CHAPTER SEVEN ACCOUNTING FOR CASH CASH Includes Currency

CHAPTER SEVEN ACCOUNTING FOR CASH

CASH • Includes: – Currency, coins, and checking accounts – Checks received from customers – Money orders – Bank cashier’s checks • Because cash plays such a central role in operating a business, it must be carefully managed and controlled.

INTERNAL CONTROL • A set of procedures designed to ensure proper accounting for transactions • Good internal control for cash transactions: – All cash received should be deposited DAILY in a bank. – All disbursements, except for payments from petty cash, should be made by CHECK.

OPENING A CHECKING ACCOUNT • Each person authorized to sign checks must complete and sign a SIGNATURE CARD. – This card is used to verify the depositor’s signature on any banking transactions.

MAKING DEPOSITS • Deposit Ticket is a form showing – A detailed listing of items being deposited – Currency, coins, and checks are listed separately. – Each check should be identified by its ABA number. • American Bankers Association number • Found in upper right hand corner of check • Also shown in MICR code on the lower left side of front of each check • ABA number is used to sort and route checks.

MAKING DEPOSITS • Endorsements--each check being deposited must be endorsed by the depositor. – Blank endorsement--the depositor simply signs the back of the check. • Check becomes payable to any bearer. – Restrictive endorsement--depositor adds words such as “For deposit, ” “Pay to any bank, ” or “Pay to Mary Adams only. ”

AUTOMATED TELLER MACHINES • Each depositor has a plastic card and a personal identification number (PIN). • Most ATMs are on a system that allows non-customers to use their ATMs. • It is important for depositor to keep an accounting record of ATM withdrawals and deposits.

WRITING CHECKS • Check is a document ordering a bank to pay cash from a depositor’s account. • Three parties to every check: – Drawer--the depositor who orders the bank to pay the cash – Drawee--the bank on which the check is drawn – Payee--the person being paid the cash • Business checks often have a check stub.

3 STEPS IN PREPARING A CHECK • Step #1 Complete the check stub or register. • Step #2 Enter the date, payee name, and amount on the check. • Step #3 Sign the check. The check should not be signed until the check signer has verified that all aspects of the check are correct.

BANK STATEMENT • Includes: – The balance at the BEGINNING of the period – Deposits and other amounts ADDED during the period – Checks and other amounts SUBTRACTED during the period – The balance at the END of the period

BANK STATEMENT • Sent with bank statement – Canceled checks, “imaged” sheets of check faces, or a listing of checks – Any other forms representing items added to or subtracted from the account

EXAMPLE Bank statement shows a balance of $4, 350. But the general ledger account has a balance of $3, 800. We need to prepare a BANK RECONCILIATION.

Mary Adams Consulting Bank Reconciliation October 31, 2000 Heading includes: Name of Company Bank Reconciliation Date

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Reconciliation begins with balance according to the bank statement. $4, 350

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deduct: Reconciling items are listed as additions or subtractions from the bank balance. $4, 350

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deduct: Adjusted Bank Balance Once all reconciling items are listed, the “Adjusted Bank Balance” is computed. $4, 350

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: $4, 350 Deduct: Adjusted Bank Balance Book balance, October 31 Now the reconciliation turns to adjusting the BOOK balance. $3, 800

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: $4, 350 Deduct: Adjusted Bank Balance Book balance, October 31 Add: Deduct: Additions and subtractions will be made to the book balance. $3, 800

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: $4, 350 Deduct: Adjusted Bank Balance Book balance, October 31 Add: Deduct: Adjusted Book Balance $3, 800 “Adjusted book balance” is computed.

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deduct: $4, 350 We say it is “reconciled” when the Adjusted BANK and Adjusted BOOK balances agree. Adjusted Bank Balance Book balance, October 31 Add: Deduct: Adjusted Book Balance $3, 800

REASONS FOR DIFFERENCES • Outstanding checks – Checks that have not been presented to the bank for payment • Deposits in transit – Deposits that have not reached the bank or been recorded by the bank before the statement is prepared • Service charges – E. g. , check printing and processing, account fees

REASONS continued • Collections – Made by the bank on behalf of the depositor • Not sufficient funds (NSF) checks – Checks deposited but not paid because drawer did not have sufficient funds • Errors – Made by bank or by the depositor in recording cash transactions

BANK RECONCILIATION THREE STEPS:

STEP #1 Identify deposits in transit and related errors. Compare bank statement with: 4 Last month’s deposits in transit • They should all be on the bank statement. 4 Deposits listed in the accounting records • If not found on the bank statement, the deposit is considered a deposit in transit. 4$ amounts for deposits in the accounting records • If they differ, the error needs to be corrected.

STEP #1 EXAMPLE A deposit in the accounting records of $635, dated October 31, had not been received by the bank. DEPOSIT IN TRANSIT

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit $4, 350 $635 Deduct: DEPOSITS IN TRANSIT are added to the bank balance. Adjusted Bank Balance Book balance, October 31 Add: Deduct: Adjusted book balance $3, 800

STEP #2 Identify outstanding checks and related errors. Compare canceled checks with bank statement and accounting records: 4 If they differ, error needs to be corrected.

STEP #2 EXAMPLE Check # 862 payable to XYZ Telephone Company was written for $46. 25 but was entered on the check stub and on the books as $64. 25. $18. 00 ERROR

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Adjusted book balance $4, 350 $635 $18. 00 is added back to the book balance. $3, 800 18

STEP #2 Identify outstanding checks and related errors. Compare canceled checks with bank statement and accounting records: 4 4. If they differ, the error needs to be corrected. 4 Check mark the stub or accounting records to indicate check has cleared. 4 Checks written but not cleared are OUTSTANDING CHECKS. • Subtracted from the bank balance on the reconciliation

STEP #2 EXAMPLE Check numbers 890, 892, and 893 do not appear on the bank statement. OUTSTANDING CHECKS

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks No. 890 No. 892 No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Adjusted book balance $4, 350 $635 $598 334 795 Outstanding checks are deducted from the bank balance. 1, 727 $3, 800 18

STEP #3 Identify additional reconciling items. Compare any additions and deductions on the bank statement that are not deposits or checks with the accounting records. 4 Items ADDED to the account by the bank are CREDIT MEMOS. 4 Items DEDUCTED from the account by the bank are DEBIT MEMOS.

STEP #3 EXAMPLE Mary used an ATM machine to make a withdrawal from her account of $200 for personal use. However, she forgot to record this withdrawal on the books. Deduct $200 from the book balance.

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks No. 890 No. 892 No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Unrecorded ATM withdrawal Adjusted book balance $4, 350 $635 $598 334 795 1, 727 $3, 800 18 $200

STEP #3 EXAMPLE The bank returned an NSF check of $350 written by one of Mary’s clients. Deduct $350 from the book balance.

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks No. 890 No. 892 No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Unrecorded ATM withdrawal NSF check Adjusted book balance $4, 350 $635 $598 334 795 1, 727 $3, 800 18 $200 350

STEP #3 EXAMPLE The bank deducted $10 from Mary’s account for service charges. Deduct $10 from the book balance.

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks No. 890 No. 892 No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Unrecorded ATM withdrawal NSF check Bank service charge Adjusted book balance $4, 350 $635 $598 334 795 1, 727 $3, 800 18 $200 350 10

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks No. 890 No. 892 No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 The Bank section of the reconciliation is totaled. Deduct: Unrecorded ATM withdrawal NSF check Bank service charge Adjusted book balance $4, 350 $635 $4, 985 $598 334 795 $200 350 10 1, 727 $3, 258 $3, 800 18

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks Then the Book No. 890 No. 892 section is totaled. No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Unrecorded ATM withdrawal NSF check Bank service charge Adjusted book balance $4, 350 $635 $4, 985 $598 334 795 $200 350 10 1, 727 $3, 258 $3, 800 18 $3, 818 $560 $3, 258

EXAMPLE We now know that the actual amount of cash is $3, 258. But the General Ledger Cash account still shows $3, 800. JOURNAL ENTRIES NEEDED

BANK RECONCILIATION JOURNAL ENTRIES • Only two kinds of items appearing on a bank reconciliation require journal entries: – Errors in the books – Bank additions and deductions that do not already appear in the accounting records • ALL items in the BOOK section of the reconciliation

Mary Adams Consulting Bank Reconciliation October 31, 2000 Bank statement balance, October 31 Add: Deposit in transit Deduct: Outstanding checks These 4 items will No. 890 No. 892 require journal entries. No. 893 Adjusted Bank Balance Book balance, October 31 Add: Error on check #862 Deduct: Unrecorded ATM withdrawal NSF check Bank service charge Adjusted book balance $4, 350 $635 $4, 985 $598 334 795 $200 350 10 1, 727 $3, 258 $3, 800 18 $3, 818 $560 $3, 258

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE DESCRIPTION 2000 Oct. 31 Cash PR DEBIT CREDIT 18 00 When check #862 was written, the Cash account was credited for $18. 00 more than the check amount of $46. 25. This entry puts back $18. 00 in the Cash account.

GENERAL JOURNAL 1 2 3 4 DATE DESCRIPTION 2000 Oct. 31 Cash PR DEBIT CREDIT 18 00 Telephone Expense Error on Check #862 5 6 7 8 9 10 11 Telephone Expense was originally debited for $64. 25. This was $18. 00 more than the actual telephone bill of $46. 25. This entry removes the extra $18. 00. 18 00

GENERAL JOURNAL 1 2 3 4 5 DATE DESCRIPTION 2000 Oct. 31 Cash PR DEBIT CREDIT 18 00 Telephone Expense Error on Check #862 31 M. A. , Drawing 200 00 6 7 8 9 10 11 Since the ATM withdrawal was for “personal expenses, ” Drawing should be debited.

GENERAL JOURNAL 1 2 3 4 5 6 DATE DESCRIPTION 2000 Oct. 31 Cash PR DEBIT CREDIT 18 00 Telephone Expense Error on Check #862 31 M. A. , Drawing 200 00 Cash 200 00 7 8 9 10 11 The $200 withdrawal was never recorded. This entry will remove the $200 from the Cash account.

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE DESCRIPTION 2000 Oct. 31 Cash PR DEBIT CREDIT 18 00 Telephone Expense Error on Check #862 31 M. A. , Drawing Cash 200 00 Unrecorded ATM withdrawal

GENERAL JOURNAL cont. DATE 10 11 12 DESCRIPTION 31 Accounts Receivable PR DEBIT CREDIT 350 00 Cash NSF check 13 14 15 16 17 18 19 20 The amount of the bounced check is placed into Accounts Receivable and Cash is reduced. 350 00

GENERAL JOURNAL cont. DATE 10 11 12 DESCRIPTION 31 Accounts Receivable PR DEBIT CREDIT 350 00 Cash NSF check 13 14 15 16 17 18 19 20 31 Miscellaneous Expense 10 00 Cash Bank service charge Service charges are usually small. Often they are put into Misc. Expense. 10 00

PETTY CASH • A fund set up to pay for small items with cash – Checks for very small amounts are cumbersome. • To establish the fund: – Check is written to the petty cash custodian. – Check is cashed. – Money is placed into secure box/drawer. • Custodian is the only person authorized to pay out petty cash.

EXAMPLE Mary wants to establish a $50 Petty Cash fund to be used to make small purchases CASH $50 is withdrawn (by check) from the Cash account.

EXAMPLE Mary wants to establish a $50 Petty Cash fund to be used to make small purchases. CASH $50 PETTY CASH $50 Petty Cash is an ASSET account.

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE DESCRIPTION 20 -Nov. 15 Petty Cash Establish Petty Cash fund PR DEBIT CREDIT 50 00

PETTY CASH VOUCHER • A receipt prepared for every payment from Petty Cash • Voucher includes: – Name of Payee – Purpose and amount of payment – Account to be charged (e. g. , Postage Expense) – Signature of custodian and payee

PETTY CASH PAYMENTS RECORD • Multi-column record that supplements the regular accounting records • Provides record of each Petty Cash payment – Broken down by account, • E. g. : Travel/Entertainment Expense, Postage Exp. , etc. – Used to prepare Replenishment journal entry

REPLENISHING PETTY CASH • Fund is replenished: – When funds run low, and – End of each accounting period • Journal Entry is made: – Debiting the accounts charged (e. g. , Postage Expense) – Crediting Cash for amount needed to replenish the fund – Petty Cash account is not debited or credited.

EXAMPLE After two weeks, Mary notices it contains the following vouchers and only $5. 65 cash: Voucher # 1 $15. 00 for expenses incurred while on a business trip (Travel/Entertainment Expense) Voucher # 2 $11. 45 for express mailing a report to a client (Postage Expense) Voucher # 3 $17. 90 for oil change on company van (Vehicle Maintenance Expense)

GENERAL JOURNAL 1 2 3 4 DATE DESCRIPTION PR DEBIT CREDIT 20 -15 00 Nov. 30 Travel/Entertainment Exp. Postage Expense Vehicle Maintenance Exp. Cash 11 45 17 90 5 6 7 8 9 10 11 Cash should be credited for the amount needed to restore the fund to its established amount. $50. 00 fund - $5. 65 in box = $44. 35 needed 44 35

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE DESCRIPTION PR DEBIT CREDIT 20 -15 00 Nov. 30 Travel/Entertainment Exp. Postage Expense Vehicle Maintenance Exp. Cash Journal Entry balances!!! Vouchers (amounts debited) equal the amount needed to replenish the box (credit). 11 45 17 90 44 35

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE DESCRIPTION PR DEBIT CREDIT 20 -15 00 Nov. 30 Travel/Entertainment Exp. Postage Expense Vehicle Maintenance Exp. Cash Replenishment of PC fund 11 45 17 90 44 35

CHANGE FUND • A supply of currency and coins kept in the cash register or cash drawer – Allows business to make change when customers pay in cash • At the end of the day, cash received during the day is deposited, – But the Change Fund is held back for use on the following day

EXAMPLE Harlow’s Coffee Shop is opening for business tomorrow. They need to establish a $150 change fund. CASH $150 Just like the Petty Cash fund, a Change Fund starts by withdrawing from Cash.

EXAMPLE Harlow’s Coffee Shop is opening for business tomorrow. They need to establish a $150 change fund. CASH $150 Change Fund is an ASSET. CHANGE FUND $150

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE 20 -Dec. 1 DESCRIPTION Change Fund Cash Establish Change Fund PR DEBIT CREDIT 150 00

EXAMPLE At the close of their first day of business, Harlow’s had $1, 384. 50 in the cash register. CASH IN DRAWER Less: CHANGE FUND CASH FROM SALES $1, 384. 50 150. 00 $1, 234. 50 The CASH from sales should agree with the sales recorded on the cash REGISTER TAPE.

EXAMPLE At the close of their first day of business, Harlow’s had $1, 384. 50 in the cash register. CASH IN DRAWER Less: CHANGE FUND CASH FROM SALES $1, 384. 50 150. 00 $1, 234. 50 Sales from Cash Register tape are also $1, 234. 50!!!

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE 20 -Dec. 2 DESCRIPTION Cash PR DEBIT CREDIT 1, 234 50 Only the $1, 234. 50 is debited to Cash and deposited. The Change fund is not deposited.

GENERAL JOURNAL 1 2 3 4 DATE 20 -Dec. 2 DESCRIPTION Cash Sales PR DEBIT CREDIT 1, 234 50 Cash Sales 12/2/20 -- 5 6 7 8 9 10 11 What would have happened if the cash register tape didn’t agree with the cash from sales? 1234 50

EXAMPLE At the close of their first day of business, Harlow’s had $1, 384. 50 in the cash register. CASH IN DRAWER Less: CHANGE FUND CASH FROM SALES $1, 384. 50 150. 00 $1, 234. 50 What if the Cash Register tape had shown Sales of $1, 236. 50?

EXAMPLE CASH IN DRAWER Less: CHANGE FUND CASH FROM SALES CASH REGISTER SHORTAGE $1, 384. 50 150. 00 $1, 234. 50 $1, 236. 50 $ 2. 00 Overages and Shortages are recorded in an account called “CASH SHORT AND OVER. ”

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE 20 -Dec. 2 DESCRIPTION Cash PR DEBIT CREDIT 1, 234 50 Cash is debited for the amount deposited.

GENERAL JOURNAL 1 2 3 4 5 6 7 8 9 10 11 DATE 20 -Dec. 2 DESCRIPTION Cash Short and Over PR DEBIT CREDIT 1, 234 50 Cash Short and Over is debited for shortages and credited for overages. 2 00

GENERAL JOURNAL 1 2 3 4 DATE 20 -Dec. 2 DESCRIPTION Cash Short and Over PR DEBIT CREDIT 1, 234 50 2 00 Sales 5 6 7 8 9 10 11 Sales is credited for the amount on the Cash Register tape even though this was not the amount collected. 1, 236 50