Cash/Subsidiary Books:
Cash and subsidiary books are part of the bookkeeping process used in accounting to record financial transactions. These books provide a systematic and organized way of recording various types of transactions before they are transferred to the general ledger.
- Cash Book:
- The cash book is used to record all cash transactions, both receipts and payments, of a business.
- It helps in maintaining a record of cash and bank transactions in one place.
- Cash transactions are recorded on a daily basis.
- The cash book is usually divided into two sides: the Receipts (Cash Inflows) side and the Payments (Cash Outflows) side.
- Purchases Book:
- The purchases book is used to record credit purchases of goods or services for resale.
- It helps track purchases made on credit and is usually maintained when a large volume of credit purchases occurs.
- Sales Book:
- The sales book is used to record credit sales of goods or services.
- It’s used to track sales made on credit, and it helps maintain a record of all credit sales transactions.
- Purchase Returns Book:
- This book records goods returned to suppliers.
- It helps keep track of returns of merchandise that were purchased on credit.
- Sales Returns Book:
- The sales returns book records goods returned by customers.
- It helps keep track of returns of goods that were sold on credit.
- Bills Receivable Book:
- This book records the bills (promissory notes) received from customers.
- It helps track the amount of money due from customers on a future date.
- Bills Payable Book:
- The bills payable book records the bills (promissory notes) that a business has accepted and owes to its creditors.
- It helps track the amount of money the business needs to pay to its creditors in the future.
Ledger:
The ledger is the principal book of accounts where transactions from subsidiary books are posted. It provides a complete record of all financial transactions and account balances. The ledger is typically divided into various accounts, each representing a different aspect of the business.
- General Ledger:
- The general ledger contains summarized information from subsidiary books.
- It includes various accounts such as assets, liabilities, equity, income, and expenses.
- Transactions from subsidiary books are posted to their respective accounts in the general ledger.
- Subsidiary Ledger:
- Subsidiary ledgers provide detailed information for specific accounts found in the general ledger.
- Examples include accounts receivable and accounts payable ledgers.
- They help manage and track individual transactions related to specific customers or suppliers.
Account Categories:
Account categories classify accounts based on their nature and purpose. Here are some common account categories:
- Assets:
- These are economic resources owned by the business, such as cash, inventory, property, and equipment.
- Liabilities:
- Liabilities are obligations or debts owed by the business, like loans, accounts payable, and accrued expenses.
- Equity:
- Equity represents the owner’s interest in the business and includes capital contributions and retained earnings.
- Income (Revenue):
- Income accounts record the revenue earned by the business from its operations, such as sales and fees.
- Expenses:
- Expense accounts track the costs incurred by the business to generate revenue, such as salaries, rent, and utilities.
- Gains and Losses:
- These accounts record extraordinary or non-operational transactions that affect the business’s financial position, like gains from asset sales or losses due to disasters.
These account categories help organize financial information and provide insights into the financial health of the business. Proper recording and classification of transactions into these categories are essential for accurate financial reporting and analysis.
Remember that while these notes provide a comprehensive overview, accounting practices and terminologies may vary by region and specific business requirements. Always refer to authoritative sources and consult professionals for accurate and up-to-date information.