Behind every reliable set of financial statements is a disciplined process for capturing, organizing, and reconciling the transactions that drive your business. That process — the accounting cycle — is what transforms daily activity into the accurate data you need to understand where your business stands, spot cash flow problems early, and make informed decisions.
When it breaks down or gets neglected, the gaps tend to surface at the worst possible times: at tax time, during a financing request, or when a problem has already grown. Here’s how it works and what owners should be paying attention to.
Follow multiple steps
Although the level of detail can vary by business, you’ll generally need to follow multiple steps to complete the accounting cycle. First, gather source documents, including receipts, invoices, bills, contracts, bank and credit card statements, and payroll reports. Keep documentation complete and organized to support accuracy.
Next, post transactions to your business’s general ledger. Financial transactions from your source documents are recorded using journal entries or automated feeds. Categorize each transaction correctly and post it to the appropriate accounts in your general ledger. Proper posting ensures income, expenses, assets and liabilities are reflected accurately.
Then, generate a trial balance. This summarizes all ledger accounts and confirms that debits equal credits. This step enables you to identify data entry errors or missing transactions.
After that, you may need to adjust the general ledger for items such as accrued expenses, depreciation, inventory and prepaid costs. These entries ensure that revenue earned in the accounting period matches the expenses incurred to generate it.
Next, prepare financial statements. These enable you, your managers and other stakeholders to evaluate financial performance and make informed business decisions. They typically include:
- A balance sheet, which lists your business’s assets and liabilities as of the financial statement date,
- An income statement, which shows revenue earned and expenses incurred during the accounting period, and
- A statement of cash flows, which summarizes cash inflows and outflows from operating, financing and investing activities.
Financial statements reviewed or audited by external accountants also may include supplemental footnote disclosures.
Finally, close the books. At the end of each accounting period, close temporary accounts to retained earnings and finalize the books. This step provides a fresh start for the next accounting period.
Best practices
Whether you’re new to running a business or are a seasoned owner, following standard accounting procedures helps ensure accurate transaction records, balanced books and reliable financial statements. Be sure to clearly document in writing who in your organization (or, if you outsource any accounting work, which contractor) is responsible for each accounting task and when it should be completed.
Contact your Rudler, PSC advisor to develop an easy-to-follow accounting cycle for your business. We can also help you address cash flow, tax compliance and other financial issues.
RUDLER, PSC CPAs and Business Advisors
This week's Rudler Review is presented by Missy Heist, Client Accounting Manager and Alexis Ludtke, CPA.
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