Introduction How would you obtain a balance for any account recorded in the journal? How do you keep track of cash received and spent? Name different ways you can pay with cash. What types of accounts would you need to run an event planning business? How would a company categorize its accounts into similar groups? How would you make corrections to errors discovered weeks later? 1
Accounts Business owners need to know a balance for each account Account numbers are assigned to account titles for easy grouping and reference There is a standard way of organizing a group of accounts SLIDE 2
Learning Objectives LO1 Construct a chart of accounts for a service business organized as a proprietorship. LO2 Demonstrate correct principles for numbering accounts. LO3 Apply file maintenance principles to update a chart of accounts. LO4 Complete the steps necessary to open general ledger accounts.
Lesson 4-1 Account Form Used to summarize in one place all the changes to a single account A separate form for each account Sample of a blank account form SLIDE 4
Relationship of a T Account to an Account Form Lesson 4-1 Information needed to trace entry back to journal page. T Account Debit side Credit side Balance columns SLIDE 5
A journal page number is entered into the Post Ref. column so an entry can be traced back to where the transaction was originally recorded in a journal A balance-ruled account form provides an always available up-to-date balance for each account. SLIDE 6
Lesson 4-1 Chart of Accounts LO1 SLIDE 7
Lesson 4-1 Chart of Accounts LO1 A group of accounts is called a ledger. A ledger that contains all accounts needed to prepare financial statements is called a general ledger. The name given to an account is known as an account title. The number assigned to an account is called an account number. SLIDE 8
Lesson 4-1 Account Numbers LO2 SLIDE 9
Lesson 4-1 Assigning Account Numbers The procedure for arranging accounts in a general ledger, assigning account numbers, and keeping records current is called file maintenance. LO3 SLIDE 10
Lesson 4-1 Assigning Account Numbers LO3 560 Miscellaneous Expense (Existing account) 570 565 Supplies Postage Expense (Existing (New Account) account) 570 Supplies Expense (Existing account) 580 Water Expense (New Account) SLIDE 11
Order of Accounts Expenses are listed alphabetically Assets are listed in order of liquidity SLIDE 12
Lesson 4-1 Opening an Account in a General Ledger LO4 Writing an account title and number on the heading of an account is called opening an account. Ledger records are kept in chart of accounts number order. SLIDE 13
Lesson 4-1 Opening an Account in a General Ledger LO4 1 2 1. Write the account title, Cash, after the word Account in the heading. 2. Write the account number, 110, after the words Account No. in the heading. SLIDE 14
Lesson 4-1 Lesson 4-1 Audit Your Understanding 1. Describe the two parts of an account number. ANSWER The first digit indicates in which general ledger division the account is located. The second and third digits indicate the location of the account within that division. SLIDE 15
Lesson 4-1 Lesson 4-1 Audit Your Understanding 2. List the two steps for opening an account. ANSWER 1. Write the account title after the word Account in the heading. 2. Write the account number after the words Account No. in the heading. SLIDE 16
Learning Objectives LO5 Post amounts from the General Debit and General Credit columns of a journal. 17
Posting an Amount from a General Debit Column Lesson 4-2 LO5 Transferring information from a journal entry to a ledger account is called posting. Amounts in general amount columns are posted individually Amounts in special amount columns are posted as a total of the column SLIDE 18
Five Step Process Step 1: Write the date Step 2: Write the journal page number Step 3: Write the debit or credit amount in the matching column Step 4: Write the account balance in the appropriate balance column Step 5: Return to the journal and write the account number SLIDE 19
Importance of the order for posting General debits and credits posted in chronological order Special column totals posted left to right Complete posting steps in order to assure that all items have been posted properly and to mark your place if interrupted. SLIDE 20
Calculating the balance in an account Debit entry with a current debit balance? Add to get new debit balance Credit entry with a current credit balance? Add to get new credit balance Debit entry with a current credit balance? Subtract to get new balance Credit entry with a current debit balance? Subtract to get new balance SLIDE 21
When subtracting to get a new balance Balance is determined by which entry is larger. Examples: 1,500 debit balance 450 debit balance -700 credit entry -1,000 credit entry = 800 debit balance = 550 credit balance SLIDE 22
Posting an Amount from a General Lesson 4-2 Debit Column 2 LO5 1 3 5 4 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 5. Return to the journal and write 3. Write the debit amount. the account number. SLIDE 23
Lesson 4-2 Posting a Second Amount to an Account 2 LO5 1 3 5 4 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 3. Write the debit amount. 5. Return to the journal and write the account number. SLIDE 24
Posting an Amount from a General Lesson 4-2 Credit Column 2 LO5 1 3 5 4 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 5. Return to the journal and write 3. Write the credit amount. the account number. SLIDE 25
Lesson 4-2 Lesson 4-2 Audit Your Understanding 1. List the five steps of posting from the general columns of a journal to the general ledger. ANSWER 1. Write the date. 2. Write the journal page number in the Post. Ref. column of the account. 3. Write the amount in the Debit or Credit column. 4. Calculate and write the new account balance in the Balance Debit or Balance Credit column. 5. Return to the journal and write the account number in the Post. Ref. column of the journal. SLIDE 26
Lesson 4-2 Lesson 4-2 Audit Your Understanding 2. Are the totals of the General Debit and General Credit columns posted? Why or why not? ANSWER No. Each separate amount in the General Debit and General Credit columns of a journal is posted to the account written in the Account Title column. SLIDE 27
Learning Objectives LO6 Post column totals from a journal to ledger accounts. 28
Check Marks = Not Posted Totals carried or brought forward are not posted Separate amounts in special amount columns are not posted individually General amount column totals are not posted Post Ref. column shows where the information can be found SLIDE 29
Posting totals saves time and reduces errors Same 5 step process is used SLIDE 30
Check Marks Show that Amounts Are Not Posted Lesson 4-3 LO6 Check mark indicates that amounts ARE NOT posted individually. Check marks indicate that general amount column totals ARE NOT posted. SLIDE 31
Posting the Total of the Sales Credit Column Lesson 4-3 LO6 2 1 3 5 4 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 5. Return to the journal and write 3. Write the column total. the account number. SLIDE 32
Posting the Total of the Cash Debit Column Lesson 4-3 LO6 2 1 3 5 4 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 5. Return to the journal and write 3. Write the column total. the account number. SLIDE 33
Posting the Total of the Cash Credit Column Lesson 4-3 LO6 2 1 3 5 1. Write the date. 4. Write the new account balance. 2. Write the journal page number. 5. Return to the journal and write 3. Write the column total. the account number. 4 SLIDE 34
Lesson 4-3 Journal Page with Posting Completed LO6 SLIDE 35
Lesson 4-3 General Ledger with Posting Completed LO6 SLIDE 36
Lesson 4-3 Lesson 4-3 Audit Your Understanding 1. Which column totals of a journal are posted? ANSWER Special amount columns SLIDE 37
Lesson 4-3 Lesson 4-3 Audit Your Understanding 2. Under what conditions will an account balance be a debit? ANSWER Whenever the debits in an account exceed the credits SLIDE 38
Lesson 4-3 Lesson 4-3 Audit Your Understanding 3. Under what conditions will an account balance be a credit? ANSWER Whenever the credits in an account exceed the debits SLIDE 39
Mistakes Happen Manual journal entries are recorded in ink so that records are permanent Correcting entries require that errors must be analyzed to determine what accounts should be debited and credited to correct the error. T accounts could be used to aid this process A Memorandum is the source document for a correcting entry Correcting entries need to be made to correct errors in the ledger. SLIDE 40
Learning Objectives LO7 Analyze incorrect journal entries and prepare correcting entries. LO8 Demonstrate how to correct errors made during the posting process. 41
Lesson 4-4 Memorandum for a Correcting Entry An incorrect journal entry should be corrected with an additional journal entry, called a correcting entry. A memorandum is prepared as the source document describing the correction to be made. LO7 SLIDE 42
Journal Entry to Record a Correcting Entry Lesson 4-4 LO7 April 17. Discovered that a payment of cash for advertising in March was journalized and posted in error as a debit to Miscellaneous Expense instead of Advertising Expense, $120.00. Memorandum No. 15. Advertising Expense 120.00 Miscellaneous Expense 120.00 Date Debit 2 3 Credit 1 4 Source Document SLIDE 43
Correcting an Error in Posting to the Wrong Account Lesson 4-4 LO8 2 1 1. Draw a line through the entire incorrect entry. 2. Record the posting in the correct account. Recalculate the account balance. SLIDE 44
Lesson 4-4 Correcting an Incorrect Amount 1 2 3 LO8 1. Draw a line through the incorrect amount. 2. Write the correct amount just above the incorrect amount in the same space. 3. Recalculate the account balance. SLIDE 45
Correcting an Amount Posted to the Wrong Column Lesson 4-4 LO8 5 4 6 4. Draw a line through the incorrect item in the account. 5. Record the posting in the correct amount column. 6. Recalculate the account balance. SLIDE 46
Lesson 4-4 Lesson 4-4 Audit Your Understanding 1. What is a correcting entry? ANSWER A journal entry made to correct an error in the ledger SLIDE 47
Lesson 4-4 Lesson 4-4 Audit Your Understanding 2. When is a correcting entry necessary? ANSWER When a transaction has been improperly journalized and posted to the ledger SLIDE 48
Lesson 4-4 Lesson 4-4 Audit Your Understanding 3. What are the three steps for correcting an incorrect amount posted to an account? ANSWER 1.Draw a line through the incorrect amount. 2.Write the correct amount just above the correction in the same space. 3.Recalculate the account balance. SLIDE 49
Lesson 4-4 Lesson 4-4 Audit Your Understanding 4. What are the three steps for correcting an amount posted to an incorrect column? ANSWER 1.Draw a line through the incorrect item in the account. 2.Record the posting in the correct amount column. 3.Recalculate the account balance. SLIDE 50