Professional Documents
Culture Documents
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Health & Safety
Basic Terminology
Ledger
• Book containing all accounts
• Each account has a separate page
Journal
• Book of original entry for all transactions
Posting
• Process of transferring transaction information from the
journal to the ledger
Trial balance
• Listing of all accounts and their balances from the general
ledger
• Tool used to ensure that the general ledger is in balance
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Basic Terminology
Financial statements
• Final summaries of the accounting data for a specific period
of time a Year
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Types of Assets
Fixed Assets: (NON Current assets) Fixed assets are assets which are held on a long-
term basis, such as land, buildings, machinery, plant, furniture and fixtures. – MORE
THAN 1 YEAR
These assets are used for doing business and not for resale in normal course of
operation.
Current Assets: Current assets are assets held on a short-term basis such as debtors,
bills receivable, stock, temporary investment in securities, cash and bank balances.- less
than or within 1 year
Liabilities
Liabilities are the obligations or debts that the enterprise must pay in
money or services at some time in the future.
Non current Liabilities: Long-term liabilities are those that are usually
payable after a period of one year.
Owners’ Equity
Capital is the amount of investment made by the owners for the use in the
business.
Profit is the amount of money left after expenses that the owner is entitled to
The total amount owing to such persons and/or entities on the closing date is
shown on the balance sheet as creditors (accounts payable) on the current
liability side.
Debtors/Accounts Receivable
The total amount due from such persons and/or entities on the
closing date is shown in the balance sheet as the debtors (account
receivables) on the current asset side.
Thus, a debtor is a person who owes money. The amount due from
him is called debt.
Expenses
Generally, expenses are measured by the cost of assets consumed or services used
during an accounting period.
The usual items of expenses are depreciation, rent, wages, salary, interest, costs of
heat, light and water, telephone, etc.
Meaning of Chart of Accounts
A company has the flexibility to tailor its chart of accounts to best suit its
Chart of Accounts are also used as an aid (reference) for looking up accounts
and their associated account numbers when recording transactions.
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Simple & Complex Charts of Accounts
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Accounting Methods
A basis of accounting can be defined as the time various financial transactions are recorded.
Basis of accounting are the method used to determine when revenues and expenses are recognized in the
accounts of a firm, and reported in its financial statements.
The cash basis and the accrual basis are the two primary methods of tracking income and expenses in
accounting.
Overview
When a small business is started a number of initial decisions have to make. One
of those decisions is what type of accounting method is being adopted by the
business. How the financial transactions are being recorded? A business can use
either a cash system of accounting or accrual accounting. Which method of
accounting a business can use depends on several factors.
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Differences between a cash accounting system and an accrual system and when each should be used
Establishing an accounting
system
• Accounting (or bookkeeping) is a process of recording the financial
transactions of a business.
• There are two types of accounting methods; cash and accrual.
• You can record your transactions using either a manual or electronic
system.
• A manual system involves entering your records into a ledger or
notebook.
• Electronic systems use software or web-based applications and
generally have other functions allowing you to issue invoices,
receipts, track stock, etc. You can also use spreadsheets to record
your transactions.
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Establishing an accounting system
• A cash-based system records transaction at the time the cash was paid or
received, regardless of when the sale transaction occurred. This system
suits businesses that mainly rely on cash transactions.
• Small businesses often use cash accounting because it is simpler and more
straightforward, and it provides a clear picture of how much money the
business actually has on hand.
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2. Differences between a cash accounting system and an
accrual system and when each should be used
the time when the physical cash is actually received or paid out.
Under the cash basis of accounting, actual cash receipts and actual cash payments are recorded.
Revenues are recognised when cash is received, regardless of the fact whether the time services
Expenses are recognised when cash is paid, regardless of the time costs incurred.
Advantages of Cash Basis of Accounting
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Disadvantages of Cash Basis of Accounting
Cash basis accounting provides insufficient records and sufficient control for
public companies and other organizations that are required to file audited
financial statements such as the income statement or balance sheet.
The cash basis of accounting does not give crucial and correct information
to owners and management for evaluating the company's financial position.
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Meaning of Accrual Basis of Accounting
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Advantages of Accrual Basis Accounting
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Disadvantages of Accrual Basis Accounting
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Learning Summary and Evaluation
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Establish and maintain a
cash accounting system
Topic 2: Establishing and using a software cash accounting package
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Topic 2: Learning Outcomes
SLO1.3 Consult manager to determine accounting
software required
A small business owner has to spend his time in running the business than
stressing out about manually updating ledgers, tracking expenses, creating
reports and performing other time-consuming tasks to manage the company's
finances.
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Meaning of Accounting Software
Accounting software is a type of computer software
Accounting software may be developed in-house by
modifications.
An accounting software may be on-line based or
payroll processing,
Inventory records
tax transactions,
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Choosing the Accounting Software
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Advantages of Accounting Software
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Advantages of Accounting Software
Internet connectivity: Accounting software has the ability to send and receive
digital documents and handle electronic fund transfers.
Time Saving: Accounting software allows faster data entry than manual
accounting, and allows documents such as invoices, purchase orders and
payroll to be collated and printed quickly and accurately.
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Disadvantages of Accounting Software
The need to protect against data loss through power failure or viruses, and
the danger of hackers stealing data.
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Disadvantages of Accounting Software
Data must be correctly entered into the system, as a mistake in data entry can
throw off a whole set of data.
Software is not the only cost of using the software as minimum standards for
computer are needed in regards to RAM, processor speed and hard drive
memory.
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Core Features of Accounting Software
Accounts payable—where the company enters its bills and pays money it owes
Sales order—where the company records customer orders for the supply of
inventory
In debit side, all cash and bank receipts are shown and in the credit side, all
cash and bank payments and shown.
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Physical Security
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Authentication
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Virus Protection
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Backup
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Set up surveillance
Business handling actual cash often set up video surveillance cameras to prevent
staff from stealing cash .
Staff are also monitored to make sure they give receipts when handling cash to
confirm receipt of cash payments from customers
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Learning Summary and Evaluation
• Use this section to summarise what you
have learnt in each lesson.
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Establish and maintain a
cash accounting system
Topic 3: Processing Cash Payments & Cash Receipts
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Topic 3: SLO2 AND 3 AND KLO2.1 AND 2.2
SLO2.1 Verify invoices and other documents for accuracy and compliance
SLO2.2 Identify discrepancies between amounts owed and amounts paid
and investigate and resolve according to organizational procedures
SLO3.1 Make payments and receive and bank money when required
SLO3.2 Accurately code and record receipts and payments
SLO3.3 File receipts and payments according to organizational procedures
SLO3.4 Balance receipts and payments in accounting system
All funds, whether cash or check, which the organization receives will be deposited
intact into the bank account.
All business payments will be made by cheque to a person or organization through the
bank account
Cash transactions are recorded correctly, processed promptly, and not stolen or
altered anywhere in the process.
Hard currency will not be used to pay for transactions except for very small amounts
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Rules of Posting Transactions in a General Ledger
Let’s take for an example Mr. S commenced a business on 1 January, 2014 for SAR
80,000. Then, its journal entry will be as follows:
Date Particulars L.F. Amount Amount
Dr (SAR) Cr (SAR)
2014 Cash A/c Dr 80,000
Jan 1
To Capital A/c 80,000
(Being business started with cash)
He needs to post this entry from journal to ledger in cash a/c and capital a/c. The
cash a/c is debited by SAR80,000 whereas the capital account is credited with
SAR80,000 which will be posted as follows:
Dr
Cash A/c
Cr
Dat Parti J Amount D Particu J Amount
e culars .F. (SAR) ate lars .F. (SAR)
201 To 80,000
4 Capital
A/c
Jan
1
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Rules of Posting Transactions in a General Ledger Cont...
Capital A/c
Dr Cr
Date Parti J Amount D Particu J Amount
culars .F. (SAR) ate lars .F. (SAR)
20 By 80,000
14 Cash A/c
Ja
n1
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General Rules for Debiting and Crediting the Accounts Cont…
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Meaning of Cash Ledger
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Features of Cash Ledger
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Advantages of Cash Ledger
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Learning Summary and Evaluation
• Use this section to summarise what you
have learnt in each lesson.
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SLO 4: Establish and maintain
a cash accounting system
Topic 4: Petty Cash, Bank Reconciliation & Credit Cards
Topic 4: Learning Outcomes
SLO4.1 Establish a process for the management of petty cash
SLO4.2 Check to ensure that the cash float plus money expended aligns with initial balance
according to organizational procedures
SLO4.3 Post petty cash payments to appropriate ledger
SLO5.1 Check credit card transactions against invoices and other source Documents and
reconcile with statements
SLO5.2 Process credit card payments in accordance with organizational Procedures
Petty cash is a small amount of cash on hand that is used for paying small amounts owed, rather than writing
a check.
The person responsible for the petty cash is known as the petty cash custodian.
Accounting System for Petty Cash
The most common way of accounting for petty cash expenditures is to use the
imprest system. The initial fund would be created by issuing a cheque for the
desired amount.
The bookkeeping entry for this initial fund would be to debit Petty Cash and credit
bank account.
As expenditures are made, the custodian of the fund will reimburse employees and
receive a petty cash voucher with a receipt/invoice attached in return.
At any given time, the total of cash on hand plus reimbursed vouchers must equal
the original fund.
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Why have Petty Cash
Petty cash is a small amount of fund in the form of cash used for expenditures where it is not
sensible to make any payment by cheque, because of the inconvenience and costs of writing,
The amount in a petty cash fund will vary by organization. For some, SAR50 is adequate. For
others, the amount in the petty cash fund will need to be SAR200.
A petty cash fund should be small enough so that it does not unnecessarily tie up company assets
or become a target for theft, but it should be large enough to lessen the inconvenience associated
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Format of Petty Cash Book
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Petty Cashier
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Responsibilities of Petty Cashier
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Advantages of Maintaining Petty Cash
Cuts down on paperwork: By maintaining the petty cash fund the amount of
paperwork can be reduced in a business.
Accessible to employees: Petty cash fund is easily accessible to employees and they
can make their payment on immediate basis rather than waiting for taking the
permission from senior management. This saves the time.
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Disadvantages of Maintaining Petty Cash
Theft: Without proper controls, the business’s petty cash account becomes vulnerable
to theft by employees, and it's hard for the owner to know who took the cash.
Misappropriation. Some of the workers could use the cash for purchases such as
lunch or other personal needs, that do not benefit the business.
Overspending: Failure to set expenditure limits for every transaction involving petty
cash puts business at risk of overspending on purchases.
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Meaning of Credit Card
A credit card is a piece of plastic with imprinted numbers that is used as payment
instead of cash.
Credit card is issued by a financial company which gives the holder an option to
A credit card is a payment card issued to users as a system of payment. It allows the cardholder to pay for
goods and services based on the holder's promise to pay for them.
There are some clear advantages to accepting credit and debit card payments in the business.
By accepting credit cards the business is giving the customers the convenience of paying by mobile phone, by
tablet, online, or in QuickBooks.
Why use credit cards
By accepting credit cards, small businesses are making it more convenient and
easier for customers to make larger purchases as payments are delayed for
the consumer.
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Features of Credit Card
Processing of Credit Card
As soon as the company or business swipe the card, the information will be
forwarded to the processor.
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Avoiding Common Problems with Credit Card Payments
Learning all the fees, charges, rules, and regulations in the merchant account
agreement.
The company should check the identity and expiration date on any card
which they are about to process.
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Avoiding Common Problems with Credit Card Payments
Not offsetting the cost of accepting credit cards by charging a usage fee for credit
card transactions.
Get to know the fraud screening products and services that can help.
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Credit Card Reconciliation
The need for credit card reconciliation exists everywhere where credit cards
are accepted and where there is a medium to large volume.
Payment by credit card is becoming more and more widespread, and the
reconciliation process in a business can be both time-consuming and difficult
to oversee.
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Bank Reconciliation
Reconciliations can detect and prevent intentional fraud, along with errors by
bank tellers, accountants, employees and management.
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Meaning of Bank Reconciliation
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Bank Reconciliation Procedure
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Benefits of Bank Reconciliation
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Discovering Discrepancies
When the business balance its checkbook it may be discover that there are
large discrepancies.
Business may be missing money or may discover that it has an extra money.
The bank may have made a deposit to the wrong account, and it is important
to address the problem quickly.
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Learning Summary and Evaluation
• Use this section to summarise what you
have learnt in each lesson.
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Establish and maintain a cash accounting system
Balance sheet
Cash flow Statement segregating cash flow from operating activities, cash flow from
investing activities and cash flow from financing activities.
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Link between Financial Statements
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Preparation of Final Accounts Cont..
Balance Sheet
o This statement shows what you own (assets), what you owe (liabilities), and
what’s left over (net value or equity in the business).
o The basis for the preparation of the balance sheet is the accounting equation,
which is:
Assets = Liabilities + Owner’s Equity or Net Worth
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Characteristics of Balance Sheet
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Preparation of Final Accounts Cont..
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Profit & Loss Account
Profit & Loss Account is the second part of Trading and Profit & Loss Account.
The main objective of preparing profit and loss account is to achieve the operating
results of a company at the end of accounting period.
Profit and loss account is a nominal account having debit side and credit side.
In the debit (left hand side) side all the expenses and losses are disclosed and in
the credit side (right hand side) all the incomes are disclosed.
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Preparation of Final Accounts Cont..
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Meaning of Cash Flow Statement Cont..
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Meaning of Cash Flow Statement Cont..
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Learning Summary and Evaluation
• Use this section to summarise what you
have learnt in each lesson.
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BUS505
Unit 29 (+ACC502)
(BSUBA-1-0037-2-4)
Unit target provisional dates to work towards unit completion
Week 14:
PET Examination
Week 15:
E-portfolio submission according to CoE Calendar
Provisional dates may vary for E-Portfolio submission from SSS
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