Golden Rules of Accounting Overview & Types

What are the Golden Rules of Accounting?

These guidelines help in discerning the appropriate accounts for crediting and debiting. The Golden Rules of Accounting consist of three principles designed to simplify the complexities of bookkeeping. In adherence to the golden rules of debit and credit, it is essential to classify the type of account for each transaction.

Each account type adheres to its own set of principles, which must be applied to every transaction. To gain a clearer understanding, here are the three golden rules of accounting you should know.

The 3 Golden Rules of Accounting

For up-to-date and accurate books, you must follow the Golden Rules of Accounting:

Rule No. #1 – Credit What Goes Out & Debit What Comes In.

The Rule No.1 is applicable on existing accounts. These include land, furniture, machines, buildings and so on. Usually, they have a negative balance, by default. To balance the current account, they debit what comes in.

Rule No. #2 – Credit is the Giver & Debit is the Receiver.

This rule applies to personal accounts. When someone receives something, debit the account which means they contributed towards the business, and if someone gives something, credit the account. Meanwhile, the receiver must be acknowledged. For example – if you purchase a car from the car showroom, the amount will be debited and will be reflected in the account.

Rule No. #3 – Credit all Income & Revenues and Debit all Expenses.

The Rule No. 3 is applicable on Nominal Accounts. A company’s capital is its commitment, it has a credit balance. However, the capital will increase by default if all the income and profits are credited. Meanwhile, the capital will decline if the costs and losses are incurred.

Who Needs Accounting?

Accounting is not limited to just a few; it’s an important aspect of financial management that benefits various groups of people and organisations. Here’s a breakdown of who needs accounting:

1. Individuals: Even if you’re not running a business, accounting is essential for managing personal finances. It helps you budget, save, invest, and plan for expenses like buying a home, paying for education, or saving for retirement.
2. Small Businesses: Small business owners rely on accounting to keep their financial records in order. It ensures they know how much money is coming in, how much is going out, and if the business is profitable. This information is vital for decision-making and tax compliance.
3. Large Corporations: For big companies, accounting is a complex but necessary function. It involves managing numerous transactions, financial reporting, auditing, and adhering to strict regulatory standards. Accurate accounting is crucial for shareholder trust and regulatory compliance.
4. Nonprofits: Nonprofit organisations need accounting to track donations, expenses, and grants. It helps them manage funds effectively and demonstrate financial responsibility to donors and grantors.

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5. Investors: Investors use accounting data to evaluate the financial health of companies. They rely on financial statements to make investment decisions and assess the potential risks and returns.
6. Creditors and Lenders: Banks and lending institutions require accounting records when assessing the creditworthiness of individuals and businesses. It helps them determine whether to extend loans or credit.
7. Government and Tax Authorities: Governments rely on accounting for tax collection and regulatory oversight. It ensures individuals and businesses pay the correct amount of taxes and comply with financial regulations.
8. Auditors: Auditors play a crucial role in ensuring the accuracy and transparency of financial statements. They examine accounting records to verify their accuracy and compliance with accounting standards.
9. Entrepreneurs and Startups: Entrepreneurs starting new ventures need accounting to manage initial investments, track expenses, and plan for growth. Proper accounting helps them secure funding and make informed decisions.
10. Estate Executors: Executors of estates rely on accounting to manage and distribute assets according to a deceased person’s will. It ensures a fair and legal distribution of assets.

Accounting is a universal need that extends to individuals, businesses of all sizes, investors, lenders, auditors, nonprofits, and government agencies. It’s the language of finance that ensures transparency, compliance, and effective financial management across various sectors of society.

Fundamental of the Golden Rules of Accounting

There are 4 fundamentals of the golden rules of accounting:

1. Futuristic Approach:
   A business is assumed to last indefinitely unless it is dissolved. This is known as the “going concern” principle. It assumes that the company will continue operating through the next accounting period unless there’s information to suggest otherwise. Because of this, businesses can sell on credit, track future receivables and payables, and calculate depreciation for long-term assets like machinery. If management knows the business will close soon, regular accounting stops, and special procedures for dissolution are followed.
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2. Monetary Approach:
   Accounting requires all values to be expressed in monetary terms. Unlike trading, where items are exchanged based on subjective value, accounting ensures consistency by documenting everything in one currency. This avoids the issue of assigning different values to goods and items.
3. Pricing Approach:
   The cost principle is tied to the conservative approach in accounting. Businesses record all expenses at their actual cost. While items like land or gold may increase in value over time, accountants don’t include these gains in financial records until they are realized through a sale. This is because market value is subjective, and accounting is based on verifiable costs and facts.
4. Conservatism Approach:Accountants tend to be cautious by nature. They aim for the best but prepare for the worst. The conservatism principle reflects this mindset. When future income is uncertain, businesses should report the lowest possible revenue and the highest possible expenses, ensuring they remain financially prepared for risks.

Golden Rules of Accounting: Key Guidelines

When applying the Golden Rules of Accounting, there are some important guidelines to keep in mind. These guidelines help ensure accuracy and consistency in recording financial transactions:

1. Consistency: It’s significant to maintain consistency in how you apply the Golden Rules. Use the same method for recording similar transactions consistently. For example, if you debit an account for a specific type of expense, always do it the same way.
2. Clarity: Be clear and precise in your record-keeping. Use straightforward descriptions for transactions, so it’s easy to understand what each entry represents.
3. Documentation: Always back up your entries with proper documentation. This could include invoices, receipts, contracts, or any other relevant paperwork. Documentation provides evidence and helps in case of audits or disputes.
4. Date Accuracy: Record transactions on the correct date. This ensures that your financial records reflect the transaction’s timing. Accurate dating is essential for financial analysis and compliance.
5. Double-Entry: Remember that every transaction has two sides – a debit and a credit. Ensure that both sides of the transaction are recorded accurately and consistently. This maintains the fundamental principle of double-entry accounting.
6. Reconciliation: Regularly reconcile your accounts, especially bank accounts. This involves comparing your accounting records to your bank statements to identify any discrepancies. Reconciliation helps spot errors or fraudulent activities.
7. Review and Audit: Periodically review your financial records for accuracy. Consider having an external auditor or accountant audit your records to ensure compliance with accounting standards and regulations.
8. Training: Ensure that the individuals responsible for accounting tasks are properly trained and understand the Golden Rules and accounting principles. Mistakes can occur due to a lack of knowledge or misunderstanding.
9. Software Usage: If you use accounting software, make sure you understand how it works and how it applies the Golden Rules. Software can be a valuable tool, but knowing its functionality is essential.
10. Consultation: When in doubt or facing complex transactions, don’t hesitate to seek advice from an accountant or financial expert. They can guide proper accounting treatment.

Who is Mandated to Follow the Books of Accounts?

Any business with receipts of over Rs. 1.5 lakhs in the three years before an established profession should record its financial transactions according to accounting’s golden principles.

Based on Rule 6F of the Income Tax Act – the following professions need to keep financial records-

• Architectural
• Legal
• Technical Consultation
• Engineering
• Accountancy
• Film Artists
• Interior Decoration
• Authorized Representative
• Medical
• Company Secretary

A professional is not required to keep books of accounts under section 44AA of the Income Tax Act if professional receipts don’t surpass Rs. 1,50,000 in any of the last three years. In such a case, the professional must keep books of accounts that an Accounts Officer can use to compute taxable income.

Benefits of Accounting Procedures

1. Maintaining Business Records: Proper accounting ensures all business transactions are securely documented, organized, and stored in an orderly manner, crucial for a company’s success.
2. Accurate Business Valuation: Effective accounting enables precise business valuation, leading to better investment opportunities and growth.
3. Budgeting and Future Forecasting: A well-established accounting system provides a foundation for creating accurate budgets and projections, aiding long-term success.
4. Preparation of Financial Statements: Accurate accounting helps in the efficient preparation of key financial documents like profit and loss statements, trading accounts, and balance sheets.
5. Comparison of Financial Results: Following standard accounting principles allows for easy comparison of financial results over different years, assessing performance over time.
6. Regulatory Compliance: Sound accounting practices ensure compliance with regulatory requirements, streamlining compliance processes.
7. Support in Tax Matters: Proper accounting safeguards against tax discrepancies, preventing penalties and reputation damage.
8. Informed Decision-Making: Accurate financial data empowers senior management to make well-informed decisions.

Golden Rule of Accounting With Examples

Example 1 – Golden Rules of Accounting:

In Example 1, let’s look at how the Golden Rules of Accounting apply to a simple business transaction:

• Scenario: You run a small bakery called “Sweet Delights.” A customer walks in and buys a dozen cupcakes for $20. Here’s how the Golden Rules apply:
• Personal Account: The customer’s account is personal because it involves a person. When the customer buys cupcakes, you record it as a debit (increase) in their account since they owe you money. So, Customer’s Account (Personal) – Debit $20.
• Real Account: The cash you receive is real. It’s actual money coming in. So, Cash Account (Real) – Credit $20.

In this transaction, you followed the Golden Rules. You debited the customer’s account (a personal account) and credited the cash account (a real account) because you received money.

Example 2 – Modern Accounting Rules:

Now, let’s consider how modern accounting rules impact financial reporting for a technology company called “Tech Innovate”:

• Scenario: Tech Innovate develops and sells software. In a given year, they sell software licences worth $100,000 and incur $30,000 in research and development expenses. Here’s how modern rules apply:
• Revenue Recognition: Modern rules require Tech Innovate to recognise revenue when it’s earned. In this case, they earned $100,000 from software sales, so they recognise this as revenue.
• Expense Recognition: The $30,000 spent on research and development is an expense that needs to be recognised. Modern rules of accounting ensure that expenses are matched with the revenue they help generate, so this $30,000 expense is recorded.
• Fair Value: If Tech Innovate owns any investments, modern rules may require them to report the investments at their current market value, providing a more accurate financial picture.

These modern accounting rules ensure that Tech Innovate’s financial statements reflect the company’s performance accurately. They recognise revenue when it’s earned and match expenses to the revenue they generate, resulting in a more transparent financial report.

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Modern Accounting Rules

Modern accounting rules have evolved to keep pace with the complexities of today’s business world. These rules provide a structured framework for financial reporting and ensure transparency, accuracy, and consistency in accounting practices. Here’s a straightforward overview of modern accounting rules:

1. International Financial Reporting Standards (IFRS): IFRS is a globally recognised set of accounting standards used by many countries worldwide. It aims to harmonise financial reporting, making it easier for investors and businesses to understand financial statements from different countries.
2. Generally Accepted Accounting Principles (GAAP): GAAP is a set of accounting standards specific to the United States. It provides guidelines for financial reporting, ensuring consistency and comparability among U.S. businesses.
3. Fair Value Accounting: Modern rules often incorporate fair value accounting, which requires assets and liabilities to be reported at their current market values. This approach provides more accurate information about a company’s financial health.
4. Revenue Recognition: New rules have been established to recognise revenue. They focus on when and how revenue should be reported, ensuring that it accurately reflects a company’s performance.
5. Leasing Standards: Modern accounting rules have introduced changes in how leases are accounted for. Under the new standards, most leases are now recognised on the balance sheet, providing a more transparent view of a company’s financial obligations.
6. Impairment Rules: These rules require companies to assess the value of their assets regularly. If an asset’s value has dropped significantly, it must be written down to its fair value, preventing overvaluation on the balance sheet.
7. Hedge Accounting: Modern accounting rules allow for hedge accounting to better align financial reporting with risk management activities. This helps companies manage the impact of fluctuating commodity prices, interest rates, or currency exchange rates.
8. Sustainability Reporting: With growing concerns about environmental and social responsibility, modern rules may require businesses to disclose sustainability-related information in their financial reports. This provides stakeholders with a more comprehensive view of a company’s impact on society and the environment.
9. Technology Integration: Modern accounting rules often take into account the use of technology in financial reporting. This includes electronic filing, data analytics, and the integration of accounting software to streamline processes and improve accuracy.
10. Continuous Updates: Accounting standard-setting bodies continuously update rules to adapt to changing business environments and emerging issues. Staying informed about these updates is essential for compliance.

Modern accounting rules are designed to meet the demands of today’s dynamic business landscape. They emphasise transparency, fair reporting, and accurate financial statements. Addressing these rules is essential for businesses to maintain credibility and make informed financial decisions.