recording business transactions
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Recording Business Transactions. Chapter 3. The Role of Accounting Records. Establishes accountability for assets and transactions. Keeps track of routine business activities. Obtains detailed information about a particular transaction. Evaluates efficiency and performance within company. - PowerPoint PPT PresentationTRANSCRIPT
McGraw-Hill/Irwin Copyright © 2010 by The McGraw-Hill Companies, Inc. All rights reserved.
Recording Business Recording Business TransactionsTransactions
Chapter 3
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The Role of Accounting The Role of Accounting RecordsRecords
Establishes accountability for assets and transactions.
Establishes accountability for assets and transactions.
Keeps track of routine business activities.
Keeps track of routine business activities.
Obtains detailed information about a particular transaction.
Obtains detailed information about a particular transaction.
Evaluates efficiency and performance within company.
Evaluates efficiency and performance within company.
Maintains evidence of a company’s business activities.
Maintains evidence of a company’s business activities.
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1) 1) TTHE LEDGERHE LEDGER
The entire group of accounts is kept
together in an accounting record
called a ledger.
The entire group of accounts is kept
together in an accounting record
called a ledger.
Cash
Accounts Payable
ShareCapital
Accounts are individual records showing increases
and decreases.
Accounts are individual records showing increases
and decreases.
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The Use of AccountsThe Use of Accounts
Increases are recorded on one
side of the T account, and decreases are
recorded on the other side.
Left or
Debit Side
Right or
Credit Side
Title of Account
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The T-AccountThe T-Account
Account Title
Debit Credit
LEFT SIDE
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The T-AccountThe T-Account
Account Title
Debit Credit
RIGHT SIDE
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Cash5/1 8,000 5/2 2,500
5/25 75 5/8 2,0005/29 750 5/28 150
5/31 50 5/31 4,125Bal.
Cash5/1 8,000 5/2 2,500
5/25 75 5/8 2,0005/29 750 5/28 150
5/31 50 5/31 4,125Bal.
Receipts are on the debit
side.
Payments are on the credit
side.
The balance is the difference between the debit and credit entries
in the account.
The balance is the difference between the debit and credit entries
in the account.
Debit and Credit EntriesDebit and Credit Entries
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AA = LL + EEASSETSASSETS
Debit for
Increase
Credit for
Decrease
EQUITIESEQUITIES
Debit for
Decrease
Credit for
Increase
LIABILITIESLIABILITIES
Debit for
Decrease
Credit for
Increase
Debits and credits affect accounts as follows:Debits and credits affect accounts as follows:
Debit and Credit EntriesDebit and Credit Entries
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AA = LL + EEDebit Debit
balancesbalancesCredit Credit
balancesbalances=In the double-entry accounting system, every transaction is recorded by equal dollar amounts of debits and credits.
In the double-entry accounting system, every transaction is recorded by equal dollar amounts of debits and credits.
Double Entry AccountingDouble Entry AccountingThe The Equality of Debits and CreditsEquality of Debits and Credits
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Let’s record selected
transactions for JJ’s Lawn
Care Service in the accounts.
1 May: Jill Jones and her family invested $8,000 in JJ’s Lawn Care Service and received 800 shares of stock.
1 May: Jill Jones and her family invested $8,000 in JJ’s Lawn Care Service and received 800 shares of stock.
Will Cash increase or decrease?
Will Share Capital increase or decrease?
Share Capital1/5 8,000
Cash1/5 8,000
Cash increases $8,000 with a debit.
Share Capital increases $8,000
with a credit.
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2 May: JJ’s purchased a riding lawn mower for $2,500 cash.
2 May: JJ’s purchased a riding lawn mower for $2,500 cash.
Will Cash increase or decrease?
Will Tools & Equipment increase
or decrease?
Tools & Equipment2/5 2,500
Cash1/5 8,000 2/5 2,500
Cash decreases $2,500 with a credit.
Tools & Equipment increases $2,500
with a debit.
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8 May: JJ’s purchased a $15,000 truck. JJ’s paid $2,000 in cash and issued a note payable for the remaining $13,000.
8 May: JJ’s purchased a $15,000 truck. JJ’s paid $2,000 in cash and issued a note payable for the remaining $13,000.
Will Truck increase or decrease?
Will Cash and Notes Payable
increase or decrease?
Truck8/5 15,000
Cash1/5 8,000 2/5 2,500
8/5 2,000
Notes Payable8/5 13,000
Truck increases $15,000 with a debit.
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11 May: JJ’s purchased some repair parts for $300 on account.
11 May: JJ’s purchased some repair parts for $300 on account.
Will Tools & Equipment increase
or decrease?
Will Accounts Payable increase or
decrease?
Tools & Equipment increases $300 with
a debit.
Tools & Equipment2/5 2.500
11/5 300
Accounts Payable11/5 300
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18 May: JJ’s sold half of the repair parts to ABC Lawns for $150, a price equal to JJ’s cost. ABC Lawns agrees to pay JJ’s within 30 days.
18 May: JJ’s sold half of the repair parts to ABC Lawns for $150, a price equal to JJ’s cost. ABC Lawns agrees to pay JJ’s within 30 days.
Will Tools & Equipment increase
or decrease?
Will Accounts Receivable increase
or decrease?
Tools & Equipment decreases $150 with
a credit.
Tools & Equipment2/5 2,500 18/5 150
11/5 300
Accounts Receivable18/5 150
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2) THE JOURNAL2) THE JOURNALIt is a list in chronological order
of all the transactions for a business.
1 Identify transaction from source documents.
2 Specify accounts affected.3 Apply debit/credit rules.4 Record transaction with
description.
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The The JournalJournalWhat does a journal entry
include?– date of the transaction– title of the account debited– title of the account credited– amount of the debit and credit– description of the transaction– dollar signs are omitted
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In an actual accounting system, transactions are initially recorded in the
journal.
In an actual accounting system, transactions are initially recorded in the
journal.
GENERAL JOURNAL
Date Account Titles and ExplanationPR Debit Credit
2009
1 May Cash 8,000
Share Capital 8,000
Owners invest cash in the business.
The JournalThe Journal
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Posting Journal Entries to Posting Journal Entries to the Ledger Accountsthe Ledger Accounts
Posting simply means updating the ledger accounts for
the effects of the transactions
recorded in the journal.
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GENERAL JOURNAL
Date Account Titles and ExplanationPR Debit Credit
2009
1 May Cash 8,000
Share Capital 8,000
Owners invest cash in the business.General LedgerCash
Date Debit Credit Balance20091 May 8,000 8,000
Posting Journal Entries to Posting Journal Entries to the Ledger Accountsthe Ledger Accounts
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GENERAL JOURNAL
Date Account Titles and ExplanationPR Debit Credit
2009
1 May Cash 8,000
Share Capital 8,000
Owners invest cash in the business.General LedgerShare Capital
Date Debit Credit Balance20091 May 8,000 8,000
Posting Journal Entries to Posting Journal Entries to the Ledger Accountsthe Ledger Accounts
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GENERAL JOURNAL
Date Account Titles and ExplanationPR Debit Credit
2009
2 May Tools & Equipment 2,500
Cash 2,500
Purchased lawn mower.
Let’s see what the cash account looks like after posting the cash portion of this
transaction for JJ’s Lawn Care Service.
Let’s see what the cash account looks like after posting the cash portion of this
transaction for JJ’s Lawn Care Service.
Posting Journal Entries to Posting Journal Entries to the Ledger Accountsthe Ledger Accounts
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General LedgerCash
Date Debit Credit Balance20091 May 8,000 8,000 2 2,500 5,500
This ledger format is referred to as a running balance.
This ledger format is referred to as a running balance.
Ledger Accounts After Ledger Accounts After PostingPosting
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General LedgerCash
Date Debit Credit Balance20091 May 8,000 8,000 2 2,500 5,500
T accounts are simplified versions of the ledger account that only show the
debit and credit columns.
T accounts are simplified versions of the ledger account that only show the
debit and credit columns.
Ledger Accounts After Ledger Accounts After PostingPosting
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Profit is not an asset; it is an increase in equity from profitable operations of the
business.
Profit is not an asset; it is an increase in equity from profitable operations of the
business.
A A = LL + EEIncrease Decrease
As income is earned, either an asset is
increased or a liability is decreased.
Increase
Profit always results in the increase of
Equity
What is ProfitWhat is Profit (Net (Net Income)Income)??
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A A = L L + EERetained EarningsRetained Earnings
ShareCapital
Retained Earnings
The balance in the Retained Earnings account represents the profit of the corporation over the entire lifetime of the business, less all amounts
which have been distributed to the shareholders as dividends.
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JJ's Lawn Care ServiceIncome Statement
For the Month Ended 31 May 2009
Sales Revenue 750$ Operating Expense: Gasoline Expense 50 Profit 700$
The income statement summarizes the profitability of a business for a specified period
of time.
The income statement summarizes the profitability of a business for a specified period
of time.
The Income Statement: A The Income Statement: A PreviewPreview
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RREVENUE and EXPENSESEVENUE and EXPENSES
The price for goods sold and services rendered during a given accounting period.
Increases equity.
The costs of goods and services used up in the process of earning revenue.
Decreases equity.
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The The RealizationRealization Principle: Principle: When To Record RevenueWhen To Record Revenue
Realization PrincipleRevenue should be recorded at the time goods are sold and
services are rendered.
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The Matching Principle: The Matching Principle: When To Record ExpensesWhen To Record Expenses
Matching PrincipleExpenses should be
recorded in the period in which they
are used up.
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Debit and Credit Rules for Debit and Credit Rules for Revenue and ExpensesRevenue and Expenses
EQUITIES
Debit for
Decrease
Credit for
Increase
Expenses decrease
equity.
Revenues increase equity.
EXPENSES
Credit for
Decrease
Debit for
Increase
REVENUES
Debit for
Decrease
Credit for
Increase
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DIVIDENDSDIVIDENDS
• A dividend is a distribution of assets (usually cash) by a corporation to its stockholders.
• SIMILAR TO expenses; BUT, not an expense
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EQUITIES
Debit for
Decrease
Credit for
Increase
Payments to owners
decrease equity.
Owners’ investments
increase equity.
DIVIDENDS
Credit for
Decrease
Debit for
Increase
DividendsDividends
SHARE CAPITAL
Debit for
Decrease
Credit for
Increase
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Summary of Debit- Credit Summary of Debit- Credit Rules for Revenues, Expenses Rules for Revenues, Expenses
and Dividendsand DividendsOwner’s Equity
Decreases recorded by debits Increaes recorded by credits
Expenses decrease O.E Revenue increases O.E
Expenses are recorded by debits Revenue is recorded by credits
Dividends reduce owners’ equity
Dividends are recorded by debits
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Let’s analyze the revenue and
expense transactions for JJ’s Lawn Care Service for the month of May.
We will also analyze a dividend
transaction.
Let’s analyze the revenue and
expense transactions for JJ’s Lawn Care Service for the month of May.
We will also analyze a dividend
transaction.
29 May: JJ’s provided lawn care services for a client and received $750 in cash.
29 May: JJ’s provided lawn care services for a client and received $750 in cash.
Will Cash increase or decrease?
Will Sales Revenue increase or decrease?
Sales Revenue29/5 750
Cash increases $750 with a debit.
Cash1/5 8,000 2/5 2,500
29/5 750 8/5 2,000
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31 May: JJ’s purchased gasoline for the lawn mower and the truck for $50 cash.
31 May: JJ’s purchased gasoline for the lawn mower and the truck for $50 cash.
Will Cash increase or decrease?
Will Gasoline Expense increase or
decrease?
Gasoline Expense31/5 50
Cash decreases $50 with a credit.
Cash1/5 8,000 2/5 2,500
29/5 750 8/5 2,000 31/5 50
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31 May: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend.
31 May: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend.
Will Cash increase or decrease?
Will Dividends increase or decrease?
Dividends31/5 200
Cash decreases $200 with a credit.
Cash1/5 8,000 2/5 2,500
29/5 750 8/5 2,000 31/5 50 31/5 200
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3) 3) TTRIAL BALANCERIAL BALANCE
It is an internal document.It is a listing of all the accounts
with their related balances.Proof of the equality of debit and
credit balances.
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DEBITS CREDITS
Locating Trial Balance Locating Trial Balance ErrorsErrors
What if it doesn’t balance ?Is the addition correct?Are all accounts listed?Are the balances listed correctly?
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Now, let’s look at the Trial Balance
for JJ’s Lawn Care Service for
the month of May.
Now, let’s look at the Trial Balance
for JJ’s Lawn Care Service for
the month of May.
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JJ's Lawn Care Service Unadjusted Trial Balance
31 May 2009Cash 3,925$ Accounts receivable 75 Tools & equipment 2,650 Truck 15,000 Notes payable 13,000$ Accounts payable 150 Share capital 8,000 Dividends 200 Sales revenue 750 Gasoline expense 50 Total 21,900$ 21,900$
All balances are taken from the ledger accounts on 31 May after considering all of JJ’s transactions for the
month.
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End of Chapter 3End of Chapter 3