Chapter+2
Chapter+2
Spring 2025
Chapter 2
The Recording Process
1
Chapter 2 The Recording Process
Learning Objectives
LO 1 Describe how accounts, debits, and credits are
used to record business transactions.
LO 2 Indicated how a journal is used in the recording
process.
LO 3 Explain how a ledger and posting help in the
recording process.
LO 4 Prepare a trial balance.
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Learning Objective 1
Describe how accounts, debits, and
credits are used to record business
transactions.
3
LO 1
Household Ledger
Date Description Amount Balance
7/24 Salary 3,500,000 3,634,000
7/25 Rent (800,000) 2,834,000
Phone Bill (90,000) 2,744,000
Lunch Expense (12,000) 2,732,000
Coffee Price (4,000) 2,728,000
… …
7/27 Credit Card Payment (2,500,000) 102,000
7/28 Loan 3,000,000 3,102,000
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LO 1
Dual Nature of Transactions
Each transaction impacts at least two accounts.
• Paying for goods with a credit card: You receive the goods, and a
payment obligation is created on the card.
• Credit card payment: You pay cash to settle the payment obligation.
• Bank loan: You receive cash now, and a future repayment obligation
arises.
• Car purchase: You acquire ownership of a car, and a installment
payment obligation is created.
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LO 1
Dual Nature of Transactions
Each transaction impacts at least two accounts.
• Paying for goods with a credit card: You receive goods (Asset), and a
payment obligation (Liability) is created on the card.
• Credit card payment: You pay cash (Asset) to settle the payment
obligation (Liability).
• Bank loan: You receive cash (Asset) now, and a future repayment
obligation (Liability) arises.
• Car purchase: You acquire ownership of a car (Asset), and an
installment payment obligation (Liability) is created.
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LO 1
Transaction Recording Method
Double-entry bookkeeping (복식부기)
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LO 1
Accounts, Debits, and Credits
The Account
• An account is an individual accounting record of increases and decreases
in a specific asset, liability, or equity item.
• In its simplest form, an account consists of three parts:
A title (Account Name)
A left side (Debit, Dr.)
A right side (Credit, Cr.)
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LO 1
Accounts, Debits, and Credits
The Account
What is a T-Account?
• A T-Account is a simple way to visualize Account Name
how debits and credits affect an account. Debit / Dr. Credit / Cr.
• Debit (Dr.) = Left side
• Credit (Cr.) = Right side
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LO 1
Debits and Credits
Tabular Summary (Chapter 1)
Account Name
Increases Increases
Debits Credits
Increase assets Decrease assets
Decrease liabilities Increase liabilities
• Increases in cash (an asset) are entered on the left side and decreases
in cash are entered on the right side.
• Both sides of the basic equation (Assets = Liabilities + Equity) must
be equal.
• Increases and decreases in liabilities have to be recorded opposite from
increases and decreases in assets.
• Thus, increases in liabilities are entered on the right or credit side, and
decreases in liabilities are entered on the left or debit side.
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LO 1
Debits and Credits
Double-entry system
► Each transaction must affect two or more accounts to keep the
basic accounting equation in balance.
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LO 1
Debits and Credits
✔ Purchasing goods with cash
(Dr) Goods 50,000 = (Cr) Cash 50,000
✔ Purchasing goods with a credit card
(Dr) Goods 50,000 = (Cr) Credit Card Liability 50,000
✔ Paying off a credit card balance
(Dr) Credit Card Liability 50,000 = (Cr) Cash 50,000
Transaction #1 Transaction #2
Transaction #3
Balance
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LO 1
Debits and Credits
If Debit amounts are less than Credit amounts, the account will
have a credit balance.
Transaction #1 Transaction #2
Transaction #3
Balance
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LO 1
Debits and Credits
Assets
Assets - Debits should exceed credits.
Debit / Dr. Credit / Cr.
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LO 1
Normal Balances
Assets and Liabilities
Debits:
a. increase both assets and liabilities.
b. decrease both assets and liabilities.
c. increase assets and decrease liabilities.
d. decrease assets and increase liabilities.
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LO 1
Debits – Solution
Debits:
a. increase both assets and liabilities.
b. decrease both assets and liabilities.
c. increase assets and decrease liabilities. (Correct)
d. decrease assets and increase liabilities.
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LO 1
Dr./Cr. Procedures for Equity
Equity
• Net assets after deducting total liabilities from total assets.
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LO 1
Dr./Cr. Procedures for Equity
Share Capital—Ordinary
• Share capital represents the owners' investment in a company, which is
contributed in exchange for ownership in the form of shares.
• When a company issues shares, it is raising funds from investors, and this
amount is recorded as Share Capital—Ordinary in the equity section of
the balance sheet.
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LO 1
Dr./Cr. Procedures for Equity
Share Capital—Ordinary.
Debits Credits
Decrease Share Capital Increase Share Capital
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LO 1
Normal Balance
Share Capital—Ordinary.
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LO 1
Dr./Cr. Procedures for Equity
Share Capital—Ordinary.
• Let’s say a company issues $100,000 worth of shares to investors.
The accounting entry would be as follows:
• Credits (net income) increase the Retained Earnings account, and debits
(dividends or net losses) decrease it. 27
LO 1
Normal Balance
Retained Earnings.
How Retained Earnings Work in Accounting
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LO 1
Normal Balance
Retained Earnings.
How Retained Earnings Work in Accounting
Dividends:
• A company’s distribution to its shareholders.
• The most common form of a distribution is a cash dividend.
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LO 1
Normal Balance
Dividends.
• Debits (Dr.) → Increase Dividends Account
• Dividends are not considered an expense but rather a distribution of
profits. However, they reduce retained earnings, so they are
recorded as a debit when declared.
• Example: If a company declares $10,000 in dividends:
• Dr. Dividends $10,000
• Cr. Dividends Payable $10,000
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LO 1
Normal Balance
Dividends.
• Credits (Cr.) → Decrease Dividends Account
• Once dividends are paid to shareholders, the Dividends Payable
account (a liability) is debited, and cash is credited to reflect the
payment.
• Example: When the company pays the dividends:
• Dr. Dividends Payable $10,000
• Cr. Cash $10,000
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LO 1
Dr./Cr. Revenues and Expenses
Revenues and Expenses.
Debits Credits
Decrease revenues Increase revenues
Increase expenses Decrease expenses
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LO 1
Normal Balances
Revenues and Expenses.
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LO 1
Equity Relationships
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LO 1
Summary of Debit/Credit Rules
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LO 1
Summary of Debit/Credit Rules
Statement of Financial Pos
ition Income Statement
Debit
Credit
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Normal Balances
Equity Issuance of share capital and revenues
Debit / Dr. Credit / Cr.
increase equity (credit).
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Normal Balances
Revenue
Debit / Dr. Credit / Cr. The purpose of earning revenues is to
benefit the shareholders.
Normal Balance
Chapter
3-27
39
Debit/Credit Rules
Liabilities
Debit / Dr. Credit / Cr.
Normal Balance Normal Balance
Debit Credit
Normal Balance
Assets EquityChapter
3-24
Chapter
3-23 Chapter
3-25
Expense Revenue
Debit / Dr. Credit / Cr. Debit / Dr. Credit / Cr.
Chapter
Chapter
3-27
3-26
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DO IT! Normal Account Balances
Julie Loeng has just rented space in a shopping mall. In this space, she
will open a hair salon to be called “Hair It Is.” A friend has advised Julie
to set up a double-entry set of accounting records in which to record all
of her business transactions.
Identify the statement of financial position accounts that Julie will likely
need to record the transactions needed to open her business. Indicate
whether the normal balance of each account is a debit or a credit.
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LO 1
DO IT! Normal Account Balances –
Solution
Julie would likely need the following accounts in which to record the
transactions necessary to ready her hair salon for opening day:
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LO 1
Learning Objective 2
Indicate how a journal is used in the
recording process.
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LO 2
The Journal
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LO 2
The Journal
Companies initially record transactions in chronological order.
Thus, the journal is referred to as the book of original entry.
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LO 2
The Journal
Why Is the Journal Important?
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LO 2
The Journal
Complete Effects of a Transaction
• The journal captures the full impact of each transaction, showing both the
debit and credit sides, ensuring the accounting equation remains balanced.
• Example:
• If a company purchases equipment for $5,000 in cash, the journal entry
would be:
Dr. Equipment $5,000
Cr. Cash $5,000
• This shows both the increase in assets (equipment) and the decrease in assets
(cash) in one place.
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LO 2
The Journal
Chronological Record of Transactions
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LO 2
The Journal
Error Prevention and Detection
• Since each transaction has both a debit and a credit entry, discrepancies can
be identified early.
• Example:
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LO 2
Journalizing
On September 1, Softbyte SA shareholders invested €15,000
cash in the corporation in exchange for ordinary shares, and
Softbyte purchased computer equipment for €7,000 cash.
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LO 2
On September 1, Softbyte SA shareholders invested €15,000 cash
in the corporation in exchange for ordinary shares, and Softbyte
purchased computer equipment for €7,000 cash.
Cash 15,000
Share capital 15,000
T-Account format
For each side (debit and credit), you should have both (i)
account titles and (ii) the amounts.
ALWAYS the sum of debit amount = the sum of credit amount
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LO 2
Journalizing
Simple and Compound Entries
Illustration: On July 1, Tsai Company purchases a delivery truck costing NT
$420,000. It pays NT$240,000 cash now and agrees to pay the remaining NT$
180,000 on account.
General Journal
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Simple and Compound Entries
Simple entry: Involves one debit and one credit account.
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LO 2
DO IT!: Recording Business Activities
In what form (type of record) should Hair It Is record these three activities?
Prepare the entries to record the transactions.
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LO 2
DO IT!: Recording Business Activities
1. Opened a bank account in the name of Hair It Is and deposited €20,000 of
her own money in this account in exchange for ordinary shares.
2. Purchased equipment on account (to be paid in 30 days) for a total cost of
€4,800.
3. Interviewed three applicants for the position of beautician.
Each transaction that is recorded is entered in the general journal. The three
activities would be recorded as follows.
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LO 2
Learning Objective 3
Explain how a ledger and posting
help in the recording process.
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LO 3
The Ledger and Posting
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LO 3
The Ledger
The General Ledger
The general ledger is a complete record of all financial transactions for a business,
organized by account type. It contains detailed information on individual accounts
within the three main categories: Assets, Liabilities, and Equity.
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LO 3
Standard Form of Account
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LO 3
Example Transactions in the Cash Account
• June 1: The company received $25,000 in cash
• Dr. Cash $25,000 → Cash increases
• Balance: $25,000
• June 2: The company made a payment of $8,000
• Cr. Cash $8,000 → Cash decreases
• Balance: $17,000
• June 3: Another cash inflow of $4,200
• Dr. Cash $4,200 → Cash increases
• Balance: $21,200
• June 9: Another cash inflow of $7,500
• Dr. Cash $7,500 → Cash increases
• Balance: $28,700
• June 17: A payment of $11,700
• Cr. Cash $11,700 → Cash decreases
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• Balance: $17,000 LO 3
Posting
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LO 3
Posting
What Is Posting in Accounting?
• Posting is the process of transferring financial transactions from the general
journal to the general ledger. This step ensures that individual accounts
reflect updated balances.
• It allows businesses to track changes in assets, liabilities, and equity
efficiently.
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LO 3
Posting
Step 2: Post to the General Ledger (Debit Account First)
• Next, the debit side of the journal entry (Cash €15,000) is posted to the
Cash ledger account in the general ledger.
• The new balance in the Cash ledger is now €15,000.
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LO 3
In a simple form
Posting
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LO 3
Chart of Accounts
Accounts and account numbers arranged in sequence in which they are
presented in the financial statements.
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LO 3
The Recording Process
October transactions of Yazici Advertising
Accounting period: One month
HELPFUL HINT
Follow these steps:
1 Determine what type of account is involved.
2 Determine what items increased or decreased and by how much.
3 Translate the increases and decreases into debits and credits.
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LO 3
Investment of Cash
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LO 3
Purchase of Office Equipment
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LO 3
Receipt of Cash for Future Service
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LO 3
Payment of Monthly Rent
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LO 3
Payment for Insurance
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LO 3
Purchase of Supplies on Credit
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LO 3
Hiring of Employees
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LO 3
Declaration and Payment of Dividend
75
LO 3
Payment of Salaries
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LO 3
Receipt of Cash for Services
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LO 3
Summary Illustration of Journalizing and Posting
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LO 3
Summary Illustration of Journalizing and Posting
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LO 3
DO IT!: Posting
Como SpA recorded the following transactions in a general journal
during the month of March:
Post these entries to the Cash account of the general ledger to determine
the ending balance in cash. The beginning balance in Cash on March 1
was €600.
80
LO 3
DO IT!: Posting – Solution
Como SpA recorded the following transactions in a general journal
during the month of March:
Post these entries to the Cash account of the general ledger to determine the
ending balance in cash. The beginning balance in Cash on March 1 was €600.
Answer:
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LO 3
Learning Objective 4
Prepare a trial balance.
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LO 4
The Trial Balance
• The trial balance helps identify errors that may have occurred during
the posting process.
• It does not detect all types of errors (e.g., recording a transaction in the wrong
account), but it ensures that the double-entry system is mathematically correct.
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LO 4
The Trial Balance
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LO 4
The Trial Balance
• A trial balance is a report that lists all ledger accounts along with their
balances at a specific date, in this case, October 31, 2025.
• It is used to verify that total debits equal total credits, ensuring the
accuracy of recorded transactions before preparing financial statements.LO 4 85
Limitations of a Trial Balance
A trial balance may balance even when:
1 - a transaction not journalized.
2 - a correct journal entry not posted.
3 - a journal entry posted twice.
4 - Incorrect accounts used in journalizing or posting.
5 - Offsetting errors made in recording the amount of a transaction.
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LO 4
Trial Balance - Locating Errors
1. Determine the amount of the difference between the two columns
of the trial balance.
2. Take one of the commonly useful steps listed below:
87
LO 4
Currency Signs and Underlining
Currency Signs
• Do not appear in journals or ledgers.
• Typically used only in the trial balance and the financial statements.
• Shown only for the first item and the total in the column.
Underlining
• A single line is placed under the column of figures to be added or
subtracted.
• Totals are double-underlined.
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LO 4
DO IT!: Trial Balance
The following accounts come from the ledger of Bali Beach Supply
at December 31, 2025.
157 Equipment R$88,000 311 Share Capital —Ordinary R$20,000
332 Dividends 8,000 212 Salaries and Wages Payable 2,000
201 Accounts Payable 22,000 200 Notes Payable (due in 3 Mon 19,000
726 Salaries and Wages Expen 42,000 ths)
se 732 Utilities Expense 3,000
112 Accounts Receivable 4,000 130 Prepaid Insurance 6,000
400 Service Revenue 95,000 101 Cash 7,000
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LO 4
DO IT!: Trial Balance
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LO 4
Thank You for Your Attention
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