Sample chapter3
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This document discusses accounting terminology and how to set up and use T accounts to record transactions for assets, liabilities, and owner's equity. It explains that a T account is used for each item, with the left side for debits and right for credits. Opening balances from the balance sheet are entered as debits for assets and credits for liabilities and owner's equity. Later transactions are recorded as debits or credits depending on whether they increase or decrease each type of account. Account balances are found by subtracting smaller totals from larger ones on each side. Balances can be used to prove the accounting equation is balanced.
Sample chapter3
- 1. cur14605_ch03.qxd 12/28/04 3:01 PM Page 18 CHAPTER THREE 3 Asset, Liability, and Owner’s Equity Accounts Accounting OBJECTIVES Terminology Upon completion of this chapter, you should be able to: • Account 1. Set up T accounts. • Account balance 2. Enter opening balances in T accounts. • Credit 3. Record debits and credits in asset, liability, and owner’s equity accounts. • Debit 4. Foot and balance the accounts. • General ledger 5. Prove the fundamental accounting equation. • Pencil footing • Source document INTRODUCTION In the first two chapters, the effects of business transactions were analyzed and recorded through the use of the basic accounting equation: Assets ϭ Liabilities ϩ Owner’s Equity. However, keeping actual records in this way would be very difficult and time consuming. Account: Record showing Businesses therefore use a separate record, known as an account, for each asset, liability, increases and decreases in a and owner’s equity item. ■ single asset, liability, or owner’s equity item. ■ THE FORM OF ACCOUNTS The simplest form of an account looks like the letter “T” and is therefore called a T account. The name of the account is written at the top of the form. The left side of the account is Debit Side: Left side of an known as the debit side. The right side is referred to as the credit side. account. Credit Side: Right side of an Account Name account. Debit side Credit side The entire group of accounts that a business uses for its assets, liabilities, and owner’s General Ledger: Entire group equity is known as the general ledger. of accounts for a business’s assets, liabilities, and owner’s equity. ■ OPENING ACCOUNTS FOR THE BALANCE SHEET ITEMS Look again at the beginning balance sheet for Van Lieu Creative Solutions, shown on page 5. The assets are listed on the left side of the balance sheet. Similarly, the beginning amount of each asset is entered on the left side—the debit side—of its account. The assets of Van Lieu Creative Solutions appear in the accounts as shown on page 15. 18
- 2. cur14605_ch03.qxd 12/28/04 3:01 PM Page 19 Chapter 3 Asset, Liability, and Owner’s Equity Accounts 19 Cash Furniture and Equipment 10,000 7,000 Liabilities are listed on the right side of the balance sheet. Similarly, the beginning amounts are recorded on the right side—the credit side—of each liability account. The amount of owner’s equity, representing the owner’s investment, is also listed on the right side of the balance sheet. It is therefore entered on the right side—the credit side—of the capital account. Thus the amounts for the liability Accounts Payable and the owner’s eq- uity of Van Lieu Creative Solutions appear in the accounts as shown below. Accounts Payable Rebecca Van Lieu, Capital 5,000 12,000 Entering an amount on the left side of an account is known as debiting the account. Debiting: Entering an amount Entering an amount on the right side is known as crediting the account. The amount en- on the left side of an account. tered is called a debit or a credit according to the side on which it is recorded. The abbre- viation accountants use for debit is Dr. and for credit it is Cr. The abbreviation Dr. for debit Crediting: Entering an comes from the Latin word debitor. A debitor is one who owes. Cr. comes from creditor amount on the right side of which, in Latin, means someone who is trusted. an account. The illustration below shows how the beginning amounts (opening balances) were recorded in the T accounts for Van Lieu Creative Solutions. Note that the asset accounts were debited, but the liability Accounts Payable and the owner’s capital account were cred- ited. Now that all the balance sheet accounts have been opened, the amounts on the left side of the asset accounts (debits) are equal to the amounts on the right side of the liability and owner’s equity accounts (credits). The total of the debits is $17,000, and the total of the credits is also $17,000. This is the same as the total on each side of the balance sheet. Cash Accounts Payable 10,000 5,000 Furniture and Equipment Rebecca Van Lieu, Capital 7,000 12,000 Total Debits Total Credits $17,000 ϭ $17,000 In addition to a method for recording the opening balances, a business needs a way to Rules for Debiting record later increases and decreases in asset accounts. Increases in an asset account must and Crediting be added to the opening balance. This can easily be done if each increase is recorded on the Asset Accounts: same side (the debit side) and listed just below the previous entry. Decreases in an asset ac- • Record increases as debits. count are of an opposite nature and must be kept separate from increases. Therefore, the • Record decreases as right, or credit, side is used for decreases. credits. Since the opening balances of the liability account and the owner’s equity account were entered on the right, or credit, side of the accounts, any increases in them must also Liability and Owner’s be entered on that side. Decreases must be entered on the left, or debit, side. Equity Accounts: The entry for a business transaction must include at least one debit and one credit. The • Record increases as credits. procedure for recording each part of the transaction depends on two considerations: (1) the • Record decreases as debits. kind of account affected (asset, liability, or owner’s equity) and (2) whether an increase or a decrease is involved.
- 3. cur14605_ch03.qxd 12/28/04 3:01 PM Page 20 20 Part One Introduction to Accounting DEBIT ASSET ACCOUNTS CREDIT The original amount is entered on this Decreases are entered on this (debit) side. (credit) side. Increases are entered on this side. DEBIT LIABILITY AND OWNER’S EQUITY ACCOUNTS CREDIT Decreases are entered on this (debit) side. The original amount is entered on this (credit) side. Increases are entered on this side. ■ RECORDING CHANGES IN ACCOUNTS To see how changes are entered in accounts, let us review the transactions of Van Lieu Cre- ative Solutions. Remember that each transaction will affect at least two accounts. Recording Increases and Decreases in Asset Accounts. Transaction (a) involved the purchase of additional furniture for $800. This transaction resulted in an in- crease in one asset (Furniture and Equipment) and a decrease in another asset (Cash). The increase of $800 in the asset Furniture and Equipment is entered on the debit side of the Furniture and Equipment account because increases in assets are recorded as debits. The offsetting $800 decrease in the asset Cash is entered on the credit side of the Cash ac- count because decreases in assets are recorded as credits. Source Documents: Paper The paper evidence of transactions are called source documents. Any paperwork con- evidence of a transaction. taining information that affects an account can be a source document. Some examples in- clude checks, receipts, and shipping documents. Furniture and Equipment Cash 7,000 10,000 (a) 800 (a) 800 The $9,200 left in the Cash account (a debit of $10,000 minus a credit of $800) is Account Balance: known as the balance of the account. The balance is computed by subtracting the smaller Difference between total amount ($800) from the larger amount ($10,000). Because the debit side of the Cash ac- debits and total credits in count is larger, this account is said to have a debit balance. an account. Recording Decreases in Liability Accounts. Transaction (b) involved the $500 check given to Micro Systems in partial payment for the office equipment. This trans- action caused a decrease of $500 in the liability Accounts Payable and a decrease of $500 in the asset Cash. The original amount of the Accounts Payable ($5,000) is on the credit side of the ac- count. The decrease of $500 is entered on the debit side to show a decrease in the amount owed. The balance of Accounts Payable is now $4,500 (a credit of $5,000 minus a debit of $500). Note that this account has a credit balance. The $500 decrease in the asset Cash is entered on the credit side of the Cash account because decreases in assets are recorded as credits. The balance of the Cash account is now $8,700 (a debit of $10,000 minus credits of $1,300). Cash Accounts Payable 10,000 (a) 800 (b) 500 5,000 (b) 500
- 4. cur14605_ch03.qxd 12/28/04 3:01 PM Page 21 Chapter 3 Asset, Liability, and Owner’s Equity Accounts 21 Recording Increases in the Owner’s Equity Account. Transaction (c) in- WWW Inquiry volved Rebecca Van Lieu’s additional cash investment of $2,000 in the business. This Find the URL address for transaction caused a $2,000 increase in the asset Cash and a $2,000 increase in the owner’s Coca-Cola. What is the equity Rebecca Van Lieu, Capital. gross profit on its income The Cash account is debited for $2,000 to record an increase. The increase of $2,000 statement for the last in Rebecca Van Lieu, Capital is entered on the credit side because increases in the owner’s available year? equity are recorded as credits. After this transaction is recorded, the Cash account has a bal- ance of $10,700 (debits of $12,000 minus credits of $1,300) and the capital account has a balance of $14,000 (credits of $12,000 and $2,000). Cash Rebecca Van Lieu, Capital 10,000 (a) 800 12,000 (c) 2,000 (b) 500 (c) 2,000 Recording Increases in Liability Accounts. In Transaction (d), Van Lieu bor- rowed $1,000 from the bank. This transaction caused a $1,000 increase in the asset Cash and a $1,000 increase in the new liability account, Loans Payable. The Cash account is debited for $1,000 to record the increase in the asset. The increase of $1,000 in Loans Payable is entered on the credit side because increases in liabilities are recorded as credits. Cash Loans Payable 10,000 (a) 800 (d) 1,000 (c) 2,000 (b) 500 (d) 1,000 Transaction (e) also caused an increase in an asset account and an increase in a liabil- ity account. In this transaction, Van Lieu bought a copier/fax machine for $2,500 and agreed to pay for it in 60 days. As a result of the transaction, there was a $2,500 increase in the asset Furniture and Equipment and a $2,500 increase in the liability Accounts Payable. The Furniture and Equipment account is debited for $2,500 to show the increase in this asset. The increase of $2,500 in Accounts Payable is entered on the credit side because in- creases in liabilities are recorded as credits. Furniture and Equipment Accounts Payable 7,000 (b) 500 5,000 (a) 800 (e) 2,500 (e) 2,500 ■ FINDING THE BALANCES OF ACCOUNTS The balance of an account can easily be found whenever that information is needed. If The normal balance of there are entries on only one side of the account, the procedure for finding the balance is as an account is on the follows: (1) All the amounts recorded in the account are added, and (2) the total is written increase side. in small pencil figures at the foot (bottom) of the column of amounts. Look at the Furniture and Equipment account given here. Because there are no entries on the credit side, the to- tal of the debits ($10,300) is the account balance.
- 5. cur14605_ch03.qxd 12/28/04 3:01 PM Page 22 22 Part One Introduction to Accounting Furniture and Equipment 7,000 (a) 800 (e) 2,500 10,300 A total or balance written in small pencil figures is called a pencil footing. Pencil is used to set these amounts apart from the regular entries, which are written in ink. To foot or Pencil Footing: Total or pencil-foot a column of figures means to total the figures. balance written in small If there are entries on both sides of an account, additional steps are involved in com- pencil figures. puting the balance: (1) The debits and credits are each added. (2) The totals are pencil- footed on each side of the account. (3) The smaller total is subtracted from the larger total. (4) The difference—the balance—is pencil-footed on the side with the larger total. The Accounts Payable account shown on page 21 has a credit balance of $7,000 (cred- its of $7,500 minus debits of $500). There is no need to pencil-foot the debit side because it contains only one amount. However, the credit side has two pencil footings—the total of the credits ($7,500) and the account balance ($7,000). Accounts Payable (b) 500 5,000 (e) 2,500 7,000 7,500 ■ USING ACCOUNT BALANCES TO PROVE THE ACCOUNTING EQUATION WWW Inquiry Once the account balances have been computed, they can be used to prove the accounting Find the URL address for JC equation. The balance of $11,700 in the Cash account plus the balance of $10,300 in the Penney. What amount of divi- Furniture and Equipment account equals the total assets of $22,000. The balances of $1,000 dends were declared in the in Loans Payable and $7,000 in Accounts Payable and the balance of $14,000 in the capi- last year? (Hint: go to the tal account also total $22,000. Thus the equation is in balance. Five Year Financial Summary) Assets ϭ Liabilities ϩ Owner’s Equity $22,000 ϭ $8,000 ϩ $14,000 C H A P T E R 3 S U M M A R Y • A separate account is kept for every asset, liability, • The following rules apply when business and owner’s equity item in a business. The accounts transactions are analyzed and recorded. are used to record the increases and decreases caused 1. Increases in assets are recorded as debits. by daily transactions. All accounts together are known as the general ledger. 2. Decreases in assets are recorded as credits. • Two things must be considered when analyzing and 3. Increases in liabilities and in owner’s equity recording each part of a business transaction: (1) the are recorded as credits. kind of account affected (asset, liability, or owner’s 4. Decreases in liabilities and in owner’s equity equity) and (2) whether an increase or decrease are recorded as debits. is involved. • An account balance is the difference between • The left side of an account is the debit side, and the the total debits and the total credits in right side is the credit side. an account.
- 6. cur14605_ch03.qxd 12/28/04 3:01 PM Page 23 Chapter 3 Asset, Liability, and Owner’s Equity Accounts 23 • A total or balance written in small pencil figures is • To foot or pencil-foot a column of figures means to called a pencil footing. Pencil is used to set these total the figures. amounts apart from the regular entries, which are written in ink. C H A P T E R A P P L I C AT I O N S EXERCISES and credit amounts for each transaction are identified by the same letter. Complete the following assignments on the forms provided in your workbook. Instructions: Analyze the accounts and provide an explanation for EXERCISE 3-1 each entry. Analyzing transactions in T accounts. Transactions Example: Simmons invested $20,000 in her business. have been entered in the T accounts shown. The debit Cash Equipment (Ex.) 20,000 (a) 400 (a) 400 (c) 400 (c) 400 (d) 500 (b) 1,000 (e) 5,000 Accounts Payable Dorothy Susan Simmons, Capital (d) 500 (b) 1,000 (Ex.) 20,000 (e) 5,000 EXERCISE 3-2 Transactions: Computing balances and proving the account a. Nori invested $15,000 in his insurance business. equation. This is a continuation of Exercise 3-1. Refer to b. Paid $400 for office supplies. the T accounts in Exercise 3-1 c. Purchased office equipment for $2,000 on credit. Instructions: d. Returned damaged supplies and received a refund of 1. Compute the balance of each account. $100. 2. Total the asset account balances and complete the e. Issued a check for $500 as a partial payment on the equation: Assets ϭ Liabilities ϩ Owner’s Equity. balance due for equipment. EXERCISE 3-3 EXERCISE 3-4 Accounting for assets, liabilities, and owner’s equity. Accounting for assets, liabilities, and owner’s equity. Instructions: Instructions: 1. Set up T accounts for Cash, Supplies, Office 1. Set up T accounts for Cash, Office Equipment, Equipment, Accounts Payable, and John Nori, Delivery Equipment, Accounts Payable, and Erik Capital. Lier, Capital. 2. Analyze and record each of the following 2. Analyze and record each of the following transactions in the T accounts. Identify each part of transactions in the T accounts. Identify each part of an entry by writing the letter of the transaction next an entry by writing the letter of the transaction next to the amount. to the amount. 3. Compute and enter the balance on the appropriate 3. Compute and enter the balance on the appropriate side of the account. side of the account. 4. Total the asset account balances and complete the 4. Total the asset account balances and complete the equation: Assets ϭ Liabilities ϩ Owner’s Equity. equation: Assets ϭ Liabilities ϩ Owner’s Equity.
- 7. cur14605_ch03.qxd 12/28/04 3:01 PM Page 24 24 Part One Introduction to Accounting Transactions: PROBLEM 3-2 a. Lier invested $20,000 in his delivery business. Recording balances and transactions in T accounts. b. Purchased file cabinets for $400 on credit from the The Anderson Garage provides parking facilities, towing, Gunn Equipment Company. and repair services. Its accounts and opening balances are as follows: c. Lier gave his $15,000 truck to the business. d. Returned a damaged file cabinet and received credit for $80 from Gunn Equipment Company. Cash $20,000 Land $10,000 Office Equipment 5,000 Loans Payable 25,000 e. Issued a check for $120 to the Gunn Equipment Towing Equipment 25,000 Accounts Payable 5,000 Company as a partial payment on the balance due for Building 30,000 Richard Anderson, the file cabinets. Capital 60,000 Instructions: PROBLEMS 1. Record the opening balances in the T accounts Complete all assigned problems on the forms provided in provided in the workbook. your workbook. 2. Analyze and record the following transactions in the accounts. Identify each part of an entry by writing PROBLEM 3-1 the letter of the transaction next to the amount. Recording balances and transactions in T accounts. 3. Foot the accounts and enter the balances. The following accounts and opening balances are for Clean Air Control Systems, a firm that tests air quality 4. Total the asset account balances, and total the and develops antipollution systems. liability account balances. Then complete the equation: Assets ϭ Liabilities ϩ Owner’s Equity. Transactions: Cash $45,000 Land $ 20,000 Office Equipment 10,000 Accounts Payable 18,000 a. Anderson invested an additional $10,000 in the Testing Equipment 13,000 Niccole Hank, business. Building 50,000 Capital 120,000 b. Purchased office equipment for $2,000 on credit. c. Borrowed an additional $6,000 from the First Service Bank. Instructions: d. Paid $8,000 for a used tow truck. 1. Record the opening balances in the T accounts provided in the workbook. e. Returned damaged office equipment and received credit for $500. 2. Analyze and record the following transactions in the accounts. Identify each part of an entry by writing f. Paid $4,000 for a vacant lot. the letter of the transaction next to the amount. g. Paid the balance of $1,500 due on the office 3. Foot the accounts and enter the balances. equipment. 4. Total the asset account balances. Then complete the h. Paid $4,000 for an addition to the building. equation: Assets ϭ Liabilities ϩ Owner’s Equity. CASE STUDY Transactions: a. Paid $26,000 to purchase more land. Write the answer to the case study on the form provided in your workbook. b. Paid $18,000 for an addition to the building. c. Purchased testing equipment for $4,000 on credit; When Tom Stern began his investment management payment is due in 60 days. consulting business, he prepared his financial records using the following accounts: d. Sold used office equipment and received $2,000. e. Returned defective testing equipment and received Cash credit for $1,500. Accounts Receivable f. Hank invested an additional $10,000 in the business. Office Equipment g. Paid $5,000 to creditors on account. Communication Equipment
- 8. cur14605_ch03.qxd 12/28/04 3:01 PM Page 25 Chapter 3 Asset, Liability, and Owner’s Equity Accounts 25 Accounts Payable Tom Stern, Capital Critical Thinking He figured that since he was using only six accounts, ■ Is Stern’s assessment correct? Is there a need he didn’t have to worry about debits or credits. Since he for keeping balances on the debit or credit was just starting, he thought there was no need for having side? Why? account balances on the left or right.