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Principles Of Financial Accounting Third Edition Ian
Gillespie Digital Instant Download
Author(s): Ian Gillespie
ISBN(s): 027367630X
Edition: 3rd
File Details: PDF, 1.92 MB
Year: 2004
Language: english
THIRD EDITION THIRD EDITION
Ian Gillespie PRINCIPLES OF THIRD
www.pearson-books.com
An imprint of
Principles of
Financial Accounting
We work with leading authors to develop the strongest
educational materials in Financial Accounting, bringing
cutting-edge thinking and best learning practice to a
global market.
Principles of
Financial Accounting
Ian Gillespie
Richard Lewis
Kay Hamilton
Pearson Education Limited
Edinburgh Gate
Harlow
Essex CM20 2JE
England
The rights of Ian Gillespie, Richard Lewis and Kay Hamilton to be identified as authors
of this work have been asserted by them in accordance with the Copyright, Designs
and Patents Act 1988.
All trademarks used herein are the property of their respective owners. The use of
any trademark in this text does not vest in the author or publisher any trademark
ownership rights in such trademarks, nor does the use of such trademarks imply
any affiliation with or endorsement of this book by such owners.
ISBN-10: 0-273-67630-X
ISBN-13: 978-0-273-67630-0
10 9 8 7 6 5 4 3 2
09 08 07 06 05
Appendices
Further reading 385
Glossary 388
Solutions to checkpoint questions 395
Solutions to selected exercises 409
Index 483
v
Contents in full
vii
Contents in full
5 Accrual accounting 63
Introduction 63
Learning objectives 63
5.1 The accruals basis of accounting 63
5.2 Accrual accounting 67
5.3 Preparation of financial statements including accrual accounting
adjustments 70
Summary 74
Review questions 74
Exercises 75
viii
Contents in full
ix
Contents in full
x
Contents in full
xi
Contents in full
xii
Contents in full
Appendices
Further reading 385
Glossary 388
Solutions to checkpoint questions 395
Solutions to selected exercises 409
Index 483
xiii
Guided tour to the book
5 • Accrual accounting
We should, of course, have to make adjustments for any further cash introduced or
accounting terms
drawn out by the owner(s). For example, suppose that George had set up a business by
investing £5,000,000 and had not, during the next five years, invested or drawn out
any further cash. If, when the business was wound up, it realised £6,200,000 then the
throughout the
Introduction
In this first chapter we discuss the purposes of accounting, who uses accounting
statements and why they use them. We also explain, briefly, the distinction between
profit for the five years would be:
£000,
text
financial and management accounting. A short history of accounting is included to Amount realised 6,200,000
Original investment w5v,w0w0w0v,w0w0w0
help you to see modern accounting in the context of the way it developed. Perhaps
Profit for the five years w1v,w2w0w0v,w0w0w0
the most important section is the discussion of the conventions of accounting,
because these conventions underlie all the aspects of accounting dealt with in later If, however, George had invested a further £500,000 and had drawn out £600,000,
chapters. then:
£000,
Amount realised 6,200,000
Learning objectives Add: Cash drawn out w v w6w0w0v,w0w0w0
Total cash withdrawn 6,800,000
At the end of this chapter, after completing the checkpoint questions and exercises,
you should be able to: £000,
Original investment 5,000,000
● explain the main purposes of accounting; Further investment w v w5w0w0v,w0w0w0
● describe the main users of accounts and explain why they need accounting w5v,w5w0w0v,w0w0w0
statements; Profit for the five years w1v,w3w0w0v,w0w0w0
● explain what is meant by ‘planning and control’; The problem is that it is not much use to the owner to know that he or she has made
● explain the main difference between financial accounting and management this profit once business has ceased. In order to take action to improve the business he
accounting; or she needs to know the results much more frequently: every year, or every quarter,
● explain what ‘conventions’ are and describe the main ones; month or even every week. Some figures may well be needed daily. In practice most
●
well-run firms have their accounting statements produced at least once a month. This
explain how conventions may conflict with each other;
means that we shall have to divide the firm’s continuous life into arbitrary periods in
● explain what is meant by a ‘firm’;
order to produce the statements. This causes nearly all of the problems we have to face
● describe the sources of the various rules and regulations that govern the prepa- (and much of the interest) in accounting.
ration and publication of financial accounting statements.
? Checkpoint question
5.1 Anna invested £100,000 into a new business. During the next six years she drew out a
1.1 Purposes of accounting total of £66,000 for her living expenses. She also made a further investment in the firm
of £9,000. At the end of the six years, she wound up the business, realising £200,000.
Accounting is not merely a collection of arithmetical techniques but a set of complex Calculate her profit for the six years.
processes depending on and prepared for people.
● Accounting reports are prepared in order to help people make decisions. The first step is to break the time stream into sections. Ideally the periods should be
● Accounting reports are based on activities that have been carried out by people. selected so that the results of one time period can be compared, within reason, with the
1 64
each pair of columns and that the differences are equal but on different sides. In the
Example 3.2
profit and loss columns the credit total exceeds the debit total by £36,600; this is the
Andrew sold goods, which originally cost £1,000, to Albert for £1,500 on credit. profit for the period as the revenue exceeds the expenses by that amount. The debit
total of the balance sheet columns exceeds the credit total, also by £36,600. This is the
Debit Albert (debtor) £1,500
Credit sales (revenue) £1,500 amount by which the profit has increased the equity; we therefore enter the amount in
the credit column of the balance sheet, thus balancing both sets of columns.
and We may now extract the balances from the two pairs of columns and arrange them
Debit cost of goods sold (expense) £1,000 into the accounting statements shown in Example 5.1 above.
Credit stock (asset) £1,000
Albert Sales ? Checkpoint question
Sales 1,500 Albert 1,500 5.11 Explain the function of accrued and prepaid expenses in the matching process and the
preparation of accounts on an accruals basis.
Cost of goods sold Stock
Stock 1,000 Cost of goods
sold 1,000
Summary
There are no detailed rules in the UK regarding the use of ledger accounts. In general, In this chapter we introduced accrual accounting. After the accounting equations, this
the way they are set up and used depends on the needs of the particular firm.
We end this chapter with a longer example on the use of T accounts (Example 3.3).
is the key chapter in the book, dealing as it does with the basis of accounting used by
virtually all business enterprises and many others, such as universities and hospitals.
Summary at the
We also introduced the twin conventions of realisation and matching which underlie
Example 3.3 the accrual accounting method. Accrual accounting attempts to bring in to an
accounting period all those revenues and expenses which relate to that period and to
end of each chapter
1. Arthur starts a business by paying into the new firm’s bank account the amount of
£100,000. (All entries are in £s.)
Bank Capital
include in the balance sheet those assets, liabilities and equity items which exist at
the end of the period. This should be compared with the cash basis, where revenue is
recognised when the cash is received and the expenses are recognised when the cash
reinforces students’
Capital 100,000 Bank 100,000
is paid. As we shall see in the later chapters, nearly all the problems in accounting
arise from the attempt to make accounting more relevant to the firm’s needs through
the adoption of the accruals basis.
learning
2. Arthur also pays cash into the business to be held to cover small items of expenditure.
(Actual cash on hand, as opposed to the balance in the bank, is called petty cash.) The preparation of financial statements (profit and loss account and balance sheet)
including accruals and prepayments was also explained and demonstrated, including
Petty cash Capital the use of the extended trial balance.
Capital 500 Bank 100,000
Petty cash 500
42 74
Illustrative worked examples explain Review questions are ideal for use in
concepts that students often find tutorial discussion and further students’
difficult understanding
xiv
7 • Bad and doubtful debts and control accounts Further reading
Exercises
Further reading
Solutions to exercises whose number is in colour can be found at the end of the book.
7.1 Dino Faculti started business buying and selling knitting machines on 1 January 20X3.
His debtors’ figures, before writing off any bad debts, were as follows: Chapter 1
31 December 20X3 £30,000 Financial Accounting, 2nd edn, Arnold, J., Hope, T., Southworth, A. and Kirkham, L., Prentice
Hall, Hemel Hempstead (1994), Chapters 1–3.
31 December 20X4 £38,100
31 December 20X5 £4,750 Chapters 2–4
Bad debts to be written off were as follows: Financial Accounting, 2nd edn, Arnold, J., Hope, T., Southworth, A. and Kirkham, L., Prentice
Hall, Hemel Hempstead (1994), Chapters 4 and 5.
in 20X4 £2,100
in 20X5 £750 Chapter 5
and the required figure for doubtful debts, in each year, is 5 per cent of outstanding debtors. Financial Accounting, 2nd edn, Arnold, J., Hope, T., Southworth, A. and Kirkham, L., Prentice
Hall, Hemel Hempstead (1994), Chapter 5.
Required:
Faculti’s bad debts expense and doubtful debts accounts together with supporting calcu- Chapter 6
lations. Financial Accounting, 2nd edn, Arnold, J., Hope, T., Southworth, A. and Kirkham, L., Prentice
Hall, Hemel Hempstead (1994), Chapter 6.
7.2 Malcolm’s trial balance as at 30 June 20X2 was as follows: Depreciating Assets: An Introduction, Baxter, W.T., Gee & Co., London (1980).
£0,0 £0,0 Chapter 7
Capital account as at 1 July 20X1 29,000 Accounting and Finance: A Firm Foundation, 5th edn, Pizzey, A., Continuum International
Creditors 21,000 Publishing Group, London (2001).
Debtors 22,650
Cost of goods sold 144,000 Chapter 8
Drawings 32,100 Financial Accounting, 2nd edn, Arnold, J., Hope, T., Southworth, A. and Kirkham, L., Prentice
Sales 243,000 Hall, Hemel Hempstead (1994), Chapter 7.
Stock 36,000
Vehicles 21,000 Chapter 10
Wages expense 14,250 Accounting and Finance: A Firm Foundation, 4th edn, Pizzey, A., Cassell, London (1994),
Sundry expenses 3,000 Chapter 11.
Accounting and Finance: A Firm Foundation, 5th edn, Pizzey, A., Continuum International
Rent expense 13,500
Publishing Group, London (2001).
Insurance expense 2,000
Cash at bank w w w4v,w5w0w0 w w w v w w w0 Chapter 11
w2w9w3v,w0w0w0 w2w9w3v,w0w0w0 Accounting Theory and Practice, 7th edn, Glautier, M.W.E. and Underdown, B., Financial
The following information is relevant: Times Prentice Hall, Harlow (2000), Chapter 13.
1. Wages payable but unpaid at 30 June 20X2 amounted to £750. Advanced Financial Accounting, 6th edn, Lewis, R. and Pendrill, D., Pearson Education, Harlow
2. Rent accrued but unpaid at 30 June 20X2 amounted to £3,000. (2000), Chapter 7.
3. The figure of insurance expenses includes a prepayment at 30 June 20X2 of £1,000.
Chapter 12
4. The vehicles are to be depreciated at the rate of 25 per cent per annum. As the vehicles
Making Corporate Reports Valuable, The Institute of Chartered Accountants of Scotland,
were purchased at the beginning of the year, no depreciation has yet been charged. A full
Edinburgh (1988).
year’s depreciation is now to be charged.
Advanced Financial Accounting, 6th edn, Lewis, R. and Pendrill, D., Pearson Education, Harlow
5. Bad debts of £2,650 are to be written off and provision is to be made for doubtful debts
(2000), Chapters 8 and 9.
amounting to 10 per cent of the remaining debtors.
Required: Chapter 13
Prepare Malcolm’s profit and loss account for the year ended 30 June 20X2 and his balance Business Accounting 1, 8th edn, Wood, F., Financial Times Prentice Hall, Harlow (1999),
sheet as at that date. Chapter 31.
116 385
Glossary Glossary
Associated company One over which another company has significant influence but not
control.
●
remove directors.
Potential shareholders: whether to buy shares.
answers
● Creditors: whether to lend moneyextend credit.
Audit A scrutiny of the accounts by qualified auditors who carry out checks on the figures in ● Investment and credit analysts: basis for advice to clients, i.e. investors and cred-
order to establish whether the accounts show a ‘true and fair view’ of the results and of the itors.
financial position of the entity. ● The government: information for economic policy-making.
● The Inland Revenue: as a basis for taxation.
Audit trail The records and documents used to trace items through the system.
● Employees: assessment of employment prospects and for wage bargaining.
Auditor A person qualified to carry out audits and to report on hisher findings. Solutions to selected exercises
Auditors’ remuneration The amount payable to the auditors in respect of the period of the
accounts. The auditors will carry out a number of checks on the figures in order to establish
whether, in their opinion, the financial statements show a ‘true and fair view’ of the
company’s results for the period and its financial position at the end of the period. Solutions to selected exercises Solutions to
Backing-up The procedure for making security copies of data from the computer system. Back-
up is the copy produced.
Balance sheet minority interest The proportion of the capital and reserves of the subsidiary Chapter 1
selected exercises
companies which relates to the shares in those companies not held by the parent company.
Bank reference A reference obtained from the selling firm’s own bank.
1.1
1.2
(a) iii; (b) ii; (c) i; (d) iii; (e) iii.
(a)
enable students
Branch A subordinate part of a firm which is not a limited company. (Such a company would
be a subsidiary company.) 1. At the start
Assets: bucket
£
5
Conventions
to assess their
Called-up share capital The nominal value of shares issued.
Capital maintenance The financial capital must be maintained to protect the interests of the
creditors. 2. Filled the bucket
cash w3
u8
Objectivity, historical cost
understanding
Codecoding Transactions are given code numbersletters to guide the bookkeepercomputer
operator in entering the details of the transaction into the books of account. In the United
Assets: bucket
cash £(3 0 2)
water
5
1
w2
Duality demonstrated
Objectivity, verifiability
and progress
Kingdom, this coding is carried out at the discretion of the company itself.
u8
Computerised accounting system A system that relies on the entries reflecting the transactions 3. Jack collides with passer-by
being keyed into preprogrammed software which contains the whole of the accounting Assets: as above 8
system, much of the information being processed automatically following the initial entries.
Liabilities: repairs to glasses w6 Prudence, relevance
u2 (business liability)
388 4. Sold half the water:
Assets: bucket 5 Materiality (no depreciation charged)
cash £(1 ! 10) 11
xv
How to use this text
This text is addressed to you, the student. At all times, when producing this book, we
have been concerned only to help you to understand the principles of financial account-
ing, bearing in mind that you are probably studying it for the first time. Our experience
in teaching the subject over many years has convinced us that you will not fully under-
stand the issues involved unless you learn to actually produce accounting statements
and analyse them. This is the approach which is embodied in this book.
The text provides a comprehensive grounding in the principles of financial account-
ing: the main techniques and underlying concepts involved in the preparation and
analysis of accounting statements, and their application to various forms of business
organisation.
The book is therefore particularly suitable for students specialising in accounting.
However, selective use of the chapters will make the text suitable for others, for
instance students taking business studies degrees.
xvii
How to use this text
printed in colour) are provided in the appendices. You should check your solution
against that given, ensuring that you understand any differences; essentially, in the case
of numerical questions, you need to understand how every figure is arrived at.
The further reading section contains a chapter-by-chapter listing of other texts to
which you might refer in order to pursue a subject in more depth or for an alternative
perspective.
xviii
1 The nature of accounting
Introduction
In this first chapter we discuss the purposes of accounting, who uses accounting
statements and why they use them. We also explain, briefly, the distinction between
financial and management accounting. A short history of accounting is included to
help you to see modern accounting in the context of the way it developed. Perhaps
the most important section is the discussion of the conventions of accounting,
because these conventions underlie all the aspects of accounting dealt with in later
chapters.
Learning objectives
At the end of this chapter, after completing the checkpoint questions and exercises,
you should be able to:
● explain the main purposes of accounting;
● describe the main users of accounts and explain why they need accounting
statements;
● explain what is meant by ‘planning and control’;
● explain the main difference between financial accounting and management
accounting;
● explain what ‘conventions’ are and describe the main ones;
● explain how conventions may conflict with each other;
● explain what is meant by a ‘firm’;
● describe the sources of the various rules and regulations that govern the prepa-
ration and publication of financial accounting statements.
1
1 • The nature of accounting
Also, as we shall see later, most accounting reports depend to a large measure on
judgements and estimates made by people.
But what, specifically, is accounting? It is difficult to find an all-inclusive definition,
but we can say that accounting is concerned with the provision of information in finan-
cial terms which will help in decisions concerning resource allocation and in the prepa-
ration of reports in financial terms describing the effects of past resource allocation
decisions. ‘Resource allocation’ means the application of money (or other resources) to
a particular purpose. Examples of resource allocation decisions include the following:
● Should an individual invest money in a company?
● Should a bank lend money to a firm?
● How much tax should a company pay?
● Should a company build a new factory?
Accounting is necessary in any society needing resource allocation. Its usefulness is
not confined to ‘capitalist’ or ‘mixed’ economies; however, business accounting has
developed mainly in such economies. An accountant is concerned with the provision
and interpretation of financial information. He or she does not, as an accountant, make
decisions. Many accountants do of course get directly involved in decision-making, but
when they do they are performing a different function.
Current decisions about resource allocation are concerned with the future, but
accounting is also concerned with reporting on the effects of past decisions. However,
we should consider whether this is done for its own sake or in order to provide infor-
mation which should prove helpful in current and future decisions. Knowledge of the
past is relevant only if it can be used to help make current and future decisions. We can
influence the future by making appropriate decisions but we cannot change the past.
Therefore the measurement of past results is a subsidiary role, but because of the
historical development of accounting and, perhaps, because of the limitations of the
present state of the art, ‘backward’-looking accounting can sometimes seem to be an
end in itself and not a means of helping to achieve better results in the future.
? Checkpoint questions
1.1 Discuss the main purposes of accounting.
Key terms ■ A shareholder is a person who owns shares in a limited company. A limited company
is created by law. It is said to be incorporated. Such a company is a legal entity which is
separate and distinct in law from its owners.
■ A creditor is a person or firm to whom money (a debt) is owing.
■ To give credit is to allow a person or firm to purchase goods or services, payment being
due at a date later than the delivery of the goods or the performance of the services.
■ A firm is an organisation set up by its owner or owners to provide goods or services
with a view to making a profit.
2
Purposes of accounting
The example below illustrates how the growth (and eventual dissolution) of a firm
generates the need for accounting information.
1. Leon, a skilled furniture maker, is made Helps Leon to judge the success of his
redundant by his employer. He decides to business; in particular helps him to decide
start his own business and starts making how much he can withdraw from the firm
furniture for sale at craft fairs and to spend on himself. Provides the basis on
exhibitions. which Leon is taxed.
2. Leon meets Angela, who also makes Provides the basis for dividing the profit
furniture. They decide to become business between the partners.
partners.
3. The business is successful and the firm Helps to establish the creditworthiness of
expands. In order to finance the expansion, the firm.
Leon and Angela borrow money from the
bank and run up large amounts owing to
their suppliers.
4. Leon and Angela can no longer do all the Helps the partners to decide the level of
work themselves so they employ staff. payment to staff. The payments may include
bonuses calculated on the basis of the profit
shown in the accounts of the firm.
5. For taxation and other reasons the The law requires that accounting
partners decide to set up a limited company information is publicly available. The main
to replace the partnership. Instead of being reason for this is that the owners of the
partners in the firm, Leon and Angela hold shares are not personally liable for the
shares in the limited company. company’s debts. Creditors therefore need
to see the accounts in order to judge the
firm’s creditworthiness.
6. The firm is now so large that a number of Reports on the results of the different
different departments are needed and departments.
managers have to be employed to run them.
7. Leon and Angela each sell some of their Helps to arrive at the appropriate price for
shares in the company to friends, thus the shares. Satisfies the stewardship
increasing the number of shareholders. function in respect of the new shareholders,
who do not take part in the management
of the company. Helps to decide how much
should be paid to shareholders each year by
way of dividends.
8. The firm continues to expand. In order Regular accounting information is required
that the company may raise further funds, to ensure that there is a market for the
additional shares are issued. This is done in shares.
such a way that the shares may be traded on
the Stock Exchange.
9. In due course, the business becomes Helps to decide how any cash realised from
insolvent and the company is wound up. the sale of the assets should be distributed.
3
1 • The nature of accounting
Existing shareholders
In larger firms the shareholders take no part in the day-to-day running of the business
and so they have to rely on the information contained in the accounts. The decisions
that these shareholders face include the following:
● whether to sell, keep or increase their shareholding;
● the annual voting on the re-election of directors, acceptance of the accounts, fixing
the remuneration of the auditors, the declaring of the dividend (sometimes called the
consumption decision, i.e. how much of the resources should be taken out of the
business in the form of dividends);
● whether to call special meetings of the shareholders to remove the directors and
bring in new management with more acceptable business policies or abilities.
Potential shareholders
Stock market investors are continually appraising firms whose shares are quoted on a
stock exchange to see if their shares are worth buying. The financial accounts of a firm
provide what is perhaps the most important of the basic information used by investors
in analysing companies. Financial accounts also provide the basic data used in
ascertaining the value to be placed upon unquoted shares.
Creditors
Banks and other lending firms use the data contained in financial accounts to help fore-
cast the future profitability and liquidity of the firm. On the basis of this assessment the
bank or lender can reach decisions as to whether to lend money and on what terms
and conditions. In many cases the bank or lender will be able to get more detailed
accounting information from the firm than is published generally. Trade creditors may
also utilise a firm’s accounts in assessing the firm’s creditworthiness. This is most likely
to happen when a supplier contemplates giving credit to the firm for the first time.
The government
The government has a direct responsibility for the control of the economy and, in
carrying this out, requires as much relevant information as possible. The civil service
extracts information from the accounts of companies, and from this various conclu-
sions are reached regarding growth, liquidity, profitability etc., of industrial sectors
4
Planning and control
and private enterprise industry as a whole. By using these accounting data in conjunc-
tion with other economic information, the government can then make its economic
policies and decisions.
Employees
Employees, especially through their trade unions, take an interest in the financial
accounts of their firms. The accounts give information which the employees, or their
trade unions, use in assessing employment prospects and whether the firm will be able
to pay increased wages.
Society at large
The financial accounts provide significant information that is made publicly available
by companies. From this and other published information, public opinion may be
turned against or in favour of the firm, and the pressure may be severe enough to make
the company change its policies.
? Checkpoint question
1.3 List the users of accounts for business firms and explain briefly why they need
accounting statements.
5
1 • The nature of accounting
Key term ■ An entity is something which has a separate and distinct existence (not necessarily a
separate legal existence). In this context ‘entity’ means an organisation set up for some
purpose. In business the main purpose is the making of profit; such an entity is known as
a firm.
? Checkpoint question
1.4 What is meant by an ‘entity’?
Key term ■ A sole trader is an individual carrying on business on his or her own account, with a
view to profit, without any other persons being involved in the ownership of the
business.
6
A brief history of accounting
Key terms ■ A steward is a person employed to manage another’s property. The responsibility for
the other’s property is known as stewardship.
Early accounting statements were based on the charge and discharge principle. A
charge and discharge statement covered a given period of time and was in two parts:
the ‘charge’, showing goods and cash held by the steward on behalf of the owner at the
start of the period, together with cash and goods collected by the steward during the
period; and the ‘discharge’ which showed the cash and goods expended by the steward
on behalf of the owner as well as any assets transferred to the owner. The balancing
figure was the amount owing to the owner at the end of the period.
Renaissance Italy
The Italian city states of the thirteenth and fourteenth centuries produced the next
important advance in accounting technique: double entry bookkeeping. The need for
better financial records arose out of the rapid developments in trade, banking and man-
ufacturing during this period. The increased size of firms and the more widespread use
of credit meant that it was more necessary to have a satisfactory method of recording
assets and liabilities. The earliest known textbook describing double entry bookkeep-
ing is Summa de Arithmetica, Geometria, Proportioni et Proportionalita (Everything
about Arithmetic, Geometry and Proportion) by Luca Pacioli, a Franciscan friar and
mathematician, published in 1494 at Venice. The book was mainly a mathematical
7
1 • The nature of accounting
Later developments
Accounting continued to develop in response to the changing needs of business. This
was especially noticeable in Great Britain, firstly following the developments in agri-
culture and trading in the sixteenth and seventeenth centuries, and then, more
importantly, following the Industrial Revolution in the nineteenth century.
In the sixteenth and seventeenth centuries, improved records were needed to keep
track of expanding trade. However, the profit and loss account was not considered
particularly important. Generally, businesses were run by their owners. Profit and loss
statements and the value of the business assets are of little interest to an owner who
works in the business and who is therefore in close contact with the business opera-
tions. Also, at a time when additional funds were needed, the lender was primarily
interested in the balance sheet which gave an indication of the available cover for the
loan.
Technological advances and the rapid expansion of business activities in the nine-
teenth and early twentieth centuries meant that firms needed more funds than the
entrepreneurs could supply from their own resources. The owners therefore needed to
raise funds from outsiders, who would become part-owners of the firm but would not
take part in its management. Few people would be prepared to invest on these terms if
they risked not only the amount invested but also all their personal assets by assuming
responsibility for the whole of the debts of the firm, as do sole traders and partners in
a firm. In order to encourage outsiders to invest, the concept of limited liability was
introduced. This enabled individual investors who bought shares in a limited liability
company to do so without becoming personally liable for the firm’s debts. These new
investors were interested in the profitability of the firm. The profit figure naturally
came to be seen as the main indicator of the profitability of the operation, generating
funds for the payment of dividends to the investors. It seems that from an early date the
profit figure set the upper limit for dividends. This convention is based on the sensible
observation that, if dividends exceeding profit were paid out, the operating funds (the
‘capital’) of the business would be reduced.
It is interesting to note that legal provisions for disclosure in accounts progressed
quite slowly and did not affect the underlying conventions of accounting (see below).
In particular, there was originally no requirement in law for a profit and loss account.
The profit and loss account required by the Companies Act 1948 provided very little
information. The first requirement for a profit and loss account which we would recog-
nise as such today came as recently as 1967, about a century after the introduction of
limited liability. This lack of interest in the profit in early accounting is significant: the
focus was on wealth and therefore on the balance sheet. As we shall see, this led to
problems in measuring profit which are still plaguing us today. The current legal posi-
tion is described later in the chapter.
8
Conventions
1.7 Conventions
We will be concentrating on accounting based on historical cost (see ‘Objectivity’
below) as this is the basis of accounting used by the majority of companies. An impor-
tant point that must be understood at the outset is that a historical cost balance sheet
is not a statement showing the current economic values of the assets or the current eco-
nomic value of the business as a whole. To see what bases are used in balance sheets
(and profit and loss accounts), it is necessary to study accounting conventions or, as
they are sometimes misleadingly called, principles. These conventions may be viewed as
the rules of the game, but rules which are sometimes broken for the most respectable of
reasons by the most respectable of accountants. Broadly, the rules would be broken if,
by doing so, a more meaningful picture were presented by the accounting statements
(this is known as presenting a ‘true and fair’ view of the results).
There is a good deal of disagreement about conventions. There is no authoritative list
of conventions. Indeed, there is no agreement among authors as to the name to give to
these ideas; they are variously described as ‘conventions’, ‘postulates’, ‘rules’, ‘assump-
tions’ or ‘concepts’. We use the term ‘convention’, i.e. a custom or usage, to stress that
there is nothing fixed and unchangeable about them. They are the ‘rules of the game’
which accountants have generally come to accept over the years. There is, however,
greater consensus as to what is meant by an ‘accounting policy’. As we will see later in
this chapter, an accounting policy is a convention or rule that has been used by an
entity in preparing its financial statements.
? Checkpoint questions
1.5 What do we mean by a ‘convention’?
The following is a list of important conventions. The first four (going concern,
accruals, consistency and prudence) were considered sufficiently important for them to
be adopted as Accounting Principles by the Companies Act 1985, giving them the force
of law. It is interesting to note that none of the earlier Acts made any mention of the
principles to be adopted when preparing accounting statements. Also, it is difficult to
see the logic underlying the choice of these particular principles. For example, all
accountants are taught to try to prepare accounts which are ‘objective’, i.e. free from
bias (see below). It is difficult to see why objectivity is not included.
Going concern
Unless there is evidence to the contrary, the entity is viewed as remaining in operation
indefinitely (that is, for a period of time not yet determined, not for ever). On the other
hand, if there is evidence that the entity or a significant part of it has a limited life (for
example where the owner is about to retire and close the business, or where a limited
company is to be liquidated), this should be taken into account and the entity should
not be viewed as remaining in operation indefinitely.
9
1 • The nature of accounting
Accruals
Revenue and expenses are accrued, that is they are recognised in the accounts as they
are earned or incurred, not as the money is received or paid.
Key terms ■ In this context, revenue is ‘earned’ normally when the goods or services sold are
delivered or provided, whether or not they are paid for at that time. Expenses are
‘incurred’ immediately the firm accepts liability for the cost, whether or not the amount
is paid at that time.
The revenue and expenses are matched with each other so as to bring them into the
period to which they relate; thus profit (revenue minus expenses) for the period can be
ascertained. The accruals concept and the realisation and matching conventions are of
particular importance and are dealt with in detail later. The realisation convention –
the idea that revenue should not be recognised in the accounts until realised and
expenses should not be recognised until incurred – could well be said to be the key
convention (or concept) in conventional, historical cost accounting.
Consistency
We will see later that there are numerous instances where an entity can choose between
different accounting methods. In general, the entity should adopt a consistent approach
to similar items within each accounting period and from one period to the next, so that
the results may be compared.
Prudence
Revenue and profits are not anticipated but are recognised in the profit and loss
account only when realised. Faced with a choice, accountants will usually take the
pessimistic view, showing the lowest reasonable figure of current profit; they will
always ensure that all losses are recorded in respect of any period but will not take
account of any profit which is not yet certain. The reasons for this are in part historical,
arising, for example, from the need not to mislead creditors into overestimating the
creditworthiness of a firm. The limitations of the undue exercise of prudence and the
damage that may result are increasingly being recognised.
Objectivity
Accountants seek to prepare accounting statements that are as free as possible from
personal opinion or bias. An important extension of this is that assets are recorded at
their original acquisition cost, or historical cost, rather than at their current values.
Verifiability
So far as possible, figures used in accounting statements should be capable of inde-
pendent verification. It can be seen that objectivity and verifiability are allied to each
other.
10
Conventions
Unit of measure
Money is the common denominator in terms of which goods and services are mea-
sured. Any report must clearly indicate which currency (for example pounds sterling,
US dollars, the euro) is being used.
Time period
Economic activity is carried on during specific periods of time. Any report should
specify the period of time involved.
Duality
Accounting regards every transaction as having two aspects. For example, if a business
buys machinery for cash, the asset ‘machinery’ is increased and the asset ‘cash’ is
decreased. We do not take the view that cash is ‘converted’ directly into machinery,
which could be said to have only one aspect. The specific technique which reflects the
concept of duality is known as double entry bookkeeping, which will be dealt with in
detail later in the book.
Materiality
The accountant will not necessarily take special notice of a given item if it is not
material in the context of the firm, its business and its size, for example an item of an
unusual nature which would normally require separate display may be included as part
of sundry expenses if the amount involved is insignificant compared with the overall
size of the undertaking.
Relevance
Information which is relevant to the needs of the users should be presented to them,
that is it should be capable of influencing their behaviour through helping them to
make decisions. For instance, the figures in the balance sheets and income statements
should help them to decide whether to invest in a business or to lend money to it.
All of the above conventions and ‘concepts’ apply to all methods of accounting. There
is one additional convention which is particularly relevant to conventional, historical
cost accounting.
? Checkpoint question
1.7 List and explain, briefly, the main conventions of accounting.
11
1 • The nature of accounting
Because conventions have no consistent logical basis it is not surprising that they are
often in conflict with each other, as with the following, for instance:
● Deciding to take the conservative or prudent view of results involves making a sub-
jective judgement, which conflicts with objectivity.
● Deciding which items are material involves subjective judgement, conflicting with
objectivity.
● The use of old, historical costs is usually not relevant to current decisions.
● Use of a stable money unit in times of inflation leads to overstatement of profit,
which is not prudent.
It must not be thought that the conventions came first, with accounting practice
being based on them. On the contrary, these conventions may be thought of as being a
rationalisation of what accountants actually do. The situation may be likened to the
painting of road signs stating the speed limits. The equivalent road sign to accounting
conventions would be prepared by someone who has watched the traffic in a built-up
area for a while and eventually paints a sign saying ‘Speed limit about 37 miles per hour
or, sometimes, 60’.
12
Review questions
force until withdrawn by the ASB, and this normally only happens when the SSAP is
replaced by an FRS.
A more recent development is that of international harmonisation whereby the same
financial reporting standards are used by all countries that subscribe to the programme.
The International Accounting Standards Board (IASB) works in much the same way as
the ASB in that it issues International Accounting Standards (IASs). As part of the
harmonisation programme the ASB is reviewing all its standards with the intention that
they should correspond to the equivalent IAS. It has not yet proved possible to achieve
full harmonisation, but where there are differences, the UK standard provides a
detailed explanation of the nature of the differences and the reasons why the ASB
disagrees with the position taken by its international colleagues.
Finally, those entities whose shares are traded on a stock exchange are subject to the
exchange’s regulations relating to the publication of financial statements. Given the
importance of financial standards, stock exchange regulations now have a limited
impact on the content of financial statements. The main impact of such rules is the
requirement for the publication of interim financial statements.
? Checkpoint questions
1.8 Explain briefly why conventions may conflict with each other.
Summary
In this chapter we have discussed the main purposes of accounting, which may be
summarised by stating that accounting statements are produced to help the users of
accounts make decisions of various kinds. We then went on to list the users of
accounts, explaining how they use the statements. The chapter also included brief
discussions of planning and control and the distinction between financial and
management accounting. This was followed by a brief history of accounting,
intended to help you put modern accounting practice into its historical context.
The part of the chapter on conventions, rules and laws is perhaps the most
important for you to understand as the conventions discussed underlie the whole of
accounting practice and methods.
Review questions
1.1 To whom do you think financial accounting is most useful? Explain why and give examples.
1.2 Explain what is meant by ‘planning and control’ and discuss the role of accounting in this
context.
1.3 Raul, a farm owner, used to employ a farm manager, but when he saw the financial state-
ments for the last year, Raul dismissed the manager. Assuming that Raul is a rational person,
explain in which ways his action in dismissing the manager shows planning and control.
13
1 • The nature of accounting
Exercises
Solutions to exercises whose number is in colour can be found at the end of the book.
1.2 Jack and Jill own a bucket which cost them £5. The bucket has not yet been used. They also
have £3 in cash. (Ignore any other assets which they might have.) They have decided to go
into business buying and selling water. They estimate that the bucket will last for 10,000
journeys to the well to fetch water. Jack and Jill found that they had to pay £2 to the water
seller at the well to fill their bucket.
Returning from the well, Jack collided with a passer-by and broke his glasses. He
promised to pay for the damage. The passer-by said that he thought the glasses could be
repaired for between £4 and £6. When Jack and Jill arrived at the bottom of the hill they
found someone who paid them £10 for half the water in the bucket. Other potential cus-
tomers are approaching, and Jack and Jill have heard that the water seller may now be
charging £3 for a bucket full of water. They have also found out that the price of buckets
has doubled since they started business.
14
Exercises
Required:
(a) List Jack and Jill’s assets and liabilities at this time and work out how much better (or
worse) off they have become since they started business. In doing this, list whichever
accounting conventions you have used and explain why you consider them to be
appropriate.
(b) Work out, from the figures you have produced, a statement of assets and liabilities at
the end of the period for which Jack and Jill have been trading. Also produce a state-
ment showing how the profit (or loss) was made during the period.
(c) Discuss whether or not the statements give a realistic picture of what has happened and
the position of Jack and Jill at the end of the period.
15
Part I
5 Accrual accounting 63
Introduction
In the first part of this chapter we introduce the accounting equation, showing how
it is built up and how it shows the relationship between assets, liabilities and equity.
We then show that these elements are the basis of a balance sheet, before going on
to demonstrate how business transactions may be analysed in terms of the equation
so as to produce a profit and loss account and a balance sheet.
Learning objectives
At the end of this chapter, after completing the checkpoint questions and exercises,
you should be able to:
● explain what is meant by an ‘entity’ and why we account for its transactions
separately from those of its owner(s);
● explain the logical basis of the accounting equation and why the balance sheet
must balance;
● define ‘assets’ and ‘liabilities’;
● explain what is meant by ‘profit and loss account’;
● analyse transactions in terms of their effects on the balance sheet.
The firm
The main purpose of accounting is to report on the success, or otherwise, of a business.
When the business activities are carried out by a legal entity, such as a limited
company, which is separate from its owners in law, then it is clear that we should
report the effects of the transactions entered into by the company. However, many
smaller businesses are not carried out by separate legal entities but by individuals who
often intermingle their ‘private’ transactions with those of the business. For example,
they might use the same car for both private and business purposes. In preparing
accounts in such cases the accountant seeks to treat the business as a separate entity.
As far as possible, a distinction is made between the business and private elements of
19
2 • The accounting equation
the affairs of the owner(s); only those elements that relate to the business are reported
upon.
Sources
Assets
Owner’s Outsiders
equity (liabilities)
Sources
Total assets =
Total equity + Total liabilities
20
The accounting equation
important in studying accounting to understand why this is so. The reason is that, as
we have shown, each asset owned by the entity has a source; since the amount of the
source must equal the cost of the assets funded by the sources, the balancing of the
balance sheet is ensured.
Key term ■ Stated simply, an asset is owned by its owner and is worth something to its owner.
More formally, an asset is any right which is of economic value to its owner. The right
may be general or specific. If you have cash you may buy goods and services: you have
general power to command resources. An example of a specific right is an insurance
premium, which is always paid in advance; this provides the specific economic benefit of
being insured for the period covered by the payment.
This is a good enough general definition of an asset, but for accounting purposes we
need to be more exact when deciding whether to recognise an asset for inclusion in the
records. The conditions we need to apply are as follows:
● The asset must be acquired for a measurable cost, so that there is an amount in
money which can be entered in the books of account.
● The asset must be capable of yielding future economic benefits. There are two points
here:
(a) the asset must still be of some use, in that it will produce benefits in the future;
(b) the benefits must be of an economic nature such that the cash flow to the busi-
ness would be reduced if the business were deprived of the use of the asset
without compensation.
We return to the question of assets and their relationship to expenses later.
Key terms ■ As explained above, we can see that liabilities are the source of funds from outsiders.
Since the providers of the funds will expect to be repaid in cash or in kind, it follows that
liabilities represent amounts ‘owed’ to people or firms outside the business.
Liabilities can be of different kinds including: amounts owed in respect of goods or
services provided on credit; loans of cash; and obligations to provide a service in future,
e.g. subscriptions to a magazine paid in advance where the liability is the obligation to
deliver future copies of the magazine.
■ On credit means that there is an agreement between the buyer and seller that the goods
or services may be paid for at a date later than that on which they were delivered or pro-
vided to the buyer.
■ A creditor is a person or firm to whom money (a debt) is owing. Where the amount
owed is in respect of goods for resale, the creditor is known as a trade creditor.
21
2 • The accounting equation
Key terms ■ A partnership is a business carried on by two or more individuals, sharing in the
ownership of the business.
■ A limited company is set up by law; it is said to be incorporated. Under the law it is
seen as a ‘legal person’, separate from its owners. The owners, known as shareholders,
have the benefit of ‘limited liability’, that is they can lose only the funds they have
already invested; the creditors cannot proceed against them but only against the
company.
Example 2.1
The owner of a business, Arvin Patel, started a business by paying £10,000 into the business
bank account on 1 March 20X1.
Assets £ Sources £
Cash 10,000 equals Equity 10,000
Suppose the bank lent the business £5,000 on 31 March 20X1, then
Example 2.2
Assets £ Liabilities £
Cash 15,000 Bank 5,000
w w w vw w w Equity w1w0w,w0w0w0
15,000 15,000
As you can see, the assets and the sources of funds for the assets are clearly shown.
This type of layout is widely used in continental Europe but is seldom, if ever, used in
the UK where the ‘vertical’ layout is preferred (see below).
In order to arrive at the figures for the vertical balance sheet we need to rearrange the
equation, as the vertical form shows the liabilities deducted from the assets to show the
‘net asset’ figure.
Key term ■ The net assets figure equals the total assets less the total liabilities.
22
The balance sheet
that is, total assets less total liabilities (i.e. net assets) equals total equity. Arranging the
equation vertically we get
total assets A
Less: total liabilities wLw w w
wAww w0w wL
equals total equity wE
This layout has the advantage of showing the net assets clearly, and separating the
equity from the outside liabilities. We will be using the vertical layout throughout the
rest of the text, as it is the preferred layout in the UK.
The balance sheet will not show the specific source of a given asset. For instance, if
the firm then bought stock for £9,000 cash on 4 April 20X1, we would have, as at 4
April 20X1:
Assets
Cash 6,000
Stock w w9v,w0w0w0
15,000
Less: Liabilities
Bank w w5v,w0w0w0
w1w0v,w0w0w0
Equity
Patel w1w0v,w0w0w0
We can see that cash has been exchanged for stock, but not the source of the particular
funds which were eventually spent on stock.
Key term ■ Stock consists of goods intended for resale by the firm. ‘Stock’ is the term usually used
in the UK; in the United States, for example, it is known as ‘inventory’.
23
2 • The accounting equation
If the following transactions then take place, we can analyse them by using a work-
sheet, starting from the balance sheet above:
The firm purchased, on 10 April, some more stock from Igler Trading for £4,500,
payment to be made in one month’s time. In other words, the goods have been bought
‘on credit’.
Assets £
Cash 6,000
Stock w w1w3v,w5w0w0
19,500
Less: Liabilities
Bank 5,000
Igler Trading w4v,w5w0w0 w w w9v,w5w0w0
u£u1u0t,u0u0u0
Equity
Patel u£u1u0t,u0u0u0
Note: For the moment we are reverting to the basic equation A # L ! E so that you can
be sure that you fully understand it.
? Checkpoint question
2.1 Brown started business by paying £20,000 into a business account. He then purchased
goods for resale (stock) for £7,000 cash. Immediately after that he bought £5,000 of
stock from Smith Supplies, on credit.
Analyse these transactions into assets, liabilities and equity, showing that the
equation A # L ! E is satisfied.
The following is a more complex example. We have analysed the transactions using
an analysis sheet (Figure 2.3). The effect of each transaction is shown in the plus and
minus columns for assets, liabilities and equity. Note how, at all times, the equation
A # L ! E is maintained. In the analysis sheet you will see that cumulative columns are
provided for A, L and E. The figures in these columns at any point in time will give the
balance sheet totals.
24
The balance sheet
Example 2.3
1. MacKendrick started a business on 1 January 20X0 with cash of £10,000; he paid this into a
newly opened business bank account.
2. He purchased some goods for resale for £3,000 for cash on 2 January 20X0.
3. On 3 January 20X0 he purchased some more goods for £4,000, but this time his supplier,
Jones, allowed him credit.
4. MacKendrick decided that in order to sell his goods he would need a car. He already owned
a car, and decided that, as from 4 January 20X0 this car should be treated as an asset of the
business instead of being considered a private asset. It would cost about £2,000 to purchase
a car of the same model and condition as MacKendrick’s.
6. The original capital contribution of £10,000 had left MacKendrick with too little cash so, on
6 January 20X0, he took £1,500 out of his business bank account for his personal living
expenses.
7. MacKendrick decided that he would need more cash in order to run his business and so
approached his friend Smith and asked him for a loan. Smith agreed and said that he would
give MacKendrick £5,000 in cash and would himself pay Jones £1,000. This he did on
7 January 20X0.
We can see that as at the close of business on 7 January the equation is satisfied, i.e.
A = L + E
£17,000 = £6,500 + £10,500
These figures are merely the balance sheet totals but with some analysis we can prepare
a balance sheet.
25
2 • The accounting equation
MacKendrick
Balance sheet as at 7 January 20X0
£0,
Assets (from columns C and D, Figure 2.3)
Car 2,000
Stock (3,000 ! 4,000) 7,000
Cash (10,000 0 3,000 0 2,500 0 1,500 ! 5,000) w w8v,w0w0w0
u1u7t,u0u0u0
Financed by
Liabilities (from columns F and G)
Trade creditor (Jones) (4,000 0 2,500 0 1,000) 500
Loan (Smith) w w6v,w0w0w0
6,500
Owner’s equity (column K) w1w0v,w5w0w0
£u1u7t,u0u0u0
The analysis sheet is cumbersome and is not used in practice. However, it does
provide clear insights into the workings of the accounting method. You should work
through it carefully, item by item, making sure you understand the treatment of each;
make sure that you know where each figure comes from.
? Checkpoint question
2.2 Show how the following transactions increase or decrease assets, liabilities and equity.
(a) Jones starts a business by paying £100,000 into a new business bank account.
(b) He then purchases goods for resale, on credit from Koslowski, for £3,500.
(c) A freezer is needed in the business. Jones has such a freezer at home, so he decides
to transfer it to the business. He estimates that it would cost £400 to buy a similar
second-hand freezer.
Comments
At all times, A # L ! E. There are nine ways in which the identity can be manipulated.
26
Exploring the Variety of Random
Documents with Different Content
de se percer la lèvre inférieure chez les Américains du sud, notre
série d’articles insérée avec de nombreuses gravures dans le
Magasin pittoresque. T. 18, p. 138, 183, 239, 338, 350, et 390.)