ACCT 210 Lecture, Fall 2003

© The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-1 The Accounting Cycle Capturing Economic Events Chapter 3 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-2 Learning Objective Learning Objective LO1 To identify the steps in the accounting cycle and discuss the role of accounting records in an organization. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-3 The Role of Accounting Records The Role of Accounting Records 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. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-4 Learning Objective Learning Objective LO2 To describe a ledger account and a ledger. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-5 The Ledger The 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 Capital Stock Accounts are individual records showing increases and decreases. Accounts are individual records showing increases and decreases. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-6 The Use of Accounts The 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 the Account © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-7 Let’s see how debits and credits are recorded in the Cash account for JJ’s Lawn Care Service. Let’s see how debits and credits are recorded in the Cash account for JJ’s Lawn Care Service. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-8 Cash 5/1 8,000 5/2 2,500 5/25 75 5/8 2,000 5/29 750 5/28 150 5/31 50 5/31 4,125 Bal. Cash 5/1 8,000 5/2 2,500 5/25 75 5/8 2,000 5/29 750 5/28 150 5/31 50 5/31 4,125 Bal. 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 Entries Debit and Credit Entries © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-9 Learning Objective Learning Objective LO3 To understand how balance sheet accounts are increased and decreased. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-10 AA = LL + OE OE ASSETS ASSETS Debit for Increase Credit for Decrease EQUITIES EQUITIES Debit for Decrease Credit for Increase LIABILITIES LIABILITIES Debit for Decrease Credit for Increase Debits and credits affect accounts as follows: Debits and credits affect accounts as follows: Debit and Credit Rules Debit and Credit Rules © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-11 Learning Objective Learning Objective LO4 To explain the double- entry system of accounting. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-12 AA = LL + OE OE Debit Debit balances balances Credit Credit balances balances = 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 AccountingThe Equality of Debits and Credits Double Entry AccountingThe Equality of Debits and Credits © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-13 Let’s record selected transactions for JJ’s Lawn Care Service in the accounts. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-14  May 1: Jill Jones and her family invested $8,000 in JJ’s Lawn Care Service and received 800 shares of stock.  May 1: 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 Capital Stock increase or decrease? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-15 Capital Stock 5/1 8,000 Cash 5/1 8,000  May 1: Jill Jones and her family invested $8,000 in JJ’s Lawn Care Service and received 800 shares of stock.  May 1: Jill Jones and her family invested $8,000 in JJ’s Lawn Care Service and received 800 shares of stock. Cash increases $8,000 with a debit. Capital Stock increases $8,000 with a credit. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-16  May 2: JJ’s purchased a riding lawn mower for $2,500 cash.  May 2: JJ’s purchased a riding lawn mower for $2,500 cash. Will Cash increase or decrease? Will Tools & Equipment increase or decrease? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-17  May 2: JJ’s purchased a riding lawn mower for $2,500 cash.  May 2: JJ’s purchased a riding lawn mower for $2,500 cash. Tools & Equipment 5/2 2,500 Cash 5/1 8,000 5/2 2,500 Cash decreases $2,500 with a credit. Tools & Equipment increases $2,500 with a debit. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-18  May 8: JJ’s purchased a $15,000 truck. JJ’s paid $2,000 in cash and issued a note payable for the remaining $13,000.  May 8: 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? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-19  May 8: JJ’s purchased a $15,000 truck. JJ’s paid $2,000 in cash and issued a note payable for the remaining $13,000.  May 8: JJ’s purchased a $15,000 truck. JJ’s paid $2,000 in cash and issued a note payable for the remaining $13,000. Truck 5/8 15,000 Cash 5/1 8,000 5/2 2,500 5/8 2,000 Notes Payable 5/8 13,000 Truck increases $15,000 with a debit. Cash decreases $2,000 with a credit. Notes Payable increases $13,000 with a credit. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-20  May 11: JJ’s purchased some repair parts for $300 on account.  May 11: JJ’s purchased some repair parts for $300 on account. Will Tools & Equipment increase or decrease? Will Accounts Payable increase or decrease? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-21  May 11: JJ’s purchased some repair parts for $300 on account.  May 11: JJ’s purchased some repair parts for $300 on account. Tools & Equipment increases $300 with a debit. Accounts Payable increases $300 with a credit. Tools & Equipment 5/2 2,500 5/11 300 Accounts Payable 5/11 300 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-22  May 18: 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.  May 18: 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? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-23  May 18: 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.  May 18: 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. Tools & Equipment decreases $150 with a credit. Accounts Receivable increases $150 with a debit. Tools & Equipment 5/2 2,500 5/18 150 5/11 300 Accounts Receivable 5/18 150 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-24 Learning Objective Learning Objective LO5 To explain the purpose of a journal and its relationship to the ledger. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-25 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 Explanation P R Debit Credit 2007 May 1 Cash 8,000 Capital Stock 8,000 Owners invest cash in the business. The Journal The Journal © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-26 Posting involves copying information from the journal to the ledger accounts. Posting Journal Entries to the Ledger Accounts Posting Journal Entries to the Ledger Accounts © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-27 GENERAL JOURNAL Date Account Titles and Explanation P R Debit Credit 2007 May 1 Cash 8,000 Capital Stock 8,000 Owners invest cash in the business. General Ledger Cash Date Debit Credit Balance 2007 May 1 8,000 8,000 Posting Journal Entries to the Ledger Accounts Posting Journal Entries to the Ledger Accounts © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-28 GENERAL JOURNAL Date Account Titles and Explanation P R Debit Credit 2007 May 1 Cash 8,000 Capital Stock 8,000 Owners invest cash in the business. General Ledger Capital Stock Date Debit Credit Balance 2007 May 1 8,000 8,000 Posting Journal Entries to the Ledger Accounts Posting Journal Entries to the Ledger Accounts © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-29 GENERAL JOURNAL Date Account Titles and Explanation P R Debit Credit 2007 May 2 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 the Ledger Accounts Posting Journal Entries to the Ledger Accounts © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-30 General Ledger Cash Date Debit Credit Balance 2007 May 1 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 Posting Ledger Accounts After Posting © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-31 General Ledger Cash Date Debit Credit Balance 2007 May 1 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 Posting Ledger Accounts After Posting © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-32 Learning Objective Learning Objective LO6 To explain the nature of net income, revenue, and expenses. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-33 Net income is not an asset it’s an increase in owners’ equity from profits of the business. Net income is not an asset it’s an increase in owners’ equity from profits of the business. AA = LL + OE OE Increase Decrease Either (or both) of these effects occur as net income is earned . . . Increase . . . but this is what “net income” really means. What is Net Income? What is Net Income? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-34 AA = LL + OE OE Retained Earnings Retained Earnings Capital Stock Retained Earnings The balance in the Retained Earnings account represents the total net income of the corporation over the entire lifetime of the business, less all amounts which have been distributed to the stockholders as dividends. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-35 JJ's Lawn Care Service Income Statement For the Month Ended May 31, 2007 Sales Revenue 750 $ Operating Expense: Gasoline Expense 50 Net Income 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 Preview The Income Statement: A Preview © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-36 Accounting Periods Accounting Periods Time Period Principle To provide users of financial statements with timely information, net income is measured for relatively short accounting periods of equal length. Time Period Principle To provide users of financial statements with timely information, net income is measured for relatively short accounting periods of equal length. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-37 Revenue and Expenses Revenue and Expenses The price for goods sold and services rendered during a given accounting period. Increases owners’ equity. The costs of goods and services used up in the process of earning revenue. Decreases owner’s equity. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-38 Learning Objective Learning Objective LO7 To apply the realization and matching principles in recording revenue and expenses. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-39 The Realization Principle: When To Record Revenue The Realization Principle: When To Record Revenue Realization Principle Revenue should be recognized at the time goods are sold and services are rendered. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-40 The Matching Principle: When To Record Expenses The Matching Principle: When To Record Expenses Matching Principle Expenses should be recorded in the period in which they are used up. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-41 Debits and Credits for Revenue and Expense Debits and Credits for Revenue and Expense EQUITIES EQUITIES Debit Debit for for Decrease Decrease Credit Credit for for Increase Increase Expenses Expenses decrease decrease owners’ owners’ equity. equity. Revenues Revenues increase increase owners’ owners’ equity. equity. EXPENSES EXPENSES Credit Credit for for Decrease Decrease Debit Debit for for Increase Increase REVENUES REVENUES Debit Debit for for Decrease Decrease Credit Credit for for Increase Increase © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-42 EQUITIES EQUITIES Debit Debit for for Decrease Decrease Credit Credit for for Increase Increase Payments to owners decrease owners’ equity. Owners’ investments increase owners’ equity. DIVIDENDS DIVIDENDS Credit Credit for for Decrease Decrease Debit Debit for for Increase Increase Investments by and Payments to Owners Investments by and Payments to Owners CAPITAL STOCK CAPITAL STOCK Debit Debit for for Decrease Decrease Credit Credit for for Increase Increase © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-43 Learning Objective Learning Objective LO8 To understand how revenue and expense transactions are recorded in an accounting system. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-44 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. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-45  May 29: JJ’s provided lawn care services for a client and received $750 in cash.  May 29: 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? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-46 Sales Revenue 5/29 750  May 29: JJ’s provided lawn care services for a client and received $750 in cash.  May 29: JJ’s provided lawn care services for a client and received $750 in cash. Cash increases $750 with a debit. Sales Revenue increases $750 with a credit. Cash 5/1 8,000 5/2 2,500 5/29 750 5/8 2,000 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-47  May 31: JJ’s purchased gasoline for the lawn mower and the truck for $50 cash.  May 31: 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? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-48 Gasoline Expense 5/31 50  May 31: JJ’s purchased gasoline for the lawn mower and the truck for $50 cash.  May 31: JJ’s purchased gasoline for the lawn mower and the truck for $50 cash. Cash decreases $50 with a credit. Gasoline Expense increases $50 with a debit. Cash 5/1 8,000 5/2 2,500 5/29 750 5/8 2,000 5/31 50 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-49  May 31: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend.  May 31: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend. Will Cash increase or decrease? Will Dividends increase or decrease? © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-50 Dividends 5/31 200  May 31: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend.  May 31: JJ’s Lawn Care paid Jill Jones and her family a $200 dividend. Cash decreases $200 with a credit. Dividends increase $200 with a debit. Cash 5/1 8,000 5/2 2,500 5/29 750 5/8 2,000 5/31 50 5/31 200 © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-51 Learning Objective Learning Objective LO9 To prepare a trial balance and explain its uses and limitations. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-52 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. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-53 JJ's Lawn Care Service Unadjusted Trial Balance May 31, 2007 Cash 3,925 $ Accounts receivable 75 Tools & equipment 2,650 Truck 15,000 Notes payable 13,000 $ Accounts payable 150 Capital stock 8,000 Dividends 200 Sales revenue 750 Gasoline expense 50 Total $ 21,900 21,900 $ All balances are taken from the ledger accounts on May 31 after considering all of JJ’s transactions for the month. Proves equality of debits and credits. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-54 Learning Objective Learning Objective LO10 To distinguish between accounting cycle procedures and the knowledge of accounting. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-55 The Accounting Cycle Journalize transactions. Post entries to the ledger accounts. Prepare trial balance. Make end-of- year adjustments. Prepare adjusted trial balance. Prepare financial statements. Prepare after-closing trial balance. Journalize and post closing entries. © The McGraw-Hill Companies, Inc., 2008 McGraw-Hill/Irwin 3-56 End of Chapter 3 End of Chapter 3