1. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 5-1 How are checking accounts utilized in a sole proprietorship?

2. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning How do businesses use cash? Most major payments are made by check Small cash payments for items such as postage and some supplies may be made from a cash fund kept at the place of business. Risk of error due to the frequency of cash transactions Checking account – business form ordering a bank to pay cash from a bank account Signature card kept aon filet bank 2 LESSON 5-1

3. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Depositing Cash Bank customer prepares deposit slip Vary from bank to bank but contain same basic information Checks are listed according to bank routing numbers on each check Bank customer receives a receipt Copy of slip with printed verification 3 LESSON 5-1

4. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 4 LESSON 5-1 DEPOSITING CASH page 119

5. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning DEPOSIT RECORDED ON A CHECK STUB After deposit is recorded on check stub, subtotal is calculated Cash receipts are journalized at the time cash is received, but they are deposited later No journal entry needed because it has already been recorded 5 LESSON 5-1 page 119

6. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Endorsements Endorsement – signature or stamp on the back of a check transferring ownership (must be within space indicated) Should be signed exactly as the person’s name appears on the front of the check (Pay to the order of) Ownership might be transferred multiple times 6 LESSON 5-1

7. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Blank Endorsements signature of endorser only Whomever is in possession of the check is the subsequent owner Should be used only when the person is at the bank ready to cash or deposit a check 7 LESSON 5-1 Blank Endorsement

8. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Special Endorsements endorsement in full – indicates a new owner Includes “Pay to the order of (name of new owner)” Only the new owner can cash/deposit/transfer check 8 LESSON 5-1 Special Endorsement

9. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Restrictive Endorsements Restrictive endorsement – restricts further transfer of the check Prevents unauthorized persons from cashing the check if it is lost or stolen 9 LESSON 5-1 Restrictive Endorsement

10. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Check stub Business’s record of each check written for a cash payment transaction Objective evidence To avoid forgetting to prepare a check stub, the check stub is prepared BEFORE the check is written 10 LESSON 5-1

11. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 11 LESSON 5-1 5.Write the amount of the check. 2.Write the date of the check. 3.Write to whom the check is to be paid. 4.Record the purpose of the check. 1.Write the amount of the check. 6.Calculate the new checking account balance. COMPLETED CHECK STUB page 121 1 2 3 4 5 6

12. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 12 LESSON 5-1 COMPLETED CHECK 7.Write the date. page 121 1112 10 98 7 10.Write the amount in words. 8.Write to whom the check is to be paid. 9.Write the amount in figures. 11.Write the purpose of the check. 12.Sign the check.

13. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Voided checks Banks usually refuse to accept altered checks If an error is made, a new check should be written All checks should be retained (not thrown away) to help account for all checks and make sure none have been lost or stolen Void the check that contains an error by writing “VOID” across the check and stub Voided check is journalized to avoid questions about whether or not all checks have been journalized 13 LESSON 5-1

14. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 14 LESSON 5-1 1.Record the date in the Date column. 2.Write the word VOID in the Account Title column 3.Write the check number in the Doc. No. column. 4.Place a check mark in the Post. Ref. column. 5.Place a dash in both the Debit and Credit columns. RECORDING A VOIDED CHECK page 122 1 2 3 4 5

15. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 15 LESSON 5-1 TERMS REVIEW code of conduct checking account endorsement blank endorsement special endorsement restrictive endorsement postdated check page 123

16. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 5-2 What is a bank reconciliation? Why is it an important accounting procedure?

17. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 17 LESSON 5-2 BANK STATEMENT page 124

18. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Bank Statement Bank statement - report of deposits, withdrawals, and bank balances sent to a depositer by a bank Why might a bank’s records and a customer’s records differ? 1.Service charge may not have been recorded in customer’s records 2.Outstanding deposits may be recorded in the customer’s records but not the bank’s 3.Outstanding checks may be recorded in the customer’s records but not on a bank statement 4.A customer may have made math or recording errors 18 LESSON 5-2

19. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Bank statement reconciliation Bank statement is reconciled by verifying that information on a bank statement agrees with the checkbook Reconciling immediately is an important part of cash control Reconciling the bank statement For each check listed on the bank statement, place a check mark on the corresponding check stub outstanding check = check stub with no check mark (these have been issued by the customer but not yet reported on bank statement) For each deposit on the bank statement, place a check mark on the corresponding check stub Outstanding deposits = deposits made at the bank but not yet on the bank statement Service charge – deduct service charge from the check stub 19 LESSON 5-2

20. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 20 LESSON 5-2 5.Bank Statement Balance BANK STATEMENT RECONCILIATION 1 2 3 4 5 6 7 8 9 9.Adjusted Bank Balance page 125 2.Check Stub Balance 10.Compare Adjusted Balances 1.Date 3.Service Charge 4.Adjusted Check Stub Balance 6.Outstanding Deposits 7.Subtotal 8.Outstanding Checks 10

21. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 21 LESSON 5-2 1.Write Service Charge $8.00 on the check stub under the heading “Other.” RECORDING A BANK SERVICE CHARGE ON A CHECK STUB page 126 12 3 2.Write the amount of the service charge in the amount column. 3.Calculate and record the new subtotal on the Subtotal line.

22. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 22 LESSON 5-2 1.Write the date. JOURNALIZING A BANK SERVICE CHARGE page 127 14 August 31. Received bank statement showing August bank service charge, $8.00. Memorandum No. 3. 2.Write the title of the account debited. Record the debit amount. 3.Write the title of the account credited. Record the credit amount. 4.Write the source document number in the Doc. No. column. 2 3

23. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 23 LESSON 5-2 TERM REVIEW bank statement page 128

24. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 5-3 How do you record dishonored checks and an Electronic Funds Transfer?

25. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning DISHONORED CHECKS Dishonored check – check that the bank refuses to pay Why are checks dishonored? 1.Person who wrote the check has insufficient funds to pay (illegal) 2.Check appears to be altered (also illegal!) 3.Signature of person who signed check doesn’t match signature card 4.Amounts written in figures do not match amounts written in words 5.Check is postdated 6.Person who wrote check has stopped payment on the check Dishonored checks can affect credit score of person who wrote the check 25 page 129

26. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning What happens when a check is dishonored? Sometimes the money can be collected directly from the person or business that wrote the check Often the money cannot be collected and becomes an expense to the business Additionally, banks usually charge a fee for handling dishonored checks that also become an expense of the business 26 LESSON 5-3

27. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 27 LESSON 5-3 RECORDING A DISHONORED CHECK ON A CHECK STUB 1.Write Dishonored check $105.00 on the line under the heading “Other.” page 129 12 3 2.Write the total of the dishonored check in the amount column. 3.Calculate and record the new subtotal on the Subtotal line.

28. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 28 LESSON 5-3 JOURNALIZING A DISHONORED CHECK page 130 1 4 November 29. Received notice from the bank of a dishonored check from Campus Internet Café, $70.00, plus $35.00 fee; total, $105.00. Memorandum No. 55. 2. Write the title of the account debited. Write the debit amount. 3.Write the title of the account credited. Write the amount credited. 4. Write the source document number in the Doc. No. column. 2 3 1. Write the date.

29. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Electronic Funds Transfer Computerized cash payments system that transfers funds without the use of checks, currency, or other paper documents Many businesses use EFT to pay vendors (via phone or internet) Person in charge of EFT should be given a password to safeguard cash 29 LESSON 5-3

30. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 30 LESSON 5-3 JOURNALIZING AN ELECTRONIC FUNDS TRANSFER page 131 September 2. Paid cash on account to Kelson Enterprises, $350.00, using EFT. Memorandum No. 10. 2.Write the title of the account debited. Record the amount debited. 3.Write the title of the account credited. Record the amount credited. 4. Write the source document number in the Doc. No. column. 14 2 3 1. Write the date.

31. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Debit Card Bank card that automatically deducts the amount of a purchase from the checking account of the cardholder Eliminates the need to write a check How is this different than a credit card? Businesses must record these transactions promptly and update the check stub Recorded on the check stub as “other” Debit card transactions are verified as part of the bank reconciliation process 31 LESSON 5-3

32. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 32 LESSON 5-3 JOURNALIZING A DEBIT CARD TRANSACTION page 132 September 5. Purchased supplies, $24.00, using debit card. Memorandum No. 12. 2.Write the title of the account debited. Record the amount debited. 3.Write the title of the account credited. Record the amount credited. 4.Write the source document number in the Doc. No. column. 14 2 3 1. Write the date.

33. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 33 LESSON 5-3 TERMS REVIEW dishonored check electronic funds transfer debit card page 133

34. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning LESSON 5-4 How/why do businesses use a petty cash fund?

35. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Petty Cash An amount of cash kept on hand and used for making small payments Businesses use petty cash when it is not cost/time effective to write a check What is considered a “small” payment varies among businesses Asset account 35 LESSON 5-4

36. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 36 LESSON 5-4 1.Write the date. ESTABLISHING A PETTY CASH FUND page 134 August 19. Paid cash to establish a petty cash fund, $100.00. Check No. 8. 2.Write the title of the account debited. Record the amount debited. 3.Write the title of the account credited. Record the amount credited. 4.Write the source document number in the Doc. No. column. 14 2 3

37. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Petty cash slip – form showing the purpose and amount taken from the petty cash fund (proof of payment) Number, date of payment, payee, reason, amount, account, signature Slips are kept in the petty cash box until the fund is replenished (no entries for individual petty cash payments) MAKING PAYMENTS FROM A PETTY CASH FUND WITH A PETTY CASH SLIP 37 LESSON 5-4 page 135

38. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning Replenishing Petty Cash Petty cash is replenished when the funds are low or at the end of the fiscal period (usually monthly) Before petty cash is replenished, a proof of the fund is completed by comparing the total of the slips to the amount remaining in the fund Record entry to replenish fund Debit expense accounts (slips) and credit cash (write check to replenish) 38 LESSON 5-4

39. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 39 LESSON 5-4 1.Write the date. REPLENISHING PETTY CASH page 136 14 August 31. Paid cash to replenish the petty cash fund, $30.00: miscellaneous expense, $20.00; advertising, $10.00. Check No. 12. 4.Write the source document number in the Doc. No. column. 3.Write the title of the account credited. Record the credit amount. 2.Write the title of the first account debited. Write the debit amount. Write the title of the second account. Record the debit amount. 2 3

40. CENTURY 21 ACCOUNTING © 2009 South-Western, Cengage Learning 40 LESSON 5-4 TERMS REVIEW petty cash petty cash slip page 138