The Accounting Cycle

1. The Accounting Cycle

2. Overview of the Accounting Process Recording Process Step 1 Business documents analyzed Step 2 Transactions recorded in journals Step 3 Transactions posted to ledgers Continued

3. Overview of the Accounting Process Continued from previous slide Step 4 Trial balance Work sheet (optional) Steps in the Reporting Phase Step 5 Adjustments Continued

4. Overview of the Accounting Process Step 6 Financial statements Step 7 Adjustments Steps in the Reporting Phase Step 8 Post-closing trial balance (optional)

5. Recording Phase or A = L + OE A system of recording transactions in a way that maintains the equality of the accounting equation. Assets = Liabilities + Owners’ Equity

6. 1. Analyzing Business Documents • Transactions are the exchange of goods or services between entities, as well as other events that have an economic impact on a business. • Business documents are records that are evidence of transactions.

7. 2. Journalizing Transactions • A journal is an accounting record in which business transactions are entered in chronological order. • Journal entries record transaction information; debits equal credits. General Journal Entry Format Date Debit Entry.................................. xx Credit Entry............................. xx Explanation.

8. 2. Journalizing Transactions Every journal entry involves a three-step process: • Identify the accounts involved with an event or transaction. • Determine whether each account increased or decreased. • Determine the amount by which each account was affected.

9. Debits and Credits Assets = Liabilities + Owners’ Equity DR CR DR CR DR CR (+) (–) (–) (+) (–) (+) Capital Stock Retained Earnings DR CR (–) (+) DR CR (–) (+) Continued

10. Debits and Credits Retained Earnings DR CR (–) (+) Expenses Revenues Dividends DR CR (+) (–) DR CR (–) (+) DR CR (+) (–)

11. Post Ref. General Journal Page 24 Date Description Debits Credits 2005 July 1 Dividends 330 25,000 Dividends Payable 260 25,000 Declared semiannual cash dividend on common stock. 10 Equipment 180 7,500 Notes Payable 220 7,500 Issued note for new equipment .

12. Example: Journal Entry On January 2, sold merchandise costing $60 to a customer on account for $75. Make the journal entry.

13. Example: Journal Entry On January 2, sold merchandise costing $60 to a customer on account for $75. Make the journal entry. This entry assumes that the perpetual system is used. Jan. 2 Accounts Receivable..................... 75 Sales Revenue.......................... 75 Sold merchandise on account. 2 Cost of Goods Sold...................... 60 Inventory................................. 60 To record cost and reduce inventory.

14. 3. Posting to the Ledger Accounts • Posting is the process of transferring amounts from the journal to the general ledger. • A ledger is a collection of accounts in which data from transactions recorded in the journals are posted, classified, and summarized. • A chart of accounts lists all accounts used by the company.

15. EQUIPMENT Account No: 180 Account Date Item PR Debit Credit Balance 2005 July 1 Balance  10,550 10 Purchase Equipment J24 7,500 18,050 3. Posting to the Ledger Accounts The Equipment account in the general ledger after the purchase of July 10 (Slide 14) has been posted would appear as follows: To examine the journal entry, click this button to go to Slide 14. To return, click on the word “July” in the entry on Slide 14.

16. Typical Chart of Accounts Long-Term Liabilities (220-239) 222 Mortgage Payable OWNERS’ EQUITY (300-399) 301 Capital Stock 330 Retained Earnings SALES (400-499) 400 Sales Revenue EXPENSES (500-599) 500 Cost of Goods Sold 523 Rent Expense 528 Advertising Expense 573 Utility Expense ASSETS (100-199) Current Assets (100-150) 101 Cash 105 Accounts Receivable 107 Inventory Long-Term Assets (151-199) 151 Land 152 Building LIABILITIES (200-299) Current Liabilities (200-219) 201 Notes Payable 202 Accounts Payable

17. Illustration October 1, C.R Byrd invests $10,000 cash in an advertising venture to be known as the Pioneer Advertising Agency October 1, office equipment costing $5,000 is purchased by signing a 3-month, 12%, $5,000 note payable. October 2, a $1,200 cash advance is received from R. Knox, a client, for advertising services that are expected to be completed.

18. Illustration October 3, office rent for October is paid in cash, $900 October 4, $600 is paid for a one-year insurance policy that will expire next year on September 30.

19. Illustration October 5, an estimated 3-month supply of advertising materials is purchased on account from Aero Supply for $2,500 October 9, hire four employees to begin work on October 15. each employee is to receive a weekly salary of $500 for a 5-day work week, payable every 2 weeks – first payment made on October 26. October 20, C.R. Byrd withdraw $500 cash for personal use.

20. Illustration October 26, employee salaries of $4,000 are owed and paid in cash. (See October 9 transaction) October 31, received $10,000 in cash from Copa Company for advertising services rendered in October.

21. GENERAL LEDGER CASH ADVERTISING SUPPLIES NO 8 Prepaid Insurance NO 10

22. GENERAL LEDGER Office Equipment No. 15 Notes Payable NO 25 Account Payable NO 26 Unearned Fees NO 28

23. GENERAL LEDGER C.R. Byrd, Capital No. 40 C.R. Byrd, Drawing NO 41 Fees Earned NO 50 Salaries Expense NO 60

24. GENERAL LEDGER Rent Expense NO 62 PIONEER ADVERTISING AGENCY ACCOUNTS 1-19 = Assets Accounts 20 – 39 = Liabilities 40 – 49 = Owner’s Equity 50 – 59 = Revenues 60 – 69 = Expenses

25. Reporting Phase 4.A trial balance is prepared. 5.Adjusting entries are recorded. 6. Financial statements are prepared. 7. Closing entries are made. 8. A post-closing trial balance is prepared (optional).

26. 4. Preparing a Trial Balance • Determine the account balance for each T-Account. • A trial balance is a list of all accounts and their balances. It provides a means to assure that debits equal credits.

28. 5. Preparing Adjusting Entries Adjusting entries are requiredat the end of each accounting period for accrual- basis accounting, prior to preparing the financial statements. The purpose for adjusting entries are to: • bring balance sheet accounts current. • reflect proper amounts of revenues, costs, and expenses on the income statement.

29. Tips Regarding Adjusting Entries • Analytical Process. You must determine what original entry was made (if any) and what the ending balances should be before you know what adjusting entry to make. You cannot memorize adjusting entries. • Adjusting entriesalwaysincorporate a balance sheet account and an income statement account. • Adjusting entries neverinvolve a cash account.

30. Most Common Adjusting Entries • Unrecorded Revenues—Revenues that have been earned but not yet recorded. • Unearned Revenues—Revenues that have been recorded but not yet earned. • Unrecorded Expenses—Expenses that have been incurred but not yet recorded. • Prepaid Expenses—Expenses that have been recorded but not yet incurred.

31. Three-Step Process for Adjusting Entries 1. Identify the original entries that were made, if any. Original entries are only made for unearned revenues and prepaid expenses. 2. Determine what the correct balances should be at this point in time. 3.Make the adjustments needed to bring the balances to the desired amounts.

32. Adjusting Entry 12/31 Depreciation Expense—Buildings 7,800 Accumulated Depr.—Buildings 7,800 To record depreciation on building at 5% per year. Asset Depreciation Rosi, Inc. purchased buildings in 2000 at a cost of $156,000, an expected life of 20 years, and no anticipated residual value. Each year, 5% of the cost is depreciated. At the end of 2005, the following adjusting entry is made:

33. Adjusting Entry 12/31 Salaries and Wages Expense 2,150 Salaries and Wages Payable 2,150 To record accrued salaries and wages. Accrued Expenses At the end of the fiscal period, Rosi, Inc. had accrued salaries and wages totaling $2,150.

34. Adjusting Entry 12/31 Interest Receivable 250 Interest Revenue 250 To record accrued interest on a note receivable. Accrued Revenues Rosi, Inc. holds a note receivable from a customer on which interest total $250 has accrued.

35. Adjusting Entry 12/31 Insurance Expense 4,200 Prepaid Insurance 4,200 To record expired insurance. Prepaid Expenses Rosi, Inc.’s trial balance shows that the asset account Prepaid Insurance has a balance of $8,000. By December 31, only $3,800 applies to future periods. $8,000 – $3,800 Original debit to an asset account

36. Adjusting Entry 12/31 Prepaid Insurance 3,800 Insurance Expense 3,800 To record expired insurance. Prepaid Expenses Rosi, Inc.’s trial balance shows that the asset account Insurance Expense has a balance of $8,000. By December 31, $3,800 applies to future periods. $8,000 – $4,200 Original debit to an expense account

37. Deferred Revenues Rosi, Inc. receives a payment of $2,550 from a customer prior to the services being rendered. By December 31, $2,075 in services have been provided. $2,550 – $2,075 Adjusting Entry 12/31 Rent Revenue 475 Unearned Rent Revenue 475 To record unearned rent revenue. Original credit to a revenue account

38. Deferred Revenues Rosi, Inc. receives a payment of $2,550 from a customer prior to the services being rendered. By December 31, $2,075 in services have been provided. $2,550 – $475 Adjusting Entry 12/31 Unearned Rent Revenue 2,075 Rent Revenue 2,075 To record rent revenue. Original credit to a liability account

39. 39 Illustration At the end of October 31, it reveals that $1,000 of supplies are still on hand. Advertising Supplies 10/5 2,500 10/31 Adj. 1,500 10/31 Bal. 1,000 Advertising Supplies Expense 10/31 Adj. 1,500

40. 40 40 Illustration At the end of October 31, it reveals that $50 of insurance expires. ($600 ÷ 12 = $50 each month) Prepaid Insurance 10/4 600 10/31 Adj. 50 10/31 Bal. 550 Insurance Expense 10/31 Adj. 50

41. 41 41 41 Illustration Depreciation on the office equipment is estimated to be $480 a year, or $40 per month. Accumulated Depreciation - OE 10/31 Adj. 40 10/31 Bal. 40 Depreciation Expense 10/31 Adj. 40

42. 42 42 42 42 Illustration At the end of October 31, it reveals that $400 of fees from R. Knox has been earned. Unearned Fees 10/31 Adj. 400 10/2 1,200 10/31 Bal. 800 Fees Earned 10/31 Bal. 10,000 10/31Adj. 400

43. Illustration 43 43 43 43 43 In October, Company earned $200 in fees for advertising service that were not billed to clients before October 31. Accounts Receivable 10/31 Adj. 200 Fees Earned 10/31 10,000 10/31 400 10/31Adj. 200 10/31 Bal. 10,600

44. Illustration 44 44 44 44 44 44 Interest due on October 31 is $50. Interest Expense 10/31 50 Fees Earned 10/31 50

45. Illustration 45 45 45 45 45 45 45 Employees receive total salaries of $2,000 for a five-day work weeks, or $400 per day. Thus, accrued salaries at October 31, are $1,200 (3X$400). Salaries Expense 10/26 4,000 10/31 Adj. 1,200 10/31 Bal. 5,200 Salaries Payable 10/31 Adj. 1,200

46. GENERAL LEDGER CASH Accounts Receivable NO 6

47. GENERAL LEDGER ADVERTISING SUPPLIES NO 8 Prepaid Insurance NO 10

48. GENERAL LEDGER Office Equipment No. 15 Acc. Dep. - OE NO 16

49. GENERAL LEDGER Notes Payable NO 25 Account Payable NO 26 Interest Payable NO 27 Unearned Fees NO 28

50. GENERAL LEDGER Salaries Payable No. 29 C.R. Byrd, Capital No. 40 C.R. Byrd, Drawing NO 41 Fees Earned NO 50