39 Describe and also Explain the Purpose of Special Journals and also Their Importance to Stakeholders

The bigger the company, the better the likelihood that that business will have a big volume of transactions that must be taped in and also processed by the company’s accountancy indevelopment system. You’ve learned that each transactivity is tape-recorded in the general journal, which is a chronological listing of transactions. In various other words, transactions are tape-recorded right into the basic journal as they happen. While this is correct bookkeeping methodology, it likewise deserve to develop a cumbersome general journal with which to work and may make finding certain pieces of indevelopment incredibly complex. For example, assume customer John Smith charged a things for $100 on June 1. In the basic journal, the company would certainly record the following.

You are watching: If a transaction cannot be recorded in a special journal

*

What must the complete be in the Accounts Payable Control Total?

Here is the indevelopment from the accounts receivable subsidiary ledger.

*

Many suppliers have four unique journals, but tright here can be more relying on the company demands. The four primary distinct journals are the sales journal, purchases journal, cash disbursements journal, and cash receipts journal. These unique journals were designed bereason some journal entries take place consistently. For example, offering goods for cash is constantly a delittle to Cash and a credit to Sales videotaped in the cash receipts journal. Likewise, we would certainly record a sale of items on crmodify in the sales journal, as a debit to accounts receivable and a crmodify to sales. Companies utilizing a perpetual inventory device likewise record a second enattempt for a sale with a delittle to expense of goods sold and a crmodify to inventory. You have the right to watch sample entries in (Figure).


*

Paying bills is tape-recorded in the cash disbursements journal ((Figure)) and is always a delittle to Accounts Payable (or another payable or expense) and also a crmodify to Cash.


*

(Figure) summarizes the typical transactions in the special journals previously portrayed.

Types and also Purposes of Special JournalsJournal NameJournal PurposeAccount(s) DebitedAccount(s) Credited
Sales JournalSales on creditAccounts Receivable, Cost of Goods SoldSales, Inventory
Purchases JournalPurchases on creditInventoryAccounts Payable
Cash Disbursements JournalPaying cashCould be:Accounts Payable, or various other accountsCash
Cash Receipts JournalReceiving cashCashCould be:Sales, Accounts Receivable, or various other accounts
General JournalAny transactivity not extended previously; adjusting and cshedding entriesCould be:Depreciation ExpenseCould be:Accumulated Depreciation

How will certainly you remember all of this? Remember, “Cash Is King,” so we think about cash transactions initially. If you obtain cash, regardmuch less of the resource of the transactivity, and also even if it is just a component of the transaction, it goes in the cash receipts journal. For example, if the company made a sale for $1,000 and also the customer offered $300 in cash and also promised to pay the remaining balance in the future, the whole transaction would go right into the cash receipts journal, because some cash was obtained, even if it was just component of a transaction. You can not split this journal enattempt in between 2 journals, bereason each transaction’s debits have to equal the credits or else your journal totals will not balance at the finish of the month. You could consider separating this transactivity right into two separate transactions and considering it a cash sale for $300 and also a sale on account for $700, but that would also be inappropriate. Although the balances in the basic ledger accounts would technically be correct if you did that, this is not the ideal approach. Good internal regulate dictates that this is a single transaction, associated through one invoice number on a given day, and should be videotaped in its totality in a solitary journal, which in this instance is the cash receipts journal. If any kind of cash is got, also if it is only a component of the transaction, the whole transactivity is gotten in in the cash receipts journal. For this example, the transactivity gone into in the cash receipts journal would have a delittle bit to cash for $300, a delittle to Accounts Receivable for $700, and also a credit to Sales for $1,000.

If you pay cash (generally by composing a check), for any reason, also if it is just a component of the transactivity, the whole transaction is tape-recorded in the cash disbursements journal. For example, if the agency purchased a building for $500,000 and provided a inspect for $100,000 as a down payment, the entire transaction would certainly be tape-recorded in the cash disbursements journal as a crmodify to cash for $100,000, a credit to mortgage payable for $400,000, and a delittle to structures for $500,000.

If the transactivity does not involve cash, it will certainly be recorded in among the various other unique journals. If it is a credit sale (additionally recognized as a sale on account), it is videotaped in the sales journal. If it is a credit purchase (also recognized as a purchase on account), it is videotaped in the purchases journal. If it is none of the above, it is taped in the basic journal.


Let’s take into consideration what Gearhead Outfitters’ accountancy information device might look favor. What information will certainly firm administration uncover important? Likewise, what information might exterior users of Gearhead’s financial reports need? Do regulatory demands dictate what Gearhead needs to track in its bookkeeping system?

Gearhead will certainly desire to recognize its financial place, outcomes of operations, and cash flows. Such data will certainly assist monitoring make decisions about the firm. Likewise, external individuals want this information (balance sheet, revenue statement, and statement of cash flows) to make decisions such as whether or not to extfinish credit to Gearhead.

To save precise documents, agency operations must be considered. For example, inventory is purchased, sales are made, customers are billed, cash is gathered, employees job-related and also must be paid, and also various other costs are incurred. All of these operations involve various recording processes. Inventory will certainly call for a purchases journal. Sales will certainly call for a sales journal, cash receipts journal, and accounts receivable subsidiary ledger (discussed later) journal. Payroll and various other disbursements will certainly require their very own journals to accurately track transactions.

Such journals allow a company to document accounting indevelopment and geneprice financial statements. The information additionally gives management with the indevelopment essential to make sound service decisions. For instance, subsidiary ledgers, such as the accounts receivable ledger, carry out data around the aging and also collectcapability of receivables. Thus, the correct architecture, implementation, and maintenance of the audit indevelopment mechanism are vital to a company’s sustaincapacity.

What other inquiries can be answered through the analysis of indevelopment gathered by the bookkeeping indevelopment system? Think in terms of the timing of inventory orders and cash flow requirements. Is tbelow nonfinancial information to extract from the audit system? An audit indevelopment device must carry out the information needed for a business to satisfy its objectives.


Subsidiary Ledgers

In enhancement to the four unique journals, tright here are 2 special ledgers, the accounts receivable subsidiary ledger and also the accounts payable subsidiary ledger. The accounts receivable subsidiary ledger offers details about each perboy who owes the company money, as presented in (Figure). Each colored block represents an individual’s account and also mirrors just the amount that perchild owes the company. Notice that the subsidiary ledger offers the date of the transactivity and also a recommendation column to attach the transaction to the same information posted in among the special journals (or basic journal if distinct journals are not used)—this reference is normally a code that recommendations the special journal such as SJ for the sales special journal, and the quantities owed in the delittle column and also the payments made in the crmodify column. The amounts owed by every one of the individuals, as shown in the subsidiary ledger, are added together to develop the accounts receivable control full, and also this should equal the Accounts Receivable balance reported in the basic ledger as presented in (Figure). Key points around the accounts receivable subsidiary ledger are:

Accounts Receivable in the basic ledger is the total of every one of the individual account totals that are listed in the accounts receivable subsidiary ledger.All of the amounts owed to the agency in the accounts receivable subsidiary ledger need to equal the amounts in the accounts receivable general ledger account.
Subsidiary ledgers need to balance and agree via the general ledger. Accountants making use of QuickBooks and various other bookkeeping systems may not need to percreate this step, bereason in these units the subsidiary ledger updates the general ledger immediately. However before, a dishoswarm perkid might manipulate accounting documents by recording a smaller sized amount of cash receipts in the control account than is taped on the subsidiary ledger cards. The moral accountant need to be vigilant to ensure that the ledgers remain balanced and that appropriate internal controls are in place to ensure the soundness of the accountancy system.

See more: How Can A Pants Pocket Be Empty And Still Have Something In It


The accounts payable subsidiary ledger holds the details about all of the amounts a company owes to people and/or carriers. In the accounts payable subsidiary ledger, each vendor (the perboy or firm from whom you purchased inventory or other items) has actually an account that mirrors the details of all transactions. Comparable to the accounts receivable subsidiary ledger, the purchases subsidiary journal shows the date on which a transaction took place; a referral column used in the exact same manner as previously defined for accounts receivable subsidiary ledgers; and also finally, the subsidiary ledger reflects the amount charged or the amount phelp. Following are the transactions for ABC Inc. and also XYZ Inc. The last balance shown on each subsidiary purchases journal reflects the amount the company owes ABC and also XYZ.

*

Solution

*

(Figure)On June 30, Isner Inc.’s bookkeeper is preparing to cshed the books for the month. The accounts receivable control total reflects a balance of $550, yet the accounts receivable subsidiary ledger shows total account balances of $850. The accounts receivable subsidiary ledger is displayed right here. Can you help find the mistake?

*

(Figure)Why need to the Accounts Receivable account in the basic ledger complement the totals of all the subsidiary Accounts Receivable accounts?


(Figure)If a customer owed your company $100 on the first day of the month, then purchased $200 of products on credit on the fifth and passist you $50 on fifteenth, the customer’s finishing balance for the month would certainly show a (debit or credit) of exactly how much?


Glossary

accounts payable subsidiary ledgerspecial ledger that includes indevelopment around all vendors and also the amounts we owe them; the full of all accounts in the accounts payable subsidiary ledger must equal the complete of accounts payable manage account in the basic ledgeraccounts receivable controlaccounts receivable account in the basic ledgeraccounts receivable subsidiary ledgerunique ledger that includes indevelopment about all customers and the amounts they owe; the complete of all accounts in the accounts receivable subsidiary ledger must equal the total of accounts receivable manage account in the basic ledgercash disbursements journalone-of-a-kind journal that is supplied to record outflows of cash; eexceptionally time cash leaves the company, typically once we issue a examine, we document in this journalcash receipts journaldistinct journal that is supplied to document inflows of cash; eextremely time we obtain checks and also currency from customers and others, we record these cash receipts in this journalpurchases journaldistinct journal that is offered to document purchases of merchandise inventory on credit; it constantly debits the merchandise inventory account (if utilizing the perpetual inventory method) or the Purchases account (if making use of the periodic method)sales journalspecial journal that is supplied to document all sales on credit; it constantly debits accounts receivable and also credits sales, and if the agency provides the perpetual inventory strategy it also debits cost of items offered and credits merchandise inventoryspecial journalbook of original entry that is offered to document transactions of a similar kind in enhancement to the basic journal