Recording Business Transactions
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1 2-1 Recording Business Transactions Atanas Atanasov Assist.prof., University of Economics - Varna
2 2-2 Tools of The Recording Process Debits and Credits Journal Entries Ledger Accounts
3 First, however, let s look at The Accounting Cycle
4 Steps in The Accounting Cycle 2-4 Analyze source documents. Journalize transactions in the general journal. Post entries to the accounts in the general ledger. Prepare a trial balance. Prepare financial statements.
5 Let s start with The General Ledger Account 2-5 A ledger account is a tool used for classifying and summarizing information about increases, decreases, and balances of financial statements items. Think of it as a storage container like a bucket. Dollars, which are used to measure economic transactions, are poured into and out of the container.
6 Two General Ledger Account Formats 2-6 Three-Amount Column Format (Debit, Credit, Balance) Used in general ledgers in the business world T-Account Format Used primarily for teaching and analysis of complex transactions
7 General Ledger Account Three-Amount Column Format 2-7 ACCOUNT NAME: ACCOUNT No Date Description PR Debit Credit Balance
8 General Ledger Account T-Account Format 2-8 For the sake of simplicity, we often use this format in teaching accounting even though it is no longer used in practice. Account Name Debit Credit
9 2-9 The T-Account Increases to the T-account are recorded on one side of the T-account, and decreases are recorded on the other side. Account Name Debit Credit
10 2-10 The T-Account The side which increases and the side which decreases is determined by the type of account. Account Name Debit Credit
11 2-11 What Are Debits and Credits? Tools used for recording transactions Debit (DR) Credit (CR) Debit refers to the LEFT and Credit to the RIGHT side of the T-Account. Debit and Credit are neutral terms and do not connote value judgments. Neither is good or bad!
12 2-12 What Are Debits and Credits? Tools used for recording transactions Debit (DR) Credit (CR) Debit refers to the LEFT and Credit to the RIGHT side of the T-Account Account Name LEFT RIGHT
13 2-13 What Are Debits and Credits? Tools used for recording transactions Debit (DR) Credit (CR) Debit refers to the LEFT and Credit to the RIGHT side of the T-Account Account Name Used as Adjectives: LEFT DEBIT SIDE RIGHT CREDIT SIDE
14 2-14 What Are Debits and Credits? Tools used for recording transactions Debit (DR) Credit (CR) Debit refers to the LEFT and Credit to the RIGHT side of the T-Account Account Name Used as Verbs: LEFT DEBIT RIGHT CREDIT Synonym for Debit?
15 2-15 Names of Ledger Accounts There are no magic names for many accounts e.g., either Heat, Light & Power or Utilities Expense could be used for an account name. Other accounts have names which must be used e.g., Cash, Accounts Receivable and Accounts Payable.
16 2-16 Types of Ledger Accounts Let s see how debits and credits affect Account Name the different types of accounts. Debit Credit
17 2-17 Types of Ledger Accounts Assets Liabilities Stockholders Equity Revenues Expenses
18 2-18 Using Debits and Credits Again, debits and credits are used to increase or decrease account balances. Determining whether to use a debit or credit to record an increase or decrease depends on the type of account in question. The Balance Sheet equation is the basis for the determination.
19 Balance Sheet Model (Revisited) 2-19 A = L + SE
20 Balance Sheet Model (Revisited) 2-20 Assign a T-Account to each element of the Balance Sheet Model A = L + SE Account Name Debit Credit Account Name Debit Credit Account Name Debit Credit
21 Balance Sheet Model (Revisited) 2-21 Debits and credits affect the Balance Sheet Model as follows: A = L + SE Account Name Debit Credit Account Name Debit Credit Account Name Debit Credit
22 Balance Sheet Model (Revisited) 2-22 Debits and credits affect the Balance Sheet Model as follows: A = L + SE Debit for Increase ASSETS Credit for Decrease Account Name Account Name Debit Credit Debit Credit
23 Balance Sheet Model (Revisited) 2-23 Debits and credits affect the Balance Sheet Model as follows: A = L + SE Debit for Increase ASSETS Credit for Decrease LIABILITIES Debit for Decrease Credit for Increase Account Name Debit Credit
24 Balance Sheet Model (Revisited) 2-24 Debits and credits affect the Balance Sheet Model as follows: A = L + SE ASSETS LIABILITIES EQUITIES Debit for Increase Credit for Decrease Debit for Decrease Credit for Increase Debit for Decrease Credit for Increase
25 Stockholders Equity A Closer Look 2-25 Recall that Stockholders Equity consists of the following components: Capital Stock + Retained Earnings C/S + R/E
26 Stockholders Equity A Closer Look 2-26 Therefore, the Capital Stock and Retained Earnings accounts are affected in the following manner by debits and credits because they are part of Stockholders Equity: CAPITAL STOCK RET. EARNINGS Debit for Decrease Credit for Increase Debit for Decrease Credit for Increase
27 Stockholders Equity A Closer Look 2-27 Also, because Revenue accounts increase Stockholders Equity, they are affected by debits and credits as follows: REVENUES Debit for Decrease Credit for Increase
28 Stockholders Equity A Closer Look 2-28 And because Expense accounts decrease Stockholders Equity, they are affected by debits and credits as follows: EXPENSES Debit for Increase Credit for Decrease
29 2-29 Normal Balances Each of the 5 account types also has a normal balance side. It is always the side which is used to record increases in the account.
30 2-30 Normal Balances The normal balances for each of the FIVE types of accounts are as follows: Debit Balance Assets Expenses Account Name Credit Balance Liabilities Stockholders Equity Revenues
31 Three Alternative Approaches 2-31 For Learning Debits and Credits Alternative #1 The textbook approach on p. 59 Alternative #2 Expanded Accounting Equation This is Rice s preferred approach Alternative #3 A L O R E acronym
32 Alternative Approach #2 Expanded Accounting Equation 2-32 ASSETS + EXP. = LIAB. + S/H EQUITY + REV. A + E = L + S/E + R Bal. Dr. Cr. + - Dr. - Cr. + Bal.
33 Alternative Approach #3 A L O R E Acronym 2-33 A (ssets) L (iabilities) O (wners' equity) R (evenues) E (xpenses) Debit Credit
34 Debits and Credits Question Which of the following accounts would normally be expected to have a debit (or left-side) balance? a. Accounts Payable b. Buildings c. Interest Revenue d. Capital Stock
35 Debits and Credits Solution Which of the following accounts would normally be expected to have a debit (or left-side) balance? a. Accounts Payable b. Buildings c. Interest Revenue d. Capital Stock BUILDINGS is an asset account and normally has a DEBIT balance. The other three accounts normally have CREDIT balances.
36 Debits and Credits Question Which of the following accounts would normally be expected to have a credit (or right-side) balance? a. Accounts Receivable b. Salary Expense c. Salary Payable d. Land
37 Debits and Credits Solution Which of the following accounts would normally be expected to have a credit (or right-side) balance? a. Accounts Receivable b. Salary Expense c. Salary Payable d. Land
38 Debits and Credits Solution Which of the following accounts would normally be expected to have a credit (or right-side) balance? a. Accounts Receivable b. Salary Expense c. Salary Payable d. Land SALARY PAYABLE is a liability account and normally has a CREDIT balance. The other three accounts normally have DEBIT balances.
39 Debits and Credits Example 2-39 If the balance in Accounts Receivable (an asset) is $750 (debit side balance), Accounts Receivable 750
40 Debits and Credits Example 2-40 If the balance in Accounts Receivable (an asset) is $750 (debit side balance), Accounts Receivable 750 What would we do to increase the account by $200?
41 Debits and Credits Example 2-41 If the balance in Accounts Receivable (an asset) is $750 (debit side balance), Accounts Receivable What would we do to increase the account by $200?
42 Debits and Credits 2-42 Example If the balance in Accounts Receivable (an asset) is $750 (debit side balance), Accounts Receivable What would we do to increase the account by $200? What would we do to decrease the account by $350?
43 Debits and Credits 2-43 Example If the balance in Accounts Receivable (an asset) is $750 (debit side balance), Accounts Receivable What would we do to increase the account by $200? What would we do to decrease the account by $350?
44 Debits and Credits Example 2-44 Accounts Receivable Note the lack of $. It is understood that the yardstick is dollars. It is not money!
45 2-45 Balancing The T-Account To get the balance of the T-Account... Accounts Receivable net the totals on the two sides against each other. Place the residual amount on the appropriate side.
46 2-46 Balancing The T-Account To get the balance of the T-Account... Accounts Receivable net the totals on the two sides against each other. Place the residual amount on the appropriate side.
47 2-47 Balancing The T-Account To get the balance of the T-Account... Accounts Receivable (Can use the either the approach above to show the balance, the text s approach or Rice s approach)
48 Three Alternative Approaches to Balancing The T-Account 2-48 Using the example at the bottom of p. 57 Approach on Previous slide Cash Text Approach Cash Rice s Approach Cash (1) 10,000 (2) 5,000 (3) 1,000 (4) 600 (5) 2,000 (1) 10,000 (2) 5,000 (3) 1,000 16,000 (4) 600 (5) 2,000 2,600 (1) 10,000 (2) 5,000 (3) 1,000 (4) 600 (5) 2,000 13,400 bal 13,400 13,400 ALL 3 are O.K.!
49 Debits and Credits 2-49 Question 3 The Cash account has three entries: a debit for $1,200, a credit for $300, and another credit for $400. What is the balance in the Cash account? a. $ 1,900 Debit. b. $ 500 Credit. c. $ 700 Credit. d. $ 500 Debit.
50 Debits and Credits 2-50 Question 3 The Cash account has three entries: a debit for $1,200, a credit for $300, and another credit for $400. What is the balance in the Cash account? a. $ 1,900 Debit. b. $ 500 Credit. c. $ 700 Credit. d. $ 500 Debit. Cash $1,200 $ 300 $ 400 $ 500
51 2-51 Implications Of Debits And Credits Debits and Credits are used to indicate that something happened to an account. Interpreting the implications requires an analysis of the entire journal entry.
52 Implications Question If the company made a Credit entry to Notes Payable, would the account increase or decrease?
53 Implications Question If the company made a Credit entry to Notes Payable, would the account increase or decrease? ANSWER: Notes Payable would increase.
54 Implications Question Notes Payable is the account where we record long-term borrowings. What event would cause us to record an increase in our long-term borrowings?
55 Implications Question Notes Payable is the account where we record long-term borrowings. What event would cause us to record an increase in our long-term borrowings? ANSWER: Such an increase could imply that the company borrowed money.
56 Implications Question If the company borrowed money, which account would also be affected and in what way?
57 Implications Question If the company borrowed money, which account would also be affected and in what way? ANSWER: There would also be an equal-sized increase in the Cash account.
58 Implications Question Suppose instead of an increase to Cash, you find an increase to the Land account. How do you interpret the increase in Notes Payable?
59 Implications Question Suppose instead of an increase to Cash, you find an increase to the Land account. How do you interpret the increase in Notes Payable? ANSWER: The company acquired land and gave a note that promised to pay for the land in the future.
60 2-60 Recording Transactions Initially, all transactions are recorded in the General Journal.
61 2-61 Recording Transactions Initially, all transactions are recorded in the General Journal. Each transaction always affects at least two different accounts. One account has a debit effect. The second account has a credit effect. This methodology was named double entry accounting by whom? Pacioli
62 2-62 General Journal Page GENERAL JOURNAL Page: Date Description PR Debit Credit
63 Journal Entries Example On January 1, 19X7, Caldwell Company borrows $10,000 from the bank. Prepare the appropriate general journal entry for the above transaction.
64 Journal Entries Solution Two accounts are affected: Cash is increased by $10,000. Notes Payable is increased by $10,000.
65 Journal Entries Solution Two accounts are affected: Cash is increased by $10,000. Notes Payable is increased by $10,000. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit
66 Journal Entries Solution Two accounts are affected: Cash is increased by $10,000. Notes Payable is increased by $10,000. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable ,000 to record loan from bank
67 Journal Entries Solution Typically, Two accounts are are affected: numbered. The account numbers are used as references for GENERAL JOURNAL posting to the General Ledger. More on account numbers will to come record loan later. from bank Cash is increased by $10,000. Notes Payable is increased by $10,000. Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable ,000
68 Journal Entries Example On January 15, 19X7, Caldwell Company purchases a truck for $19,500 cash. Prepare the appropriate journal entry for the above transaction.
69 Journal Entries Solution Two accounts are affected: Trucks is increased by $19,500. Cash is decreased by $19,500.
70 Journal Entries Solution Two accounts are affected: Trucks is increased by $19,500. Cash is decreased by $19,500. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit
71 Journal Entries Solution Two accounts are affected: Trucks is increased by $19,500. Cash is decreased by $19,500. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 15-Jan Trucks ,500 Cash ,500 to record purchase of truck
72 Journal Entries 2-72 Example 3 On January 20, 19X7, Caldwell Co. pays the $400 electric bill for January. Prepare the appropriate journal entry for the above transaction.
73 Journal Entries Solution Two accounts are affected: Utility Expense is increased by $400. Cash is decreased by $400.
74 Journal Entries Solution Two accounts are affected: Utility Expense is increased by $400. Cash is decreased by $400. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit
75 Journal Entries Solution Two accounts are affected: Utility Expense is increased by $400. Cash is decreased by $400. GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 20-Jan Utility Expense Cash to record payment of January electric bill
76 2-76 More About The General Ledger It is a complete collection of all the accounts of a company Accounts are individually numbered for easy reference It is used to collect the information about all of the transactions affecting a specific account A cumulative, running balance is maintained when using the 3-column type
77 Categories of General Ledger Accounts 2-77 The five types of accounts fall into one of two categories Real Accounts Nominal Accounts
78 2-78 Real Accounts This category includes Assets, Liabilities, and Stockholders Equities (i.e., Balance Sheet accounts) Accounts are permanent. Account balances are carried forward from one fiscal year to the next.
79 2-79 Nominal Accounts Nominal accounts include revenues and expenses. Nominal accounts are temporary. Nominal account balances are closed out to zero at the end of the fiscal year. Closing Entries will be discussed in Chapter 4.
80 2-80 Numbering Accounts The listing of all accounts and their account numbers is called the chart of accounts.
81 2-81 Numbering Accounts The listing of all accounts and their account numbers is called the chart of accounts. A typical account numbering scheme might appear as follows: Assets Revenues Liabilities Expenses Equities (See page 63 and inside back cover)
82 Posting to the GL 2-82 Example GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash 10,000 Notes Payable 10,000 to record loan from bank Start with the journal entry from the General Journal.
83 Posting to the GL 2-83 Example GENERAL JOURNAL Next, find the appropriate page in the General Ledger for Cash. Page: 1 Date Description PR Debit Credit 1-Jan Cash 10,000 Notes Payable 10,000 to record loan from bank ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance 0 0
84 Posting to the GL 2-84 Example GENERAL JOURNAL Post the account reference number. Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable 10,000 to record loan from bank ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance 0 0
85 Posting to the GL 2-85 Example GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable 10,000 to record loan from bank ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan G1 10,000 Post the transaction info to the GL.
86 Posting to the GL 2-86 Example GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable 10,000 to record loan from bank ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan G1 10,000 10,000 Update the General Ledger balance.
87 Posting to the GL 2-87 Example GENERAL JOURNAL Next, find the Notes Payable page in the General Ledger. Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable 10,000 to record loan from bank ACCOUNT NAME: Notes Payable ACCOUNT No. 201 Date Description PR Debit Credit Balance Beginning Balance 0 0
88 Posting to the GL 2-88 Example GENERAL JOURNAL Post the account reference number. Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable ,000 to record loan from bank ACCOUNT NAME: Notes Payable ACCOUNT No. 201 Date Description PR Debit Credit Balance Beginning Balance 0 0
89 Posting to the GL 2-89 Example GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable ,000 to record loan from bank ACCOUNT NAME: Notes Payable ACCOUNT No. 201 Date Description PR Debit Credit Balance Beginning Balance JanLoan G1 10,000 Post the transaction info to the GL.
90 Posting to the GL 2-90 Example GENERAL JOURNAL Page: 1 Date Description PR Debit Credit 1-Jan Cash ,000 Notes Payable ,000 to record loan from bank ACCOUNT NAME: Notes Payable ACCOUNT No. 201 Date Description PR Debit Credit Balance Beginning Balance JanLoan G1 10,000 10,000 Update the General Ledger balance.
91 Posting to the GL 2-91 Example GENERAL JOURNAL Examine the next journal entry. Page: 1 Date Description PR Debit Credit 15-Jan Trucks 9,500 Cash 9,500 to record purchase of truck ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan from bank G1 10,000 10,000
92 Posting to the GL 2-92 Example GENERAL JOURNAL Record the account reference. Page: 1 Date Description PR Debit Credit 15-Jan Trucks 9,500 Cash 100 9,500 to record purchase of truck ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan from bank G1 10,000 10,000
93 Posting to the GL 2-93 Example GENERAL JOURNAL Page: 3 Date Description PR Debit Credit 15-Jan Trucks 9,500 Cash 100 9,500 to record purchase of truck ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan from bank G1 10,000 10, JanPurchase of truck G3 9,500 Post the entry to the GL.
94 Posting to the GL 2-94 Example GENERAL JOURNAL Page: 3 Date Description PR Debit Credit 15-Jan Trucks 9,500 Cash 100 9,500 to record purchase of truck ACCOUNT NAME: CASH ACCOUNT No. 100 Date Description PR Debit Credit Balance Beginning Balance JanLoan from bank G1 10,000 10, JanPurchase of truck G3 9, Update the General Ledger balance.
95 2-95 TRIAL BALANCE Used to periodically test whether the General Ledger is in balance. Consists of a listing of each account with its balance as of a specific date. All Debit balances are in one column. All Credit balances are in another column.
96 Trial Balance Illustration (Text example is on p. 79) 2-96 First Company Trial Balance 12/31/X8 Debits Credits Cash $ 500 Accounts Receivable 1,200 Equipment 3,800 Accounts Payable $ 700 Notes Payable 1,450 Capital Stock 3,000 Retained Earnings - 1/1/X8 - Dividends 250 Revenues 11,000 Salary Expense 5,000 Utility Expense 3,000 Rent Expense 2,400 $ 16,150 $ 16,150
97 Trial Balance Illustration (Text example is on p. 79) 2-97 First Company Trial Balance 12/31/X8 Debits Credits Cash $ 500 Accounts Receivable 1,200 Equipment 3,800 Accounts Payable $ 700 Notes Payable 1,450 Capital Stock 3,000 Retained Earnings - 1/1/X8 - Dividends 250 Revenues 11,000 Salary Expense 5,000 Utility Expense 3,000 Rent Expense 2,400 Notice that Total Debits are equal to Total Credits. $ 16,150 $ 16,150
98 2-98 Dividends Account The Dividends account is a contra account to Retained Earnings. Therefore, it is affected by debits and credits as follows: DIVIDENDS Debit for Increase Credit for Decrease
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