What is Special Journal?

If we ordered inventory from Jones Mfg. (account number 789) using purchase order #123 and received the bill for $250, this would be recorded in the purchases journal as shown in Figure 7.28. For example, inventory is purchased, sales are made, customers are
billed, cash is collected, employees work and need to be paid, and
other expenses are incurred. Sales will require a sales journal, cash receipts journal,
and accounts receivable subsidiary ledger (discussed later)
journal. Payroll and other disbursements will require their own
journals to accurately track transactions. Notice the dates and posting references applied to each entry in the illustration to the right.

The accounts payable subsidiary ledger holds the details about all of the amounts a company owes to people and/or companies. In the accounts payable subsidiary ledger, each vendor (the person or company from whom you purchased inventory or other items) has an account that shows the details of all transactions. The final balance indicated on each subsidiary purchases journal shows the amount the company owes ABC and XYZ.

The decision to submit a manuscript to a multidisciplinary or specialized journal is thus ultimately dependent on both the implications of your research and the implications of your readership. Ultimately, the accelerated path to publication may also allow more rapid accrual of citations. Textbook content produced by OpenStax is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike License . My Accounting Course  is a world-class educational resource developed by experts to simplify accounting, finance, & investment analysis topics, so students and professionals can learn and propel their careers. Shaun Conrad is a Certified Public Accountant and CPA exam expert with a passion for teaching.

Find the balance in each account in the accounts payable
subsidiary ledger that follows. Only one posting for the total amount is made to the relevant ledger account at the end of the month or another appropriate period. Similarly, special purpose ledgers show the summary of special journal accounts. Therefore, a special journal becomes the primary or source document for the special purpose ledger.

  • By utilizing the sales journal effectively, businesses can gain valuable insights into their sales activities and drive their growth and success.
  • Sales return journal which is also called sales return day book is used to record the credit sales returned from debtors.
  • This journal can be created to separately record purchases returned and allowances received from suppliers.
  • This can include details such as the date of the transaction, the names of the parties involved, a description of the transaction, the amount of the transaction, and any applicable account numbers.

The transactions themselves end up on transaction files rather than in paper journals, but companies still print or make available on the screen something that closely resembles the journals. If a company had many transactions, that meant many journal entries to be recorded in the general journal. We would enter these four types of transactions into their own journals, respectively, rather than in the general journal.

Purpose and nature of transactions recorded

A company in its operational activities must be able to uphold transparency. One of the operational aspects that uphold transparency is the company finances. A special journal can facilitate the company finances and conduct periodic business analysis with the auditing process. What other questions can be answered through the analysis of
information gathered by the accounting information system? An accounting information system should provide the
information needed for a business to meet its goals.

  • The posting reference would be to indicate that we had entered the amount in the accounts payable subsidiary ledger (Figure 7.29).
  • Therefore, one or more individuals must record the transactions by hand in the appropriate journals.
  • The cash payments journal is a specialized accounting journal used to record all cash payments made by a business.
  • If a business does not create special journals, all special journal accounts would also be recorded in the general journal.

The relationship between the special journals, the general journal, and the general ledger can be seen in Figure 7.8. The basic format of a general journal is usually simple which includes a date column, a description column, a posting reference column, a debit entry column and a credit entry column. A special journal, on the other hand, is a more systematic form of recording transactions and may consist of many columns depending on the information needs of the bookkeepers, accountants, managers, owners and auditors etc.

How many types of special journals are there?

This is used by the accountant to record all occurred transactions on a credit basis. Find the balance in each account in the accounts payable subsidiary ledger that follows. Choose credit sales journal if this stock is then on-sold to customers who will pay later. Collectively, all these accounts that are to be paid to us by our customers are known as assets. However, for many firms, most transactions can be recorded in special journals.

General journal

After Baker Co.’s payment, the cash receipts journal would appear as in Figure 7.21. Examples of each special journal are as follows.The sales journal contains entries for credit purchases, whereas the credit purchases journal is debited with these transactions. The cash receipts journal contains credit transactions while it is debited with debit transactions. At the end of the accounting period, each column total is posted to the general ledger account listed at the top of the column, and the account number is placed in parentheses below the total. Entries in the Other column are posted individually to the general ledger accounts affected, and the account numbers are placed in the cash receipts journal’s reference column.

2: Describe and Explain the Purpose of Special Journals and Their Importance to Stakeholders

Purchases of inventory on credit would be recorded in the purchases journal (Figure 7.10) with a debit to Merchandise Inventory and a credit to Accounts Payable. Cash Journals record items sold or purchased with cash and they also record income received (debtor payment, interest) and daily expenses. If the transaction is of a cash nature, you must be convinced that money/cheque/credit card was also exchanged at the time that the good or service was exchanged. Special purpose ledgers can also be categorized similarly to a general ledger.

In addition to monitoring cash flow, the cash receipts journal aids in the reconciliation of bank statements. By recording all cash receipts in the journal, businesses can compare their journal entries with bank deposits, ensuring that all payments have been accurately recorded. This helps in identifying discrepancies, reconciling any differences, and maintaining accurate financial records. If the transaction does not involve cash, it will be recorded in
one of the other special journals. If it is a credit sale (also
known as a sale on account), it is recorded in the sales journal. If it is a credit purchase (also known as a purchase on account),
it is recorded in the purchases journal.

Cash receipt

You’ve learned that each transaction is recorded in the general journal, which is a chronological listing of transactions. In other words, transactions are recorded into the general journal as they occur. While this is correct accounting methodology, it also can create a cumbersome general journal with which to work and may make finding specific pieces of information very challenging. For example, assume customer John Smith charged an item for $100 on June 1. When a purchase is entered into the system, the correct journal is updated and can be accessible for review. Likewise, at the end of the accounting cycle, the journal transactions are posted to the individual ledger accounts to close the accounting period.

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