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Copyright © 2007 Prentice-Hall. All rights reserved
1
Recording Business Recording Business TransactionsTransactions
Recording Business Recording Business TransactionsTransactions
Chapter 2
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2
Objective 1Objective 1Objective 1Objective 1
Use accounting terms
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AccountAccountAccountAccount
• Basic summary device
• Detailed record of increases and decreases in specific assets, liabilities, or owner’s equity during a period
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LedgerLedgerLedgerLedger
• Book or printout holding all the accounts
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LiabilitiesLiabilities EquityEquityAssetsAssets = +
Accounting EquationAccounting EquationAccounting EquationAccounting Equation
Accounts are grouped in 3 broad categories:
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AssetsAssetsAssetsAssets
Economic resources that will benefit the business in the future
• Cash• Accounts Receivable• Notes Receivable• Prepaid Expenses• Land• Building• Equipment, Furniture, Fixtures
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LiabilitiesLiabilitiesLiabilitiesLiabilities
Creditors’ claims to assets (debt)
• Accounts Payable
• Notes Payable
• Accrued Liabilities
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Owner’s EquityOwner’s EquityOwner’s EquityOwner’s Equity
Owner’s claim to the assets
• Capital
• Withdrawals
• Revenues
• Expenses
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RevenuesRevenues
NotesPayable
NotesPayable
Accounts Receivable
C. Lapp,Capital
C. Lapp,Capital
AccountsPayable
AccountsPayable
LedgerLedger
CashCash
All Individual Accounts Combined All Individual Accounts Combined Make Up the LedgerMake Up the Ledger
All Individual Accounts Combined All Individual Accounts Combined Make Up the LedgerMake Up the Ledger
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Chart of AccountsChart of AccountsChart of AccountsChart of Accounts
• List of all accounts used by a company along with the account numbers
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Objective 2Objective 2Objective 2Objective 2
Apply the rules of debit and credit
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Double Entry SystemDouble Entry SystemDouble Entry SystemDouble Entry System
• Record dual effects of each transaction
• Each transaction affects at least two accounts
• Each transaction is recorded with at least– One debit– One credit
• Total debits must equal total credits
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Account Name
(Left Side) Debit
(Right Side) Credit
Simple tool for analyzing and determining the balance in a given account
T-AccountT-AccountT-AccountT-Account
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Debit CreditDebit Credit
AssetsAssets
+ + --
Rules of Debit and CreditRules of Debit and CreditRules of Debit and CreditRules of Debit and Credit
LiabilitiesLiabilities EquityEquity== ++Debit CreditDebit Credit - +- +
Debit CreditDebit Credit - +- +
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Rules of Debit and CreditRules of Debit and CreditRules of Debit and CreditRules of Debit and Credit
Owner’s EquityOwner’s EquityDebit CreditDebit Credit - +- +
RevenuesRevenues
- +- +Debit CreditDebit Credit
Owner’s Owner’s CapitalCapital
Debit CreditDebit Credit - +- +
Owner’s Owner’s WithdrawalsWithdrawals
Debit CreditDebit Credit + + --
ExpensesExpenses
Debit CreditDebit Credit
+ + --
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RevenuesRevenues ExpensesExpensesOwner’s Owner’s CapitalCapital
Owner’s Owner’s WithdrawalsWithdrawals
__ ++ __
Expanding the Expanding the Rules of Debit and CreditRules of Debit and Credit
Expanding the Expanding the Rules of Debit and CreditRules of Debit and Credit
Owner’s Equity
Debit CreditDebit Credit - +- +
Debit CreditDebit Credit
- +- +Debit CreditDebit Credit + + --
Debit CreditDebit Credit + + --
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Remember: Just ask ALICE!Remember: Just ask ALICE!Remember: Just ask ALICE!Remember: Just ask ALICE!
Debit Credit
+ A = Assets -
- L = Liabilities +
- I = Income* +
- C = Capital +
+ E = Expenses -
* Really, this is revenues, but “r” just doesn’t fit in!
The first and the last are increased
with a debit
The middle three are increased with
credits
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LiabilitiesLiabilities EquityEquityAssetsAssets == ++Normal BalancesNormal BalancesNormal BalancesNormal Balances
Debit CreditDebit Credit
+ -+ -Debit CreditDebit Credit
- +- +Debit CreditDebit Credit
- +- +
NormalNormalBalanceBalance
NormalNormalBalanceBalance
NormalNormalBalanceBalance
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++++
Owner’s Equity
Normal BalancesNormal BalancesNormal BalancesNormal Balances
Debit CreditDebit Credit
+ -+ -Debit Debit CreditCredit- +- +
Debit CreditDebit Credit
- +- +
NormalNormalBalanceBalance
NormalNormalBalanceBalance
NormalNormalBalanceBalance
RevenuesRevenuesRevenuesRevenues ExpensesExpensesExpensesExpensesOwner’s Owner’s CapitalCapital
Owner’s Owner’s CapitalCapital
Owner’s Owner’s WithdrawalsWithdrawals
Owner’s Owner’s WithdrawalsWithdrawals
____ ____Debit CreditDebit Credit
+ -+ -
NormalNormalBalanceBalance
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21
Objective 3Objective 3Objective 3Objective 3
Record transactions in the journal
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JournalJournalJournalJournal
• Chronological record of the transactions
• Consists of at least one debit and one credit
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Journalizing TransactionsJournalizing TransactionsJournalizing TransactionsJournalizing Transactions
• Identify each account affected and its type
• Determine whether each account is increased or decreased. Use the rules of debit and credit
• Record transaction in journal, including a brief explanation– Debit side of entry is entered first– Total debits should always equal total credits
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General JournalGeneral JournalGeneral JournalGeneral Journal
Journal Page 1
Date Description Debit Credit
Jul 1 Cash 45,000
Lange, Capital 45,000
Investment from owner
Accounts AffectedAccounts Affected
Dollar amount of debits and credits
Dollar amount of debits and credits
Explanation of transaction
Explanation of transaction
Transaction Date
Transaction Date
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General JournalGeneral JournalGeneral JournalGeneral Journal
Style conventions that must be followed:• Year is entered at the top of each page• The month is only entered for the first entry
on a page unless the month changes in the middle of the page. The month may be abbreviated
• Enter numerical date for each transaction, even if there are many entries on same date
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General JournalGeneral JournalGeneral JournalGeneral Journal
• Debits are ALWAYS entered first in an entry. Use the EXACT account title and do not abbreviate
• Credits are INDENTED and listed second
• Do not use dollar signs
• SKIP A LINE between each entry
• Never split an entry between two pages
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 1 transaction:
• Cash is increasing
• Cash is an asset account
• Increase an asset with a debitGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 1 Cash 25,000
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 1 transaction:
• M. Brown, Capital is increasing
• Capital is an owner’s equity account
• Increase owner’s equity with a creditGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 1 Cash 25,000
M. Brown, Capital 25,000
Owner invested in business
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 2 transaction:
• Medical Supplies is increasing
• Medical Supplies is an asset account
• Increase an asset with a debitGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Medical Supplies 10,000
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 2 transaction:
• Accounts Payable is increasing
• Accounts Payable is a liability account
• Increase a liability with a creditGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Medical Supplies 10,000
Accounts Payable 10,000
Purchased medical supplies
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 2 transaction:
• Rent Expense is increasing
• Rent Expense is an expense account
• Increase an expense with a debitGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Rent Expense 4,000
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 2 transaction:
• Cash is decreasing
• Cash is an asset account
• Decrease an asset with a creditGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Rent Expense 4,000
Cash 4,000
Paid rent for the month
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 3 transaction:
• Accounts Receivable is increasing
• Accounts Receivable is an asset account
• Increase an asset with a debitGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 3 Accounts Receivable 12,000
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Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Analysis of June 3 transaction:
• Service Revenue is increasing
• Service Revenue is a revenue account
• Increase a revenue with a creditGENERAL JOURNAL
DATE DESCRIPTION REF DEBIT CREDIT
Jun 3 Accounts Receivable 12,000
Service Revenue 12,000
Performed services
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Objective 4Objective 4Objective 4Objective 4
Post from the journal to the ledger
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PostingPostingPostingPosting
• Periodically, journal entries are posted to ledger accounts to determine balances in each account
• Posting – copying amounts from the journal to the ledger
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Exercise 2-9Exercise 2-9Exercise 2-9Exercise 2-9Cash Accounts Payable Service Revenue
Accounts Receivable M. Brown, Capital Rent Expense
Medical Supplies
GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Jun 1 Cash 25,000
M. Brown, Capital 25,000
Owner invested in business
25,000
25,000
25,000
25,000
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Cash
25,000
Accounts Payable Service Revenue
M. Brown, Capital Rent Expense
25,000
Accounts Receivable
GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Medical Supplies 10,000
Accounts Payable 10,000
Purchased medical supplies
Exercise 2-9Exercise 2-9Exercise 2-9Exercise 2-9
Medical Supplies
10,000
10,000
10,000
10,000
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Cash
25,000
Accounts Payable Service Revenue
M. Brown, Capital Rent Expense
25,000
Accounts Receivable
Exercise 2-9Exercise 2-9Exercise 2-9Exercise 2-9
Medical Supplies10,000
10,000
GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Jun 2 Rent Expense 4,000
Cash 4,000
Paid rent for the month
4,000
4,000
4,000
4,000
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Cash
25,000
Accounts Payable Service Revenue
M. Brown, Capital Rent Expense
25,000
Accounts Receivable
Exercise 2-9Exercise 2-9Exercise 2-9Exercise 2-9
Medical Supplies10,000
10,0004,000
4,000
GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Jun 3 Accounts Receivable 12,000
Service Revenue 12,000
Performed services
12,000
12,000
12,000
12,000
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Cash
25,000
Accounts Payable Service Revenue
M. Brown, Capital Rent Expense
25,000
Accounts Receivable
Exercise 2-9Exercise 2-9Exercise 2-9Exercise 2-9
Medical Supplies10,000
10,0004,000
4,00012,000
12,000Bal 21,000Bal 21,000 Bal 10,000Bal 10,000 Bal 12,000Bal 12,000
Bal 4,000Bal 4,000Bal 25,000Bal 25,000Bal 12,000Bal 12,000
Bal 10,000Bal 10,000
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Flow of Accounting DataFlow of Accounting DataFlow of Accounting DataFlow of Accounting Data
Transaction Occurs
Source Documents Prepared
Transaction Analyzed
Transaction Journalized & Posted
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Objective 5Objective 5Objective 5Objective 5
Prepare and use a trial balance
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Trial BalanceTrial BalanceTrial BalanceTrial Balance
• List of all accounts with their balances
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Mike Brown, M.D.
Trial Balance
June 30, 2008
Cash 21,000
Accounts Receivable 12,000
Medical Supplies 10,000
Accounts Payable 10,000
M. Brown, Capital 25,000
Service Revenue 12,000
Rent Expense 4,000
Totals 47,000 47,000
Exercise 2-9 (part 3)Exercise 2-9 (part 3)Exercise 2-9 (part 3)Exercise 2-9 (part 3)
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Locating Trial Balance ErrorsLocating Trial Balance ErrorsLocating Trial Balance ErrorsLocating Trial Balance Errors
What if it doesn’t balance?
• Is the addition correct?
• Are all accounts listed?
• Are the balances listed correctly?
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Locating Trial Balance ErrorsLocating Trial Balance ErrorsLocating Trial Balance ErrorsLocating Trial Balance Errors
• Divide the difference by two– Is there a debit/credit balance for this amount
posted in the wrong column?
• Divide the difference by 9. If evenly divisible, the error may be a slide or transposition error
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GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Exercise 2-18Exercise 2-18Exercise 2-18Exercise 2-18
Aug 1 Cash 60,000
R. Woodward, Capital 60,000
To record investment by owner
2 Supplies 200
Accounts Payable 200
Purchased supplies on account
Cash increases. It is an asset. Increase assets with debits.Capital increases. Owner’s equity is increased with a
credit.
Supplies, an asset, increases. Increase assets with debits.Accounts Payable increases. It is a liability. Increase
liabilities with a credit
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GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Exercise 2-5Exercise 2-5Exercise 2-5Exercise 2-5
Aug 4 Building 50,000
Cash 50,000
Purchased building
6 Cash 3,000
Service Revenue 3,000
Performed service
Both of these accounts are assets. Building is increasing. Increase assets with
debits. Cash is decreasing. Decrease
assets with credits.
Cash, an asset, is increasing. Increase assets with debits.
Revenue accounts are increased with credits
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GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Exercise 2-18Exercise 2-18Exercise 2-18Exercise 2-18
Aug 9 Accounts Payable 100
Cash 100
Paid on account
17 Accounts Receivable 2,100
Service Revenue 2,100
Performed services
Accounts Payable, which is decreasing,
is a liability. Decrease liabilities by debiting them. Decrease the asset, Cash, with a
credit.
Both of these accounts are assets. Building is increasing. Increase assets with
debits. Cash is decreasing. Decrease
assets with credits
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GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Exercise 2-18Exercise 2-18Exercise 2-18Exercise 2-18
Aug 23 Cash 1,200
Accounts Receivable 1,200
Received payment on account
Both of these accounts are assets. Cash is increasing – debit.
Accounts Receivable is decreasing - credit
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GENERAL JOURNALDATE DESCRIPTION REF DEBIT CREDIT
Exercise 2-18Exercise 2-18Exercise 2-18Exercise 2-18
Aug 31 Salary Expense 1,200
Cash 1,200
Paid salaries
31 Rent Expense 500
Cash 500
Paid rent for the month
Both of these transactions involve
recognizing expenses. Since expenses
decrease owner’s equity, and owner’s equity is decreased with a debit, debit expenses. Cash is decreasing – credit
Copyright © 2007 Prentice-Hall. All rights reserved 53
Exercise 2-19Exercise 2-19Exercise 2-19Exercise 2-19Aug 9 100
Cash
Aug 1 60,000 Aug 4 50,000Aug 6 3,000
Accounts Receivable
Aug 17 2,100Service Revenue
Aug 6 3,000
Bal. 12,400
BuildingAug 4 50, 000
R. Woodward, Capital
Aug 1 60,000
Rent Expense
Salary Expense
Aug 2 200
Supplies
Aug 2 200Accounts Payable
Aug 9 100Bal. 100
Aug 17 2,100
Aug 23 1,200
Aug 23 1,200
Aug 31 1,200Aug 31 500
Bal. 900Bal. 5,100
Aug 31 1,200
Aug 31 500
Take the difference between total debits and total credits to
determine the balance in each account. If
debits are greater than credits, the account has a debit balance
and vice versa
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Woodward Technology Solutions
Trial Balance
August 31, 2008
Cash 12,400
Accounts Receivable 900
Supplies 200
Building 50,000
Accounts Payable 100
R. Hawk, Capital 60,000
Service Revenue 5,100
Salary Expense 1,200
Rent Expense 500
Totals 65,200 65,200
Exercise 2-19Exercise 2-19Exercise 2-19Exercise 2-19
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End of Chapter 2End of Chapter 2End of Chapter 2End of Chapter 2