1 Chapter 6Work Sheet for a Service Business

1 Chapter 6—Work Sheet for a Service Business page 155 Objectives: n Define accounting terms related to a work sheet for a service business organized as a proprietorship n Identify accounting concepts and practices related to a work sheet for a service business organized as a proprietorship n Prepare a heading and a trial balance on a work sheet n Plan adjustments for supplies and prepaid insurance n Complete a work sheet for a service business organized as a proprietorship n Identify selected procedures for finding and correcting errors in accounting records CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

2 Chapter 6: TERMS REVIEW n n n n page 155 fiscal period work sheet trial balance Adjustments balance sheet income statement net income net loss CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

LESSON 6 -1: Creating a Worksheet Accounting Concept—Consistent Reporting • Is applied when the same accounting procedures are followed in the same way in each accounting period • Without consistent reporting, it would be very difficult to compare results from year to year CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Fiscal Periods—the length of time for which a business summarizes and reports financial information • Most businesses use a one year fiscal period • The accounting concept Accounting Period Cycle is applied when changes in financial information are reported for a specific period of time in the form of financial statements • Financial information is always summarized and reported at the end of a fiscal period CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Work Sheet—a columnar accounting form used to summarize the general ledger information needed to prepare financial statements; is a planning document Accountants use a work sheet for four reasons: 1. To summarize general ledger account balances to prove that debits equal credits 2. To plan needed changes to general ledger accounts to bring account balances up to date 3. To separate general ledger account balances according to the financial statements to be prepared 4. To calculate the amount of net income or net loss for a fiscal period CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

6 PREPARING THE HEADING OF A WORK SHEET page 153 Who—name of company What—name of report When—date of report 1 Name of Company 2 Name of Report 3 Date of Report CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

7 PREPARING A TRIAL BALANCE ON A WORK SHEET 2 1 4 3 5 6 page 154 1. Write the general ledger account titles. 2. Write the general ledger debit account balances. Write the general ledger credit account balances. 3. Rule a single line across the two Trial Balance columns. 4. Add both the Trial Balance Debit and Credit columns. 5. Write each column’s total below the single line. 6. Rule double lines across both Trial Balance columns. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

8 PREPARING A TRIAL BALANCE ON A WORK SHEET page 154 Trial Balance—a proof of the equality of debits and credits in a general ledger • Information for the trial balance is taken from the general ledger. • All accounts are listed in chart of accounts order on a work sheet whether they have a balance or not. • Account titles are written in full unless there is not enough room. If there is not enough room, abbreviations can be used. • Accuracy is important when copying account balances to the. work sheet columns. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

LESSON 6 -1 Let’s do Work Together 6 -1 on textbook page 155 and

LESSON 6 -2: Planning Adjusting Entries on a Work Sheet The accounting concept Matching Expenses with Revenue is applied when revenue from business activities and expenses associated with earning that revenue are recorded in the same accounting period. In order to give accurate information on financial statements, some general ledger accounts must be brought up to date by the end of a fiscal period. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Adjustments are changes recorded on a work sheet to update general ledger accounts at the end of a fiscal period. The assets of a business are used to earn revenue. The portions of the assets consumed in order to earn revenue become expenses of the business. Adjustments must be made to both the asset and expense accounts for supplies and prepaid insurance. A work sheet is used to plan adjustments. Changes are not made in general ledger accounts until adjustments are journalized and posted. The accuracy of the planning for adjustments is checked on a work sheet before adjustments are actually journalized. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Adjustments Four questions used to analyze each adjustment: 1. What is the balance of Supplies or Prepaid Insurance? 2. What should the balance be for this account? 3. What must be done to correct the account balance? 4. What adjustment is made? CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

13 SUPPLIES ADJUSTMENT ON A WORK SHEET page 158 2 3 1 1. Write the debit amount. 2. Write the credit amount. 3. Label the two parts of this adjustment. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

14 SUPPLIES ADJUSTMENT ON A WORK SHEET page 158 The amount of the adjustment is the amount of supplies used. This amount will also be the balance of Supplies Expense after the adjusting entry. After the adjusting entry, the balance in the asset account, Supplies, is the cost of the supplies still on hand. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

15 PREPAID INSURANCE ADJUSTMENT ON A WORK SHEET page 159 2 3 1 1. Write the debit amount. 2. Write the credit amount. 3. Label the two parts of this adjustment. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

16 PREPAID INSURANCE ADJUSTMENT ON A WORK SHEET page 159 The amount of the adjustment is the amount of insurance coverage used. This amount will also be the balance of Insurance Expense after the adjusting entry. After the adjusting entry, the balance in the asset account, Prepaid Insurance, is the cost of the insurance coverage remaining. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

17 PROVING THE ADJUSTMENTS COLUMNS page 160 OF A WORK SHEET 1 2 1. Rule a single line. 2. Add both the Adjustments Debit and Credit columns. Write each column’s total. If debits equal credits 3. Rule double lines. 3 for each adjustment, the total debits and total credits in the Adjustments column must also equal. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

18 PREPARING A WORK SHEET page 160 C 1. Write the heading. 2. Record the trial balance. 3. Record the supplies adjustment. 4. Record the prepaid insurance adjustment. 5. Prove the Adjustments columns. 6. Extend all balance sheet account balances. 7. Extend all income statement account balances. 8. Calculate and record the net income (or net loss). 9. Total and rule the Income Statement and Balance Sheet columns. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -2

19 Lesson 6 -2 Let’s do Work Together 6 -2 on textbook page 161

Lesson 6 -3: Extending Financial Statement Information on a Work Sheet In the Accounting Concept Accounting Period Cycle, two financial statements are prepared from information on the work sheet. Balance Sheet—a financial statement that reports assets, liabilities, and owner’s equity on a specific date. • The work sheet is used to prepare the balance sheet. • All accounts extended to the Balance Sheet columns are at the top of the work sheet, from Cash through the owner’s drawing account. (anything above Income Summary) CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

21 EXTENDING BALANCE SHEET ACCOUNT page 162 BALANCES ON A WORK SHEET 2 1. Debit balances without adjustments 2. Debit balances with adjustments 3. Credit balances without adjustments CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 1 3 LESSON 6 -3

22 EXTENDING INCOME STATEMENT ACCOUNT BALANCES ON A WORK SHEET page 163 Income Statement—a financial statement showing the revenue and expenses for a fiscal period The work sheet will be used to prepare the income statement. All accounts extended to the Income Statement columns are at the bottom of the work sheet, from Sales through the last expense account (anything below Income Summary). It is very important to extend balances accurately. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -3

23 EXTENDING INCOME STATEMENT ACCOUNT BALANCES ON A WORK SHEET page 163 1 2 3 1. Sales balance 2. Expense balances without adjustments 3. Expense balances with adjustments CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -3

24 RECORDING NET INCOME, AND TOTALING AND RULING A WORK SHEET page 164 Net Income—the difference between total revenue and total expenses when total revenue is greater Before the work sheet is complete, net income must be calculated and the work sheet must be totaled and ruled. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -3

25 RECORDING NET INCOME, AND TOTALING AND RULING A WORK SHEET 4 1. Single rule 2. Totals 3. Net income 3 4. Extend net income 5. Single rule CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 6 1 7 page 164 2 5 6. Totals 7. Double rule LESSON 6 -3

26 CALCULATING AND RECORDING A NET LOSS ON A WORK SHEET page 165 1 3 1. 2. 3. 4. Single rule Totals Net loss Extend net loss 4 2 Net Loss—the difference between total revenue and total expenses when total expenses are greater CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -3

LESSON 6 -3 Let’s do Work Together 6 -3 on textbook page 166 and

Lesson 6 -4: Finding and Correcting Errors on the Work Sheet Any errors found on a work sheet should be corrected before any further work is completed. If an incorrect amount is found on a work sheet, correct it. If an amount is written in an incorrect column, record it in the correct column. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Checking for Typical Calculation Errors When two column totals are not in balance, subtract the smaller total from the larger total to find the difference. Check the difference between the two amounts against the following guides: 1. The difference is 1, such as $. 01, $. 10, $1. 00, or $10. 00—the error is most likely in addition 2. The difference can be divided evenly by 2—check to see if it is recorded in the correct column in the journal or in an account 3. The difference can be divided evenly by 9—could be a transposed error or a slide error 4. The difference is an omitted amount—could be that it has not been extended CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Checking for Errors in the Work Sheet Check for Errors in the Trial Balance Columns 1. Have all general ledger account balances been copied correctly? 2. Have all general ledger account balances been recorded in the correct Trial Balance column? Check for Errors in the Adjustments Column 1. Do the debits equal the credits for each adjustment? 2. Is the amount for each adjustment correct? CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

Checking for Errors in the Work Sheet Check for Errors in the Income Statement and Balance Sheet Columns 1. Has each amount been copied correctly when extended to the Income Statement or Balance Sheet column? 2. Has each account balance been extended to the correct Income Statement or Balance Sheet column? 3. Has the net income or net loss been calculated correctly? 4. Has the net income or net loss been recorded in the correct Income Statement or Balance Sheet column? CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning

32 CORRECTING AN ERROR IN POSTING TO page 168 THE WRONG ACCOUNT 2 Correct entry 1 Incorrect entry 1. Draw a line through the entire incorrect entry. Recalculate the account balance and correct the work sheet. 2. Record the posting in the correct account. Recalculate the account balance, and correct the work sheet. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -4

33 CORRECTING AN INCORRECT AMOUNT page 169 2 1 3 1. Draw a line through the incorrect amount. 2. Write the correct amount just above the correction in the same space. 3. Recalculate the account balance, and correct the account balance on the work sheet. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -4

34 CORRECTING AN AMOUNT POSTED TO THE WRONG COLUMN page 169 2 1 3 5 4 6 4. Draw a line through the incorrect item in the account. 5. Record the posting in the correct amount column. 6. Recalculate the account balance, and correct the work sheet. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -4

35 Checking for Errors in Journal Entries 1. Do debits equal credits in each journal page? 2. Is each journal entry amount recorded in the correct journal column? 3. Is information in the Account Title column correct for each journal entry? 4. Are all of the journal amount column totals correct? 5. Does the sum of debit column totals equal the sum of credit column totals in the journal? 6. Have all transactions been recorded? The best way to prevent errors is to work carefully at all times. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1

36 Lesson 6 -4 Let’s do Work Together 6 -4 on textbook page 170

37 Chapter 6 Assignments Chapter 6 Study Guide Problems: • 6 -1 Application Problem • 6 -2 Application Problem • 6 -3 Application Problem • 6 -4 Application Problem • 6 -5 Mastery Problem • 6 -6 Challenge Problem CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 6 -1