Basic Accounting Concepts - what am I missing?
Robert Plantz
rgplantz at gmail.com
Mon Jan 3 11:41:09 EST 2011
Michael,
Thank you VERY much for your explanation about not using subtraction.
You have answered many accounting puzzles I have encountered over the
years. For example, many years ago I had an argument with a contractor
doing a remodel for me. His billing charged me twice for a change I
requested. I, being an engineer, found the mathematical error. He, being
a business person, took an accounting 101 class at the local community
college the next semester.
I shall look for a good accounting 101 book.
--Bob
On 1/3/2011 5:44 AM, Mike or Penny Novack wrote:
> This is really going to be easier if we start from the basics (and the
> way this is usually taught). I believe a good deal of the trouble
> people are having in seeing how this works is not understanding that
> the balances of some sorts of ledger accounts are intrinsicly the
> opposite sign of other -- the usual state of their balances. Debits
> and credits.
>
> Forget subtraction. The whole point is that the early accountants
> decided that it would be less error prone if records were kept so that
> the ONLY arithmetic operation was addition. That would eliminate the
> possibility of an error from adding when one should have subtracted or
> vice versa. Also keep in mind that there were other important
> considerations. There was no automated mechanism for maintaining a
> running balance, no automated report generators, and errors could
> always be made in entering or copying numbers (so you would want a way
> of noting "up to this point no errors" so searching for an error
> didn't have to start from the beginning of the books each time).
>
> That's why the fundamental equation is conventionally addressed as:
> Assets = Liabilities + Equity
> Which since income and expense accounts are temporary accounts of
> fundamental type equity (delaying their affect on equity so their
> totals can be seen)
> Assets = Liabilities + Equity + (Income - Expenses)
>
> NOT strictly speaking algebra. In terms of algebra might be seen as
> Assets + Liabilities + Equity + Income + Expenses = 0
> (Assets and Expenses normally have debit balances; Liabilities,
> Equity, and Income credit balances -- the net sum of the books is
> always zero if they are in balance)
>
> What "double entry" means is that EVERY transaction you enter will
> change debits and credits by the same amount (and thus add nothing to
> the net sum of the books; if in balance before the transaction still
> in balance afterwards.
>
> Accounts never have a negative balance which means no need to keep
> track of sign or the risk of error from losing a sign. Instead the
> balance would be on the opposite side (debit or credit) from where you
> would ordinarily expect it to be.
>
> Does this make more sense now? The system was designed to make errors
> less likely and easier to find when they did occur.
>
> The usual way this is taught is by "T diagrams" for the accounts. I
> seriously suggest that if you don't know standard
> accounting/bookkeeping you get a text teaching "accounting 101" as
> this will show these to you and make clear what is going on. Some of
> the questions we have here are of the nature "how do I use GnuCash to
> do thus and so?" (which I understand how to do in some other
> application or pen and paper) and others are more along the lines of
> "how do I do thus and so?" (at the level where you would have the SAME
> question doing it pen and paper; not really a Gnucash question even
> though asked in the context of Gnucash).
>
> Michael
>
>
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