Bookkeeping is that aspect of accounting that is concerned with the mechanics of keeping accounts, ledgers, and journals, including posting entries and taking trial balances. Bookkeeping provides the necessary support for such accounting matters as the preparation of financial statements, cost reports, and tax returns.
Bookkeeping involves keeping track of a business's financial transactions and making entries to specific accounts using the debit and credit system. Each entry represents a different business transaction. Every accounting system has a chart of accounts that lists actual accounts as well as account categories. There is usually at least one account for every item on a company's balance sheet and income statement. In theory there is no limit to the number of accounts that can be created, although the total number of accounts is usually determined by management's need for information.
The process of bookkeeping involves four basic steps: (I) analyzing financial transactions and assigning them to specific accounts; (2) writing original journal entries that credit and debit the appropriate accounts; (3) posting entries to ledger accounts; and (4) adjusting entries at the end of each accounting period. Bookkeeping is based on two basic principles. One is that every debit must have an equal credit. The second, that all accounts must balance, follows from the first. Bookkeeping entries are made in a journal, which is a chronological record of all transactions. Journal entries are typically made into a computer from paper documents that contain information about the transaction to be recorded. Journal entries can be made from invoices, purchase orders, sales receipts, and similar documents, which are usually kept on file for a specified period.
Journal entries assign each transaction to a specific account and record changes in those accounts using debits and credits. Information contained in the journal entries is posted to ledger accounts. Posting is the process by which account balances in the appropriate ledger are changed. While account balances may be recorded and computed periodically, the only time account balances are changed in the ledger is when a journal entry indicates such a change is necessary. Information that appears chronologically in the journal becomes reclassified and summarized in the ledger on an account-by-account basis.
Bookkeepers may take trial balances occasionally to ensure that the journal entries have been posted accurately to every account. A trial balance simply means that totals are taken of all of the debit balances and credit balances in the ledger accounts. The debit and credit balances should match; if they don't match, then one or more errors have been made and must be found.
Other aspects of bookkeeping include making adjusting entries that modify account balances so they more accurately reflect the actual situation at the end of an accounting period. Adjusting entries usually involves unrecorded costs and revenues associated with continuous transactions, or costs and revenues that must be apportioned among two or more accounting periods.
Another bookkeeping procedure involves closing accounts. Most companies have temporary revenue and expense accounts that are used to provide information for the company's income statement. These accounts are periodically closed to owners' equity to determine the profit or loss of all revenue and expense transactions. An account called income summary (or profit and loss) is created to show the net income or loss for a particular accounting period. Closing entries means reducing the balance of the temporary accounts to zero, while debiting or crediting the income summary account.
A ledger is a collection of related accounts and may be called an accounts payable ledger, accounts receivable ledger, or general ledger, for example. Prior to computer-based bookkeeping, ledgers were actual bound books. In computer-based accounting systems ledgers refer to collections of related accounts, with the general ledger containing all of the accounts.
SEE ALSO : Accounting
[ David P Bianco ]
Comish, Clive G. Basic Accounting for the Small Business: Simple, Foolproof Techniques for Keeping Your Books Straight and Staying Out of Trouble. Self-Counsel Press, 1993.
Duncan, Ian D. "Making the Accounting System All That It Can Be." CMA Magazine 67, no. 5 (June 1993): 30.
Financial Accounting Standards Board. Statements of Financial Accounting Concepts. Chicago: Irwin, 1987.
Flynn, Patricia M., John D. Leeth, and Elliott S. Levy. "The Accounting Profession in Transition." CPA Journal 67, no. 5 (May 1997): 42 +.
Fuller, Charles. The Entrepreneur Magazine Small Business Advisor. New York: Wiley, 1995.
Weinstein, Grace W. The Bottom Line: Inside Accounting Today. New York: New American Library, 1987.