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Internal controls are steps taken to protect assets and keep reliable records. The bank reconciliation is an important internal control. Glencoe Accounting Glencoe Accounting Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

Describe the internal controls used to protect cash. Describe the forms needed to open and use a checking account. Record information on check stubs. Prepare a check. Prepare bank deposits. Reconcile a bank statement. Journalize and post entries relating to bank service charges. Describe the uses of the electronic funds transfer system. Glencoe Accounting Glencoe Accounting Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.

Key Terms List # 1 internal controls external controls Section 11.1 Banking Procedures Key Terms List # 1 internal controls external controls checking account check depositor signature card deposit slip endorsement blank endorsement special endorsement restrictive endorsement payee drawer drawee voiding a check Glencoe Accounting

Two ways to protect cash: Protecting Cash Section 11.1 Banking Procedures Internal Controls Two ways to protect cash: External Controls internal controls Procedures within the business that are designed to protect cash and other assets and to keep reliable records. external controls Measures and procedures provided outside the business to protect cash and other assets. Glencoe Accounting

A person or business that has cash on deposit in a bank. The Checking Account Section 11.1 Banking Procedures A checking account holds cash deposits made by the depositor, whether a person or business, and allows them to write a check against the balance. checking account An account that allows a person or business to deposit cash in a bank and then write checks and make ATM withdrawals and purchases against the account balance. depositor A person or business that has cash on deposit in a bank. check A written order from a depositor telling the bank to pay a stated amount of cash to the person or business named on the check. Glencoe Accounting

Provides a record of transactions The Checking Account Section 11.1 Banking Procedures Protects cash A checking account: Provides a record of transactions Glencoe Accounting

The Checking Account The Signature Card signature card Section 11.1 Banking Procedures The Signature Card signature card A bank form containing the signature(s) of the person(s) authorized to write checks on a checking account. See page 282 Glencoe Accounting

The Checking Account The Checkbook Detachable check Check stub Section 11.1 Banking Procedures The Checkbook Detachable check Check stub Numbered in sequence See page 282 Glencoe Accounting

The Checking Account The Printed Check ABA number Identifies the bank. Section 11.1 Banking Procedures The Printed Check ABA number Identifies the bank. Speeds the handling of printed checks. See page 283 Glencoe Accounting

A bank form used to list the cash and checks to be deposited. The Checking Account Section 11.1 Banking Procedures The Deposit Slip See page 283 deposit slip A bank form used to list the cash and checks to be deposited. Glencoe Accounting

The Checking Account Completing a Deposit Section 11.1 Banking Procedures Completing a Deposit Write the date on the Date line. Indicate the total currency and coins on the Cash line. List checks separately by their ABA numbers. Add the amounts and enter the total on the Total line. Glencoe Accounting

The Checking Account Section 11.1 Banking Procedures The depositor’s endorsement is needed to deposit a check in a checking account. endorsement A check endorsement that includes only the signature or stamp of the depositor. It does not specify the new owner of the check. Glencoe Accounting

restrictive endorsement The Checking Account Section 11.1 Banking Procedures blank endorsement A check endorsement that includes only the signature or stamp of the depositor. It does not specify the new owner of the check. special endorsement A check endorsement that a transfers ownership of the check to a specific individual or business. restrictive endorsement A check endorsement that transfers ownership to a specific owner and limits how the check may be handled (for example, For Deposit Only). Glencoe Accounting

The Checking Account Recording a Deposit Section 11.1 Banking Procedures Recording a Deposit Enter the date of deposit in the Add deposits line on the check stub for the next unused check. Enter the total amount of the deposit. Add the deposit amounts to the amount on the Balance brought forward line and enter the total on the Total line. Glencoe Accounting

The Checking Account Rules for Writing a Check Complete checks in ink. Section 11.1 Banking Procedures Rules for Writing a Check Complete checks in ink. Complete the check stub before writing the check. Glencoe Accounting

Two Parts of the Check Stub The Checking Account Section 11.1 Banking Procedures Two Parts of the Check Stub The upper part containing the amount of the check, the date, the name of the payee, and the purpose of the check. The lower part containing a record of how the transaction affects the checking account. payee The person or business to whom a check is written or a note is payable. Glencoe Accounting

The Checking Account The Check Stub See page 285 Section 11.1 Banking Procedures The Check Stub See page 285 Glencoe Accounting

The bank on which the check is written. The person who signs a check. The Checking Account Section 11.1 Banking Procedures Completing the Check drawee The bank on which the check is written. Write the date the check is being issued. Enter the payee’s name on the Pay To Order Of line. Enter the amount of the check in numbers. Write the dollar amount of the check in words. The drawee requires that the check is signed by the drawer. drawer The person who signs a check. See page 285 Glencoe Accounting

The Checking Account Section 11.1 Banking Procedures Voiding a check is necessary if a mistake is made while writing a check. voiding a check Making a check unusable by writing the word Void in ink across the front of the check. Glencoe Accounting

Key Terms List # 1 internal controls external controls Section 11.1 Banking Procedures Key Terms List # 1 internal controls external controls checking account check depositor signature card deposit slip endorsement blank endorsement special endorsement restrictive endorsement payee drawer drawee voiding a check Glencoe Accounting

Key Terms List # 2 bank statement canceled check imaged check Reconciling the Bank Statement Section 11.2 Key Terms List # 2 bank statement canceled check imaged check reconciling the bank statement outstanding check outstanding deposit bank service charge stop payment order NSF check Check 21 postdated check electronic funds transfer system bankcard automated teller machine (ATM) Glencoe Accounting

Common Checkbook Errors Proving Cash Reconciling the Bank Statement Section 11.2 Comparing the Cash in Bank account balance with the checkbook is called proving cash. Common Checkbook Errors A mistake in copying the balance forward amount to the next check stub Faulty addition or subtraction Failure to record a deposit or a check Glencoe Accounting

The Bank Statement Information in a Bank Statement Reconciling the Bank Statement Section 11.2 Information in a Bank Statement The checking account balance at the beginning of the period A list of all deposits A list of all checks paid by the bank A list of any other deductions The checking account balance at the end of the period bank statement An itemized record of all the transactions in a depositor’s account over a given period, usually a month. Glencoe Accounting

The Bank Statement Reconciling the Bank Statement Section 11.2 A bank usually returns canceled checks as imaged checks with the bank statement. canceled check A check paid by the bank, deducted from the depositor’s account, and returned with the bank statement to the account holder. imaged check A copy of a canceled check; it is sent with the bank statement in place of the original canceled check. Glencoe Accounting

The Bank Statement Reconciling the Bank Statement Section 11.2 Reconciling the bank statement is also known as a bank reconciliation. reconciling the bank statement The process of determining any differences between a bank statement balance and a checkbook balance. Glencoe Accounting

The Bank Statement What are outstanding checks? Reconciling the Bank Statement Section 11.2 In banking terms, the word outstanding means “not yet received.” What are outstanding checks? outstanding check A check that has been written but has not yet been presented to the bank for payment. Glencoe Accounting

The Bank Statement What are outstanding deposits? Reconciling the Bank Statement Section 11.2 In banking terms, the word outstanding means “not yet received.” What are outstanding deposits? outstanding deposit A deposit that has been made and recorded in the checkbook but does not yet appear on the bank statement. Glencoe Accounting

Entering a Bank Service Charge on the Check Stub The Bank Statement Reconciling the Bank Statement Section 11.2 Entering a Bank Service Charge on the Check Stub bank service charge A fee the bank charges for maintaining bank records and processing bank statement items for the depositor. See page 289 Glencoe Accounting

The Bank Statement See page 290 Reconciling the Bank Statement Section 11.2 See page 290 Glencoe Accounting

Journalizing Bank Service Charges The Bank Statement Preparing Closing Entries Section 10.1 Journalizing Bank Service Charges Business Transaction On November 1, Zip received the bank statement. A bank service charge of $8 appeared on the statement. See page 291 Glencoe Accounting

The Bank Statement Recording a Stop Payment Order Reconciling the Bank Statement Section 11.2 Recording a Stop Payment Order Write Stopped Payment on the check stub for the stopped check. Add the amount of the stopped check on the next unused check stub. stop payment order A demand by the drawer, usually in writing, that the bank not honor a specific check. Glencoe Accounting

NSF stands for Not Sufficient Funds The Bank Statement Reconciling the Bank Statement Section 11.2 NSF stands for Not Sufficient Funds What is an NSF check? NSF check A check returned to the depositor by the bank because the drawer’s checking account does not have sufficient funds to cover the amount; also called dishonored check. Glencoe Accounting

Check 21 went into effect in 2004. The Bank Statement Reconciling the Bank Statement Section 11.2 Check 21 went into effect in 2004. Check 21 The Check Clearing for the 21st Century Act; it allows the conversion of a paper check to an electronic image that can be quickly processed between banks. Glencoe Accounting

The Bank Statement Reconciling the Bank Statement Section 11.2 A postdated check should not be deposited until the date that appears on the check. postdated check A check that has a future date instead of the actual date; it should not be deposited until the date on the check. Glencoe Accounting

Electronic Funds Transfer System Reconciling the Bank Statement Section 11.2 How the Electronic Funds Transfer System (EFTS) Affects Banking Direct payroll deposit electronic funds transfer system (EFTS) A system that allows banks to transfer funds among accounts quickly and accurately without the exchange of checks. Automated bill paying Bankcards used at automated teller machines (ATMs) Bank-by-phone Online banking Glencoe Accounting

Electronic Funds Transfer System Reconciling the Bank Statement Section 11.2 How the Electronic Funds Transfer System (EFTS) Affects Banking bankcard A bank-issued card honored by many businesses that can be used to withdraw cash and to make payments for goods and services at many businesses instead of writing checks; also called a debit card, ATM card, or check card. Direct payroll deposit Automated bill paying Bankcards used at automated teller machines (ATMs) Bank-by-phone Online banking Glencoe Accounting

Electronic Funds Transfer System Reconciling the Bank Statement Section 11.2 How the Electronic Funds Transfer System (EFTS) Affects Banking Direct payroll deposit automated teller machine (ATM) Computer terminal where account holders can conduct various banking activities. Automated bill paying Bankcards used at automated teller machines (ATMS) Bank-by-phone Online banking Glencoe Accounting

Question 1 You have just received your bank statement for the month. What are the steps in reconciling the bank statement to the checkbook balance? Step 1 Arrange canceled checks in numerical order; compare them with the checks listed in the checkbook stubs and place a check mark beside the amount on the bank statement and check stub; list the outstanding checks (those with no check marks) and their amounts on the bank reconciliation form. (continued) Glencoe Accounting

Question 1 You have just received your bank statement for the month. What are the steps in reconciling the bank statement to the checkbook balance? Step 2 Enter the ending balance shown on the bank statement in the proper box. (continued) Glencoe Accounting

Question 1 You have just received your bank statement for the month. What are the steps in reconciling the bank statement to the checkbook balance? Step 3 Compare the deposits listed on the bank statement to deposits in the checkbook. Enter the total of any outstanding deposits on the bank reconciliation form. Add this total to the bank statement balance and enter the sum on the form. (continued) Glencoe Accounting

Question 1 You have just received your bank statement for the month. What are the steps in reconciling the bank statement to the checkbook balance? Step 4 Subtract the total of the outstanding checks (Step 1) from the amount calculated in (Step 3). This is the adjusted bank balance. (continued) Glencoe Accounting

Question 1 You have just received your bank statement for the month. What are the steps in reconciling the bank statement to the checkbook balance? Step 5 Compare the adjusted bank balance and the checkbook balance. When they agree, the bank statement has been reconciled. Glencoe Accounting

Do the following regarding the bank statement: Question 2 Do the following regarding the bank statement: List at least two pieces of information that you can learn from the monthly bank statement. You can find out a number of important facts from the bank statement: Checks that have been cashed by the payee (cleared). Deposits that have been received by the bank. Any service fees that the bank assessed during the period. The beginning and ending balances. (continued) Glencoe Accounting

Do the following regarding the bank statement: Question 2 Do the following regarding the bank statement: List at least two reasons why it is important to reconcile the bank statement monthly. Reconciling the bank statement monthly allows you to do the following: Determine an accurate cash balance. Maintain accurate accounting records. Maintain good internal control over cash. Glencoe Accounting

Bank Reconciliation Glencoe Accounting

Bank Reconciliation A bank reconciliation is prepared periodically to explain the difference between cash reported on the bank statement and the cash balance on company’s books. When a company deposits all cash receipts and makes all cash payments (except petty cash) by check, it can use the bank statement for proving the accuracy of its cash records. This is done using a bank reconciliation, which is a report explaining any differences between the checking account balance according to the depositor’s records and the balance reported on the bank statement. P3 Glencoe Accounting

+ Collections & Interest Bank Reconciliation The balance of a checking account reported on the bank statement rarely equals the balance in the depositor’s accounting records. Cash Balance per Bank + Deposits in Transit - Outstanding Checks +/- Errors Adjusted Cash Balance Cash Balance per Book + Collections & Interest - Uncollectible items +/- Errors Adjusted Cash Balance The balance of a checking account reported on the bank statement rarely equals the balance in the depositor’s accounting records. This is usually due to information that one party has that the other does not. We must therefore prove the accuracy of both the depositor’s records and those of the bank. This means we must reconcile the two balances and explain or account for any differences in them. Among the factors causing the bank statement balance to differ from the depositor’s book balance are these: Deposits in transit Outstanding checks Additions for collections and for interest Deductions for uncollectible items for services Errors = Adjusting entries are recorded for the reconciling items on the book side of the reconciliation. P3 Glencoe Accounting

We follow nine steps in preparing the bank reconciliation. Cash Balance per Bank + Deposits in Transit - Outstanding Checks +/- Errors Adjusted Cash Balance We follow nine steps in preparing the bank reconciliation. It is helpful to refer to the bank reconciliation illustrated on this slide as we walk through steps 1 through 9. 1. Identify the bank statement balance of the Cash account (balance per bank). VideoBuster’s bank balance is $2,050. 2. Identify and list any unrecorded deposits and any bank errors understating the bank balance. Add them to the bank balance. VideoBuster’s $145 deposit placed in the bank’s night depository on October 31 is not recorded on its bank statement. 3. Identify and list any outstanding checks and any bank errors overstating the bank balance. Deduct them from the bank balance. VideoBuster’s comparison of canceled checks with its books shows two checks outstanding: No. 124 for $150 and No. 126 for $200. 4. Compute the adjusted bank balance, also called the corrected or reconciled balance. P3 Glencoe Accounting

+ Collections & Interest Bank Reconciliation We follow nine steps in preparing the bank reconciliation. Cash Balance per Book + Collections & Interest - Uncollectible items +/- Errors Adjusted Cash Balance 5. Identify the company’s book balance of the Cash account (balance per book). VideoBuster’s book balance is $1,404.58. 6. Identify and list any unrecorded credit memoranda from the bank, any interest earned, and errors understating the book balance. Add them to the book balance. VideoBuster’s bank statement includes a credit memorandum showing the bank collected a note receivable for the company on October 23. The note’s proceeds of $500 (minus a $15 collection fee) are credited to the company’s account. VideoBuster’s bank statement also shows a credit of $8.42 for interest earned on the average cash balance. There was no prior notification of this item, and it is not yet recorded. 7. Identify and list any unrecorded debit memoranda from the bank, any service charges, and errors overstating the book balance. Deduct them from the book balance. Debits on VideoBuster’s bank statement that are not yet recorded include (a) a $23 charge for check printing and (b) an NSF check for $20 plus a related $10 processing fee. (The NSF check is dated October 16 and was included in the book balance.) 8. Compute the adjusted book balance, also called corrected or reconciled balance. P3 Glencoe Accounting

We follow nine steps in preparing the bank reconciliation. Verify that the two adjusted balances from steps 4 and 8 are equal. If so, they are reconciled. If not, check for accuracy and missing data to achieve reconciliation. A bank reconciliation often identifies unrecorded items that need recording by the company. In VideoBuster’s reconciliation, the adjusted balance of $1,845 is the correct balance as of October 31. But the company’s accounting records show a $1,404.58 balance. We must prepare journal entries to adjust the book balance to the correct balance. It is important to remember that only the items reconciling the book balance require adjustment. Adjusting entries are recorded for the reconciling items on the book side of the reconciliation. P3 Glencoe Accounting

Thank you and See You On Wednesday with Chapter 12 at the Same Time, Take Care Glencoe Accounting