The Debtors Journal

The purpose of the debtors journal is to record all credit sales of the business. Credit sales occurs when the business sells goods now, but will only receive payment in the future. As money is owed to the business an asset debtors control is created. As more money is owed the asset debtors control increase and therefore have to be debited. The contra entry is sales. According to the double entry principle therefore sales have to be credited with debtors control as contra entry. As the sales column total is involved the posting occurs at month end.

dj sales t account

The debtors journal also contains the cost of sales column to keep track of profit made on each item sold for credit.  Before selling the trading stock it was the possession of the business and hence an asset. When the sale occurs therefore the asset trading stock decrease. As assets decrease trading stock have to be credited. The contra entry is cost of sales. According to double entry principle the cost of sales account should be debited with trading stock as contra entry. Since cost of sales is a column total the posting occurs at month end.

dj trading stock.png

 

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The Cash Receipts Journal

The purpose of this journal is to record all the transaction where cash ends up in the business bank account.

Bank is an asset as the money belongs to the business. Furthermore this asset increases as money is received. Assets increase on the debit side. Thus bank account should be debited with the total amount of the bank column in the journal at the end of the month. Since the amount received during the month is made up of various types of transactions such as sales, rent received, interest received, etc a collective name “total receipts” is used rather than the usual practice of an account name as contra entry.

Many other accounts will be credited when the double entry principle is applied. All these accounts that are credited should ad up to the bank amount for the month. Some will be credited at month end namely column totals such as sales whereas others namely those in sundry accounts such as rent received are credited on the day of transaction. The contra entry for all these accounts are bank.

crj t accounts

Finally the non-cash columns cost of sales and discount allowed should be considered:

The cost of sales column is present to track the profit made by considering the value of the original purchase price of trading stock and do not form part of bank total. Trading stock belongs to the business before it is sold and is therefore an asset. When it is sold assets decrease by the cost price. Thus trading stock is credited as assets decrease on the credit side. The contra entry is cost of sales. According to double entry principle cost of sales should be debited with contra entry trading stock. As column totals are involved this posting occurs at month end.

crj cost of sales

Discount is allowed to encourage early payment by debtors that owes the business money. What the business thus receive from debtors into the bank account is less than what is owed. The difference between what is received and owed is called discount allowed. The discount allowed therefore do not form part of bank total. Debtors owe the business however less money. In fact the sum of what they paid as well as the discount allowed. If money is owed to the business it is an asset as the business has a right to receive the money in future. Assets decrease as the debtors owe now less money. Debtors control need to be credited as assets decrease on credit side. The contra entry is bank and discount allowed as there are two legs that together resulted in less debt. According to double entry principle discount allowed will be debited with debtors control as contra entry. Bank was already addressed at top. As column totals are involved the posting date is month end.

crj discount allowed

Applying Accounting definitions, principles and concepts

Lets get our hands dirty by revisiting our example where the business buys for cash equipment R5 000 and stationary R250.

After the transaction the business will have R5 250 less cash. Before the transaction the cash belonged to the business and hence was its asset. Therefore the asset Bank decrease by R5 250. Furthermore we visualise that assets decrease on the credit side and that bank should be credited by R5 250.

From the double entry principle we however know that we now need corresponding debits that adds up to R5 250. Equipment and stationary will therefore have to be debited each with R5 000 and R250 respectively for a combined amount of R5 250.

In return for the cash the business now receives equipment. The equipment is now the possession of the business and hence nothing other than its asset. Therefore the asset equipment increase by R5 000. Furthermore we visualise that assets increase on the debit side. This is the beauty of accounting. We just confirmed what we already know namely that a debit entry is required according to the double entry principle.

The business also received stationary. Stationary however will be consumed fairly quickly in usual business operations. Equipment on the other hand will be used for years with the purpose to generate income for the business. Assets have a long life time whereas expenses are consumed within a short period of time. The more expenses, all other things equal, the less will the profit be. Lower profit is negative for the owner. The result is that equity reduces due to the stationary expense that increase. We visualise that expenses that increase are debited and decrease equity. This again confirms what we knew all along from the double entry principle.

In accounting equation analysis form:

accounting equation table
In accounting equation T-account form:

accounting equation t-account

Double entry principle

For every transaction the sum of the debits should equal the sum of the credits.

This is best visualised by the so called T-accounts. The left side is referred to as the debit side and the right side is referred to as the credit side.

Lets say for example the business buys equipment and stationary for respectively R5 000 and R250 and pays by cash. This is how it would be represented in T-accounts:

T-accounts