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Accrual Accounting ConceptsAccrual Accounting Concepts
Chapter 4Chapter 4
Prepared by Carol A. HartleyPrepared by Carol A. Hartley
Providence CollegeProvidence College
Principles of AccountingPrinciples of AccountingKimmel • Weygandt • KiesoKimmel • Weygandt • Kieso
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Study ObjectivesStudy Objectives1.1. Explain the revenue recognition principle Explain the revenue recognition principle
and the matching principle.and the matching principle.
2.2. Differentiate between the cash basis and Differentiate between the cash basis and the accrual basis of accounting.the accrual basis of accounting.
3.3. Explain why adjusting entries are needed Explain why adjusting entries are needed and identify the major types of adjusting and identify the major types of adjusting entries.entries.
4.4. Prepare adjusting entries for prepayments.Prepare adjusting entries for prepayments.
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Study ObjectivesStudy Objectives
5.5. Prepare adjusting entries for accruals.Prepare adjusting entries for accruals.
6.6. Describe the nature and purpose of the Describe the nature and purpose of the adjusted trial balanceadjusted trial balance
7.7. Explain the purpose of closing entries.Explain the purpose of closing entries.
8.8. Describe the required steps in the Describe the required steps in the accounting cycle.accounting cycle.
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Recall:Recall: Time Period Assumption Time Period Assumption
• Divides life of business into artificial time Divides life of business into artificial time periods: monthly, quarterly, yearlyperiods: monthly, quarterly, yearly
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##11 Revenue Recognition Revenue Recognition
PrinciplePrinciple• Dictates that revenue be recognized in Dictates that revenue be recognized in
the accounting period in which it is the accounting period in which it is earned.earned.
• Considered earned when the service Considered earned when the service has been provided or when the goods has been provided or when the goods are delivered.are delivered.
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##11 Revenue Recognition Revenue Recognition
PrinciplePrinciple
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##11 Matching Principle Matching Principle
• Requires that Requires that expensesexpenses be be recorded in the same period in recorded in the same period in which the which the revenuesrevenues they they helped produce are recorded.helped produce are recorded.
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##22 Differentiate Differentiate
Between Cash Basis Between Cash Basis and and
Accrual Basis of Accounting Accrual Basis of Accounting
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Cash BasisCash Basis
Revenue recorded only when cash is received.Revenue recorded only when cash is received.
Expenses recorded only when cash is paid.Expenses recorded only when cash is paid.
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Cash Basis is not Cash Basis is not GAAPGAAP
GA
AP
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Accrual Basis AccountingAccrual Basis Accounting
• Follows both . . . Follows both . . .
• Revenue Recognition PrincipleRevenue Recognition Principle
• Matching PrincipleMatching Principle
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Accrual Basis is GAAPAccrual Basis is GAAP
• Revenue recorded only when earned Revenue recorded only when earned not when cash is receivednot when cash is received
• Expense recorded only when incurred Expense recorded only when incurred not when cash paidnot when cash paid
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Let’s ReviewLet’s Review
Which principle dictates that efforts (expenses) Which principle dictates that efforts (expenses) be recorded with accomplishments (revenues)?be recorded with accomplishments (revenues)?
a.a. Cost principle.Cost principle.
d.d. Revenue recognition principle.Revenue recognition principle.
c.c. Periodicity principle.Periodicity principle.
b.b. Matching principle.Matching principle.
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Let’s ReviewLet’s Review
a.a. Cost principle.Cost principle.
d.d. Revenue recognition principle.Revenue recognition principle.
c.c. Periodicity principle.Periodicity principle.
b.b. Matching principle.Matching principle.
Which principle dictates that efforts (expenses) Which principle dictates that efforts (expenses) be recorded with accomplishments (revenues)?be recorded with accomplishments (revenues)?
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Let’s ReviewLet’s ReviewWhen would When would revenuerevenue be recorded for the be recorded for the following scenario . . .following scenario . . .
Ad agency is hired for a project in May, Ad agency is hired for a project in May, does work in June and is paid in July?does work in June and is paid in July?
The answer is June!The answer is June!
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Let’s ReviewLet’s ReviewWhen would When would expensesexpenses be recorded for this be recorded for this companion scenario . . .companion scenario . . .
The Ad agency on this project incurs The Ad agency on this project incurs $1,500 of expenses in May, $3,000 in June, $1,500 of expenses in May, $3,000 in June, and none in July?and none in July?
The answer is June! Matching says the The answer is June! Matching says the expenses should follow the revenue.expenses should follow the revenue.
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Let’s ReviewLet’s ReviewWhen would When would revenuerevenue be recorded for the be recorded for the following scenario . . .following scenario . . .
Sell plane ticket on September 1 for a Sell plane ticket on September 1 for a flight on October 15?flight on October 15?
The answer is October – when the The answer is October – when the service is provided!service is provided!
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Let’s ReviewLet’s ReviewWhen would When would expensesexpenses be recorded for the be recorded for the following scenario . . .following scenario . . .
The airline pays pilot salaries on The airline pays pilot salaries on October 7October 7thth for the week ended for the week ended September 30th?September 30th?
The answer is September – the pilots The answer is September – the pilots provided labor services for September provided labor services for September flights during that month.flights during that month.
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Now let’s discuss how accounting Now let’s discuss how accounting makes this happens . . .makes this happens . . .
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##33 Explain Why Adjusting Explain Why Adjusting
Entries are Needed Entries are Needed and and
Identify the Major Types of Identify the Major Types of Adjusting Entries Adjusting Entries
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Adjusting EntriesAdjusting Entries
• Trial balance is not up to date.Trial balance is not up to date.
• To produce accurate financial statements, To produce accurate financial statements, we record adjusting entries . . .we record adjusting entries . . .
• Revenues are recognized (Revenues are recognized (recordedrecorded) when ) when they are they are earned.earned.
• Expenses are recognized (Expenses are recognized (recordedrecorded) when ) when they are they are incurredincurred (used up). (used up).
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Adjusting EntriesAdjusting Entries
Adjusting entries ensure that Adjusting entries ensure that Revenue Recognition and Revenue Recognition and Matching Principles are Matching Principles are
followed!followed!
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Types of Adjusting EntriesTypes of Adjusting Entries
Prepayments:Prepayments:• Prepaid expenses:Prepaid expenses: Expenses paid in cash Expenses paid in cash
and recorded as assets before they are used and recorded as assets before they are used or consumed. or consumed. (cash paid in advance)(cash paid in advance)
• Unearned Revenues:Unearned Revenues: Cash received and Cash received and recorded as liabilities before revenue is recorded as liabilities before revenue is earned. earned. (cash received in advance)(cash received in advance)
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Types of Adjusting EntriesTypes of Adjusting Entries
Accruals:Accruals:• Accrued revenues:Accrued revenues: Revenues earned but not Revenues earned but not
yet received in cash or recorded yet received in cash or recorded (someone (someone owes us).owes us).
• Accrued expenses:Accrued expenses: Expenses incurred but Expenses incurred but not yet paid in cash or recorded not yet paid in cash or recorded (we owe (we owe someone else).someone else).
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##44 Prepare Adjusting Entries for Prepare Adjusting Entries for
Prepayments – Prepayments – Prepaid ExpensesPrepaid Expenses• Expenses paid in cash and recorded as Expenses paid in cash and recorded as assets before they are used or consumed. assets before they are used or consumed. (paid in advance)(paid in advance)
• Prepaid expenses expire with the passage Prepaid expenses expire with the passage of time of time OROR they are consumed they are consumed (used)(used)
• Time: rent, insuranceTime: rent, insurance
• Consumed: suppliesConsumed: supplies
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Prepaid ExpensesPrepaid Expenses
Amount equals cost of goods or services used up or expired
If not adjusted, expenses would be understated and assets overstated
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##44 Prepare Adjusting Entries for Prepare Adjusting Entries for
Prepayments – Prepayments – Prepaid ExpensesPrepaid Expenses
• Start with the Start with the trial balancetrial balance to find to find information to adjust prepaymentsinformation to adjust prepayments
• Let’s use the Sierra Corporation examples Let’s use the Sierra Corporation examples in the book . . .in the book . . .
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Prepaid Expenses -Prepaid Expenses - Supplies Supplies
What is the entry when you What is the entry when you purchase supplies?purchase supplies?
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Prepaid Expenses -Prepaid Expenses - SuppliesSupplies
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 5 Supplies 2,500Oct 5 Supplies 2,500 Cash 2,500Cash 2,500
Purchased Advertising SuppliesPurchased Advertising Supplies
SuppliesSupplies2,5002,500Oct 5Oct 5
CashCash2,5002,500Oct 5Oct 5
Supplies Supplies ExpenseExpense
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Prepaid Expenses -Prepaid Expenses - SuppliesSupplies
What is the adjusting entry?What is the adjusting entry?
Oct. 31: Take inventory and it shows Oct. 31: Take inventory and it shows $1,000 of supplies still on hand$1,000 of supplies still on hand
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Prepaid Expenses -Prepaid Expenses - SuppliesSupplies
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Supplies Expense 1,500Oct 31 Supplies Expense 1,500 Supplies Supplies 1,5001,500
To record supplies usedTo record supplies used
SuppliesSupplies2,5002,500Oct 5Oct 5
CashCash2,5002,500Oct 5Oct 5
Supplies Supplies ExpenseExpense
Oct 31Oct 31 1,5001,5001,5001,500Oct 31Oct 31
Oct 31Oct 31 1,0001,000
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Supplies ExpenseSupplies ExpenseOctober
$1,500
November
$1,800
December
$1,410
January
$1,425
February
$1,601
March
$1,435
April
$1,530
May
$1,592
June
$1,622
July
$1,652
August
$1,427
September
$1,557
Expense varies each month with usageExpense varies each month with usage
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Prepaid Expenses -Prepaid Expenses - Insurance Insurance
What is the entry when you What is the entry when you purchase the insurance policy?purchase the insurance policy?
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Prepaid Expenses -Prepaid Expenses - InsuranceInsurance
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 4 Prepaid Insurance 600Oct 4 Prepaid Insurance 600 Cash 600Cash 600
Purchased one-year fire insurance policy.Purchased one-year fire insurance policy.
600600Oct 4Oct 4CashCash
600600Oct 4Oct 4
Insurance Insurance ExpenseExpense
Prepaid Prepaid InsuranceInsurance
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Prepaid Expenses -Prepaid Expenses - InsuranceInsurance
What is the adjusting entry?What is the adjusting entry?
Oct. 31: You are at the end of the Oct. 31: You are at the end of the month. How much of the insurance month. How much of the insurance
policy has expired?policy has expired?
$600 / 12 months = $50 per month$600 / 12 months = $50 per month
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Prepaid Expenses -Prepaid Expenses - InsuranceInsurance
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Insurance Expense 50Oct 31 Insurance Expense 50 Prepaid Insurance 50Prepaid Insurance 50 To record expired insurance coverageTo record expired insurance coverage
600600Oct 4Oct 4CashCash
600600Oct 4Oct 4
Insurance Insurance ExpenseExpense
Oct 31Oct 31 50505050Oct 31Oct 31
Oct 31Oct 31 550550
Prepaid Prepaid InsuranceInsurance
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Insurance ExpenseInsurance ExpenseOctober
$50
November
$50
December
$50
January
$50
February
$50
March
$50
April
$50
May
$50
June
$50
July
$50
August
$50
September
$50
Policy Expense is the same each monthPolicy Expense is the same each month
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DepreciationDepreciation
What is the entry when you What is the entry when you purchase equipment?purchase equipment?
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DepreciationDepreciation
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 2 Office Equipment 5,000Oct 2 Office Equipment 5,000 Cash 5,000Cash 5,000
To record purchase of office equipmentTo record purchase of office equipment
5,0005,000Oct 2Oct 2CashCash
5,0005,000Oct 2Oct 2
Depreciation Depreciation ExpenseExpense
Office Office EquipmentEquipment
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DepreciationDepreciation
• Following the matching principle, the cost Following the matching principle, the cost of assets with long lives must be allocated of assets with long lives must be allocated over their useful livesover their useful lives
• As we use the asset, we recognize a portion As we use the asset, we recognize a portion of its cost as expense: of its cost as expense: depreciationdepreciation
• Depreciation expense is an estimateDepreciation expense is an estimate
• It is an allocation of cost, NOT valuationIt is an allocation of cost, NOT valuation
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Depreciation ExpenseDepreciation ExpenseOctober
$40
November
$40
December
$40
January
$40
February
$40
March
$40
April
$40
May
$40
June
$40
July
$40
August
$40
September
$40
Let’s say expense is estimated at $480 per year Let’s say expense is estimated at $480 per year
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DepreciationDepreciation
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Depreciation Expense 40Oct 31 Depreciation Expense 40 Accumulated Depreciation 40Accumulated Depreciation 40
To record monthly depreciation of annual $480 estimateTo record monthly depreciation of annual $480 estimate
5,0005,000
Accumulated Accumulated DepreciationDepreciation
4040 4040Oct 31Oct 31
Depreciation Depreciation ExpenseExpense
Office Office EquipmentEquipment
Oct 2Oct 2 Oct 31Oct 31
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Adjustment for DepreciationAdjustment for Depreciation
Accumulated Depreciation Depreciation Expense
Adjusting EntryCredit
Adjusting EntryDebit
Amount equals cost Amount equals cost of asset allocatedof asset allocated
to accounting periodto accounting period
CONTRA-ASSET CONTRA-ASSET ACCOUNTACCOUNT
EXPENSE EXPENSE ACCOUNTACCOUNT
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Office equipmentOffice equipment $ 5,000 $ 5,000
Less: accumulated depreciationLess: accumulated depreciation 40 40
$4,960$4,960
Balance Sheet PresentationBalance Sheet Presentation
Book ValueBook Value
Accumulated depreciation Accumulated depreciation is a is a contra asset accountcontra asset account, , an offset against the fixed an offset against the fixed asset account.asset account.
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##44 Prepare Adjusting Entries for Prepare Adjusting Entries for
Prepayments – Prepayments – Unearned RevenuesUnearned Revenues• Cash received and recorded as Cash received and recorded as
liabilities before revenue is earned. liabilities before revenue is earned. (cash received in advance)(cash received in advance)
• Earned when services are providedEarned when services are provided
• Rent, magazine subscriptions, Rent, magazine subscriptions, customer depositscustomer deposits
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Unearned RevenuesUnearned Revenues
Amount equals price of services performed or goods delivered
If not adjusted, revenues would be understated and liabilities overstated
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Unearned RevenuesUnearned Revenues
What is the entry when you are What is the entry when you are paid in advance for services?paid in advance for services?
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Unearned RevenuesUnearned Revenues
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 2 Cash Oct 2 Cash 1,200 1,200 Unearned Revenue Unearned Revenue 1,2001,200
To record customer payment received in advance of servicesTo record customer payment received in advance of services
1,2001,200
RevenueRevenueUnearned Unearned RevenueRevenueCashCash
Oct 2Oct 2 Oct 2Oct 2 1,2001,200 Oct 3Oct 3 10,00010,000
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Unearned RevenuesUnearned Revenues
What is the adjusting entry?What is the adjusting entry?
Oct. 31: Some of the work has been Oct. 31: Some of the work has been performed, $400 has been earnedperformed, $400 has been earned
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Unearned RevenuesUnearned Revenues
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Unearned Revenue 400Oct 31 Unearned Revenue 400 Revenue Revenue 400 400
To record revenue earnedTo record revenue earned
1,2001,200
RevenueRevenue 10,00010,000 400400Oct 31Oct 31
Unearned Unearned RevenueRevenueCashCash
Oct 2Oct 2 Oct 3Oct 3Oct 2Oct 2 1,2001,200
Oct 31Oct 31 800800 Oct 31Oct 31 400400Oct 31Oct 31 10,40010,400
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##55 Prepare Adjusting Entries for Prepare Adjusting Entries for Accruals – Accruals – Accrued RevenuesAccrued Revenues
• Accrued revenuesAccrued revenues: revenues earned but not yet : revenues earned but not yet received in cash or recorded at the statement date received in cash or recorded at the statement date
• Adjusting entry is required to show the Adjusting entry is required to show the receivable that exists at the balance sheet datereceivable that exists at the balance sheet date
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Accrued RevenuesAccrued Revenues
Amount equals price of services performed
If not adjusted, revenues would be understated and assets understated
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Accrued RevenuesAccrued Revenues
What is the adjusting entry for What is the adjusting entry for $200 of services performed but $200 of services performed but not billed before October 31?not billed before October 31?
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Accrued RevenuesAccrued Revenues
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Accounts Receivable Oct 31 Accounts Receivable 200200 Service Revenue Service Revenue 200 200
To record revenue earned but not billedTo record revenue earned but not billed
200200
Service Service RevenueRevenue
Accounts Accounts ReceivableReceivable
Oct 31Oct 31
Oct 31Oct 31 200200
Oct 3Oct 3 10,00010,000Oct 31Oct 31 400400
Oct 31Oct 31 10,60010,600
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##55 Prepare Adjusting Entries for Prepare Adjusting Entries for Accruals – Accruals – AccruedAccrued ExpensesExpenses
• Accrued expenses:Accrued expenses: expenses incurred but not yet expenses incurred but not yet paid in cash or recorded at the statement datepaid in cash or recorded at the statement date
• Adjusting entry is required to show the payable that Adjusting entry is required to show the payable that exists at the balance sheet dateexists at the balance sheet date
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Accrued ExpensesAccrued Expenses
Amount equals cost of expense incurred
If not adjusted, expenses would be understated and liabilities understated
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Where is the Where is the interest expense interest expense
for this note?for this note?
Interest expense has Interest expense has not been recorded yet not been recorded yet for this period, so we for this period, so we need an adjustment!need an adjustment!
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Accrued Expenses - InterestAccrued Expenses - Interest
What is the adjusting entry?What is the adjusting entry?
Oct. 31: Signed $5,000 note on Oct. 1Oct. 31: Signed $5,000 note on Oct. 1stst with annual interest rate of 12%with annual interest rate of 12%
Use formula to calculate interest:Use formula to calculate interest:
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Accrued InterestAccrued Interest
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Interest Expense Oct 31 Interest Expense 50 50 Interest Payable Interest Payable 50 50
To record interest on notes payableTo record interest on notes payable
5050
Interest Interest PayablePayable
Interest Interest ExpenseExpense
Oct 31Oct 31 Oct 31Oct 31 5050
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Accrued Expenses - SalariesAccrued Expenses - Salaries
What is the adjusting entry?What is the adjusting entry?
Oct. 31: Employees are paid every two weeks. Oct. 31: Employees are paid every two weeks. There are 3 days of October that will not be paid There are 3 days of October that will not be paid until November. Wages are $2,000 for 5 days until November. Wages are $2,000 for 5 days
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Accrued SalariesAccrued Salaries
GENERAL JOURNALGENERAL JOURNAL Debit Credit Debit Credit
Oct 31 Salaries Expense Oct 31 Salaries Expense 1,200 1,200 Salaries Payable Salaries Payable 1,200 1,200
To record accrued salaries ( $400 a day To record accrued salaries ( $400 a day timestimes 3 days ) 3 days )
4,0004,000
Salaries Salaries PayablePayable
Salaries Salaries ExpenseExpense
Bal.Bal. Oct 31Oct 31 1,2001,200Oct 31Oct 31
Oct 31Oct 31
1,2001,200
5,2005,200
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Summary of Adjusting EntriesSummary of Adjusting Entries
Note that each adjusting entry affects at least one Note that each adjusting entry affects at least one balance sheet account and at least one income balance sheet account and at least one income
statement account!statement account!
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##66 Describe the nature and purpose Describe the nature and purpose
of the of the Adjusted Trial BalanceAdjusted Trial Balance
• Prepared after adjusting entries Prepared after adjusting entries journalized and postedjournalized and posted
• Shows balances of all accountsShows balances of all accounts• See the adjusting journal entry See the adjusting journal entry
changes on next slide. . .changes on next slide. . .
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Adjusted Trial BalanceAdjusted Trial Balance
• Purpose is to Purpose is to prove the equalityprove the equality of total of total debit balances and total credit balances debit balances and total credit balances after the adjusting entries have been after the adjusting entries have been made.made.
• Financial statements are prepared from Financial statements are prepared from the adjusted trial balancethe adjusted trial balance
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##77 Explain the Purpose of Explain the Purpose of
Closing Entries Closing Entries
• Closing entries transfer the Closing entries transfer the temporary accounting balances to temporary accounting balances to the permanent stockholders’ the permanent stockholders’ equity account – Retained equity account – Retained Earnings.Earnings.
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Close Temporary Accounts OnlyClose Temporary Accounts Only
Zero balance Zero balance after closing after closing
entries!entries!
Do not close!Do not close!
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Closing EntriesClosing Entries
At the start of the next period, temporary account At the start of the next period, temporary account balances are zero so you can accumulate data balances are zero so you can accumulate data
separately from data in prior periods.separately from data in prior periods.
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##8 8 Describe the required steps in the Describe the required steps in the
Accounting Cycle Accounting Cycle
• Steps are performed in sequence Steps are performed in sequence and are repeated in each and are repeated in each accounting period . . .accounting period . . .
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Let’s ReviewLet’s Review
Which is Which is notnot a temporary account?a temporary account?
a.a. Salaries expense.Salaries expense.
d.d. Dividends.Dividends.
c.c. Accounts receivable.Accounts receivable.
b.b. Service revenue.Service revenue.
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Let’s ReviewLet’s Review
Which is Which is notnot a temporary account?a temporary account?
a.a. Salaries expense.Salaries expense.
d.d. Dividends.Dividends.
c.c. Accounts receivable.Accounts receivable.
b.b. Service revenueService revenue
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Let’s ReviewLet’s Review
Which account will have a zero balance Which account will have a zero balance after closing entries?after closing entries?
a.a. Service Revenue.Service Revenue.
d.d. Accumulated Depreciation.Accumulated Depreciation.
c.c. Prepaid Insurance.Prepaid Insurance.
b.b. Advertising Supplies.Advertising Supplies.
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Let’s ReviewLet’s Review
Which account will have a zero balance Which account will have a zero balance after closing entries?after closing entries?
a.a. Service Revenue.Service Revenue.
d.d. Accumulated Depreciation.Accumulated Depreciation.
c.c. Prepaid Insurance.Prepaid Insurance.
b.b. Advertising Supplies.Advertising Supplies.
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Let’s ReviewLet’s Review
Which types of accounts will appear in the Which types of accounts will appear in the post-closing trial balance?post-closing trial balance?
a.a. Permanent accounts.Permanent accounts.
d.d. None of the above. None of the above.
c.c. Accounts shown in income statement. Accounts shown in income statement.
b.b. Temporary accounts. Temporary accounts.
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Let’s ReviewLet’s Review
Which types of accounts will appear in the Which types of accounts will appear in the post-closing trial balance?post-closing trial balance?
a.a. Permanent accounts.Permanent accounts.
d.d. None of the above. None of the above.
c.c. Accounts shown in income statement. Accounts shown in income statement.
b.b. Temporary accounts. Temporary accounts.
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