Overview

Accurate transaction recording is key to good accounting. iVendNext makes it easy to manage entries. This article introduces basic accounting in iVendNext with a simple example.

What are Accounting Entries?

Accounting entries are records of financial transactions that affect the financial position of a business. In iVendNext, every transaction—whether it’s a sale, purchase, expense, or investment—is recorded as an accounting entry. These entries follow the double-entry accounting system, where every debit has a corresponding credit, ensuring that the accounting equation (Assets = Liabilities + Equity) always remains balanced.

Key Concepts in Accounting Entries

Before diving into the practical aspects, let’s understand some key accounting concepts:

1. Debit and Credit:

• Debit increases assets and expenses, while it decreases liabilities and income.

• Credit increases liabilities and income, while it decreases assets and expenses.

2. Accounts:

• Assets: Resources owned by the business (e.g., cash, inventory).

• Liabilities: Obligations the business owes (e.g., loans, payables).

• Equity: Owner’s claim on the business (e.g., capital, retained earnings).

• Income: Revenue generated from sales or services.

• Expenses: Costs incurred to generate income.

3. Double-Entry System:

• Every transaction affects at least two accounts, with one account debited and another credited.

Example: Bob's Cafe Business

To better understand accounting entries, let’s take the example of a Bob's Cafe business. We’ll walk through various transactions and see how they are recorded in iVendNext.

1. Recording Investment

Scenario: The owner, Bob, invests USD 25,000 to start the Bob's Cafe.

• Impact:

• Cash (Asset) increases by USD 25,000.

• Bob’s Capital (Equity) increases by USD 25,000.

• Accounting Entry:

• Debit: Cash Account (USD 25,000)

• Credit: Bob’s Capital Account (USD 25,000)

This entry reflects that the business has received cash, and the owner’s equity in the business has increased.

2. Purchasing Equipment and Raw Materials

Scenario: Bob buys equipment (stove, coffee pot, cups) for USD 2,800 and raw materials (coffee, sugar, milk) for USD 2,200. He pays USD 2,000 upfront and owes USD 3,000 to the supplier, Super Bazaar.

• Impact:

• Equipment (Fixed Asset) increases by USD 2,800.

• Stock in Hand (Current Asset) increases by USD 2,200.

• Cash (Asset) decreases by USD 2,000.

• Super Bazaar (Liability) increases by USD 3,000.

• Accounting Entry:

• Debit: Equipment Account (USD 2,800)

• Debit: Stock in Hand Account (USD 2,200)

• Credit: Cash Account (USD 2,000)

• Credit: Super Bazaar Account (USD 3,000)

This entry records the purchase of assets and the liability created for the unpaid amount.

3. Recording Sales

Scenario: On the first day, the Bob's Cafe sells 325 cups of Coffee, generating USD 1,625 in sales.

• Impact:

• Cash (Asset) increased by USD 1,625.

• Sales of Coffee (Income) increased by USD 1,625.

• Accounting Entry:

• Debit: Cash Account (USD 1,625)

• Credit: Sales of Coffee Account (USD 1,625)

This entry reflects the income generated from sales.

4. Recording Cost of Goods Sold

Scenario: The cost of making 325 cups of Coffee is USD 800.

• Impact:

• Stock in Hand (Asset) decreases by USD 800.

• Cost of Goods Sold (Expense) increases by USD 800.

• Accounting Entry:

• Debit: Cost of Goods Sold Account (USD 800)

• Credit: Stock in Hand Account (USD 800)

This entry records the expense incurred to generate the sales.

5. Recording Expenses

Scenario: At the end of the month, the Bob's Cafe pays rent (USD 5,000) and employee salary (USD 8,000).

• Impact:

• Cash (Asset) decreases by USD 13,000.

• Rent Expense (Expense) increases by USD 5,000.

• Salary Expense (Expense) increases by USD 8,000.

• Accounting Entry:

• Debit: Rent Expense Account (USD 5,000)

• Debit: Salary Expense Account (USD 8,000)

• Credit: Cash Account (USD 13,000)

This entry records the expenses incurred during the month.

6. Booking Profit

Scenario: After a month, the Bob's Cafe has generated a profit of USD 20,000.

• Impact:

• Profit or Loss Account (Equity) increases by USD 20,000.

• Capital Account (Equity) increases by USD 20,000.

• Accounting Entry:

• Debit: Profit or Loss Account (USD 20,000)

• Credit: Capital Account (USD 20,000)

This entry transfers the profit to the owner’s capital account, balancing the financial statements.

Important Points To Remember

Some of the key points to remember are:

Double-Entry System: 

Every transaction affects at least two accounts.

Debit and Credit: 

Understand how they impact different types of accounts.

Practical Example: 

Use real-life scenarios like the Bob's Cafe to understand accounting entries.