3-1. 3-2 The Accounting Information System Kimmel ● Weygandt ● Kieso Financial Accounting,...

The Accounting Information System

Kimmel ● Weygandt ● KiesoFinancial Accounting, Eighth Edition

Explain how accounts, debits, and credits are used to record business transactions.

CHAPTER OUTLINE

Analyze the effect of business transactions on the basic accounting equation.1

LEARNING OBJECTIVES

Indicate how a journal is used in the recording process.3

Explain how a ledger and posting help in the recording process.4

Prepare a trial balance.5

Accounting Information System

System of

► collecting and

► processing transaction data and

► communicating financial information to decision-makers.

LEARNING OBJECTIVE

Analyze the effect of business transactions on the basic accounting equation.1

Accounting information systems rely on a process

referred to as the accounting cycle.

Accounting Information System

Analyze business

transactionsJournalize Post

Trial Balance

Adjusting Entries

Adjusted Trial

Balance

Financial Statements

Closing Entries

Post-Closing Trial Balance

Most businesses use computerized accounting systems.

Transactions are economic events that require recording

in the financial statements.

Not all activities represent transactions.

Assets, liabilities, or stockholders’ equity items change

as a result of some economic event.

Dual effect on the accounting equation.

ACCOUNTING TRANSACTIONS

Question: Are the following events recorded in the accounting records?

EventPurchase computer

Criterion

Pay rent

Record/ Don’t Record

Discuss guided trip options with potential

customer

Illustration 3-1Transaction identification process

ACCOUNTING TRANSACTIONS

Is the financial position (assets, liabilities, or stockholders’ equity) of the company changed?

AssetsAssets LiabilitiesLiabilitiesStockholders’

EquityStockholders’

Equity= +

Basic Accounting Equation

The process of identifying the specific effects of

economic events on the accounting equation.

ANALYZING TRANSACTIONS

Illustration 3-2 Expanded accounting equation

Event (1). On October 1, cash of $10,000 is invested in Sierra Corporation

by investors in exchange for $10,000 of common stock.

1. +10,000 +10,000

Event (2). On October 1, Sierra borrowed $5,000 from Castle Bank by

signing a 3-month, 12%, $5,000 note payable.

1. +10,000 +10,000

2. +5,000 +5,000

Event (3). On October 2, Sierra purchased equipment by paying $5,000

cash to Superior Equipment Sales Co.

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (4). On October 2, Sierra received a $1,200 cash advance from R.

Knox, a client.

4. +1,200 +1,200

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (5). On October 3, Sierra received $10,000 in cash from Copa

Company for guide services performed.

4. +1,200 +1,200

5. +10,000 +10,000

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (6). On October 3, Sierra Corporation paid its office rent for the

month of October in cash, $900.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (7). On October 4, Sierra paid $600 for a one-year insurance policy

that will expire next year on September 30.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

7. -600 +600

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (8). On October 5, Sierra purchased an estimated three months of

supplies on account from Aero Supply for $2,500.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

7. -600 +600

8. +2,500 +2,500

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (9). On October 9, Sierra hired four new employees to begin work

on October 15.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

7. -600 +600

8. +2,500 +2,500

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

An accounting transaction has not occurred.

Event (10). On October 20, Sierra paid a $500 dividend.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

7. -600 +600

8. +2,500 +2,500

10. -500 -500

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

Event (11). Employees have worked two weeks, earning $4,000 in

salaries, which were paid on October 26.

4. +1,200 +1,200

5. +10,000 +10,000

6. -900 -900

7. -600 +600

8. +2,500 +2,500

10. -500 -500

11. -4,000 -4,000

3. -5,000 +5,000

1. +10,000 +10,000

2. +5,000 +5,000

INVESTOR INSIGHT

Why Accuracy Matters

While most companies record transactions very carefully, the reality is that mistakes still happen. For example, bank regulators fi ned Bank One Corporation (now JPMorgan Chase) $1.8 million because they felt that the unreliability of the bank’s accounting system caused it to violate regulatory requirements. Also, in recent years Fannie Mae, the government chartered mortgage association, announced a series of large accounting errors. These announcements caused alarm among investors, regulators, and politicians because they feared that the errors might suggest larger, undetected problems. This was important because the home-mortgage market depends on Fannie Mae to buy hundreds of billions of dollars of mortgages each year from banks, thus enabling the banks to issue new mortgages. Finally, before a major overhaul of its accounting system, the financial records of Waste Management Company were in such disarray that of the company’s 57,000 employees, 10,000 were receiving pay slips that were in error. The Sarbanes-Oxley Act was created to minimize the occurrence of errors like these by increasing every employee’s responsibility for accurate financial reporting.

Transaction Analysis

A tabular analysis of the transactions for the month of August is shown below. Describe each transaction.

DO IT! 1

1. Company issued shares of stock for $25,000 cash.2. Company purchased $7,000 of equipment on account.3. Company received $8,000 cash in exchange for services performed.4. Company paid $850 for this month’s rent.

Double-entry system

Each transaction must affect two or more accounts to

keep the basic accounting equation in balance.

Recording done by debiting at least one account and

crediting another.

DEBITS must equal CREDITS.

Debit and Credit Procedures

LEARNING OBJECTIVE

Explain how accounts, debits, and credits are used to record business transactions.2

Account Name

Debit / Dr. Credit / Cr.

If Debits are greater than Credits, the account will have

a debit balance.

$10,000 Transaction #2$3,000

$15,000

8,000Transaction #3

Balance

Transaction #1

DEBIT AND CREDIT PROCEDURES

Account Name

$10,000 Transaction #2$3,000

Balance

Transaction #1

$1,000

8,000 Transaction #3

DEBIT AND CREDIT PROCEDURES

If Debits are greater than Credits, the account will have

a debit balance.

Assets - Debits should exceed credits.

Liabilities – Credits should exceed debits.

Chapter 3-23

AssetsAssets

Normal BalanceNormal Balance

Chapter 3-24

LiabilitiesLiabilities

Procedures for Assets and Liabilities

▼ HELPFUL HINTThe normal balance is the side where increases in the account are recorded.

Investments by stockholders and revenues increase stockholders’ equity (credit).

Dividends and expenses decrease stockholder’s equity (debit).

Chapter 3-25

Common StockCommon Stock

Chapter 3-23

DividendsDividends

Chapter 3-25

StockholdersStockholders’’ EquityEquity

Chapter 3-25

Retained EarningsRetained Earnings

Procedures for Stockholders’ Equity

Revenues increase stockholder’s equity.

Expenses have the opposite effect: expenses decrease stockholders’ equity.

The effect of debits and credits on revenue and expense accounts is the same as their effect on stockholders’ equity.

Chapter 3-27

ExpenseExpense

Chapter 3-26

RevenueRevenue

Procedures for Stockholders’ Equity

INVESTOR INSIGHT

Keeping Score

The Chicago Cubs baseball team has these major revenue and expense accounts:

Revenues Expenses

Admissions (ticket sales) Players’ salaries

Concessions Administrative salaries

Television and radio Travel

Advertising Ballpark maintenance

Chicago Cubs

STOCKHOLDERS’ EQUITY RELATIONSHIPS

ILLUSTRATION 3-15Stockholders’ equityrelationships

3-31 LO 2

Chapter 3-23

AssetsAssets

Chapter 3-27

ExpenseExpense

Chapter 3-24

LiabilitiesLiabilities

Chapter 3-25

StockholdersStockholders’’ EquityEquity

Chapter 3-26

RevenueRevenue

Normal Balance Credit

Normal Balance

DEBIT/CREDIT RULES

Balance Sheet Income Statement

= + =-Asset Liability Equity Revenue Expense

Credit

SUMMARY OF DEBIT/CREDIT RULES

Relationship among the assets, liabilities and stockholders’ equity of a business:

The equation must be in balance after every transaction. For every Debit there must be a Credit.

ILLUSTRATION 3-16

Assets Liabilities= Stockholders’ EquityBasic Equation

Expanded Basic Equation

Review Question

Debits:

a. increase both assets and liabilities.

b. decrease both assets and liabilities.

c. increase assets and decrease liabilities.

d. decrease assets and increase liabilities.

Review Question

Accounts that normally have debit balances are:

a. assets, expenses, and revenues.

b. assets, expenses, and equity.

c. assets, liabilities, and dividends.

d. assets, dividends, and expenses.

The Recording Process

LEARNING OBJECTIVE

Indicate how a journal is used in the recording process.3

Analyze business

transactions

Journalize the

transaction

Post to ledger

accounts

1. Analyze each transaction in terms of its effect on the

accounts.

2. Enter the transaction information in a journal.

3. Transfer the journal information to the appropriate accounts

in the ledger.

THE RECORDING PROCESS

Analyze business

transactions

Journalize the

transaction

Post to ledger

accounts

Analyze transaction

Entertransaction Transfer from journal

to ledger

ILLUSTRATION 3-17The recording process

Transactions recorded in chronological order in a

journal before they are transferred to the accounts.

Contributions to the recording process:

1. Discloses the complete effects of a transaction.

2. Provides a chronological record of transactions.

3. Helps to prevent or locate errors because the

debit and credit amounts can be easily compared.

THE JOURNAL

Journalizing - Entering transaction data in the journal.

Illustration: Presented below is information related to Sierra Corporation.

Oct. 1 Sierra issued common stock in exchange for $10,000 cash.

1 Sierra borrowed $5,000 by signing a note.

2 Sierra purchased equipment for $5,000.

Instructions - Journalize these transactions.

THE JOURNAL

Oct. 1 Sierra issued common stock in exchange for $10,000 cash.

Account Title Ref. Debit CreditDate

General Journal

Common Stock

10,000

Oct. 1

THE JOURNAL

Oct. 1 Sierra borrowed $5,000 by signing a note.

General Journal

Notes Payable

Oct. 1

THE JOURNAL

Oct. 2 Sierra purchased equipment for $5,000.

General Journal

Equipment

Oct. 2

THE JOURNAL

ILLUSTRATION 3-18Recording transactions injournal form

ACCOUNTING ACROSS THE ORGANIZATION

Boosting Profits

Microsoft originally designed the Xbox 360 to have 256 megabytes of memory. But the design department said that amount of memory wouldn’t support the best special effects. The purchasing department said that adding more memory would cost $30—which was 10% of the estimated selling price of $300. The marketing department, however, “determined that adding the memory would let Microsoft reduce marketing costs and attract more game developers, boosting royalty revenue. It would also extend the life of the console, generating more sales.” As a result of these changes, Xbox enjoyed great success. But, it does have competitors. Its newest video game console, Xbox One, is now in a battle with Sony’s Playstation4 for market share. How to compete? First, Microsoft bundled the critically acclaimed Titan fall with its Xbox One. By including the game most Xbox One buyers were going to purchase anyway, Microsoft was making its console more attractive. In addition, retailers are also discounting the Xbox, which should get the momentum going for increased sales. What Microsoft is doing is making sure that Xbox One is the center of the home entertainment system in the long run.

Journal Entries

The following events occurred during the first month of business of Hair

It Is Inc., Kate Browne’s beauty salon:

1. Issued common stock to shareholders in exchange for $20,000

2. Purchased $4,800 of equipment on account (to be paid in 30 days).

3. Interviewed three people for the position of stylist.

The three activities are recorded as follows:

DO IT! 3

1. Cash 20,000

Common Stock 20,000

2. Equipment 4,800

Accounts Payable 4,800

3. No entry because no transaction occurred.

The Accounting Cycle

LEARNING OBJECTIVE

Explain how a ledger and posting help in the recording process.4

Analyze business

transactions

Post to ledger

accounts

Journalize the

transaction

Trial Balance

Adjusting Entries

Adjusted Trial

Balance

Closing Entries

The Ledger is comprised of the entire group of accounts maintained by a company.

THE LEDGER

ILLUSTRATION 3-19The general ledger

Listing of accounts used by a company to record transactions.

CHART OF ACCOUNTS

ILLUSTRATION 3-20Chart of accounts for SierraCorporation

Cash Acct. No. 101

Explanation Ref. Debit Credit BalanceDate

General Ledger

The process of transferring journal entry amounts to ledger accounts.

POSTING

General Journal

Common Stock

10,000

Oct. 1

Oct. 1 Stock issued 10,000 10,000

POSTING

Review Question

Posting:

a. normally occurs before journalizing.

b. transfers ledger transaction data to the journal.

c. is an optional step in the recording process.

d. transfers journal entries to ledger accounts.

ETHICS INSIGHT

A Convenient Overstatement

Sometimes a company’s investment securities suffer a permanent decline in value below their original cost. When this occurs, the company is supposed to reduce the recorded value of the securities on its balance sheet (“write them down” in common financial lingo) and record a loss. It appears, however, that during the financial crisis of 2008, employees at some financial institutions chose to look the other way as the value of their investments skidded. A number of Wall Street traders that worked for the investment bank Credit Suisse Group were charged with intentionally overstating the value of securities that had suffered declines of approximately $2.85 billion. One reason that they may have been reluctant to record the losses is out of fear that the company’s shareholders and clients would panic if they saw the magnitude of the losses. However, personal self-interest might have been equally to blame—the bonuses of the traders were tied to the value of the investment securities.

Source: S. Pulliam, J. Eaglesham, and M. Siconolfi , “U.S. Plans Changes on Bond Fraud,” Wall Street Journal Online (February 1, 2012).

Credit Suisse Group

Follow these steps:

1. Determine what type of account is involved.

2. Determine what items increased or decreased and by how much.

3. Translate the increases and decreases into debits and credits.

RECORDING PROCESS ILLUSTRATED

ILLUSTRATION 3-21Investment of cash bystockholders

3-53 LO 4 ILLUSTRATION 3-22

3-55ILLUSTRATION 3-24

ILLUSTRATION 3-29

3-63 LO 4

JOURNALIZING SUMMARY ILLUSTRATION 3-32General journal for Sierra Corporation

3-64 LO 4

Illustration 3-32

ILLUSTRATION 3-33General ledger for Sierra Corporation

POSTING SUMMARY

Selected transactions from the journal of Faital Inc. during its first month of

operations are presented below. Post these transactions to T-accounts.

PostingDO IT! 4

The Accounting Cycle

LEARNING OBJECTIVE Prepare a trial balance.5

Analyze business

transactions

Post to ledger

accounts

Journalize the

transaction

Prepare a Trial

Balance

Adjusting Entries

Adjusted Trial

Balance

Closing Entries

A list of accounts and their balances at a given time.

Accounts are listed in the order in which they appear

in the ledger.

Purpose is to prove that debits

equal credits.

May also uncover errors in

journalizing and posting.

Useful in the preparation of

financial statements.

TRIAL BALANCE

▼ HELPFUL HINTNote that the order ofpresentation in the trial balance is:

AssetsLiabilitiesStockholders’ equityRevenuesExpenses

TRIAL BALANCE ILLUSTRATION 3-34Sierra Corporation trial balance

The trial balance may balance even

1. a transaction is not journalized,

2. a correct journal entry is not posted,

3. a journal entry is posted twice,

4. incorrect accounts are used in

journalizing or posting, or

5. offsetting errors are made in

recording the amount of a

transaction.

ETHICS NOTE An error is the result of an unintentional mistake. It is neither ethical nor unethical. An irregularity is an intentional misstatement, which is viewed as unethical.

LIMITATIONS OF A TRIAL BALANCE

Review Question

A trial balance will not balance if:

a. a correct journal entry is posted twice.

b. the purchase of supplies on account is debited to

Supplies and credited to Cash.

c. a $100 cash dividends is debited to the Dividends

account for $1,000 and credited to Cash for $100.

d. a $450 payment on account is debited to Accounts

Payable for $45 and credited to Cash for $45.

TRIAL BALANCE

Trial BalanceDO IT! 5

The following accounts come from the ledger of SnowGo Corporation at December 31, 2017.

Equipment $88,000

Dividends 8,000

Accounts Payable 22,000

Salaries and Wages

Expense 42,000

Accounts Receivable

Service Revenue

95,000

Common Stock $20,000

Salaries and Wages

Payable 2,000

Notes Payable (due in

3 months) 19,000

Utilities Expense

Prepaid Insurance

Prepare a trial balance in good form.

3-73 LO 5

KEY POINTS

A Look at IFRS

LEARNING OBJECTIVE

Compare the procedures for the recording process under GAAP and IFRS.

Similarities

Transaction analysis is the same under IFRS and GAAP.

Both the IASB and the FASB go beyond the basic definitions provided in the textbook for the key elements of financial statements, that is assets, liabilities, equity, revenues, and expenses. The implications of the expanded definitions are discussed in more advanced accounting courses.

A Look at IFRS

KEY POINTS

Similarities

As shown in the textbook, dollar signs are typically used only in the trial balance and the financial statements. The same practice is followed under IFRS, using the currency of the country where the reporting company is headquartered.

A trial balance under IFRS follows the same format as shown in the textbook.

A Look at IFRS

KEY POINTS

Differences

IFRS relies less on historical cost and more on fair value than do FASB standards.

Internal controls are a system of checks and balances designed to prevent and detect fraud and errors. While most public U.S. companies have these systems in place, many non-U.S. companies have never completely documented the controls nor had an independent auditor attest to their effectiveness.

A Look at IFRS

LOOKING TO THE FUTURE

The basic recording process shown in this textbook is followed by companies around the globe. It is unlikely to change in the future. The definitional structure of assets, liabilities, equity, revenues, and expenses may change over time as the IASB and FASB evaluate their overall conceptual framework for establishing accounting standards.

IFRS Practice

Which statement is correct regarding IFRS?

a) IFRS reverses the rules of debits and credits, that is, debits

are on the right and credits are on the left.

b) IFRS uses the same process for recording transactions as

c) The chart of accounts under IFRS is different because

revenues follow assets.

d) None of the above statements are correct.

A Look at IFRS

IFRS Practice

A trial balance:

a) is the same under IFRS and GAAP.

b) proves that transactions are recorded correctly.

c) proves that all transactions have been recorded.

d) will not balance if a correct journal entry is posted twice.

A Look at IFRS

IFRS Practice

One difference between IFRS and GAAP is that:

a) GAAP uses accrual-accounting concepts and IFRS uses

primarily the cash basis of accounting.

b) IFRS uses a different posting process than GAAP.

c) IFRS uses more fair value measurements than GAAP.

d) the limitations of a trial balance are different between IFRS

and GAAP.

A Look at IFRS

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