractions and various units
of measurement. They are particularly useful in calculating rates, amounts of
interest, discount, commission, etc., invoicing, inventory checking, freight billing,
costing and payroll calculations.
Adding machines are used for operations involving simple additions, These may be
manually or electrically operated. Such machines may be listing or nonlisting type.
The billing machine combinh a typewriter and a calculator. It may be used for
typing orders, preparing invoices, bills of lading, cash memo, etc.
Accounting and book-keeping machines are like typewriters on flat bed. These
machines can-he used for various purposes like postings in the books of accounts.
preparing payroll, cheques, copies of ledger accounts, drawing account balances, etc.
Tabulating machines are used for classifying, sorting tabulating and printing
statistical information in columns and rows.
Electronic computer is a general purpose machine which can perform a variety of
functions including mathematical operations, storage of information, arranging and
tabulating data, and analysis of data. Cash Registers simultaneously record cash
transactions on a tape, produce printed slips, keep running total of dealings and
operate cash drawer. Besides recording cash receipts, coin-handling machines sort
out, store and return coins of different denominations to customers.
Teleprinters are machines used for direct transmission of written messages from one
place to another. Telex and facsimile (or FAX) systems of communicat~onare useful
devrces h transmitting messages instantaneously to distant places. Fax is used to
transmit the exact replica of drawings, sketches, diagrams, formulae, etc.. which are
drawn on electro-sensitive papers and inserted into the facsimile machine. The
modern trend points towards the 'mobile office' which will be portable and battery-
operated and fitted with telephone hand-operated intercoms, a mobile fax machine, a
remote control television, a video-recorder, and so on.

11.12 KEY WORDS

Accounting Machine: A machine used for repetitive accounting jobs in the office. It
is specially designed for posting of ledgers, preparing payrolls, costing abstracts,
invoices, etc.
Adding Machines: Machines used for quick totalling of a number of amounts.
Billing Machine: A machine which is a combination of a roller type typewriter and a
calculator. It can be used for preparing invoices. bills, cash memos. etc.
Calculating Machines: A machine used for operations such as subtracting,
multiplying, dividing, percentage, etc.
Cash Register: A machine used to maintain accounts of cash sales.
Electronic Computer: A replica of human brain. It can perform complex
mathematical operations at a very fast speed and has memory to store data.
Facsimile: Also callea fax or telefax, telegraphy, is an improvement over telex. It
asslsts in transmitting drawings, sketches, diagrams, formulas, etc.. over the

Telex: I t makes use of teleprinters at the points of transmitting and receiving the
message.

A 2) i) True ~ i )True iii) False iv) True v) True

B 4) i) True ii) True ii~)True iv) False V) -False

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11.14 TERMINAL QLTESTIONS -
I) Explain the working and uses of calculating machines in modern offices.
2) Dihcuss the various types of calculating machines used hy modern organisations
for the compufation work. What are their common advantages'?
3) Enumerate the broad features of adding machines. Discuss the utility of these
machines.
4) What is a cash register? Which type of organisations can use this machine for
effective recording of cash receipts?
5) Write brief notes on the following:
i) Billing machine
ii) Accounting machine
iii) Electronic computer
iv) Cash register
6) What do you understand by telex? How do businessmen make use of this
service?
7) Explain the working of telefax. What are its merits?
8) Explain various machines used for communication in the offices.

Note :These questions will help you t o understand the unit better. Try to write
answers for them. But d o not submit your answers t o the university for
eascssment. Theee are for your practice only.