MGT101 SHORT QUESTIONS N DEFINATIONS
Question: HOW CAN WE DEFINE JOURNAL?
Answer: The word "Journal "has been derived from the French word "Jour". Jour
means day. So, Journal means daily. Transactions are recorded daily in
Journal. As soon as a transaction takes place its debit and credit aspects
are analyzed and first of all recorded chronologically in a book together with
its short description. This book is known as Journal. The most important
function of Journal is to show the relationship between the two accounts
connected with the transaction. Journal is also called the "Book of Original
Entry" or "Day Book" because it keeps day-to-day record of transactions.
Question: HOW CAN WE DEFINE B/F AND C/D?
Answer: b/f=brought forward. At the end of the period, a ledger account is
balanced by writing the balance on debit or credit side. When this balance
is transferred to next period, It is called balance brought forward.
c/d=carried down. A carried down total represents a balance which has
come from somewhere else - usually from the previous page. Such balance
is called balance carried down.
Question: WHAT IS THE DIFFERENCE BETWEEN MERCHANDISES AND ASSETS?
Answer: Merchandise and asset are not same.
Merchandise refers to our purchase of the commodity in which we are
dealing while
Asset is the property and possession of the business which provide benefit
to the business for more than one accounting period.
Question: WHAT IS THE DIFFERENCE BETWEEN LONG TERM ASSETS AND FIXED
ASSETS?
Answer: Long Term Assets are those assets which provide benefit to the business
for long time. For example, if we invest some money in any scheme for
three years, it will be our Long Term Asset. Fixed assets are those assets,
which are subject to depreciation. These assets provide benefit too for
longer period of time but these assets are depreciated with the passage of
time.
Question: WHY DO WE PREPARE PROFIT AND LOSS A/C?
Answer: Profit and loss account is prepared to know the profitability of the
business. At the end of accounting period, a business prepares profit and
loss account to ascertain the profit or loss of the business. All ledger accounts of revenue nature are summarized in profit and loss account.
Question: DEFINE TRIAL BALANCE?
Answer: Every business concern prepares Final Accounts at the end of the year to
ascertain the result of the activities of the whole year. To ensure correct
result, the concern must be free from doubt that the books of accounts have
been correctly recorded throughout the year. Trial balance is prepared to
test the arithmetical accuracy of the books of accounts.
Trial balance serves two main purposes:
1. To check the equality of debits and credits
2. To provide information for use in preparing Final Accounts
Thus in the light of above discussion a Trial Balance may be defined as
"an information or accounting schedule or statement that lists the
ledger account balances at a point in time and compares the total of
debit balances with the total of credit balances".
Question: WHAT DO YOU MEAN BY ACCUMULATED DEPRECIATION AND
REVALUATION OF FIXED ASSETS?
Answer: ACCUMULATED DEPRECIATION:
Accumulated Depreciation is the depreciation that has taken place on a
particular asset up to the present time. This is the amount that has been
charged to profit and loss account up till the present year.
REVALUATION OF FIXED ASSETS:
Fixed assets are purchased to be used for longer period. In the subsequent
years, the value of asset could be higher or lower than its present book
value, due to inflationary condition of the economy. Assets are valued at
Historical Cost in the books of accounts.
Historical Cost is the original cost of the asset at which it was purchased
plus additional costs incurred on the asset. Sometimes, the management of
the business, if it thinks fit, revalues the asset to present it at current market
value. Once the asset is revalued to its market value, then its value has to
be constantly monitored to reflect the changes in the market value.
If an asset is revalued at higher cost than its original cost, the excess
amount will be treated as profit on revaluation of fixed assets and it is
credited to Revaluation Reserve Account.On the other hand, if an asset is revalued at lower cost than its original
cost, the balance amount will be treated as loss on revaluation of fixed
assets and it is shown in the profit & loss account of that year in which
asset was revalued.
Question: WHAT DO YOU UNDERSTAND BY “CAPITAL WORK IN PROGRESS”?
Answer: If an asset is not completed at that time when balance sheet is prepared, all
costs incurred on that asset up to the balance sheet date are transferred to
an account called Capital Work in Progress Account. This account is
shown separately in the balance sheet below the fixed asset. Capital work
in progress account contains all expenses incurred on the asset until it is
converted into working condition. All these expenses will become part of
the cost of that asset. When an asset is completed and it is ready to work,
all costs will transfer to the relevant asset account.
Question: WHAT DOES IT MEAN WHEN “SHARES ARE ISSUED AT PREMIUM”?
Answer: When a company has a good reputation and earns good profits, the
demand of its shares increases in the market. In that case, the company is
allowed by the Companies Ordinance 1984, to issue shares at a higher
price than their face value. Such an issue is called “Shares Issued at
Premium”. The amount received; in excess of the face value of the shares
is transferred to an account called “Share Premium Account”. This account
is used to:
• Write off Preliminary Expenses of the company.
• Write off the balance amount, in issuing shares on discount.
• Issue fully paid Bonus Shares
Question: WHAT IS THE DIFFERENCE BETWEEN CARRIAGE OUTWARD &
CARRIAGE INWARD?
Answer: Carriage Outward refers to the expenses incurred in sending sold goods
to the customers. In this regard, the distinction between carriage inward
and carriage outward should be noted. Carriage Inward indicates the
expenses of bringing in goods/raw material purchased by the business and
hence debited to Trading A/c. But carriage outward indicates the expenses
incurred in sending sold goods and so debited to profit & loss account.
Question: EXPLAIN DEFERRED EXPENSES?
Answer: Deferred Expenses are revenue expenses that provide benefit for more
than one year. These are initially shown in balance sheet. Subsequently,
these are charged to profit and loss account over the period in which
benefit is derived from them.Question: WHAT IS THE MAIN DIFFERENCE BETWEEN PROFIT & LOSS A/C AND
BALANCE SHEET?
Answer: Profit and loss account is prepared to know the profitability of the
business. At the end of accounting period, a business prepares profit and
loss account to ascertain the profit or loss of the business. All ledger
accounts of revenue nature are summarized in profit and loss account.
Balance Sheet is a list of the accounts having debit balance or credit
balance in the ledger. On one side it shows the accounts that have a debit
balance and on the other side the accounts that have a credit balance. The
purpose of a Balance Sheet is to show a true and fair financial position of a
business at a particular date. Every business prepares a balance sheet at
the end of the accounting year.
So we can say that Profit & Loss A/c shows the net result (net profit or net
loss) of the business while a Balance Sheet is prepared to disclose the true
financial position of the business at a particular date.
Question: DISTINGUISH BETWEEN FIXED ASSET AND CURRENT ASSET?
Answer: FIXED ASSET
Assets which have long life (more than one year) and which are bought for use for
a long period of time. These are not bought for selling purposes. e.g. land,
building, plant and machinery, furniture etc.
CURRENT ASSET
Assets which have short life (less than one year) and which can be converted into
cash quickly. e.g. stock, debtors, cash in hand, cash in bank, prepaid expenses.
Question: WHAT IS ACCOUNTING CYCLE?
Answer: The accounting cycle comprises of the following steps which make up the cycle
complete.
Recording:-
First step is to record the transactions in the form of entries passed in a book
named journal.
Classifying:-
Specific ledger accounts are prepared by posting these entries from journal to
ledger. This procedure is called classification and posting entries in various accounts.
Summarizing:-
Making of trial balance i.e., taking all the balances of ledger accounts in the trial.
The balances of expenses, revenues, liabilities and assets would make the trial
balance complete.
Reporting:-
Preparing profit and loss account/income statement where expenses are compared
with revenue to arrive at the profit and loss and preparation of balance sheet where
Assets = liabilities + owners equity
Question: WHAT IS DOUBLE ENTRY AND SINGLE ENTRY BOOK KEEPING
SYSTEM?
Answer: Double entry system:-
It means complete accounting system. In double entry system, two sides of every
transaction are recorded, one is debit side and other is credit side.
For example when goods are sold for Rs.1,500, then there are two aspects of this
transaction, one we received cash and the second we delivered the goods.
Therefore, the dual aspect of receiving the cash and delivering the goods is
recorded in the books kept under double entry system as debit to cash and credit to
goods.
Single entry system: -
Whereas in single entry system, it doesn’t necessarily happen as transactions may
not be recorded at all or only one side of transaction is recorded. It results in
incompletion of record commonly known as single entry system (only receipt and
payment of cash is recorded and no separate record is maintained as to from whom
the cash was received or to whom it is paid).
Hence example given in double entry system only receipt of cash of Rs.1,500 is
recorded in the books but nothing shall be recorded regarding the goods delivered,
thus giving rise to incompletion of records.
Question: WHAT IS PERPETUAL INVENTORY SYSTEM AND PERIODIC
INVENTORY SYSTEM?
Answer: Perpetual inventory system:-
In perpetual inventory system record of all receipt and issues of materials are
maintained properly. When merchandise is purchased its cost is debited to an asset
account called inventory. As the merchandise is sold/issued, its cost is removed
from inventory account and transferred to the cost of goods sold account. In this
system inventory records are kept continuously up-to-date. The inventory on hand
and the cost of goods sold for the year are determined under perpetual inventory system. All large business organizations use perpetual inventory systems.
Periodic inventory system:-
In periodic inventory system no proper record of receipt and issues are maintained.
In this system the cost of merchandise purchased during the year is debited to
purchases account, rather than to the inventory account. When merchandise is sold
to a customer an entry is made recognizing the sale revenue, but no entry is made
to reduce the inventory account or to recognize the cost of goods sold. Small
businesses however use periodic inventory system.
Question: WHAT IS TRADE DISCOUNT AND CASH DISCOUNT?
Answer: Trade discount
At the time of selling goods to customer the seller allows a discount (concession).
It is allowed at a certain percentage of the listed price. For example the listed price
of the goods is Rs.30,000 and seller allows a discount of 10% on the listed price to
customer. It means the net price of the goods is Rs.27,000 (30,000-3,000).Both
buyer and seller will record Rs.27,000 (not Rs.30,000) in their books of accounts.
In other words trade discount is not recorded in the books of accounts. Trade
discount is given by the seller to his regular customers or the customers who
purchased in a bulk quantity.
Cash discount
It is discount or allowance given by a creditor to a debtor if the amount due is paid
by the debtor before the due date. It is reduction in price offered by seller (creditor)
to encourage customers (debtors) to pay their debts within the specified period. For
example x sold goods to y (a customer) for Rs.1,000 on credit basis. It means x is
creditor and y is debtor X offers discount of 2% to y if y pays the price within 15
days. Y will pay only Rs.980 (1,000-20) to x if pays within the 15 days. Such
discount is known as cash discount and is recorded in the books of accounts.
Question: WHAT IS DEPRECIATION?
Answer: Assets such as vehicles, machinery, and furniture involve physical deterioration
over a time period called depreciation. Actually this reduction in the asset value is
caused by its use in the business. The business is responsible for this reduction in
value.
Question: DISTINGUISH AND DESCRIBE THE TANGIBLE ASSETS & INTANGIBLE
ASSETS?
Answer: Assets which are not found in physical form but regarded as an asset in the eyes of
accounting are called intangible assets. Assets such as furniture, machinery etc.,
are physically touchable, hence called tangible assets. The concept behind
intangible assets is very logical. Hundreds of businessmen in Pakistan would be ready to purchase at a very high cost the brand name Pepsi –cola and sell their own
water using that brand name. Should that brand name not be an asset for Pepsi-cola
who can charge a million of rupees to others just for allowing them to use it? Of
course, it should be. This is the concept behind the intangible assets and that is why
patents, trademarks and goodwill are treated as assets.
Question: WHAT IS MEANT BY DRAWINGS?
Answer: When the owner goes beyond his share of profit in the business and draws
something from business for his personal use on account of capital, it is called
drawing. Drawing may be in the form of cash, furniture, vehicle etc.Drawing
results in reduction of capital i.e., reduction in the actual value invested in the
business, that is why the credit balance of capital account is reduced by deducting
the debit balance of drawing account in the balance sheet.
Question: DIFFERENTIATE BETWEEN PROVISION AND RESERVE?
Answer: PROVISION
When an amount is charged/provided in profit and loss account to meet a current
nature liability or expense, it is called provision. The exact amount of expense or
liability is not known at the time of making the provision e.g., what amount of
debts we won’t be able to recover in the current debtors’ balance, what amount of
tax we shall have to ultimately pay. If we take the example of debtors, we make a
provision for doubtful debts and deduct it from the debtors’ balance in the balance
sheet just to show the debtors near to actual i.e., these are the debts we are sure to
receive.
RESERVE
A reserve is a periodic accumulation of amount to meet a long term plan or say
liability. A reserve may be created to purchase a land for the business after five
years. The reserve is shown on the credit side of the balance sheet.
Question: WHAT IS THE DIFFRENCE BETWEEN CASH IN HAND AND PROFIT?
Answer: Profit is not always represented by increase in cash in hand. For example, if the
goods costing Rs.20,000 are sold for Rs.18,000 on cash, there is an increase in our
cash in hand by Rs.18,000 but the fact is that we have a loss of Rs.2,000.Therefore,
the result of the business operations in the form of profit or loss can not be
attributed to increase or decrease in cash in hand.
Question: WHAT IS DEBIT AND CREDIT?
Answer: DEBIT:-When we receive benefit it is debited. It is denoted by Dr.
CREDIT:-When we give or provide benefit it is credited. It is denoted by Cr.
Debits and Credits are merely the names assigned to different heads of accounts
such as: The nature of Expenses is always debited
The nature of Income is always credited
The nature of Liabilities are always credited
The nature of assets is always debited.
The nature of Capital is always credited
However it is to be noted that
Increase in expense is debit & decrease in expense is credit.
Increase in income is credit & decrease in income is debit.
Increase in liability is credit & decrease in liability is debit.
Increase in asset is debit & decrease in asset is credit.
It is our common observation that we always deduct our expenses from our income
or revenue to arrive at our earning popularly known as profit.
The same logic has been followed in accounting as two different names of balances
have been assigned to income and expense so that the expenses may be written
opposite the income side to arrive at the profit /loss i.e., the total of which side is
greater and by what amount.
Question: WHAT IS LIABILITY, CURRENT LIABILITY & LONG TERM LIABILTY?
Answer: LIABILITY
When a business owes something to third party against the benefits derived by the
business from that third party, the business is said liable. The amount by which the
business is liable is called the liability. Liability means that something remains to
be paid by the business to third party to fully settle his account. The liability may
be in the form of a bank loan or it may arise due to credit purchase.
CURRENT LIABILITY
The liability payable within the next 12 months like amount payable to creditors,
short term loans, bank overdraft.
LONG TERM LIABILITY
The liability which is payable after 12 months is called long-term liability such as
Term finance certificates , a bank loan payable after 2 years or more.
Question: WHAT IS CAPITAL, CAPITAL EXPENDITURE AND REVENUE
EXPENDITURE?
Answer: CAPITAL: -
The value invested in the business by the owner in whatever form is called capital.
The owner may introduce a capital of Rs. 250,000 which may be in the form of Rs. 200,000 cash and a machinery of Rs. 50,000. The capital of Rs. 250,000 is shown
in Balance sheet as credit balance whereas cash and machinery being assets are
shown in balance sheet as debit balance.
CAPITAL EXPENDITURE:-
These are expenses whose benefits last for a longer period or the benefits are yet to
be enjoyed by the business. For example when a vehicle is purchased by the
business, it will benefit the business for the current period and for the years to
come. Capital expenditure always results in increase in assets. Therefore amount
expended on vehicle is our capital expenditure and vehicle is shown in the balance
sheet as an asset.
REVENUE EXPENDITURE:-
These are expenses whose benefits do not last for longer period and are restricted
to current period only and no more benefits are to be enjoyed by the business in the
coming periods. For example Salaries, utility bills, fuel bills paid, against which
the organization enjoyed benefits for only current period.
Question: DIFFERENCEIATE ASSET AND EXPENSE?
Answer: ASSET
Assets are properties and possessions of the business on a particular date which are
expected to benefit the future operations of the business
Or
Assets are the economic resources from which we drive the benefits for more than
one year. Assets are always shown on the debit side of the balance sheet.
EXPENSE
These are the costs incurred to earn the revenue. As revenue is of the current
nature; the benefit of the expense is also restricted to current period. Once the
benefit goes beyond the current year it will be treated or its non-current part shall
be treated as asset.e.g.if rent is Rs.1,000 per month and we paid total rent
Rs.18,000 for one and a half year then Rs.12,000 is expense for the year and next
Rs.6,000 are non-current (the benefit is not restricted to current year) and shall be
treated as asset in the form of prepaid rent.
Question: WHAT IS LEDGER AND LEDGER ACCOUNT?
Answer: LEDGER
After recording transaction in journal, it is classified and posted in a specific book
called ‘ledger’. Ledger contains all heads of accounts of a business.
LEDGER ACCOUNT
The ledger has accounts having specific heads called ‘ledger accounts’. This is an
individual account kept in the books of accounts or ledger.
Question: WHAT IS CASH ACCOUNTING AND ACCRUAL ACCOUNTING?
Answer: Cash accounting:
In cash basis of accounting, revenue is recognized at the time when cash is
collected from the customer, rather than when the company sells the goods.
Expenses are recognized when payment is made, rather than when related goods
are used in the business operations. The cash basis of accounting measures the
amount of cash received and paid out during the period, it does not provide a good
measure of the profitability of activities undertaken during the period.
Accrual accounting:-
The policy of recognizing revenue in the accounting records when it is earned and
recognizing expenses when the related goods are used is called accrual basis of
accounting. The purpose of accrual accounting is to measure the profitability of the
economic activities conducted during the accounting period. The important
concept involved in accrual accounting is the matching principle. Revenue is
matched with all of the expenses incurred in generating that revenue thus providing
a measure of the overall profitability of the economic activity. Payment of expense
has nothing to do with the recording of expense.
For example an electricity bill of January paid on 22
nd
of February shall be
recorded in the books as an expense on the same date in cash accounting system
but in an accrual based system it would be recorded in the books as an expense in
the month of January because the benefit against the bill pertains to the month of
January.
Question: DIFFERENCIATE PURCHASE RETURNS AND SALE RETURNS?
Answer: PURCHASES RETURNS
The purchaser after having purchased the goods returns some of the goods to the
seller on account of being defective perished or due to any other reason, these are
called the purchases returns and are deducted from the gross amount of purchases
while preparing profit and loss account.
SALES RETURNS
The seller to whom the goods have been returned treats this return as sales return
because something has been returned to him which he had sold to purchaser.
Similarly this figure should not be part of your revenue and hence is deducted from
the gross figure of sales.
Question: WHAT IS DEBTOR AND CREDITOR? Answer: DEBTOR
To whom the goods are sold on credit rather than on cash becomes the debtor of
the seller, the seller has to receive money from him and treats him in his books as
asset in the form of debtor. Actually that money is his asset which he has to receive
from him.
CREDITOR
On the other side, the purchaser of these goods treats the seller as his creditor
because he owes some money to seller. Unless he pays the price, he treats it as a
liability in the balance sheet.
Question: HOW CAN WE DEFINE JOURNAL?
Answer: The word "Journal "has been derived from the French word "Jour". Jour
means day. So, Journal means daily. Transactions are recorded daily in
Journal. As soon as a transaction takes place its debit and credit aspects
are analyzed and first of all recorded chronologically in a book together with
its short description. This book is known as Journal. The most important
function of Journal is to show the relationship between the two accounts
connected with the transaction. Journal is also called the "Book of Original
Entry" or "Day Book" because it keeps day-to-day record of transactions.
Question: HOW CAN WE DEFINE B/F AND C/D?
Answer: b/f=brought forward. At the end of the period, a ledger account is
balanced by writing the balance on debit or credit side. When this balance
is transferred to next period, It is called balance brought forward.
c/d=carried down. A carried down total represents a balance which has
come from somewhere else - usually from the previous page. Such balance
is called balance carried down.
Question: WHAT IS THE DIFFERENCE BETWEEN MERCHANDISES AND ASSETS?
Answer: Merchandise and asset are not same.
Merchandise refers to our purchase of the commodity in which we are
dealing while
Asset is the property and possession of the business which provide benefit
to the business for more than one accounting period.
Question: WHAT IS THE DIFFERENCE BETWEEN LONG TERM ASSETS AND FIXED
ASSETS?
Answer: Long Term Assets are those assets which provide benefit to the business
for long time. For example, if we invest some money in any scheme for
three years, it will be our Long Term Asset. Fixed assets are those assets,
which are subject to depreciation. These assets provide benefit too for
longer period of time but these assets are depreciated with the passage of
time.
Question: WHY DO WE PREPARE PROFIT AND LOSS A/C?
Answer: Profit and loss account is prepared to know the profitability of the
business. At the end of accounting period, a business prepares profit and
loss account to ascertain the profit or loss of the business. All ledger accounts of revenue nature are summarized in profit and loss account.
Question: DEFINE TRIAL BALANCE?
Answer: Every business concern prepares Final Accounts at the end of the year to
ascertain the result of the activities of the whole year. To ensure correct
result, the concern must be free from doubt that the books of accounts have
been correctly recorded throughout the year. Trial balance is prepared to
test the arithmetical accuracy of the books of accounts.
Trial balance serves two main purposes:
1. To check the equality of debits and credits
2. To provide information for use in preparing Final Accounts
Thus in the light of above discussion a Trial Balance may be defined as
"an information or accounting schedule or statement that lists the
ledger account balances at a point in time and compares the total of
debit balances with the total of credit balances".
Question: WHAT DO YOU MEAN BY ACCUMULATED DEPRECIATION AND
REVALUATION OF FIXED ASSETS?
Answer: ACCUMULATED DEPRECIATION:
Accumulated Depreciation is the depreciation that has taken place on a
particular asset up to the present time. This is the amount that has been
charged to profit and loss account up till the present year.
REVALUATION OF FIXED ASSETS:
Fixed assets are purchased to be used for longer period. In the subsequent
years, the value of asset could be higher or lower than its present book
value, due to inflationary condition of the economy. Assets are valued at
Historical Cost in the books of accounts.
Historical Cost is the original cost of the asset at which it was purchased
plus additional costs incurred on the asset. Sometimes, the management of
the business, if it thinks fit, revalues the asset to present it at current market
value. Once the asset is revalued to its market value, then its value has to
be constantly monitored to reflect the changes in the market value.
If an asset is revalued at higher cost than its original cost, the excess
amount will be treated as profit on revaluation of fixed assets and it is
credited to Revaluation Reserve Account.On the other hand, if an asset is revalued at lower cost than its original
cost, the balance amount will be treated as loss on revaluation of fixed
assets and it is shown in the profit & loss account of that year in which
asset was revalued.
Question: WHAT DO YOU UNDERSTAND BY “CAPITAL WORK IN PROGRESS”?
Answer: If an asset is not completed at that time when balance sheet is prepared, all
costs incurred on that asset up to the balance sheet date are transferred to
an account called Capital Work in Progress Account. This account is
shown separately in the balance sheet below the fixed asset. Capital work
in progress account contains all expenses incurred on the asset until it is
converted into working condition. All these expenses will become part of
the cost of that asset. When an asset is completed and it is ready to work,
all costs will transfer to the relevant asset account.
Question: WHAT DOES IT MEAN WHEN “SHARES ARE ISSUED AT PREMIUM”?
Answer: When a company has a good reputation and earns good profits, the
demand of its shares increases in the market. In that case, the company is
allowed by the Companies Ordinance 1984, to issue shares at a higher
price than their face value. Such an issue is called “Shares Issued at
Premium”. The amount received; in excess of the face value of the shares
is transferred to an account called “Share Premium Account”. This account
is used to:
• Write off Preliminary Expenses of the company.
• Write off the balance amount, in issuing shares on discount.
• Issue fully paid Bonus Shares
Question: WHAT IS THE DIFFERENCE BETWEEN CARRIAGE OUTWARD &
CARRIAGE INWARD?
Answer: Carriage Outward refers to the expenses incurred in sending sold goods
to the customers. In this regard, the distinction between carriage inward
and carriage outward should be noted. Carriage Inward indicates the
expenses of bringing in goods/raw material purchased by the business and
hence debited to Trading A/c. But carriage outward indicates the expenses
incurred in sending sold goods and so debited to profit & loss account.
Question: EXPLAIN DEFERRED EXPENSES?
Answer: Deferred Expenses are revenue expenses that provide benefit for more
than one year. These are initially shown in balance sheet. Subsequently,
these are charged to profit and loss account over the period in which
benefit is derived from them.Question: WHAT IS THE MAIN DIFFERENCE BETWEEN PROFIT & LOSS A/C AND
BALANCE SHEET?
Answer: Profit and loss account is prepared to know the profitability of the
business. At the end of accounting period, a business prepares profit and
loss account to ascertain the profit or loss of the business. All ledger
accounts of revenue nature are summarized in profit and loss account.
Balance Sheet is a list of the accounts having debit balance or credit
balance in the ledger. On one side it shows the accounts that have a debit
balance and on the other side the accounts that have a credit balance. The
purpose of a Balance Sheet is to show a true and fair financial position of a
business at a particular date. Every business prepares a balance sheet at
the end of the accounting year.
So we can say that Profit & Loss A/c shows the net result (net profit or net
loss) of the business while a Balance Sheet is prepared to disclose the true
financial position of the business at a particular date.
Question: DISTINGUISH BETWEEN FIXED ASSET AND CURRENT ASSET?
Answer: FIXED ASSET
Assets which have long life (more than one year) and which are bought for use for
a long period of time. These are not bought for selling purposes. e.g. land,
building, plant and machinery, furniture etc.
CURRENT ASSET
Assets which have short life (less than one year) and which can be converted into
cash quickly. e.g. stock, debtors, cash in hand, cash in bank, prepaid expenses.
Question: WHAT IS ACCOUNTING CYCLE?
Answer: The accounting cycle comprises of the following steps which make up the cycle
complete.
Recording:-
First step is to record the transactions in the form of entries passed in a book
named journal.
Classifying:-
Specific ledger accounts are prepared by posting these entries from journal to
ledger. This procedure is called classification and posting entries in various accounts.
Summarizing:-
Making of trial balance i.e., taking all the balances of ledger accounts in the trial.
The balances of expenses, revenues, liabilities and assets would make the trial
balance complete.
Reporting:-
Preparing profit and loss account/income statement where expenses are compared
with revenue to arrive at the profit and loss and preparation of balance sheet where
Assets = liabilities + owners equity
Question: WHAT IS DOUBLE ENTRY AND SINGLE ENTRY BOOK KEEPING
SYSTEM?
Answer: Double entry system:-
It means complete accounting system. In double entry system, two sides of every
transaction are recorded, one is debit side and other is credit side.
For example when goods are sold for Rs.1,500, then there are two aspects of this
transaction, one we received cash and the second we delivered the goods.
Therefore, the dual aspect of receiving the cash and delivering the goods is
recorded in the books kept under double entry system as debit to cash and credit to
goods.
Single entry system: -
Whereas in single entry system, it doesn’t necessarily happen as transactions may
not be recorded at all or only one side of transaction is recorded. It results in
incompletion of record commonly known as single entry system (only receipt and
payment of cash is recorded and no separate record is maintained as to from whom
the cash was received or to whom it is paid).
Hence example given in double entry system only receipt of cash of Rs.1,500 is
recorded in the books but nothing shall be recorded regarding the goods delivered,
thus giving rise to incompletion of records.
Question: WHAT IS PERPETUAL INVENTORY SYSTEM AND PERIODIC
INVENTORY SYSTEM?
Answer: Perpetual inventory system:-
In perpetual inventory system record of all receipt and issues of materials are
maintained properly. When merchandise is purchased its cost is debited to an asset
account called inventory. As the merchandise is sold/issued, its cost is removed
from inventory account and transferred to the cost of goods sold account. In this
system inventory records are kept continuously up-to-date. The inventory on hand
and the cost of goods sold for the year are determined under perpetual inventory system. All large business organizations use perpetual inventory systems.
Periodic inventory system:-
In periodic inventory system no proper record of receipt and issues are maintained.
In this system the cost of merchandise purchased during the year is debited to
purchases account, rather than to the inventory account. When merchandise is sold
to a customer an entry is made recognizing the sale revenue, but no entry is made
to reduce the inventory account or to recognize the cost of goods sold. Small
businesses however use periodic inventory system.
Question: WHAT IS TRADE DISCOUNT AND CASH DISCOUNT?
Answer: Trade discount
At the time of selling goods to customer the seller allows a discount (concession).
It is allowed at a certain percentage of the listed price. For example the listed price
of the goods is Rs.30,000 and seller allows a discount of 10% on the listed price to
customer. It means the net price of the goods is Rs.27,000 (30,000-3,000).Both
buyer and seller will record Rs.27,000 (not Rs.30,000) in their books of accounts.
In other words trade discount is not recorded in the books of accounts. Trade
discount is given by the seller to his regular customers or the customers who
purchased in a bulk quantity.
Cash discount
It is discount or allowance given by a creditor to a debtor if the amount due is paid
by the debtor before the due date. It is reduction in price offered by seller (creditor)
to encourage customers (debtors) to pay their debts within the specified period. For
example x sold goods to y (a customer) for Rs.1,000 on credit basis. It means x is
creditor and y is debtor X offers discount of 2% to y if y pays the price within 15
days. Y will pay only Rs.980 (1,000-20) to x if pays within the 15 days. Such
discount is known as cash discount and is recorded in the books of accounts.
Question: WHAT IS DEPRECIATION?
Answer: Assets such as vehicles, machinery, and furniture involve physical deterioration
over a time period called depreciation. Actually this reduction in the asset value is
caused by its use in the business. The business is responsible for this reduction in
value.
Question: DISTINGUISH AND DESCRIBE THE TANGIBLE ASSETS & INTANGIBLE
ASSETS?
Answer: Assets which are not found in physical form but regarded as an asset in the eyes of
accounting are called intangible assets. Assets such as furniture, machinery etc.,
are physically touchable, hence called tangible assets. The concept behind
intangible assets is very logical. Hundreds of businessmen in Pakistan would be ready to purchase at a very high cost the brand name Pepsi –cola and sell their own
water using that brand name. Should that brand name not be an asset for Pepsi-cola
who can charge a million of rupees to others just for allowing them to use it? Of
course, it should be. This is the concept behind the intangible assets and that is why
patents, trademarks and goodwill are treated as assets.
Question: WHAT IS MEANT BY DRAWINGS?
Answer: When the owner goes beyond his share of profit in the business and draws
something from business for his personal use on account of capital, it is called
drawing. Drawing may be in the form of cash, furniture, vehicle etc.Drawing
results in reduction of capital i.e., reduction in the actual value invested in the
business, that is why the credit balance of capital account is reduced by deducting
the debit balance of drawing account in the balance sheet.
Question: DIFFERENTIATE BETWEEN PROVISION AND RESERVE?
Answer: PROVISION
When an amount is charged/provided in profit and loss account to meet a current
nature liability or expense, it is called provision. The exact amount of expense or
liability is not known at the time of making the provision e.g., what amount of
debts we won’t be able to recover in the current debtors’ balance, what amount of
tax we shall have to ultimately pay. If we take the example of debtors, we make a
provision for doubtful debts and deduct it from the debtors’ balance in the balance
sheet just to show the debtors near to actual i.e., these are the debts we are sure to
receive.
RESERVE
A reserve is a periodic accumulation of amount to meet a long term plan or say
liability. A reserve may be created to purchase a land for the business after five
years. The reserve is shown on the credit side of the balance sheet.
Question: WHAT IS THE DIFFRENCE BETWEEN CASH IN HAND AND PROFIT?
Answer: Profit is not always represented by increase in cash in hand. For example, if the
goods costing Rs.20,000 are sold for Rs.18,000 on cash, there is an increase in our
cash in hand by Rs.18,000 but the fact is that we have a loss of Rs.2,000.Therefore,
the result of the business operations in the form of profit or loss can not be
attributed to increase or decrease in cash in hand.
Question: WHAT IS DEBIT AND CREDIT?
Answer: DEBIT:-When we receive benefit it is debited. It is denoted by Dr.
CREDIT:-When we give or provide benefit it is credited. It is denoted by Cr.
Debits and Credits are merely the names assigned to different heads of accounts
such as: The nature of Expenses is always debited
The nature of Income is always credited
The nature of Liabilities are always credited
The nature of assets is always debited.
The nature of Capital is always credited
However it is to be noted that
Increase in expense is debit & decrease in expense is credit.
Increase in income is credit & decrease in income is debit.
Increase in liability is credit & decrease in liability is debit.
Increase in asset is debit & decrease in asset is credit.
It is our common observation that we always deduct our expenses from our income
or revenue to arrive at our earning popularly known as profit.
The same logic has been followed in accounting as two different names of balances
have been assigned to income and expense so that the expenses may be written
opposite the income side to arrive at the profit /loss i.e., the total of which side is
greater and by what amount.
Question: WHAT IS LIABILITY, CURRENT LIABILITY & LONG TERM LIABILTY?
Answer: LIABILITY
When a business owes something to third party against the benefits derived by the
business from that third party, the business is said liable. The amount by which the
business is liable is called the liability. Liability means that something remains to
be paid by the business to third party to fully settle his account. The liability may
be in the form of a bank loan or it may arise due to credit purchase.
CURRENT LIABILITY
The liability payable within the next 12 months like amount payable to creditors,
short term loans, bank overdraft.
LONG TERM LIABILITY
The liability which is payable after 12 months is called long-term liability such as
Term finance certificates , a bank loan payable after 2 years or more.
Question: WHAT IS CAPITAL, CAPITAL EXPENDITURE AND REVENUE
EXPENDITURE?
Answer: CAPITAL: -
The value invested in the business by the owner in whatever form is called capital.
The owner may introduce a capital of Rs. 250,000 which may be in the form of Rs. 200,000 cash and a machinery of Rs. 50,000. The capital of Rs. 250,000 is shown
in Balance sheet as credit balance whereas cash and machinery being assets are
shown in balance sheet as debit balance.
CAPITAL EXPENDITURE:-
These are expenses whose benefits last for a longer period or the benefits are yet to
be enjoyed by the business. For example when a vehicle is purchased by the
business, it will benefit the business for the current period and for the years to
come. Capital expenditure always results in increase in assets. Therefore amount
expended on vehicle is our capital expenditure and vehicle is shown in the balance
sheet as an asset.
REVENUE EXPENDITURE:-
These are expenses whose benefits do not last for longer period and are restricted
to current period only and no more benefits are to be enjoyed by the business in the
coming periods. For example Salaries, utility bills, fuel bills paid, against which
the organization enjoyed benefits for only current period.
Question: DIFFERENCEIATE ASSET AND EXPENSE?
Answer: ASSET
Assets are properties and possessions of the business on a particular date which are
expected to benefit the future operations of the business
Or
Assets are the economic resources from which we drive the benefits for more than
one year. Assets are always shown on the debit side of the balance sheet.
EXPENSE
These are the costs incurred to earn the revenue. As revenue is of the current
nature; the benefit of the expense is also restricted to current period. Once the
benefit goes beyond the current year it will be treated or its non-current part shall
be treated as asset.e.g.if rent is Rs.1,000 per month and we paid total rent
Rs.18,000 for one and a half year then Rs.12,000 is expense for the year and next
Rs.6,000 are non-current (the benefit is not restricted to current year) and shall be
treated as asset in the form of prepaid rent.
Question: WHAT IS LEDGER AND LEDGER ACCOUNT?
Answer: LEDGER
After recording transaction in journal, it is classified and posted in a specific book
called ‘ledger’. Ledger contains all heads of accounts of a business.
LEDGER ACCOUNT
The ledger has accounts having specific heads called ‘ledger accounts’. This is an
individual account kept in the books of accounts or ledger.
Question: WHAT IS CASH ACCOUNTING AND ACCRUAL ACCOUNTING?
Answer: Cash accounting:
In cash basis of accounting, revenue is recognized at the time when cash is
collected from the customer, rather than when the company sells the goods.
Expenses are recognized when payment is made, rather than when related goods
are used in the business operations. The cash basis of accounting measures the
amount of cash received and paid out during the period, it does not provide a good
measure of the profitability of activities undertaken during the period.
Accrual accounting:-
The policy of recognizing revenue in the accounting records when it is earned and
recognizing expenses when the related goods are used is called accrual basis of
accounting. The purpose of accrual accounting is to measure the profitability of the
economic activities conducted during the accounting period. The important
concept involved in accrual accounting is the matching principle. Revenue is
matched with all of the expenses incurred in generating that revenue thus providing
a measure of the overall profitability of the economic activity. Payment of expense
has nothing to do with the recording of expense.
For example an electricity bill of January paid on 22
nd
of February shall be
recorded in the books as an expense on the same date in cash accounting system
but in an accrual based system it would be recorded in the books as an expense in
the month of January because the benefit against the bill pertains to the month of
January.
Question: DIFFERENCIATE PURCHASE RETURNS AND SALE RETURNS?
Answer: PURCHASES RETURNS
The purchaser after having purchased the goods returns some of the goods to the
seller on account of being defective perished or due to any other reason, these are
called the purchases returns and are deducted from the gross amount of purchases
while preparing profit and loss account.
SALES RETURNS
The seller to whom the goods have been returned treats this return as sales return
because something has been returned to him which he had sold to purchaser.
Similarly this figure should not be part of your revenue and hence is deducted from
the gross figure of sales.
Question: WHAT IS DEBTOR AND CREDITOR? Answer: DEBTOR
To whom the goods are sold on credit rather than on cash becomes the debtor of
the seller, the seller has to receive money from him and treats him in his books as
asset in the form of debtor. Actually that money is his asset which he has to receive
from him.
CREDITOR
On the other side, the purchaser of these goods treats the seller as his creditor
because he owes some money to seller. Unless he pays the price, he treats it as a
liability in the balance sheet.
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