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ACCOUNTING
RECORD
KEEPING
CONTENTS
• ACCOUNTING PROCESS
• DOUBLE ENTRY BOOK KEEPING
• EXAMPLE
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• TRANSACTIONS ARE ANALYZED AND
INITIALLY RECORDED IN A JOURNAL
• THE JOURNAL IS A CHRONOLOGICAL
RECORD OF TRANSACTIONS
• ENTRIES IN THE JOURNAL ARE
PERIODICALLY TRANSFERRED TO THE
LEDGER
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• THE LEDGER IS A COLLECTION OF
ACCOUNTS
• TRANSFERRING ENTRIES TO THE
LEDGER RESULTS IN ENTRIES BEING
GROUPED ACCOUNT WISE
• ACCOUNTS IN THE LEDGER ARE CALLED
T ACCOUNTS
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• FOR EXAMPLE THE LEDGER CONTAINS A T
ACCOUNT FOR CASH
• ALL CASH TRANSACTIONS ARE PERIODICALLY
TRANSFERRED FROM THE JOURNAL TO THIS
ACCOUNT
• SIMILARLY THE LEDGER HAS T ACCOUNTS FOR
SALES, EXPENSES, INVESTMENTS ETC.
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• ALL TRANSACTIONS ARE RECORDED IN
LINE WITH THE DOUBLE ENTRY BOOK
KEEPING SYSTEM
• THE DOUBLE ENTRY BOOK KEEPING
SYSTEM IS ATTRIBUTED TO LUCAS
PACIOLI
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• THE LAST STEP BEFORE FINALIZING FINANCIAL
STATEMENTS IS TO PREPARE A TRIAL BALANCE
• THE TRIAL BALANCE IS A SUMMARY OF THE
FINAL BALANCES OF ALL THE T ACCOUNTS AT
THE END OF A PERIOD
• FOR EXAMPLE THE FINAL CASH ACCOUNT
BALANCE FROM THE T ACCOUNT FOR CASH
WILL BE TRANSFERRED TO THE TRIAL BALANCE
© 2023 Dr. Meera Sharma
ACCOUNTING
PROCESS
• THE FINAL TRIAL BALANCE IS USED TO
PREPARE THE FINANCIAL STATEMENTS,
I.E. THE BALANCE SHEET AND INCOME
STATEMENT AND THE CASH FLOW
STATEMENT
© 2023 Dr. Meera Sharma
DOUBLE ENTRY BOOK
KEEPING
 EVERY TRANSACTION IS RECORDED WITH A
DEBIT AND A CREDIT
 FOR EVERY TRANSACTION THE DEBIT
AMOUNT MUST EQUAL THE CREDIT AMOUNT
TO ENSURE THAT THE ACCOUNTING
EQUATION HOLDS
 Assets = Liabilities + Owners’ Equity
© 2023 Dr. Meera Sharma
DOUBLE ENTRY BOOK
KEEPING
• DEBIT
– LEFT HAND SIDE OF AN ACCOUNT
– ABBREVIATED AS dr.
• CREDIT
– RIGHT HAND SIDE OF AN ACCOUNT
– ABBREVIATED AS cr.
© 2023 Dr. Meera Sharma
Assets
Debit Credit
+ -
= Liabilities
- +
Debit Credit
+ Owners’ Equity
Debit Credit
- +
DOUBLE ENTRY BOOK
KEEPING
INCREASES
IN ASSETS
ARE
RECORDED
AS DEBITS
INCREASES IN
LIABILITIES AND
OWNERS
EQUITY ARE
RECORDED AS
CREDITS
• DEBITS = CREDITS
DOUBLE ENTRY BOOK
KEEPING
© 2023 Dr. Meera Sharma
• REVENUES INCREASE OWNERS EQUITY
• EXPENSES DECREASE OWNERS EQUITY
EXPENSES
Dr. Cr.
REVENUES
Dr. Cr.
OWNERS’ EQUITY
Dr. Cr.
INCREASES
TO
REVENUES
ARE CREDITS
INCREASES TO
EXPENSES ARE
RECORDED AS
DEBITS
DOUBLE ENTRY BOOK
KEEPING
© 2023 Dr. Meera Sharma
EXAMPLE
• Example - Owner contributing Rs
5,000 cash for stock:
Dr. Cash 5,000
Cr. Paid-in-capital 5,000
• CASH IS AN ASSET AND PAID-IN-CAPITAL IS
OWNERS EQUITY
EXAMPLE
© 2023 Dr. Meera Sharma
Owner invests Rs.5,000 in Business
Cash
5,000
Paid-in-Capital
5,000
© 2023 Dr. Meera Sharma
ACCOUNTING
RECORDS
• EXAMPLE
– WRITE JOURNAL ENTRIES FOR THE FOLLOWING
TRANSACTIONS THAT OCCURRED AT ABC COMPANY
DURING MAY,
• THE COMPANY PREPAID Rs. 10,000 RENT FOR THE
PERIOD MAY 1 TO JUNE 31
EXAMPLE
© 2023 Dr. Meera Sharma
ACCOUNTING
RECORDS
• ANSWER
• THE COMPANY PREPAID Rs.10,000 RENT FOR THE
PERIOD MAY 1 TO JUNE 31
• Dr. Prepaid Rent 10000
Cr. Cash 10000
EXAMPLE
© 2023 Dr. Meera Sharma

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ACCOUNTING RECORD KEEPING

  • 2. CONTENTS • ACCOUNTING PROCESS • DOUBLE ENTRY BOOK KEEPING • EXAMPLE © 2023 Dr. Meera Sharma
  • 3. ACCOUNTING PROCESS • TRANSACTIONS ARE ANALYZED AND INITIALLY RECORDED IN A JOURNAL • THE JOURNAL IS A CHRONOLOGICAL RECORD OF TRANSACTIONS • ENTRIES IN THE JOURNAL ARE PERIODICALLY TRANSFERRED TO THE LEDGER © 2023 Dr. Meera Sharma
  • 4. ACCOUNTING PROCESS • THE LEDGER IS A COLLECTION OF ACCOUNTS • TRANSFERRING ENTRIES TO THE LEDGER RESULTS IN ENTRIES BEING GROUPED ACCOUNT WISE • ACCOUNTS IN THE LEDGER ARE CALLED T ACCOUNTS © 2023 Dr. Meera Sharma
  • 5. ACCOUNTING PROCESS • FOR EXAMPLE THE LEDGER CONTAINS A T ACCOUNT FOR CASH • ALL CASH TRANSACTIONS ARE PERIODICALLY TRANSFERRED FROM THE JOURNAL TO THIS ACCOUNT • SIMILARLY THE LEDGER HAS T ACCOUNTS FOR SALES, EXPENSES, INVESTMENTS ETC. © 2023 Dr. Meera Sharma
  • 6. ACCOUNTING PROCESS • ALL TRANSACTIONS ARE RECORDED IN LINE WITH THE DOUBLE ENTRY BOOK KEEPING SYSTEM • THE DOUBLE ENTRY BOOK KEEPING SYSTEM IS ATTRIBUTED TO LUCAS PACIOLI © 2023 Dr. Meera Sharma
  • 7. ACCOUNTING PROCESS • THE LAST STEP BEFORE FINALIZING FINANCIAL STATEMENTS IS TO PREPARE A TRIAL BALANCE • THE TRIAL BALANCE IS A SUMMARY OF THE FINAL BALANCES OF ALL THE T ACCOUNTS AT THE END OF A PERIOD • FOR EXAMPLE THE FINAL CASH ACCOUNT BALANCE FROM THE T ACCOUNT FOR CASH WILL BE TRANSFERRED TO THE TRIAL BALANCE © 2023 Dr. Meera Sharma
  • 8. ACCOUNTING PROCESS • THE FINAL TRIAL BALANCE IS USED TO PREPARE THE FINANCIAL STATEMENTS, I.E. THE BALANCE SHEET AND INCOME STATEMENT AND THE CASH FLOW STATEMENT © 2023 Dr. Meera Sharma
  • 9. DOUBLE ENTRY BOOK KEEPING  EVERY TRANSACTION IS RECORDED WITH A DEBIT AND A CREDIT  FOR EVERY TRANSACTION THE DEBIT AMOUNT MUST EQUAL THE CREDIT AMOUNT TO ENSURE THAT THE ACCOUNTING EQUATION HOLDS  Assets = Liabilities + Owners’ Equity © 2023 Dr. Meera Sharma
  • 10. DOUBLE ENTRY BOOK KEEPING • DEBIT – LEFT HAND SIDE OF AN ACCOUNT – ABBREVIATED AS dr. • CREDIT – RIGHT HAND SIDE OF AN ACCOUNT – ABBREVIATED AS cr. © 2023 Dr. Meera Sharma
  • 11. Assets Debit Credit + - = Liabilities - + Debit Credit + Owners’ Equity Debit Credit - + DOUBLE ENTRY BOOK KEEPING INCREASES IN ASSETS ARE RECORDED AS DEBITS INCREASES IN LIABILITIES AND OWNERS EQUITY ARE RECORDED AS CREDITS • DEBITS = CREDITS DOUBLE ENTRY BOOK KEEPING © 2023 Dr. Meera Sharma
  • 12. • REVENUES INCREASE OWNERS EQUITY • EXPENSES DECREASE OWNERS EQUITY EXPENSES Dr. Cr. REVENUES Dr. Cr. OWNERS’ EQUITY Dr. Cr. INCREASES TO REVENUES ARE CREDITS INCREASES TO EXPENSES ARE RECORDED AS DEBITS DOUBLE ENTRY BOOK KEEPING © 2023 Dr. Meera Sharma
  • 13. EXAMPLE • Example - Owner contributing Rs 5,000 cash for stock: Dr. Cash 5,000 Cr. Paid-in-capital 5,000 • CASH IS AN ASSET AND PAID-IN-CAPITAL IS OWNERS EQUITY EXAMPLE © 2023 Dr. Meera Sharma
  • 14. Owner invests Rs.5,000 in Business Cash 5,000 Paid-in-Capital 5,000 © 2023 Dr. Meera Sharma
  • 15. ACCOUNTING RECORDS • EXAMPLE – WRITE JOURNAL ENTRIES FOR THE FOLLOWING TRANSACTIONS THAT OCCURRED AT ABC COMPANY DURING MAY, • THE COMPANY PREPAID Rs. 10,000 RENT FOR THE PERIOD MAY 1 TO JUNE 31 EXAMPLE © 2023 Dr. Meera Sharma
  • 16. ACCOUNTING RECORDS • ANSWER • THE COMPANY PREPAID Rs.10,000 RENT FOR THE PERIOD MAY 1 TO JUNE 31 • Dr. Prepaid Rent 10000 Cr. Cash 10000 EXAMPLE © 2023 Dr. Meera Sharma