Professional Documents
Culture Documents
Introduction :
There are three basic reports that you should be familiar with:
a. The Cash flow statement
b. The Profit and Loss statement
c. The Balance sheet.
The Profit and Loss statement for a trading firm falls in to two sections:
a. Calculation of gross profit ( Revenue Cost of Sales )
b. Calculation of net profit ( Gross profit Other expenses)
Revenue
Rs /-
Cash Sales
Rs /4,000
5,900
9,900
6,600
3,300
800
4,100
-Operating expenses
Selling expenses
Advertising
Depreciation of Motor
Rs /-
1700
100
vehicles
Salaries
1400
3200
Administrative expenses
Accounting fees
Supplies
Depreciation of Office
equipment
Finance expenses
Discount expense
Legal costs
450
150
200
100
300
(300)
In the example above the business make a loss and the loss has to be transferred to the balance
sheet. Explain why the business makes a loss yet the balance for bank has increased.
Current assets
Noncurrent assets
Current liabilities
Noncurrent liabilities
Proprietorship
Time - How long before the asset is expected to be converted into cash?
Intention - Is it intended to convert the asset into cash in the near future?
Economic benefit - For how long will the asset continue to earn revenue for the
business?
Time is also a criterion for separating current and non-current liabilities. When classifying
liabilities it is important to check the date when a liability falls due. What may be a non-current
liability in this period may become a current liability in the next period. Liabilities such as loans
and mortgages may be in the form of instalment payments. This means that they have a current
and non-current component. For instance, if you borrowed 20,000 over five years then initially
you would have 4,000 of loan as a current liability and 16,000 as non-current liability. At the
end of the year with 4,000 repaid you would show in the balance sheet 4000 as a current
liability and 12,000 as noncurrent, both under the title of 'loan'.
using a previous balance sheet and additional information to prepare a current balance
sheet
identifying the different accounting concepts and principles and the manner in which they
relate to the balance sheet
Current Assets
Bank
Petty Cash
Prepaid Advertising
Accrued Rent
Stock of supplies
Debtors
Stock 31st May
Rs / -
Rs/-
Rs/2,600
100
500
600
200
6100
4200
14,300
10,000
2,200
depreciation
equipment
of
7,800
Motor Vehicles
-Accumulated
depreciation of Motor
vehicles
8000
Total Assets
Equities
Current Liabilities
Creditors
Accrued Salaries
Prepaid Rent
Loan
1800
6,200
14000
28,300
3,400
300
200
4000
7900
Non-current liabilities
Loan
Owners equity
Capital
+ Net profit
-
Drawing
s
Total equities
16,000
10,000
300
10,300
4,900
5,400
29300
Accounting terminology, A - C
Analyse:
Accounting information in assessing the performance of a business operated
as a sole trader in such matters as profitability and liquidity;
Debtors using an ageing analysis;
The information presented in accounting reports and budgets for a business.
Balance:
Ledger accounts at the end of an accounting period;
The 'disposal of asset' account to determine the profit or loss on disposal of
assets.
Calculate:
Owners equity (capital) from a given list of assets and liabilities at a
particular date;
The amount of profit earned from a given set of information relating to a
specific period of time.
Check:
The accuracy of ledger recordings;
A bank statement against the cash records of a business.
Classify:
Items into categories of assets, liabilities and owners equity, with revenue
and expenses as elements of owners equity;
Items in Profit and Loss statements to provide information for assessing the
performance of different functions or responsibilities.
Compare:
a 'T' ledger with a three column ledger;
The cash method of recognising a transaction with the accrual method of
recognising a transaction.
Construct:
Acontrol account from data provided, e.g., a debtors control account, to
determine credit sales;
A table showing the impact of different methods of depreciation on the
Profit and Loss statement and balance sheet.
Criticise:
The preparation of annual accounting reports in terms of their value to the
management of a business.
Debate:
The view that a perpetual inventory system of recording for stock is a better system than
a physical inventory system for recording stock.
Define:
Accounting terms.
Demonstrate:
That 'equalling' totals at the foot of the trial balance does not ensure that accuracy has
been achieved in ledger recording;
Describe:
The accounting process in terms of its recording, reporting, interpreting and budgeting
functions;
What is involved in recording subsidiary ledger stock records using identified cost, and in
using assumed FIFO cost flows.
Design:
Suitable headings for reports which specifically state the name of the firm, the type of
report, and the exact length and/or exact date of the report.
Discuss:
Each accounting principle in terms of the effect on each of the recording and reporting
procedures.
Distinguish:
Between the asset approach to recording a payment in advance and the expense approach
to prepaid expenses;
Between a current asset, and a non-current asset and a current liability and a non-current
liability.
Enumerate:
With explanations, the reasons for a business adopting a perpetual system of recording
for stock.
Explain:
The consequences for both the Profit and Loss statement, and the balance sheet of
alternative values for stock;
Why the historical cost balance sheet does not show the current worth of the firm.
Evaluate:
Graph:
Group:
Identify:
The accounting principles involved in accounting for non-current assets and depreciation;
Illustrate:
How a firm may experience an increase in cash but have operated at a loss.
Interpret:
Justify:
The application of the 'lower of cost and net realisable value' to individual items and
groups of items but not to aggregate stock valuations.
List:
Sources of finance available to a sole trader for normal trading and for expansion;
Outline:
Advantages and disadvantages resulting from the use of 'double entry' recording
compared with 'single entry' recording;
The differences between the recording and reporting for stock under a perpetual
inventory system, and the recording and reporting for stock under a physical recording
system.
Prepare:
Appropriately classified reports, such as a Profit and Loss statement and balance sheet for
a sole trader;
Budgeted reports, such as anticipated revenue, anticipated expenses, budgeted Profit and
Loss, budgeted balance sheet, and cash budget.
Prove:
That 'single entry' and 'double entry' recording procedures are able to produce the same
accounting information.
Rank:
Documents in the order in which they are used for the sale of goods;
Recall:
Recognise:
Reconcile:
The balances in subsidiary ledger accounts with the balance in the related control
account;
The bank balance shown in the firm's ledger account with that shown on the bank
statement.
Record:
Accounting transactions using both single and double entry recording procedures.
Transactions for firms selling services, firms selling goods, and firms selling goods and
services.
Report:
The performance of a sole trader-operated business in a fully classified Profit and Loss
statement;
Rule:
State:
When each of the following methods of revenue recognition would be appropriate: point
of sale, point of delivery, collection of cash, and stages in completing a contract;
Suggest:
Summarise:
The many reasons why a firm must continually review its policies on selling prices,
controlling costs, regulating terms of sale, limiting the level of stock on hand, controlling
cash, and close revenue and expense accounts necessary to calculate profit in the ledger
at the end of the accounting period and transfer that profit to the owner's capital account.
Tabulate:
Examples of balance day adjustments under both 'single entry' and 'double entry'
recording procedures.
Use:
Write:
About the problems of defining costs, and the effect of alternative values of stock in the
Profit and Loss statement and the balance sheet.
Accounting Principles
The impact of accounting principles (otherwise known as conventions, doctrines or assumptions)
on the preparation and presentation of financial information is an important aspect of all
Accounting units. These principles support the concepts listed above.
The principles are listed and described in the following pages. It is also important to recognise
how they may be breached.
Matching
Sets out the point of time at which revenue may be recognised.
Breach: A contract is signed for advertising in your magazine. Although you will not include any
advertising in this period's work you still include the revenue paid in advance.
Matching
Sets out the point of time at which revenue may be recognised.
Breach: A contract is signed for advertising in your magazine. Although you will not include any
advertising in this period's work you still include the revenue paid in advance.
Consistency
Accounting reports from one period to the next should be prepared on the same basis.
Breach: The owner uses one method of depreciation for a particular asset in one period and an
alternative method in the second period.
Diversity
Allows for the fact that no two firms are the same and therefore may use different accounting
methods.
Breach: The owner decides that because the business down the road uses the straight line method
of depreciation his or her business should do the same.
Dependability
Data used in accounting should be subject to stringent internal control.
Breach: Price calculations are based on outdated information.
Materiality
Is concerned with which data should be disclosed in financial reports. All transactions regardless
of size should be recorded.
Breach: The owner does not bother to record minor withdrawals of stock from the business.
Accounting Period
The life of the business is broken up into arbitrary periods for the purpose of measuring profit.
Breach: The owner decides to wait until the project is completed before preparing the financial
reports.
Monetary
Only events whose impact can be measured in money terms can be treated as a financial
transaction and thus entered in the books of the business.
All transactions should be recorded in money terms.
Breach: Stock is shown in financial reports in quantity amounts.
Verifiability
All transactions recorded in the books of the business are supported by documentary evidence.
Breach: Payments are made and recorded without supporting evidence, such as invoices or
cheque butts.
Going Concern
Assumes that the life of the business is ongoing, indefinite and continuous. Also known as the
continuity principle.
Breach: The owner does not wish to prepare a balance sheet but rather reports non-current assets
as costs in the period they were acquired.
Entity
Recognises that the business, from an accounting viewpoint, is separate from the owner.
Breach: The owner includes in the business balance sheet personal assets such as his or her golf
clubs.
Historical Cost
All items are recorded at the original cost, i.e. the cost at which they were acquired.
Breach: Property owned by the business is shown at the higher market value rather than for the
amount at which it was originally acquired.
Conservatism
May also be known as prudence. Losses should be recognised as soon as the business is aware of
their likely event, whilst profits should not be recognised until they actually occur.
Breach: The net realisable value of stock has fallen below cost yet the owner refuses to adjust
cost of goods sold calculations.
Accounting Introduction
The first step in designing an information system is to recognise information flows. These flows
are sorted into financial and non-financial data. The financial data is processed in journals and
ledgers and used to produce reports for users. These reports are the basis of business decision
making.
It is important that you realise that the system is coherent and interrelated. The design of the
system depends on what data is collected, and how that data is processed and reported. In turn,
what users seek from this data also impacts on system design.
It is very important that you are able to relate concepts and principles to each stage of the
accounting system.
Classification
Classification is the division of data into classes or categories to enable the more effective
provision of information from financial reports. Classification occurs in both records and reports.
Control planning
When discussing the reasons for classification ultimately you must come back to planning and
control.
Records
The special journals are exclusive in the data they contain, for instance, the cash receipts journal
only contains cash receipts. Within the journal the different sources of data may also be
classified. The cash receipts may be classified according to the source of those receipts, whether
they be from cash sales, debtors or other sources.
Functional classification
Functional classification refers to the manner in which expenses are grouped in the Profit and
Loss statement. The expenses are classified according to the function they perform and usually
correspond to the cost centres of the firm.
The opportunity to delegate responsibility, for instance, the sales manager is responsible for the
sales department expenses the capacity to compare one cost centre with another, with that of
similar firms, to benchmarks or with targets set by the firm to set limits on spending for
particular cost centres decisions may be made on the basis of information provided, such as
considering whether an increase in advertising leads to an increase in sales
When a group of motels gets a chance to have all their cleaning undertaken by a central linen
service an informed decision to do so cannot be made without a cost centre figure for their own
cleaning costs.
Classification of the balance sheet is discussed under that heading. Questions on classification of
the balance sheet are common and often include the need to recognise current assets and current
liabilities. The most common classification error is the treatment of a 'loan' as being exclusively
non-current.
Classification
Classification is the division of data into classes or categories to enable the more effective
provision of information from financial reports. Classification occurs in both records and reports.
control
planning
When discussing the reasons for classification ultimately you must come back to planning and
control.
Records
The special journals are exclusive in the data they contain, for instance, the cash receipts journal
only contains cash receipts. Within the journal the different sources of data may also be
classified. The cash receipts may be classified according to the source of those receipts, whether
they be from cash sales, debtors or other sources.
Functional classification
Functional classification refers to the manner in which expenses are grouped in the Profit and
Loss statement. The expenses are classified according to the function they perform and usually
correspond to the cost centres of the firm.
The opportunity to delegate responsibility, for instance, the sales manager is responsible for the
sales department expenses the capacity to compare one cost centre with another, with that of
similar firms, to benchmarks or with targets set by the firm to set limits on spending for
particular cost centres decisions may be made on the basis of information provided, such as
considering whether an increase in advertising leads to an increase in sales
When a group of motels gets a chance to have all their cleaning undertaken by a central linen
service an informed decision to do so can not be made without a cost centre figure for their own
cleaning costs.
Classification of the balance sheet is discussed under that heading. Questions on classification of
the balance sheet are common and often include the need to recognise current assets and current
liabilities. The most common classification error is the treatment of a 'loan' as being exclusively
non-current.
Balance sheets
The balance sheet taken from the 10 column worksheet (See topic titled 'Preparation of reports:
10 Column Worksheet') may be shown as follows:
Current Assests
Prepaid rent
2,000
Debtors
12,500
Stock 30 June
22000
36500
Vehicles
18000
4700
13300
Equipment
32000
11100
20900
34200
70700
Total assets
Current liabilities
Bank overdraft
7600
Accrued wages
Creditors
Loan
1000
5800
4000
18400
Noncurrent liabilities
Loan
Owners equity
Capital
+ Net profit
-Drawings
16000
40,800
17500
58300
22000
Total equities
Likely errors include:
Failure to classify into current and non-current items
Inclusion of aliens, such as revenue or expenses
Incorrect titles, for example, depreciation instead of accumulated depreciation
The treatment of 'loan' as exclusively non-current
Failure to recognise 'bank' after preparing a cash statement
Failure to allow for the amount of the loan repaid
Non-inclusion of items, such as petty cash
Failure to add the current period's depreciation to accumulated depreciation
36300
70700
Different aspects of the Profit and Loss statement are discussed earlier in this resource.
The Profit and Loss statement, drawn from the 10 column worksheet (See topic titled
'Preparation of reports: 10 Column Worksheet'), is presented below.
Profit and Loss statement for the six months ending 30 June
Revenue
Cash Sales
79000
Credit Sales
40000
119000
40200
78800
400
79200
Less Operating
expenses
Selling expenses
Advertising
Sales Wages
Depreciation of
motor vehicles
3000
22000
700
25
700
Administrative
expenses
Cleaning
Insurance
Office Salaries
Depreciation of
equipment
Rent
500
4500
19500
1,100
6000
31600
Finance expenses
Interest on loan
Net profit
4,400
61700
17500
an amount has been placed in the wrong account. For example, $300 paid wages should
have been included as cleaning expense
a compensating error has been made. For instance, both sales and purchases have been
overstated by $100
debit and credit entries have been reversed. A debtor has paid us money, yet debtors are
incorrectly debited and bank wrongly credited
10 column worksheet
Account
s
Advertisin
g
Acc.depn/
equip.
Pre-trial balance
Adjustments
3
000
Post trial
balance
3
000
3
000
10 000
1
100
11 100
Acc.depn/
motor
veh.
4
000
700
4
700
Bank
7
600
7
600
Capital
40 800
40 800
Cash sales
Cost of
sales
Credit
sales
Creditors
79 000
79 000
40 200
22 000
40 200
40 000
5
800
5
800
12 500
12 500
Cleaning
500
500
11
1
0
0
4
7
0
0
7
6
0
0
4
0
8
0
0
79 000
40 200
40 000
Debtors
Balanc
e sheet
40 000
5
8
0
0
12
500
500
Commissi
on
Drawings
Equipmen
t
Insurance
Interest on
loan
Loan (5 yr
inst.)
400
400
22 000
22 000
32 000
32 000
4
500
4
400
4
500
4
400
20 000
400
22
000
32
000
4
500
4
400
20 000
2
0
0
0
0
Motor
vehicles
Office
salaries
Prepaid
rent
18 000
18 000
19 500
19 500
19 500
2
000
Stock
control
Sales
wages
22 000
8
000
6
000
2
000
22
000
22 000
21 000
207 600
18
000
1
000
22 000
22 000
6
000
1
100
700
6
000
1
100
700
6 000
207 600
Rent
Depn of
equip.
Depn of
motor
veh.
Accrued
wages
1
000
1
100
700
1
000
17
500
Net Profit
and Loss
210 400
Preparation of reports
210 400
119 400
119 400
108
500
1
0
0
0
1
7
5
0
0
1
0
8
5
0
0
The cash report, the Profit and Loss statement, and the balance sheet are regarded as 'position
statements'.
PROFIT
Profit and loss
WEALTH
Balance sheet
Application
Prepaid Rent
31st May
Bank
6000
Rent
expenses
Balance
4000
2000
6000
When preparing or reconstructing a record to determine dollar amounts it is important that the
relevant amount go to the correct position statement.