BOOKKEEPING TERMS β€” WITHOUT THE ACCOUNTING GIBBERISH

Bookkeeping Has Its Own Language. Here's What It Actually Means.

Bank reconciliation. Accounts payable. GST. Accrual. Debits. Credits. General ledger.

If you've ever sat in a meeting nodding politely while somebody used one of those phrases and thought, β€œI have absolutely no idea what that means,” this page is for you.

You do not need an accounting degree to understand what is happening inside your own business.

So we've translated the bookkeeping language into normal language β€” with enough detail to make the terms genuinely useful.

THE RULE ON THIS PAGE

If We Use the Word, We Should Be Able to Explain the Word.

Some bookkeeping terms sound far more complicated than the thing they actually describe.

Others sound simple but have a very specific meaning once they appear in your accounting records.

We'll tell you what each term means, where you might see it, and β€” most importantly β€” what it means for your business.

A–Z

Use This Page However You Like

Read it from beginning to end, or jump around whenever somebody says something that makes you wonder whether accountants have secretly invented another language.

Everyday Bookkeeping The language you'll see while doing the regular books.
BAS, GST & ATO The words that start appearing when reporting is involved.
Payroll The terminology attached to paying people properly.
Money In & Money Out Customers, suppliers, invoices, bills and payments.
Reports & Numbers What those reports are actually trying to tell you.
Accounting Language Including the terms everybody pretends they understood the first time.
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AND YES, THERE'S A TEST

Think You'll Speak Bookkeeping by the End?

Once you've worked your way through the terms, we'll give you a little bookkeeping quiz.

No certificate. No examiner. No terrifying invigilator.

Just you, Bunny and the uncomfortable discovery that you may now know what an accrual actually is.

EVERYDAY BOOKKEEPING TERMS

The Words You’ll See All the Time

These are the bookkeeping terms that tend to appear first β€” in your software, your reports, your emails and your regular bookkeeping routine.

Turn each card to see what the term actually means inside a real business.

CHECKING THE BANK

Bank Reconciliation

Checking that the transactions recorded in your accounting software agree with what actually happened in the bank account.

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WHAT THIS MEANS IN YOUR BUSINESS

Bank Reconciliation

Your accounting software contains one version of what happened. Your bank statement contains the independent record of the money that actually moved.

Reconciliation is the process of checking that those two records properly agree.

It can help expose:

  • missing transactions;
  • duplicate transactions;
  • incorrect amounts;
  • payments matched to the wrong invoice or bill;
  • unexplained transfers;
  • transactions sitting unreconciled for months;
  • and historical mistakes that have never been resolved.
Think: β€œDoes what Xero or MYOB says happened actually agree with the bank?”

A reconciled bank account gives us considerably more confidence that the bookkeeping contains the transactions that actually occurred.

But getting the reconciliation screen to turn green does not automatically mean the bookkeeping is correct. A transaction can still be reconciled to the wrong account, with the wrong GST treatment or with completely the wrong explanation.

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A PIECE OF THE FINANCIAL STORY

Transaction

A financial event recorded in the books β€” such as money received, money spent, an invoice, a bill, a transfer or another accounting entry.

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WHAT THIS MEANS IN YOUR BUSINESS

Transaction

Every transaction becomes part of the financial history of your business.

But recording the amount is only part of the job.

The transaction may also need the correct:

  • date;
  • account or category;
  • description;
  • customer or supplier;
  • GST treatment;
  • payment status;
  • and supporting document.
Think: A transaction tells us that something financial happened. The bookkeeping tells us what that something actually was.

That distinction matters because two payments for the same amount could represent completely different things.

One might be rent. Another might be equipment. Another could be a loan repayment or money taken by the owner.

One wrongly recorded transaction might be small. Hundreds of them can completely change what your reports appear to say about the business.

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HOW THE BOOKS ARE ORGANISED

Chart of Accounts

The organised list of accounts used to classify the financial activity recorded in your accounting file.

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WHAT THIS MEANS IN YOUR BUSINESS

Chart of Accounts

Think of the Chart of Accounts as the filing system underneath your bookkeeping.

It provides the categories used to organise things such as:

  • sales and other income;
  • bank and credit-card accounts;
  • rent and operating expenses;
  • wages and payroll accounts;
  • equipment and other assets;
  • loans and liabilities;
  • GST accounts;
  • and owner's equity.

The accounts you choose affect where transactions appear in your financial reports.

Think: The transaction is the document. The Chart of Accounts decides which drawer it belongs in.

Too many unnecessary accounts can make reports cluttered. Too few can hide useful information.

And if similar transactions are coded inconsistently, comparing one month or year with another becomes much harder.

A well-designed Chart of Accounts should help you understand the business β€” not make the bookkeeping look impressive because it has 347 mysterious categories.

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WHERE THE DETAIL LIVES

General Ledger

The detailed accounting record showing transactions that have been posted to the accounts in your bookkeeping system.

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WHAT THIS MEANS IN YOUR BUSINESS

General Ledger

Financial reports usually give you a summary. The General Ledger lets you go underneath that summary.

It shows the detailed transactions sitting inside individual accounts.

That makes it useful when investigating:

  • an unexpected balance;
  • transactions coded to the wrong account;
  • duplicate entries;
  • old adjustments;
  • unusual transactions;
  • historical corrections;
  • and why a report does not look the way you expected.
Think: The Profit & Loss says β€œSoftware: $8,000”. The General Ledger helps show which transactions created that $8,000.

That is why reviewing only the final report can sometimes miss the real problem.

When a number looks strange, the ledger is often where we start asking, β€œWhat exactly is sitting inside this?”

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THE EVIDENCE

Source Document

A document or record that helps support, explain or verify a transaction recorded in the books.

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WHAT THIS MEANS IN YOUR BUSINESS

Source Document

A bank transaction might tell us who received the money and how much was paid.

It may not tell us enough to understand exactly what the purchase was or how it should be treated.

Source documents can include:

  • supplier bills;
  • receipts;
  • customer invoices;
  • bank statements;
  • credit notes;
  • contracts or agreements;
  • loan documents;
  • and other supporting records.
Think: The bank feed says money moved. The source document helps explain why.

Source documents can also help determine whether GST has been treated correctly and whether an item belongs in the account originally selected.

They become particularly important when reconstructing historical bookkeeping or investigating transactions entered a long time ago.

Good bookkeeping is much easier when we can follow evidence instead of trying to reconstruct the story from a cryptic bank description.

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PUTTING IT IN THE RIGHT PLACE

Coding

Choosing how a transaction should be classified inside the accounting system.

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WHAT THIS MEANS IN YOUR BUSINESS

Coding

Coding determines where a transaction is recorded and therefore where it appears in your accounts and reports.

For example, a payment might relate to:

  • rent;
  • software;
  • insurance;
  • motor vehicle costs;
  • equipment;
  • a loan repayment;
  • owner drawings;
  • or something else entirely.

The GST treatment may also need to be considered separately from the account used to classify the transaction.

Think: The bank says $500 left the account. Coding tells the bookkeeping what the $500 represented.

Coding affects your Profit & Loss, Balance Sheet and other reports.

So if transactions are consistently put into the wrong accounts, the reports can look perfectly neat while telling you the wrong story.

Correct amount. Correct bank match. Wrong coding. Still wrong bookkeeping.

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THE REALLY IMPORTANT DISTINCTION

The Bank Feed Is Not the Bookkeeping

A bank feed can bring transactions into your accounting software.

It does not automatically know what every transaction represents, whether the supporting evidence exists, whether the GST treatment is correct or whether the transaction belongs in the account selected.

Importing transactions is easy. Understanding and recording them correctly is the bookkeeping.

BAS, GST & ATO TERMS

When Bookkeeping Starts Talking to the ATO

This is where bookkeeping terminology can suddenly feel a little more serious.

BAS, GST, PAYG and activity statements all relate to different parts of your reporting obligations. They are connected β€” but they do not all mean the same thing.

Turn each card to see what the term means inside a real business.

BUSINESS ACTIVITY STATEMENT

BAS

BAS stands for Business Activity Statement.

It is used to report certain business tax obligations to the Australian Taxation Office.

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WHAT THIS MEANS IN YOUR BUSINESS

BAS

A BAS can bring together several reporting obligations for a particular period.

Depending on the business, that may include amounts relating to:

  • GST on sales;
  • GST credits on eligible purchases;
  • PAYG withholding;
  • PAYG instalments;
  • and other applicable obligations.

The BAS itself is the reporting form. The figures on it come from the underlying bookkeeping and payroll records.

Think: BAS is the report. The bookkeeping is where the numbers come from.

Lodging a BAS is not just about filling in boxes. The records underneath those boxes need to support the figures.

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GOODS AND SERVICES TAX

GST

GST stands for Goods and Services Tax.

It is a broad-based tax of 10% on most goods, services and other items sold or consumed in Australia.

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WHAT THIS MEANS IN YOUR BUSINESS

GST

If your business is registered for GST, relevant sales and purchases need the correct GST treatment.

But not every transaction is simply: β€œadd 10%” or β€œclaim 10%”.

Different transactions can have different GST treatments, which is why the tax code selected in your software matters.

Supporting documents also matter, because GST treatment should be based on what the transaction actually was.

Think: The GST code should follow the transaction, not whichever option happens to be easiest to click.

Correct amount. Wrong GST treatment. Still wrong bookkeeping.

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GST ON SALES

GST Collected

The GST included in taxable sales made by a business that is registered for GST.

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WHAT THIS MEANS IN YOUR BUSINESS

GST Collected

When your business makes a taxable sale, part of the amount charged to the customer may be GST.

That GST can be included in the money your customer pays, but it is not simply additional business income.

It forms part of the GST calculation that may later be reported through an activity statement.

Think: The customer may pay the whole invoice into your bank, but part of that amount can represent GST.

Money sitting in your bank account does not automatically mean every dollar is available for the business to spend.

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GST ON ELIGIBLE PURCHASES

GST Credits

GST credits β€” also called input tax credits β€” may be available for GST included in eligible business purchases.

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WHAT THIS MEANS IN YOUR BUSINESS

GST Credits

Being registered for GST does not mean you automatically claim GST on everything the business pays for.

The transaction needs the correct GST treatment, and where required, the business needs suitable supporting documentation.

Some purchases may have no GST. Others may have a different GST treatment.

Think: β€œThe business paid for it” and β€œthe business can claim GST on it” are not automatically the same thing.

GST credits should come from eligible transactions that are properly recorded and supported.

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PAY AS YOU GO

PAYG Withholding

Amounts a business withholds from certain payments β€” most commonly employee wages β€” and reports to the ATO.

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WHAT THIS MEANS IN YOUR BUSINESS

PAYG Withholding

When you run payroll, an amount may need to be withheld from an employee's pay for tax.

That amount is part of the employer's reporting and payment obligations.

This is why payroll, STP reporting, the accounting file and the activity statement need to make sense together.

Think: Gross pay is calculated. Tax may be withheld. Net pay is what remains for the employee.

PAYG withholding is not the same thing as PAYG instalments.

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SAME PAYG FAMILY, DIFFERENT JOB

PAYG Instalments

Regular prepayments towards an expected income tax liability.

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EASY ONE TO MIX UP

PAYG Instalments

PAYG instalments and PAYG withholding both contain the words β€œPAYG”, but they do different jobs.

PAYG withholding generally involves amounts withheld from certain payments, such as employee wages.

PAYG instalments are generally prepayments towards an expected income tax liability.

Think: Withholding = taking tax out of certain payments. Instalments = paying towards an expected tax bill.

Same acronym family. Completely different purpose.

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REPORTING TO THE ATO

Activity Statement

A form used to report particular tax obligations to the ATO for a reporting period.

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WHAT THIS MEANS IN YOUR BUSINESS

Activity Statement

β€œActivity statement” is the broader term used for forms that report certain business tax obligations.

A Business Activity Statement (BAS) can report several different obligations.

An Instalment Activity Statement (IAS) may be used for particular obligations in relevant circumstances.

What appears on the statement depends on the registrations and obligations applying to that business.

Think: β€œActivity statement” is the family name. BAS and IAS are different members of that family.

The form you receive depends on what the business is registered and required to report for.

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REGISTERED PROFESSIONAL

Registered BAS Agent

A person or entity registered with the Tax Practitioners Board to provide BAS services for a fee or other reward.

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WHY β€œREGISTERED” MATTERS

Registered BAS Agent

β€œBookkeeper” and β€œRegistered BAS Agent” are not automatically interchangeable titles.

BAS services are regulated, and a person providing those services for a fee or reward generally needs to be appropriately registered or otherwise legally permitted to provide them.

A BAS Agent may work with bookkeeping records, GST, activity statements and other BAS-related matters within their professional scope.

Other matters may need to be handled by a registered tax agent, accountant or another appropriate professional.

Think: Bookkeeping describes the work. Registered BAS Agent describes a regulated professional role.

When BAS services are involved, professional registration matters.

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BUNNY WOULD LIKE TO CLEAR SOMETHING UP

BAS, GST and PAYG Are Not Three Names for the Same Thing

GST is a tax.

PAYG withholding and PAYG instalments are two different tax-related obligations.

A BAS is one of the ways applicable amounts can be reported to the ATO.

Once you separate the tax from the form used to report it, the terminology becomes much less mysterious.

PAYROLL TERMS

The Language of Paying People

Payroll has its own vocabulary β€” and some of the terms sound almost identical until you actually have to use them.

Turn each card to see what the term means in practice.

BEFORE DEDUCTIONS

Gross Pay

The employee's earnings before applicable deductions are taken out.

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WHAT THIS MEANS IN PAYROLL

Gross Pay

Gross pay is the employee's earnings before amounts such as PAYG withholding and other applicable deductions are taken from their pay.

Depending on the employee and the pay run, gross pay can include different components.

  • ordinary earnings;
  • overtime;
  • allowances;
  • bonuses;
  • leave payments;
  • and other earnings where applicable.
Think: β€œWhat did the employee earn before anything was taken out?”

Gross pay is useful because it gives you the starting earnings figure, but it is not necessarily the amount the employee receives.

Gross pay is not the same thing as net pay.

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WHAT IS LEFT

Net Pay

The amount remaining for the employee after applicable deductions have been taken from their pay.

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WHAT THIS MEANS IN PAYROLL

Net Pay

Net pay is what remains after the relevant deductions have been taken from gross pay.

It is generally the amount you expect to see paid to the employee.

Think: Gross pay β†’ deductions β†’ net pay.

If the employee's bank payment does not agree with the net pay from the pay run, that is something worth investigating.

Gross pay tells you what they earned. Net pay tells you what remains to be paid to them.

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WITHHELD FROM PAY

PAYG Withholding

Amounts an employer withholds from certain payments and reports to the ATO.

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WHAT THIS MEANS IN PAYROLL

PAYG Withholding

When payroll is processed, an amount may need to be withheld from an employee's pay for tax.

That withheld amount is not simply spare cash belonging to the business.

It forms part of the employer's reporting and payment obligations.

Think: β€œWe withheld it, so we need to account for it.”

This is one reason the employee's net pay is lower than their gross pay.

PAYG withholding and PAYG instalments are different things.

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SUPERANNUATION

Super

Employer contributions that may be required for eligible employees.

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WHAT THIS MEANS IN PAYROLL

Superannuation

Super is part of the employer's payroll obligations, but it is separate from the employee's ordinary take-home pay.

Payroll records need to correctly calculate and track applicable superannuation amounts.

The business then needs to make the required payments through the appropriate process.

Think: Gross pay, net pay and super can all relate to the same employee, but they are different amounts doing different jobs.

Historical payroll problems can become messy when the super calculated in payroll does not agree with the amounts actually paid.

Calculating super is not the same as paying super.

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SINGLE TOUCH PAYROLL

STP

STP stands for Single Touch Payroll.

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WHAT THIS MEANS IN PAYROLL

Single Touch Payroll

STP is the system used to report certain payroll information to the ATO.

This means payroll is not just sitting quietly inside your accounting software.

The information being processed and reported needs to be accurate.

Think: Run payroll β†’ check it β†’ report the required information.

The payroll file, STP reporting and the actual employee payments should make sense together.

Clicking β€œfile” is not a substitute for checking the payroll.

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PROCESSING THE PAY

Pay Run

The payroll process used to calculate employee pay for a particular pay period.

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WHAT THIS MEANS IN PAYROLL

Pay Run

A pay run brings together the payroll information for a particular period.

Depending on the circumstances, that can include:

  • ordinary earnings;
  • overtime;
  • leave;
  • allowances;
  • deductions;
  • PAYG withholding;
  • and superannuation information.
Think: This is where all the different pieces of an employee's pay come together for that period.

Once finalised, the pay run becomes part of the payroll records that should agree with the actual payments and bookkeeping.

A pay run should be reviewed before you assume the software has got everything right.

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THE EMPLOYEE'S PAY RECORD

Payslip

A document provided to an employee showing information about their pay for a particular period.

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WHAT THIS MEANS IN PAYROLL

Payslip

A payslip gives the employee a breakdown of the pay that has been processed for them.

It can show information such as:

  • gross earnings;
  • tax withheld;
  • net pay;
  • leave information;
  • superannuation;
  • and other relevant payroll details.
Think: The pay run calculates the payroll. The payslip tells the employee what was processed.

Payslips can also be a useful place to spot payroll issues, because employees often notice quickly when something does not look right.

The payslip should agree with the payroll record behind it.

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TIME AWAY FROM WORK

Leave

Time away from work that may be paid or unpaid, depending on the type of leave and the employee's circumstances.

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WHAT THIS MEANS IN PAYROLL

Leave

Payroll may need to track different types of employee leave and applicable balances.

Depending on the circumstances, leave may:

  • accrue over time;
  • be taken;
  • be paid;
  • be adjusted;
  • or affect payroll in different ways.
Think: Leave is not just a calendar entry. It can also represent a payroll balance.

Accurate leave records matter because those balances can represent real employee entitlements.

Incorrect leave balances can become much harder to repair after they have been wrong for months or years.

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THE THREE PAYROLL NUMBERS PEOPLE MIX UP

Gross Pay. Deductions. Net Pay.

Gross pay is what the employee earns before applicable deductions.

Deductions are amounts taken from that pay where applicable.

Net pay is what remains after those deductions.

If those three numbers make sense, you have already untangled one of the most common pieces of payroll terminology.

MONEY IN & MONEY OUT

Customers Owe You. You Owe Suppliers. Here's the Language.

These terms describe the everyday movement of money through your business β€” what you've invoiced, what you owe, what's been paid and what is still outstanding.

Turn the cards to see what each one means in practice.

MONEY COMING IN

Invoice

A document issued to a customer showing what they owe for goods or services supplied.

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WHAT THIS MEANS IN YOUR BUSINESS

Invoice

An invoice records a sale and tells the customer what is due.

It usually includes things such as:

  • what was supplied;
  • the amount charged;
  • GST where applicable;
  • the invoice date;
  • and when payment is due.

Sending an invoice is not the same as being paid.

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MONEY GOING OUT

Bill

A supplier document recording an amount your business owes for goods or services received.

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WHAT THIS MEANS IN YOUR BUSINESS

Bill

A bill records something the business needs to pay.

Entering bills properly can help you see:

  • which suppliers are owed money;
  • how much is due;
  • when it is due;
  • and whether it has already been paid.

A bill belongs to the supplier side of the books.

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CUSTOMERS OWE YOU

Accounts Receivable

Money customers owe your business for invoices that have not yet been paid.

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WHAT THIS MEANS IN YOUR BUSINESS

Accounts Receivable

If you invoice customers and allow them time to pay, unpaid invoices sit in accounts receivable.

This tells you who still owes the business money.

Sales on a report do not necessarily mean the cash is already sitting in your bank account.

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YOU OWE SUPPLIERS

Accounts Payable

Money your business owes suppliers for bills that have not yet been paid.

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WHAT THIS MEANS IN YOUR BUSINESS

Accounts Payable

Accounts payable shows supplier bills that are still outstanding.

A reliable payable list can help you see:

  • who needs to be paid;
  • how much is due;
  • when payment is due;
  • and which bills may already be overdue.
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REVERSING OR REDUCING AN AMOUNT

Credit Note

A document used to reduce or reverse all or part of an invoice or bill.

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WHAT THIS MEANS IN YOUR BUSINESS

Credit Note

A credit note may be needed when:

  • goods are returned;
  • an amount was overcharged;
  • a sale is partly reversed;
  • or another adjustment is required.

It changes the amount owing rather than pretending the original transaction never existed.

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STILL UNPAID

Outstanding

An amount that is still unpaid or unresolved.

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WHAT THIS MEANS IN YOUR BUSINESS

Outstanding

You might hear:

  • outstanding invoice;
  • outstanding bill;
  • outstanding balance;
  • or outstanding payment.

It simply means the item has not yet been fully settled.

β€œOutstanding” sounds impressive. Usually it just means somebody still owes somebody money.

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WHEN PAYMENT IS DUE

Payment Terms

The agreed conditions describing when an invoice or bill should be paid.

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WHAT THIS MEANS IN YOUR BUSINESS

Payment Terms

Common examples include payment due:

  • immediately;
  • within a certain number of days;
  • or on a specified date.

Clear payment terms help establish when an amount moves from simply unpaid to overdue.

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HOW OLD IS THE DEBT?

Aged Receivables

A report showing unpaid customer invoices, usually grouped by how long they have been outstanding.

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WHAT THIS MEANS IN YOUR BUSINESS

Aged Receivables

Instead of just showing the total customers owe you, this report helps show how old those unpaid amounts are.

That makes it easier to spot invoices that may need follow-up.

A large receivables number is not especially comforting if most of it has been unpaid for months.

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THE EASY WAY TO REMEMBER IT

Receivable = They Owe You. Payable = You Owe Them.

Accounts receivable is money customers still owe your business.

Accounts payable is money your business still owes suppliers.

If you remember nothing else from this part of the page, remember who is waiting for the money.

REPORTS & FINANCIAL STATEMENTS

What the Numbers Are Actually Trying to Tell You

Reports are only useful if you understand what you are looking at.

These are some of the terms you will see when your bookkeeping starts turning into financial information.

Turn each card to see what the number means inside the business.

FINANCIAL REPORT

Profit & Loss

A report showing income and expenses over a period of time, resulting in a profit or loss.

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WHAT THIS MEANS IN YOUR BUSINESS

Profit & Loss

This report helps answer one of the most common business questions:

Think: β€œDid the business earn more than it spent during this period?”

Depending on the business and report layout, it can show:

  • revenue or income;
  • cost of sales;
  • gross profit;
  • operating expenses;
  • and net profit or loss.

The Profit & Loss covers a period β€” for example, a month, quarter or financial year.

It does not tell you exactly how much cash is sitting in the bank at that moment.

Profit and cash are related, but they are not the same number.

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FINANCIAL POSITION

Balance Sheet

A report showing what the business owns, what it owes and the owner's interest at a particular point in time.

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WHAT THIS MEANS IN YOUR BUSINESS

Balance Sheet

The Balance Sheet is more like a snapshot than a movie. It shows the financial position at a particular date.

It brings together three broad areas:

  • Assets β€” what the business controls;
  • Liabilities β€” what the business owes;
  • Equity β€” the owner's interest in the business.

It can also reveal balances that deserve attention:

  • old loans that should have been cleared;
  • negative asset balances;
  • GST or payroll liabilities that look unusual;
  • old suspense accounts;
  • and historical amounts nobody remembers creating.
Think: The Profit & Loss tells you what happened over time. The Balance Sheet tells you where things stand now.

If the Balance Sheet looks strange, there is usually a bookkeeping reason hiding underneath it.

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WHERE THE CASH WENT

Cash Flow

The movement of cash into and out of the business.

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WHAT THIS MEANS IN YOUR BUSINESS

Cash Flow

Cash flow is about actual movement of money.

A business can show a profit and still struggle to pay its bills.

That can happen because:

  • customers have not paid yet;
  • loans are being repaid;
  • equipment has been purchased;
  • tax obligations are due;
  • owners have withdrawn money;
  • or cash has moved for reasons that do not appear as ordinary expenses.
Think: Profit asks, β€œDid we make money?” Cash flow asks, β€œWhere did the actual cash go?”

Profitable does not automatically mean cash-rich.

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MONEY EARNED FROM BUSINESS ACTIVITY

Revenue

Income earned from the ordinary activities of the business.

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WHAT THIS MEANS IN YOUR BUSINESS

Revenue

Revenue is usually one of the first numbers people look at when reviewing business performance.

It tells you about income generated by the business.

But revenue does not tell you what it cost to generate that income, how many expenses the business had, or how much profit remained.

Think: Revenue tells you what came in from business activity. Profit tells you what remained after relevant costs.

A business can have impressive revenue and still make very little profit.

Selling a lot and keeping a lot are two very different achievements.

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COSTS OF RUNNING THE BUSINESS

Expense

A cost recognised in operating the business.

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WHAT THIS MEANS IN YOUR BUSINESS

Expense

Expenses can include things such as:

  • rent;
  • insurance;
  • software;
  • telephone;
  • wages;
  • professional fees;
  • advertising;
  • and other operating costs.

But not every payment leaving the bank is automatically an expense.

A payment could instead relate to:

  • an asset purchase;
  • a loan repayment;
  • an owner's transaction;
  • or another Balance Sheet item.
Think: β€œMoney went out” tells us what happened at the bank. β€œExpense” tells us how the transaction is treated in the accounts.

Bank movement and accounting treatment are not the same thing.

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AFTER DIRECT COSTS

Gross Profit

Revenue remaining after deducting relevant direct costs associated with generating that revenue.

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WHAT THIS MEANS IN YOUR BUSINESS

Gross Profit

Gross profit looks at the relationship between sales and the direct costs associated with making those sales.

It can help show whether there is enough margin left after direct costs to cover the other expenses of running the business.

But it is not the final result.

Other operating expenses still need to be taken into account before you reach net profit.

Think: Revenue β†’ direct costs β†’ gross profit.

Gross profit is partway through the Profit & Loss story.

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THE BOTTOM LINE

Net Profit

The result after relevant business expenses have been deducted from income for the period.

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WHAT THIS MEANS IN YOUR BUSINESS

Net Profit

Net profit is the result after the Profit & Loss has worked through the income and relevant expenses for the period.

A positive result indicates profit. A negative result indicates a loss.

But net profit is still an accounting result.

It does not tell you exactly how much cash is currently available in the bank.

Think: Gross profit is partway down the report. Net profit is much closer to the final result.

Net profit is not your bank balance.

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WHAT THE BUSINESS HAS

Asset

A resource controlled by the business that can provide future economic benefit.

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WHAT THIS MEANS IN YOUR BUSINESS

Asset

Assets are resources controlled by the business.

Depending on the business, examples can include:

  • cash at bank;
  • amounts customers owe;
  • inventory;
  • equipment;
  • vehicles;
  • property;
  • and other resources.

Some assets are expected to be used or converted to cash quickly. Others remain in the business for years.

Think: An asset is something sitting on the β€œwhat the business has” side of the Balance Sheet story.

Something can cost the business money without being recorded as an immediate expense.

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WHAT THE BUSINESS OWES

Liability

A present obligation of the business that is expected to require resources to settle.

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WHAT THIS MEANS IN YOUR BUSINESS

Liability

Liabilities represent amounts or obligations the business needs to settle.

Examples can include:

  • supplier bills owing;
  • business loans;
  • credit cards;
  • GST liabilities;
  • PAYG withholding;
  • superannuation payable;
  • and other amounts owed.

Liabilities matter because a healthy-looking bank balance does not tell you what is waiting to be paid elsewhere.

Think: The money may still be in the bank. The obligation can already belong to somebody else.

A bank account can look lovely while liabilities are quietly lining up outside.

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THREE NUMBERS THAT ARE NOT THE SAME NUMBER

Revenue. Profit. Bank Balance.

Revenue tells you about income generated.

Profit tells you what remains after the relevant expenses in the report are taken into account.

Your bank balance tells you how much cash is sitting in that account at that moment.

A business can have strong revenue, show a profit and still have surprisingly little cash available.

ACCOUNTING LANGUAGE PEOPLE COMMONLY MIX UP

Similar Words. Very Different Meanings.

Some bookkeeping terms are confusing because they sound almost interchangeable.

They aren't.

Turn each card to see the difference.

THE ONE EVERYBODY PRETENDS IS OBVIOUS

Debit vs Credit

In double-entry accounting, debits and credits are the two sides used to record transactions.

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THE IMPORTANT BIT

Debit vs Credit

A debit does not simply mean money going out.

A credit does not simply mean money coming in.

Whether a debit or credit increases or decreases a balance depends on the type of account involved.

For example, the accounting treatment of cash, expenses, income, loans and equity does not all work in the same direction.

Think: Debit and credit are accounting directions, not plain-English descriptions of cash movement.

If somebody tells you β€œdebit means money out” and β€œcredit means money in”, that shortcut will eventually get you into trouble.

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WHEN DOES IT COUNT?

Cash vs Accrual

Two different ways of recognising financial activity in reports and accounting records.

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THE DIFFERENCE

Cash vs Accrual

Cash basis generally focuses on when money is actually received or paid.

Accrual basis recognises income and expenses when they are earned or incurred, even if the cash movement happens at a different time.

That means the same business can show different timing depending on which basis a report is using.

Example: You issue an invoice in June and the customer pays in July. Cash and accrual reporting can treat the timing differently.

Same business. Same transaction. Different timing view.

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NOT EVERY PAYMENT IS AN EXPENSE

Capital vs Expense

Some business purchases are treated as assets rather than being recognised immediately as ordinary expenses.

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WHAT THIS MEANS IN YOUR BUSINESS

Capital vs Expense

Day-to-day operating costs may be recorded as expenses.

Other purchases may provide benefit over a longer period and therefore be recorded as assets.

That can affect where the transaction appears in your reports and how it is dealt with over time.

Think: Paying for printer paper and buying a new vehicle both involve money leaving the bank, but the accounting treatment may be very different.

The exact treatment can depend on the nature of the purchase and the relevant accounting and tax rules.

Money leaving the bank does not automatically make something an expense.

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RELATED, NOT IDENTICAL

Bookkeeping vs Accounting

Bookkeeping and accounting work with the same financial story, but they are not exactly the same job.

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THE PRACTICAL DIFFERENCE

Bookkeeping vs Accounting

Bookkeeping focuses heavily on maintaining accurate financial records and recording the regular financial activity of the business.

That can include transactions, reconciliations, payroll records, accounts receivable, accounts payable and other bookkeeping processes.

Accounting can involve interpreting, analysing and reporting on those records, along with work that may sit within an accountant's or tax agent's professional role.

Think: Bookkeeping helps build the financial records. Accounting may use those records to analyse and report on the business.

Good accounting needs reliable bookkeeping underneath it.

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TWO DIFFERENT PROFIT NUMBERS

Gross Profit vs Net Profit

Both are profit measures, but they appear at different stages of the Profit & Loss.

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THE DIFFERENCE

Gross Profit vs Net Profit

Gross profit looks at revenue after relevant direct costs associated with generating that revenue.

Net profit goes further and reflects the result after relevant operating expenses have also been taken into account.

Think: Revenue β†’ direct costs β†’ gross profit β†’ operating expenses β†’ net profit.

That is why a business can have a healthy gross profit but still end up with a disappointing net profit.

Gross profit is partway through the story. Net profit is much closer to the ending.

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NOT THE SAME DOCUMENT

Invoice vs Receipt

An invoice requests payment. A receipt provides evidence that payment has occurred.

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EASY WAY TO REMEMBER IT

Invoice vs Receipt

Invoice: β€œPlease pay this amount.”

Receipt: β€œThis amount has been paid.”

They can relate to the same transaction, but they serve different purposes.

Think: Invoice comes before payment. Receipt confirms payment.

Depending on the transaction, one document may also contain information needed to support the bookkeeping or GST treatment.

Asking for an invoice when what you actually need is proof of payment can lead to a very circular email chain.

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THIS ONE CAUSES A LOT OF CONFUSION

Profit vs Cash

Profit is an accounting result. Cash is money actually available in the bank or elsewhere.

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WHY THEY CAN BE DIFFERENT

Profit vs Cash

A business can show a profit while having very little cash available.

That can happen when:

  • customers still owe money;
  • loans are being repaid;
  • equipment has been purchased;
  • tax obligations are due;
  • owners have withdrawn cash;
  • or money has moved for reasons that do not appear as ordinary expenses.
Think: Profit asks, β€œWhat did the business earn after expenses?” Cash asks, β€œWhat money is actually available right now?”

β€œWe made a profit” does not automatically answer β€œWhy is there no money in the bank?”

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MONEY TO THE OWNER

Drawings vs Wages

Money taken by a business owner is not automatically the same thing as employee wages.

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STRUCTURE MATTERS

Drawings vs Wages

The way money paid to an owner is treated depends on the business structure and the nature of the payment.

For example, money a sole trader takes from the business is not automatically an employee wage.

Other business structures can involve different arrangements and obligations.

Think: β€œMoney moved from the business to the owner” describes the bank movement. It does not automatically tell you the correct accounting treatment.

The business structure matters before you decide whether a payment is wages, drawings, a loan, a distribution or something else.

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YOU'RE ALMOST READY FOR THE QUIZ

Stop Translating Everything Into β€œMoney In” and β€œMoney Out”

Bookkeeping records more than movement in a bank account.

It also records what the money represented, who owed whom, when income or expenses belonged to a period, and what type of account was affected.

Once that clicks, a lot of bookkeeping terminology starts making considerably more sense.

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TIME TO SEE WHAT STUCK

How Well Do You Speak Bookkeeping?

Ten questions. One answer each. No accountant hovering over your shoulder.

Choose the answer you think is right, then Bunny will keep score.

1 What does bank reconciliation actually do?
2 Accounts receivable means:
3 Which statement about debits and credits is correct?
4 What is net pay?
5 Which statement best describes a Profit & Loss report?
6 What is the easiest way to remember accounts payable?
7 Which statement about profit and cash is correct?
8 What is GST collected?
9 Which statement best explains cash basis versus accrual basis?
10 An invoice and a receipt are different because:
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ONE MORE TEST BEFORE YOU ESCAPE

The Bookkeeping Crossword

You've turned the cards. You've survived the quiz. Now let's see whether the words have actually moved in.

Click any white square and type your answer. You can also click a clue to jump straight to that word.

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Bunny is waiting. Start anywhere you like.

Across

Down

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No googling the glossary three centimetres above you. Bunny cannot actually enforce this, but she would like you to know she is disappointed in advance.

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Did you get 10/10 on the quiz and finish the crossword?

Okay, show-off.

You may officially know more bookkeeping terminology than you expected when you arrived on this page.

Bunny is impressed.