1. LECTURES 8 & 9 ADJUSTING THE ACCOUNTS

2. LEARNING OBJECTIVES 1.Explain the time period assumption. 2.Explain the accrual basis of accounting. 3.Explain the reasons for adjusting entries. 4.Identify the major types of adjusting entries. 5.Prepare adjusting entries for deferrals. 6.Prepare adjusting entries for accruals. 7.Describe the nature and purpose of an adjusted trial balance. 2

3. Revision: The Accounting Process Analyzing Journalizing Posting PREPARING 4 FINANCIAL STATEMENTS 3

4. The Adjusting Process Timing Issues The Basics of Adjusting Entries The Adjusted Trial Balance and Financial Statements Time period assumption Fiscal and calendar years Accrual- vs. cash- basis accounting Recognizing revenues and expenses Types of adjusting entries Adjusting entries for deferrals Adjusting entries for accruals Summary of journalizing and posting Preparing the adjusted trial balance Preparing financial statements 4

5. Generally a month, a quarter, or a year. Fiscal year vs. calendar year Fiscal year: an accounting period that is one year in length Calendar year: Jan 1 to Dec 31 Timing Issues Accountants divide the economic life of a business into artificial time periods (Time Period Assumption). Jan.Feb.Mar.Apr.Dec...... 5

6. The time period assumption states that: a. a.revenue should be recognized in the accounting period in which it is earned. b. expenses should be matched with revenues. c. the economic life of a business can be divided into artificial time periods. d. the fiscal year should correspond with the calendar year. Review Timing Issues 6

7. Accrual-Basis Accounting: Transactions recorded in the periods in which the events occur Revenues are recognized (in Income statement) when earned, rather than when cash is received. Expenses are recognized (in Income statement) when incurred, rather than when paid. Timing Issues Accrual- vs. Cash-Basis Accounting 7

8. Cash-Basis Accounting: Revenues are recognized when cash is received. Expenses are recognized when cash is paid. Cash-basis accounting is not in accordance with generally accepted accounting principles (GAAP). Timing Issues Accrual- vs. Cash-Basis Accounting 8

9. Revenue Recognition Principle Timing Issues Recognizing Revenues and Expenses Companies recognize revenue in the accounting period in which it is earned. In a service enterprise, revenue is considered to be earned at the time the service is performed. 9

10. Matching Principle Timing Issues Recognizing Revenues and Expenses Match expenses with revenues in the period when the company makes efforts to generate those revenues. “Let the expenses follow the revenues.” 10

11. Matching Principle Timing Issues Recognizing Revenues and Expenses Expense recognition is the matching principle. Efforts (expenses) must be matched with accomplishments (revenues). Revenues earned this month are offset against.... Expenses incurred in earning the revenue 11

12. Timing Issues GAAP relationships in revenue and expense recognition 12

13. One of the following statements about the accrual basis of accounting is false. That statement is: a.Events that change a company’s financial statements are recorded in the periods in which the events occur. b.Revenue is recognized in the period in which it is earned. c.This basis is in accord with generally accepted accounting principles. d.Revenue is recorded only when cash is received, and expense is recorded only when cash is paid. Review Timing Issues 13

14. Adjusting entries ensure that the revenue recognition and matching principles are followed. Adjusting entries make it possible to report correct amounts (i.e revenues as earned and expenses as incurred) on the balance sheet and on the income statement. A company must make adjusting entries every time it prepares financial statements (after prepare the Trial Balance) The Basics of Adjusting Entries 14

15. Revenues - recorded in the period in which they are earned Revenues - recorded in the period in which they are earned. Expenses - recognized in the period in which they are incurred Expenses - recognized in the period in which they are incurred. Adjusting entries- needed to ensure that the revenue recognition and matching principles are followed. Adjusting entries - needed to ensure that the revenue recognition and matching principles are followed. The Basics of Adjusting Entries 15

16. Adjusting entries are made to ensure that: a. expenses are recognized in the period in which they are incurred. b. revenues are recorded in the period in which they are earned. c. balance sheet and income statement accounts have correct balances at the end of an accounting period. d. all of the above. Review The Basics of Adjusting Entries 16

17. The Expanded Recording Process 1. Analyzing Transaction: using Basic Accounting Equation & Debit-Credit Rule 2. Journalizing: Make the Journal Entries 3. Posting: Transfer from journal to ledger 4. Prepare Trial Balance 5. Make the Adjusting Entries 6. Prepare an Adjusted Trial Balance 17

18. Trial Balance Trial Balance – Each account is analyzed to determine whether it is complete and up-to-date. Trial Balance 18

19. Types of Adjusting Entries 1.Prepaid Expenses. Expenses paid in cash and recorded as assets before they are used or consumed. e.g.: insurance, depreciation Deferrals 3. Accrued Revenues. Revenues earned but not yet received in cash or recorded. e.g.: Accrued Interest (Revenue) 4. Accrued Expenses. Expenses incurred but not yet paid in cash or recorded. e.g.: Accrued Interest (Expense) 2. Unearned Revenues. Revenues received in cash and recorded as liabilities before they are earned. e.g.: advance payment from customer Accruals 19

20. Adjusting Entries For Deferrals 2 types: 1. Prepaid Expenses Also known as prepayment Category: ASSET 2. Unearned Revenue Also known as prepaid revenue Category: LIABILITY 20

21. Payment of cash, that is recorded as an asset because service or benefit will be received in the future. Adjusting Entries for “Prepaid Expenses” insurancesuppliesadvertising Cash Payment Expense Recorded BEFORE rent maintenance on equipment fixed assets (depreciation) Prepayments often occur in regard to: 21

22. Prepaid Expenses Costs that expire either with the passage of time or through use. Adjusting entries (1) to record the expenses that apply to the current accounting period, and (2) to show the unexpired costs in the asset accounts. Adjusting Entries for “Prepaid Expenses” 22

23. Adjusting Entries for “Prepaid Expenses” Illustration 3-4 Adjusting entries for prepaid expenses Increases (debits) an expense account and Decreases (credits) an asset account. 23

24. Example (Insurance): On Jan. 1 st, Phoenix Consulting paid $12,000 for 12 months of insurance coverage. Show the journal entry to record the payment on Jan. 1 st. Cash12,000 Prepaid insurance12,000Jan. 1 DebitCredit Prepaid Insurance 12,00012,000 DebitCredit Cash “Prepaid Expenses”: Insurance 24

25. 1 Jan Prepaid insurance On Jan 1 st no expenses is recognized because the insurance cover is for whole year. Therefore the company has not “consumed” the insurance cost “Prepaid Expenses”: Insurance 25

26. 1 Jan Prepaid insurance On Jan 31 st, one month expenses is recognized because the insurance cost has been “consumed” for one month. 31 Jan “Prepaid Expenses”: Insurance 26

27. Example (Insurance): Show the adjusting journal entry required at Jan. 31 st. Prepaid insurance1,000 Insurance expense1,000Jan. 31 DebitCredit Prepaid Insurance 12,0001,000 DebitCredit Insurance expense 1,000 11,000 “Prepaid Expenses”: Insurance 27

28. Depreciation Buildings, equipment, and vehicles (long-lived assets) are recorded as assets, rather than an expense, in the year acquired. Companies report a portion of the cost of a long- lived asset as an expense (depreciation) during each period of the asset’s useful life (Matching Principle). “Prepaid Expenses”: Depreciation 28

29. Example (Depreciation): On Jan. 1 st, Phoenix Consulting paid $24,000 for equipment that has an estimated useful life of 20 years. Show the journal entry to record the purchase of the equipment on Jan. 1 st. Cash24,000 Equipment24,000Jan. 1 DebitCredit Equipment 24,00024,000 DebitCredit Cash “Prepaid Expenses”: Depreciation 29

30. Example (Depreciation): Show the adjusting journal entry required at Jan. 31 st. Depreciation for one year = 24,000/20 = 1,200 Depreciation for one month = 1,200/12 = 100 How does the company consume the cost of asset 24,000? This is measured by depreciation “Prepaid Expenses”: Depreciation 30

31. Example (Depreciation): The adjusting journal entry required at Jan. 31 st. Accumulated depreciation100 Depreciation expense100Jan. 31 DebitCredit Depreciation expense 100100 DebitCredit Accumulated depreciation 100 “Prepaid Expenses”: Depreciation 31

32. Depreciation (Statement Presentation) Accumulated Depreciation—is a contra asset account. Appears just after the account it offsets (Equipment) on the balance sheet. “Prepaid Expenses”: Depreciation 32

33. Receipt of cash that is recorded as a liability because the revenue has not been earned. Adjusting Entries for “Unearned Revenues” rent airline tickets school tuition Cash Receipt Revenue Recorded BEFORE magazine subscriptions customer deposits Unearned revenues often occur in regard to: 33

34. Unearned Revenues Company makes an adjusting entry to record the revenue that has been earned and to show the liability that remains. The adjusting entry for unearned revenues results in a decrease (a debit) to a liability account and an increase (a credit) to a revenue account. Adjusting Entries for “Unearned Revenues” 34

35. Illustration 3-10 Adjusting entries for unearned revenues Decrease (a debit) to a liability account and Increase (a credit) to a revenue account. Adjusting Entries for “Unearned Revenues” 35

36. Example: On Jan. 1 st, Phoenix Consulting received $24,000 from Arcadia High School for 3 months rent in advance. Show the journal entry to record the receipt on Jan. 1 st. Unearned rent revenue24,000 Cash24,000Jan. 1 DebitCredit Cash 24,00024,000 DebitCredit Unearned Rent Revenue Adjusting Entries for “Unearned Revenues” 36

37. Example: On Jan. 1 st, Phoenix Consulting received $24,000 from Arcadia High School for 3 months rent in advance. Show the adjusting journal entry required on Jan. 31 st. Rent revenue8,000 Unearned rent revenue8,000Jan. 31 DebitCredit Rent Revenue 8,00024,000 DebitCredit Unearned Rent Revenue 8,000 16,000 Adjusting Entries for “Unearned Revenues” 37

38. Summary for “Defferals” Type of adjustment Account relationship Account before adjustment Adjusted entries Prepaid expenses Assets- expenses OverstatedUnderstated Dr. Expenses Cr.Assets Unearned revenue Liabilities- revenue OverstatedUnderstated Dr. Liability Cr. Revenue

39. Made to record: Revenues earned and Expenses incurred in the current accounting period that have not been recognized through daily entries. Adjusting Entries for Accruals 39

40. 40 Adjusting Entries For Accruals 2 types: 1. Accrued Revenue Category: ASSET 2. Accrued Expense Category: LIABILITY 40

41. Revenues earned but not yet received in cash or recorded. Adjusting Entries for “Accrued Revenues” rentinterest services performed BEFORE Accrued revenues often occur in regard to: Cash Receipt Revenue Recorded Adjusting entry results in: 41

42. Accrued Revenues An adjusting entry serves two purposes: (1) It shows the receivable that exists, and (2) It records the revenues earned. Adjusting Entries for “Accrued Revenues” 42

43. Illustration 3-13 Adjusting entries for accrued revenues Increases (debits) an asset account and Increases (credits) a revenue account. Adjusting Entries for “Accrued Revenues” 43

44. Example: On Jan. 1 st, Phoenix Consulting invested $300,000 in securities that return 5% interest per year. Show the journal entry to record the investment on Jan. 1 st. Cash300,000 Investments300,000Jan. 1 DebitCredit Investments 300,000300,000 DebitCredit Cash “Accrued Revenues”: Interest (Revenue) 44

45. Example: On Jan. 1 st, Phoenix Consulting invested $300,000 in securities that return 5% interest per year. Show the adjusting journal entry required on Jan. 31 st. ($300,000 x 5% / 12 months = $1,250) Interest revenue1,250 Interest receivable1,250Jan. 31 DebitCredit Interest Receivable 1,2501,250 DebitCredit Interest Revenue “Accrued Revenues”: Interest (Revenue) 45

46. Expenses incurred but not yet paid in cash or recorded. Adjusting Entries for “Accrued Expenses” rentinterest BEFORE Accrued expenses often occur in regard to: Cash Payment Expense Recorded taxessalaries Adjusting entry results in: 46

47. Accrued Expenses An adjusting entry serves two purposes: (1) It records the obligations, and (2) It recognizes the expenses. Adjusting Entries for “Accrued Expenses” 47

48. Illustration 3-16 Adjusting entries for accrued expenses Increases (debits) an expense account and Increases (credits) a liability account. Adjusting Entries for “Accrued Expenses” 48

49. Notes payable200,000 Cash200,000Jan. 2 DebitCredit Cash 200,000200,000 DebitCredit Notes Payable Example: On Jan. 2 nd, Phoenix Consulting borrowed $200,000 at a rate of 9% per year. Interest is due on first of each month. Show the journal entry to record the borrowing on Jan. 2 nd. “Accrued Expenses”: Interest (Expense) 49

50. Example: On Jan. 2 nd, Phoenix Consulting borrowed $200,000 at a rate of 9% per year. Interest is due on first of each month. Show the adjusting journal entry required on Jan. 31 st. ($200,000 x 9% / 12 months = $1,500) Interest payable1,500 Interest expense1,500Jan. 31 DebitCredit Interest Expense 1,5001,500 DebitCredit Interest Payable “Accrued Expenses”: Interest (Expense) 50

51. Accrued Expenses An adjusting entry serves two purposes: (1) It records the obligations, and (2) it recognizes the expenses. Adjusting Entries for “Accrued Expenses” 51

52. Summary for “Accruals” Type of adjustment Account relationship Account before adjustment Adjusted entries Accruedrevenue Assets- revenue UnderstatedUnderstated Dr. Assets Cr. Revenue Accruedexpenses Liabilities- expenses UnderstatedUnderstated Dr. Expenses Cr. Liability

53. After all adjusting entries are journalized and posted the company prepares another trial balance from the ledger accounts (Adjusted Trial Balance). Its purpose is to prove the equality of debit balances and credit balances in the ledger. The Adjusted Trial Balance 53

54. End of Lecture 8&9