The primary objectives of the accounting function in an organization are to process financial information and to prepare financial statements at the end of the accounting period. To meet the objectives, series of steps is required. Collectively these steps are known as the “accounting cycle“ that will be discussed through this post.
So, here are 9 steps of the accounting cycle:
Step-1. Collect And Analyze Data From Transactions And Events
As transactions and events related to financial resources occur, they are analyzed with respect to their effect on the financial position of the company.
As an example, the sales for a day in a retail establishment are collected on a cash register tape. These sales become inputs into the accounting system.
Every organization establishes a chart of accounts that identifies the categories for recording transactions and events. The chart of accounts for the retail establishment includes Cash and Sales.
Step-2. Journalize Transactions
After collecting and analyzing the information obtained in the first step, the information is entered in the general journal, which is called the book of original entry.
Journalizing transactions may be done continually, but this step can be done in a batch at the end of the day if data from similar transactions are being sorted and collected, on a cash register tape, for example.
At the end of the day, a sale of $4,000 in cash for example, would be recorded in the general journal in this form:
[Debit]. Cash = $4000
[Credit]. Sales = $4000
Step-3. Post To General Ledger
The general journal entries are posted to the “general ledger”, which is organized by account.
All transactions for the same account are collected and summarized; for example, the account titled Sales will accumulate the total value of the sales for the period.
If posting were done daily, the Sales account in the ledger would show the total sales for each day as well as the cumulative sales for the period to date.
Posting to ledger accounts may be less frequent, perhaps at the end of each day, at the end of the week, or possibly even at the end of the month.
Step-4. Prepare An Unadjusted Trial Balance
At the end of the period, double-entry accounting requires that debits and credits recorded in the general ledger be equal. Debit and credit merely signify position—left and right, respectively.
Some accounts normally have debit balances (e.g., assets and expenses) and other accounts have credit balances (e.g., liabilities, owners’ equity, and revenues). As transactions are recorded in the general journal and subsequently posted to the ledger, all amounts recorded on the debit side of accounts (i.e., recorded on the left side must equal all amounts recorded on the credit side of accounts (i.e., recorded on the right side).
Preparing an unadjusted trial balance tests the equality of debits and credits as recorded in the general ledger. If unequal amounts of debits and credits are found in this step, the reason for the inequality is investigated and corrected before proceeding to the next step.
In addition, the unadjusted trial balance provides the balances of all the accounts that may require adjustment in the next step.
Step-5. Prepare Adjustment Entries
“Period-end adjustments” are required to bring accounts to their proper balances after considering transactions and/or events not yet recorded.
Under accrual accounting, revenue is recorded when earned and expenses when incurred. Thus, an entry may be required at the end of the period to record revenue that has been earned but not yet recorded on the books. Similarly, an adjustment may be required to record an expense that may have been incurred but not yet recorded.
Step-6. Prepare An Adjusted Trial Balance
As with an unadjusted trial balance, preparing an adjusted trial balance step tests the equality of debits and credits.
However, assets, liabilities, owners’ equity, revenues, and expenses will reflect the adjustments that have been made in the previous step. If there should be unequal amounts of debits and credits or if an account appears to be incorrect, the discrepancy or error is investigated and corrected.
Step-7. Prepare Financial Statements
Financial statements are prepared using the corrected balances from the adjusted trial balance. These are one of the primary outputs of the financial accounting system.
Step-8. Close the Accounts
Revenues and expenses are accumulated and reported by period, either a monthly, quarterly, or yearly.
To prevent their not being added to or commingled with revenues and expenses of another period, they need to be closed out—that is, given zero balances—at the end of each period.
Their net balances, which represent the income or loss for the period, are transferred into owner’s equity. Once revenue and expense accounts are closed, the only accounts that have balances are the asset, liability, and owners’ equity accounts. Their balances are carried forward to the next period.
Step-9. Prepare A Post-Closing Trial Balance
The purpose of this final step is two-fold:
- to determine that all revenue and expense accounts have been closed properly; and
- to test the equality of debit and credit balances of all the balance sheet accounts, that is, assets, liabilities and owner’s equity.
Companies must systematically process financial information and must have staffs who perform all the needed steps, in preparing financial statements on a monthly, quarterly, and/or annual basis.