BALANCING AND CLOSING ACCOUNTS

What does balancing and closing an account mean?

Balancing an account means working out the net amount left in an account and clearly stating this as a debit or credit
balance at the beginning of the next accounting period.

Closing an account is the process of completing an account that does not have a balance that is carried forward to the
next accounting period.

What are the benefits of balancing an account?

1. They break up each record into more manageable chunks based on time periods.
2. They bring many accounts to a neat conclusion with a clear statement or update on the net value shown in the
account.
3. They bring records to neat conclusion by clearly showing that there is no balance and that account is now closed.
4. They provide summary information for the preparation of the trial balance and other financial statements.

How are accounts balanced?

Assets, Liabilities and Capital are known as permanent accounts. Their balances are carried forward from one
accounting period to the next. Assets, liabilities and capital are reported on in the balance sheet.
Steps in balancing an account.

Step 1 Add the items listed on the debit side.
Step 2 Add the items listed on the credit side.
Step 3 Find the difference between the two sides
Step 4 Insert the difference on the side with the lesser amount. This is called the balance carried down balance
c/d
Step 5 The totals should now be equal and written on the same line.
Step 6 On the opposite side, under the total, the balance is brought down, shown as balance b/d.

Illustration on procedures when:

Entries on both sides with unequal values (c/d and b/d)
Several entries on both sides with the same value (total and double underline)
Single entry on both sides with the same value (double underline)
Entries on one side only (double underline)
Only one entry (double underline or c/d and b/d)

The meaning of account balances

If the debit side is larger, then the account has a "debit balance"; if the credit side is larger, the account has a "credit
balance". Alternatively, Debit balances are brought down on the debit side and credit balances are brought down on
the credit side of an account.

From the position of the balance, the owner of the firm can determine whether the balance represents an asset or a
liability. Debit balances are considered assets or value owned, while credit balances are considered liabilities or value
owed.

A debit balance of T. Frazer a/c means he is a debtor owing the firm money, which is an asset.
A credit balance on Brumants Enterprises a/c means the firm is a creditor who the firm owes money, which is a
liability.
A debit balance on the motor vehicles a/c indicates the book value, usually the cost of the motor vehicles owned
by the firm.
A credit balance on the Bank a/c means that the account is overdrawn and the firm owes the bank.


Income and Expenses are temporary accounts because they collect information for only one accounting period. Their
balances are closed (transferred) to a financial statement called the income statement at the end of the accounting
period. The income statement is made up of the profit and loss account. These accounts are Purchases, Sales,
Returns Inwards, Return Outwards, Expenses, Revenues and Drawings. Purchase, Sales, Return Inwards and Return
Outwards are transferred to the Trading Account. Expenses and Revenues are transferred to the Profit and Loss
Account. Drawings are transferred to the Capital account.