Part I The QuickBooks System in .NET

Writer European Article Number 13 in .NET Part I The QuickBooks System
66 Part I The QuickBooks System
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1. Go to the Reports menu and select Company & Financial. 2. Select Net Worth Graph from the Reports submenu. The window shown in Figure 4-8 appears.
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Figure 4-8: Comparative net worth data for three months for Larry s Landscaping.
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To select the period that you want to use for comparison, click the Dates button and use the Graph Dates drop-down menu to make your selection.
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Journal Entries and T Accounts
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A journal is a chronological record of each transaction that occurs in a business; it is the original point of entry into the accounting system because it is the rst point at which the transaction is recorded. In traditional accounting systems, the journal had two columns one for debits and one for credits. Entries were made to indicate which accounts were debited and which were credited. A sample entry in a traditional journal might have appeared as follows:
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Date 2/1/98
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Account Title
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Debit $1,000
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Credit $1,000
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Of ce Expense Rent Payable (To record rent expense for the month of February)
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4 Accounting Basics for QuickBooks Companies
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In QuickBooks, the original point of entry for a transaction is not the traditional two-column journal. Rather, entries are recorded as checks and invoices. QuickBooks has a special General Journal Form for transactions that are not conveniently entered on the standard forms, such as the sale of a depreciated asset (see Figure 4-9). If you make adjustments directly to asset or liability account registers, QuickBooks labels them as GENJRNL.
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General Journal entries are discussed more speci cally in 28.
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The traditional terms debits, credits, and T accounts have only marginal relevance to the QuickBooks user. T account refers to a two-column journal format. The debit side of the T account is the left side. The credit side is the right side. Every transaction must be recorded in two parts, a debit and a credit, so there is a corresponding and offsetting increase or decrease in two different accounts for every transaction entered. For example, a cash payment results in an increase in the cash account and a decrease in accounts receivable. Debit refers to the process of increasing an expense or asset or decreasing a liability equity or revenue account by making an entry in the left column of the T account format. A credit, which is an entry in the right column of the T account, increases liabilities, revenues, and equity. Credits also decrease assets and expenses. These rules are summarized in Table 4-1. This system of recording transactions by using offsetting entries and a two-column format showing debits and credits is traditionally known as double-entry bookkeeping. QuickBooks automatically debits and credits the appropriate accounts when you enter a transaction, freeing you from the need to understand debits and credits.
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Table 4-1 Rules of Debits and Credits
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Debits Increase: Expense Accounts Asset Accounts: Revenue Accounts Decrease: Liability Accounts Equity Accounts Revenue Accounts Credits Increase: Liability Accounts Equity Account Decrease: Expense Accounts Asset Accounts
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68 Part I The QuickBooks System
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Minding Your Business
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Some terminology has been made obsolete by QuickBooks. The ledger is used in traditional accounting systems, but it does not have a lot of relevance to the QuickBooks system. You won t nd this term in its Glossary or Help Index, but it is a commonly used term, so it bears a mention and an explanation of its absence. A ledger was used to summarize the transactions recorded in a journal and to update the balance in each individual account affected by the transactions for a period of time, for example, weekly or monthly. Because QuickBooks instantly updates each affected account balance at the time that a transaction is entered, no ledger is necessary.
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Figure 4-9: How an entry to re ect the purchase of a xed asset might appear in the register.
Cash versus Accrual Accounting
There are two methods for calculating the account balances shown on nancial statements and reports. The two methods are the cash basis and the accrual basis. In the cash basis of accounting, revenue is recorded only when cash is received; expenses are recorded only when cash is paid.