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How to do a Bank Reconciliation

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Bank Reconciliations aren’t something that most management/senior accountants do anymore. They’re more of a check to make sure if everything adds up for compliance, and as important as it is to have to your bank account reconciled with your books, many businesses fail to do that.

I’ve had clients who haven’t done bank reconciliations for years, and truth be told, if you do it after five years, you will practically have to go back the five years to resolve the differences / problems. It’s one of those things which can unnecessarily spin out of control in a short amount of time, so it’s good to do bank reconciliations regularly, and know where your money is, before the gap between your business’ financial statements and your bank account widens.

So, the idea behind a bank reconciliation is basically to reconcile the balance in the Bank Account in your books/GL with your bank statement. Why would you need any such reconciliations? Well, for several reasons:

- At the end of every month, there will be checks (if you’re American) and cheques (if you’re British) that you have received, and booked in your GL, and even deposited in the account, but they have not yet cleared and, therefore, do not show up on your bank statement. The result of this is that your bank statement will understate your bank balance by the amount posted to the GL and not posted to the bank statement.

- Similarly, at the end of every month, there will be cheques/checks that you have sent out to your vendors, but they have not yet cashed or deposited those cheques at their end. The result, your bank statement will be overstated, whereas your GL will be understated compared to the bank statement.

- Bank charges. These are very typical of first world banks. Charges for check books, debit cards, remittances, wire transfers, cheque processing, etc. etc. You do not get an invoice for such transactions (or any others that are deducted from your account via a standing order), and you, therefore, need to book these to your GL when you see them on your bank statement (given that they are valid and that the bank is not ripping you off and somebody’s not having a party with your money that you’re not aware of).

- Compliance. Try and get an audit done without a bank reconciliation; it’s not going to happen. Even small businesses, who may occassiaonally require a financial audit of their books and financial statements for lenders, etc. will need bank reconiliations.

So, what exactly is a bank reconciliation? The goal with a bank reconciliation (or a bank reconciliation sheet, used to complete a bank reconciliation) is to show both the bank and GL transactions, and bridge the gap between the two numbers. At the end of completing such a reconciliation, you will come up with a reconciled balance, which will show entries that appear on the GL but not on the bank statement and vice versa. What you will need to do now is book all those entries which appear on the bank statement but not on the GL in your books. The result of this booking should give your bank account in the GL the same balance as the one on the bank reconciliation sheet.

To make your life easier, I’ve compiled a spreadsheet (which you can download at the end of this article), using which, coupled with the following instructions, you can easily complete a bank reconciliation.

What you need?

1. Bank Statement for the period being reconciled
2. Your Bank Account printout from your GL listing all transactions posted to the bank account in questions
3. The Bank Reconcliation spreadsheet (available for download at the end of this article)
Here’s what you need to do:

Compare the bank statement and the GL printout line by line in chronological order. Your GL printout should be in chronological order just like your bank statement, but if it is not, simply export it into excel and do a Data > Sort by the appropriate column.

So, you go through both the bank statement and GL line by line. Cross out items (identical items / entries) that appear both on the GL and the bank statement. Leave blank, highlight / mark or make note of items / entries that appear on the GL and not on the bank statement and vice versa.

Now you enter these items in the appropriate area in the spreadsheet. If you have more line items to enter than the spread sheet has, you can simply add more rows and adjust the summation formula accordingly. No complex formulas have been used in the making of this spreadsheet.

That’s it, if you’ve entered the right numbers in the right places against the right entries, your bank reconcliation will balance, and you just make the appropriate entries in your GL, entries for items that appear in the bank statement and do not appear in the GL.

Sounds simple enough? It is.

Any problems. Feel free to post them as comments.

Click here to download the Bank Reconciliation Spreadsheet.


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So, which Accounting Certification is for you?

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With the plethora of accounting certifications and qualifications out there today, no matter what country you are in, it can be a daunting task to choose which certification is right for you. Gone are the days when if you were a young fellow who aimed toward getting the Certified Public Accountant Certification (CPA) issued by the AICPA in the US; gone are the days when you could just become a Chartered Accountant (CA) in the UK, or for that matter anywhere else in the world.

The typical certified public or chartered accountant today is just one of the many recognized, approved and qualified accounting certifications today. There are numerous others, irrespective of where you are: the Association of Chartered Certified Accountants (ACCA, International) Certification, the Association of Accounting Technicians Certification (AAT, UK), the Certified Management Accountant (CMA) & the Certified Financial Manager (CFM) Certifications issued by the Institute of Management Accountants (IMA, USA), the Chartered Institute of Management Accountants Certification (CIMA, UK & International) which is totally a tier based certification, starting with entry, managerial, strategic and TOPCIMA. If you dig deeper into the US & UK Markets, you’ll see many others, and each of them has their own following. I recently found out that there was an Institute of Financial Accountants (IFA) in the UK, and it’s a pretty major organization. Interestingly enough, I’ve never seen ANY job advertised asking for a certification from the IFA. Questionable? Who in the hell knows.

But here is what I can tell you. Accounting has become a diversified field. The certifications mentioned above are only some of the management/financial/public accountant type, and there are other new accountant types, which come with some fascinating certifications of there own. The upcoming accountant job titles you will come across now are forensic accountants, environmental accountants, project accountants, systems accountants, etc. etc. The list is never ending. Gone are the days when you trained to be a Director of Finance/CFO, Financial Controller, or simply strived to become an auditor in a public accountancy firm. However, in today’s competitive world, no matter what country you are in, it is VERY important to pick the accountancy field that you want to go into. Since each of these fields/job titles in accounting has its own relevant certification or qualification, it can sometimes be difficult to trespass from one into the other. Also note that some of these are not multinational certifications, and when going cross border, especially between 2 first world countries (the US & UK, for instance), having one kind of a background or certification can cause you quite the grief.

Take, for instance, the simple line of Financial & Management Accounting. There are people out there, and particularly recruitment consultant characters, who will try to convince you that there is a LOT of difference between Financial & Management Accountants. Well, I’m here to tell you: bull-fecking shit. Management Accountants are for incompetent business owners; financial accountants are for compliance. That statement is true, but what good is a financial accountant who can only comply? That’s no accountant; he’s a simple instruction taker.

Back to the topic at hand. If management or financial accounting is the field you want to pursue, well, CIMA is your certification for Europe and most parts of Asia. If you are in the US, CMA or CFM from the IMA is the direction you should be headed in; and despite the common ground between the two, do NOT be confused or deceived. One will not co-operate with the other. The two are essentially competitors, with the IMA fighting for international recognition alongside CIMA. But get this, the AICPA feels so threatened by the IMA in the US, primarily because they are rightly carving our a different role/job description for financial managers in firms (a very niche position that CPA/CA types aren’t meant for), that they went out of the way to cut a deal with CIMA, saying that CIMA is indeed a decent certification, and that CIMA is an institution they recognize. There was an entire article in the IMA Magazine regarding the issue, and the problem is, the AICPA cannot risk losing the value of its members within the US, so it refuses to accept the separate role or importance of Financial & Management Accountants.

But the US is not a country where all is lost. Quality matters. America is probably the only place in the world where at some level, it’s not who you know, but what you know, with the result that even today, you can succeed in industry/private sector in the US without any certifications, but only if you know what the hell it is that you’re doing. Ideally, if you are going into industry, stick to the IMA Certifications: CMA & CFM. They are relevant! AICPA has become bloated and extremely political, and let’s face it, most Certified Public Accounants really can get dull. It’s not their fault. If you sole purpose in life is to assure the work of others, your existence falls into the misery of being second for good! AND, due to the tactics and acts of Certified Public Accountants, today, if we creative financal & management accounting types get creative with our work, we get penalized. Way to go, AICPA!

Now, if you’re in the UK, CIMA is the way to go. I have seen, with my exposure to this market, and some Asian & Middle East ones, that being a Chartered Accountant always helps. It looks good, no matter what job you apply for, but it is not always relevant. Being a CA does by no means make you good at management or financial accounting; it just means you can dig yourself in papers for hours and hours and not get fed up, which, on a whole different level, is something admirable since I myself have difficulty with that. Certifications for Private/Industry Accountants in the UK with value are the ACCA, the AAT, and CIMA. Note that if you come to the UK with other certifications from other countries (other than a CA which is issed by an Institute which is authorized/accredited by the Institute of Chartered Accountants in England & Wales [ICAEW]), like the ICMA you can get in India and Pakistan, which is the Istitute of Cost & Management Accountants, you won’t get too far over here.

For some reason, the ACCA is considered a medium level certification over here. I’m not sure why; maybe they haven’t advertised or marketed enough, but ACCAs are for some reason not given executive treatment, especially not to the level of the CIMA qualified personnel. CIMA, in the UK, is considered an executive level certification, and passing it in this country means that you have stood the accounting test of time, and deserve salary, whether or not you know anything is irrelevant. Although the basic content in ACCA & CIMA is comparable, as is the basic content of the CMA and CFM in the US (with an exception ot the differences between US GAAP, UK GAAP & IFRS/IASB), CIMA has marketed themselves well, and has forged business alliances that have given them the executive reputation. So, if you want to make it big in industry as a Controller, Director of Finance, VP of Finance, or a CFO, CIMA is the Certification you should be looking that. Correct me if I am wrong, but I think you will get there with the ACCA too. It will just take longer than with CIMA. AAT, on the other hand, has been coming up with all the positive marketing they’ve been doing lately. However, I think AAT is still considered an entry level professional certification for non-accounting degree holders, and it makes you familiar with some of the technical aspects of accounting in the UK: VAT, PAYE, NI, etc. etc. Hence, the name Accounting Technician.

Let’s be honest, interesting or not, right or wrong, there is a big following that goes with the CPA and CA Certifications. So you’re always playing it safe by aiming for one of those. They may not be relevant for industry, but they will and have always held their importance, since auditing has become a vital part of big corporate money. Of course, if it has been your lifelong dream to become a public accountant, to project your affairs into other people’s business, and spend the rest of your professional life assuring others that their work is upto par, well, what can I say, by all means, go ahead. No offence meant. I have nothing against Certified Public Accountants or Chartered Accountants. I just think the role of Auditor is boring. I could never do it. I barely got through Auditing Class. Unto each his own, eh!

This article is written courtesy of VAFTA Solutions Limited.


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What’s coming to Asifism.com?

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Lots…

Last few days I have kept pretty busy, and I think it’s going to get like that, but I’m going to work Asifism.com into my schedule too.

I’m currently setting up a new business (more information on that will come soon). I’m also in the process of working out with a franchise issuing organization to purchase an accounting/bookkeeping franchise (more information on that will follow too). In addition, I am studying for CIMA and actively working on DesignerPottery.com (http://www.designerpottery.com/blog). I need some help on this, so if this even remotely sounds like something you can help out with, please visit the blog and give me insight, feedback, or simply contact me for how you can help.

Of course, business is my priority. As part of marketing my accounting/bookkeeping consultancy, I am launching, in conjunction with VAFTA Solutions Limited (http://www.vafta.com) an accounting blog, which will start with me completing the second part of the accounting software article, where I will discuss and compare various accounting software. Consider it a QuickBooks Vs. Peachtree Vs. Sage Vs. Microsoft Office Accounting. Oh, and for the record, Sage sucks. Don’t buy it if you can avoid it. Get Quickbooks or Peachtree or Microsoft Accounting. They’re all three about 10 times better than Sage.

Basically, this new blog/section is about the following: many modern accountants/bookkeepers are able to use accounting software, but really, when you have a complex issue at hand, you always need to go back to your basic T-Accounts, i.e., the debits and the credits. I’ll start off with the basics, and as I study for CIMA, I’m also getting a refresher of all the basics. In addition, and this is probably going to be extremely productive and useful for some accountants or professionals, as I embark upon this journey to discuss accounting in hopefully an unambiguous way, unlike any other damn book (published by CIMA or Gleim or Kaplan or anyone else), I will point out the differences in the way the accounting is done under US GAAP and the way it is done under UK GAAP / IFRS. This itself is a bit of gap bridging activity for me, since almost all of my practical experience is US GAAP driven, and now I have to adjust to the IFRS. Please note that the differences arise at the basic level, and are carried through to the final stages, and there are problems if you hold a reluctant frame of mind about how the accounting needs to be done. Consistency past borders is hard to find in this profession, and that can get frustrating.

In addition, I will discuss some of the certification processes along the way. I am a member of the Institute of Management Accountants (IMA) in the USA, although I never really got a chance to sit for the Certified Management Accountant (CMA) exam while I was there. In the UK, CMA doesn’t mean much, but CIMA means everything for good financial & management accountants. So, I’m indulging in CIMA now, unfortunately, from the basics, and I’ll explain why when discussing the certification.

However, stay put for this new set of articles and lessons in the Accounting & Finance Category of Asifism.com. In addition, these lessons may be reproduced on http://www.vafta.com/blog, but I’m not so sure of that. If anyone is interested in writing on accounting, please be sure to email me at asif[at]asifism.com for more information.

For those of you who come here for QuickPlay. That will keep coming, as will more information regarding it that comes irrelevant. I’ve had some new problems with my HP dv2415, and I haven’t really had time to key that in, but I’ll be discussing that too. More Memoirs of the HP dv2000 series! Please, the offer for the DVB Card/Software article is still on the table, but unless people are serious about it, we won’t be spending time putting that together. Please vote on that:

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In addition, if you have hard success or failure with HP QuickPlay via Asifism.com, please let me know and leave comments on what needs to be changed.

Of course, as I get time inbetween, I’m also dying to give my cynical political insight on things like the triple victory of Hillary Clinton over Obama (in Texas, Ohio etc.). And of course, I’m dying to put down a few lines on Bush backing up McCain, and John McCain being very happy about it. Like anyone cares what George Bush thinks anymore!

Well, that’s all for now folks! Let’s get this rolling!


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