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FUNDAMENTALS OF ACCOUNTS An account is a summarised record of relevant transactions at one place relating to a particular head. It records not only the amount of transactions but also their effect and direction. Debit and Credit are simply additions to or subtractions from an account.
Fundamentals of Accounts
The three rules of accounting are Debit the receiver and Credit the giver Debit what comes in and Credit what goes out Debit all expenses and Credit all gains and profits
Classification of Accounts
Personal Account Real Account Nominal Account
Nominal Accounts
Financial Statements
Financial Statements are compilation of accounting information for the external users. They include Profit and Loss Account Balance Sheet Schedules and Notes forming part of the above
Capacity
It increases the earning It is incurred for capacity of the earning profits business Its benefit is extended to more than one year It is shown in the balance sheet Its benefit extends to only one accounting year It is part of trading or Profit or Loss account
Period
Depiction
Management Accounting
Definition Management accounting is the process of identification, measurement, accumulation, analysis, preparation, interpretation and communication of information that assists managers in specific decision making within the framework of fulfilling the organizational objectives.
Types of Decisions
The decisions, managers are concerned with, can be categorized as Planning decisions Control decisions
Planning Decisions
Planning Decisions are concerned with the establishment of goals for the organization and the choosing of plans to accomplish these goals Management accounting information is needed to take Planning decisions
Control Decisions
Control decisions result from implementing the plans and monitoring the actual results to see if goals are being achieved If goals are not being achieved, either corrective steps must be taken resulting in goal achievement or goals themselves have to be revised to attainable levels Cost accounting data are needed for taking Control decisions
Cost Accounting is mainly concerned with the techniques of product costing and deals with only cost and price data. It is limited to product costing procedures and related information processing. It helps management in planning and controlling costs relating to both production and distribution channels. Cost Accounting is a Line function Management Accounting is not confined to the area of product costing. The objective is to have a data pool which will include all information that management may need, both costing and financial. Management accounting is a Staff function
Assets
Assets are the valuable resources owned by a business Assets need to satisfy three requirements: - the resources must be valuable i.e. it is cash or convertible into cash or it can provide future benefits to the operations of the firm - the resources must be owned in the legal sense. Mere possession or control would not constitute an asset - the resource must be acquired at a cost
Assets
The assets in the balance sheet are listed either in the order of liquidity i.e. promptness with which they are expected to be converted into cash or In the reverse order i.e. fixity or listing of the least liquid asset first, followed by others
Assets
All assets are grouped into categories i.e. assets with similar characteristics are put in one category The standard classification of assets divides them into- fixed assets / long term assets - current assets - investments - other assets
Fixed assets
These assets are fixed in the sense that they are acquired to be retained in the business on a long term basis to produce goods and services and not for resale They are long term resources and are held for more than one accounting year These assets are significant as the future earnings/profits of the company are determined by them
Current Assets
The second category of assets in the balance sheet are current assets In contrast to the fixed assets, current assets are short term in nature As short term assets, they refer to assets / resources which are either held in the form of cash or expected to be realized in cash within the accounting period or the normal operating cycle of the business
The term operating cycle means the time span during which the cash is converted into inventory, inventory into receivables/cash sales and receivables into cash
Investments
The third category of assets is investments They represent investment of funds in the securities of another company They are long term assets outside the business of the firm The purpose is to earn a return and/or to control another comapny
Other Assets
Included in this category are the Deferred Charges Example: Advertisement, Preliminary expenses, etc
Liabilities
Liabilities are defined as the claims of outsiders against the firm They represent the amount that the firm owes to outsiders other than the owners The assets are financed by different sources Depending on the periodicity of the funds, liabilities are classified into - Long term and short term sources
Preference Capital
These shareholders are entitled to a stated amount of dividend and return of principal on maturity In this sense, they are akin to that of a lender But, he is entitled to the dividend only if the company has made profits In this sense, they are the owners
Equity Capital
They are the residual claimants of the profits After all the external liability holders and the preference shareholders have been paid, the balance amount, if any, belongs to the Equity shareholders Components: Paid up capital which is the initial investments made by this group and Retained earnings/Reserves and Surplus which is the undistributed part of the residual profits over the years which has been put back in business
Common Doubts
Why is share capital shown as a liability? Depreciation what is its nature? Accumulated losses treatment? Goodwill what is its nature? What is the significance of the auditors report?
Revenues
Revenue is defined as the income that accrues to the firm by sale of goods and services or through investments Sales Revenue is the amount earned through sale of goods/services Gross sales is the total sales, while Net sales is gross sales minus the trade discounts
Revenue (Contd.)
Other income is earned through other sources of investments Examples: Interest, dividend, royalty, commission, fee, etc Sale of Fixed Assets are the revenues which come into the business when unused / unwanted assets are sold and money recovered by the company
Expenses
The cost of earning the revenues are the expenses Examples: variable expenses like cost of manufacture, cost of selling, fixed expenses like salaries, administrative expenses
Expenses (Contd.)
Cost of goods consumed This is the value of the inputs used to manufacture the final product It is calculated as Opening stock + Purchases - Closing Stock
Expenses (Contd.)
Manufacturing expenses These include all expenses related to plant and manufacturing operations like power and fuel, repairs and maintenance, stores consumed, water consumed, etc Excise Duty This is the amount paid to the Govt. as a tax, before the goods are dispatched from the factory
Expenses (Contd.)
Salaries and Wages These are the cost of labour and other staff and will also include all other employee benefits and amenities. The other benefits include Provident Fund, ESI contributions, medical benefits, LTC, bonus, gratuity, pension, other superannuation benefits, etc
Expenses (Contd.)
Administrative Expenses These include office expenses, secretarial costs, postage and telephones, directors remuneration and other administrative expenses Selling Expenses These include freight, advertising and sales promotion, commissions and discounts and other selling and distribution costs
Expenses (Contd.)
Interest The interest costs consist of interest on long term loans, debentures, bank loans for working capital, interest on public deposits and other loans Depreciation This represents a non cash expenditure as it is only an accounting provision. This amount is not paid to an outside party Other expenses This includes auditors remuneration, petty expenses, donations, etc
Profit / Loss
The difference between the revenue and expense is profit When expense exceeds the revenue, the company ends up with a loss. PBID: Profit before Interest and Depreciation PBT: Profit before Tax PAT: Profit after Tax
Ratios on ROI
Return on assets = PAT ---------------- * 100 Total assets Return on total capital employed = PBT + Interest -------------------------- * 100 Total capital employed (Total cap.employed = total assetscurrent liabilities)
Ratios on ROI
Return on Net worth = Net profit after tax ------------------------ * 100 Net worth Net worth = Share capital + reserves & surplus accumulated losses
Advantages
Helps in efficient cash management Helps in internal financial management Discloses the movement of cash Discloses success or failure of cash planning
Limitations
Cash flow does not reflect net income as it does not consider non cash transactions Cash position can be manipulated by collecting ahead or deferring some payments FFS, CFS and Income statement each has its own use and one can not replace the other
CFS
Sources of Cash Internal External Applications of Cash
CFS
Internal sources Cash flow from operating activities Net profit + Depreciation + Amortization of non cash expenses + Loss on sale of fixed assets + Gain on sale of fixed assets + Provisions made in the P&L account + Transfer to reserves
CFS
Adjustment for changes in current assets and current liabilities Adjusted Net profit + Decrease in sundry debtors + Decrease in bills receivables + Decrease in inventories + Decrease in prepaid expenses + Decrease in accrued income + Increase in sundry creditors + Increase in bills payable + Increase in outstanding expenses contd..
CFS
Adjustment for changes in current assets and current liabilities - Increase in sundry debtors - Increase in bills receivables - Increase in inventories - Increase in prepaid expenses - Increase in accrued income - Decrease in sundry creditors - Decrease in bills payable - Decrease in outstanding expenses
CFS
Increase in cash Decrease in current asset Increase in current liability Decrease in cash Increase in current asset Decrease in current liability
CFS
External sources Issue of shares Issue of debentures Raising of deposits Raising of loans secured and unsecured Raising of bank borrowings Sale of assets and investments
CFS
Applications of cash Purchase of fixed assets Repayment of loans secured, unsecured Repayment of bank borrowings Repayment of deposits Redemption of debentures Redemption of preference shares Loss from operations Tax paid Dividend paid
Cost Concepts
Important inputs in managerial decision making is cost data Cost data is classified based on managerial needs Managerial needs are Income measurement Profit planning Costs control Decision making
Relating to Control
Responsibility costs Controllable and Non controllable costs Direct and Indirect costs
Relating to Control
Responsibility costs This concept applies more as responsibility accounting Costs are classified with the persons / centers responsible for their incurrence
Relating to Control
Controllable costs are those which can be controlled / influenced by the responsibility centers/persons Non controllable costs are those which can not be influenced
Relating to Control
Direct costs are those which can be identified in their entirety to a particular product in a responsibility center Indirect costs are common costs which are shared among products / departments
Marginal Costing
Marginal cost is the cost of producing one additional unit Variable cost varies with the level of production Fixed cost remains constant for a range of capacity utilization Therefore for a given range of capacity utilization, the marginal cost is the variable cost per unit.
Budgetary Control
Budgeting is tool of planning Planning involves specification of the basic objectives that the organisation will pursue and the fundamental policies that will guide it
Inventory Costing
Inventories are assets: Held for sale in the ordinary course of business (finished goods) In the process of production for such sale (work in progress) In the form materials or supplies to be consumed in the production process or in the rendering of services (raw materials) Purchased and held for resale
Inventory Costing
Inventories should be valued at the lower of cost or net realizable value Net realizable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make such sale
Inventory Costing
The cost of inventories should comprise all costs of purchase, costs of conversion and other costs incurred in bringing the inventories to their present location and condition Cost of purchase consists of the purchase price inclusive of the taxes and duties, freight inwards and other acquisition costs directly attributable to the purchase and trade discounts, rebates, duty drawbacks and other similar items are deducted in determining the cost of purchase
Inventory Costing
Costs of conversion include costs directly related to production like labor, factory overheads, etc. In this process, if any byproduct, waste or scrap are produced, their net realizable value is removed from the cost of conversion Other costs included in the cost of inventories are only those incurred in bringing the inventories to their present level like design cost, etc.
Inventory Systems
Periodic System: inventory is determined by a
periodic count as of a specific date. As long as the check is frequent enough to avoid negligence, this system is acceptable. The net change between the beginning and ending inventories enters the calculation of cost of goods sold Perpetual System: inventory records are maintained and updated continuously as items are purchased and sold. It has the advantage of providing up to date inventory information on a timely basis, but needs a full fledged record maintenance
Cost per unit Total cost 5.10 51000 5.20 104000 5.00 250000 5.40 162000 5.30 26500 5.50 27500 621000 5.00 50000
Under FIFO
Dec purchases 5000@5.50 = 27500 Oct purchases 5000@5.30 = 26500 June purchases 4000@5.40 = 21600 Ending inventory 14000 = 75600 (using FIFO)
Under LIFO
Opening inventory 10000@5.00 = 50000 Jan purchases 4000@5.10 = 20400 Ending inventory 14000 = 70400 (using LIFO)
Comparison
Under FIFO = 75600 Under LIFO = 70400 Under WA method = 72261
Comparison
In periods of inflation, the FIFO method produces the highest ending inventory, resulting in the lowest cost of goods sold and the highest gross profit. LIFO produces the lowest ending inventory resulting in the highest of goods sold and the lowest gross profit The WA method yields results between those of the above two methods
Emerging Concepts
The transition from Cost Accounting to Strategic Cost Management (SCM) Cost Analysis is traditionally viewed as the process of assessing the financial impact of alternative managerial decisions SCM involves usage of cost data to develop superior strategies to gain sustainable competitive advantage
SCM
The process of SCMTarget Costing Activity Based Costing Quality Costing Life Cycle Costing Value Chain Analysis
Target Costing
Target Cost is defined as a market based cost that is calculated using a sales price necessary to capture a predetermined market share Target Cost = Sales Price (for the target market share desired profit) Target costing is market driven design methodology It estimates the cost for a product and then designs the product to meet the cost
Target Costing
It is Cost Management tool which reduces a products costs over its entire life cycle. It includes actions management must take to Establish reasonable target costs Develop methods for achieving those targets Develop means to test the cost effectiveness of different cost-cutting scenarios
Quality Costing
A quality costing system monitors and accumulates the costs incurred by a firm in maintaining or improving product quality The cost of lowering the tolerance for defective units come from the increased cost of using a better tehnolgy Total Quality Control (TQC)/ Total Quality Management (TQM) is a management process based on the belief that quality costs are minimized with zero defects