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Accounting Cycle
Definition, Meaning Explained, Usage

 

The accounting cycle is a series of account-related steps across an accounting period, usually a fiscal quarter or year. The cycle ends with publication of financial statements for the period just ended.

The accounting cycle reaches its ultimate objective just after the accounting period ends, when the firm publishes financial statements.

What Is the Accounting Cycle?

The accounting cycle is a sequence of steps or procedures related to the firm's accounts and account entries. A cycle begins with the first financial transactions of the period and their entry into the journal. The ends when the firm closes temporary accounts and publishes financial statements.

The Accounting Cycle Ends Looking Backwards in Time

An accounting cycle normally starts and runs across a complete accounting period, usually a fiscal quarter or year. The cycle ends just after the reporting period ends, when the firm publishes the period's financial reports. In most organizations, the accounting cycle runs more or less simultaneously with a separate cycle—the budgeting and planning cycle. Activities and procedures in the two cycles are largely independent of each other, although some individual accountants may participate in both.

  • The budgeting cycle looks forward in time. As a result, this cycle primarily concerns future spending and future cash inflows.
  • The accounting cycle purpose is to report accurately the state of revenue, expense, asset, liability , and equities accounts as they stand after a period of activity. As a result, the accounting cycle looks backwards in time.

The Accounting Cycle Ends With Publishing Financial Accounting Statements

Governments and regulatory agencies almost everywhere require public companies to publish financial statements—reports—for the most recently ended annual accounting period. The reports that are mandatory, almost everywhere, are:

  1. Income Statement
  2. Balance Sheet (Statement of Financial Position)
  1. Statement of Changes in Financial Position (Cash Flow Statement)
  2. Statement of Retained Earnings

Public companies must also send these reports to shareholders in an Annual Report, just before the company's annual meeting to elect directors. The financial results for the period are of keen interest to shareholder owners, directors, officers, investors, competitors, industry analysts—and the firm's employees. They view these statements as the definitive report on the firm's:

  • Financial performance across the period. For financial performance, the primary focus is the Income statement.
  • Financial position at the end of the period. For financial position, the primary focus reports are the Balance Sheet, and The Statement of Changes in Financial Position.
  • Ability to increase owner value. For owner value, the primary focus is the Statement of Retained earnings. This report shows how the firm's board of directors decides to distribute the period's earnings between shareholder dividends and retained earnings.

Explaining Accounting Cycle in Context

Sections below further define and illustrate accounting cycle concepts in the context of related terms such as the following:

Accounting Cycle
Accounting Period
Double Entry System
Accrual Accounting
Chart of Accounts
Journal
Ledger
Posting
Trial Balance


 

Contents

Related Topics


 

The Accounting Cycle is All About Accounts and the Chart of Accounts

The accounting cycle is "all about" managing, updating, and reporting on the firm's accounts.

The basic system building block is the account. A n account in the system is simply a record of the values and value changes for a specific class of items or events. Each account has the following properties:

  1. An account category: Revenue, Expense, Asset, Liability, or Equity. All accounts must belong to one of these categories.
  2. A unique account name and identifying number.
  3. A balance. For Asset and Expense accounts, a positive balance is a debit balance. For Revenue, Liability, and Equity accounts, a positive balance is a credit balance. The account balance changes, of course, with every debit or credit transaction to the account.

Exhibit 1, for instance, is an extract from a general ledger, showing the status and recent history for one account: Account 101, Cash on Hand. This form of account display, by the way, is called T-account format

 

Exhibit 1. A ledger T-account for account 101, Cash on Hand. This extract shows transactions and balances for one week in September. Like other asset accounts, Cash on hand is said to carry a debit (DR) balance.  

Figures under "Debits" and "Credits" have been posted to the T-account from the journal (see Exhibit 3, below, for example journal transactions). Because Cash on Hand is an Asset account, it carries a so-called Debit balance. This means that that debit entries increase the balance and credit entries decrease the balance.

The Definitive Account Inventory: Chart of Accounts

When setting up the firm's accounting system, accountants first create a definitive inventory of the system's active accounts. This is essentially a simple list, known as the firm's Chart of Accounts (see Account for an example Chart of Accounts).

The vast majority of firms worldwide, moreover, manage, track and update accounts using accrual accounting and a double-entry system. For this purpose, firms create five categories of accounts.

  • Two categories of "Income statement" accounts: Revenue and Expense accounts.
  • Three categories of "Balance sheet" accounts: Assets, Liabilities, and Equities accounts.

Not surprisingly, responsibility for implementing the accounting cycle—maintaining, updating, and reporting the firm's accounts—falls primarily to the firm's accountants. The accountant's role is literally "keeper of the accounts."

What Happens During Steps of the Accounting Cycle?

Exhibit 2 below presents the accounting cycle as an information flow, starting with transactions that impact the organization's accounts, and ending with publication of financial statements.

  • Note that Exhibit 2 covers one complete instance of the accounting cycle, which covers is a single accounting period (usually a quarter year or year) and the Reporting period that follows it.
  • Note especially that steps 1-3 (Transactions, Journal Entries, and Ledger Posting) occur repeatedly and continuously throughout the period until very near period end. Firms normally take the final two steps (building a trial balance and publishing reports), only at period end.
 

Exhibit 2. The accounting cycle. Transactions (Step 1) enter the journal when they occur, as the 2nd step in the accounting cycle. Accountants transfer (post) journal entries to a ledger as the 3rd step. As a 4th step, they check entries with a trial balance and correct them if necessary. The final step occurs when the firm publishes financial statements. Note, however, however, that public companies must also complete the cycle by having reports audited and then filing them with securities authorities.

Accounting Cycle Step 1
Financial Transactions

For very large firms, financial transactions of many kinds occur frequently and more or less continuously. Exhibit 2 above suggests just a few of the many transactions that can ultimately impact accounting system accounts. For example, the accounting system is impacted by every:

Revenue Earned
Asset purchase
Expense
Customer Cash Payment
Borrowing
Sale Closing
Account Receivable
Bad Debt Write Off
Dividend Declared

For large firms, the list of transaction types could extend to scores or hundreds of items.

Accounting Cycle Step 2
Journal Entries

Historically, when accounting systems existed entirely on paper, transactions entered the system when a bookkeeper hand wrote entries into a  journal (or daybook) soon after they occurred. It was and still is important that transactions enter the journal in the order they occur, soon after they occur. As a result, entries in the journal appear in chronological order. In this way, should anyone ask which transactions occurred on a given day, they can turn to the journal for an answer.

Today, with computer based systems, many kinds of transactions enter the journal without involving a bookkeeper or accountant. In retail shops, for instance, "Point-of-Sale" systems scan customer purchases during checkout. One touch of a cash register button print's the customer receipt and makes the appropriate accounting system journal entries at the same time. The firm can still enter other kinds of transactions into the journal manually, of course. Manuel entry may involve sales people, bookkeepers, or accountants, using an onscreen form on the computer.

Example Journal Entries

Note in the Exhibit 1 ledger extract, above, the Cash on Hand account shows a debit entry for $1200 on 6 September.

  • At the close of business on 5 September, Grand Corporation holds an Account receivable value of $1,200 from a customer who had earlier purchased goods from Grande "on credit." Grand created the Account receivable by invoicing the customer for $1,200 at the time of purchase.
  • On 6 September, the customer pays the outstanding bill with $1,200 cash. When receiving this cash, Grande's bookkeeper makes the two journal entries in Exhibit 3:
Grande Corporation
Journal for Fiscal Year 20YY
Date Account Debit
Credit
6-Sept-20YY
6-Sept-20YY
 101  Cash on hand
 110      Accounts receivable
$1,200  
$1,200
Exhibit 3. Accrual accounting results after the second sales transaction event.

Cash on hand and Accounts receivable are both asset category accounts. As a result, Grande's total asset base does not change when the customer pays cash. The $1,200 value simply transfers from one asset account to another.

Accounting Cycle Step 3
Posting Journal Entries to Ledger

For accounting cycle step 3, transaction entries move from the journal to the general ledger in a process called posting. In the journal, entries accumulate chronologically—in the order they occur. The ledger, however, organizes entries by account.

Exhibit 4, below, show the ledger versions of eight accounts. Like Exhibit 1, the T-accounts in Exhibit 4 show only one week of transaction histories. The full ledger, of course, would include the full accounting period history.

 

Exhibit 4. Eight t-account listings in the general ledger showing one-week of transaction histories.

The firm's General Ledger contains all active accounts from the Chart of Accounts. As a result, once journal entries post to the ledger, anyone can ask for the current balance in any of the firm's accounts. Note especially that they turn to the ledger for an answer.

Historically, with paper-based accounting systems, journal entries and ledger postings were hand-written entries made by bookkeepers and accountants. Posting occurred periodically, but not necessarily every day. Note, however, that  computer-based accounting systems have brought the first three stages of the accounting cycle closer to being a constant ongoing process. It is usual now for accounting system software to capture journal entries and post them to the ledger automatically and continuously.

Accounting Cycle Step 4
Trial Balance Period

The accounting cycle continues until shortly before the period end. At this point, accountants create a trial balance from ledger entries. Exhibit 5 below is an excerpt from Exhibit 1, focusing on the trial balance positioning between ledger posting and the financial statement reporting.

Exhibit 5. Excerpt from Exhibit 1. The trail balance period begins near the end of the accounting cycle. The trial balance purpose is, essentially, to check for errors, close temporary accounts, and provide account balances for publication.

All of the firms active accounts are in view for the trial balance. During the trial balance period, accountants close temporary accounts, carry out several kinds of error-checking, and correct errors.

The Trial Balance Error Check: Does the Sum of Debits Equal the Sum of Credits?

The name trial balance derives from one kind of error-check in this period. By the rules of double-entry accounting, the sum of all debits made during the period must equal the sum of all credits. A mismatch between these sums indicates presence of a transaction error somewhere in the system.

Reconciliation and Other Error Checks

The firm performs other kinds of error-checking during this period as well. With the reconciliation process, for instance, they ensure that the firm's bank cash account balances—as the bank reports them—agree with the firms own accounting system. And, they ensure that the firm's liability accounts for bank loans agree with the lender's account statements.

Temporary Adjustment Accounts While Searching for the Error Source

When it is clear an error exists somewhere in the system, accountants may create temporary adjusting accounts so as to restore the balance between total debits and total credits immediately. The objective then is to uncover the underlying errors, correct the errors, and close temporary adjusting accounts before the trial balance period ends.

When nearing the end of an accounting period, and closing the accounting cycle, the firm also tries to close other temporary accounts. A balance in an Accrued revenue account, for instance, indicates the firm has delivered purchased goods or services to a customer, but the customer has not yet paid and has not yet been billed. Near the end of the trial balance period, the firm will actually bill the customer so that it can move the temporary Accrued revenue balance to another current assets account, such as Accounts receivable, or even Revenues received.

Accounting Cycle Step 5
Reporting Period

The final steps in the accounting cycle are preparing and publishing the period's financial reports. Publishing must occur after the accounting period closes, of course, because the published statements cover account activity through the final day of the period. Publishing may not occur, however, until the firm allows time for several kinds of final adjustments and auditing. Note that the time between closing the reporting period and the date the firm authorizes statements for publishing—the the fifth step in the accounting cycle—is called the reporting period.

In the final weeks of the accounting period, however, the firm's accountants will brief corporate officers and directors privately on the financial results they expect to publish at the end of the Reporting period..

Moreover, if the actual financial results are likely to be much better, or much worse, than investors and analysts are expecting, corporate officers themselves may signal advance warning to the investment community and to the press. The purpose is to avoid the appearance of misleading the public. In such cases, the firm has good reason to move public expectations closer to the actual results they will soon publish.

Four Mandatory Statements

Governments, regulatory bodies, and tax authorities in most countries require public companies to produce and file four mandatory statements.

  1. The Income statement.
  2. The Balance sheet (or Statement of financial position).
  3. The Statement of changes in financial position (or Cash flow statement).
  4. The Statement of retained earnings.

Auditing Before Publishing

Public companies must obtain an auditor's opinion on their financial statements before publishing and submitting them to shareholders in an Annual Report, or to regulatory bodies, or governments. To ensure impartiality, the auditor must be an independent third party—hired by the firm, but not working as employees of the audited firm.

The auditor's opinion does not judge the financial position of the reporting firm. Nor does it otherwise interpret financial data. Instead, the opinion simply answers two questions:

  1. Do the statements conform to Generally Accepted Accounting Principles (GAAP)?
  2. Do they fairly represent the entity's financial accounts?

Before issuing an opinion, auditors are given access to review the firm's accounting practices, financial data sources, and account transaction histories. From this, the best possible audit outcome is an auditor's opinion of Unqualified. This means the auditor fully endorses a positive answer to the above two questions.

For more on the auditing process and possible auditing outcomes, see Auditors Opinion.

Further Financial Statement Resources

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