3 - Book of Prime Entry
3 - Book of Prime Entry
3 - Book of Prime Entry
Entry
▫ Demonstrate knowledge and Practice the method of recording in
understanding of a journal General Journal based on hospitality
Course industry activities
Opening entry
Learning ▫ Explain General Journal and Purchase and sales of fixed
special journal asset
Outcome Drawing goods and fixed asset
Additional capital
▫ Demonstrate knowledge and
practice of recording the Cash
Book and Petty Cash Book. ▫ Practice the method of recording in
the specific journal based on
hospitality industry activities
◦ Purchases Journal
◦ Sales Journal
◦ Purchases Return Journal
◦ Sales Returns Journal
2
Book of Prime Entry
consists of:
Journal
Cash book
Petty cash book
3
CASH CREDIT
Book record TRANSACTION TRANSACTION
based on type will be record in the will be record in the
of transaction.. Cash Book and Petty General Journal and
Cash Book. Special Journal.
4
1.
JOURNAL
Let’s start with the journal first….
General
Journal Special
Journal
5
“ A general journal is a basic day
book used to record all business
transactions that cannot be
recorded in a cash book or
special book.
6
A special journal is used to record a specific type of
“ transaction only.
Types of special journal are
▫ Purchase journal
▫ Sales journal
▫ Return outwards (purchase returns) journal
▫ Return inwards (sales returns) journal
7
▫ General journal used to record the
General information below:
Journal ◦ Opening entry
◦ Purchase and sales of fixed asset
◦ Drawing goods and fixed asset
◦ Additional capital
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FORMAT OF GENERAL JOURNAL
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Method of Recording
General Journal
Lets see the method of recording
this journal
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Opening entries are made to record assets, liabilities and
owner’s equity (capital) for the purpose of:
Opening Starting an existing firm’s accounting records for a
new accounting period.
Entry Starting business records for a newly established
business.
The journal entry to record the opening entry is:
DR Asset
CR Liabilities
Owner’s equity
11
▫ On 1 July 2019, the balances of assets, liabilities and
owner’s equity account for Dinamik Enterprise are as
Example follows:
RM
recording of
▫ Shop equipment 18 000
Opening
▫ Cash 500
Entry
▫ Inventory 1 500
▫ Overdraft bank 5 000
▫ Debtor- Riza 3 200
▫ Creditor- Syarikat Sim 2 800
12
Purchase of fixed asset
Credit purchase of fixed assets
Purchase and The journal entry to record the purchase of fixed
assets is:
Sales of
DR Fixed Asset
Fixed Assets CR Creditors
Sales of fixed asset
▫ Credit sales of fixed assets
▫ The journal entry to record the credit sales of fixed
assets is:
DR Debtors
CR Fixed Assets
13
On 4 June 2019, Shukor Catering purchased a lorry
14
On 18 October 2019, Wawasan Enterprise sold a
15
Drawing
Goods and Drawing is the owner took
Fixed Assets
business cash, goods or assets by
the for the personal use of the
owner.
16
• Drawing of goods
• The journal entry to record the drawing of goods
Recording is: DR Drawing
Drawing of CR Purchase
Goods ▫ Example:
◦ On 19 February 2019, owner took goods worth
RM 250 for personal use.
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▫ Drawing of fixed assets
◦ The journal entry to record the drawing of fixed
assets is:
Recording
DR Drawing CR
Drawing of ▫ Example: Fixed Asset
Fixed Assets ▫ On 25 March 2019, owner transferred a computer
valued at RM 1 500 from his office to be use by his
children.
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▫ This happen when the owner brought his asset for
office use
▫ The journal entry to record the additional capital is:
Recording
Additional ▫ Example:
DR Asset
CR Capital
Capital ▫ On 13 January 2019, the owner brought in his table
worth RM 3 000 to be used in the business.
19
▫ Linda, a sole proprietor started his business on 1 July 2019. The
following were transactions occured in July 2019.
Date Transaction
July, 2019 Started business with furniture worth RM2,000, cash RM5,000
LET’S DO 1 and deposit cash into company’s account RM25,000
EXERCISE 2
5
Bought goods on credit RM5,000 from Laila Berhad.
Purchased air-conditioner from Lamp Electrical RM37,000 for
office us on credit.
9 Purchased goods from Danny Enterprise RM1,380 on credit.
11 Owner tooks good for personal used value RM2,000.
13 Sold goods to Simon RM2,000 on credit.
15 Sold a machine on credit to Purnama Sdn Bhd value RM5,000.
18 Purchased computer on credit from Sunny Tech Corp. RM5,000.
20 Owner brought van for office used value RM30,000.
22 Sold goods on credit to Simon RM1,000.
25 Owner tooks printer value RM1,200 for personal used.
20
A special journal is an accounting record or device
designed to record a specific type of routine transaction
quickly and efficiently.
Special
Below shows the format of Special Journal.
Journal
21
Types of Purchase Sales
Special Journal Journal
Journal
Return Return
Outward Inward
22
Purchase Journal
▫ When goods are bought on credit, the buying firm will
receive a document called purchase invoice from the
Purchase seller.
Journal
▫ From the purchase invoice received, the buyer records
the relevant details into the purchase journal.
23
Example:
▫ The following are transactions that occurred during the month of April
2019 for Malik Cafe.
Date Particulars RM
2019 Purchase goods on credit from Ting Sdn Bhd. 2 300
Purchase April 5
Purchase Journal
Date Particulars Invoice Folio Amount Total (RM)
No (RM)
2019 Ting Sdn Bhd 2 300
April 5
10 Razak Supplier 1 600
At the end of the month,
purchase journal will be close
19 Din Berhad 2 800 2 660
and the total will be transferred
Less 5% trade discount (140)
to purchase account at the
30 Purchase Account (Dr) 6 560
debit side. 24
Sales Journal
▫ The sales journal records all credit sales of goods.
Sales
Journal ▫ From a copy of sales invoice, the transaction is
entered in the sales journal.
25
Example
▫ The following are transactions that occurred during the month of
April 2019 for Malik Cafe.
Journal April 15
20 Budin purchase goods from us on credit 2 100
28 Sold goods to Mr Tan on credit 2 400
Sales Journal
Date Particulars Invoice Foli Amount Total
No o (RM) (RM)
2019 Jamal 3 500 3 325
April Less 5% trade discount (175)
15
At the end of the month, sales 20 Budin 2 100
journal will be close and the 28 Mr Tan 2 400
total will be transferred to sales 30 Sales Account (Cr) 7 825
account at the credit side.
26
Purchase Return Journal / Return Outwards
Journal
Return ▫ Purchase return journal is also known as Return
Outwards Outwards Journal.
▫ Goods bought previously can be returned to the
Journal supplier with valid reasons.
▫ When this happens, a debit notes is sent by the
customer / buyer to the supplies giving of the goods
and the reasons for their returns.
27
Example
▫ The following are transactions that occurred during the month of
April 2019 for Malik Cafe..
Return Date
2019
Particulars
Returned goods to Ting Sdn Bhd due to defect
RM
150
April 7 goods
Outwards 13 Returned goods to Razak Supplier due to packaging
error
100
29
Example
▫ The following are transactions that occurred during the month of
April 2019 for Malik Cafe.
33
Purchase Journal
Date Particulars Invoice Folio Amount Total
No (RM) (RM)
2019 Lee Trading 1 780
Sept 5 Less 5% trade (89) 1 691
The Answer discount
28 Lee Trading 2 880
Less 5% trade (144) 2 736
discount
30 Purchase Account 4 427
(Dr)
Sales Journal
Date Particulars Invoice Folio Amount Total (RM)
No (RM)
2019 Ahmad 1 850
Sept 12
30 Sales Account (Cr) 1 850
34
Return Outwards Journal
36
CASH BOOK
• A cash book is the book of first entry used to record receive and payments by cash
and cheque.
• A cash book is used to record the following transactions:
o Opening cash or bank balance (including overdraft)
o Receipts and payments by cash or cheque
o Transfer of cash from the office to the bank and vice versa (contra
o entries)
o Recording cash discount
o Dishonoured cheque (cancelling the discount given)
o Closing cash or bank balance
• The cash book double entry principle is as follows:
DR Receipts (cash inflows)
CR Payments (cash outflows)
37
CASH BOOK
• There are two types of cash book format:
a. Two column cash book
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▫ Opening cash or bank balance
Date Particulars RM
2019 Cash in hand 550
May 1 Cash at bank 7 600
Method of
Recording in DR Cash Book CR
the Cash Date Particulars Fol
Cash
(RM)
Bank
(RM) Date Particulars Fol
Cash
(RM)
Bank
(RM)
2019
Book May 1 Balance b/d 550 7 600
39
▫ Receipts and payments by cash or cheque
▫ Receipt in business transaction refer to:
◦ Cash sales
◦ Additional capital in the form of money
Method of ◦ Receipts of debt payment from debtors
Recording in ◦ Cash sales of used assets
Book May 3
8 Received cheque for commission 50
14 Owner deposited his saving into the bank 5 000
18 Ali (debtor) paid his debt by cash 150
20 Sold a used computer and received cheque 1 300
DR Cash Book CR
Cash Bank Cash Bank
Date Particulars Fol (RM) (RM) Date Particulars Fol (RM) (RM)
2019
May 3 Sales 1 000
8 Commission 50
14 Capital 5 000
18 Debtor - Ali 150
20 Computer 1 300
40
▫ Receipts and payments by cash or cheque
▫ Payment are made for the purpose of:
◦ Cash purchases
◦ Expenses
◦ Drawings of cash
Method of ◦ Payment to creditors
◦ Cash purchases of fixed assets
Recording in Date Particulars RM
the Cash 2019
May 2
Cash purchase of goods 800
Book 10
12
Paid maintenance expenses by cash
Owner withdrew cash from bank for own use
320
400
19 Paid cheque to Ismail (creditor) 1 200
25 Cash purchase of two tables 600
DR Cash Book CR
Cash Bank Cash Bank
Date Particulars Fol (RM) (RM) Date Particulars Fol (RM) (RM)
2019
May 2 Purchase 800
10 Maintenance 320
12 Drawing 400
19 Ismail 1 200
25 Furniture 600
41
▫ Transfer of cash from the office to the bank and vice versa (contra
entries)
◦ A contra entry is a double entry that involves both a cash
account and bank account
42
▫ Recording cash discount
◦ A cash discount is a reduction in the price of an item for sales
allowed if payment is made within the period of time.
◦ It is usually given to encourage debtors (customers) to settle their
debts earlier or within a specified period.
Method of ◦ Discount terms are usually stated in the invoice.
▫ There are two types of cash discount:
Recording in ◦ Discount allowed (expenses) – given to debtors or customers
the Cash ◦ Discount received (revenue) – received from creditors or suppliers
Book
•Discount allowed
Date Particulars
2019 Sold goods on credit to Wan Enterprise for RM 8 100. Trade discount is RM
May 5 100
7 Received cheque from Wan Enterprise after allowing 5% discount
Date Particulars
2019 Purchased goods on credit from Yumi Suppliers RM 5 600. 5%
May 6 trade discount
Method of 14 Paid Yumi Suppliers by cheque and received cash discount of 5%
Recording in
the Cash DR
Dis
Cash Book
Dis
CR
Calculation:
Purchase
= RM 5 600 – RM 280 = RM 5 320
Discount allowed
= 5% X RM 5 320 = RM 266
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▫ Dishonoured cheques
▫ Dishonoured cheque or also known as bounced cheque are cheque that
are returned by the bank due to one of the following reason:
◦ Insufficient funds in the drawer’s current account
◦ Post-dated cheque
Method of ◦ Incomplete details on the cheque
◦ Damaged or torn cheque
Recording in ◦ Inaccurate particulars on the cheque
the Cash ▫ The dishonoured cheque is credited back to the bank column of the
Cash Book.
Book ▫ The discount allowed (if any) is cancelled in the General Journal.
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Example
Date Particulars
2019 Wan Enterprise paid off its debt of RM 7 600 by cheque. 5% cash discount
May 12 given.
May 17 The cheque received from Wan Enterprise was returned by the bank as it
Method of was dishonoured. The discount allowed was cancelled.
Recording in DR
Dis
Cash Book
Dis
CR
the Cash
Allo Cash Bank Rec Cash Bank
Date Particulars Fol (RM) (RM) (RM) Date Particulars Fol (RM) (RM) (RM)
2019 Wan 380 7 220 2019 7 600
Book May
12
Enterprise
May
17
Wan Enterprise
(dishonoured
cheque)
General Journal
Date Particulars Folio Debit (RM) Credit (RM)
2019 Wan Enterprise 400
May 17 (dishonoured cheque)
Discount allowed 400
(discount allowed of 5%
cancelled due to
dishonoured cheque)
46
LET’S DO IT
YOURSELF!!
Date Particulars Amount (RM)
2019 Cash in hand balance 2 200
July 1 Cash at bank balance 11 200
3 Purchase goods by cheque 3 500
5 Cash sales 950
The following are 11 Sold goods to Jamal and he paid by cheque 2 500
transactions by Restoran 13 Cash purchase 310
Cermai for the month of 15 Cash sales and the collection was banked in 1 150
20 Credit sales to Hilmi 2 200
July 2019. You are required 24 Purchase a fax machine for office use by cheque 2 500
to prepare two column cash
book for the transaction DR Cash Book CR
Cash Bank Cash Bank
below. Date Particulars Fol (RM) (RM) Date Particulars Fol (RM) (RM)
2019 2019
July 1 Balance b/d 2 200 11 200 July 3 Purchase 3 500
5 Sales 950 13 Purchase 310
Office
11 Jamal 2 500 24 equipment 2 500
15 Sales 1 150 31 Balance c/d 2 840 8 850
3 150 14 850 3 150 14 850
b/d
Aug 1 Balance 2 840 8 850
48
Date Particulars Amount (RM)
2019 Cash in hand 2 300
Apr 1 Cash at bank 12 300
3 Sold goods for cash 1 200
5 Purchase goods from Silka on credit 2 200
The following are 9 Paid off entire amount to Silka by cheques. Received 10%
transactions from Mega cash discount
Travel and Tours for the 12 Cash sales and the money was banked in 650
15 Purchase goods using cash 1 100
month of April 2019. 18 Withdrawal of money from bank for office use 500
You are required to 20 Sold goods to Jaya on credit 3 800
prepare three column 25 Received cheque from Jaya to pay off his account. Discount
allowed 10%
cash book for the 28 Withdrawal of cash from bank for own use 250
transactions below. 30 Cash sales 1 150
DR Cash Book CR
Dis Dis
Fo Allo Cash Bank Fo Rec Cash Bank
Date Particulars l (RM) (RM) (RM) Date Particulars l (RM) (RM) (RM)
2019 2019
Apr 1 Balance b/d 2 300 12 300 Apr 9 Silka 220 1 980
3 Sales 1 200 15 Purchase 1 100
12 Sales 650 18 Cash C 500
18 Bank C 500 28 Drawing 250
25 Jaya 380 3 420
30 Sales 1 150 30 Balance c/d 4 050 13 640
380 5 150 16 370 220 5 150 16 370
May 1 Balance b/d 4 050 13 640
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PETTY CASH
BOOK
50
▫ Petty cash book use to record frequent cash expenses in
small amounts.
PETTY
▫ Example of petty cash expenses are postage expenses,
CASH BOOK entertainment expenses, travelling expenses and office
expenses.
52
Date Particulars Voucher No RM
2019 Received cheque from the Chief Cashier MZ1001 200.00
Aug 1
2 Bought stamps and envelopes MZ1002 40.00
Omar Enterprise is a company Taxi fare MZ1003 15.00
practising the Imprest System 5 Office cleaning MZ1004 30.00
7 Petrol expenses MZ1005 35.00
in its petty cash management. Purchase stationery MZ1006 12.00
The floating cash amount is 9 Received cash from Chief Cashier to reimburse
RM 200 per week. The floating cash
following information was
obtained from the payment
Petty Cash Book
voucher for the first week of
August 2019.
53
A picture is LET’S RECAP
worth a
thousand WHAT WE HAVE
words
LEARN...
😉
54
Special Journal
Journal
Purchase Journal
General Journal General Journal use to
Record the credit
Special Journal record all business purchase
transactions that cannot be
Cash Book recorded in a cash book or
Sales Journal
Two Column Cash Book special book
Record the credit sales
Three Column Cash Book
Return Outwards
Petty Cash Book Journal
Record the purchase
return goods
55
Cash Book is the book of first
Petty cash book use to
entry used to record receive
record frequent cash
and payments by cash and
Journal cheque
expenses in small amounts
General Journal
Special Journal General
General Expenses:
Expenses:
Donations
Customer
Customer Drinks
Cash Book Office
Drinks
Cleaning
Office Cleaning
Two Column Cash Book Travelling:
Travelling:
Three Column Cash Book Fares
Petrol
Petrol
Flight
Flight Ticket
Ticket
Petty Cash Book Postage
Courier
Courier Charges
Charges
Registered Post
Stamps
Stamps
Envelopes
Envelopes
56
TIME TO DO
BY YOURSELF!
57
Our process first
is easy
second
last
58
Yellow Blue Red
Let’s review Is the color of gold, Is the colour of the clear Is the color of blood,
some butter and ripe lemons.
In the spectrum of
sky and the deep sea. It
is located between violet
and because of this it
has historically been
concepts visible light, yellow is
found between green
and green on the optical
spectrum.
associated with
sacrifice, danger and
and orange. courage.
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