Adjusting the Accounts

TIME-PERIOD ASSUMPTION

The time period (or periodicity) assumption

assumes the economic life of a business can be divided into artificial time periods generally month, a quarter, or a year
referred to as a fiscal year

Accounting time periods

Accounting time period of one year in length

ACCRUAL BASIS OF ACCOUNTING

Revenue recognition and matching principles Used under the accrual basis of accounting Cash basis accounting

revenue is recorded when cash is received expenses are recorded when cash is paid cash basis often causes misleading financial statements.

GAAP requires accrual basis accounting

REVENUE RECOGNITION PRINCIPLE

Revenue recognition principle

Revenue must be recognized in the accounting period in which it is earned, not just when money is exchanged. In a service business, revenue is earned at the time the service is performed.

THE MATCHING PRINCIPLE

Expense recognition is the matching principle. Efforts (expenses) must be matched with accomplishments (revenues).
Revenues earned this month Expenses incurred in earning the revenue

are offset against....

ADJUSTING ENTRIES

Adjusting entries are made in order for:

revenues to be recorded in the period in which they are earned expenses to be recognized in the period in which they are incurred

ADJUSTING ENTRIES
Adjusting entries

required each time financial statements are prepared

Adjusting

entries are classified as

Prepayments (prepaid expenses and unearned revenues) OR Accruals (accrued revenues and accrued expenses)

TYPES OF ADJUSTING ENTRIES

Prepayments

Prepaid Expenses
Expenses paid in cash - recorded as assets before used or consumed

Unearned

Revenues

Cash received - recorded as liabilities before the revenue is earned

TYPES OF ADJUSTING ENTRIES

Accruals

Accrued Revenues
revenues earned but not yet received in cash or recorded

Accrued Expenses
expenses incurred but not yet paid in cash or recorded

TRIAL BALANCE

PIONEER ADVERTISING AGENCY Trial Balance October 31, 2005

Cash Advertising Supplies Prepaid Insurance Office Equipment Notes Payable Accounts Payable Unearned Revenue C. R. Byrd, Capital C. R. Byrd, Drawing Service Revenue Salaries Expense Rent Expense Debit $ 15,200 2,500 600 5,000 Credit

The Trial Balance is the starting place for adjusting entries.

$ 5,000 2,500 1,200 10,000 500 10,000 4,000 900 28,700 $ 28,700

PREPAYMENTS
Prepayments

The first category of adjusting entry is prepayments. Required to record revenues earned and expenses incurred Also ensures that assets and liabilities are not overstated The adjusting entry for prepayments: Increases an income statement account Decreases a balance sheet account

ADJUSTING ENTRIES FOR PREPAYMENTS

Adjusting Entries Prepaid Expenses
Asset Unadjusted Credit Balance Adjusting Entry (-) Expense Debit Adjusting Entry (+)

Unearned Revenues
Liability Debit Adjusting Entry (-) Unadjusted Balance Revenue Credit Adjusting Entry (+)

PREPAID EXPENSES

Prepaid expenses
expenses paid in cash and recorded as assets before they are used or consumed Prepaid expenses expire with the passage of time or through use and consumption

An asset-expense account relationship exists with prepaid expenses

PREPAID EXPENSES

Prior to adjustment

assets are overstated and expenses are understated

Adjusting entry
debit expense account credit asset account

Examples

prepaid expenses include supplies, insurance, and depreciation

ADJUSTING ENTRIES FOR

PREPAYMENTS
ADJUSTMENT JOURNAL ENTRY
Date Oct. 31

SUPPLIES

October 31, an inventory count reveals that $1,000 of $2,500 of supplies are still on hand.

Account Titles and Explanation Advertising Supplies Expense Advertising Supplies (To record supplies used)

Debit Credit 1,500 1,500

POSTING
Advertising Supplies Oct. 5 2,500 Oct. 31 1,500 31 1,000

Advertising Supplies Expense Oct. 31 1,500

ADJUSTING ENTRIES FOR PREPAYMENTS INSURANCE

ADJUSTMENT JOURNAL ENTRY
Date Oct. 31 Account Titles and Explanation Insurance Expense Prepaid Insurance (To record insurance expired) Debit Credit 50 50

October 31, an analysis of the policy reveals that $50 of insurance expires each month.

POSTING
Prepaid Insurance
Oct. 4 31 600 Oct. 31 550 10 50

Insurance Expense Oct. 31 50

63

DEPRECIATION
Depreciation

the allocation of the cost of an asset to expense over its useful life in a rational and systematic manner Equipment or a building
viewed as a long-term prepayment of services allocated in the same manner as other prepaid expenses

DEPRECIATION

Depreciation
is an estimate rather than a factual measurement of the cost that has expired

Recording depreciation

Debit Depreciation Expense Credit Accumulated Depreciation (contra asset)

Depreciation Expense
XXX

Accumulated Depreciation
XXX

DEPRECIATION

Balance Sheet

Accumulated Depreciation is offset against the asset account difference between the cost of any depreciable asset and its related accumulated depreciation is the book value of the asset not market value

Book Value

ADJUSTING ENTRIES FOR PREPAYMENTS

DEPRECIATION

ADJUSTMENT

October 31, depreciation on the office equipment is estimated to be $480 a year, or $40 per month.

JOURNAL ENTRY
Date Oct. 31 Account Titles and Explanation Depreciation Expense Accumulated Depreciation - Office Equipment (To record monthly depreciation) Debit Credit 40 40

POSTING
Accumulated Depreciation Office Equipment Oct. 31 40

Depreciation Expense Oct. 31 40

UNEARNED REVENUES

Unearned revenues

revenues received and recorded as liabilities before they are earned earned by rendering a service to a customer

Unearned revenues

A liability-revenue account relationship exists with unearned revenues

UNEARNED REVENUES

Prior to adjustment

liabilities are overstated and revenues are understated debit to a liability account credit to a revenue account rent, magazine subscriptions and customer deposits for future services

Adjusting entry

Examples

ADJUSTING ENTRIES FOR PREPAYMENTS UNEARNED REVENUES

ADJUSTMENT JOURNAL ENTRY
Date Oct. 31 Account Titles and Explanation Unearned Revenue Service Revenue (To record revenue for services provided) Debit Credit 400 400

October 31, analysis reveals that, of $1,200 in fees, $400 has been earned in October.

POSTING
Unearned Revenue Oct. 31 400 Oct. 2 31 1,200 800

Service Revenue Oct. 31 31

10,000 400

ACCRUALS

Second category of adjusting entries is accruals Adjusting entries

required to record revenues earned and expenses incurred in the current period increase both a balance sheet and an income statement account

Adjusting entry for accruals

ADJUSTING ENTRIES FOR ACCRUALS

Adjusting Entries Accrued Revenues
Asset Debit Adjusting Entry (+) Revenue Credit Adjusting Entry (+)

Accrued Expenses
Expense Debit Adjusting Entry (+) Liability Credit Adjusting Entry (+)

ACCRUED REVENUES

Accrued revenues

accumulate with the passing of time or through services performed but not billed or collected An asset-revenue account relationship exists Prior to adjustment, assets and revenues are understated

Adjusting entry

debit an asset account credit a revenue account

ADJUSTING ENTRIES FOR ACCRUALS

ACCRUED REVENUES

ADJUSTMENT JOURNAL ENTRY

Date Oct. 31

October 31, the agency earned $200 for advertising services that were not billed to clients before October 31.

Account Titles and Explanation Accounts Receivable Service Revenue (To accrue revenue for services provided)

Debit Credit 200 200

POSTING
Accounts Receivable Oct. 31 200

Service Revenue Oct. 31 31 31 31

10,000 400 200 10,600

ACCRUED EXPENSES

Accrued expenses

Expenses incurred but not paid yet A liability-expense account relationship exists Prior to adjustment, liabilities and expenses are understated

Adjusting Entry

debit an expense account credit a liability account

ADJUSTING ENTRIES FOR ACCRUALS

ACCRUED INTEREST

ADJUSTMENT JOURNAL ENTRY

Date Oct. 31

October 31, the portion of the interest to be accrued on a 3-month note payable is calculated to be $50.

Account Titles and Explanation Interest Expense Interest Payable (To accrue interest on notes payable)

Debit Credit 50 50

POSTING
Interest Expense Oct. 31 50
Interest Payable Oct. 31 50

ADJUSTING ENTRIES FOR ACCRUALS

ACCRUED SALARIES
October 31, accrued salaries are calculated to be $1,200.

ADJUSTMENT JOURNAL ENTRY

Date Oct. 31

Account Titles and Explanation Salaries Expense Salaries Payable (To record accrued salaries)

Debit Credit 1,200 1,200

POSTING
Salaries Expense Oct. 26 4,000 31 1,200 31 5,200

Salaries Payable Oct. 31

1,200

SUMMARY OF ADJUSTING ENTRIES

Type of Adjustment
1 Prepaid expenses 2 Unearned revenues 3 Accrued revenues 4 Accrued expenses

Account Relationship
Assets and expenses Liabilities and revenues Assets and revenues Expenses and liabilities

Accounts before Adjustment

Assets overstated Expenses understated Liabilities overstated Revenues understated Assets understated Revenues understated Expenses understated Liabilities understated

Adjusting Entry
Dr. Expenses Cr. Assets Dr. Liabilities Cr. Revenues Dr. Assets Cr. Revenues Dr. Expenses Cr. Liabilities

Which of the following statements concerning accrual-basis accounting is incorrect?

a. Accrual-basis accounting follows the revenue recognition principle. b. Accrual-basis accounting is the method required by generally accepted accounting principles. c. Accrual-basis accounting recognizes expenses when they are paid. d. Accrual-basis accounting follows the matching principle.

Which of the following statements concerning accrual-basis accounting is incorrect?

a. Accrual-basis accounting follows the revenue recognition principle. b. Accrual-basis accounting is the method required by generally accepted accounting principles. c. Accrual-basis accounting recognizes expenses when they are paid. d. Accrual-basis accounting follows the matching principle.

ADJUSTED TRIAL BALANCE

Adjusted Trial Balance

prepared after all adjusting entries have been journalized and posted purpose is to prove equality of the total debit and credit balances in the ledger after adjustments have been made prepared directly from the adjusted trial balance

Financial statements

TRIAL BALANCE AND ADJUSTED TRIAL BALANCE COMPARED

PIONEER ADVERTISING AGENCY Adjusted Trial Balance October 31, 2005
Before Adjustment Debit Credit $ 15,200 2,500 600 5,000 $ 5,000 2,500 1,200 10,000 500 10,000 4,000 After Adjustment Debit Credit $ 15,200 200 1,000 550 5,000 $ 40 5,000 2,500 50 800 1,200 10,000 500 10,600 5,200 1,500 900 50 50 40 $ 30,190 $ 30,190

Cash Accounts Receivable Advertising Supplies Prepaid Insurance Office Equipment Accumulated Depreciation - Office Equipment Notes Payable Accounts Payable Interest Payable Unearned Revenue Salaries Payable C. R. Byrd, Capital C. R. Byrd, Drawing Service Revenue Salaries Expense Advertising Supplies Expense Rent Expense Insurance Expense Interest Expense Depreciation Expense

900

$ 28,700

$ 28,700

PREPARING FINANCIAL STATEMENTS

Financial statements are prepared directly from the
adjusted trial balance

Income statement
use the revenue and expense accounts

Owners Equity Statement

use the owners capital and drawing accounts and the net income (or net loss) from the Income Statement

Balance sheet
use asset and liability accounts and ending owners capital balance reported in Owners Equity Statement

PREPARATION OF THE INCOME STATEMENT AND THE OWNERS EQUITY STATEMENT FROM THE ADJUSTED TRIAL BALANCE
PIONEER ADVERTISING AGENCY Adjusted Trial Balance October 31, 2005
Cash Accounts Receivable Advertising Supplies Prepaid Insurance Office Equipment Accumulated Depreciation - Office Equipment Notes Payable Accounts Payable Interest Payable Unearned Revenue Salaries Payable C. R. Byrd, Capital C. R. Byrd, Drawing Service Revenue Salaries Expense Advertising Supplies Expense Rent Expense Insurance Expense Interest Expense Depreciation Expense Debit $ 15,200 200 1,000 550 5,000 Credit

40 5,000 2,500 50 800 1,200 10,000

10,600

500 5,200 1,500 900 50 50 40 $ 30,190

$ 30,190

PREPARATION OF THE INCOME STATEMENT AND THE OWNERS EQUITY STATEMENT FROM THE ADJUSTED TRIAL BALANCE

PIONEER ADVERTISING AGENCY Income Statement For the Month Ended October 31, 2005
Revenues Fees earned Expenses Salaries expense Advertising supplies expense Rent expense Insurance expense Interest expense Depreciation expense Total expenses Net income $ 10,600

$ 5,200 1,500 900 50 50 40

7,740 $ 2,860

The income statement is prepared from the revenue and expense accounts.

PREPARATION OF THE INCOME STATEMENT AND THE OWNERS EQUITY STATEMENT FROM THE ADJUSTED TRIAL BALANCE

PIONEER ADVERTISING AGENCY Adjusted Trial Balance October 31, 2005

Cash Accounts Receivable Advertising Supplies Prepaid Insurance Office Equipment Accumulated Depreciation Office Equipment Notes Payable Accounts Payable Interest Payable Unearned Revenue Salaries Payable C. R. Byrd, Capital C. R. Byrd, Drawing Service Revenue Salaries Expense Advertising Supplies Expense Rent Expense Insurance Expense Interest Expense Depreciation Expense Debit $ 15,200 200 1,000 550 5,000 Credit

40 5,000 2,500 50 800 1,200 10,000 10,600

500
5,200 1,500 900 50 50 40 $ 30,190

$ 30,190

PREPARATION OF THE INCOME STATEMENT AND THE OWNERS EQUITY STATEMENT FROM THE ADJUSTED TRIAL BALANCE

PIONEER ADVERTISING AGENCY Owners Equity Statement For the Month Ended October 31, 2005
C.R. Byrd, Capital, October 1 Add: Investments Net income Less: Drawings C.R . Byrd, Capital, October 31 $ $ 10,000 2,860 -0-

12,860 12,860 500 $ 12,360

The owners equity statement is prepared from the owners capital and drawing accounts and the net income (or net loss) shown in the income statement.

PREPARATION OF THE BALANCE SHEET FROM THE ADJUSTED TRIAL BALANCE

PIONEER ADVERTISING AGENCY Adjusted Trial Balance October 31, 2005

Cash Accounts Receivable Advertising Supplies Prepaid Insurance Office Equipment Accumulated Depreciation Office Equipment Notes Payable Accounts Payable Interest Payable Unearned Revenue Salaries Payable C. R. Byrd, Capital C. R. Byrd, Drawing Service Revenue Salaries Expense Advertising Supplies Expense Rent Expense Insurance Expense Interest Expense Depreciation Expense
Debit $ 15,200 200 1,000 550 5,000 Credit

40 5,000 2,500 50 800 1,200 10,000 10,600

500 5,200 1,500 900 50 50 40 $ 30,190

$ 30,190

PREPARATION OF THE BALANCE SHEET FROM THE ADJUSTED TRIAL BALANCE

PIONEER ADVERTISING AGENCY Balance Sheet
October 31, 2005
Assets Cash Accounts receivable Advertising supplies Prepaid insurance Office equipment Less: Accumulated depreciation $ 15,200 200 1,000 550 $ 5,000 40 4,960 Liabilities and Owners Equity Liabilities Notes payable Accounts payable Interest payable Unearned fees Salaries payable Total liabilities Owners equity C.R. Byrd, Capital Total liabilities and owners equity

$ 5,000 2,500 50 800 1,200 9,550 12,360 $ 21,910

Total assets

$ 21,910

The balance sheet is then prepared from the asset and liability accounts and the ending owners capital balance as reported in the owners equity statement.

ALTERNATIVE TREATMENT OF PREPAID EXPENSES AND UNEARNED REVENUES

Alternative treatment uses Income Statement accounts initially Debit the expense for prepaid expenses when cash is paid Credit the revenue at the time cash is received After adjustments, alternative treatment of prepaid expenses and unearned revenues will result in the same effect to financial statements as the initial entries to the balance sheet accounts STUDY OBJECTIVE 8

ALTERNATIVE ADJUSTMENTS FOR PREPAYMENTS SUPPLIES

ADJUSTMENT JOURNAL ENTRY
Date Oct. 31 Account Titles and Explanation Advertising Supplies Advertising Supplies Expense (To record supplies inventory) Debit Credit 1,000 1,000

October 31, an inventory count reveals that $1,000 of $2,500 of supplies are still on hand.

POSTING
Advertising Supplies Oct. 31 1,000
Advertising Supplies Expense Oct. 5 2,500 Oct. 31 1,000 31 1,500

ALTERNATIVE ADJUSTMENTS FOR PREPAYMENTS

UNEARNED REVENUES

ADJUSTMENT JOURNAL ENTRY

Date Oct. 31

October 31, analysis reveals that, of $1,200 in fees, $400 has been earned in October.

Account Titles and Explanation Service Revenue Unearned Revenue (To record unearned revenue)

Debit Credit 800 800

POSTING
Unearned Revenue Oct. 31 800

Service Revenue Oct. 31 800 Oct. 2 31

1,200 400

SUMMARY OF BASIC RELATIONSHIPS FOR PREPAYMENTS

Type of Adjustment Account Relationship Reason for Adjustment Account Balances before Adjustment Adjusting Entry

1 Prepaid Expenses

Assets and Expenses

2 Unearned Revenues

Liabilities and Revenues

a Prepaid expenses initially recorded in asset accounts have been used. b Prepaid expenses initially recorded in expense accounts have not been used. a Unearned revenues initially recorded in liability accounts have been earned. b Unearned revenues initially recorded in revenue accounts have not been earned.

Assets overstated Dr Expenses Expenses understated Cr Assets

Assets understated Expenses overstated

Dr Assets Cr Expenses

Liabilities overstated Dr Liabilities Revenues understated Cr Revenues

Liabilities understated Dr Revenues Revenues overstated Cr Liabilities

Which of the statements below is not true?

1. An adjusted trial balance should show ledger account balances. 2. An adjusted trial balance can be used to prepare financial statements. 3. An adjusted trial balance proves the mathematical equality of debits and credits in the ledger. 4. An adjusted trial balance is prepared before all transactions have been posted from the journal.

Which of the statements below is not true?

1. An adjusted trial balance should show ledger account balances. 2. An adjusted trial balance can be used to prepare financial statements. 3. An adjusted trial balance proves the mathematical equality of debits and credits in the ledger. 4. An adjusted trial balance is prepared before all transactions have been posted from the journal.

THE END