the recording process princi… · 2 the recording process learning objectives describe how...
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The Recording Process 2 Learning Objectives
Describe how accounts, debits, and credits are used to record
business transactions.
Indicate how a journal is used in the recording process.
Explain how a ledger and posting help in the recording process. 3
Prepare a trial balance.
2
1
4
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Account Name
Debit / Dr. Credit / Cr.
Record of increases and decreases in a specific asset, liability, owners’ equity, revenue, or expense item.
Debit = “Left”
Credit = “Right”
The
Account
An account can be
illustrated in a T-
account form.
LEARNING
OBJECTIVE
Describe how accounts, debits, and credits are
used to record business transactions. 1
LO 1
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Double-entry system
Each transaction must affect two or more accounts to
keep the basic accounting equation in balance.
Recording done by debiting at least one account and
crediting at least one other account.
DEBITS must equal CREDITS.
DEBIT AND CREDIT PROCEDURES
The Account
LO 1
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Account Name
Debit / Dr. Credit / Cr.
$10,000 Transaction #2 $3,000
8,000
Balance
Transaction #1
Transaction #3
If the sum of Debit entries are greater than the sum of
Credit entries, the account will have a debit balance.
$15,000
Debits and Credits
LO 1
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Account Name
Debit / Dr. Credit / Cr.
If the sum of Credit entries are greater than the sum of
Debit entries, the account will have a credit balance.
$10,000 Transaction #2 $3,000
8,000 Transaction #3
Balance
Transaction #1
$1,000
Debits and Credits
LO 1
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Assets - Debits should exceed
credits.
Liabilities – Credits should
exceed debits.
Normal balance is on the
increase side.
Chapter
3-23
AssetsAssets
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
Chapter
3-24
LiabilitiesLiabilities
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
Debits and Credits
LO 1
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Owner’s investments and revenues
increase owner’s equity (credit).
Owner’s drawings and expenses
decrease owner’s equity (debit).
Chapter
3-25
Debit / Dr. Credit / Cr.
Normal Balance
Owner’s Capital
Chapter
3-23
Owner’s Drawing
Debit / Dr. Credit / Cr.
Normal Balance
Chapter
3-25
Debit / Dr. Credit / Cr.
Normal Balance
Owner’s Equity
Debits and Credits
Helpful Hint Because
revenues increase owner’s
equity, a revenue account
has the same debit/credit
rules as the Owner’s
Capital account. Expenses
have the opposite effect.
LO 1
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Chapter
3-27
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
ExpenseExpense
Chapter
3-26
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
RevenueRevenue
Debits and Credits
The purpose of earning revenues
is to benefit the owner(s).
The effect of debits and credits on
revenue accounts is the same as
their effect on Owner’s Capital.
Expenses have the opposite effect:
expenses decrease owner’s equity.
LO 1
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Chapter
3-23
AssetsAssets
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
Chapter
3-27
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
ExpenseExpense
Normal
Balance
Credit
Normal
Balance
Debit
Debits/Credits Rules
Chapter
3-24
LiabilitiesLiabilities
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
Chapter
3-25
Debit / Dr. Credit / Cr.
Normal Balance
Owner’s Equity
Chapter
3-26
Debit / Dr. Credit / Cr.
Normal BalanceNormal Balance
RevenueRevenue
LO 1
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Balance Sheet Income Statement
= + - Asset Liability Equity Revenue Expense
Debit
Credit
Debits/Credits Rules
LO 1
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Debits:
a. increase both assets and liabilities.
b. decrease both assets and liabilities.
c. increase assets and decrease liabilities.
d. decrease assets and increase liabilities.
Debits/Credits Rules
Question
LO 1
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Accounts that normally have debit balances are:
a. assets, expenses, and revenues.
b. assets, expenses, and equity.
c. assets, liabilities, and owner’s drawing.
d. assets, owner’s drawing, and expenses.
Debits/Credits Rules
Question
LO 1
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Illustration 2-11
Assets = Liabilities + Basic
Equation
Expanded
Equation
Debit/Credit
Effects
Summary of Debit/Credit Rules
Relationship among the assets, liabilities and owner’s equity
of a business:
The equation must be in balance after every transaction.
Total Debits must equal total Credits.
Owner’s Equity
LO 1
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Business documents, such as a sales slip, a check, or a bill,
provide evidence of the transaction.
Analyze each transaction Enter transaction in a journal Transfer journal information to ledger accounts
Steps in the Recording Process
LEARNING
OBJECTIVE
Indicate how a journal is used in the
recording process. 2
Illustration 2-12
LO 2
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Book of original entry.
Transactions recorded in chronological order.
Contributions to the recording process:
1. Discloses the complete effects of a transaction.
2. Provides a chronological record of transactions.
3. Helps to prevent or locate errors because the debit
and credit amounts can be easily compared.
The Journal
Steps in the Recording Process
LO 2
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JOURNALIZING - Entering transaction data in the journal.
Illustration: On September 1, Ray Neal invested $15,000 cash in
the business, and Softbyte purchased computer equipment for
$7,000 cash.
Account Title Ref. Debit CreditDate
Cash
Owner’s Capital
Sept. 1 15,000
15,000
GENERAL JOURNAL
Equipment
Cash
7,000
7,000
Illustration 2-13
Steps in the Recording Process
LO 2
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Account Title Ref. Debit CreditDate
SIMPLE AND COMPOUND ENTRIES
Illustration: On July 1, Butler Company purchases a delivery truck
costing $14,000. It pays $8,000 cash now and agrees to pay the
remaining $6,000 on account.
Equipment
Cash
July 1 14,000
8,000
6,000 Accounts payable
Illustration 2-14
Compound journal entry
Steps in the Recording Process
GENERAL JOURNAL
LO 2
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General Ledger contains all the asset, liability, and owner’s
equity accounts.
Illustration 2-15
The Ledger
LEARNING
OBJECTIVE
Explain how a ledger and posting help in the
recording process. 3
LO 3
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The Ledger
STANDARD FORM OF ACCOUNT Illustration 2-16
Three-column form
of account
LO 3
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POSTING
Transferring
journal entries
to the ledger
accounts.
Illustration 2-17
Posting a journal
entry
Ledger
LO 3
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Posting:
a. normally occurs before journalizing.
b. transfers ledger transaction data to the journal.
c. is an optional step in the recording process.
d. transfers journal entries to ledger accounts.
Posting
Question
LO 3
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Chart of Accounts Illustration 2-18
LO 3
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Follow these steps:
1. Determine what
type of account is
involved.
2. Determine what
items increased or
decreased and by
how much.
3. Translate the
increases and
decreases into
debits and credits.
Illustration 2-19
The Recording Process Illustrated
LO 3
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2-27 LO 3 Illustration 2-20
Purchase of office equipment
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Illustration 2-21
Receipt of cash
for future service
LO 3
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2-29 Illustration 2-22
Payment of monthly rent LO 3
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Illustration 2-23
Payment for
insurance
LO 3
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2-31 Illustration 2-24
Purchase of supplies on credit LO 3
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The Recording Process Illustrated
Illustration 2-25
Hiring of employees
LO 3
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2-33 Illustration 2-26
Withdrawal of cash by owner LO 3
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2-34 Illustration 2-27
Payment of salaries LO 3
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2-35 Illustration 2-28
Receipt of cash for services performed LO 3
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Summary Journalizing and Posting Illustration 2-29
LO 3
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2-37 Illustration 2-29 LO 3
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2-38 LO 3
Illustration 2-30
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LEARNING
OBJECTIVE Prepare a trial balance. 4
Illustration 2-31 LO 4
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Trial balance may balance even when:
1. A transaction is not journalized.
2. A correct journal entry is not posted.
3. A journal entry is posted twice.
4. Incorrect accounts are used in journalizing or posting.
5. Offsetting errors are made in recording the amount of a
transaction.
Trial Balance
Limitations of a Trial Balance
LO 4
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A trial balance will not balance if:
a. a correct journal entry is posted twice.
b. the purchase of supplies on account is debited to Supplies
and credited to Cash.
c. a $100 cash drawing by the owner is debited to Owner’s
Drawing for $1,000 and credited to Cash for $100.
d. a $450 payment on account is debited to Accounts
Payable for $45 and credited to Cash for $45.
Trial Balance
Question
LO 4