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Understand a Bookkeeping for Effective Financial Management

Understand the Bookkeeping for Effective Financial Management

What is Bookkeeping?

Bookkeeping is a process of recording and organizing all the business transactions that have occurred in the course of the business.  Bookkeeping is an integral part of accounting and largely focuses on recording day-to-day financial transaction of the business.

All the financial transactions such as sales earned revenue, payment of taxes, earned interest, payroll and other operational expenses, loans investments etc. are recorded in books of accounts.

The way the bookkeeping is managed determines the accuracy of the overall accounting process that is been followed by the business. Thus, bookkeeping ensures that the record of financial transactions are up-to-date and more importantly, accurate

Why Bookkeeping is important for all business?

Just like to prepare a report, you need a source of data, bookkeeping is a source that gets summarized into the financial statements or any other accounting report that you see. With bookkeeping tracks and records all the financial transactions, it becomes the starting point of accounting. No bookkeeping = No accounting.

Thus, it becomes important for businesses, small or big to have bookkeeping in place.

 

The following are the importance of bookkeeping:

  • Bookkeeping helps to keep track of receipts, payments. Sales, purchases and record of every other transaction made from the business.
  • It helps to summarize the income, expenditure and other ledger records periodically.
  • It provides information to create financial reports which tells us specific information about the business as how much profits the business has made or how much the business is worth at a specific point of time.

Tasks and examples of the Bookkeeping system

With the definition of bookkeeping, it’s clear that the bookkeeping task involves all that is required to track, record and organize all the financial transaction that has occurred in the business.

The person is responsible for managing bookkeeping usually entrusted with the responsibility of tracking all the transaction related to business. The following are the bookkeeping tasks examples:

  • Billing for goods sold or services provided to clients.
  • Recording receipts from customers.
  • Verifying and recording invoices from suppliers.
  • Recording payment made to suppliers and so on…

 Are accounting and bookkeeping different? Read ‘Bookkeeping and Accounting’

Bookkeeping  period

The accounting period that a business entity chooses for its business becomes part of its bookkeeping system and is used to open and close the financial books. The accounting period affects all aspects of the company’s finances, including taxes and analysis of your financial history.

In most of the countries, the accounting period is the financial year which starts from 1st April and ends on 31st March of every year. In some countries like the Middle East (UAE, Saudi, Bahrain etc) the calendar year is used as an accounting period i.e. 1st January to 31st December.

Types of Bookkeeping

Business entities choose from two types of bookkeeping systems, although some entities use a combination of both.

The single-entry system of bookkeeping requires recording one entry for each financial activity or transaction. The single-entry bookkeeping system is a basic system that a company might use to record daily receipts or generate a daily or weekly report of cash flow.

The double-entry system of bookkeeping requires a double entry for each financial transaction. The double entry system provides checks and balances by recording corresponding credit entry for each debit entry. The double-entry system of bookkeeping is not cash-based. Transactions are entered when a debt is incurred or revenue is earned.

Read ‘Types and Methods of Bookkeeping System’ to know more.

Method of Bookkeeping

The cash-based system of accounting records financial transactions when payment is made or received. This system recognizes revenue or income in the accounting period in which it is received and expenses in the period in which they are paid.

The accrual basis method, which is favoured under the generally accepted principals of accounting, record income in the accounting period in which it is earned and records expenses in the period incurred.

Principles of Bookkeeping

To ensure the all the transactions are recorded and organized systematically, bookkeeping principles are applied. The following are the bookkeeping principle

  • Revenue principle
  • Expense principle
  • Matching principle
  • Cost principle
  • Objectivity principle

Read ‘Principles of Bookkeeping’ to know more.

How to record entries in Bookkeeping

Entries in bookkeeping are recorded in the archaic method of journal entry. Here, the respective individual or accountant manually enters the account numbers and performs individual action of debits and credits for each transaction. This approach is time-consuming and subject to error, and so is usually reserved for adjustments and special entries.

Posting entries and documentation

All Financial transactions undertaken by a business entity are posted in ledgers using the information from receipts and other documentation. Ledgers summarize the transactions recorded.  Most bookkeeping software automates the posting of transaction details to respective ledgers and reports.

Most entities post financial transactions daily, while others post in batches or outsource the posting activity to accounting professionals. Posting entries regularly helps in generating on-time financial statements or reports.

Financial transactions documentation is an important element of a company’s bookkeeping system. It requires maintaining files of receipts and other documents. The duration period for maintaining documentation records depends on your company policy and legal or tax requirements.

Influence of Bookkeeping on the chart of accounts

A business entity can create more comprehensive bookkeeping system when it includes accounts for each area of financial transactions. Financial accounts are grouped or categorized based on the nature of accounts or impact on the financial statements. This usually includes balance sheet accounts and income statement accounts.

Balance sheet accounts are assets, liabilities, and stockholder or owner equity. Income statement accounts are operating and non – operating revenues, expenses, gains and losses.

 

Understanding Cost Accounting: Definitions, Types, and Real-World Examples

 

Frequently asked questions

What exactly does a bookkeeper do?

A bookkeeper is primarily responsible to record and track a company’s financial transactions which include, purchases, sales and expenses. These transactions are first recorded as general ledger, which are later used while preparing a balance sheet.

What is the difference between Accounting and Bookkeeping?

Accounting is a broad subject. It calls for a greater understanding of records obtained from bookkeeping and an ability to analyze and interpret the information provided by bookkeeping records.

Bookkeeping is the recording phase while accounting is concerned with the summarizing phase of an accounting system. Bookkeeping provides necessary data for accounting and accounting starts where bookkeeping ends.

Take a look at the difference between Bookkeeping and Accounting

Is it hard to be a Bookkeeper?

No. Bookkeeping is a rather simple and straight forward process which can be easily learnt while you’re on-the-job. 

What are the 2 kinds of Bookkeeping?

The single-entry and double-entry bookkeeping systems are the two methods commonly used. While each has its own advantage and disadvantage, the business has to choose the one which is most suitable for their business.

 

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Personal Money Management Insights:10 Essential Finance Tips

Personal Money Management Insights: 10 Essential Finance Tips

Introduction: Effective personal money management is crucial for achieving financial stability and building a secure future. By adopting smart financial habits and making informed decisions, you can take control of your finances and work towards your financial goals. In this article, we will discuss ten essential financial tips that can help you improve your personal money management skills and make sound financial choices.

  1. Create a Budget: Start by creating a detailed budget that outlines your income, expenses, and savings goals. A budget helps you track your spending, identify areas where you can cut back, and allocate funds for savings and investments.
  2. Track Your Expenses: Monitor your expenses regularly to gain a clear understanding of where your money is going. Use budgeting apps or spreadsheets to categorize and track your spending, enabling you to identify unnecessary expenses and make adjustments accordingly.
  3. Build an Emergency Fund: Set aside a portion of your income each month to build an emergency fund. Aim to save at least three to six months’ worth of living expenses. This fund acts as a safety net during unexpected events like job loss or medical emergencies.
  4. Prioritize Debt Repayment: Develop a strategy to tackle your debts systematically. Start by paying off high-interest debts first, such as credit cards, while making minimum payments on other debts. As you pay off each debt, allocate the freed-up funds towards the next one, accelerating your debt repayment progress.
  5. Save for Retirement: Start saving for retirement as early as possible. Contribute to retirement accounts like 401(k)s or IRAs and take advantage of any employer matching programs. The power of compounding interest over time can significantly grow your retirement savings.
  6. Diversify Your Investments: Investing is a key component of wealth creation. Diversify your investment portfolio across different asset classes, such as stocks, bonds, mutual funds, and real estate, to reduce risk and maximize returns. Consider seeking professional advice to make informed investment decisions.
  7. Live Within Your Means: Avoid excessive spending and resist the urge to keep up with others’ lifestyles. Differentiate between needs and wants, and make conscious choices to live within your means. Practice frugality and make wise purchasing decisions.
  8. Stay Informed: Stay updated on financial news, trends, and best practices. Develop financial literacy by reading books, attending seminars, or following reputable financial websites. Knowledge is power when it comes to making informed financial decisions.
  9. Regularly Review Your Insurance Coverage: Ensure you have adequate insurance coverage for your health, home, vehicle, and other valuable assets. Regularly review your policies to make sure they align with your current needs and circumstances.
  10. Seek Professional Guidance: When faced with complex financial situations or major life events, seek guidance from financial professionals such as financial advisors or certified public accountants. They can provide personalized advice and help you navigate through financial challenges effectively.

Corporate Finance Definition and Activities

Conclusion: By implementing these ten essential financial tips, you can enhance your personal money management skills and build a strong financial foundation. Remember, financial success is a journey that requires discipline, consistency, and continuous learning. Start taking control of your finances today and pave the way for a brighter financial future

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