GAAPs etc Flashcards
Business entity concept
The accounting for a business or organization is kept separate from the personal affairs of its owner, other business or organization.
Going concept concern
Assumes that a business will continue to operate unless it is known otherwise
Time period concept
Accounting takes place over specific time periods known as fiscal periods. The fiscal periods should be equal length when used to measure the financial progress of the business
Monetary Unit Assumption
Accounting measures and reports the results of economic activities in terms of a stable monetary unit
Principle of conservatism
Te accounting for a business should be fair and reasonable. The results should not overstate nor understate the affairs of the business.
Objectivity principle
The accounting will be recorded on objective evidence. Different people looking at the evidence will arrive at the same value for the transaction.
Revenue recognition convention
Revenue should be taken into account at the time the transaction is completed.
Expense recognition convention
Expenses are recorded when benefit is used up to generate revenue.
Matching principle
Each expense related to revenue earned must be recorded in the same accounting period as the revenue it helped them earn.
Consistency principle
Accountants should apply the same methods and procedures from period to period. When changes are made, they must be explained clearly on the financial statements.
Materiality principle
Accountants are required to use GAAPs except when to do so would be expensive or difficult and where it makes no real difference o the decisions of users of financial statements.
Full disclosure principle
Any and all information that affects the full understanding of a company’s financial statements must be included with the financial statements.
Why do we need accounting?
- accurately record and report finances
- assess financial positions and make educated decisions
- hold accountable to shareholders, etc
- record day to day financial activities to find trends
- summarize and report information in financial statements for analysis and decision making
Who uses accounting?
- shareholders
- CEO ans CFOs
- financial decision makers
- consumers
- trade unions
- creditors
Define sole proprietorship
-you are sole owner of the business and are personally responsible for debts
Advantages of sole proprietorship
- easy and inexpensive to start
- direct control of decision making
- tax advantages
- all profits go to you directly
Disadvantages of sole proprietorship
- unlimited liability
- higher tax bracket if business is profitable
- lack of continuity if you need to be absent
- difficult to raise capital on your own
- limited talent pool
Define partnership
Business owned by two people, often for service type businesses
Advantages of partnership
- easy to start up
- start up costs shared
- equal share in management, less workload
- skill sets increase
- possible tax advantages
Disadvantages of partnership
- unlimited liability
- hard to find suitable partner
- possible conflict with partner
- lack of continuity if either one needs to be absent
- held responsible for the decisions your partner makes
Corporation
- a separate legal entity that is owned by its shareholders
- accountable under federal law
Advantages of corporation
- limited liability
- ownership is transferrable
- continuous existence
- easier to raise capital
- possible tax advantages
- specialized management team
Disadvantages of corportation
- closely regulated
- more expensive
- extensive corporate records required
- possible conflict between shareholders and board of directors
GAAP are what
Generally Accepted Accounting Principles that make sure companies are reporting fair data
What is the fundamental accounting equation?
Assets = Liabilities + Owners Equity
Assets- Liabilities = Owner’s Equity
Define assets
Items of value owned by a business or person
Define liabilities
-debts of a business or person
Define owners equity
A person’s net worth. AKA Capital, net worth, or retained earnings
Define balance sheet
A formal report or statement that shows the financial position of the business on a certain date. Does not include temporary accounts.
In what order to do you list asset accounts on the balance sheet?
Short term: Order of liquidity. Cash first, then accounts receivable, then prepaid rent and the like, then supplies
Long term: Longest life first. Land, building, equip.
In what order do you list liabilities on the balance sheet?
In order of maturity date, shortest first.
Define transaction:
An exchange of things of value
Define debit
The left hand side of an account. Increases assets, decreases liabilities and owner’s equity
Define credit
The right hand side of an account. Increases owner’s equity and liabilites, decreases assets
Define ledger
A group of accounts. Can be either on paper or digital.
Define double entry accounting
For each transaction two or more accounts must be affected. Debits must equal credits.
Define revenue
Amount earned from the sale of goods and services
Define Expenses
The cost of items or services to run the business
Net income/loss
The difference between revenue and expenses. Changes owner’s equity
In what order are revenues listed?
From greatest revenue to least
In what order are expenses listed?
In the order they appear in the general ledger
When do we use the drawings account?
- withdrawing cash
- removing merchandise for personal use
- taking equipment for personal use
- using company funds for personal expenses
- when paying themselves
Why do we need separate accounts for revenue and expense?
To provide us with financial information. We can track how we are spending and earning money. Want to be able to read off accounts in general ledger to create balance sheet and income statement.
What order do accounts go in the trial balance?
As they appear in the general ledger.
Where do dollar signs go?
-first figure of every column and beside the final total in both sections
What is the journal used for?
Recording transactions in a chronological order with both debit and credit and an explanation as to what transaction occurred.
What is the numbering system for accounts?
100-199 Assets 200-299 Liability 300-399 Owner's Equity 400-499 Revenue 500-599 Expenses
What do we write in the ledger posting reference column?
The page number of the journal that the transaction was written on with a J before it.
What do we write in the journal posting reference?
The number from the ledger account.
How do you open ledger accounts?
Fill in information and write “opening entry” in the particulars.
How do you forward amounts once you’ve finished a page of the ledger?
Record the normal information, then write “Forwarded” in the particulars and write the balance and put a check in the PR. On the previous page write “Forwarded” in the particulars.
Source documents relate to which GAAP?
Principle of Objectivity
Define source document
Any business form that serves as the original source of information that a transaction has occurred.
What control procedure is related to source documents?
All documents are pre numbered and must be accounted for. There must be a copy of all source documents on file and available to anyone that has authority to check company records
What are cash sales slips?
Used whenever a cash sale is made. On copy given to customer, one used in accounting department, one kept in a file that contains record of all cash sales.
What are sales invoices?
Used when purchases are made on credit. Terms should be on the sales invoice. 2 copies go the the customer, 3 goes to accounting department of seller, 4 is kept in sales department records.
What are purchase invoices?
The bill received when you purchase something on credit.
What are bank source documents?
Used when the bank makes changes to your account. They are opposite. A bank credit memo increases the customer’s account, a bank debit memo decreases the customer’s account.
What is the work sheet?
A tool that accountants use to help organize their data to help create the financial statements.
What is a report form balance sheet?
Does not break down assets or liabilities. Includes statement of owner’s equity.
What is a classified balance sheet?
Lists items into special categories to provide us with more information about the company when looking at the financial statements. We categorize the asset section into current and fixed assets. We categorize liabilities into current and long term.
Define current assets vs. fixed
Assets that will be turned into cash or consumed within one year. Fixed are more than one year.
What is included as current assets?
Cash, accounts rec, supplies, government bonds, marketable securities, and prepaid expenses.
What is the diff. between long term and current liabilities?
Current are paid within a year.
What do we debit when we pre-pay an expense?
Prepaid whatever expense. (Later just debit whatever expense as you use the prepaid up. you don’t touch prepaid whatever expense again)
Why do we make adjustments?
So the balance sheets show as accurately as possible the value of our stuff. This follows the Revenue Recognition Principle, Matching Principle, Principle of Materiality, and Principle of Conservatism
How do we record supplies used?
On sum at the end of the month. Debit supplies expense. Subtract amount we have from amount we had.
How do we adjust for unearned revenue?
Debit Unearned Revenue, credit whatever Revenue account.
What are accrual adjustments?
These have not been recording yet in the accounts, and could be revenues that were earned but not paid or billed yet, or expenses that were incurred.
What do you write as an explanation when services are done on credit?
“To accrue revenue earned but not billed or collected”
How do you adjust for owing interest but not having to pay it until a certain time?
Debit Interest expense, credit interest payable. Write “To accrue interest on note payable”. Later debit both interest payable and note payable.
How do you record salaries that are split between months?
Debit Salary Expense for the amount earned per the time period, credit Salary Payable. Write “to record accrued salaries”. Later when you pay debit both salary payable and salary expense.
In what order do you do the accounting process?
Journalize, post to ledger, do trial balance, do adjustments, do trial balance, do rest of statements, close and post accounts, do post-closing trial balance.
What are expenses?
Any cost to a business that helps generate revenue.
What is depreciation?
The assignment of costs, or the division of initial cost of the fixed asset over the life of the asset.
What is and Accumulated Depreciation account?
Contra-asset. Has a credit value and decreases the value of fixed assets.
What is straight line depreciation?
The asset decreases by the same amount every year, whether a percent or an equal division of its life span.
How do you record amortization?
Debit amortization expense, credit accumulated depreciation.
What is declining balance?
Depreciation is largest towards the beginning ang becomes smaller over time. Never reaches 0. Take percent of end balance.
What does declining balance mean when it come to income tax?
Have to use the declining balance method. Revenue Canada sets out the maximum rates of depreciation. Refer to as the capital cost allowance.
What is bad debt?
Allowing for customers who will not pay. Uses the Allowance for Doubtful Accounts, a contra asset.
How do you record bad debt?
First: Debit Bad Debt Expense, credit Allowance for doubtful accounts “to allocate for bad debt for the period”. When sure will not be paid:
Debit Allowance for Doubtful Accounts and credit Accounts Receivable “to remove A/R that will not be paid”
What is COGS?
Cost of Goods Sold. The total cost for the merchandise that we have sold in a fiscal period. Sales minus COGS gives gross profit.
What are operating cycles?
The time it takes for cash to come back as cash when producing revenue. Longer for merchandising operations.
What type of account is merchandise inventory?
Current asset.
What are perpetual inventory systems?
Inventory and COGS are recorded continuously via barcodes and scanners. Gives strong internal control of inventory, which is crucial to success. Allows to avoid aging merchandise and know when company is running low on stock. Still have to do physical inventory at least once a year.
What are periodic inventory systems?
Records stuff at end of accounting period. Have to do a physical inventory. Cheaper.
How do you calculate COGS?
Beginning inventory + cost of goods purchased = cost of goods available for sale
Cost of goods available - ending inventory = cost of goods sold.
How do we record purchase of merchandise?
Debit merchandise inventory, credit accounts payable
What are the accounts that summaries your subsidiary ledgers?
Control accounts
How do taxes affect merchandising companies?
PST is only paid by final customer. GST is paid when purchasing items for resale. Offset in retail price.
What does FOB mean?
Free on board point
What is the diff between FOB shipping point and FOB destination?
S: Buyer accepts ownership of merchandise when placed on carrier by seller. They pay for costs and damages.
D: Seller is responsible until it arrives at the seller
For a buyer how is FOB shipping point recorded?
Debit Merchandise Inventory, credit Cash
How do you record returned goods (buyer)?
Debit Accounts payable, credit merchandise inventory
What does 2/10, n/30 mean?
2% off if paid within ten days Payment due in 30.
How do you record purchase discounts?
Debit accounts payable, credit merchandise inventory and cash
How do you record selling merchandise?
Two entries.
Debit Accounts Receivable, credit sales
Debit Cost of Goods Sold, credit merchandise inventory
Sales tax is what?
A liability until it is paid to the government.
Sales Returns and Allowances
A contra asset account used by merchandising companies.
How does a seller record returned merchandise?
Debit Sales Returns and Allowances, Credit Accounts Rec.
Debit Merchandise Inventory, Credit Cost of Goods Sold
How do you record returned merch if it cannot be resold?
Debit Loss from Damaged Goods, credit Cost of Goods Sold
How do sellers record sales discounts?
Debit cash, sales discount. Credit Accounts Receivable.
How do you record a loss of inventory?
Debit cost of goods sold, credit merchandise inventory.
Why do we close accounts?
To prepare the revenue and expense accounts for the next accounting period by reducing them to a zero balance and to update the owner’s equity account
How do you close accounts?
Debit all revenue accounts, credit income summary.
Debit income summary, credit all expense accounts.
Debit (or credit) income summary, credit (or debit) capital
Debit drawings account, credit capital
What do you write in the particulars of ledger posts?
Adjustments: “Adjusting Entry”
Close: “Closing Entry”
Close to income summary: “To close revenue/expenses”
Close income summary: “Closing Entry”, “Net income/loss” in capital
Close Drawings: “Drawings” in capital
What are the steps of a multistep income statement?
- Net sales
- Gross profit
- Income from operations
- Non-operating activities
- Net income
What is a non-operating activity?
Non-recurring or short term. Items recorded at net amount.
Internal control
The process that management designs and implements to help an organization acheive reliable financial reporting, effective and efficient operations, and compliance with relevant laws. Prevents employees from stealing.
What are the principles of internal control?
- Authorization
- Segregation of duties
- Documentation procedures
- Safegaurding assets and records
- Independent verification
- Other control
What are control activities?
Policies and procedures that help to ensure management’s directions are followed. Response to potential risk.
What is authorization?
Establishment of responsibility. Specific employees responsible for specific tasks, no overlap
What is segregations of duties?
The work of one employee should be the basis for monitoring the work of another. Responsibility for related activities assigned to different people, accounting for assets separate from person with physical custody
What are documentation procedures?
Give accountants evidence of transactions and events. Adding signatures helps keep track of who was involved.
What is safegaurding assets and records?
Physical controls. Safes, alarms, time clocks
What is independent verification?
Performance review with no bias. Should be done on surprise basis. Internal auditors may be hired by a company to make sure their control procedures are being followed.
What is bonding employees?
Getting insurance protection if the employee were to steal from the company. Insurance company does screening and rejects risky applicants. Less likely to steal because insurance company will prosecute offenders.
Why rotate employees duties?
Deter them from stealing. Harder for them to cover up their work.
What is reasonable assurance?
Internal controls should not cost more than the expected benefit. Human factor means they will never be perfect.
What are cash control procedures?
- Separation of duties
- Immediate listing of cash receipts
- Daily cash proof
- Daily deposit of cash
- Payment by cheque
- Petty cash procedures
- Periodic Audit
- Bank Reconciliation
What is immediate listing of cash receipts
All cash should be recorded as soon as it is received. Any cancelled sales slips should be marked void and kept on file.
What is daily cash proof
Each day supervisor should balance the cash against source documents.
What is daily deposit of cash?
Each day cash should be deposited in bank. No large amounts at any one time.
What is payment by cheque?
All cash payments done by cheque requiring 2 signatures and kept in a safe location.
What are petty cash procedures?
Used for small purchases. One person responsible for petty cash fund. Collect receipts and are in charge of cash disbursements. Replenish when running low.
What is a bank reconciliation?
Bank and business keep separate accounts. May not match due to time lags. Person who does should have no other cash related duties.
How do you adjust NSF cheques?
Debit A/R, credit cash
