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CHAPTER FIVE
5
The Trial Balance
OBJECTIVES Accounting
Terminology
Upon completion of this chapter, you should be able to:
• Accounting errors
1. Prepare a trial balance.
• Trial balance
2. Locate errors in the trial balance and ledger accounts.
3. Correct errors in the trial balance and ledger accounts.

INTRODUCTION
One of the major reasons for recording transactions in accounts is to provide the informa-
tion needed for financial reports. However, before the information can be used to prepare
these reports, it is necessary to check the accuracy of the entries that were recorded. Preparing a Trial Balance
Remember that every entry consists of a debit and a credit. Therefore, the total of all Checking equality of total
the debits recorded in the accounts should equal the total of all the credits. This equality is debits and total credits in
verified by taking a trial balance. ■ ledger accounts.

■ PREPARING THE TRIAL BALANCE

The first step in preparing a trial balance is to find the balance of each account. This is done
by pencil-footing the accounts, as described in Chapter 3.

Cash Rebecca Van Lieu, Capital

10,000 (a) 800 12,000

(c) 2,000 (b) 500 (c) 2,000
(d) 1,000 (h) 300 14,000
(f) 1,000 (j) 100
(i) 400 (k) 500
12,200 14,400 2,200

Accounts Receivable Rebecca Van Lieu, Withdrawals

(g) 800 (i) 400 (k) 500

400

Furniture and Equipment Employment Fees

7,000 (f) 1,000

(a) 800 (g) 800
(e) 2,500 1,800
10,300

Loans Payable Salaries Expense

(d) 1,000 (h) 300

33
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34 Part One Introduction to Accounting

Accounts Payable Repairs Expense

(b) 500 5,000 (j) 100

(e) 2,500
7,000 7,500

The accounts of Van Lieu Creative Solutions are shown on page 33 as they would ap-
pear after the balances have been determined.
The next step in preparing the trial balance is to list the accounts and their balances in
pencil. Then the debits and credits are totaled. This work is often done on a ruled form, as
shown below.

Trial Balance VAN LIEU CREATIVE SOLUTIONS

TRIAL BALANCE
JULY 31, 20XX
Acct. No. Account Name Debit Credit
Cash 1 2 2 0 0 00
Accounts Receivable 4 0 0 00
Steps in Preparing a Trial Furniture and Equipment 1 0 3 0 0 00
Balance:
Loans Payable 1 0 0 0 00
• Find balances of accounts. Accounts Payable 7 0 0 0 00
• List accounts and balances. Rebecca Van Lieu, Capital 1 4 0 0 0 00
• Add balances to see if total Rebecca Van Lieu, Withdrawals 5 0 0 00
debits and total credits Employment Fees 1 8 0 0 00
are equal.
Salaries Expense 3 0 0 00
Repairs Expense 1 0 0 00
Totals 2 3 8 0 0 00 2 3 8 0 0 00

Note that the heading consists of three lines that answer these questions: Who? What?
and When? The accounts are listed on the trial balance form in the order they appear in the
ledger: assets, liabilities, capital, drawing, revenue, and expenses. The debit balances are
recorded in the Debit money column, and the credit balances are recorded in the Credit
money column. Note that the asset, withdrawals, and expense accounts are expected to
have debit balances and that the liability, capital, and revenue accounts are expected to
have credit balances. After all accounts and balances are listed, a single line is drawn across
each money column with a ruler, and the balances are added. If the total of the two money
columns agree, the trial balance is in balance. Then two lines are drawn under the totals.
These lines indicate that the total debit balances equal the total credit balances, and the trial
balance has been completed.
If the total debit balances do not equal the total credit balances, the trial balance is not
in balance. This means that there is an error in the trial balance or in the accounts.

■ FINDING ERRORS IN THE TRIAL BALANCE

AND THE ACCOUNTS
Time may be saved in finding errors by working back systematically from the trial balance
to the accounts. It is usually possible to locate errors by completing one or more of the fol-
lowing steps.
1. Total the trial balance money columns again to make sure that the addition is correct.
2. Check to see whether any account balance has been omitted from the trial balance.
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Chapter 5 The Trial Balance 35

3. Compare the figures on the trial balance with the account balances to verify that the
WWW Inquiry
correct amounts have been listed on the trial balance and that they were placed in the Find the URL address for
proper money column. the Ruddick Corporation.
4. Total the debits and credits in the accounts again, and compute the balances again. Describe its two wholly
owned subsidiaries.
5. Check the entries in the accounts to make sure that matching debit and credit were
recorded for each transaction.

■ ERRORS NOT REVEALED BY THE TRIAL BALANCE

Even if the trial balance is in balance, there is still a possibility that the accounts are not
correct. Some errors that do not affect the equality of the trial balance totals are:
• Omitting a transaction completely.
• Debiting or crediting the wrong account.
• Entering the amount of the transaction incorrectly.
• Entering the same transaction twice.

■ CORRECTING ERRORS IN THE TRIAL BALANCE

AND THE ACCOUNTS
Errors in the trial balance and in the account balances are easily corrected because these A transposition error occurs
figures are written in pencil. If an error is located, erase it and write the correct amount in when two digits are swapped
pencil. Errors in entries that have been written in ink are part of the permanent financial (e.g. $598 for $958). The
records. Therefore, they may never be erased or covered over with correction fluid or tape. difference will be divisible
Erasing or covering up errors will make the records suspect because it appears that some- by 9.
one may be falsifying the records. The type of correction required depends upon the type
of error that was made. For example, assume that equipment was purchased for $850 on
credit and the following entry was made.

Equipment Accounts Payable

805 850

The error in Equipment is corrected by drawing a single line through the incorrect amount
and then writing the correct amount above it, and initialing the correction.

Equipment

850
805

If the wrong amount is debited or credited, then an entry should be recorded to correct
WWW Inquiry
the error. For example, the cost of gasoline and oil for a delivery truck was incorrectly deb- Find the URL address for
ited to the asset account of Delivery Equipment, as shown below. Barnes and Noble. What
were net sales for the fourth
Delivery Equipment Cash quarter ending December 31
last year? (Hint: go to
(a) 26 (a) 26 Quarterly financial reports)

Because Delivery Expense rather than Delivery Equipment should have been debited, the
following entry is required to correct the error. Note that this entry debits Delivery Expense
and credits Delivery Equipment.
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36 Part One Introduction to Accounting

Delivery Equipment Delivery Expense

(a) 26 (b) 26 (b) 26

C H A P T E R 5 S U M M A R Y

• The accuracy of the accounts must be checked • The accounts are listed on the trial balance form in
before financial reports are prepared. the order they appear in the ledger.
• The procedure for checking the equality of the • If the trial balance is in balance, it is probable that
debits and credits in the accounts is called taking a the accounts in the ledger are correct. If the total
trial balance. debits and the total credits are not equal, the trial
• The first step in taking a trial balance is to find the balance and the accounts must be checked to find
balances of the accounts. The next step is to list the and then correct the error.
accounts and their balances. Then the debts and
credits are totaled. The total of the debits should be
equal to the total of the credits.

C H A P T E R A P P L I C AT I O N S

EXERCISES Instructions:
Complete the following assignments on the forms 1. Foot the accounts and enter the balances.
provided in your workbook. 2. Prepare a trial balance as of March 31 of the
current year.
EXERCISE 5-1
Preparing a trial balance. PROBLEM 5-2
This is a continuation of Exercise 4-3. Preparing a trial balance. This is a continuation of
Instructions: Problem 4-1.
1. Use the accounts from Exercise 4-3 to prepare a trial Instructions:
balance for Gerald White Management Consultant, 1. Use the accounts that were completed in Problem
as of June 30 of the current year. 4-1 to prepare a trial balance for the Barbagallo
Accounting Service as of January 31 of the
EXERCISE 5-2 current year.
Preparing a trial balance. This is a continuation of
Exercise 4-4. PROBLEM 5-3
Instructions: Preparing a trial balance. This is a continuation of
Problem 4-2.
1. Use the accounts from Exercise 4-4 to prepare a trial
balance for Sandy Espe, Attorney at Law. Date the Instructions:
trial balance May 31 of the current year. 1. Use the accounts that were completed in Problem
4-2 to prepare a trial balance for the Hooker
PROBLEMS Advertising Agency as of April 30 of the
current year.
Complete all assigned problems on the forms provided in
your workbook. Save your work for use in Problem 6-2.

PROBLEM 5-1 PROBLEM 5-4

Balancing accounts and preparing a trial balance. Locating errors in a trial balance and accounts.
The accounts of the Byelich Real Estate Agency, owned The typed version of the trial balance that follows was
by Jim Byelich, are shown in the workbook. prepared from accounts that are shown in the workbook.
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Chapter 5 The Trial Balance 37

Instructions: 2. Foot the accounts and compute the balances.

1. Follow the steps listed in Chapter 5 of the text 3. Prepare a trial balance as of October 31 of the
to locate the errors in both the trial balance and current year.
the accounts.
2. Correct the errors and prepare a new trial balance. CASE STUDY

ARCHIBALD BUILDERS Write the answer to the case study on the form provided
TRIAL BALANCE in your workbook.
JANUARY 31, 20XX Kathryn Kennedy’s pet grooming business has been
operating for one month. Kennedy prepared her financial
Cash $22,638 records according to accepted accounting procedures. At
Equipment 31,920 month’s end she had the following accounts and
Accounts Payable balances:
Tim Archibald, Capital $62,120
Tim Archibald, Withdrawals 800 Cash $2,202.
Carpentry Fees 22 Accounts Receivable $1,002.
Rent Expense 150 Pet Grooming Equipment $2,300.
Salaries Expense 1,200
Office Equipment $2,800.
Telephone Expense 48
Accounts Payable $2,300.
Totals $57,856 $62,942
Kathryn Kennedy, Capital $2,804.
Kathryn Kennedy, Withdrawals $ 500.
PROBLEM 5-5
Revenues $1,800.
Correcting errors in the accounts; preparing a trial
balance. The accounts of Sound Systems, a firm owned Expenses $ 900.
by John Leidy, appear in the workbook. Transactions a Kennedy prepared her trial balance for the month and
through c have been recorded in the accounts. The ended up with debit and credit balances of $8,304. She
following errors were found in the accounts. was pleased that her trial balance did, in fact, balance—
• Leidy’s $10,000 investment in the business was proving that she had kept accurate records for the month.
not recorded. When she explained her pride to her accountant, he
indicated that even though the trial balance was equal,
• The payment of $800 for rent in Transaction a was
she may have made errors.
debited to John Leidy, Withdrawals.
• The $70 debit in Equipment in Transaction b should
be $700. Critical Thinking
• The capital account was debited for a $400 ■ What errors might have been made that would still
withdrawal in Transaction c. allow the balance to prove?
Instructions:
1. Correct the errors in the accounts provided in the
workbook. Use the identifying letters d through g for
the correcting entries.