Essential Guide to Business Flowchart Symbols and How to Use Them

Introduction

Dr. Amanda walks us through the core flowchart symbols that are most commonly used in accounting and consulting firms such as Coopers & Lybrand and PwC. The video is a practical screencast that shows how to draw each shape, when to use it, and how to combine them into a complete process map.

Common Flowchart Symbols

• Document (rectangle with wavy bottom) – Represents a single paper or electronic document. Stacking multiple layers indicates several copies (e.g., invoice copy 1, copy 2).
• Process (plain rectangle) – Any activity performed by a computer system or a database. It usually contains a verb phrase like Process Sale Order.
• Data Store (cylinder) – Symbolizes an information system, database, or any repository where data is saved or retrieved.
• Manual Operation (trapezoid) – Tasks performed by a person without computer assistance, such as a bank reconciliation.
• File (up‑side‑down triangle) – Shows that a document is being filed. Sub‑notations (A, C, N) indicate alphabetical, chronological, or numeric filing methods.
• Decision (diamond) – Points where a yes/no or true/false choice is required (e.g., credit‑worthiness check). At least two outgoing arrows are needed.
• Terminal (oval/oblong) – Marks the start or end of a process, or any point where information leaves or enters the organization (inbound/outbound).

Building a Sample Order‑Processing Flowchart

1. Receive Order (Manual Operation) – Salesperson takes a phone order.
2. Input Order (Process) – Data entered into the Order Database (cylinder).
3. Credit Check (Decision) – If the customer passes, continue; if not, call the customer back.
4. Process Order (Process) – Successful orders are stored back in the database.
5. Create Document Copies – Original stays with Sales (filed numerically), copy 2 goes to Warehouse, copy 3 to Accounting.
6. Generate Shipping Notice (Process) – Pulls data from the database and creates a shipping document.
7. Deliver Goods (Terminal) – Shipping notice and goods are sent to the customer; the document is filed with the sales order.
8. Cross‑Department Hand‑offs – Lines indicate that different departments (Sales, Warehouse, Accounting) own different steps.

Tips for Effective Flowcharting

• Keep symbols consistent – Use the same shape for the same type of activity throughout the chart.
• Label clearly – Include verbs for processes and concise questions for decisions.
• Show document flow – Use stacked document symbols for multiple copies and connect them to the appropriate department.
• Use connectors for large charts – When a flowchart spans multiple pages, add a small circle with a page reference.
• Validate the logic – Ensure every decision has at least two outcomes and that all arrows point in a logical direction.

Practical Applications

Students can apply these symbols to any real‑world process—expense approvals, payroll, inventory management, or client onboarding. Mastery of these basics prepares them for more advanced modeling tools used in professional consulting environments.

Final Thoughts

Understanding and correctly applying the standard flowchart symbols is the foundation for clear, auditable process documentation. With practice, you’ll be able to translate any business workflow into a visual map that stakeholders can instantly comprehend.

Mastering the core flowchart symbols enables you to turn any business process into a clear, visual map, making communication and auditability much easier.