Understanding Accounting Terms and Definitions

Accounting Terms make up the language of business that measure business performance and profitability. The following key Accounting Terms and definitions are terms every business person should understand. For a more in depth discussion of each term, simply click the link associated with the definition. The Accounting Cycle is a ten step process that consists of the procedures necessary to collect, process, and report economic events that affect an entity during a reporting period (e.g. a month, a quarter, or a year). Accounting Equation refers to the main accounting formula that lays the foundation of double-entry accounting, where a debit on one side of the equation must equal a credit on the other side. The Accounting Equation also represents the relationship of financial elements on the Balance Sheet to each other: Assets = Liabilities + Owner's Equity Accounts Receivable Turnover measures how quickly a business collects cash for sales on credit, or "turned over" the Accounts Receivable Balance, for the accounting period measured. Accounts Receivable Turnover is calculated as Net Credit Sales/Average Net Receivables, where Average Receivables = (Beginning Net Receivables Balance + Ending Net Receivables Balance)/2 or as (year example) 365/Average Collection Period: Average Sales Per Day = Credit Sales or Total Sales/365 Average Collection Period = Accounts Receivable/Average Sales Per Day

Adjusting Journal Entries are accounting entries made at the end of an accounting period (e.g. a month, a quarter, or a year) to report transactions that occurred but were not recorded during the normal course of business. Adjusting Journal Entries are necessary to more accurately represent the financial statements for the reporting period. Adjusting Journal Entries are classified as Prepayments, Accruals, and Estimated Items. An Asset is a probable economic benefit obtained or controlled by a business as a result of a past transaction. In accounting terms, assets do not need to be owned to be controlled by a business. The accounting equation shows us that assets may be owned (called equity), or financed (a liability). Assets are categorized as Current Assets and NonCurrent Assets.

Current Assets, or Short-Term Assets, are cash or other assets that a business reasonably expects to convert to cash or consume during the year. Examples are cash, inventory, and accounts receivable. NonCurrent Assets, or Long-Term Assets, are not expected to be consumed or converted to cash within a year. Examples are equipment, buildings, and land. o Intangible Assets are assets that do not have physical substance, but add long-term value because of the rights and privileges they convey to the business. Intangible Assets are classified as NonCurrent Assets. Examples are patents, copyrights, and trademarks.

Asset Turnover Ratio measures the amount of total sales generated from each dollar of assets employed in the business. It is calculated as: Total Revenue/Average Assets for Period where Average Assets for Period = (Beginning Assets + Ending Assets)/2

Average Collection Period is an accounting term that refers to the average number of days it takes a business to collect on Accounts Receivable. The Average Collection Period measures how well a company is collecting amounts due based on terms of credit (e.g. 30 days, 60 days, 90 days, etc.) The Balance Sheet is one of the main financial statements reported by businesses. The Balance Sheet lists the Assets, Liabilities, and Owner's Equity of the business, thereby presenting a "snapshot" of the business as of a particular point in time. The Balance Sheet balances the listed accounts with the Accounting Equation: Assets = Liabilities + Owner's Equity

Book Value is a long-term measure of the financial condition and liquidity of the company. In accounting terms for a company, it is a measure of assets owned by the business debt-free, and is calculated as Assets - Liabilities = Owner's Equity or Book Value

The Cash Flow Statement is one of the main financial statements that shows actual cash inflows and outflows by operating, investing, and financing activities for the reporting period. Chart of Accounts lists every general ledger account name and account number that a business uses in its Accounting System. It categorizes each account into five major groups: Asset Accounts, Liability Accounts, Equity Accounts, Revenue and Gain Accounts, and Expense and Loss Accounts. Closing Journal Entries are made at the end of a reporting period to bring the Income Statement Accounts to zero so the new reporting period will start with zero balances. The difference between revenue and expenses, called Net Income (or Loss), is also closed to Retained Earnings.

Cost of Goods Sold is the cost of the inventory that was sold during the accounting period reported on the Income Statement. Cost of Goods Sold is subtracted from total sales to determine Gross Profit. A credit in accounting terms is an entry made on the right side of an accounting journal or general ledger account. A credit increases liabilities, revenue, and Owner's Equity, and decreases assets and expenses. Current Ratio measures the short-term condition and liquidity of a business, and is calculated as Current Assets/Current Liabilities A company should have more than twice the assets to pay debt obligations, or a ratio equal or greater than two. Anything below one is an indication that the company may not be able to meet its short-term financial obligations. A debit in accounting terms is an entry made on the left side of an accounting journal or general ledger account. A debit increases assets and expenses, and decreases liabilities, revenue, and Owner's Equity. Debt Equity Ratio measures how much of the company is financed by debt, and is calculated as Debt/Owner's Equity The higher the ratio, the higher the debt. Generally, ratios of higher than 1 indicate more risk in financing assets.

Double-Entry Accounting refers to the accounting system of recording a transaction by debiting one account and crediting another, where total debits of the transaction equal the total credits. Depreciation is an accounting term that refers to the expense resulting from spreading the cost of an asset over its estimated useful life. A common depreciation method is the straight line method that divides the cost of the asset by its estimated useful life to determine depreciation each year. Depreciation decreases net income, but is a non-cash expense that has no actual cash outflow. Equity is the ownership interest in an asset, also called Owner's Equity. Equity in accounting terms is the residual interest in the asset after deducting liabilities, represented in the Accounting Equation as: Assets - Liabilities = Owner's Equity

The General Journal is where an accounting transaction is first recorded. The transaction generally consists of the date, the account and explanation, and the amount debited and credited. After the transactions are posted to the general ledger, the reference to the general ledger account number that the transaction was posted to is also entered in the reference column. The General Ledger is a collection of each individual account in the business. Transactions that are recorded in the General Journal are posted to the General Ledger, which provides a detailed listing of each account balance. Gross Profit is the difference between Sales and Cost of Goods Sold. It is a measure of a company's core activities, and is an early measure of business strength before subtracting operating and other expenses. Gross Profit is commonly measured as a percentage of sales, called Gross Profit Margin calculated as Gross Profit Margin = Gross Profit/Sales

Income Statement is one of the main financial statements, and summarizes the revenue, expenses, and net income for the reporting period. Interest Coverage Ratio measures the ability of a firm to meet its interest payments. The ratio divides Operating Income (income before interest and taxes) by interest expense. Operating Income/Interest Expense The larger the ratio, the more likely the firm can meet its payments. The lower the ratio, the greater the risk that the company may default on its loans. Inventory Turnover Ratio represents the number of times the inventory "turned over" during the period measured. The Inventory Turnover Ratio is used to determine whether or not a business is maintaining adequate levels of inventory. Inventory Turnover Ratio = Cost of Goods Sold/Average Inventory where Average Inventory = (Beginning Inventory + Ending Inventory)/2

Journal Entries are accounting entries made in the general journal to record an economic event. The journal entry follows the double-entry accounting system where a debit in one account equals a credit made in another account.

The Leverage Ratio business. Assets/Owner's Equity

calculates the portion of Assets that are not owned by the

The higher the ratio, the higher the debt of the business. The Leverage Ratio is useful because it captures all liabilities on the Balance Sheet, regardless of where or how they are listed. Generally, ratios of higher than 15 are a warning signal that the company has taken on too much debt to finance its assets. Liabilities in accounting terms are probable future sacrifices of economic benefits from obligations to provide assets or services as a result of a past transaction or event. Liabilities are categorized as Current Liabilities and NonCurrent Liabilities.

Current Liabilities, or Short-Term Liabilities, are those liabilities that are expected to be paid within a year. Examples are accounts payable, current portions of long-term debt, and short term notes payable. NonCurrent Liabilities, or Long-Term Liabilities, are not expected to be paid within a year. Examples are long-term notes such as a mortgage or a lease. For corporations, long-term liabilities may also include bonds payable, pensions payable, and deferred taxes.

Net Income is equal to the income that a company has earned after subtracting all expenses from total revenue. Net Income is commonly measured as a percentage of sales, called Net Profit Margin calculated as Net Profit Margin = Net Income/Sales

Net Operating Income is income left after deducting the expenses necessary for operating the business, also called EBIT (earnings before interest and income taxes). Net Operating Income is commonly measured as a percentage of sales, called Operating Margin calculated as Operating Margin = Operating Income/Sales

Nominal or Temporary Accounts in accounting terms are those accounts reported on the Income Statement that are closed during each reporting period. When Nominal Accounts are closed, the balances start at zero for the new reporting period. Examples of Nominal Accounts are Sales and Expenses. Quick Ratio also called the "Acid Test," is a more stringent measure of short-term liquidity than the Current Ratio. The Quick Ratio subtracts Inventories and Prepaid Expenses from Current Assets before dividing by Current Liabilities: (Current Assets - Inventory - Prepaid Expenses)/Current Liabilities

Real or Permanent Accounts in accounting terms are those accounts listed as Assets, Liabilities, or Owner's Equity on the Balance Sheet. Unlike Nominal Accounts, Real Accounts accumulate balances in the account for the life of the account, and are not

closed at the end of a reporting period. Examples of Real Accounts are Cash, Accounts Receivable, Accounts Payable, and Retained Earnings. Return on Assets measures how well a company has invested its assets to return a profit, calculated by dividing net earnings by total assets: Net Income/Total Assets

Return on Equity measures how well the company used Owner's Equity to return a profit in the business, calculated as ROE = Net Income/Average Stockholders or Owners Equity where Average Equity = (Beginning Equity + Ending Equity)/2

Reversing Journal Entries are optional journal entries made at the beginning of the next accounting period to maintain consistency in the Accounting Cycle. Reversing Entries reverse an Adjusting Entry made at the end of the prior period if the Adjusting Entry Increased an Asset or a Liability Account. The Trial Balance provides a listing of the account balances in the General Ledger to verify the equality of total debits and credits, and to facilitate the next step in the Accounting Cycle. Generally there are three Trial Balances produced during the Accounting Cycle:

The Unadjusted Trial Balance verifies the equality of total debits and credits before Adjusting Entries are made, and lists each account balance for the reporting period to facilitate the Adjusting Entry Process. The Adjusted Trial Balance verifies the equality of total debits and credits after Adjusting Entries are made, and lists the account balances to facilitate the period close. The Final Trial Balance verifies the equality of total debits and credits after Closing Entries are made, and provides a listing of each account balance that is carried forward to the next reporting period.

Working Capital measures immediate liquidity of a business, and is calculated by subtracting current debt from current assets, Working Capital = Current Assets - Current Liabilities