1. 0 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Using the Purchases Journal The purchases journal is a special journal used to record all purchases on account. In this chapter, you will learn how accountants use purchases and cash payments journals to record the purchase of merchandise and other assets. The Purchases Journal SECTION 17.1

2. 1 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording the Purchase of Merchandise on Account After verifying an invoice, record the purchase in the purchases journal:  Enter the date in the Date column.  Enter the invoice number in the Invoice Number column.  Enter the creditor’s name in the Creditor’s Account Credited column.  Enter the total of the invoice in the Accounts Payable Credit column.  Enter the total amount of the invoice in the Purchases Debit column. The Purchases Journal SECTION 17.1

3. 2 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Journalizing Other Purchases on Account Purchases that do not occur often are recorded in the General Debit column of the purchases journal by following these steps:  Enter the date the invoice was received in the Date column.  Enter the invoice number in the Invoice Number column.  Enter the creditor’s name in the Creditor’s Account Credited column.  Enter the total of the invoice in the Accounts Payable Credit column. The Purchases Journal SECTION 17.1

4. 3 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Journalizing Other Purchases on Account  Enter the name of the general ledger account in the General Account Debited column.  Enter the total amount of the invoice in the General Debit column. The Purchases Journal SECTION 17.1

5. 4 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting from the Purchases Journal Special journals save time in recording and posting business transactions. To post to the accounts payable subsidiary ledger: 1.Enter the transaction date in the Date column of the subsidiary ledger account. 2.Enter the journal letter and number in the Posting Reference column. 3.Enter the amount owed to the creditor in the Credit column of the subsidiary ledger account. 4.Compute the new account balance by adding the amount in the Credit column to the previous balance amount. 5.Return to the purchases journal and place a check mark in the first Posting Reference column. The Purchases Journal SECTION 17.1

6. 5 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting from the Purchases Journal The Purchases Journal SECTION 17.1

7. 6 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting from the General Debit Column To post from the General Debit column of the purchases journal, follow these steps: 1.Enter the transaction date in the general ledger account Date column. 2.Record the journal letter and page number in the Posting Reference column. 3.Enter the amount recorded in the General Debit column of the purchases journal in the general ledger Debit column. 4.Compute and record the new balance in the Debit Balance column. 5.Place the general ledger account number in the General Posting Reference column of the purchases journal. The Purchases Journal SECTION 17.1

8. 7 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Totaling, Proving, and Ruling the Purchases Journal Complete the purchases journal by following these steps: 1.Draw a single rule across the three amount columns. 2.Foot each column. 3.Test for debit and credit equality. 4.Enter the date the journal is being totaled in the Date column just below the single rule. 5.On the same line, write Totals in the Creditor’s Account Credited column. The Purchases Journal SECTION 17.1

9. 8 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Totaling, Proving, and Ruling the Purchases Journal 6.Enter the three column totals in ink, below the footings. 7.Draw a double rule across the three amount columns. The Purchases Journal SECTION 17.1

10. 9 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Totaling, Proving, and Ruling the Purchases Journal The Purchases Journal SECTION 17.1

11. 10 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting the Special Column Totals to the General Ledger After the purchases journal is totaled and ruled, the totals of the Accounts Payable Credit column and the Purchases Debit column are posted to the general ledger accounts and the new balance is calculated and entered in the Balance column. Each account number is written in parentheses below the double-rule in the purchases journal. The Purchases Journal SECTION 17.1

12. 11 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting the Special Column Totals to the General Ledger The Purchases Journal SECTION 17.1

13. 12 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Using the Cash Payments Journal The cash payments journal is used to record all transactions in which cash is paid out. These transactions include  payments to creditors for items bought on account,  payments for various expenses,  payments for wages and salaries, and  cash decreases for bank service charges and bankcard fees. The Cash Payments Journal SECTION 17.2

14. 13 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Using the Cash Payments Journal The Cash Payments Journal SECTION 17.2

15. 14 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording the Cash Purchase of an Asset A transaction involving a cash purchase is recorded using the following steps:  Enter the transaction date in the Date column.  Enter the check number in the Document Number column.  Enter the name of the account debited in the Account Name column.  Enter the debit amount in the General Debit column.  Enter the credit amount in the Cash in Bank Credit column. The Cash Payments Journal SECTION 17.2

16. 15 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording a Cash Purchase of Merchandise Record merchandise purchases for resale by following these steps: 1.Enter the transaction date in the Date column. 2.Enter the check number in the Document Number column. 3.Enter the name of the account debited in the Account Name column. 4.Enter the Purchases amount in the General Debit column. 5.Enter the check amount in the Cash in Bank Credit column. The Cash Payments Journal SECTION 17.2

17. 16 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording a Cash Purchase of Merchandise The Cash Payments Journal SECTION 17.2

18. 17 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording a Payment on Account Follow these steps to record a payment on account and purchase discount: 1.Enter the transaction date in the Date column. 2.Enter the check number in the Document Number column. 3.Enter the creditor’s name in the Account Name column. 4.Enter the original purchase amount in the Accounts Payable Debit column. 5.Enter the purchase discount amount in the Purchases Discounts Credit column. 6.Enter the check amount in the Cash in Bank Credit column. The Cash Payments Journal SECTION 17.2

19. 18 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording a Payment on Account The Cash Payments Journal SECTION 17.2

20. 19 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording Other Cash Payments To record a check written to pay for shipping charges when merchandise is sent FOB shipping point, follow these steps: 1.Enter the transaction date in the Date column. 2.Enter the check number in the Document Number column. 3.Enter the name of the account debited in the Account Name column. 4.Enter Transportation In amount in the General Debit column. 5.Enter the check amount in the Cash in Bank Credit column. The Cash Payments Journal SECTION 17.2

21. 20 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. The Cash Payments Journal SECTION 17.2 Recording Other Cash Payments

22. 21 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording Payment of Payroll To record the payroll transaction, follow these steps: 1.Enter the transaction date in the Date column. 2.Enter the check number in the Document Number column. 3.Enter the name of the account debited in the Account Name column. 4.Enter the payroll amount in the General Debit column. 5.Enter the net pay in the Cash in Bank Credit column. 6.Enter the names of the accounts credited in the Account Name column and the amount of each liability in the General Credit column. The Cash Payments Journal SECTION 17.2

23. 22 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording Payment of Payroll The Cash Payments Journal SECTION 17.2

24. 23 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording Bank Service Charges Bank service charges are automatically deducted from the checking account. The charges decrease the Cash in Bank account. The Cash Payments Journal SECTION 17.2

25. 24 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Recording Bankcard Fees Bankcard fees are automatically deducted from the business’s checking account. This transaction is recorded as a decrease in cash in the cash payments journal. The Cash Payments Journal SECTION 17.2

26. 25 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting from the Cash Payments Journal To post from the Cash Payments Journal, follow these steps:  Enter the transaction date in the Date column of the subsidiary ledger account.  Enter the journal letters and page number in the Posting Reference column.  Enter the Accounts Payable Debit amount from the journal in the Debit column of the subsidiary ledger account.  Compute and enter the new balance in the Balance column. Draw a line through the Balance column if the account has a zero balance.  Enter a check mark in the Posting Reference column in the cash payments journal. The Cash Payments Journal SECTION 17.2

27. 26 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting from the General Debit Column To post from the General Debit column, follow these steps:  Enter the transaction date in the Date column of the general ledger.  Enter the journal letters and page number in the Posting Reference column.  In the Debit column, enter the amount from the General Debit column of the cash payments journal.  Compute and enter the new balance in the appropriate Balance column.  Enter the account number in the Posting Reference column of the cash payments journal. The Cash Payments Journal SECTION 17.2

28. 27 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Totaling, Proving, and Ruling the Cash Payments Journal The cash payments journal is proven the same way as other special journals. The Cash Payments Journal SECTION 17.2

29. 28 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. The Cash Payments Journal SECTION 17.2

30. 29 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Posting Column Totals to the General Ledger At the end of the month, column totals from each special account column are posted to Accounts Payable, Purchases Discounts, and Cash in Bank in the general ledger. The totals of the General Debit and Credit columns are not posted. The Cash Payments Journal SECTION 17.2

31. 30 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Proving the Accounts Payable Subsidiary Ledger A schedule of accounts payable is prepared after posting the column totals. The accounts payable subsidiary ledger is proven when the total schedule of accounts payable equals the balance of the Accounts Payable account in the general ledger. The Cash Payments Journal SECTION 17.2

32. 31 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Proving the Accounts Payable Subsidiary Ledger The Cash Payments Journal SECTION 17.2

33. 32 Glencoe Accounting Unit 4 Chapter 17 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Proving Cash Proving cash is the process of verifying that cash recorded in the accounting records matches the amount entered in the checkbook. To prove cash, follow these steps:  On the first line, enter the Cash in Bank beginning balance.  On the next line, enter the total cash received during the month.  Add the first and second lines.  Subtract the cash payments for the month.  Compare the result to the balance shown on the last check stub in the checkbook. If the balances are not equal, look for errors. The Cash Payments Journal SECTION 17.2