What is Double-Entry Bookkeeping?

Double-entry bookkeeping is a system of bookkeeping that provides a more detailed view of your financial transactions at a glance. The double-entry bookkeeping system also complies with rules and requirements of the US generally accepted accounting principles (GAAP).

For those new to bookkeeping, double-entry bookkeeping can seem complex. We'll break down what you need to know about it, how it works, and how it differs from single-entry bookkeeping. 

What is Double-Entry Bookkeeping?

Double-entry bookkeeping is a bookkeeping method. Like single-entry bookkeeping, the goal of double-entry bookkeeping is to have your books balanced. 

Another goal of double-entry bookkeeping is to have all debits and credits accounted for. Debits and credits appear on transaction entries in double-entry bookkeeping, and each has a few important rules. To better grasp the concept, it's important to understand the fundamental rules governing debits and credits in double-entry bookkeeping.

How Does Double-Entry Bookkeeping Work?

Whenever your small business does a transaction, double-entry bookkeeping occurs. When an account decreases in value as a debit, the other will increase in value as a credit. 

Double-entry bookkeeping has several rules that you should know about. The most important is in regard to debits and credits because both affect other parts of your chart of accounts.

Debits will: 

Decrease liabilities and owner's equity on balance sheets

Increase assets on balance sheets

Increase expense accounts on an income statement

Credits will: 

Decrease assets on balance sheets

Increase liabilities and owner's equity on balance sheets

Increase revenue on an income statement

The chart of accounts, showing your balance sheets and income statement, will have five categories that debits and credits will influence: 

Asset Account

Accounts receivable

Buildings

Cash

Inventory assets

Petty cash balance

Prepaid insurance

Savings funds

Undeposited funds

Vehicles   

Liability Account

Accounts payable

Accrued liability

Notes payable

Company credit card balances

Payroll 

Owner's Equity Account

Common stock

Preferred stock

Retained earnings (accounts associated with the owner's equity)

Revenue Account

Expense Account

The chart of accounts affects credits and debits in the following ways:

Assets: Increase debit; Decrease credit

Liabilities: Increase credit; Decrease debit

Equity: Increase credit; Decrease debit

Revenue: Increase credit, Decrease debit

Expenses: Increase debit, increase credit

On an income statement, debits increase balances in expenses and loss accounts. Credits will decrease those balances. Debits will decrease revenue, while credits increase the revenue balance.

Every transaction that your business makes will require one debit and one credit. There is no limit to the number of transactions that can use credits or debits.

Double-entry bookkeeping must also follow this accounting equation: Assets = Liabilities + Equity. 

Equity, or shareholders' equity, is the company's total assets minus its liabilities. This is the equivalent of the money that shareholders would receive if assets were liquidated and debts were paid.

Companies can also have retained earnings. Retained earnings are part of shareholders' equity. These earnings are equal to the percentage of net earrings unpaid to shareholders as dividends. 

How is it Different From Single-Entry?

In double-entry bookkeeping, each account has two columns per transaction, and each transaction is in two accounts: debit and credit. Single-entry only requires one entry per transaction, one that can affect either expenses or revenue. 

Double-entry bookkeeping accounts list accounts for assets, expenses, income, and liability. On the other hand, single-entry bookkeeping only lists expenses and income.

Double-entry bookkeeping also allows you to monitor multiple accounts. This can help you manage a larger business. All of your company's financial activities will appear in one place, and transactions will have easy-to-find descriptions. 

Finally, double-entry bookkeeping contains more detailed information about your financial transactions. You'll examine your equity, losses, and profits instead of only profits and losses like single-entry bookkeeping. 

Example of Double-Entry

An example of double-entry bookkeeping may help you understand how double-entry bookkeeping works. If your business spends $5,000 on office supplies purchased in cash, you'll add how you purchased the item, and the item purchased. 

Cash works as an asset. This means that it will increase credits. You'll add the $5,000 as an entry in both the credit and debit sections. After doing this, you'll have records of how you purchased the office supplies and what you used the money to purchase.

On the income statement, you'll add the following information: 

The type of account and any sub-categories (either expenses and losses or revenue and gains) 

The name you'll record the business transaction as

Amount paid for each item, listed in the column to the right of the transaction name

The total amount for the category

To write this entry as an accounting journal entry, you'll write this entry similarly.

First, you'll write four columns:

1. Date
2. Account Name
3. Debit
4. Credit.

Then, you'll add:

The date of the entry (in the top row in the left-most column) 

The account name (office supply expense, in this case) and payment type (cash)

Debit (the amount paid for the office supplies) 

Credit (the amount used to purchase the office supplies)

Work with the Professionals

It's clear that double-entry bookkeeping is complex, but provides a comprehensive and accurate view of a business's financial transactions. It offers insight into the financial health of your company by tracking equity, losses, profits, assets, and liabilities. By following this method, businesses can ensure they are in line with the US GAAP regulations and better understand their financial standing.

Navigating the complex world of double-entry bookkeeping can be challenging, especially for those new to it. It's recommended that you work with small business bookkeeping professionals who can be of immense benefit. Experienced bookkeepers or accountants can help simplify this process and ensure accuracy. They can also provide valuable insights into your financial data. By outsourcing these tasks to the experts, you can focus more on their core operations while having peace of mind that their financial records are in order.