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Book keeping and accounting are both essential business functions required for all businesses. Improper book keeping can not only leave your office in a disorganized mess, it can leave your business subject to fines and penalties if the governmental department audits your records. While it is up to you whether you perform your own book keeping or hire it done, proper book keeping techniques are essential to the financial well-being of your business. Proper book keeping technique allows you to track the success of your business and make informed decisions regarding your profitability. Regularly updating your books allows you to see areas of your operation that are not producing as you would like. With this knowledge, you can adjust your business's structure to compensate for the deficit produced by the area or reline your business to eliminate the area. If you keep your books properly, you can complete the reports with minimal disruption to your operation. Proper book keeping can lessen the stress caused by an audit because you are able to assemble the information required to prove the information on your reports and returns quickly. If your records are disorganized, you must take the time to compile the information necessary to complete required reports. Proper book keeping allows you to spread out the time required to maintain your books instead of having to lose the time in one large block. Proper book keeping also enables you to bill your clients or customers on time and pay your bills by their due dates. Keeping your books properly enables you to know at a glance that you can pay your bills and employees. Knowing how much money you have at any given time can make running your business less stressful than if you are constantly worrying about whether you can pay your expenses. While reconciling your statements monthly might be stressful if doing so shows that you cannot afford a necessary expense, it is less stressful than paying for the expense and receiving an overdraft.
Book keeping is responsible for the recording of financial transactions. Accounting is responsible for interpreting, classifying, analyzing, reporting and summarizing financial data. The biggest difference between accounting and book keeping is that accounting involves interpreting and analyzing data and book keeping does not. The accounting process involves recording, interpreting, classifying, analyzing, reporting and summarizing financial data. Recording financial transactions is the first part of and the foundation of the accounting process. Book keeping involves the process of recording, analyzing and interpreting the financial transactions of a business or individual. Bookkeepers handle the recording part of the accounting process. Accountants handle all parts of the accounting process. The discipline of book keeping accounts for a large proportion of the accounting process. Book keeping is the process of recording daily transactions in a consistent way and is a key component to building a strong business foundation. Book keeping is comprised of: Recording financial transactions; Posting debits and credits; Producing invoices; Maintaining and balancing subsidiaries, general ledgers, and historical accounts; Completing payroll. A bookkeeper’s duty is to set up financial statements so that an accountant can easily perform legal and tax management in a timely manner. A skilled and compliant bookkeeper should be able to produce financial records that give business accurate information about its financial activities. These records are critical to the future success of any business. Not only are these records necessary for the business, they are also required by law. Records must be kept that are accurate and true for a period that the documents were prepared, obtained or the transaction completed, whichever occurs the latest. Maintaining a general ledger is one of the main components of book keeping. The general ledger is a basic document where a bookkeeper records the amounts from sale and expense receipts. This is referred to as posting and the more sales that are completed; the more often the ledger is posted. A ledger can be created with specialized software, a computer spreadsheet, or simply a lined sheet of paper. The complexity of a book keeping system often depends on the size of the business and the number of transactions that are completed daily, weekly, and monthly. All sales and purchases made by your business need to be recorded in the ledger and certain items need supporting documents.
Accountants and bookkeepers used the following systems to calculate company books and present financial statements in accordance with federal regulations. The first two main systems given below still exist in today’s digital era, but it’s much easier to perform book keeping tasks for your company on the computer than by hand. Many business owners opt to do their own book keeping or outsource the duty to off-site accounting professionals. 1) Single-Entry System: The single entry book keeping system is the most simple and uncomplicated system of accounting since all the transactions is entered into a single column. The system is very similar to the way a checkbook register is maintained since the columns are usually for date, description and amount. The single-entry book keeping system is used for businesses that have minimal or uncomplicated transactions. This system records cash sales and business expenses that are paid when incurred. This system is not traditionally used for businesses that have accounts receivable, accounts payable or many capital transactions. Book keeping entries under this system don’t match transactions to corresponding accounts, which can make tracing revenues and expenses more difficult. In essence, the single-entry system consists of a cash sales journal, a cash disbursements journal and your bank statements. An entry is made to the sales journal when revenue is received, and an entry is made to the disbursement journal when an expense is paid. Your journal entries should reconcile with your bank account transactions. Advantages of this single entry book keeping system are that it is best used for small businesses; More columns can be additionally added for different types of revenue and expenses. Disadvantages of the single entry book keeping system include: Detailed financial information cannot be included in the spreadsheet; Exact financial position cannot be calculated; Mistakes and errors can be identified only through bank statement reconciliation; There is no link between the balance sheet and income; Liability and asset accounts, such as inventory, accounts receivable and accounts payable, cannot be tracked; Individual values are left out since only the difference between the expenses and revenues are calculated. 2) Double-Entry System: The double entry book keeping system serves as a boon for large businesses that have lots of assets, thousands of transactions and various external suppliers of capital. In this system, two entries are made for each transaction, one in a debit account and another in a credit account. The columns are categorized as date, account, debit and credit. Therefore, for each debit entry, an equal and opposite credit entry is duly entered. Thus when the accounts are totaled, the sum of all debits must be equal to the sum of all credits. Double-entry book keeping systems are used for businesses that routinely have more complex transactions. Companies that collect income through accounts receivable and receive merchandise and inventory on credit are better-suited for this method. This system posts single transactions as an income or expense item, then creates a second entry to trace the transaction to a corresponding account. For example, if you receive income from a customer, the revenue is posted as income and also traced to the customer’s account. In the event you are audited or need to know where income and expense payments generated, you’ll have a paper trail to find the information quickly. This system uses debits and credits, which is the accountant’s language of increases and decreases to each account affected by your transactions. Advantages of the double entry book keeping system include: Mistakes and errors can be easily detected; Financial statements can be prepared directly from the accounts; Statements of profit and loss can be accurately calculated; Assets and liabilities can be included; Extremely appropriate for large organizations. 3) Online Book keeping: The online book keeping system provides the customer with the option of storing their business documents, source documents and data in a web based application. This is done so as to enable the offshore provider’s bookkeepers to remotely access these documents and update the accounts as and when is needed. This is accomplished through a software based program, namely, SQL Ledger and QuickBooks. Advantages of online book keeping include: Accessing your accounts is easy and can be done anywhere and anyplace; Online book keeping services come with high standards of security; Accounts can be updated as often as required; Up to 50% of cost saving as compared to your present bookkeeper; Huge savings on time, effort and resources; Latest software and infrastructure is used in online book keeping.
Do note that these above information given in the above three paragraphs are provided only as a guideline. However even with the information given in the above three paragraphs, it is not possible for most people to do good book keeping like how our experts do. This is why you need the help of our company. So why wait? Read below for more details.
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