Accounting Systems

1. ELS Accounting Systems Preparing an Income Statement

2. Time Period Assumption... Divides the economic life of a business into artificial time periods WHY? to provide immediate feedback on how the business is doing.

3. Time Period Assumption... Generally a month, a quarter, or a year. An accounting time period that is one year long is called fiscal year. An accounting time period that starts on January 1 and ends December 31 is called a calendar year.

4. Revenue Recognition Principle... • dictates that revenue be recognized in the accounting period in which it is earned. • is considered earned • when the service has been provided or • when the goods are delivered.

5. Matching Principle... requires that expensesbe recorded in the same period in which the revenues they helped produce are recorded.

7. Cash Basis Revenue recorded only when cash is received. Expense recorded only when cash is paid.

8. GAAP Cash Basis in not GAAP

9. Accrual Basis Accounting Adheres to the: • Revenue Recognition Principle • Matching Principle

10. Accrual Basis Accounting • Revenue recorded only when earned, not when cash is received • Expense recorded only when incurred, not when cash paid

11. Accrual Basis adheres to... • Generally • Accepted • Accounting • Principles

12. Year 1 Year 2 Activity Purchased paint, painted building , paid employees Received payment for work done in year one Accrual basis Revenue $80,000 Expense 50,000 Net Income $30,000 Revenue $ 0 Expense 0 Net Income $ 0 Cash basis Revenue $ 0 Expense 50,000 Net Loss ( $50,000) Revenue $80,000 Expense 0 Net Income $80,000

13. Adjusting Entries Adjusting entries make the: • revenue recognition & • matching principles HAPPEN!

14. Types of Adjusting Entries • Prepayments: • Prepaid expenses: Expenses paid in cash and recorded as assets before they are used or consumed. • Unearned Revenues: Cash received and recorded as liabilities before revenue is earned. • Accruals: • Accrued revenues: Revenues earned but not yet received in cash or recorded. • Accrued expenses: Expenses incurred but not yet paid in cash or recorded.

15. Prepayments • Cash or other asset has been spent but the item acquired has not been used or consumed • Cash has been collected before revenue is earned

16. You can start with the trial balance to find information to adjust prepayments.

17. Sierra Corporation Trial Balance October 31, 2004 Debit Credit Cash $15,200 Advertising Supplies 2,500 Prepaid Insurance 600 Office Equipment 5,000 Notes Payable $ 5,000 Accounts Payable 2,500 Unearned Service Revenue 1,200 Common Stock 10,000 Dividends 500 Service Revenue 10,000 Salaries Expense 4,000 Rent Expense 900 $28,700 $28,700

18. Illustration 4-6 Supplies On October 5 the company paid $2,500 for advertising supplies. Supplies Expense Cash Supplies Oct 5 2,500 Oct 5 2,500 GENERAL JOURNAL Debit Credit Oct 5 Supplies 2,500 Cash 2,500 Purchased advertising supplies

19. Oct 31 1,500 Oct 31 1,500 Illustration 4-6 Supplies An inventory on October 31 reveals that $1,000 of supplies remain on hand; therefore $1,500 of supplies have been used. ($2,500 - $1,000) =$ 1,500 Supplies Expense Cash Supplies Oct 5 2,500 Oct 5 2,500 GENERAL JOURNAL Debit Credit Oct 5 Supplies Expense 1,500 Supplies 1,500 To record advertising supplies consumed

20. Supplies Expense Oct $1,500 Nov $1,800 Dec $1,410 Jan $1,425 Feb $1,601 Mar $1,435 Apr $1,510 May $1,592 June $1,652 July $1,621 Aug $1,427 Sept $1,555 Supplies expense is based on usage... so different amounts appear each month

21. Insurance Expense Prepaid Insurance Cash Oct 1 600 Oct 1 600 Prepaid Expenses On October 1 the company paid $600 for a 1-year insurance policy. Coverage began October 1. GENERAL JOURNAL Debit Credit Oct 1 Prepaid Insurance 600 Cash 600 Purchased one-year policy effective October 1

22. Insurance Policy 1 Year $ 600 Oct $50 Nov $50 Dec $50 Jan $50 Feb $50 Mar $50 Apr $50 May $50 June $50 July $50 Aug $50 Sept $50

23. Oct 31 50 Oct 31 50 Prepaid Expenses On October 31st, $50 ($600/12 months) of the insurance was used-up or expired. Insurance Expense Prepaid Insurance Cash Oct 1 600 Oct 1 600 GENERAL JOURNAL Debit Credit Oct 31 Insurance Expense 50 Prepaid Insurance 50 Record insurance expense for the month

24. Depreciation How do you apply the Matching Principle to the cost of a long lived asset ?

25. Depreciation Allocate the cost of an asset to expense over its useful life Depreciation is an ALLOCATIONCONCEPT- not a VALUATION CONCEPT. We’re not attempting to reflect the actual change in value of an asset!

26. Office Equipment Depreciation= $480/year Oct $40 Nov $40 Dec $40 Jan $40 Feb $40 Mar $40 Apr $40 May $40 June $40 July $40 Aug $40 Sept $40

27. Oct 2 5,000 Oct 31 40 Oct 31 40 Accumulated Depreciation-Office Equipment Depreciation Expense Office Equipment GENERAL JOURNAL Debit Credit Oct 31 Depreciation Expense 40 Accumulated Depreciation-Office Equip 40 To record monthly depreciation Accumulated depreciation is a contra asset account - an offset against the fixed asset account.

28. Book Value or Carrying Value Balance Sheet Presentation Office equipment $ 5,000 Less : accumulated depreciation 40 $4,960

29. Unearned Service Revenue Service Revenue Cash Oct 2 1,200 Oct 2 1,200 Unearned Revenues Received on Oct. 2 $1,200 for advertising services expected to be completed by Dec 31. GENERAL JOURNAL Debit Credit Oct 2 Cash 1,200 Unearned Service Revenue 1,200 Collected money for work to be performed by Dec 31.

30. Oct. 31 400 Oct. 31 400 Oct 2 1,200 Oct 2 1,200 Unearned Revenues During October $400 of the revenue was earned. Service Revenue Unearned Service Revenue Cash GENERAL JOURNAL Debit Credit Oct 31 Unearned Service Revenue 400 Service Revenue 400 To record revenue earned

31. Accrual • Revenue has been earned, but not collected. • Expenses have been incurred, but not yet paid.

32. Accrued Revenues Revenues earned but not yet received in cash or recorded at the statement date

33. Accrued Revenues Accounts Receivable Service Revenue Oct 31 200 Oct 31 200 Earned $200 for advertising services to clients in October, but they were not billed until after October 31st. GENERAL JOURNAL Debit Credit Oct 31 Accounts Receivable 200 Service Revenue 200

34. Accrued Expenses Expenses incurred but not yet paid or recorded at the statement date.

35. Formula for Computing Interest Face Value of Note Annual Interest Rate Time in term of One Year Interest $ 5,000 X 12% = $50 1/12 Interest expense is the cost a company incurs to use money: Information needed to compute interest expense: • face value of note • interest rate (always expressed in annual rate) • the length of time note is outstanding

36. Interest Expense Interest Payable Oct 31 50 Oct 31 50 Accrued Interest GENERAL JOURNAL Debit Credit Oct 31 Interest Expense 50 Interest Payable 50 Accrue interest expense for the month

37. Accrued Salaries - Salaries Paid for after the Service Has Been Performed.

38. Salaries Expense Salaries Payable Oct 31 1,200 Oct 31 1,200 Accrued Salaries GENERAL JOURNAL Debit Credit Oct 31 Salaries Expense 1,200 Salaries Payable 1,200 Accrue salary expense for the month

39. Adjusted Trial Balance The adjusted trial balance is used to prove the equity of total debit balances and total credit balances after the adjusting entries have been made. Financial statements can be easily prepared from the adjusted trial balance.

40. SIERRA CORPORATION Adjusted Trial Balance For the Month Ended October 31, 2004 SIERRA CORPORATION Adjusted Trial Balance For the Month Ended October 31, 2004 SIERRA CORPORATION Retained Earnings Statement For the Month Ended October 31, 2004

41. SIERRA CORPORATION Balance Sheet October 31, 2004 SIERRA CORPORATION Adjusted Trial Balance For the Month Ended October 31, 2004 Balance as Oct. 31 from Retained Earnings Statement

42. Closing the Books Closing entries transfer the temporary account balances to the stockholders’ equity account... and reduce the balances in the temporary accounts to zero.

43. Temporary Permanent All revenues accounts All asset accounts All expense accounts All liability accounts Dividends Stockholders’ equity accounts

44. Individual Revenues Individual Expenses 2 1 Income Summary 3 Retained Earnings is a permanent account; the others shown here are temporary Retained Earnings 4 Dividends

45. The Accounting Cycle

46. Required Steps in the Accounting Cycle • Analyze business transactions. • Journalize the transactions. • Post to ledger accounts. • Prepare a trial balance. • Journalize and post adjusting entries--prepayments and accruals. • Prepare an adjusting trial balance.

47. How Income is Measured in a Merchandising Company Less Sales Revenue Equals Less Cost of Goods Sold Gross Profit Net Income (Loss) Equals Operating Expenses Page 202 in book

48. What Is Charged to Merchandise Inventory? • All costs of getting the inventory to company and ready to sell • +Freight-In • +Special Permits • Only costs associated with merchandise purchased for resale - not assets acquired for use, such as supplies

49. Merchandise Purchases On May 4 the company bought $ 3,800 worth of merchandise from PW Audio Supply, Inc. Task:Record the purchase by getting information from the Purchase Invoice. The Purchase Invoice is a copy of the sales invoice.

50. Invoice No. 731 Firm Name: Sauk Stero • 1. Seller • 2.Invoice Date • 3.Purchaser • 4.Salesperson • 5.Credit terms • 6.Freight terms • 7.Goods sold: catalog no.,description,quantity, price per unit • 8.Total invoice price City Chelsea State Illinois Zip 60915 A2547Z48 Production Model Circuits 8 300 1,500 IMPORTANT: ALL RETURNS MUST BE MADE WITHIN 10 DAYS TOTAL $3,800 Attention o f James Hoover, Purchasing Agent Address 125 Main Street Date5/4/04 Salesperson Maone Terms 2/10,n/30 Freight Paid by Buyer Catalog No. Description QTY Price Amount