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    November 2009UC Berkeley Controllers Office

    Financial Management Certificate Program Curriculum

    Basic Accounting for theUC Berkeley Financial Environment

    Making Cents of Economic Events

    Part Two: The Accounting Equation

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    UC Berkeley Controllers Office Basic Accounting: Part Two

    Next / Previous slide buttons click to

    move to next or previous slide

    Control area displaysnumber of slides and current

    slide location

    Slide notes display slidenotes byclicking on tab(if notes areavailable)

    Play / Pausebuttons click tostart and stopthe presentation

    Sound button click

    here to turn audioon or off during thepresentation

    View button togglesbetween differentviews of thepresentation

    Search tab -displays slidescontainingspecified termor word

    Hints & Tipsfor navigating in this course

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    Further Tips

    We recommend that you leave the sound audio ON

    during this presentation, in order to hear the explanationsand examples of the slides

    If you would like to print the slides of this course, MakingCents of Economic Events, go to:

    controller.berkeley.edu/financialManagementTraining/FMCP/online1.htm

    http://controller.berkeley.edu/financialManagementTraining/FMCP/online1.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/online1.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/online1.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/online1.htm
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    UC Berkeley Controllers Office Basic Accounting: Part Two

    Financial Management Certificate Program

    This four part course, Basic Accounting for the UC

    Berkeley Financial Environment, is part of the FinancialManagement Certificate Program (FMCP)

    If you want course credit in the Financial ManagementCertificate Program, you must complete this onlinecourse and pass the online quiz, Basic Accounting forthe UC Berkeley Financial Environment, Part 2: TheAccounting Equation

    You can access the quiz through the UC Learning Center

    For information about FMCP click on the following link:

    Financial Management Certificate Program(controller.berkeley.edu/financialManagementTraining/FMCP/index.htm)

    http://controller.berkeley.edu/financialManagementTraining/FMCP/index.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/index.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/index.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/index.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/index.htmhttp://controller.berkeley.edu/financialManagementTraining/FMCP/index.htm
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    UC Berkeley Controllers Office Basic Accounting: Part Two

    How This Course Works

    This course, Making Cents of Economic Events, is

    designed to introduce accounting concepts. Due to thecomplexity of the material, the course is presented in foursections:

    Part One: Introduction to Accounting discusses thecharacteristics of accounting information and their

    importance in enabling decision-makers to make betterdecisions

    Part Two: The Accounting Equation introduces theaccounting equation and the rules for debits and credits

    Part Three: Fund Accounting Basics discusses how fund

    accounting works at UC Berkeley and introduces basicaccounting principles

    Part Four: Reporting moves from unit reports to campusreports, and ends with the consolidated statements of theUniversity of California (systemwide)

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    Six Course Objectives

    At the end of the four parts of this course you should:

    1. Understand the role of accounting in decision-making and inthe stewardship of resources, and what characteristics ofaccounting information are required for the information to beuseful for decision-making

    2. Be familiar with the accounting equation, its elements, such

    as assets, liabilities, revenues and expenses, and how theseelements change in relation to one another

    3. Have a general understanding of debits and credits and whythey are used

    4. Know the definitions to common accounting terms;

    5. Know the basics of fund accounting, the different types offunds used by the University, and some basic accountingprinciples

    6. Be familiar with unit and campus financial statements andhow they impact the financial statements of the University of

    California as a whole

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    Summary Part One: Introduction to Accounting

    Part 1 introduced Accounting as:

    Providing quantitative information that is intended to beuseful in making financial decisions about economicentities (in making reasoned choices among alternative

    courses of actions)

    The process of identifying, measuring, recording,classifying and summarizing economic events, and thencommunicating information based on these economic

    events to interested users

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    Outline Part Two: The Accounting Equation

    Part Two covers the following topics:

    1. The Accounting Equation, its elements and theirdefinitions

    2. Rules for debits and credits

    3. Simple financial reports

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    The Accounting Equation

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    An Accounting Entity

    An accounting entity is any organization (unit) that

    1. Uses economic resources to achieve a purpose

    2. Has an identity of its own

    3. Is of interest to one or more individuals for decision-

    making purposes

    Examples of accounting entities at UC Berkeley are thecampus as a whole, a control unit, a department, an

    organized research unit (ORU), a recharge unit, arestricted gift, and a research grant

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    What Does Accounting Involve?

    Accounting involves six actions:

    1. Selecting relevant events (such as the purchase of officesupplies, time worked by an employee, or the receipt ofstudent fees) that are evidence of economic activity

    2. Measuring the economic events (transactions) in financial

    terms, i.e., quantifying in dollars and cents3. Keeping a chronological diary of measured events

    4. Classifying and summarizing the measured events

    5. Preparing and distributing accounting reports

    6. Analyzing and explaining the uses, meaning, andlimitations of the reported information

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    Accounting History

    One of the earliest books printed (1494) was an

    accounting textbook. It memorialized a systematicapproach for keeping track of an entitys resources(assets) and claims against those resources (obligationsto creditors and rights of owners).

    The simple accounting equation discussed in that firsttextbook is still the foundation for accounting today,whether for the complex accounting information systems

    developed for multinational businesses, governmentsand the University of California, or the simple QuickBooks approach for small business

    UC B k l C ll Offi B i A i P T

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    Fund Accounting

    Part 1 of this course discussed how accounting

    information needs to be useful. For a university, becauseof compliance and stewardship issues (discussed in Part3), that means the use of funds.

    Each fund is a separate accounting entity.

    The Berkeley Financial System (BFS) contains therecords for all our funds

    Each fund must be treated as the separate accountingentity that it is -- each fund has its own accounting

    elements and each accounting equation must alwaysbalance

    Businesses use only one fund

    Universities can easily use thousands of funds

    UC B k l C t ll Offi B i A ti P t T

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    The Accounting Equation

    The Accounting Equation

    Assets - Liabilities = Net Assets

    Reflects the impact transactions have had on the entityover time

    Forms a snapshot of the organization a picture at oneparticular point in time

    Changes with economic events (transactions)

    UC B k l C t ll Offi B i A ti P t T

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    Assets: An Element of The Accounting Equation

    Assets are resources that the entity can use in the future

    Examples of assets are:

    Cash

    Equipment

    Inventory of office supplies

    UC Berkeley C t ll Offi B i A ti P t T

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    Liabilities: an Element of The Accounting Equation

    Liabilities are obligations that will require future action,

    usually the payment of cash Examples of liabilities are:

    Accounts payable (vendors)

    Vacation accrual (employees)

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    Net Assets: an Element of The Accounting Equation

    Net Assets is the residual interest in the assets of an

    entity that remains after deducting liabilities(In for-profit organizations it is known as Owners Equity.)

    Since the University of California is a non-profitorganization without owners, the residual interest in the

    assets is known as net assets or as the fund balance The relationship can be represented mathematically as:

    Assets - Liabilities = Net Assets (Fund Balance)

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    The Algebra of the Accounting Equation

    The Accounting Equation (Assets - Liabilities = Net

    Assets) is an algebraic equation and as such can bemanipulated like all algebraic expressions.

    By adding Liabilities to both sides of the equation, we get

    Assets = Liabilities + Net Assets

    Traditionally, accounting textbooks use this view of theAccounting Equation when introducing debits and credits.Also, it is the format of one of the standard financialreports known as the balance sheet.

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    Changes to Net Assets

    As economic events occur, assets and liabilities increase

    and decrease. In order to understand why the assetsand liabilities change and to enable decision makers tomake better decisions, we classify the economic eventsand analyze their impact on net assets over a period of

    time. Two general classifications are used:

    Revenues

    Expenses

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    Revenues

    Revenues are inflows of assets, often representing the

    value of services rendered or goods delivered Examples of revenues are:

    Student Tuition and Fees

    Private Gifts

    Contracts and Grants

    Facilities rental to outside parties

    Ticket sales for athletic events

    Revenues increase net assets

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    Expenses

    Expenses are the outflows of assets usually resulting

    from an entitys ongoing operations Examples of expenses are:

    Salaries

    Office supplies used

    Telephone costs

    Expenses reduce net assets

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    How the Elements are Related

    The elements (assets, liabilities, net assets, revenues,

    expenses) are all related via the Accounting Equation. Itis a mathematical equation and the equals sign (=)requires that both sides of the equation stay in balance atall times.

    Assets = Liabilities + Net Assets

    A simple example will illustrate this. Lets assume thatwe only have one fund. Part 3 will discuss what happenswhen we have multiple funds.

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    Transaction # 1

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    =

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    Transaction # 2

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total+=

    Accounts Payable

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    Transaction # 3

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    +

    +

    =

    =

    Accounts Payable

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    y g

    Transaction # 4

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    +

    +

    +

    =

    =

    =

    Accounts Payable

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    y g

    Transactions # 5 & 6

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    1005 100 Copy revenue, week #1

    6

    + AccountsReceivable

    450 450 Copy revenue, week #2

    5,850 5,000 450 5,000 6,300 Total+=+ +

    +

    +

    +

    =

    =

    =

    Accounts Payable

    11,300 11,300

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    y g

    Transaction # 7

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    1005 100 Copy revenue, week #1

    6

    + AccountsReceivable

    450 450 Copy revenue, week #2

    5,850 5,000 450 5,000 6,300 Total+=+ +

    +

    +

    +

    =

    =

    =

    Accounts Payable

    50

    6,2505,0504505,0005,850

    7

    + +=

    Receive 1st months phone bill

    Total+

    11,300 11,300

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    y g

    Transaction # 8

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    1005 100 Copy revenue, week #1

    6

    + AccountsReceivable

    450 450 Copy revenue, week #2

    5,850 5,000 450 5,000 6,300 Total+=+ +

    +

    +

    +

    =

    =

    =

    Accounts Payable

    50

    6,2505,0504505,0005,850

    7

    + +=

    Receive 1st months phone bill

    Total

    8 Purchase of paper

    +

    6,0505,0504505,0005,650 + += Total+

    11,100 11,100

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    Transaction # 9

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    1005 100 Copy revenue, week #1

    6

    + AccountsReceivable

    450 450 Copy revenue, week #2

    5,850 5,000 450 5,000 6,300 Total+=+ +

    +

    +

    +

    =

    =

    =

    Accounts Payable

    50

    6,2505,0504505,0005,850

    7

    + +=

    Receive 1st months phone bill

    Total

    8 Purchase of paper

    +

    6,0505,0504505,0005,650 + += Total+509 Deposit check from customer

    6,0505,0504005,0005,700 + += Total+

    11,100 11,100

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    Transaction # 10

    = + Net Assets

    # Cash Net Assets Explanation of Transaction

    6,000 6,000 Gift from donor

    Assets Liabilities

    1

    + Copier

    5,0002

    5,0006,000 +

    = +

    5,000

    5,000 6,000

    Purchase of copier on credit

    Total

    3 Flyers advertising copy service

    5,0005,950 + 5,000 5,950 Total

    4 Cell phone service

    5,0005,750 + 5,000 5,750 Total

    1005 100 Copy revenue, week #1

    6

    + AccountsReceivable

    450 450 Copy revenue, week #2

    5,850 5,000 450 5,000 6,300 Total+=+ +

    +

    +

    +

    =

    =

    =

    Accounts Payable

    50

    6,2505,0504505,0005,850

    7

    + +=

    Receive 1st months phone bill

    Total

    8 Purchase of paper

    +

    6,0505,0504505,0005,650 + += Total+509 Deposit check from customer

    6,0505,0504005,0005,700 + += Total+ Payment to copier vendor

    6,0502,0504005,0002,700 + += Total+

    10

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    Link to Print Version of Spreadsheet

    Here is a link to a printable version (pdf) of the

    Accounting Equation Illustrated spreadsheet controller.berkeley.edu/financialManagementTraining/Cour

    seMaterials/AccountingEquationPartTwo.pdf

    Please print a copy of this spreadsheet before

    proceeding to the next section, Debits and Credits You will use the spreadsheet as a tool while reviewing

    debits and credits

    UC Berkeley Controllers Office Basic Accounting: Part Two

    http://controller.berkeley.edu/financialManagementTraining/CourseMaterials/AccountingEquationPartTwo.pdfhttp://controller.berkeley.edu/financialManagementTraining/CourseMaterials/AccountingEquationPartTwo.pdfhttp://controller.berkeley.edu/financialManagementTraining/CourseMaterials/AccountingEquationPartTwo.pdfhttp://controller.berkeley.edu/financialManagementTraining/CourseMaterials/AccountingEquationPartTwo.pdf
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    Debits and Credits

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    Debits and Credits

    Debits and credits have been linked to the accounting

    elements for 500 years and have been the source ofconfusion to many over the centuries. They are,however, just a means to an end a convenient way tomanipulate large amounts of accounting data so that it

    can be classified and summarized and ultimatelycommunicated.

    Economic events are measured in dollars and thentranslated into debits or credits depending on the eventsimpact on the accounting equation

    Once the economic events are represented by debits andcredits, the process of classification and summarization ismechanical, and today can be effectively and efficientlydone by a computer

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    Assets = Liabilities + Equity

    (Net Assets)

    Debits Credits

    Debits On the Left; Credits on the Right

    Credits are just the opposite of debits. Often debits are

    thought of as positive numbers and credits as negativenumbers. But really debits are positive numbers that arerepresented on the left side of the accounting equation,and credits are positive numbers represented on the right

    side of the accounting equation.

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    Accounts

    An account is an individual record of increases and

    decreases in specific asset, liability and net asset items In its simplest form, an account consists of three parts:

    The title of the account (its name)

    A left or debit side

    A right or credit side Because the alignment of these parts of an account

    resembles the letter T, it is referred to as a T account

    Name

    Debit

    Side

    Credit

    Side

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    General Ledger

    Even small organizations have numerous accounts. They

    are grouped together in what is known as the GeneralLedger.

    At one time the General Ledger was an actual book, eachpage representing an account

    Now the General Ledger exists in a computer. A listing ofall the accounts in the General Ledger is known as theChart of Accounts.

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    The Starting Point: Assets

    Long ago it was decided that assets will have debit

    balances. From that decision, the rules for debits andcredits follow. Liabilities and Net Assets, being on theopposite side of the equation (equals sign), workopposite that of assets.

    A generic asset account looks like this:

    Asset

    Debit Credit

    Increases Decreases

    Balance

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    Debit Credit

    Cash

    The rules for debits and credits are:

    1. Assets have debit balances. To represent an increase inan asset, add more debits to the account. To represent adecrease in an asset, add credits to the account.

    Example:

    (1) 6000

    (5) 100

    (9) 50

    50 (3)

    200 (4)

    200 (8)

    3000 (10)

    6150 3450

    Balance 2700

    Rule 1 - Debits and Credits

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    Debit Credit

    Accounts Payable

    2. Liabilities have the opposite balance from assets, i.e., a

    credit balance. To increase a liability account, credits areadded. To decrease a liability, debits are added.

    Example:

    (10) 3000 5000 (2)

    3000 5050

    2050 Balance

    Rule 2 - Debits and Credits

    50 (7)

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    Debit Credit

    Net Assets

    3. Net Assets also has a credit balance because it is on the

    same side of the equation as liabilities. To increase NetAssets, credits are added. To decrease Net Assets,debits are added.

    50 (3)

    200 (4)

    50 (7)

    Example:

    (1) 6000

    (5) 100

    (6) 450

    500 6550

    6050 Balance

    Rule 3 - Debits and Credits

    200 (8)

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    Recapping - Debit and Credit Rules

    Liability + Net Assets=Assets

    Debit Credit Debit Credit Debit Credit

    Debits are on the left and credits are on the right when T accountsare used

    All asset accounts are increased with debits and decreased withcredits

    Liabilities and Net Assets work opposite that of assets

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    Journal Entries

    For over 500 years, transactions have been recorded in a

    diary called the General Journal The General Journal is the log of events impacting the

    entity, translated into debits and credits

    There is a standard format for manual journal entries

    (entries into a computerized journal look very different) Because every journal entry has a debit and a credit, we

    call this process double-entry bookkeeping

    Journal #Account to be debited Amount

    Account to be credited Amount

    Explanation of transaction

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    Cash

    Debit Credit

    (1) 6000

    Balance 6000

    Net Assets

    Debit Credit

    6000 (1)

    6000 Balance

    Journal Entry #1

    Debit Credit

    Cash 6,000

    Net Assets 6,000

    Transaction # 1: gift received by

    donor

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    Copier

    Debit Credit

    (2) 5000

    Balance 5000

    Accounts Payable

    Debit Credit

    5000 (2)

    5000 Balance

    Journal Entry # 2

    Debit Credit

    Copier 5000

    Accounts Payable 5000

    Transaction # 2: purchase of copy

    machine

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    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950

    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    5950 Balance

    Journal Entry # 3

    Debit Credit

    Net Assets 50

    Cash 50

    Transaction # 3: flyers advertising

    copy service

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    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950 200 (4)

    Balance 5750

    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    (4) 200 5950 Balance

    5750 Balance

    Journal Entry # 4

    Debit Credit

    Net Assets 200

    Cash 200

    Transaction # 4: cell phone service

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    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950 200 (4)

    Balance 5750

    (5) 100

    Balance 5850

    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    (4) 200 5950 Balance

    5750 Balance

    100 (5)

    5850 Balance

    Journal Entry # 5

    Debit Credit

    Cash 100

    Net Assets 100

    Transaction # 5: Copy Revenue -

    Week #1

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    Accounts Receivable

    Debit Credit

    (6) 450

    Balance 450

    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    (4) 200 5950 Balance

    5750 Balance

    100 (5)

    5850 Balance

    450 (6)

    6300 Balance

    Journal Entry # 6

    Debit Credit

    Accounts Receivable 450

    Net Assets 450

    Transaction # 6: Copy Revenue -

    Week #2

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    Accounts Payable

    Debit Credit

    5000 (2)

    5000 Balance

    50 (7)

    5050 Balance

    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    (4) 200 5950 Balance

    5750 Balance

    100 (5)

    5850 Balance

    450 (6)

    (7) 50 6300 Balance

    6250 Balance

    Journal Entry # 7

    Debit Credit

    Net Assets 50

    Accounts Payable 50

    Transaction # 7: first months

    phone bill

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    Net Assets

    Debit Credit

    6000 (1)

    (3) 50 6000 Balance

    (4) 200 5950 Balance

    5750 Balance

    100 (5)

    5850 Balance

    450 (6)

    (7) 50 6300 Balance

    (8) 200 6250 Balance

    6050 Balance

    Journal Entry # 8

    Debit Credit

    Net Assets 200

    Cash 200

    Transaction # 8: Purchase of

    paper

    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950 200 (4)

    Balance 5750

    (5) 100

    Balance 5850 200 (8)

    Balance 5650

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    Accounts Receivable

    Debit Credit

    (6) 450

    Balance 450 50 (9)

    Balance 400

    Journal Entry # 9

    Debit Credit

    Cash 50

    Accounts Receivable 50

    Transaction # 9: Check received

    from customer

    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950 200 (4)

    Balance 5750

    (5) 100

    Balance 5850 200 (8)

    Balance 5650

    (9) 50

    Balance 5700

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    Accounts Payable

    Debit Credit

    5000 (2)

    3000 (10)

    5000 Balance

    50 (7)

    5050 Balance

    2050 Balance

    Journal Entry # 10

    Debit Credit

    Accounts Payable 3000

    Cash 3000

    Transaction #10: Payment made

    to copier vendor

    Cash

    Debit Credit

    (1) 6000

    Balance 6000 50 (3)

    Balance 5950 200 (4)

    Balance 5750

    (5) 100

    Balance 5850 200 (8)

    Balance 5650(9) 50

    Balance 5700

    Balance 2700

    3000 (10)

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    Cash

    Debit Credit

    (1) 6,000

    (5) 100

    (9) 50

    6,150

    Balance 2,700

    50 (3)

    200 (4)

    200 (8)

    3,000 (10)

    3,450

    General Ledger (end of period 1)

    Accounts Payable

    Debit Credit

    (10) 3,000 5,000 (2)

    50 (7)

    5,050

    2,050 Balance

    Copier

    Debit Credit

    (2) 5,000

    Balance 5,000

    Accounts Receivable

    Debit Credit

    (6) 450

    Balance 400

    50 (9)

    Net Assets

    Debit Credit

    (3) 50

    (4) 200

    (7) 50

    (8) 200

    500

    6,000 (2)

    100 (5)

    450 (6)

    6,050 Balance

    Assets Liabilities Net Assets= +

    3,000

    6,050

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    The Trial Balance

    After the ten transactions, a listing of the accounts in

    the General Ledger looks like this:

    Account Debits Credits

    Cash 2700

    Copier 5000

    Accounts Receivable 400

    Accounts Payable 2050

    Net Assets 6050

    Totals 8100 8100

    The accounting equation is in balance because total

    debits equals total credits.

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    Net Assets

    Credit

    100 (5)(3) 50

    Debit

    Expenses

    Debit Credit

    Revenues

    Balance 500

    6550 Balance

    Revenue and Expense Accounts

    If we use Revenue and Expense accounts, we get more

    information on the changes in Net Assets.

    450 (6)(4) 200

    (7) 50(8) 200

    6000 (1)

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    Debit Credit

    Gifts

    Debit Credit

    Copy Revenue

    Revenues Further Classification

    6,000 (1)

    6,000 Balance

    100 (5)

    450 (6)

    Revenues:

    Gifts 6,000

    Copy Revenue 550

    Total 6,550

    550 Balance

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    Debit Credit

    Advertising Expense

    (3) 50

    Balance 50

    Debit Credit

    Telephone Expense

    (4) 200

    (7) 50

    Balance 250

    Debit Credit

    Paper Expense

    (8) 200

    Balance 200

    Expenses:

    Advertising 50

    Telephone 250

    Paper 200

    500

    Expenses Further Classification

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    The Trial Balance Expanded

    Using the revenue and expense accounts, the

    General Ledger listing of accounts looks like this:

    Account Debits Credits

    Cash 2700

    Copier 5000

    Accounts Receivable 400

    Accounts Payable 2050

    Net Assets 0

    Gifts 6000

    Copy Revenue 550

    Advertising 50

    Telephone 250

    Paper 200

    Totals 8600 8600

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    In Conclusion: Debits and Credits

    Debits and credits make it possible to handle large

    amounts of transactional data in a timely manner

    The computer enhances the process by moving thedebits and credits faster, and by its ability to keep theaccounting equation in balance at all times

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    B i R

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    Basic Reports

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    Simple Reports

    Information in a general ledger is useless unless it is

    communicated to decision makers in a fashion that isunderstandable. Three simple reports have stood thetest of time.

    Balance Sheet

    Income Statement

    Statement of Changes in Net Assets

    These reports are usually not prepared for campus units,but rather are of the type that would be given to

    stakeholders outside the organization. As we will see inPart 4 of this course, financial statements for theUniversity of California as a whole would be similar tothese, just much more complex.

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    Balance Sheet

    At the End of Period 1

    The balance sheet documents the accounting equation

    for a particular point in time.

    Balance Sheet

    Liabilities

    Accounts Payable $2,050

    Total Liabilities $2,050

    Net Assets 6,050

    Total $8,100

    Assets

    Cash $2,700

    Copier 5,000

    Accounts Receivable 400

    Total $8,100

    Balance Sheet

    At the End of Period 1

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    The income statement lists the revenues and the

    expenses that the entity has experienced during a

    particular period in time.

    Income Statement

    Revenues:

    Gifts $6,000

    Copy Revenue 550

    Total Revenues $6,550

    Expenses:

    Advertising 50

    Telephone 250

    Paper 200

    Total expenses 500

    Net Income $6,050

    Income Statement

    For Period 1

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    The statement of changes in net assets ties two balance

    sheets together with the income statement, documenting

    the period between the two balance sheet dates.

    Statement of Changes in Net Assets

    Beginning Balance $ 0

    Plus: Revenues 6,550

    Less: Expenses 500

    Ending Balance $ 6,050

    Statement of Changes in Net Assets

    For Period 1

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    The Accounting Cycle

    Accounting involves six actions:

    1. Selecting relevant events (such as the purchase of officesupplies, time worked by an employee, or the receipt ofstudent fees) that are evidence of economic activity

    2. Measuring the economic events (transactions) in financial

    terms, i.e., quantifying in dollars and cents3. Keeping a chronological diary of measured events (the

    general journal)

    4. Classifying and summarizing the measured events

    (posting to the general ledger)5. Preparing and distributing accounting reports

    6. Analyzing and explaining the uses, meaning, andlimitations of the reported information

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    Summary Part 2

    The Accounting Equation (Assets = Liabilities + Net

    Assets) must be in balance at all times The traditional accounting books are the General

    Journal and the General Ledger

    In order to work with the elements of the Accounting

    Equation (assets, liabilities, net assets, revenues,expenses), you must know how they are defined

    Debits and credits make it possible to handle largeamounts of transactional data in a timely manner

    Data in a General Ledger is not useful. Reports arenecessary to transform the data into accountinginformation that can be communicated to decisionmakers

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    Looking Ahead Parts 3 and 4

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    Looking Ahead Parts 3 and 4

    There are still two more on-line sections to go in this course:

    Part 3 will discuss the different types of funds used by theUniversity, the reasons behind fund accounting, and whathappens when two funds interact

    Part 4 will discuss UC Berkeleys financial statements,how they are developed, and how they impact those ofthe University of California as a whole

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    Questions?

    For questions about the Basic Accounting for the UC

    Berkeley Financial Environment course content, pleasecontact:

    Barbara VanCleave Smith, Director of Controls,Accountability and Risk Management

    Controllers OfficeEmail: [email protected]

    Phone: (510) 643-4171

    UC Berkeley Controllers Office Basic Accounting: Part Two

    FMCP Program Credit

    mailto:[email protected]:[email protected]
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    FMCP Program Credit

    The Financial Management Certificate Program (FMCP)curriculum includes this online course

    REMEMBER: In order to get full FMCP credit for thiscourse you must take and pass the online quiz, Basic

    Accounting for the UC Berkeley Financial Environment,Part 2: The Accounting Equation

    You can access this quiz through the UC Learning Center

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    Course History

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    Course History

    Course History Course created: Aug 2007

    Course published to UC Learning Center: Spring 2009

    Web links updated: Nov 2009

    Copyright 2010 UC Regents