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Note: changing the title may cause links pointing to http://knol.google.com/k/basic-
accounting-concepts-2-debits-and-credits to stop working, but links to
http://knol.google.com/k/peter-baskerville/basic-accounting-concepts-2-debits-
and/14j3i4hyjvi88/40 will always work.
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Baskerville, Peter; Guild (KPG), Knol Publishing. Basic Accounting Conce
This training session is targeted at students who have a desire to learn more about
bookkeeping. While specifically developed for students other people interested in
understanding more fully the accounting concepts, may also find this training
session beneficial.
Prior to commencing this training session, it is recommended that you first complete the
Basic Accounting Concepts 1 - Definitions.
This training session assumes that you know a little about bookkeeping but that you realise to
progress in your work application or your learning, you need to understand more fully the
concept of Debits and Credits. So, this session seeks to deliver training on the concept of
Debits and Credits, from the student bookkeeper's point of view.
KEYWORDS
Accounting
Knols
1 Accounting
Definitions
2 Breakeven
Calculation
Learning Outcomes
At the completion of this training session, you will be able to answer the following focus
questions:
1. What is the origin of Debits and Credits?
2. Why was it called Debit and Credit?
3. What are the underpinning concepts for Debits and Credits?
4. How would they have applied Credits and Debits in the 1400's?
5. Is there another way to look at applying Debits and Credits?
However, there are others that want to know more about this concept of Debits and Credits so
that they can apply them in a more meaningful way. If you are in the latter group, then this
Knol is for you.
Before proceeding, it would be very useful for both the rule-learning and concept-
understanding bookkeeping students to learn ‘off by heart’ the table given below and to also
have a solid understanding of the definition of each account group used in the
bookkeeping/accounting process.
Note: One thing that is very clear is that the terms 'debit and credit', as used in bookkeeping,
has its own special meaning and it should not be confused with any other meaning of the
term. (i.e. Debt as in owing money to someone or Credit as in having time to pay for the
purchase of goods are not definitions of the Accounting Debit and Credit) Also, the
accounting meaning of a term may have a different application to the legal meaning within
the same country.
Table 2 - DEFINITIONS
ACCOUNT Lay-person’s Alternative
GROUP definition definition
Item of
economic
value over
Asset Asset
which the
firm has legal
control.
Monies owed
by the firm to
external
Liability entities. Liability
(Creditors &
Loan
providers)
Monies owed
by the firm to
Equity (or
internal Owners
Owners
entities. Equity
Equity)
(Investors,
owners)
Monies paid
by others for
goods and
Income Income
services
provided by
the firm.
Assets and
supplies
Expenses consumed in Expenses
the earning
of income.
Whose Perspective?
A
One 'credit' that worries most newcomers to accounting, is the one that appears on their bank
statement. See they have just learnt that 'cash at bank' is an asset and according to Table 1
when you increase an asset you 'debit' it ... so how come the credit balance in my bank
account goes up when I deposit money ... they ask.
Well the answer is one that is fundamental to the accounting system. Each firm records
financial transactions from their own perspective. So, think about the bank's perspective
for a moment ... how do they view the money you have just deposited? Whose money is it?
That's right ... it is yours! So your deposit is treated, from the bank's perspective, as a liability
(money owed by the bank to others). When you deposit money into your account, THEIR
liability increases which is why (using Table 1) they credit your account.
In more primitive trading times, bookkeeping was not such a big issue because the person
who manufactured or produced the goods was usually the person selling or trading the goods
in the market place. However, the Renaissance period saw a huge increase in both trade and
banking systems brought about by the Roman-built transport systems and the growth of more
sophisticated societies like those in Italy (particularly Venice). So, the merchants of Venice
in the 1400’s, developed an accounting system to accurately record these more complex
financial dealings that were prevalant of the time.
Now a Franciscan friar and mathematician from that era, Luca Pacioli (1446–1517), is
widely regarded to be the "Father of Accounting" because he was the first to codify and
publish this accounting system in his book titled , "The Collected Knowledge of Arithmetic,
Geometry, Proportion and Proportionality" (translated). The book was published in 1494
(about the time that Columbus discovered America) and it was one of the earliest books
published on the Gutenberg press.
Luca makes no claims about inventing the system but he does present it in a way that others
can easily understand it. His motive for recording the bookkeeping system, that was used by
the Venetian merchants during the Italian Renaissance period, was to help Guidobaldo, the
Duke of Urbino, in the management of his financial affairs.
This documented system, described in only one section of the five-section book, has become
known as the ‘double-entry accounting’ system. The 36 short chapters on the accounting
system contained in the book, became the only accounting text-book for the next hundred
years and its principles have been continuously followed by accountants right up to today.
This fact was mentioned by the author and Leonardo Da Vinci mentions Pacioli many times
in his notes. Opposite is a drawing of the Polyhedra which was one of the illustrations by
Leonardo in Luca's book. Other interesting facts are uncovered by Marcino Guerrero in his
Knol Pcaioli and Da Vinci#
#2 www.divulgamat.ehu.es
Most of Luca’s work still underpins the accounting system we use today. Those concepts
from his book in 1494 that are still practiced today include;
The accounting cycle
The use of journals and ledgers
Debits equalled credits - ‘double entry bookkeeping’
The account groups of assets (including receivables and inventories),
liabilities, capital, income, and expenses
Year-end closing entries
The trial balance, which he believed should be used to prove a
balanced ledger.
Summary
In Part 1, we learned about the 500 years history of Debit and Credits and the significant
contribution made to the world of accounting by the Franciscan friar and mathematician Luca
Pacioli with his 'double entry bookkeeping system.
Key concepts he would have identified were (1) that in the accounting world, the business (or
firm) was an entity in its own right and that that entity was separate and distinct from the
owners. Another principle he would have seen is that (2) the financial world is a closed
system. That is, money just doesn’t just materialise form nowhere. If money is received by
someone it must have been given by someone else and vice versa.
This closed system of giving and receiving would have led him to see the concept of 'duality'
in financial transactions relating to a firm. For example, when an amount of money is
entrusted by someone to a separate and distinct firm, then that firm would now have an
obligation and owe that person the same amount of money in return.
Using his native Latin, Luca named the act of entrusting - ‘Credre’ (which means ‘to
entrust’) and the corresponding obligation on the firm - ‘Debere’ (which means ‘to owe’). So,
from the point of view of the firm, he could see that this principle of duality held true for
every financial transaction entered into by the firm. For him, it was not just a formula but an
aspect of existence where one side could not exist without the other. In a closed system, every
‘Debere’ must have a corresponding ‘Credre’ and vice versa. In other words, ‘Debere’ and
‘Credre’ were two sides of the same coin. (In finance - when someone 'entrusts' money then
someone else ends up 'owing' it')
He was so convinced of this concept of duality, that he is said to declare that no one should
go to sleep at night without ensuring that the ‘credre’ equalled the ‘debere’. (credits = debits)
The English translators used the Latin roots for these concepts and so named them Debits and
Credits. It is highly probable that we also got the abbreviated forms of these terms (Dr and
Cr) from the Latin roots as well, because there is no ‘r’ in the English word Debit but there is
one in its Latin form 'Debere'.
Summary
In Part 2, we see the emergence of the concept of duality where debits and credits are just two
sides of the same coin in the way that the Chinese concept of 'yin and yang' are
complementary opposites within a greater whole. We begin to see the concepts that underpin
the application of Debits and Credits and the link to the original Latin root with its original
meaning.
PART 3 - What are the underpinning concepts for Debits and Credits?
PART 4 - How would they have applied Credits and Debits in the 1400's?
(Note: For the purposes of this story we will use the $ rather than the Venetian ducat or
Florence's famous fiorino d'oro 'golden florin' and use the English accounting terms rather
than the Latin)
So, Lucia had his first financial transaction, and noted the following using the Latin meanings
for Debits and Credits:
• The firm had increased its obligations to the Italian olive producer because the
producer had ‘entrusted’ $100,000 to the firm in the form of olives - Credit
(Cr)
and
• The firm was now in possession of Olives which it could use (sell) to repay
the obligation (‘what it owes’) to the Italian olive producer $100,000 – Debit
(Dr)
Using the Table 1 approach we would make the following entry:
Asset - Stock (increase) $100,000 Dr
Liability - Accounts Payable - Olive Provider (increase) $100,000 Cr
Soon after, Antonio took Luca to see the $50,000 ship he had bought, using $30,000 of his
own money and $20,000 from a bank (loan funds). Antonio was excited because he now
knew that he had the means to make his idea a reality and make that fortune he dreamed of
from selling these olives.
Luca realised that while Antonio was always speaking about what he had done, Luca knew
that he was really speaking about what the firm had done with Antonio as its manager.
Luca realized that the firm had been involved in its second financial transaction and again
noted the following from the firm’s point of view:
• The firm had increased its obligations to the bank because the bank had
‘entrusted’ $20,000 to the firm in the form of a loan - Credit (Cr)
and
• The firm had also increased its obligations to the Antonio (as owner) because
Antonio had ‘entrusted’ $30,000 to the firm in the form of Capital - Credit
(Cr)
and
• The firm was now in possession of a Ship which it could use, if it chose to sell
it for $50,000, to repay the obligation (‘what it owed’) to the bank and to
Antonio – Debit (Dr)
Using Table 1 approach we would make the following entry
Asset - Ship (increase) $50,000 Dr
Liability - Bank Loan (increase) $20,000 Cr
Owners Equity - Capital - Antonio (increase) $30,000 Cr
Luca was happy because in both financial transactions the total of the debits equalled the
credits and the underlying concepts of the 'double entry bookkeeping' system had been
adhered to.
Summary
Armed with the underpinning 'double entry bookkeeping' concepts and his Latin definitions
of Debit and Credit, we attempt to see what Luca saw as he contemplated the entries that
would be made in the fictitious books of the 15th century entrepreneur, Antonio.
Antonio was soon back in town after successfully completing his ‘sales trip’. Antonio
explained that he (as manager) had sold all the olives for $200,000 and the trip had only cost
$30,000 including the $1,000 interest he paid to the bank. He explained that he had paid
these amounts out of the sale proceeds and that he had visited the Olive provider to repay his
account. He also said that he had used $10,000 of the sales proceeds to buy furniture for his
house in celebration of a successful trip.
We soon realise that a third series of financial transaction for the firm has happened involving
five main parts.
Part 1 – The sale of the olives for $200,000 cash
Part 2 – The use of the $100,000 of olive stock to create the income of $200,000
Part 3 – The Olive provider was paid for his outstanding account.
Part 4 - The use of $30,000 of cash proceeds to pay for the trip costs and interest expense
Part 5 - The withdrawal and use of $10,000 by Antonio (as owner)
Taking over from Luca, we will look at these transactions and apply the obligations approach
to determining the Debits or Credits of the transaction - always remembering to take
the obligation of the firm’s point of view.
All the account groups have been affected in this transaction, yet you can see that we still
achieve the same outcomes as the learned-Table 1 approach, but there is an underlying
meaning to the questions and they are in keeping with Luca's original Latin meaning.
Summary
In Part 5, we explore the idea that all financial transactions could be interpreted from the
point of view of the firm's obligation. Having just two main questions, we are able to apply a
different and more meaningful approach to determining a Debit entry in to the firm's books,
or a Credit one. We have attempted to link this approach to the likely meaning that
Luca Pacioli had for the terms Debits and Credits. So, apart from learning and applying the
logic of the Table 1 approach to your debits and credits, you could also apply this alternative
view developed from the first principles of Luca Pacioli's work using the Latin Debere = 'to
owe' and Credre = 'to entrust'
Additional Resources:
1. For an overview or introduction of Debits and Credits see: Bean
Counter's Accounting and Bookkeeping "Cheat Sheet"l
2. For another series of lectures on the topic Debits and
Credits see: Stamford online.com Lecture
3. For a glossary of terms on Accounting Terms see: Utah Association of
CPAs
If you had difficulties understanding any of the parts, then it is recommended that you link to
the Additional Resources, as these may help you to understand them. If you have further
questions you could post a question to the website Ask the Accountant.
The key learning from this session included the origins of the terms Debits and Credits, the
reason they are called Debits and Credits, the underpinning accounting concepts for Debits
and Credits, the application of Debits and Credits back in the 1400's and the discovery of a
new meaningful way to apply Debits and Credits to financial transaction. This knowledge
will underpin the next learning level, which deals with the accounting equation and financial
statements (not yet posted).
Click HERE For Accounting Definitions Click HERE for Breakeven Education
My Accounting Knols
1 Define
Accounting
2 Debits and
Credits
3 Break Even
Peter Baskerville is a lecturer, educational resource developer and entrepreneur.
He has authored courses in post graduate education in entrepreneurship for the Queensland Education
Department TAFE and developed teaching resources for IBSA the Commonwealth Government's vocational
skill authority. He has lectured at Southbank Institute of Technology, private RTO's and been a guest
lecturer with indigenous organisations as well as mentoring Brisbane City Council multi-
cultural scholarship winners. He hold interests in businesses operating in the hospitality and educational
resource development sectors.
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Moharram Khalifa
Super Knol of Super Author
I can't explain how much knowledge I gained from this high level and professional work
Best regards,
Moharram
John Teichman
Fantastic and thanks for the context!
Thanks for this great piece on accounting. I really appreciate the historical context as well
which makes interesting a potentially bland topic.
Ann P
Peter Thanks Again
Peter I saved the Basic Accounting Concepts I - and i had an over all look at this too, very
well you presented this too in a systematic way. I am saving this too alongwith the first one
for my son's benefit.
Thanks for this help.
Ann
Anonymous
Untitled
many many thanks to u for diply knowledge in accounting
Write a knol
Peter Baskerville
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Course Facilitator - Entrepreneurship Education - KPG1001 at Southbank Institute of
Technology
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