This crash course on bookkeeping is specially address to those who don't have bookkeeping or accounting background. Hope this article will make a little help to those who want to understand the language of business. Hope you find a need to address more the technicalities of the topic don't hesitate to ask the blog owner by submitting your comments.
INTRODUCTION TO BOOKKEEPING
Why Learn Bookkeeping ?
Why would you want to learn bookkeeping and keep up to date financial records anyway ? Can't you hire an accountant to come after the end of the year and get your check book and shoe box and do your taxes ? Sure you can ! And yes you will have adequately fulfilled your taxpayer obligations. But in order to run a business and know what, where, and when to take corrective actions requires business information. How do you get and where do you find this information ? You don't if you don't keep accurate and current records about your business financial activities (bookkeeping).
Before we go into the structure of the language, we will try to see which problems are answered by bookkeeping.
1. The problem of human memory - In a commercial business, even in the smallest business, hundreds and thousands of transactions are carried out over a year. It is obvious that without proper records, it would be difficult for you to reconstruct past transactions relying on your memory alone.
2. Determining the annual profit - Determining the precise annual profit is of the utmost importance, both to you as the owner of the business and to the Tax Authorities (Income Tax, V.a.t. and Social Security). Bookkeeping is in fact the raw material used as a basis for determining the profit.
3. Current Control - By means of up-to-date bookkeeping, it is possible to obtain current data in real time. Thus for example, you are able to use bookkeeping to obtain answers to questions of the sort: 'What is the cash balance?' 'What is the balance at the bank?' 'What credit is available to any particular supplier?', and more.
4. Business analysis - It is reasonable to assume that you will ask yourself how to increase the profits of the business. Is it possible to reduce any particular class of expense and so on It is obvious that the main tool to assist you in an analysis of this type, is the bookkeeping system.
Accounting is the art of analyzing, recording, summarizing, reporting, reviewing, and interpreting financial information.
Bookkeeping is the process of recording and classifying business financial transactions (activities). In simple language-maintaining the records of the financial activities of a business or an individual. Bookkeeping's objective is simply to record and summarize financial transactions into a usable form that provides financial information about a business or an individual.
Bookkeeping Conventions/Concepts
Accrual Concept
Supports the idea that income should be measured at the time major efforts or accomplishments occur rather than when cash is received or paid.
Revenue Realization Concept
The revenue recognition principle requires companies to record revenue when it is realized or realizable and actually earned. In other words, at the time the goods are actually sold or the services are rendered.
Accounting Period Concept
This assumption assumes that business operations can be recorded and separated into different time periods such as months, quarters, and years. This is required in order to provide timely information that is used to compare present and past performance.
Money Measurement Concept
This assumption assumes accounting measures transactions and events in money and only transactions that can be monetized (stated in a monetary unit such as peso) recorded and presented in the financial statements.
Business Entity Concept
This assumption requires every business to be accounted for separately from the owner.
Cost Concept
This principle requires that most assets are recorded at their original acquisition cost and except for a relatively few exceptions (marketable securities) no adjustment is made for increases in market value.
The Bookkeeping Language
Assets
An asset is something the business own or the right to receive something in the future.
Liabilities
A liability is where the business owe something to someone.
Owner's Equity also called Owner's Capital
The owner's rights to the property (assets) of the business; also called proprietorship and net worth.
Revenue also called Income
Amounts a business earns by selling services and products. Amounts billed to customers for services and/or products.
Expense also called Cost
The costs of doing business. The stuff we used and had to pay for or charge to run our business.
Types of Assets
Cash-Monetary items that are available to meet current obligations of the business. It includes bank deposits, currency & coins, checks, money orders, and traveler's checks.
Accounts Receivable-Business claims against the property of a customer arising from the sale of goods and/or services on account.
Notes Receivable-Formal written promises given by customers or others to pay definite sums of money to the business at specified times.
Inventory-Expenditures for items held for resale in the normal course of a business's operations.
Office Supplies-Expenditures for maintaining a supply of on hand supplies such as typewriter, copier, and computer paper, pens, pencils, and special forms.
Land-Expenditures for parcels of the earth. It includes building sites, yards, and parking areas.
Buildings-Expenditures for structures erected on land and used for the conduct of business.
Equipment-Expenditures for physical goods used in a business, such as machinery or furniture. Equipment is used in a business during the production of income.
Furniture includes items needed in a business office such as tables, desks, chairs, and cabinets.
Types Of Liabilities
Accounts Payable-Creditor's claims against the business's property arising from the business's purchase of goods and/or services on account.
Notes Payable-Formal written promises to pay definite sums of money owed at specified times.
Mortgage Payable-Notes payable which are secured by a lien on land, buildings, equipment, or other property of the borrower (your business).
Types of Revenue (Income)
Sale of Products-Amounts earned from the sale of merchandise.
Sale Of Services-Amounts earned from performing services.
Rental Income-Amounts earned from renting properties.
Interest Income-Amounts earned from investments.
Types of Expenses
Supplies-Expenditures for incidental materials needed in the conduct of business, such as office supplies.
Salaries-Expenditures for work performed by employees.
Payroll Taxes-Expenditures for taxes based on wages paid to employees.
Advertising-Promotional expenditures, such as newspapers, handbills, television, radio and mail.
Utilities-Expenditures for basic services needed to function in the modern world, such as water, sewer, gas, electricity and telephone. Most businesses track the amount spent for each type of utility service.
Building Rental-Expenditures paid to an owner of property (building) for use of the property. A rental agreement called a lease contains the terms.
Maintenance & Repairs-Expenditures paid to repair and or maintain buildings and/or equipment.
Double Entry System
The double entry system is the standard system used by businesses and other organizations to record financial transactions. Since all business transactions consist of an exchange of one thing for another, double entry bookkeeping using debits and credits, is used to show this two-fold effect. Debits and credits are the device that provide the ability to record the entries twice and are explained in more detail later in this tutorial.
The double entry system also has built-in checks and balances. Due to the use of debits and credits, the double-entry system is self-balancing. The total of the debit values recorded must equal the total of the credit values recorded.
It got its name because each transaction is recorded in at least two places (accounts) using debits and credits.
Debits and Credits
Debit
An entry (amount) entered on the left side (column) of a journal or general ledger account that increases an asset, draw or an expense or an entry that decreases a liability, owner's equity (capital) or revenue.
Credit
An entry (amount) entered on the right side (column) of a journal or general ledger account that increases a liability, owner's equity (capital) or revenue, or an entry that decreases an asset, draw, or an expense.
For Every Debit There Is A Credit
Debit and Credit Equation
Assets + Draws + Expenses = Liabilities + Owner's Equity + Revenue
Normal Debit Balance Accounts = Normal Credit Balance Accounts
Recording Business Transactions
The following are summary of transactions taken from the books of ABC Bookkeeping Services.
1. Alberto B. Cruz, owner of ABC Bookkeeping Services invests P5,000 cash to the business. Analysis: Asset account increases and owner’s equity increases.
Dr. Cash 5,000
Cr. A. Cruz, Capital 5,000
2. ABC purchase P300 worth of office supplies. The office supply store gives them an invoice that allows them to pay in 15 days (on account). Analysis: The expense account supplies increases and the payable account increases.
Dr. Supplies Expense 300
Cr. Accounts Payable 300
3. ABC renders bookkeeping services and receives a check from customer for, P3,000 for the service provided. Analysis: The asset account cash increases and owner’s equity increases.
Dr. Cash 3,000
Cr. Service Income 3,000
4. ABC places an ad in the local newspaper amounting to P1,500, receives the invoice from the supplier allowing them to pay in 20 days. Analysis: Expense increases and claims to the business (liability) increases.
Dr. Advertising Expense 1,500
Cr. Accounts Payable 1,500
5. ABC purchases office equipment for P10,000 and finances them with a note from a local bank. Analysis: Office Equipment account increases and the creditor’s claim (liability) increases also.
Dr. Office Equipment 10,000
Cr. Notes Payable 10,000
6. ABC renders bookkeeping services to another client for P5,000 and sends the customer a bill (invoice) for the service they performed. They allow their customer 10 days to pay them for this service (on account). Analysis: Receivables or claims to the customer increases and owner’s equity increases.
Dr. Accounts Receivable 5,000
Cr. Service Income 5,000
7. The owner of ABC needs a little money to pay some personal bills and writes himself a check for P,1000. Analysis: Cash decreases and owner’s claim to the business decreases.
Dr. A. Cruz, Capital 1,000
Cr. Cash 1,000
8. ABC pays the office supply company P300 for the office supplies that they charged. Analysis: The cash account decreases and creditor’s claim (liability) decreases.
Dr. Accounts Payable 300
Cr. Cash 300
9. ABC receives a check from the customer who they billed (invoiced) P5,000 for services. Analysis: The asset account cash increases while the amount owed by customers decreases.
Dr. Cash 5,000
Cr. Accounts Receivable 5,000
10. ABC pays utilities for the period amounting to P3,400. Analysis: Expense increases and cash account decreases.
Dr. Utilities Expense 3,400
Cr. Cash 3,400
11. ABC renders services to customer and allow them to pay for 10 days. Transactions amounts to P4,000. Analysis: Receivables increases and income also increases.
Dr. Accounts Receivable 4,000
Cr. Service Income 4,000
The T-Accounts
T-Accounts are used as a tool to illustrate business transactions, debits and credits, double entry bookkeeping, and the purpose of accounts. It is called this because it has the form of the letter T. On the top of the horizontal bar there is the account title (name). Increases and Decreases are placed on the side of the vertical bar depending on whether the account type is an asset, liability or equity account. The left side of the T-account is called Debit, and the right side is called Credit. These terms are often abbreviated as Dr. and Cr.
The General Ledger and Journals
A General Ledger is just a book containing the summarized financial transactions and balances of the accounts for all of a business's assets, liabilities, equity, revenue, and expense accounts.
Journals are preliminary records where business transactions are first entered into the accounting system. The journal is commonly referred to as the book of original entry. Specialized Journals-are journals used to initially record special types of transactions such as sales, cash disbursements, and cash receipts in their own journal.
The Trial Balance
Account Name Debit Trans. Credit Trans. Debit Bal. Credit Bal.
Cash 13,000.00 4,700.00 8,300.00
Accounts Rec. 9.000.00 5,000.00 4,000.00
Office Eqpt. 10,000.00 10,000.00
Accts. Payable 300.00 1,800.00 1,500.00
Notes Payable 10,000.00 10,000.00
A. Cruz. Cap 1,000.00 5,000.00 4,000.00
Service Income 12,000.00 12,000.00
Supplies Expense 300.00 300.00
Advertising Exp 1,500.00 1,500.00
Utilities Exp 3,400.00 3,400.00
Total 38,500.00 38,500.00 27,500.00 27,500.00
THE FINANCIAL STATEMENTS
Financial Statements are summary accounting reports prepared periodically to inform the owner, creditors, and other interested parties as to the financial condition and operating results of the business. The basic financial statements are:
Balance Sheet-The financial statement which shows the amount and nature of business assets, liabilities, and owner's equity as of a specific point in time. It is also known as a Statement Of Financial Position or a Statement Of Financial Condition.
ABC Bookkeeping Services
Balance Sheet
As of December 31, 20XX
Assets
Cash P8,300.00
Accounts Receivable 4,000.00
Office Equipment 10,000.00
Total Assets P 22,300.00
Liabilities
Accounts Payable P1,500.00
Notes Payable 10,000.00
Total Liabilities P11,500.00
Owner’s Equity
A. Cruz, Capital Beg. 5,000.00
Add: Net Income 6,800.00
Total 11,800.00
Less: A. Cruz, Withdrawal 1,000.00
A. Cruz, Capital End 10,800.00
Total Liabilities and Owner’s Equity P 22,300.00
Income Statement-The financial statement that summarizes revenues and expenses for a specific period of time, usually a month or a year. This statement is also called a Profit and Loss Statement or an Operating Statement.
ABC Bookkeeping Services
Income Statement
For the period Ended, December 31, 20XX
Service Income P12,000.00
Less: Expenses
Supplies Expense P 300.00
Advertising Expense 1,500.00
Utilities Expense 3,400.00 5,200.00
Net Income P6,800.00

Introduction to Bookkeeping: Accounting for Non-Accountants