$10,000
Sometimes, you may purchase an asset with a loan. Suppose that you purchased $10,000 worth of furniture by using a note payable or a loan. Even though there’s no immediate cash effect, you still record the transaction. Table 3-14 shows how you record this transaction. A furniture account gets debited for $10,000, and a loan payable account gets credited for $10,000.
TABLE 3-14 Journal Entry 14: Buying an Asset with a Loan
| Account | Debit | Credit |
|---|---|---|
| Furniture | $10,000 | |
| Loan payable | $10,000 |
Making a loan payment
To record the payment on a loan, you or QuickBooks makes a journal entry like the one shown in Table 3-15. Suppose that in connection with the loan shown in Journal Entry 13, you need to pay $2,200. Further suppose that this amount is for $1,200 of loan interest and $1,000 of principal. In this case, you debit loan payable for $1,000, debit loan interest expense for $1,200, and credit cash for $2,200.
TABLE 3-15 Journal Entry 15: Paying a Loan Payment
| Account | Debit | Credit |
|---|---|---|
| Loan payable | $1,000 | |
| Loan interest expense | 1,200 | |
| Cash | $2,200 |
Sometimes, the tricky thing about loan payments is breaking the payment amount into its principal and interest components. Ideally, the lender will provide you an amortization schedule that breaks payments into principal and interest.
If a lender doesn’t provide such an amortization schedule, you can calculate the interest expense yourself by using either a spreadsheet or a calculator. In Microsoft Excel, right-click any worksheet tab, choose Insert from the shortcut menu, and double-click the Amortization Table on the Spreadsheet Solutions tab of the result dialog box. Then, after you’ve calculated the interest expense, you can deduce the principal component by subtracting the interest from the payment amount.
Accruing liabilities
I want to show you one other liability-related journal entry. Very commonly, a business owes money for some goods or services or taxes that must be recorded in the accounting system. If, at the end of an accounting period — say, at the end of the year — you owe $1,200 of interest on some loan, you really need to record that interest expense in your accounting system. You want to record the fact that although the loan balance may show as $10,000 in your accounting records, you probably really owe $11,200, because you owe both the $10,000 of principal and $1,200 of accrued interest.
To accrue a liability, you use a journal entry like the one shown in Table 3-16. This journal entry shows the accrual of $1,200 of interest expense on a loan payable.
TABLE 3-16 Journal Entry 16: Accruing a Liability
| Account | Debit | Credit |
|---|---|---|
| Loan interest expense | $1,200 | |
| Loan interest payable | $1,200 |
The journal entry shows a $1,200 debit to loan interest expense and a $1,200 credit to loan interest payable. This journal entry records amounts that you owe as of the end of the accounting period that don’t get recorded in some other way.
You need to be careful about using journal entries like the one shown in Table 3-16. Typically, you want to use such journal entries when it’s very important to count all your expenses and to measure all your liabilities accurately.
Liability accruals like the one shown in Journal Entry 16 present a problem to the accountant or bookkeeper, however. To return to the example of the accrued interest shown in Journal Entry 16, suppose that at a later time, the business makes a $3,000 payment, which includes the interest accrued in Journal Entry 16. When the accountant or bookkeeper later records this loan payment, they must remember or recognize the earlier journal entry. You don’t want the accountant or bookkeeper to double-count interest expense by recording the same interest again. This makes sense, right?
Because accountants and bookkeepers can’t reliably remember these sorts of accrual entries — they may need to recall them months later — they typically back out the effect of the accrual from the first day of the new accounting period.
If Journal Entry 16 were recorded at the end of year 1 to accurately estimate interest expense and liability balances, an accountant or bookkeeper could, on the first day of year 2, enter a reversing journal entry. This reversing journal entry would credit loan interest expense for $1,200 and debit loan interest payable for $1,200. In other words, this reversing journal entry reverses the earlier accrual. Because the accrual entry is still in year 1, however, year 1’s estimates of interest expense and liability account balances are still correct.
Table 3-17 shows how a reversing entry looks. Again, notice that it’s simply the mirror image of Journal Entry 16. The debits and credits are flip-flopped.
