Accounting and tax question in Real Estate
Accounting in Business
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Today’s world is one of information — its preparation, communication, analysis, and use. Accounting is at the core of this information age. Knowledge of accounting gives us career opportunities and the insight to take advantage of them.
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Importance of Accounting
For example, the sale by Apple of an iPhone.
Keep a chronological log of transactions.
Prepare reports such as financial statements.
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Accounting is an information and measurement system that identifies, records, and communicates relevant, reliable, and comparable information about an organization’s business activities.
Identifying business activities requires that we select relevant transactions and events.
Recording business activities requires that we keep a chronological log of transactions and events measured in dollars.
Communicating business activities includes preparing accounting reports such as financial statements, which we analyze and interpret.
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Users of Financial Information
Accounting is called the language of business because all organizations set up an accounting information system to communicate data to help people make better decisions. Accounting serves many users who can be divided into two groups: external users and internal users.
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Accounting is called the language of business because all organizations set up an accounting information system to communicate data to help people make better decisions. Accounting serves many users who can be divided into two groups: external users and internal users.
External users of accounting information are not directly involved in running the organization. They include shareholders (investors), lenders, directors, customers, suppliers, regulators, lawyers, brokers, and the press. External users have limited access to an organization’s information.
Internal users of accounting information are those directly involved in managing and operating an organization. They use the information to help improve the efficiency and effectiveness of an organization. Managerial accounting is the area of accounting that serves the decision-making needs of internal users.
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Generally Accepted Accounting Principles (GAAP)
Financial accounting is governed by concepts and rules known as generally accepted accounting principles (GAAP). GAAP aims to make information relevant, reliable, and comparable.
Relevant information affects decisions
of users.
Reliable information is trusted by users.
Comparable information is helpful in contrasting organizations.
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Financial accounting is governed by concepts and rules known as generally accepted accounting principles (GAAP). GAAP aims to make information relevant, reliable, and comparable. Relevant information affects decisions of users. Reliable information is trusted by users. Comparable information is helpful in contrasting organizations.
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International Standards
In today’s global economy, there is increased demand by external users for comparability in accounting reports. This demand often arises when companies wish to raise money from lenders and investors in different countries.
Differences between U.S. GAAP and IFRS are decreasing as the
FASB and IASB pursue a convergence process aimed to achieve a single set of accounting standards for global use.
International Accounting Standards Board (IASB) An independent group (consisting of individuals from many countries), issues International Financial Reporting Standards (IFRS)
International Financial Reporting Standards (IFRS)
Identify preferred accounting practices
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In today’s global economy, there is increased demand by external users for comparability in accounting reports. This demand often arises when companies wish to raise money from lenders and investors in different countries. To that end, the International Accounting Standards Board (IASB), an independent group (consisting of individuals from many countries), issues International Financial Reporting Standards (IFRS) that identify preferred accounting practices.
Differences between U.S. GAAP and IFRS are decreasing as the FASB and IASB pursue a convergence process aimed to achieve a single set of accounting standards for global use.
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The Accounting Period
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To provide timely information, accounting systems prepare reports at regular intervals. This results in an accounting process impacted by the time period (or periodicity) assumption. The time period assumption presumes that an organization’s activities can be divided into specific time periods such as a month, a three-month quarter, a six-month interval, or a year. Most organizations use a year as their primary accounting period. Many organizations also prepare interim financial statements covering one, three, or six months of activity.
When we divide business activities into arbitrary fixed periods of time, it is often necessary to have special accounting for transactions that cross from one time period to the next.
Most of our time will be spent looking at the special adjusting process for some of these transactions.
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Accounting Cycle
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The term accounting cycle refers to the steps in preparing financial statements. It is called a cycle because the steps are repeated each reporting period. There are ten steps in the cycle which include:
1. Analyze transactions -- Analyze transactions to prepare for journalizing.
2. Journalize -- Record accounts, including debits and credits, in a journal.
3. Post -- Transfer debits and credits from the journal to the ledger.
4. Prepare unadjusted trial balance -- Summarize unadjusted ledger accounts and amounts.
5. Adjust -- Record adjustments to bring account balances up to date; journalize and post adjustments.
6. Prepare adjusted trial balance -- Summarize adjusted ledger accounts and amounts.
7. Prepare statements -- Use adjusted trial balance to prepare financial statements.
8. Close -- Journalize and post entries to close temporary accounts.
9. Prepare post-closing trial balance -- Test clerical accuracy of the closing procedures.
10. Reverse (optional step) -- Reverse certain adjustments in the next period.
Notice that we prepare the financial statements before we complete the closing process.
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Closing Agreements
Bank Statements
Purchase Orders
Checks
Source Documents
Bills from Suppliers
Description
Date
Amount
Authorization
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Source documents identify and describe transactions and events entering the accounting process. They are the sources of accounting information and can be in either hard copy or electronic form. Almost all businesses use sales orders, purchase orders, statements from suppliers, canceled checks, bank statements, shipping notices, packing slips, and the like to support the existence of a transaction. In today’s highly computerized environment, many source documents are stored digitally. Knowing how to access these digital source documents is an important part of accounting.
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Analyzing Transactions
Double-entry accounting is useful in analyzing and processing transactions. Analysis of each transaction follows these four steps.
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Transaction Analysis and the Accounting Equation
The Accounting Equation
Expanded Accounting Equation:
Net Income
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The accounting system reflects two basic aspects of a company: what it owns and what it owes. Assets are resources a company owns or controls. Examples are cash, supplies, equipment, and land, where each carries expected benefits. The claims on a company’s assets—what it owes—are separated into owner and non-owner claims. Liabilities are what a company owes its non-owners (creditors) in future payments, products, or services. Equity (also called owner’s equity or capital) refers to the claims of its owner(s). Together, liabilities and equity are the source of funds to acquire assets.
Assets are resources a company owns or controls. These resources are expected to yield future benefits. Examples are Web servers for an online services company, musical instruments for a rock band, and land for a vegetable grower. The term receivable is used to refer to an asset that promises a future inflow of resources. A company that provides a service or product on credit is said to have an account receivable from that customer.
Liabilities are creditors’ claims on assets. These claims reflect company obligations to provide assets, products or services to others. The term payable refers to a liability that promises a future outflow of resources. Examples are wages payable to workers, accounts payable to suppliers, notes payable to banks, and taxes payable to the government.
Equity is the owner’s claim on assets, and is equal to assets minus liabilities. This is the reason equity is also called net assets or residual equity.
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Transaction Analysis and the Accounting Equation
Creekside Realty engages in the following transactions:
Sells shares to investors for $10,000,000.
Borrows $15,000,000 from a bank.
Buys $20,000,000 building ($4,000,000 land and $16,000,000 building.
Pays property taxes of $400,000
Receives rent of $50,000.
Renovates the lobby in the building at a cost of $1,000,000
Record depreciation of $640,000
Demonstrate impact on accounting equation
Assets = Liabilities + Owners Equity
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Journalizing and Posting Transactions
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In the accounting process, you first analyze a transaction by looking at proper source documentation. Next, we apply the rules of double-entry accounting and record a general journal entry. The general journal is a chronological listing of the transactions. At the end of the accounting period, we post the information from the general journal to the proper general ledger account. The general ledger groups all transactions that impact a particular account. That is, all the transactions that increase or decrease the cash account are posted to the general ledger cash account.
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Analyzing and Posting Process
The accounting process identifies business transactions and events, analyzes and records their effects, and summarizes and presents information in reports and financial statements. These reports and statements are used for making investing, lending, and other business decisions.
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The accounting process identifies business transactions and events, analyzes and records their effects, and summarizes and presents information in reports and financial statements. These reports and statements are used for making investing, lending, and other business decisions. The steps in the accounting process that focus on analyzing and recording transactions and events are shown on this slide.
We begin the accounting process by analyzing source documents. For example, you usually receive a receipt when you pay cash for something. Think about the last time you went to a fast food restaurant. When you received your order, you were given a receipt, a source document. If you wanted a company to reimburse you for the meal because you were traveling on company business, you must present evidence of your expenditure. This evidence takes the form of a source document, the receipt.
Once we identify a business transaction, we record it in a journal. A journal is arranged in chronological order. Transactions are recorded by date of occurrence. At the end of the accounting period, usually a month, transactions in the journal are posted to a ledger account. Posting is the systematic process of transferring information from the journal to the ledger. The ledger groups transactions by the accounts impacted. For example, we will have a ledger account for cash. All transactions that result in increases or decreases in the cash account will be posted to the cash ledger account.
Once all transactions have been posted, we prepare a trial balance. The purpose of the trial balance is to make sure that all information has been transferred properly. The trial balance is a listing of all account balances.
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Ledger and Chart of Accounts
The ledger is a collection of all accounts for an information system.
A company’s size and diversity of operations affect the number of accounts needed.
The chart of accounts is a list of all accounts and includes an identifying number for each account.
The principle of double-entry bookkeeping is that all business transactions should be recorded
in accounts & transactions should be recorded in at least two accounts as a self check
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The ledger is a collection of all accounts for an information system. A company’s size and diversity of operations affect the number of accounts needed.
A chart of accounts is a listing of all accounts in the ledger and each account includes an identifying number. Notice that all assets accounts begin with an account number of one, all liabilities with two, equities with three, revenues with four, and expenses with six.
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An account is a record of increases and decreases in a specific asset, liability, equity, revenue, or expense item.
The Account and Its Analysis
The general ledger is a record containing all accounts used by the company.
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An account is a record of increases and decreases in a specific asset, liability, equity, revenue, or expense item. The general ledger is a record containing all accounts used by the company.
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The Account and its Analysis
Owner, Capital
Owner, Withdrawals
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Recall the basic accounting equation – Assets are equal to Liabilities plus Equity. The equity section is composed of the owner’s capital account and the owner’s withdrawal account.
Asset accounts – Assets are resources owned or controlled by a company and that have expected future benefits. Most accounting systems include (at a minimum) separate accounts for the assets described, such as cash, accounts receivable, note receivable, and prepaid accounts.
Liability accounts – Liabilities are claims (by creditors) against assets, which means they are obligations to transfer assets or provide products or services to other entities. Creditors often use a balance sheet to help decide whether to loan money to a company. A loan is less risky if the borrower’s liabilities are small in comparison to assets because this means there are more resources than claims on resources.
Equity Accounts – The owner’s claim on a company’s assets is called equity or owner’s equity. Equity is the owner’s residual interest in the assets of a business after deducting liabilities.
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Land
Furniture &
Fixtures
Buildings
Cash
Straight Line Rent*
Deposits (with others)
Prepaid Expenses
Accounts Receivable
Asset Accounts
Asset Accounts
* Straight line rent could be an asset or liability depending on cash received
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Here is a listing of common asset accounts we are likely to find in all businesses. Prepaid accounts may be new to you. Think about your auto insurance. Many of us pay our auto insurance semi-annually or annually. The payment is made in advance and is referred to as a prepaid amount. Prepaid amounts will turn into expenses as they are used up.
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Accrued Liabilities
Unearned Revenue
Notes Payable
Accounts Payable
Liability Accounts
Liability Accounts
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This is a listing of common liability accounts we are likely to see in the general ledger. An unearned revenue is one in which the cash has been received but the product or service has not been delivered. If you subscribe to a magazine, you generally pay a one-year subscription in advance. For the publishing company, cash is received but nothing has been done to earn the revenue. As the magazine is delivered to you, the publishing company recognizes a portion of the money received as revenue. At the end of the year, all the revenue will be earned and the liability no longer exists.
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Equity Accounts
Revenues
Owner’s Capital
Common Stock
Expenses
Equity Accounts
Owners Withdrawals
Retained Earnings
Additional Paid in Capital
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The owner’s claim on a company’s assets is called equity. Equity is the owner’s residual interest in the assets of a business after deducting liabilities. Equity is impacted by four types of accounts:
Owner’s capital
Owner’s withdrawals
Revenues
Expenses
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The Account and its Analysis
Revenues and owner’s contributions increase equity.
Expenses and owner’s withdrawals decrease equity.
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Do you remember the expanded accounting equation we used to record transactions in Chapter 1? Remember that revenues increase the equity side of the equation and expenses decrease equity. In addition, owner’s contributions increase equity and owner’s withdrawal decrease equity.
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Debits and Credits
A T-account represents a ledger account and is a tool used to understand the effects of one or more transactions.
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Accountants often use a T-account to represent a general ledger account. It is a quick way to analyze transactions before we enter the information in the journal. The account title is entered on the top of the T-account. The left side of a T-account is always called the debit side, and the right side is always called the credit side. This terminology comes from the time when the first double-entry system was developed. We still use the terms as a convention. The words do not have any significant meaning other than that they stand for the left and right side of a ledger. When the sum of the debits exceed the sum of the credits in a particular account, the account has a debit balance.
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Liabilities
Equity
Assets
=
+
Double-Entry System T-Accounts
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Double-entry accounting requires that for each transaction:
● At least two accounts are involved, with at least one debit and one credit.
● The total amount debited must equal the total amount credited.
● The accounting equation must not be violated.
After we decide on the terms to use for the left and right side of a ledger account, we must establish the mathematics of the double-entry system. Liabilities and equity have the opposite sign of assets. If we were to move the liabilities to the left side of the equation, it would read assets minus liabilities equal equity. As a convention of double-entry accounting we have decided that a debit, or left side, to an asset account will represent an increase in the asset account balance. Once this decision is made, all the remaining math is determined. Because liabilities and equity have the opposite sign of assets, a debit to a liability or equity account means a decrease and a credit means an increase. Instead of using the terms increase and decrease, we use the terms debit and credit. It is important to remember whether we are talking about an asset, liability, or equity account for the meaning of a debit or a credit.
Another method for working with debits and credits is to use the accounting equation as a guide. Assets are on the left hand side of the accounting equation. Therefore all increases to assets are on the debit (left) side of the T-account. Liabilities and equity accounts are on the right hand side of the accounting equation. Therefore all increases to liabilities and equity accounts are on the credit (right) side of the T-account.
It will take you a short while to become accustomed to using the terms debit and credit, but with practice you will master the concept easily.
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Double-Entry Accounting
Here is the expanded accounting equation showing the equity section.
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Here is the expanded accounting equation showing the equity section. Because revenues increase equity, a revenue account must be recorded just like the C. Taylor, Capital account. A credit is an increase in revenues and a debit is an increase in expenses. The C. Taylor, Capital and revenue accounts are both increased with a credit and decreased with a debit. Owner's Withdrawals and expenses have an opposite sign, so these accounts are increased with a debit and decreased with a credit.
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Cash Basis
Revenues are recognized when cash is received and expenses are recorded when cash is paid.
Accounting
Accrual Basis versus Cash Basis
Non-GAAP
Accrual Basis
Revenues are recognized when earned and expenses are recognized when incurred.
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The cash basis is not considered to be compliant with GAAP. While you may be on the cash basis for your transactions, almost all companies follow the accrual basis of accounting.
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Accrual Basis versus Cash Basis
Assume for example that on December 1, 2013, FastForward paid $2,400 cash for a twenty-four month business insurance policy. Using the cash basis, the entire $2,400 would be recognized as insurance expense in 2013. No insurance expense from this policy would be recognized in 2014 or 2015, periods covered by the policy.
On the accrual basis, $100 of insurance expense is recognized in 2013, $1,200 in 2014, and $1,100 in 2015. The expense is matched with the periods benefited by the insurance coverage.
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In our first transaction, on December 1, 2013, FastForward paid $2,400 cash for a twenty-four month business insurance policy.
On the cash basis, the entire $2,400 would be recognized as an expense in 2013 even though the policy provides protection for 2013, 2014, and part of 2015. Let’s look at how this type of transaction is handled in an accrual basis accounting system.
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Accrual Basis versus Cash Basis
Expense Accruals
Entry often to payables:
Accrued interest
accrue additional expense from last payment through year end
Dr. Interest expense (equity)
Cr. Interest payable (liability)
Accrued wages
accrue additional wages from last pay date through year end
Dr. Wages expense (equity)
Cr. Wages payable (liability)
Income Accruals
Entry often to receivables:
Accrued rent
Recognize income for rental where the time period passed but no payment was received
Dr. Rent receivable (asset)
Cr. Rental income (equity)
Accrued sales
Recognize income for rental where the time period passed but no payment was received
Dr. Accounts receivable (asset)
Cr. Sales revenue (equity)
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An adjusting entry is recorded to bring an asset or liability account balance to its proper amount.
Framework for Adjustments
Cash was received before revenue was earned
Creates deferred revenue LIABILITY
Cash paid before expense was accrued
Creates prepaid ASSET
Revenue was earned but no cash was received
Creates ASSET
Expense needs to be accrued but nothing was paid yet
Creates accrued LIABILITY
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Adjustments are necessary for transactions and events that extend over more than one period. It is helpful to group adjustments by the timing of cash receipts or cash payments in relation to the recognition of the related revenues or expenses. Here is a framework for adjusting the books of the company.
There are two broad categories of adjustments. The first is when we pay or receive cash before the expense or revenue is recognized. This category includes prepaid or deferred expenses (including depreciation) and unearned or deferred revenues.
The second major category of adjustments is when cash is paid or received after the expense or revenue is recognized. These are some very common adjustments. The category includes accrued expenses and accrued revenues.
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An adjusting entry is recorded to bring an asset or liability account balance to its proper amount.
Framework for Adjustments
Accrued Expenses
Prepaid Expenses
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Adjustments are necessary for transactions and events that extend over more than one period. It is helpful to group adjustments by the timing of cash receipts or cash payments in relation to the recognition of the related revenues or expenses. Here is a framework for adjusting the books of the company.
There are two broad categories of adjustments. The first is when we pay or receive cash before the expense or revenue is recognized. This category includes prepaid or deferred expenses (including depreciation) and unearned or deferred revenues.
The second major category of adjustments is when cash is paid or received after the expense or revenue is recognized. These are some very common adjustments. The category includes accrued expenses and accrued revenues.
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We have delivered the
product to our customer,
so I think we should record
the revenue earned.
Recognizing Revenues and Expenses
The revenue recognition principle states that we recognize revenue when the product or service is delivered to our customer.
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With accrual basis, we recognize revenue when the product or service is delivered to our customer.
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Recognizing Lease Income
Revenue from a lease includes base rents, operating expense recoveries, property tax recoveries, and percentage rent.
GAAP requires that rent from operating leases is recognized over the lease term on a straight-line basis
Tax requires rent to be recognized when earned and due from the tenant, unless there is significant prepayment or deferral in the terms (Section 467 lease). However, tax also requires that rents received in advance are taxable in the period received.
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With accrual basis, we recognize revenue when the product or service is delivered to our customer.
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Recognizing Revenues and Expenses
The expense recognition (or matching) principle aims to record expenses in the same accounting period as the revenues that are earned as a result of those expenses. This matching of expenses with the revenue benefits is a major part of the adjusting process.
Summary
of Expenses
Rent
Gasoline
Advertising
Salaries
Utilities
and . . . .
$1,000
500
2,000
3,000
450
. . . .
Now that we have
recognized the revenue,
let’s see what expenses
we incurred to
generate that revenue.
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The matching principle aims to record expenses in the same accounting period as the revenues that are earned as a result of those expenses. This matching of expenses with the revenue benefits is a major part of the adjusting process.
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Principles and Assumptions of Accounting
General principles are the basic assumptions, concepts, and guidelines for preparing financial statements. General principles stem from long-used accounting practices.
Specific principles are detailed rules used in reporting business transactions and events. Specific principles arise more often from the rulings of authoritative groups.
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Accounting principles (and assumptions) are of two types. General principles are the basic assumptions, concepts, and guidelines for preparing financial statements. Specific principles are detailed rules used in reporting business transactions and events. General principles stem from long-used accounting practices. Specific principles arise more often from the rulings of authoritative groups.
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Accounting Principles
Cost Principle
Accounting information is based on actual cost. Actual cost is considered objective.
Matching Principle
A company must record its expenses incurred to generate the revenue reported.
Full Disclosure Principle
A company is required to report the details behind financial statements that would impact users’ decisions.
Revenue Recognition Principle
Recognize revenue when it is earned.
Proceeds need not be in cash.
Measure revenue by cash received plus cash value of items received.
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The measurement principle, also called the cost principle, usually means that accounting information is based on actual cost (with a potential for subsequent adjustments to market). Cost is measured on a cash or equal-to-cash basis. This means if cash is given for a service, its cost is measured as the amount of cash paid.
Three concepts are important to the revenue recognition principle.
Revenue is recognized when earned. The earnings process is normally complete when services are performed or a seller transfers ownership of products to the buyer.
Proceeds from selling products and services need not be in cash. A common noncash proceed received by a seller is a customer’s promise to pay at a future date, called credit sales.
Revenue is measured by the cash received plus the cash value of any other items received.
The expense recognition principle, also called the matching principle, prescribes that a company record the expenses it incurred to generate the revenue reported. The principles of matching and revenue recognition are key to modern accounting.
The full disclosure principle states that a company is required to report the details behind the financial statements if the details so disclosed would impact the users’ decision-making process. Most of the details are reported in the notes to the financial statements.
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Accounting Assumptions
Monetary Unit Assumption
Express transactions and events in monetary, or money, units.
Business Entity Assumption
A business is accounted for separately from other business entities, including its owner.
Time Period Assumption
Presumes that the life of a company can be divided into time periods, such as months and years.
Now
Future
Going-Concern Assumption
Reflects assumption that the business will continue operating instead of being closed or sold.
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Now we will look at four fundamental assumptions of accounting. The going-concern assumption states that, in the absence of information to the contrary, the business entity is assumed to continue operations into the foreseeable future. The monetary unit assumption tells us that we will only record accounting information that can be expressed in monetary units, usually dollars in the United States. The business entity assumption tells us that we must separate out the transaction of individual owners of a business from those of the business. Finally, the time period assumption presumes that the life of a company can be divided into time periods such as months and years, and that useful reports can be prepared for those periods.
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Example
35
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Transaction Analysis
Transaction 1
On December 1, Joan Taylor personally invests $1,500,000 cash in FastForward and deposits the cash in a bank account opened under the name of FastForward.
The accounts involved are:
(1) Cash (asset)
(2) Owner Capital (equity)
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Let’s look at the identification and recording of business transactions for FastForward, a consulting business owned by Chas Taylor that focuses on assessing the performance of footwear and accessories. On December 1, Chas Taylor personally invests $30,000 cash in FastForward and deposits the cash in a bank account opened under the name of FastForward.
First, we have to identify the assets, liability or equity accounts involved in this transaction. We can see that the cash account will increase by $30,000 and the owner capital will increase by $30,000.
After this transaction, the cash (an asset) and the owner’s equity each equal $30,000. The source of increase in equity is the owner’s investment, which is included in the column titled C. Taylor, Capital. (Owner investments are always included under the title ‘Owner name,’ Capital.)
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Transaction Analysis
Transaction 2
FastForward uses $50,000 of its cash to place a deposit on a commercial rental building, Building A.
The accounts involved are:
(1) Cash (asset)
(2) Deposits (asset)
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In transaction number 2, FastForward uses $2,500 of its cash to buy supplies of brand name footwear for performance testing over the next few months.
This transaction is an exchange of cash, an asset, for another kind of asset, supplies. It merely changes the form of assets from cash to supplies. The decrease in cash is exactly equal to the increase in supplies. The supplies of footwear are assets because of the expected future benefits from the test results of their performance.
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Transaction Analysis
Transaction 3
FastForward purchases Building A, for $3,500,000, allocating $500,000 to Land and $3,000,000 to Building. Fastforward assumes $200,000 of tenant deposits and uses its $50,000 original deposit and borrows a mortgage of $3,000,000.
The accounts involved are:
(1) Cash (asset) (5) Security Deposits (liability)
(2) Deposits (asset) (6) Mortgage (liability)
(3) Land (asset)
(4) Building (asset)
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In transaction number 3, FastForward spends $26,000 to acquire equipment for testing footwear. This is an exchange of one asset, cash, for another asset, equipment. The equipment is an asset because of its expected future benefits from testing footwear.
This purchase changes the makeup of assets but does not change the asset total.
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Transaction Analysis
Transaction 4
Tenant G negotiates that Joan Taylor improve certain space in the building. Joan completed the build out at a cost of $250,000, but Joan has not yet paid the cash to the contractor.
The accounts involved are:
(1) Building Improvemnts (asset)
(2) Accounts Payable (liability)
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In transaction number 4, FastForward decides more supplies of footwear and accessories are needed. These additional supplies total $7,100, but as we see from the accounting equation, FastForward has only $1,500 in cash. Taylor arranges to purchase them on credit from CalTech Supply Company.
FastForward acquires supplies in exchange for a promise to pay for them later. This purchase increases assets by $7,100 in supplies, and liabilities (called accounts payable to CalTech Supply) increase by the same amount.
This purchase changes the makeup of assets but does not change the asset total.
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Transaction Analysis
Transaction 5
In connection with the acquisition of Building A, FastForward incurred due diligence fees. Upon receipt of the bill, the amount was immediately paid. The fees for diligence was determined to be $7,000 related to the Land acquisition and $43,000 related to the Building acquisition.
The accounts involved are:
(1) Cash (asset)
(2) Land (asset)
(3) Building (asset)
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In transaction number 5, FastForward provides consulting services to a powerwalking club and immediately collects $4,200 cash.
The accounting equation reflects this increase in cash of $4,200 and in equity of $4,200. This increase in equity is identified in the far right column under Revenues because the cash received is earned by providing consulting services. It earns net income only if its revenues are greater than its expenses incurred in earning them.
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Transaction Analysis
Transaction 6
FastForward signed a 5 year lease from April 1, 2018 to March 31, 2023. After three months of free rent, the lease requires $20,000/mo. over the remaining 57 months. Straight-line rental amount of $19,000 for each month (and the 9-month total) of $171,000 is being recorded at year end.
The accounts involved are:
(1) Cash (asset)
(2) Revenue (equity)
Note that the cash received posted below was not correct in this transaction. Actual cash was $120,000. This amount will be corrected in an adjusting entry later.
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In transaction 6 and 7, FastForward pays $1,000 rent to the landlord of the building where its facilities are located. Paying this amount allows FastForward to occupy the space for the month of December. In addition, the company pays the biweekly $700 salary of the company’s only employee.
The costs of both rent and salary are expenses, as opposed to assets, because their benefits are used in December (they have no future benefits after December). These transactions also use up an asset (cash). By definition, increases in expenses yield decreases in equity. This can be seen in the accounting equation chart because expenses are subtracted in the equity part of the equation. So, an increase in an expense account yields the subtraction of a larger number, thus decreasing equity.
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Transaction Analysis
Transaction 7
FastForward pays property taxes of $12,000 for the six months from February 1st to July 31. Also, $10,000 for the five months of property taxes due from August 1st to December 31st are recorded as owed.
The accounts involved are:
(1) Cash (asset)
(2) Accounts Payable* (liability)
(3) Expense (equity)
* This transaction could be recorded in a separate account called property taxes payable depending on the chart of accounts for the entity.
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In transaction 8, FastForward provides consulting services of $1,600 and rents its test facilities for $300 to a podiatric services center. The center is billed for the $1,900 total. This transaction results in a new asset, called accounts receivable, from this client. It also yields an increase in equity from the two revenue components that total $1,900.
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Transaction Analysis
Transaction 8
On April 1st a management fee contract was signed which requires payments of $2,000/mo. Prepayment of 2-months ($4,000) is required upon signing of the contract and continuously thereafter.
The accounts involved are:
(1) Cash (asset)
(2) Prepaid expenses (asset)
(3) Management fee expense (expense)
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In transaction 9, the podiatric center pays $1,900 to FastForward 10 days after it is billed for consulting services.
This transaction does not change the total amount of assets and does not affect liabilities or equity. It converts the receivable (an asset) to cash (another asset). It does not create new revenue. Revenue was recognized when FastForward rendered the services, not when the cash is received.
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Transaction Analysis
Transaction 9
Utilities on the property were paid in the month after it was incurred, except that both the November and December bill were paid on January of the next year. The total utilities were $3,230 of which $590 represented the amounts paid in January of the following year. Record the entire year utilities.
The accounts involved are:
(1) Cash (asset)
(2) Prepaid expenses (asset)
(3) Management fee expense (expense)
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In transaction 9, the podiatric center pays $1,900 to FastForward 10 days after it is billed for consulting services.
This transaction does not change the total amount of assets and does not affect liabilities or equity. It converts the receivable (an asset) to cash (another asset). It does not create new revenue. Revenue was recognized when FastForward rendered the services, not when the cash is received.
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Transaction Analysis
Transaction 10
Professional fees for bookkeeping and tax returns of $2,500 are incurred but not paid.
The accounts involved are:
(1) Accounts Payable (liability)
(2) Expenses (equity)
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In transaction 11, the owner of FastForward withdraws $200 cash for personal use. FastForward’s cash decreases. Chas Taylor, Withdrawals increases by $200, which by definition, yields a decrease in equity. This relationship can be seen in the accounting equation on the slide by the subtraction of the withdrawals account in the equity section. As the withdrawals account balance increases, total equity decreases.
Withdrawals (decreases in equity) are not reported as expenses because they are not part of the company’s earnings process. Since withdrawals are not company expenses, they are not used in computing net income.
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Transaction Analysis
Transaction 11
The owner of FastForward withdraws $500,000 cash for personal use.
The accounts involved are:
(1) Cash (asset)
(2) Withdrawals (equity)
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In transaction 11, the owner of FastForward withdraws $200 cash for personal use. FastForward’s cash decreases. Chas Taylor, Withdrawals increases by $200, which by definition, yields a decrease in equity. This relationship can be seen in the accounting equation on the slide by the subtraction of the withdrawals account in the equity section. As the withdrawals account balance increases, total equity decreases.
Withdrawals (decreases in equity) are not reported as expenses because they are not part of the company’s earnings process. Since withdrawals are not company expenses, they are not used in computing net income.
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Summary of Transactions – General Ledger
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We have now completed transactions 1 through 11. This is a summary of all eleven of FastForward’s transactions during the month of December. Why don’t you add all the assets and get a total. Compare the total assets to the total of liabilities and equity. The books are still in balance after analyzing the eleven transactions.
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Recap
48
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Double-Entry Accounting
An account balance is the difference between the increases and decreases in an account. Notice the T-Account.
733,360
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We determined the balance in the accounts in the last chapter, but in this chapter we will look at a more comprehensive way to determine an account balance.
The cash account is an asset, so increases, or receipts, are shown on the debit, or left side, and decreases, or payments, are shown on the credit side, or right side. To determine if an account has a debit or credit balance, we total the right and left sides and place the balance on the larger side. In this example, our increases in cash amount to $36,100 and the decreases total $31,300 so the cash account has a debit, or positive balance of $4,800.
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Analyzing Transactions
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In the first transaction, the owner invests $30,000 to start a company called FastForward. From our previous work, we know that the cash account and the C. Taylor, Capital account will increase.
We record this information in the general journal with a debit, increase, to cash, and a credit, increase, to C. Taylor, Capital. Notice that the account number for the cash account is 101 and C. Taylor, Capital is 301. We are going to post the information in the journal to the general ledger. We will use T-accounts to accomplish this.
We place the $30,000 on the left, or debit, side of the cash account and on the right, or credit, side of the C. Taylor, Capital account. Our books are in balance because total assets are equal to total liabilities plus equity. Let’s move to another transaction.
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Analyzing Transactions
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In our second transaction, FastForward purchases office supplies paying $2,500 cash. We have exchanged one asset, cash, for another asset, supplies. The cash account will decrease and the supplies account will increase. Can you make the general journal entry to record this transaction?
We increase the supplies account with a debit and decrease the asset account, cash, with a credit. Let’s post the amounts.
The general ledger account for supplies increased by $2,500, so the amount is placed on the debit side of the account. The cash account, an asset, decreased by $2,500, so the amount is placed on the credit side of the general ledger account. Let’s move on to another transaction.
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Preparing the Trial Balance
Preparing a trial balance involves three steps:
List each account title and its amount (from ledger) in the trial balance. If an account has a zero balance, list it with a zero in the normal balance column (or omit it entirely).
Compute the total of debit balances and the total of credit balances.
Verify (prove) total debit balances equal total credit balances.
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Preparing a trial balance involves three steps:
List each account title and its amount (from ledger) in the trial balance. If an account has a zero balance, list it with a zero in the normal balance column (or omit it entirely).
Compute the total of debit balances and the total of credit balances.
Verify (prove) total debit balances equal total credit balances.
The total of debit balances equals the total of credit balances for the trial balance. However, equality of these two totals does not guarantee that no errors were made.
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After processing its remaining transactions for December, FastForward’s Trial Balance is prepared.
The trial balance lists all account balances in the general ledger. If the books are in balance, either the total will be zero or total debits will equal the total credits.
Two alternative approaches:
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On the trial balance, we list all the accounts in our general ledger and their related balances. The total of all our debit account balances must equal all our credit account balances. If this is not the case, we may have made an error posting the journal entry into the ledger. We cannot prepare the financial statement until the books are in balance as determined by the trial balance.
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Financial Statement Prep from Trial Balance
54
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Financial Statements
The four financial statements and their purposes are:
Income statement — describes a company’s revenues and expenses along with the resulting net income or loss over a period of time due to earnings activities.
Statement of owner’s equity— explains changes in equity from net income (or loss) and from any owner investments and withdrawals over a period of time.
Balance sheet — describes a company’s financial position (types and amounts of assets, liabilities, and equity) at a point in time.
Statement of cash flows — identifies cash inflows (receipts) and cash outflows (payments) over a period of time.
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This section introduces us to how financial statements are prepared from the analysis of business transactions. The four financial statements and their purposes are:
Income statement — describes a company’s revenues and expenses along with the resulting net income or loss over a period of time due to earnings activities.
Statement of owner’s equity— explains changes in equity from net income (or loss) and from any owner investments and withdrawals over a period of time.
Balance sheet — describes a company’s financial position (types and amounts of assets, liabilities, and equity) at a point in time.
Statement of cash flows — identifies cash inflows (receipts) and cash outflows (payments) over a period of time.
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Using a Trial Balance to Prepare Financial Statements
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As we have seen in the last chapter, after the trial balance has been prepared we begin preparing the financial statements. We always begin with the income statement because net income appears on the statement of owner's equity. After the income statement, we prepare the statement of owner's equity because the ending balance in owner's equity appears on the balance sheet. Next, we prepare the balance sheet and, finally, we prepare the statement of cash flows.
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Income Statement
Start with income statement
The income statement describes a company’s revenues and expenses along with the resulting net income or loss over a period of time due to earnings activities.
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Here is the information for FastForward for the month ended December 31, 2013. The company had total revenues of $6,100 and total expenses of $2,630. For the month, FastForward generated $3,470 in net income. Look back at our trial balance to verify the amounts shown on the income statement.
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Statement of Owner’s Equity
Income statement result is used in Statement of Owners Equity
The statement of owner’s equity reports information about how equity changes over the reporting period.
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The beginning balance in owner's equity was zero because the company was started on December 1, 2013. We earned net income of $3,470. (This is the total carried over from the income statement.) During the month, the owner invested $30,000 bringing the subtotal of the equity to $33,470. Owner's withdrawals of $200 were paid. So the ending balance in owner's equity is $33,270. This amount will appear on the equity section of the balance sheet.
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Balance Sheet
Net income from income statement
Calculated ending owners equity used in the Balance Sheet
The balance sheet describes a company’s financial position at a point in time.
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Total assets equal $42,470. Total liabilities are $9,200 and our equity balance is $33,270, which comes from the statement of owner’s equity we just discussed. The accounting equation is in balance because assets are equal to liabilities plus equity.
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Presentation Issues
Dollar signs are not used in journals and ledgers.
Dollar signs appear in financial statements and other reports such as trial balances. The usual practice is to put dollar signs beside only the first and last numbers in a column.
When amounts are entered in the journal, ledger, or trial balance, commas are optional to indicate thousands, millions, and so forth.
Commas are always used in financial statements.
Companies commonly round amounts in reports to the nearest dollar, or even to a higher level.
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There are many common standards for formatting in accounting. Here are some standards used by most companies:
Dollar signs are not used in journals and ledgers.
Dollar signs appear in financial statements and other reports such as trial balances. The usual practice is to put dollar signs beside only the first and last numbers in a column.
When amounts are entered in the journal, ledger, or trial balance, commas are optional to indicate thousands, millions, and so forth.
Commas are always used in financial statements.
Companies commonly round amounts in reports to the nearest dollar, or even to a higher level.
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Global View
Both U.S. GAAP and IFRS prepare the same four basic financial statements. A few differences are found within each statement, but over time these differences are likely to be eliminated. Here is a typical IFRS balance sheet presentation.
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Both U.S. GAAP and IFRS require balance sheets to separate current items from noncurrent items. However, U.S. GAAP balance sheets report current items first, while IFRS balance sheets normally (but are not required to) present noncurrent items first, and equity before liabilities.
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Making Adjustments – Adjusted Trial Balance
62
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Searching for and Correcting Errors
If the trial balance does not balance, the error(s) must be found and corrected.
Make sure the trial balance columns are correctly added.
Make sure account balances are correctly entered from the ledger.
See if debit or credit accounts are mistakenly placed on the trial balance.
Re-compute each account balance in the ledger.
Verify that each journal entry is posted correctly.
Verify that each original journal entry has equal debits and credits.
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If the trial balance does not balance, the error(s) must be found and corrected.
Step 1: Verify that the trial balance columns are correctly added.
Step 2: Verify that account balances are accurately entered from the ledger.
Step 3: See whether a debit (or credit) balance is mistakenly listed in the trial balance as a credit (or debit).
Step 4: Re-compute each account balance in the ledger.
Step 5: Verify that each journal entry is properly posted.
Step 6: Is to verify that the original journal entry has equal debits and credits.
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An adjusting entry is recorded to bring an asset or liability account balance to its proper amount.
Framework for Adjustments
Cash was received before revenue was earned
LIABILITY
Cash was paid before expense was accrued
ASSET
Revenue was earned but no cash was received
ASSET
Expense needs to be accrued but nothing was paid yet
LIABILITY
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Adjustments are necessary for transactions and events that extend over more than one period. It is helpful to group adjustments by the timing of cash receipts or cash payments in relation to the recognition of the related revenues or expenses. Here is a framework for adjusting the books of the company.
There are two broad categories of adjustments. The first is when we pay or receive cash before the expense or revenue is recognized. This category includes prepaid or deferred expenses (including depreciation) and unearned or deferred revenues.
The second major category of adjustments is when cash is paid or received after the expense or revenue is recognized. These are some very common adjustments. The category includes accrued expenses and accrued revenues.
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Here is the check
for my 24-month insurance policy.
Prepaid (Deferred) Expenses
Resources paid for prior to receiving the actual benefits.
Assuming payment was debit to prepaid expense asset and credit was to cash, this entry is made when expense should be incurred on the income statement
Assuming payment of cash was credit to cash and debit to prepaid expenses, this entry is made when the expense should be recognized on the income statement
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Let’s start with the first type of adjusting entries that we showed you on the previous screen, the payment or receipt of cash before the expense or revenue is recognized.
We will start with a prepaid expense. For all adjustments involving prepaid expenses, we increase, or debit, an expense account and reduce, or credit, an asset account. Now, let’s look at an example.
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Prepaid Expenses
Other prepaid expenses, such as Prepaid Rent, are accounted for exactly as Insurance and Supplies.
Some prepaid expenses are both paid for and fully used up within a single period. For example, a company may pay monthly rent on the first day of each month. This payment creates a prepaid expense on the first day of the month that fully expires by the end of the month. In these cases, we can record the cash paid with a debit to the expense account instead of an asset account.
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Other prepaid expenses, such as Prepaid Rent, are accounted for exactly as Insurance and Supplies. We should note that some prepaid expenses are both paid for and fully used up within a single period. For example, a company may pay monthly rent on the first day of each month. This payment creates a prepaid expense on the first day of the month that fully expires by the end of the month. In these special cases, we can record the cash paid with a debit to the expense account instead of an asset account. Now let’s look at a new type of adjusting entry.
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Unearned (Deferred) Revenues
We will apply this cash
you gave us towards your total consulting fees.
Cash received in advance of providing products or services.
Assuming receipt of cash was debit to cash and credit to unearned revenue, this entry is made when the revenue should be recognized on the income statement
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The term unearned revenues refers to cash received in advance of providing products and services. Unearned revenues, also called deferred revenues, are liabilities.
When accounting for deferred revenues, we are faced with a transaction where cash is received in advance of providing a product or service. In other words, we have received the cash, but have done nothing to earn it. In our example, we will examine accounting for the receipt of cash prior to our company rendering any services.
When we render consulting services, we will prepare an adjustment for deferred revenues (a liability). We always debit, or reduce, a liability account and credit, or increase, a revenue account. Let’s move on to our consulting example.
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We’re about one-half
done with this job and
want to be paid for our work!
Costs incurred in a period that are
both unpaid and unrecorded.
Accrued Expenses
Since no cash changes hands for accrued expenses, the original entry is made to record expenses incurred during the year. Later, cash is credited and the liability is debited
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An accrued expense is defined as a cost incurred in the current period that is both unpaid and unrecorded. When you use your credit card, often you do not record the transaction until you pay your monthly invoice; even though you have incurred the cost. Accrued expenses must be reported on the income statement of the period when incurred.
For all accrued expense adjusting entries, we debit, or increase an expense account, and credit, or increase, a liability account. Let’s look at a specific example of an accrued expense.
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Straight-Line
Depreciation
Expense
=
Asset Cost - Salvage Value
Useful Life
Depreciation
Depreciation is the process of allocating the cost of a plant asset over its useful life in a systematic and rational manner.
Methods prescribed by the IRS
27.5 year residential; 39 year commercial; 5 year personal; no depreciation on land
GAAP
Tax
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As we have seen, plant assets, with the exception of land, are depreciated over their useful lives. Depreciation is the process of allocating the cost of a plant asset over its useful life in a systematic and rational manner. At this point in the accounting process, we want to introduce you to a depreciation method known as straight-line depreciation. Straight-line depreciation is the most popular method used by companies. They determine the amount of annual depreciation by taking the cost of the plant assets, subtracting the estimated salvage value, and dividing that amount by the useful life of the asset. The salvage value is the amount we expect to receive for the asset when we dispose of it at the end of its useful life. In a later chapter, we will discuss other acceptable methods of depreciation. For now, let’s look at the adjusting entry to record depreciation expense.
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Depreciation
On February 1, 2018, FastForward purchased a property for $3,500,000 where $500,00 was allocated to land and $3,000,000 was allocated to building. The building has a GAAP estimated useful life of 25 years (300 months). Land is not depreciable. For tax the life is 40 years (400 months and 1st month mid-month convention).
Let’s record depreciation expense for the month and year ended December 31, 2018.
GAAP
Dec. 2018
Depreciation
Expense
=
$3,000,000
300 months
=
$10,000/month or
$110,000 – 1st yr.
Tax
Dec. 2018
Depreciation
Expense
=
$3,000,000
40 years
X 10.5 / 12 =
$65,625 1st yr.
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On December 1, 2013, FastForward purchased equipment for $26,000 cash. The equipment has an estimated useful life of four years or 48-months, and an estimated salvage value of $8,000 at the end of the four-year period. Can you determine the depreciation expense for the month of December, 2013?
How did you do? The numerator of the equation is $26,000 cost, less $8,000 salvage value, or $18,000. The denominator is 48 months because we are calculating depreciation for one month, so our monthly depreciation expense is $375. Now, let’s record the adjusting journal entry.
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Building
Depreciation Expense
2/1 3,000,000
12/31 110,000
Accumulated Depreciation
12/31 110,000
Depreciation
Contra asset account
Monthly GAAP adjustment
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First we record the journal entry with a debit to Depreciation Expense for $375 and a credit to Accumulated Depreciation – Equipment for the same amount. The Accumulated Depreciation account is referred to as a contra asset account. A contra account is subtracted from the related asset account. In this case, we will subtract Accumulated Depreciation from the Equipment account and report the net amount on the balance sheet.
We have posted the adjusting entry to record depreciation expense. We have also shown you the balance in the equipment account. The Depreciation Expense account will appear on our income statement for the year ended December 31, 2013. Let’s see how we will deal with the other two accounts on the balance sheet.
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Land, building and other assets (furniture & fixtures or equipment) are shown net of accumulated depreciation.
$
Depreciation
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The contra-account, accumulated depreciation, will be shown as a reduction in the cost of the asset, equipment. Cost of a plant asset less accumulated depreciation is known as book value. So the asset, equipment, will be shown on the balance sheet at its net amount, or book value, of $25,625. Because the contra account appears on the balance sheet it will not be closed at the end of the period. It will be carried forward to 2014 and used to accumulate the depreciation related to the equipment. Now let’s move on to the second category of adjusting entries, deferred revenues.
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Loan Payments
FastForward borrowed $3,000,000 from a bank on February 1, 2018. The note bears interest at the annual rate of 5.5% and is due to be repaid in one year. An amortization schedule shows that payments were $341,858, which was $140,008 interest and $201,850 principal reduction
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FastForward borrowed $6,000 from First National Bank on December 1, 2013. The note bears interest at the annual rate of 6% and is due to be repaid in one year. Let’s accrue interest for the month ended December 31, 2013.
In our adjusting journal entry, we will debit, or increase, interest expense and credit, or increase, interest payable for $30 ($6,000 times 6% for one month or 30/360). After the adjustment, interest expense for 2013 is accurately reported. Let’s look at the posting to the ledger accounts.
Interest Expense accrued at the end of the year is $30. The interest payable account will be eliminated when the bank is repaid the principal of $6,000 and the annual interest of $360 on December 1, 2014. Now let’s move on and look at accrued revenue.
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Straight-Line
Depreciation
Expense
=
Asset Cost
Useful Life
Intangible Assets
Amortization is the process of allocating the cost of a intangible capitalized asset over its useful life in a systematic and rational manner.
Useful life – for example, life of loan or lease (if intangible was related). Other intangibles (goodwill) are 15 year straight line.
GAAP
Tax
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As we have seen, plant assets, with the exception of land, are depreciated over their useful lives. Depreciation is the process of allocating the cost of a plant asset over its useful life in a systematic and rational manner. At this point in the accounting process, we want to introduce you to a depreciation method known as straight-line depreciation. Straight-line depreciation is the most popular method used by companies. They determine the amount of annual depreciation by taking the cost of the plant assets, subtracting the estimated salvage value, and dividing that amount by the useful life of the asset. The salvage value is the amount we expect to receive for the asset when we dispose of it at the end of its useful life. In a later chapter, we will discuss other acceptable methods of depreciation. For now, let’s look at the adjusting entry to record depreciation expense.
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Intangible Assets
On February 1, 2018, FastForward incurred a loan - 1% of the borrowed balance was paid as a fee at closing. The $30,000 fee is capitalized as a loan intangible asset. The loan has a 10 year period so for both GAAP and tax, the amount is amortized over the loan period of 10 years (120 months). Tax uses the same methodology.
Let’s record amortization expense for the month and year ended December 31, 2018.
GAAP
Dec. 2018
Amortization
Expense
=
$30,000
120 months
=
$250/month or
$2,750 – 1st yr.
Tax
Dec. 2018
Amortization
Expense
=
$30,000
120 months
=
$250/month or
$2,750 – 1st yr.
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On December 1, 2013, FastForward purchased equipment for $26,000 cash. The equipment has an estimated useful life of four years or 48-months, and an estimated salvage value of $8,000 at the end of the four-year period. Can you determine the depreciation expense for the month of December, 2013?
How did you do? The numerator of the equation is $26,000 cost, less $8,000 salvage value, or $18,000. The denominator is 48 months because we are calculating depreciation for one month, so our monthly depreciation expense is $375. Now, let’s record the adjusting journal entry.
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Accrued Interest Expense
FastForward borrowed $3,000,000 from a bank on February 1, 2018. The note bears interest at the annual rate of 5.5% and is due to be repaid in one year. The last payment was made on December 15th – per the amortization schedule, about $16,800 accrued before the year ended December 31, 2018.
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FastForward borrowed $6,000 from First National Bank on December 1, 2013. The note bears interest at the annual rate of 6% and is due to be repaid in one year. Let’s accrue interest for the month ended December 31, 2013.
In our adjusting journal entry, we will debit, or increase, interest expense and credit, or increase, interest payable for $30 ($6,000 times 6% for one month or 30/360). After the adjustment, interest expense for 2013 is accurately reported. Let’s look at the posting to the ledger accounts.
Interest Expense accrued at the end of the year is $30. The interest payable account will be eliminated when the bank is repaid the principal of $6,000 and the annual interest of $360 on December 1, 2014. Now let’s move on and look at accrued revenue.
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①
①
②
②
②
③
③
④
④
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An unadjusted trial balance is a list of accounts and balances prepared before adjustments are recorded. An adjusted trial balance is a list of accounts and balances prepared after adjusting entries have been recorded and posted to the ledger. Here we show both the unadjusted and the adjusted trial balances for FastForward at December 31, 2013. The order of accounts in the trial balance is usually set up to match the order in the chart of accounts. Several new accounts arise from the adjusting entries.
Each adjustment (see middle columns) is identified by a letter in parentheses that links it to an adjusting entry explained earlier. Each amount in the Adjusted Trial Balance columns is computed by taking that account’s amount from the Unadjusted Trial Balance columns and adding or subtracting any adjustment(s).
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Preparing Final Financial Statements
Let’s use FastForward’s adjusted trial balance to prepare the company’s financial statements.
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Once we have completed the worksheet, we can move on to the preparation of the company’s financial statements. We always begin with the income statement.
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1. Prepare the Income Statement
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You can see how we took the information directly from the worksheet and prepared the income statement for the month ended December 31, 2013. Net income reported by FastForward for the month is $3,785. We will see this amount again on the statement of Owner's Equity.
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Note: Net Income from the Income Statement carries to the Statement of Changes in Owner’s Equity.
2. Prepare the Statement of Owner’s Equity
a
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The statement of owner’s equity adds together the net income and the owner’s investment of $30,000. The owner’s withdrawal of $200 reduces owner’s equity to $33,585.
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3. Prepare The Balance Sheet
Top part of trial balance
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The next step in preparing the financial statements is the preparation of the Balance Sheet. After we have completed the Income Statement and the Statement of Owner’s Equity, we are ready to prepare our last financial statement, which is called the Balance Sheet. Asset and liability balances are transferred over from the adjusted trial balance to the Balance Sheet. The ending capital balance was determined on the Statement of Owner’s Equity shown. The ending balance is transferred from that statement to the Balance Sheet. The Balance Sheet proves that the fundamental accounting equation is in balance and you can see that the Total Assets of $42,745 is equivalent to the sum of the total liabilities and owner’s equity.
The final statement to be prepared is the Statement of Cash Flows. We will study this statement in detail later in the course.
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Global View
Both U.S. GAAP and IFRS include similar guidance for adjusting accounts. Although some variations exist in revenue and expense recognition.
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Both U.S. GAAP and IFRS include broad and similar guidance for adjusting accounts; however, some variations exist in revenue and expense recognition.
Review the comprehensive balance sheet of Piaggio (expressed in Euros) prepared using IFRS standards. Notice that the arrangement of accounts is different from a balance sheet prepared according the GAAP.
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Recording Closing Entries
Resets revenue, expense, and withdrawal account balances to zero at the end of the period.
Helps summarize a period’s revenues and expenses in the Income Summary account.
Identify accounts for closing.
Record and post closing entries.
Prepare post-closing trial balance.
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The closing process is an important step at the end of an accounting period after financial statements have been completed. After the formal financial statements have been prepared, we may begin the process of closing the books and getting ready for the next accounting period. Income is earned over a period of time. At the end of the time period, we start over and calculate income for the next period. The purpose of the closing process is to reset all revenue, expense, and withdrawal accounts to a zero balance at the end of the period. By doing so, we can start the next accounting period anew. We will use a temporary account called income summary to facilitate the closing process. The account will never appear on any financial statement and will have a zero balance when the closing process is complete.
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Temporary Accounts
Revenues
Income Summary
Expenses
Withdrawals
Permanent Accounts
Assets
Liabilities
Owner’s Capital
Temporary and Permanent Accounts
The closing process applies only to temporary accounts.
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All accounts that will be closed are known as temporary accounts. Temporary accounts include revenues, expenses, withdrawals, and the income summary. These accounts should all have a zero balance at the end of the period. Permanent accounts include assets, liabilities, and owner’s capital. These accounts are permanent in nature because they are carried forward from one accounting period to the next.
Remember, the closing process only applies to temporary accounts ‒ revenues, expenses, withdrawals, and the income summary.
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Let’s see how the closing process works!
Recording Closing Entries
Close Credit Balances in Revenue Accounts to Income Summary.
Close Debit Balances in Expense accounts to Income Summary.
Close Income Summary account to Owner’s Capital.
Close Withdrawals to Owner’s Capital.
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Here are the four steps we always follow in the closing process. First, we close all revenue accounts to the income summary. We move the balance in all revenue accounts from the account to the income summary. This process will cause all revenue accounts to have a zero balance. Remember that revenue accounts normally have a credit balance.
Next, we close all expense accounts to the income summary. This will zero out all our expense accounts. Expense accounts normally have a debit balance.
Next, the income summary will show revenues and expenses, or net income. We must close the income summary, which contains net income, to owner’s capital. This process zeroes out the income summary.
The final closing entry will be to move the owner’s withdrawals to the owner’s capital account. This will cause the withdrawal account to have a zero balance.
Let’s see how this process works. To prevent confusion, when you first try to make closing entries, it is an excellent idea to follow these four steps exactly.
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Let’s use the adjusted trial balance for FastForward and prepare the necessary closing entries. We will follow our four-step approach.
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1. Close Credit Balances in Revenue Accounts to Income Summary.
Using the adjusted trial balance, let’s prepare the closing entries for FastForward.
2. Close Debit Balances in Expense Accounts to Income Summary.
3. Close Income Summary to Owner’s Capital.
4. Close Withdrawals Account to Owner’s Capital.
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Our first step is to close the two revenue accounts. Since they have a credit balance, we will debit the accounts to zero out the balance.
Let’s look at the closing entry in the journal.
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Summary of the Closing Process
Close Credit Balances in Revenue Accounts to Income Summary.
Close Debit Balances in Expense Accounts to Income Summary.
Close Income Summary to Owner’s Capital.
Close Withdrawals Account to Owner’s Capital.
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