Preparing Financial Statements

Preparing Financial Statements for a Sole Proprietorship

Stages of Accounting

The accounting process generally follows these stages:

1. Cash Book: Recording all cash inflows and outflows.
2. Journal: Recording daily business transactions in chronological order. This is the book of original entry.
3. Ledger: Posting journal entries into individual accounts for assets, liabilities, equity, revenue, and expenses.
4. Trial Balance: A summary of all ledger account balances, used to check the mathematical accuracy of postings.
5. Trading Account: Used to calculate the Gross Profit or Gross Loss.
6. Profit & Loss Account: Used to calculate the Net Profit or Net Loss.
7. Balance Sheet: A snapshot of the business's assets, liabilities, and equity at a specific point in time.

These stages fall under Double Entry Book Keeping and finally, result into Final Accounts which are Trading Account, Profit & Loss Account, and Balance Sheet.

Types of Accounts and Double Entry Rules

Before delving into the financial statements, it's essential to understand the three types of accounts and their rules of debit and credit:

1. Personal Accounts: Relate to individuals, firms, or institutions.
   • Rule: Debit the receiver and credit the giver.
   • Examples: Customers, suppliers, capital, drawings.
2. Real Accounts: Relate to assets.
   • Rule: Debit what comes in and credit what goes out.
   • Examples: Cash, equipment, furniture.
3. Nominal Accounts: Relate to revenues, expenses, gains and losses.
   • Rule: Debit expenses and losses and credit incomes and gains.
   • Examples: Sales, salaries, rent, interest, dividends.

Stages of Double Entry System

The double-entry system follows these steps:

1. Recording: Transactions are recorded in the journal (or subsidiary books) as they occur. These are the books of original entry.
2. Posting: Journal entries are transferred to the relevant ledger accounts.
3. Closing and Balancing: Accounts are closed at the end of an accounting period, their balances are calculated, and a Trial Balance is prepared.
4. Final Account Preparation: The Trading, Profit & Loss Accounts, and Balance Sheet are prepared.

1. Trading Account

• Purpose: To determine the Gross Profit (or Gross Loss) from the core trading activities of a business.
• Period: Generally prepared for a specific accounting period (e.g., a year, quarter, or month).
• Focus: Primarily on the revenue from sales and the direct costs associated with those sales.

Key Concepts in Trading Account

• Direct Expenses: Costs directly related to the production or purchase of goods for resale. These expenses occur before the point of sale.
  • Examples: Purchases, transportation, direct wages, packing charges, and cost of conversion.
• Gross Profit: Revenue from sales minus the direct costs (cost of goods sold). Calculated as: Sales - Cost of Goods Sold
• Gross Loss: Occurs when cost of goods sold is more than sales revenue.
• Cost of Goods Sold: Opening Stock + Purchases - Purchase Returns + Direct Expenses – Closing Stock

Format of Trading Account

Trading Account for the year ended [Date]

Particulars	Amount	Particulars	Amount
To Opening Stock	XXX	By Sales	XXX
To Purchases	XXX	Less: Returns	XXX
Less: Purchase Returns	(XXX)	(Net Sales)	XXX
To Direct Expenses	XXX	By Closing Stock	XXX
To Gross Profit c/d	XXX	By Gross Loss c/d	XXX
Total	XXXX	Total	XXXX

• Gross profit c/d: If the credit side total (revenue) is greater than the debit side total (cost), we have Gross Profit.
• Gross Loss c/d: If the debit side total (cost) is greater than the credit side total (revenue), we have Gross Loss.
  • Note: The total of both sides must be same.
• Opening Stock: Value of stock at the beginning of the accounting period.
• Closing Stock: Value of stock at the end of the accounting period.

2. Profit & Loss Account

• Purpose: To determine the Net Profit (or Net Loss) of a business after considering all incomes and expenses.
• Period: Generally prepared for a specific accounting period.
• Focus: On all the incomes and expenses, both direct and indirect (operating and non operating).

Key Concepts in Profit and Loss Account

• Net Profit: Gross Profit + Non Trading Incomes - Non Trading Expenses.
• Net Loss: Gross Loss + Non Trading Expenses - Non Trading Incomes
• Operating Expenses: Indirect expenses incurred to operate a business
  • Examples: Salaries, rent, electricity, postage, legal charges, audit fees, insurance, advertisement, bad debts.
• Non-Operating Incomes: Incomes which are not core of the business operation
  • Examples: Rent received, Interest received, discount received, commission received, dividend received.
• Financial Expenses: Expenses related to financial operation.
  • Examples: Interest paid, discount allowed.

Format of Profit & Loss Account

Profit & Loss Account for the year ended [Date]

Particulars	Amount	Particulars	Amount
To Gross Loss b/d	XXX	By Gross Profit b/d	XXX
Operating Expenses		Other Revenues
To Salary	XXX	By Rent Received	XXX
To Rent	XXX	By Interest Received	XXX
To Electricity	XXX	By Discount Received	XXX
To Postage and Telegrams	XXX	By Commission Received	XXX
To Legal Charges	XXX	By Dividend Received	XXX
To Insurance Premium	XXX	By Miscellaneous Income	XXX
To Audit Fees	XXX
Selling & Distribution Expenses
To Advertisement	XXX
To Salesmen Salary/TA	XXX
To Godown rent	XXX
To Carriage Outwards	XXX
Financial Expenses
To Interest Paid	XXX
To Discount Given	XXX
To Net Profit trans to Capital	XXX	By Net loss trans to capital	XXX
account
Total	XXXX	Total	XXXX

• Net profit/loss trans to Capital Account: Is the net profit or net loss made in the business which is to be transferred to Capital account in the Balance sheet.

3. Balance Sheet

• Purpose: To provide a snapshot of a company's assets, liabilities, and equity at a specific point in time. This shows the financial position of the business.
• Format: It's a statement, not an account, that shows the equality between assets and the sum of liabilities and equity (Capital).
• Basic Equation: Assets = Liabilities + Capital (Owner's Equity)

Key Concepts in Balance Sheet

• Assets: Resources owned by the business, which have future economic value.
  • Fixed Assets: Long-term assets (like land, buildings, and machinery).
    • Intangible Assets: Non-physical assets (like goodwill, patents, and copyright).
  • Current Assets: Short-term assets (like cash, debtors, bills receivable, and inventory).
• Liabilities: Obligations of the business to others (creditors), that the business needs to pay.
  • Fixed Liabilities: Long-term obligations (like term loans).
  • Current Liabilities: Short-term obligations (like sundry creditors, bills payable, bank overdraft).
• Capital: Owner's investment in the business and accumulated profits and losses.

Format of Balance Sheet

Balance Sheet of [Name of Business] as on [Date]

Liabilities	Amount	Assets	Amount
Fixed Liabilities		Fixed Assets
Capital	XXX	Land	XXX
Add: Net Profit	XXX	Building	XXX
Add: Additional Capital	XXX	Less: Depreciation	XXX
Less: Drawings	XXX	Machinery	XXX
Less: Net Loss	XXX	Less: Depreciation	XXX
Term Loan from banks	XXX	Vehicles	XXX
Other Long Term Borrowings	XXX	Less: Depreciation	XXX
Current Liabilities		Furniture	XXX
Sundry Creditors	XXX	Less: Depreciation	XXX
Bills Payable	XXX	Intangible Assets
Bank Overdraft	XXX	Goodwill	XXX
Outstanding Expenses	XXX	Patents	XXX
Advances Received	XXX	Copyright, etc.	XXX
		Current Assets
		Cash on hand	XXX
		Cash at bank	XXX
		Sundry Debtors	XXX
		Bills Receivables	XXX
		Closing Stock	XXX
		Prepaid Expenses	XXX
Total	XXXX	Total	XXXX

FULL FLEDGE QUESTION WITH ADJUSTMENT