SS 2 Book keeping Third Term Lesson Notes
                                                                 SS 2 OMEGA TERM
                                                 BOOK –KEEPING SCHEME OF WORK
WEEK
- Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Revision
2-4 Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Trading profit and loss account
5-7Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Receipts and Payments Accounts
8-10 Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Income and Expenditure account
                                     TRADING PROFIT AND LOSS ACCOUNTS
TRADING ACCOUNT: This is the account constructed for the purpose of finding the gross profit or loss of a business at a particular period. It is a revenue account and form part of the double entry system.Â
LAYOUT OF TRADING ACCOUNT
                                Trading Account for the year ended 31st dec. 19×9
                                                                            #                                    #
Opening stock                        xx       sales                 xx
Add purchases               xx              less return inward         x       xx
Carriage inwards             x                                      ___          Â
                                                      ____                                                      Â
                                                       xxÂ
 less returns outward          x
goods withdrawn             x
                                                    ____       xx
                                                                        ____
                                                                         Xx
Less closing stock                      x
                                                                          ___
 Cost of goods sold                     xx
 Gross profit                           xx
                                                                        _____                                        ____
                                                                          Xx                                          xx
                                                                           ___                                        ____
TERMINOLOGIES:
SALES: This represents the total cash and credit sales during the period .It is credited to trading account.
RETURNS INWARDS: This is the total value of goods returned to the seller by the customers out of goods previously sold to them .This is also known as sales return and must be deducted from the total salesÂ
TURNOVER ;This is the total net sales during a period of time .This means sales less return inwards .
PURCHASES: This represents the total of the cash and credit purchases of goods for resale .It is debited to the trading account.Â
RETURNS OUTWARDS: This is the total value of goods returned to supplier out of the goods bought .It is also known as purchases returnsÂ
CARRIAGE INWARDS: Carriage inwards is the cost of transportation charged on goods purchased .Carriage inwards is the cost incurred in order to bring the goods purchased to the present location
CARRIAGE OUTWARDS; This is the cost of transportation charged on goods sold to customers .It is a selling expense and is debited to profit and loss account
COST OF GOODS SOLD: This is the total cost of goods actually sold by the organizationÂ
COST OF GOODS AVAILABLE FOR SALE: This is the addition of opening stock and purchases
STOCK OF GOODS:
- Opening stock: This represents goods available in a business at the beginning of the trading periodÂ
- Closing stock: This is the stock of goods unsold at the end of the trading period
                                                                                                                      Â
PROFIT AND LOSS ACCOUNT:This is the account constructed by a business organization to show the net profit or net loss .Expenses incurred by the organization are debited while gross profit from trading and other gains are credited.
Note: the profit is carried to the capital accountÂ
The main purpose is to arrive at the net profit after charging all the expenses from the gross profit .
                                             LAYOUT OF PROFIT AND LOSS ACCOUNT
                                                                             #                                      #
Expenses                                   Gross profit                        xx
Discount allowed                      x    discount received                     x
Telephone                             x
Lighting                                x
Legal charges                          x
General expenses                       x
Carriage outwards                       x
Postages                               x
Insurance                              x
Advertising                             x
Rent and rates                           x
Salaries & wages                        x
Commission payable                     x
Travelling expenses                      x
Sundry expenses                         x
       Net profit                           x
                                                                     _____                                    _____
                                                                       Xx                                        xx
                                                                    ____                                      ______
ADJUSTMENT IN THE PROFIT AND LOSS ACCOUNT
ACCRUALS AND PREPAYMENTS
- 1. ACCRUALS: Accruals concepts states that revenue and expenditure are recognized as they are earned or incurred and dealt with in the profit and loss account for the period to which they relate and not period they are paid and received.It can be divided into :Accrued income and Accrued expenses.
a.Accrued income: These are income which are due in respect of the current trading period but such income have not been received at the close of final account preparation.
Treatment in final account s
Cr: profit and loss account
assets in the balance sheet
                         DR             income account               CR
                                                              #                              #
Last year accrual                x    cash                      x
Profit and loss                   x   current year accrual         x
                                                          ____                            ___
                                                           Xx                              xx
                                                         ____                            ___
                                                                          Bal b/d                    x
Illustration: write up the ledger accounts of Mr Johnson as at 31st Dec. 1996 showing the transfer to the final account .He earned commission from sales for the year 31st Dec. 1996 #8500:Owing as at 31st dec. 1995 #800:Â Owing at 31st Dec. 1996 #1450
                                   Commission receivable account
                                                              #                                        #
Bal b/f                       800   cash                               8500
Profit and loss              9150   bal b/d                              1450
                                                    ______                                      ____
                                                   9950                                        9950
                                                ______                                      ______
Bal b/f                  1450
The balance of #1450 should be treated as current asset in the balance sheet
- Accrued Expenses: These are expenses ,which accrue but have not been discharged.
These could be called expenses owing or creditor for expenses e.g telephone , rates
Treatment in final accounts
Debited to profit and loss account
Current liability in the balance sheet.
                                                     Expenses accountÂ
                                                                     Â
                                                                        #                                        #
Cash paid                           x   amount owing from last yr               x
Owing during the trading yr           x   profit and loss                          x
                                                                  ____                                     ____
                                                                     X                                       x
                                                                   __                                      ____
Illustration:Write up the ledger account of Okondo as at 31st Dec.1998
General expenses paid for the year #15000
General expenses owing at 31st Dec.1997 #3000
               General expenses owing at 31st Dec.1998 #2700
                                                            #                                 #
Cash                     15000    BAL b/f                       3000
BAL c/d                    2700    profit and loss                14700
                                                    ____                                _____
                                                 17700                              17700
                                                   ____                               _____
                                                                       Bal b/d                  2700
The balance of #2700 should be treated as current liability in the balance sheet
                        Â
- PREPAYMENTS: Prepayments represents amount paid in the current period for a subsequent period. Expenses can be paid in advance and income can be received in advance. It can be referred to as prepaid or paid in advance.
- Expenses in advance: These are expenses like rent , insurance etc.which are paid in advance for subsequent period .Only the expenses for the must be charged to the profit and loss account
Treatment in final accounts
Reduction in expenses debited to profit and loss account
Current assets in the balance sheet
        DR                           Expenses account                            CR
                                                                          #                                           #
Prepaid last year                      x   prepaid next year                          x
Cash                                 x   profit and loss                            x
                                                                         __                                           ___
                                                                           X                                            x
                                                                       ___                                          ____
Bal b/d                               x
Illustration:Write up the ledger accounts of Mr Victor as at 31st Dec. 1998 .He paid insurance of #5000 for the year ended 31st DEC. 1998 ;prepaid as at 31st Dec. 1997 #740 ;prepaid as at 31st Dec. 1998 #1000
          DR                          Insurance account                               CR
                                                                         #                                              #
Prepaid last year                     740      profit and loss                       4740
 Cash                               5000  prepaid for next year                    1000
                                                                       ____-                                        _____
                                                                   5740                                            5740
                                                                  ______                                         _____
Bal b/d                           1000
The balance brought down of #1000 will be treated as current assets in the balance sheet
- Income in advance: These are income received by the organization during the current period which relates to the next trading period e.g. rent received in advance
Treatment in final account:
Decrease in income credited to the profit and lossÂ
Current liability in the balance sheet
DRÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â INCOM ACCOUNTÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â CR
                                                                        #                                            #
Profit and loss                        x   last year advance                         x
Advance for next year                 x   cash                                     x
                                                                   ____                                           ___
                                                                       X                                             x
                                                                 ____                                           ____
                                                                                      Bal b/d                                 x
Illustration: Write up the ledger account of Mr. James as at 31st Dec. 1999. He earned commission of #30000 for the year 31st Dec. 1999.Prepaid at 31st Dec.1998 #7700; paid in advance at 31st Dec. 1999 was #6830
                     DR                         Commission account                           CR
                                                                                                                                                                             Â
                                                                                        #                                        #
Profit and loss                          30870  last year advance                     7700
Advance for next year                   6830    cash                                30000
                                                                             _____                                       _____
                                                                              37700                                      37700
                                                                            ______                                       ____
                                                                                               Bal b/d                            6830
EVALUATION:Show the journal entries and the appropriate accounts to make the following adjustments that were brought to your attention on 31st march this year after you have completed the trial balance for Sunshine Bakeries .Show how items will appear on the balance sheet this date
- Motor vehicle ,#11000000 have been revalued at #8600000
- commission owed to sales representative stands at #400000.The balance on this account is currently #1800000
ASSIGNMENT:State five differences between trading account and profit and loss account
RECEIPTS AND PAYMENTS,INCOME AND EXPENDITURE ACCOUNT
Receipts and payments account:
This is a statement of cash actually received and paid during a given period , Receipts being debited and payments credited .The receipts and payments account is a summary of the cash book
FEATURES OF RECEIPTS AND PAYMENTS ACCOUNT
1.It is a real account
- Balance represent cash in hand
- Only actual receipts and payments are recordedÂ
4 Include capital and revenue items
 Â
                    DR               receipts and payments account                           CR
                                                                                #                                            #
Bal b/f                                   x    rent                                     x
Donation                                x     wages                                  x
Subscription                             x     postage                                x
Dance receipt                            x      stationery                             x
Refreshment                              x     honorarium                            x
Annual dinner                             x  meeting expenses                         x
                                                                              ___                                          ___
                                                                                Xx                                            xx
                                                                              ___                                         ____
                            Â
                                                                           Â
                             Â
                                              INCOME AND EXPENDITURE ACCOUNT
This is the account which shows the summary of revenue and running cost of a non- profit making organization.It follows the same principles as the profit and loss account of a trading concern. It is part of the double entry and income is shown on the credit side and expenditure on the debit side .
The balance represents surplus of income over expenditure and vice versa
FEATURES OF INCOME AND EXPENDITURE ACCOUNT
- Equivalent of profit and loss in a trading concern
- Balance represents surplus or deficiency
- Expenditure are debited and income credited i.e it is a nominal account.
- Adjustment for accruals and prepayments are madeÂ
- capital receipts and expenditure are not posted but only revenue items
LAYOUT OF INCOME AND EXPENDITURE ACCOUNT
                             INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST DEC.19X9
                                                                                                     #                                   #
                                                  Expenditure                             income
                                           Rent                         x         subscription               x
                                          Printing                       x      interest on investment         x
                                          Postage                       x       entrance fees                x
                                             Depreciation                 x       donation                     x
                                             Honorarium                 x       annual dinner                 x
                                               Wages                      x       letting of halls               x
                                          Stationery                     x       rent received                 x
                                          Meeting expenses             x        profit on bar                 x
                   Surplus of income over expenditure          x       interest on deposit            x
                                                                                                                         Sales of ticket               x
                                                                                                 ___                                  ____
                                                                                                 Xx                                  xx
                                                                                              ____                                  ____
                                                      Â
SIMILARITIES BETWEEN RECEIPTS AND PAYMENTS AND INCOME AND EXPENDITURE
- Both accounts follow the principles of double entry
- They are summaries of financial statements
- Both are prepared by non-profit making concern
- They are prepared to cover the same period
DIFFERENCES BETWEEN RECEIPTS AND PAYMENTS AND INCOME AND EXPENDITURE
RECEIPTS AND PAYMENTSÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â INCOME AND EXPENDITURE
- Real account                          Nominal
- Only actual cash receipt and payments   cash accruals and prepayments are
Are recorded                           included
- No record of depreciate              give effect to depreciation
- Balance represent cash or bank overdraft balance represent surplus of income or expenditure
- Another name for cash book adopted  another name for profit and loss adopted by clubs
Adopted by clubs
- Included capital and revenue items    Only revenue items are recorded
- receipts is debited and payments      expenditure is debited and income is credited
Credited.
Illustration:From the following prepare:
a.An income and expenditure for the Western club for the year ended 31st Dec. 1999
- A receipts and payments account
                                                                                                                                                  #
Subscription received for previous year                                      2000
“            “         current year                                      18000
Paid for:
Rent                                                                     5000
Transport                                                                 4000
Wages                                                                   6800
Supplies for refreshment                                                  8500
Printing and stationery                                                    3000
Repairs                                                           1200
Salaries                                                          10000
Receipts from:
Donations                                                        6000
Refreshment                                                      12500
Ticket                                                            1000
Cash in hand:
1st JAN Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â 1800
31ST Dec.                                                           2800
Subscription for current year due and unpaid                           3000
Accounts due but unpaid:Repair                                      800
                                               Salaries                                     2200
              DR                           Western club                               CR                                                               Â
INCOM AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST DEC.1999
                                                                                      #                                     #
                           EXPENDITURE                         INCOME
Rent                                    5000  subscription(18000+2000-2000+3000) 12000
Transport                                4000 donation                           6000
Wages                                  6800   refreshment                        12500
Supplies of refreshment                  8500    tickets                             1000
Printing and stationery                    3000   excess of expenditure over income    1000
Repairs    (1200+800)                    2000
Salaries   (10000+2200)                  12200
                                                                                   ___                                     ____
                                                                             41500                                      41500
                                                                             _____                                      _____
           Â
                     receipts and payments account for the year ended 31st 1999
                                                                           #                                          #
Bal b/f                            1800 rent                                  5000
Subscription (1998)                2000   transport                            4000
“           (1999)                18000 wages                               6800
Donations                        6000  supplies of refreshment                8500
Refreshment                     12500  printing and stationery                3000
Tickets                           1000  repairs                                1200
                                                                              Salaries                               10000
                                                                                  Bal c/d                              2800
                                                              _____                                        ______
                                                               41300                                       41300
                                                            _____                                          ____
                         EVALUATION: Give 5 differences between receipts and payments and income and expenditure account
ASSIGNMENT: From the following given below, make up the receipts and payments account for the Tiny Tots swimming club(TTSC) for the end of Dec this year:
Cash in hand: 1 January #245000
Receipts: subscriptions, #512000, donation, #822200 sale of swimming aids #235200 sales of refreshment #417200
Payments: Purchase of swimming aid #235200; purchase of refreshment; #280000, printing and stationery #19120 cleaning charges, #110000 cost of visits to other clubs #139600
                      Â