3 Adjusting The Accounts

Learning Objectives
Explain the accrual basis of accounting and the
1 reasons for adjusting entries.

2 Prepare adjusting entries for deferrals.

3 Prepare adjusting entries for accruals.

Describe the nature and purpose of an adjusted

4 trial balance.
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 Fiscal and Calendar Years

 Monthly and quarterly time periods are called interim

periods.
 Most large companies must prepare both quarterly and
annual financial statements.
 Fiscal Year = Accounting time period that is one year
in length.
 Calendar Year = January 1 to December 31.

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 Accrual- versus Cash-Basis Accounting

Accrual-Basis Accounting
 Transactions recorded in the periods in which the
events occur.
 Companies recognize revenues when they perform
services (rather than when they receive cash).
 Expenses are recognized when incurred (rather than
when paid).
 In accordance with generally accepted accounting
principles (GAAP).

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 Accrual- versus Cash-Basis Accounting

Cash-Basis Accounting
 Revenues recognized when cash is received.
 Expenses recognized when cash is paid.
 Cash-basis accounting is not in accordance with
generally accepted accounting principles (GAAP).

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 The Need for Adjusting Entries

Adjusting Entries
 Ensure that the revenue recognition and expense
recognition principles are followed.
 Necessary because the trial balance may not contain
up-to-date and complete data.
 Required every time a company prepares financial
statements.
 Will include one income statement account and one
balance sheet account.

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 Types of Adjusting Entries
Illustration 3-2
Categories of adjusting entries

Deferrals Accruals

1. Prepaid Expenses. 1. Accrued Revenues.

Expenses paid in cash before Revenues for services
they are used or consumed. performed but not yet received
in cash or recorded.

2. Unearned Revenues. 2. Accrued Expenses.

Cash received before services Expenses incurred but not yet
are performed. paid in cash or recorded.

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 Types of Adjusting Entries

Trial Balance – Each account is analyzed to determine

whether it is complete and up-to-date.
Illustration 3-3

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LEARNING
OBJECTIVE
2 Prepare adjusting entries for deferrals.

Deferrals are expenses or revenues that are recognized

at a date later than the point when cash was originally
exchanged. There are two types:
 Prepaid expenses
 Unearned revenues

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 Prepaid Expenses

Payment of cash, that is recorded as an asset to show

the service or benefit the company will receive in the
future.

Cash Payment BEFORE Expense Recorded

Prepayments often occur in regard to:

 insurance  rent
 supplies  equipment
 advertising  buildings

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 Prepaid Expenses

 Expire either with the passage of time or through use.

 Adjusting entry:
► Increase (debit) to an expense account and
► Decrease (credit) to an asset account.

Illustration 3-4

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 Supplies

Illustration: Pioneer Advertising

purchased supplies costing $2,500 on
October 5. Pioneer recorded the payment
by increasing (debiting) the asset
Supplies. This account shows a balance
of $2,500 in the October 31 trial balance.
An inventory count at the close of
business on October 31 reveals that
$1,000 of supplies are still on hand.

Oct. 31 Supplies Expense 1,500

Supplies 1,500

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 Supplies
Illustration 3-5

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 Insurance

Illustration: On October 4, Pioneer

Advertising paid $600 for a one-year fire
insurance policy. Coverage began on October
1. Pioneer recorded the payment by
increasing (debiting) Prepaid Insurance. This
account shows a balance of $600 in the
October 31 trial balance. Insurance of $50
($600 ÷ 12) expires each month.

Oct. 31 Insurance Expense 50

Prepaid Insurance 50

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 Insurance
Illustration 3-6

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 Depreciation

 Buildings, equipment, and motor vehicles

(assets that provide service for many years) are
recorded as assets, rather than an expense, on
the date acquired.
 Depreciation is the process of allocating the cost
of an asset to expense over its useful life.
 Depreciation does not attempt to report the actual
change in the value of the asset.

► Allocation concept, not a valuation concept.

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 Depreciation

Illustration: For Pioneer Advertising, assume

that depreciation on the equipment is $480 a
year, or $40 per month.

Oct. 31
Depreciation expense 40
Accumulated depreciation 40

Accumulated Depreciation is called

a contra asset account.

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 Illustration 3-7

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 Depreciation

STATEMENT PRESENTATION
 Accumulated Depreciation is a contra asset account
(credit).
 Offsets related asset account on the balance sheet.
 Book value is the difference between the cost of any
depreciable asset and its accumulated depreciation.
Illustration 3-8

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 Prepaid Expenses

Summary of the accounting for prepaid expenses.

Illustration 3-9
Accounting for prepaid expenses

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 Unearned Revenues

Receipt of cash that is recorded as a liability because

the service has not been performed.

Cash Receipt BEFORE Revenue Recorded

Unearned revenues often occur in regard to:

 Rent  Magazine subscriptions
 Airline tickets  Customer deposits

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 Unearned Revenues

 Adjusting entry is made to record the revenue for

services performed during the period and to show
the liability that remains at the end of the period.

 Results in a decrease (debit) to a liability account

and an increase (credit) to a revenue account.
Illustration 3-10

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 Unearned Revenues

Illustration: Pioneer Advertising received

$1,200 on October 2 from R. Knox for
advertising services expected to be
completed by December 31. Unearned
Service Revenue shows a balance of $1,200
in the October 31 trial balance. Analysis
reveals that the company performed $400 of
services in October.

Oct. 31 Unearned Service Revenue 400

Service Revenue 400

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 Unearned Revenues
Illustration 3-11

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 LEARNING
OBJECTIVE
3 Prepare adjusting entries for accruals.

Accruals are made to record

 Revenues for services performed but not yet
recorded at the statement date.
 Expenses incurred but not yet paid or recorded at
the statement date.

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 Accrued Revenues

Revenues for services performed but not yet received

in cash or recorded.

Revenue Recorded BEFORE Cash Receipt

Accrued revenues often occur in regard to:

 Rent
 Interest
 Services

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 Accrued Revenues

 Adjusting entry shows the receivable that exists and

records the revenues for services performed.
 Adjusting entry:
► Increases (debits) an asset account and
► Increases (credits) a revenue account.

Illustration 3-13

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 Accrued Revenues

Illustration: In October Pioneer Advertising

performed services worth $200 that were not
billed to clients on or before October 31.

Oct. 31
Accounts Receivable 200
Service Revenue 200

On November 10, Pioneer receives cash of $200 for the services

performed.

Nov. 10 Cash 200

Accounts Receivable 200
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 Accrued Revenues
Illustration 3-14

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 Accrued Expenses

Expenses incurred but not yet paid in cash or recorded.

Expense Recorded BEFORE Cash Payment

Accrued expenses often occur in regard to:

 Rent  Taxes
 Interest  Salaries

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 Accrued Expenses

 Adjusting entry records the obligation and recognizes

the expense.
 Adjusting entry:
► Increase (debit) an expense account and
► Increase (credit) a liability account.

Illustration 3-16

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 Accrued Expenses

ACCRUED INTEREST
Illustration: Pioneer Advertising signed a three-month note
payable in the amount of $5,000 on October 1. The note requires
Pioneer to pay interest at an annual rate of 12%.
Illustration 3-17

Oct. 31 Interest expense 50

Interest payable 50

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 Accrued Expenses
Illustration 3-18

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 Accrued Expenses

ACCRUED INTEREST
Illustration: Pioneer Advertising paid salaries and wages on
October 26; the next payment of salaries will not occur until
November 9. The employees receive total salaries of $2,000 for a
five-day work week, or $400 per day.
Illustration 3-19

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 Accrued Expenses
Illustration 3-20

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 Summary of Basic Relationships
Illustration 3-22

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 LEARNING Describe the nature and purpose of an
4
OBJECTIVE adjusted trial balance.

Adjusted Trial Balance

 Prepared after all adjusting entries are journalized and
posted.
 Purpose is to prove the equality of debit balances and
credit balances in the ledger.
 Is the primary basis for the preparation of financial
statements.

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 Illustration 3-25

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 Preparing Financial Statements

Financial
FinancialStatements
Statementsare
areprepared
prepareddirectly
directlyfrom
fromthe
the
Adjusted
AdjustedTrial
TrialBalance.
Balance.

Owner’s
Income Balance
Equity
Statement Sheet
Statement

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 Illustration 3-26
Preparation of the income statement and owner’s
equity statement from the adjusted trial balance
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 Illustration 3-27
Preparation of the balance sheet from
the adjusted trial balance

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