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Accounting
Systems
1
After studying this chapter, you should
be able to:
1. Define an accounting system and describe
its implementation.
2. Journalize and post transactions in a
manual accounting system that uses
subsidiary ledgers and special journals.
2
After studying this chapter, you should
be able to:
3. Describe and give examples of additional
subsidiary ledgers and modified special
journals.
4. Apply computerized accounting to the
revenue and collection cycle.
5. Describe the basic features of e-commerce.
3
5-1
Objective 1
Define an accounting
system and describe its
implementation.
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Accounting Information system
5
Fundamental System Principles
Control Principle
Internal controls for
management to monitor
the business.
Relevance Principle
Cost-Benefit Principle Provide relevant, timely
Benefits of the system and pertinent
must outweigh the costs information.
incurred.
Compatibility Principle
Flexibility Principle Need System must be
to change as company compatible with aims of
and environment change. the company.
Internal Controls 5-1
7
Components of Accounting
Systems
Invoice from
supplier
Increasingly, source
documents are
Employee electronic files creating
earnings
Source records
a “paperless” system.
Documents
Billings to
customers
Components of Accounting
Systems
Source
Documents
Input Devices
Keyboards
Scanners
Modems
Bar-Code Reader
Components of Accounting
Systems
Source
Documents
Hardware
Software
Professional
Judgment
Processor
Components of Accounting
Systems
Source
Documents
CD
Hard Drive
Tape
Paper Document
Processor Storage
Components of Accounting
Systems
Printer
Monitor
Telephone
CD
Source
Tape
Documents
Disk
Electronic File
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5
Three Step Process as a Business 5-1
Grows and Changes
Step 1: Analysis
Identify the needs of those who use the
business’s financial information.
Determine how the system should
provide this information.
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Step 2: Design
The system is designed so that it meets
the users’ needs.
Step 3: Implementation
The system is implemented and used.
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Feedback 5-1
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Processing Methods 5-1
17
5-2
Objective 2
Journalize and post transactions
in a manual accounting system
that uses subsidiary ledgers and
special journals.
18
5-2
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5-2
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5-2
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Subsidiary Ledgers
Controlling
Characteristic Account Subsidary Ledger
Amounts due from Accounts Accounts Receivable
customers Receivable Ledger
Amounts owed to Accounts Accounts Payable
creditors Payable Ledger
A B C D
A B C D 25
17
Accounts Receivable Ledger
Accounts Receivable Subsidiary
After all items are Adams Company
posted, the balance in Date PR Debit Credit Balance
the accounts Jan. 1 S5 500 500
receivable Accounts Receivable Subsidiary
Baine Company
controlling account is
Date PR Debit Credit Balance
equal to the sum of
Jan. 16 S5 1,000 1,000
the balances in the Accounts Receivable Subsidiary
subsidiary ledger. Cook Company
Date PR Debit Credit Balance
Jan. 25 S5 415 415
GENERAL LEDGER
Accounts Receivable No. 106
Date PR Debit Credit Balance
Jan. 31 S5 1,915 1,915
Special Journals 5-2
SELLING
For recording Credit sales
recorded in Sales journal
Revenue journal
Receipt of cash from any source
recorded in Cash receipts journal
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27
Special Journals 5-2
BUYING
Purchase of items on account
recorded in Purchases journal
Payment of cash for any purpose
recorded in Cash payments journal
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Special Journals 5-2
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5-2
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Sales Journal
On January 1, Jim
Carson purchased $600
of merchandise on
account from Barry’s
Bikes. Record the entry
in the Sales Journal.
(Assume the use of a periodic
inventory system.)
Sales Journal
SALES JOURNAL Page 1
Invoice Dr. Accts.
Date Account Debited Number PR Rec. Cr. Sales
Jan. 1 Jim Carson 824 600
33
Sales Journal
Date Accounts Debited Invoice P/R Dr. Cost of Dr. Accts.
# Merch. Sold Cr. Rec. Cr. Sales
Mds. Inven.
Jan 1 Jim Carson 824 360 600
GENERAL LEDGER
Accounts Receivable No. 106
Date PR Debit Credit Balance
Jan. 31 1,700 1,700
Post the total to the GENERAL LEDGER
Sales No. 413
General Ledger Date PR Debit Credit Balance
accounts. Jan. 31 1,700 1,700
Sales Journal
SALES JOURNAL Page 1
Invoice Dr. Accts.
Date Account Debited Number PR Rec. Cr. Sales
Jan. 1 Jim Carson 824 ü 600
7 Tom Talley 825 ü 900
22 Sue Wright 826 ü 200
31 Total 1,700
GENERAL LEDGER
Accounts Receivable No. 106
Date PR Debit Credit Balance
Jan. 31 S1 1,700 1,700
GENERAL LEDGER
Sales No. 413
Date PR Debit Credit Balance
Jan. 31 S1 1,700 1,700
Sales Journal
SALES JOURNAL Page 1
Invoice Dr. Accts.
Date Account Debited Number PR Rec. Cr. Sales
Jan. 1 Jim Carson 824 ü 600
7 Tom Talley 825 ü 900
22 Sue Wright 826 ü 200
31 Total 1,700
(106/413)
GENERAL LEDGER
Accounts Receivable No. 106
Date PR Debit Credit Balance
Jan. 31 S1 1,700 1,700
GENERAL LEDGER
Sales No. 413
Date PR Debit Credit Balance
Jan. 31 S1 1,700 1,700
Proving the Ledger
Barry's Bikes
Schedule of Accounts Receivable
The Accounts January 31, 2002
Receivable Jim Carson $ 600
controlling Tom Talley 900
account and the Sue Wright 200
subsidiary Total accounts receivable $ 1,700
ledger are in
balance. GENERAL LEDGER
Accounts Receivable No. 106
Date PR Debit Credit Balance
Jan. 31 S1 1,700 1,700
Posting the Revenue Journal 5-2
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22
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Exhibit 2 Revenue Journal 5-2
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Post. Balance
Date Item Ref. Dr. Cr.
Dr. Cr.
2008
Mar. 1 Balance 3 400 00
31 R35 9 600 00 13 000 00
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Revenue Journal, page 35
5-2
Post. Balance
Date Item Ref. Dr. Cr.
Dr. Cr.
2008
Mar. 31 R35 9 600 00 9 600 00
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Revenue Journal, page 35
5-2
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Cash Receipts Journal
CASH RECEIPTS JOURNAL Page 1
Sales Accts. Other
Accounts Cash Disc. Rec. Accts.
Date Credited Explanation PR Dr. Dr. Cr. Sales Cr. Cr.
GENERAL LEDGER
ACCOUNT Rent Revenue Acct. No. 42
Date Item P.R. Debit Credit Cr. Bal.
2008
Mar. 1 CR14 400 400 34
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Posted Cash Receipts Journal 5-2
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5-2
Accounts Receivable—(Controlling)
Balance, March 1, 2008 $3,400
Total debits (from revenue journal) 9,600
Total credits (from cash receipts journal) (7,350)
Balance, March 31, 2008 $5,650
NetSolutions
Customer Balance Summary Report, March 31, 2008
Accessories By Claire $3,000
RapZone 0
Web Cantina 2,650
Total accounts receivable $5,650
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Purchases Journal
The Purchases
Journal is used to
record all purchases
on credit.
Journalizing in the Purchases Journal 5-2
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Purchases Journal for a Merchandising 5-2
Business
PURCHASES JOURNAL Page 11
Accts. Merchan- Other
Post Payable dise Invent.Accounts Post
Date Account Credited Ref. Cr. Dr. Dr. Ref. Amount
2008
Mar. 3 Compu-Tek 13,880 13,880
7 Donnelly Tech. 4,650 4,650
12 Jewett Business Sys. 5,700 Store Equip. 5,700
19 Donnelly Tech. 1,450 1,450
27 Compu-Tek 960 960
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Posting the Purchases Journal 5-2
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GENERAL LEDGER
ACCOUNT Accounts Payable No. 21
Date Item P.R. Debit Credit Balance
2008 74
49
Mar. 1 Bal 1,230
31 P11 6,230 7,460
5-2
GENERAL LEDGER
ACCOUNT Merchandise Inventory No. 13
Date Item P.R. Debit Credit Balance
2008 75
50
Mar. 1 Bal 2,500
31 P11 3,430 5,930
Cash Payments Journal 5-2
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CASH PAYMENTS JOURNAL PAGE 7
Other Accounts
Ck. Post Accounts Payable Cash
Date No. Account Debited Ref. Dr. Dr. Cr
2008
Mar. 2 150 Rent Expense 1,600 1,600
15 151 Grayco Supplies 1,230 1,230
Journalized
Post tothe remainder of
individual
March’s cash disbursements.
creditor’s accounts.
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5-2
CASH PAYMENTS JOURNAL PAGE 7
Other Accounts
Ck. Post Accounts Payable Cash
Date No. Account Debited Ref. Dr. Dr. Cr
2008
Mar. 2 150 Rent Expense 1,600 1,600
15 151 Grayco Supplies 1,230 1,230
21 152 Jewett Business Sys. 2,800 2,800
22 153 Donnelly Supplies 420 420
30 154 Utilities Expense 1,050 1,050
31 155 Howard Supplies 600 600
31 2,650 5,050 7,700
Objective 3
Describe and give
examples of additional
subsidiary ledgers and
modified special journals.
88
Modified Special Journals 5-3
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5-3
On November 2,
NetSolutions issued Invoice
No. 842 to Litten Company
for $4,770, which included
sales taxes of $270.
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Modified Revenue Journal 5-3
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A checkmark indicates
that the amount has
been posted.
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5-4
Objective 4
Apply computerized
accounting to the revenue
and collection cycle.
96
Database 5-4
A database collects,
stores, and organizes
information in a
retrievable format.
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5-4
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5-5
Objective 5
Describe the basic
features of e-commerce.
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e-Commerce 5-5
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B2C 5-5
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