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117 APPENDIX E SOME FORMS THAT MAY BE USED WITH CPA-LEDGER This appendix contains some forms that might be helpful to you in your use of CPA-LEDGER. Study each form and, if required, revise and add to them to suit your particular needs. The forms can be used for either the cash or accrual basis of accounting. If you use the cash basis of accounting, however, some of the forms may not be applicable. For example, FORMS 8 and 14 record sales and purchases on account. Unless you keep separate records for accounts receivable and accounts payable, you might not wish to use these two forms. Also, as indicated in the first paragraph, your particular needs may dictate revising the forms that you do use. The forms in this appendix are designed to assist you in summarizing general ledger entries. They are NOT designed to serve as source documentation that support the entries. Examples of source documentation include sales invoices, deposit slips, cash register readings to support cash sales, paid checks, and vendors' invoices. Always reference the source documentation on the forms used to summarize your general ledger entries. Whether you use the forms in this appendix, or other ones, we recommend that you adopt a standardized method for documenting each general ledger entry that you enter in CPA-LEDGER. ALWAYS prepare supporting source documentation for each of your general ledger entries BEFORE you post your electronic books! Then, summarize the entries on forms such as are suggested in this appendix, post the entries based on the summarized data, and file the source documentation and summarizing forms for future reference. Seventeen forms are offered in the pages that follow. Data on FORM 1, FORMS 8 - 14, and FORMS 16 and 17 are used to make general ledger entries in CPA-LEDGER. (All data on FORMS 2 - 7 and 15 are summarized on FORM 1.) FORM 1 has been assigned the acronym "DCR", for DAILY CASH REPORT. Use that acronym (with an assigned number) when giving the posting reference to CPA-LEDGER. For other than FORM 1, use the form number (such as FORM 8) as the posting reference. The use of standard names for posting references will facilitate your input into CPA-LEDGER and will provide a standardized method for referring to the forms and to the supporting source documentation. 118 DAILY CASH REPORT FORM 1 DATE: __________ DCR NBR.: __________ G/L ACCT. NBR. STARTING CASH - BEGINNING OF DAY $ ___________ TODAY'S CASH COLLECTIONS: ____ FROM CASH SALES (BEFORE SALES TAX & RETURNS) ___________ ____ FROM SALES TAX ON CASH SALES ___________ FROM ACCOUNTS RECEIVABLE: FORM 2 CASH COLLECTIONS, INCLUDING CHECKS (FROM FORM 2) ___________ FORM 3 FROM OTHER CASH RECEIPTS (FROM FORMS 3 AND 15) ___________ FORM 15 TOTAL CASH TO BE ACCOUNTED FOR ................... ___________ CASH COUNT - END OF DAY ___________ ____ TODAY'S BANK DEPOSITS - ONE ___________ ____ - TWO ___________ TODAY'S CASH PAYMENTS: FORM 4 FOR MERCHANDISE PURCHASES (FROM FORM 4) ___________ FORM 5 FOR OPERATING EXPENSES (FROM FORM 5) ___________ FORM 6 FOR SALES RETURNS PAID IN CASH (FROM FORM 6) ___________ FORM 7 FOR OTHER CASH DISBURSEMENTS (FROM FORM 7) ___________ TOTAL CASH ACCOUNTED FOR ........................... ___________ ____ CASH OVER OR (SHORT) ___________ SALES TAX INFORMATION: ____ WHOLESALE $ ___________ PREPARED BY ____ CHECKED BY ____ ____ RETAIL ___________ POSTED BY ____ DATE __________ ____ EXEMPT ___________ COLLECTED ___________ ENTRY POSTED TO GENERAL LEDGER (FROM THIS FORM AND FORMS 2 - 7 and 15) G/L ACCT. DEBIT CREDIT G/L ACCT. DEBIT CREDIT NBR. NBR. _____ $ __________ $ __________ _____ $ _________ $ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ _____ __________ __________ _____ _________ __________ ____ __________ __________ _____ _________ __________ ____ __________ __________ _____ _________ __________ TOTALS $ __________ $ __________ $ _________ $ __________ 119 Use FORM 1 to (1) record summarize your daily cash receipts and disbursements, (2) account for cash, and to (3) summarize the related general ledger entry. Use the G/L ACCT. NBR. column to record the account numbers to be used in the general ledger entry. Then summarize the entry at the bottom of FORM 1. Also notice that FORM 1 is used for summarizing general ledger entries that are shown on FORMS 2 through 7 and 15. Thus, FORM 1 is a control form for facilitating recording general ledger entries that come from several sources. 120 ACCOUNTS RECEIVABLE COLLECTIONS FORM 2 DATE: ________ .......... CLIENT ........ . AMOUNT COLLECTED FOR . TOTAL ACCT. SALES FINANCE ACCOUNT CASH CASH NBR. NAME INVOICE TAX CHARGES BALANCE DISC. COLLECTED ____ ________________ _______ $_______ $_______ $_______ $_______ $_______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ ____ ________________ _______ _______ _______ _______ _______ _______ TOTALS $_______ $_______ $_______ $_______ $_______ G/L ACCT. NBR. _______ _______ _______ _______ _______ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L ACCT. NBR. DEBIT CREDIT ____ $ _________ $ _________ ____ _________ _________ ____ _________ _________ ____ _________ _________ ____ _________ _________ TOTALS $ _________ $ _________ NOTE: SEE NEXT PAGE FOR GUIDELINES ON WHEN THIS FORM IS USED FOR EITHER THE CASH BASIS OR ACCRUAL BASIS OF ACCOUNTING. 121 FORM 2 is used to record cash (including check) collections of accounts receivable. The accounting entry to record collections depends upon (1) the procedure for recognizing finance charges, (2) local sales tax requirements, and (3) whether the cash or the accrual basis of accounting is used. The illustration that follows assumes that (1) client A purchases $1,000 in merchandise on account, (2) client A is allowed a $20.00 sales discount, (3) the finance charge is 20 percent annually on the outstanding balance (excluding taxes and discounts) from the date of sale, and (4) the account is collected one month after the sale. Consult your local sales tax requirements regarding when sales tax is payable to the taxing authority. The following illustration assumes that the tax is payable when the account is collected for the cash basis of accounting and when the sale is made for the accrual basis. 1. CASH BASIS OF ACCOUNTING. A. DATE OF SALE. No entry. B. COLLECTION. Cash $ 1,046.33 Sales Discount 20.00 Sales $ 1,000.00 Finance Charge Revenue 16.33 Sales Tax Payable 50.00 2. ACCRUAL BASIS OF ACCOUNTING. A. DATE OF SALE. Accounts Receivable $ 1,050.00 Sales $ 1,000.00 Sales Tax Payable 50.00 B. COLLECTION AND ONE MONTH'S FINANCE CHARGE Cash $ 1,046.33 Sales Discount 20.00 Accounts Receivable $ 1,050.00 Finance Charge Revenue 16.33 The purpose of the entries above is to illustrate two methods for recording the transaction. Dollar amounts shown for entries 1B and 2B are taken from FORM 2. Entry 2A is taken from FORM 8. Note that the SALES TAX column is used for the cash basis of accounting but is not used for the accrual basis. This is because Sales Tax Payable is recorded in entry 2A. 122 OTHER CASH RECEIPTS FORM 3 DATE: ________ G/L ACCT. NBR. EXPLANATION OF CASH RECEIPT AMOUNT ____ _________________________________________________ $ _________ ____ _________________________________________________ _________ ____ _________________________________________________ _________ ____ _________________________________________________ _________ ____ _________________________________________________ _________ ____ _________________________________________________ _________ ____ _________________________________________________ _________ TOTAL CASH COLLECTED $ _________ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L ACCT. NBR. DEBIT CREDIT ____ $ __________ $ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ TOTALS $ __________ $ __________ NOTE: USE THIS FORM TO RECORD DAILY CASH RECEIPTS (INCLUDING CHECKS) FROM SOURCES OTHER THAN CASH SALES, COLLECTION OF ACCOUNTS RECEIVABLE, AND CASH REFUNDS ON PURCHASE RETURNS (SEE FORM 15). EXAMPLES INCLUDE COLLECTION OF A NOTE RECEIVABLE AND A CASH REFUND ON SECURITY DEPOSITS. 123 CASH PAYMENTS FOR MERCHANDISE PURCHASES FORM 4 DATE: _______ ............ VENDOR ............ . FOR ACCTS. PAY. ONLY . TOTAL ACCT. INVOICE CASH CASH NBR. NAME INVOICE AMT. PAID DISCOUNT PAID _____ _____________________ _______ $__________ $__________ $__________ _____ _____________________ _______ __________ __________ __________ _____ _____________________ _______ __________ __________ __________ _____ _____________________ _______ __________ __________ __________ _____ ____________________ _______ __________ __________ __________ _____ ____________________ _______ __________ __________ __________ _____ ____________________ _______ __________ __________ __________ _____ ____________________ _______ __________ __________ __________ TOTALS $__________ $__________ $__________ GENERAL LEDGER ACCT. NBR. __________ __________ __________ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L ACCT. NBR. DEBIT CREDIT ____ $ _________ $ __________ ____ _________ __________ ____ _________ __________ ____ _________ __________ ____ _________ __________ TOTALS $ _________ $ __________ NOTE: USE THIS FORM TO RECORD CASH (NOT CHECK) PAYMENTS FOR MERCHANDISE PURCHASES AND FOR PAYMENTS ON ACCOUNT FOR MERCHANDISE PURCHASES PREVIOUSLY RECORDED AS ACCOUNTS PAYABLE. USE FORM 9 FOR CHECK PAYMENTS FOR MERCHANDISE PURCHASES. USE FORMS 5 AND 10 FOR PURCHASES RELATED TO OPERATING EXPENSES. 124 OPERATING EXPENSES PAID IN CASH (OTHER THAN SALARIES AND WAGES) FORM 5 DATE: ________ G/L .................. VENDOR ................... ACCT. ACCT. NBR. NBR. NAME INVOICE AMOUNT ____ _____ ___________________________________ _______ $ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ ____ _____ ___________________________________ _______ __________ TOTAL CASH PAID $ __________ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L G/L ACCT. ACCT. NBR. DEBIT CREDIT NBR. DEBIT CREDIT ____ $ _________ $ __________ _____ $ __________ $ __________ ____ _________ __________ _____ __________ __________ ____ _________ __________ _____ __________ __________ ____ _________ __________ _____ __________ __________ ____ _________ __________ _____ __________ __________ TOTALS $ ________ $ __________ $ __________ $ __________ NOTE: USE THIS FORM TO RECORD CASH (NOT CHECK) PAYMENTS FOR OPERATING EXPENSES, SUCH AS POSTAGE, TRANSPORTATION, AND OFFICE SUPPLIES AND FOR CASH PAYMENTS FOR THESE ITEMS PREVIOUSLY RECORDED AS ACCOUNTS PAYABLE. RECORD CHECK PAYMENTS FOR OPERATING EXPENSES ON FORM 10. RECORD SALARIES AND WAGES DATA ON FORMS 12 AND 13. 125 SALES RETURNS PAID IN CASH OR SALES RETURNS CREDITED TO ACCOUNTS RECEIVABLE FORM 6 DATE: _______ CLIENT TOTAL ACCT. SALES ACCT. CASH CASH SALES NBR. CLIENT INVOICE REC. PAID DISCOUNT SALES TAX ____ ____________ _______ $_______ $_______ $_______ $_______ $_______ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____________ _______ _______ _______ _______ _______ _______ TOTALS $_______ $_______ $_______ $_______ $_______ G/L ACCT. NBR. _______ _______ _______ _______ _______ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L ACCT. NBR. DEBIT CREDIT ____ $ __________ $ __________ (SALES RETURNS AND ALLOWANCES - DEBIT) ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ TOTALS $ __________ $ __________ NOTE: USE THIS FORM TO RECORD (1) CASH PAYMENTS AND (2) CREDITS TO ACCOUNTS RECEIVABLE FOR MERCHANDISE WHICH WAS SOLD AND WHICH WAS SUBSEQUENTLY RETURNED BY THE CLIENT. RECORD CHECK PAYMENTS ON FORM 11. COLUMNS USED WILL DEPEND UPON THE PREVIOUS GENERAL LEDGER ENTRY. 126 The general ledger entry to record the return depends upon the entry that was made previously to record the sale . Generally, the general ledger entry should cancel (reverse) the previous entry or entries. For example, assume that this entry was made to record a sale. Accounts Receivable $1,000.00 Sales $1,000.00 If the client returns all of the merchandise, before making payment, the following entry would record the transaction. Sales Returns and Allowances $1,000.00 Accounts Receivable $1,000.00 The client's account should also be reduced by $1,000.00, or whatever amount was charged. Use the "CLIENT ACCT. NBR." column of FORM 6 to identify the client's account number. Cash, in lieu of Accounts Receivable (above), would have been credited if the client had been reimbursed $1,000.00 in cash. Also, if a sales cash discount was allowed before the merchandise was returned, the discount should be reversed. 127 OTHER CASH DISBURSEMENTS FORM 7 DATE: _______ G/L .................... VENDOR ...................... ACCT. ACCT. NBR. NBR. NAME INVOICE AMOUNT ____ ____ ________________________________________ _______ $__________ ____ ____ ________________________________________ _______ __________ ____ ____ ________________________________________ _______ __________ ____ ____ ________________________________________ _______ __________ ____ ____ ________________________________________ _______ __________ ____ ____ ________________________________________ _______ __________ ____ ____ ________________________________________ _______ __________ TOTAL CASH PAID $__________ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L G/L ACCT. ACCT. NBR. DEBIT CREDIT NBR. DEBIT CREDIT ____ $ __________ $ __________ ____ $ __________ $ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ TOTALS $ __________ $ __________ $ __________ $ __________ NOTE: EXCEPT FOR SALARIES AND WAGES, USE THIS FORM TO RECORD ALL OTHER CASH (NOT CHECK) DISBURSEMENTS NOT SHOWN FORMS 4 - 6. EXAMPLES INCLUDE ADVANCES TO EMPLOYEES AND SECURITY DEPOSITS. RECORD SALARIES AND WAGES ON FORMS 12 AND 13. RECORD OTHER DISBURSEMENTS BY CHECK ON FORM 12. 128 SALES ON ACCOUNT FORM 8 DATE: ________ ....... CLIENT ...... SALES OTHER ACCT. INVOICE SALES SALES G/L NBR. NAME NBR. AMOUNT TAX ACCT. AMOUNT ____ _______________ _______ $________ $________ ____ $________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ ____ _______________ _______ ________ ________ ____ ________ TOTALS $________ $________ $________ GENERAL LEDGER ACCT. NBR. ________ ________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L ACCT. NBR. DEBIT CREDIT ____ $ __________ $ __________ (ACCOUNTS RECEIVABLE - DEBIT) ____ __________ __________ ____ __________ __________ ____ __________ __________ (SALES - CREDIT) TOTALS $ __________ $ __________ NOTE: USE THIS FORM TO RECORD SALES ON ACCOUNT THAT ARE TO BE CONSIDERED AS ACCOUNTS RECEIVABLE. POST THE AMOUNTS TO YOUR GENERAL LEDGER IF ACCOUNTS RECEIVABLE IS INCLUDED IN YOUR CHART OF ACCOUNTS. IF A PARTIAL PAYMENT IS RECEIVED ON A SALE, AT THE TIME OF THE SALE, RECORD THE ENTIRE RECEIVABLE ON THIS FORM AND THE COLLECTION ON FORM 2. 129 CHECK PAYMENTS FOR MERCHANDISE PURCHASES FORM 9 DATE: ________ ......... VENDOR ......... . FOR ACCTS. PAY. ONLY . CHK. ACCT. INVOICE CASH CHECK NBR. NBR. NAME INVOICE AMT. PAID DISCOUNT AMOUNT ____ ____ ________________ _______ $__________ $__________ $__________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ ____ ____ ________________ _______ __________ __________ __________ TOTALS $__________ $__________ $__________ GENERAL LEDGER ACCT. NBR. __________ __________ __________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. CHK. ACCT. CHK. NBR. NBR. DEBIT CREDIT NBR. NBR. DEBIT CREDIT ____ ____ $_________ $_________ ____ ____ $________ $________ ____ ____ _________ _________ ____ ____ ________ ________ ____ ____ _________ _________ ____ ____ ________ ________ ____ ____ _________ _________ ____ ____ ________ ________ ____ ____ _________ _________ TOTALS $_________ $_________ $________ $________ NOTE: USE THIS FORM TO RECORD CHECK PAYMENTS FOR MERCHANDISE PURCHASES AND FOR CHECK PAYMENTS FOR MERCHANDISE PURCHASES PREVIOUSLY RECORDED AS ACCOUNTS PAYABLE. RECORD THE CHECK NUMBER AND THE PAYEE FOR EACH CREDIT TO A BANK ACCOUNT. USE FORM 4 FOR CASH PAYMENTS FOR MERCHANDISE PURCHASES. 130 OPERATING EXPENSES PAID BY CHECK (OTHER THAN SALARIES AND WAGES) FORM 10 DATE: ________ G/L ..................... VENDOR ................... ACCT. CHK. INVOICE ACCT. CHECK NBR. NBR. NBR. NBR. NAME AMOUNT ____ ____ _______ ____ ____________________________________ $ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ ____ ____ _______ ____ ____________________________________ __________ TOTAL $ __________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. CHK. ACCT. CHK. NBR. NBR. DEBIT CREDIT NBR. NBR. DEBIT CREDIT ____ ____ $_________ $__________ ____ ____ $__________ $__________ ____ ____ _________ __________ ____ ____ __________ __________ ____ ____ _________ __________ ____ ____ __________ __________ ____ ____ _________ __________ ____ ____ __________ __________ ____ ____ _________ __________ ____ ____ __________ __________ TOTALS $_________ $__________ $__________ $__________ NOTE: USE THIS FORM TO RECORD CHECK PAYMENTS FOR OPERATING EXPENSES, SUCH AS POSTAGE, TRANSPORTATION, AND OFFICE SUPPLIES AND FOR CHECK PAYMENTS FOR THESE ITEMS PREVIOUSLY RECORDED AS ACCOUNTS PAYABLE. RECORD THE CHECK NUMBER AND THE PAYEE FOR EACH CREDIT TO A BANK ACCOUNT. RECORD CASH PAYMENTS FOR OPERATING EXPENSES ON FORM 5. RECORD SALARIES AND WAGES DATA ON FORMS 12 AND 13. 131 SALES RETURNS PAID BY CHECK FORM 11 DATE: _______ CLIENT CHK. ACCT. SALES ACCTS. CHECK CASH SALES NBR. NBR. CLIENT INVOICE REC. AMT. DISC. SALES TAX ____ ____ ____________ _______ $_______ $_______ $_______ $_______ $_______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ ____ ____ ____________ _______ _______ _______ _______ _______ _______ TOTALS $_______ $_______ $_______ $_______ $_______ GENERAL LEDGER ACCT. NBR. _______ _______ _______ _______ _______ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. CHK. ACCT. CHK. NBR. NBR. DEBIT CREDIT NBR. NBR. DEBIT CREDIT ____ ____ $__________ $__________ (SALES RETURNS AND ALLOWANCES - DEBIT) ____ ____ __________ __________ ____ ____ $__________ $__________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ TOTALS $__________ $__________ $__________ $__________ NOTE: USE THIS FORM TO RECORD CHECK PAYMENTS FOR MERCHANDISE WHICH WAS SOLD AND WHICH WAS SUBSEQUENTLY RETURNED BY THE CLIENT. RECORD CASH PAYMENTS FOR RETURNS ON FORM 6. COLUMNS USED WILL DEPEND UPON THE PREVIOUS GENERAL LEDGER ENTRY. RECORD THE CHECK NUMBER AND THE PAYEE FOR EACH CREDIT TO A BANK ACCOUNT. 132 OTHER DISBURSEMENTS BY CHECK FORM 12 DATE: _______ G/L .................. VENDOR ................... ACCT. CHK. INVOICE ACCT. NBR. NBR. NBR. NBR. NAME AMOUNT ____ ____ _______ ____ __________________________________ $__________ ____ ____ _______ ____ __________________________________ __________ ____ ____ _______ ____ __________________________________ __________ ____ ____ _______ ____ __________________________________ __________ ____ ____ _______ ____ __________________________________ __________ ____ ____ _______ ____ __________________________________ __________ ____ ____ _______ ____ __________________________________ __________ TOTAL $__________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. CHK. ACCT. CHK. NBR. NBR. DEBIT CREDIT NBR. NBR. DEBIT CREDIT ____ ____ $__________ $__________ ____ ____ $__________ $__________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ TOTALS $__________ $__________ $__________ $__________ NOTE: USE THIS FORM TO RECORD ALL OTHER CHECK DISBURSEMENTS NOT SHOWN FORMS 9 - 11 AND 13. EXAMPLES INCLUDE ADVANCES TO EMPLOYEES AND SECURITY DEPOSITS. ALSO USE THIS FORM TO RECORD CHECK PAYMENTS TO EMPLOYEES FOR PAYROLL - SEE FORM 13. RECORD THE CHECK NUMBER AND THE PAYEE FOR EACH CREDIT TO A BANK ACCOUNT. RECORD OTHER CASH DISBURSEMENTS ON FORM 7. RECORD SALARIES AND WAGES ON FORM 13. 133 SALARIES AND WAGES FORM 13 DATE: ________ FOR PAY PERIOD ENDING:_________ G/L ACCT. NBR. AMOUNT FROM PAYROLL REGISTER FOR EMPLOYEES: REGULAR EARNINGS $__________ ____ $__________ ____ __________ ____ __________ OVERTIME EARNINGS __________ ____ __________ ____ __________ ____ __________ BONUS EARNINGS __________ ____ __________ ____ __________ ____ __________ OTHER PREMIUM PAY EARNINGS __________ ____ __________ ____ __________ ____ __________ TOTAL DEBITS ................... $__________ $__________ DEDUCTIONS: FEDERAL INCOME TAX $__________ ____ $__________ STATE INCOME TAX __________ ____ __________ LOCAL INCOME TAX __________ ____ __________ FICA TAX __________ ____ __________ U.S. SAVINGS BONDS __________ ____ __________ CHARITABLE CONTRIBUTIONS __________ ____ __________ OTHER _______________________ __________ ____ __________ _______________________ __________ ____ __________ _______________________ __________ ____ __________ TOTAL CREDITS ................. $__________ __________ FROM PAYROLL REGISTER, INDIVIDUAL TAXES ON EMPLOYERS - CREDITS: AMOUNT SUBJECT TO FICA TAX $__________ FICA TAX ____ $__________ AMOUNT SUBJECT TO UNEMPLOYMENT TAX: STATE __________ STATE UNEMPLOYMENT COMP. TAX ____ __________ FEDERAL __________ FEDERAL UNEMPLOYMENT COMP.TAX ____ __________ OTHER EMPLOYER TAXES: ____________________________ __________ AMOUNT OF TAX ____ __________ ____________________________ __________ AMOUNT OF TAX ____ __________ TOTAL EMPLOYER TAX - DEBIT .... $__________ PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ 134 Use FORM 13 to summarize information that you record on your Payroll Register. A Payroll Register is not included with CPA-LEDGER or in this User's Manual. Consult with your local CPA if you need assistance in this area. You should also know that various federal, state, and local laws and regulations require employers to keep certain data in their payroll records. Also, periodic reports of this data must be sent to the governmental agencies and remittances must be made for amounts withheld from employees and for taxes levied on the employer. You should be thoroughly familiar with these laws and regulations. If you need assistance in this area, consult with your local CPA. The amounts on FORM 13 are used to prepare the general ledger entry for payroll. Typical general ledger entries for payroll are: (For brevity, all possible accounts are not shown. Consult with your local CPA if you do not understand the general ledger entries that are required to record the payroll.) EMPLOYEES' EARNINGS: Office Salaries Expense Debit $ Sales Salaries Expense Debit $ General and Administrative Salaries Expense Debit $ Employee Federal Income Tax Payable Credit $ Employee State Income Tax Payable Credit $ Employee FICA Tax Payable Credit $ Employee Bond Deductions Payable Credit $ Salaries Payable Credit $ EMPLOYER'S PAYROLL TAXES: Payroll Tax Expense Debit $ Employer FICA Tax Payable Credit $ State Unemployment Comp. Tax Payable Credit $ Fed. Unemployment Comp. Tax Payable Credit $ Use FORM 12 to record the check payments for the various payable accounts shown above. 135 PURCHASES ON ACCOUNT FORM 14 DATE: ________ ....... VENDOR ...... PURCHASE MDSE. OTHER ACCT. INVOICE PURCHASE G/L ACCOUNTS NBR. NAME NBR. AMOUNT ACCT. AMOUNT PAYABLE ____ _______________ _______ $________ ____ $________ $________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ ____ _______________ _______ ________ ____ ________ ________ TOTALS $________ $________ $________ GENERAL LEDGER ACCT. NBR. ________ ________ ________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. ACCT. NBR. DEBIT CREDIT NBR. DEBIT CREDIT ____ $ __________ $ __________ ____ $ __________ $ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ TOTALS $ __________ $ __________ $ __________ $ __________ NOTE: USE THIS FORM TO RECORD PURCHASES ON ACCOUNT THAT ARE TO BE CONSIDERED AS ACCOUNTS PAYABLE. POST THE AMOUNTS TO YOUR GENERAL LEDGER IF ACCOUNTS PAYABLE IS INCLUDED IN YOUR CHART OF ACCOUNTS. IF A PARTIAL PAYMENT IS MADE AT THE TIME OF THE PURCHASE, RECORD THE ENTIRE PURCHASE ON THIS FORM AND THE PARTIAL PAYMENT ON EITHER FORM 4, FORM 5, FORM 9, OR FORM 10. 136 PURCHASES RETURNS FORM 15 DATE: _______ ........ VENDOR ....... OTHER ACCT. ACCT CASH CASH MDSE. G/L NBR. NAME INVOICE PAY. RECD. DISCOUNT PUR. ACCT. AMT. ____ ____________ ______ $_______ $_______ $_______ $_______ ____ $_______ ____ ____________ ______ _______ _______ _______ _______ ____ _______ ____ ____________ ______ _______ _______ _______ ______ ____ _______ ____ ____________ ______ _______ _______ _______ _______ ____ _______ ____ ____________ ______ _______ _______ _______ _______ ____ _______ ____ ____________ ______ _______ _______ _______ _______ ____ _______ ____ ____________ ______ _______ _______ _______ _______ ____ _______ TOTALS $_______ $_______ $_______ $_______ $_______ G/L ACCT. NBR. _______ _______ _______ _______ _______ RECORD THE GENERAL LEDGER ENTRY BELOW AND TRANSFER IT TO FORM 1. PREPARED BY ____ CHECKED BY ____ TRANSFERRED TO FORM 1 BY ____ G/L ACCT. NBR. DEBIT CREDIT ____ $ __________ $ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ (PURCHASE RETURNS & ALLOWANCES - CREDIT) TOTALS $ __________ $ __________ NOTE: USE THIS FORM TO RECORD PURCHASES WHICH WERE RETURNED TO THE VENDOR. COLUMNS USED WILL DEPEND UPON THE PREVIOUS GENERAL LEDGER ENTRY. 137 The general ledger entry to record the return depends upon the entry that was made previously to record the purchase . Generally, the general ledger entry should cancel (reverse) the previous entry or entries. For example, assume that this entry was made to record a purchase. Merchandise Purchases $1,000.00 Accounts Payable $1,000.00 If you return all of the merchandise, before making payment, the following entry would record the transaction. Accounts Payable $1,000.00 Purchase Returns and Allowances $1,000.00 The vendor's account should also be reduced by $1,000.00, or whatever amount was credited. Use the "VENDOR ACCT. NBR." column of FORM 15 to identify the vendor's account number. Cash, in lieu of Accounts Payable (above), would have been debited if you had received the $1,000.00. Also, if a purchase cash discount was allowed before the merchandise was returned, the discount should be reversed. 138 DEPRECIATION FOR PERIOD FROM ____________ TO _____________ FORM 16 DATE: _________ G/L PRIOR ACCT. ACCUMULATED DEPRECIATION NBR. ASSET COST DEPRECIATION THIS PERIOD ____ _____________________ $___________ $___________ $___________ ____ _____________________ ___________ ___________ ___________ ____ _____________________ ___________ ___________ ___________ ____ _____________________ ___________ ___________ ___________ ____ _____________________ ___________ ___________ ___________ ____ _____________________ ___________ ___________ ___________ ____ _____________________ ___________ ___________ ___________ TOTAL $___________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L ACCT. NBR. DEBIT CREDIT ____ $__________ $__________ ____ __________ __________ ____ __________ __________ ____ __________ __________ ____ __________ __________ TOTALS $__________ $__________ NOTE: ATTACH APPROPRIATE DEPRECIATION SCHEDULES TO THIS FORM. EACH DEPRECIATION SCHEDULE SHOULD, AT A MINIMUM, SHOW THE (1) ASSET'S COST, (2) ACCUMULATED DEPRECIATION AT THE BEGINNING OF THE PERIOD (3) BOOK VALUE AT THE BEGINNING OF THE PERIOD, (4) METHOD OF DEPRECIATION BEING USED, (5) COMPUTATION OF DEPRECIATION EXPENSE FOR THE CURRENT PERIOD, AND (6) UNDEPRECIATED ASSET BALANCE AT THE END OF THE PERIOD. 139 OTHER GENERAL LEDGER ENTRIES FORM 17 DATE: __________ G/L .... CLIENT ..... .... VENDOR ..... ACCT. CHK. INVOICE ACCT. ACCT. NBR. NBR. NBR. NBR. NAME NBR. NAME AMOUNT ____ ____ _______ ____ ________________ ____ ________________ $________ ____ ____ _______ ____ ________________ ____ ________________ ________ ____ ____ _______ ____ ________________ ____ ________________ ________ ____ ____ _______ ____ ________________ ____ ________________ ________ ____ ____ _______ ____ ________________ ____ ________________ ________ ____ ____ _______ ____ ________________ ____ ________________ ________ TOTAL $________ RECORD THE ENTRY BELOW AND POST IT TO THE GENERAL LEDGER. PREPARED BY ____ CHECKED BY ____ POSTED BY ____ DATE ________ G/L G/L ACCT. CHK. ACCT. CHK. NBR. NBR. DEBIT CREDIT NBR NBR. DEBIT CREDIT ____ ____ $__________ $__________ ____ ____ $__________ $__________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ ____ ____ __________ __________ TOTALS $__________ $__________ $__________ $__________ NOTE: USE THIS FORM TO SUMMARIZE ANY GENERAL LEDGER ENTRY NOT PROVIDED FOR BY FORMS 1 - 16. EXAMPLES INCLUDE RECORDING UNCOLLECTIBLE ACCOUNTS, RECORDING UNREALIZED LOSSES ON SHORT-TERM INVESTMENTS, RECORDING AMORTIZATION OF INTANGIBLE ASSETS, AND RECORDING RETIREMENT OF AN ASSET WHEN NO CASH IS INVOLVED IN THE TRANSACTION. RECORD THE CHECK NUMBER AND THE PAYEE FOR EACH CREDIT TO A BANK ACCOUNT.