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46 BOOKKEEPING AND ACCOUNTING
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Cash Disbursements Journal
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The cash disbursements journal is used to record all transactions that re duce cash. These transactions may arise from payments to creditors, from cash purchases, and from the payment of expenses, as well as personal withdrawals. The procedure for recording and posting the cash disbursements journal parallels that of the cash receipts journal: 1. A check is written each time a payment is made; the check num bers provide a convenient reference, and they help in controlling cash and in reconciling the bank account. 2. The cash credit column is posted in total to the general ledger at the end of the month. 3. Debits to Accounts Payable represent cash paid to creditors. These individual amounts will be posted to the creditors accounts in the ac counts payable subsidiary ledger. At the end of the month, the total of the accounts payable column is posted to the general ledger. 4. The Sundry column is used to record debits for any account that cannot be entered in the other special columns. These would include pur chases of equipment, inventory, payment of expenses, and cash with drawals. Each item is posted separately to the general ledger. The total of the Sundry column is not posted.
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Some companies, primarily for convenience, prefer to record all cash transactions (receipts and disbursements) in one journal. This combina tion cash journal uses basically the same account columns as the cash re ceipts and cash disbursements journals, but with a different arrangement of accounts. This journal makes it easier to keep track on a day-to-day basis of changes in the Cash account, since the debit and credit to Cash are adja cent to one another.
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1. For cash control purposes, cash handling and _______ must be separated.
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CHAPTER 7: The Cash Journal
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2. The cash column in the cash receipts journal is ______, whereas the same column in the cash payments journal is _______ whenever cash is received or disbursed. 3. The _______ journal is used to record all transactions that reduce cash. 4. ________ to Accounts Payable represent cash paid to creditors. 5. The _______ journal contains all records of cash transactions (re ceipts and disbursements). Answers: 1. recording; 2. debited, credited; 3. cash disbursements; 4. deb its; 5. combination cash
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Solved Problem 7.1 A sales invoice totaling $3,000 and dated January 14 has discount terms of 2/10, n/30. If it is paid January 23, what would be the entry to record this transaction Solution: Cash Sales Discount Accounts Receivable 2,940 60 3,000
Solved Problem 7.2 Record the following transactions in the cash re ceipts journal: 3/2 3/10 3/14 3/28 3/30 3/30 Received $600 from J. Kappala in settlement of her account Received $615 from B. Elder in settlement of his account Cash sales for a 2-week period, $4,400 Sold $200 of of ce supplies to Smith Company (not a mer chandise item) Owner made additional investment, $1,500 Cash sales for the last two weeks, $2,600
48 BOOKKEEPING AND ACCOUNTING
Solution:
8
Summarizing and Reporting via the Worksheet
In This :
Introduction
Worksheet Procedures
for a Service Business
Summary
Solved Problems
Introduction
The recording of transactions and the adjusting and closing procedures have been discussed in previous chapters. It is reasonable to expect that among the hundreds of computations and clerical tasks involved some errors will occur, such as posting a debit as a credit. Today many nancial records are maintained on the computer or on mechanical bookkeeping systems. The use of ma chine time to correct errors can be very costly and may provoke questions from nancial managers.
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50 BOOKKEEPING AND ACCOUNTING
One of the best ways yet developed of avoiding errors in the perma nent accounting records, and also of simplifying the work at the end of the period, is to make use of an informal record called a worksheet.
Worksheet Procedures for a Service Business
We are already familiar with the types of accounts found in a service business that is, a business in which revenue comes from services rendered so we shall rst discuss the worksheet for such a business. The work sheet is usually prepared in pencil on a large sheet of ac counting stationery called analysis paper. On the worksheet, the ledger accounts are adjusted, balanced, and arranged in proper form for prepar ing the nancial statements. All procedures can be reviewed quickly, and the adjusting and closing entries can be made in the formal records with less chance of error.
Note!
With the data for the income statement and bal ance sheet already proved out on the worksheet, these statements can be prepared more quickly.
For a typical service business, we may suppose the worksheet to have eight monetary columns; namely, a debit and credit column for four groups of gures: trial balance, adjustments, income statement, and bal ance sheet. A ten-column work sheet also is used, consisting of: 1. Trial balance 2. Adjustments 3. Adjusted trial balance 4. Income statement, and 5. Balance sheet. The adjusted trial balance columns simplify the extension to the nancial statement columns. The steps for completing the worksheet are:
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