New York City Bookkeeping - Accounting System Set-Up

Accounting System Set-Up

Picking An Accounting Method

The first decision to be made is which type of accounting method to choose, there are 2 choices:
The Cash Method (or Cash Basis) - this means that you count income when you actually receive it (either as cash, credit card charges or check) and your expenses are counted when you actually pay them. This is the most common method for small businesses, especially those that take immediate payment for a product or service (credit card, check, cash, etc.)

The Accrual Method (or Accrual Basis) - this means that you count income when a sale is made (regardless if you actually receive the money for it) and expenses are counted when you actually receive the good or service (instead of paying for it immediately). This method is common for larger businesses or small businesses that utilize "invoicing" and frequently deliver a product or service before being paid for it.

Choosing a Method

You are free to pick either method provided you have less than $5 million in annual sales OR you maintain inventory (in that case, then you must use the accrual method).

The accrual method is generally considered to give you a more accurate picture of your company's financial situation but requires you to take extra steps like maintaining accounts receivable and accounts payable records. The cash method is generally easier to maintain and is the preferred method for small businesses.

Choose a Method for Recording Transactions

After you've decided on an accounting method, the next step is to decide how you are going to record transactions. You have basically 2 choices:

Hand-Recording Transactions - you actually hand-write each transaction in a ledger.

Software - you enter transactions in a software program which then automates many routine tasks.

By far the most popular method is software. There are dozens of accounting software packages and most of them will help you maintain your books as well as automate things like payroll and reports.

Recommended Software

* QuickBooks Pro - by far the most popular and most user-friendly accounting software. (amazon.com) - SPECIAL: You can get a FREE Copy of QuickBooks Pro with any approved Merchant Account - click here to learn more.
* Simply Accounting - not as user-friendly but includes many of the same features as QuickBooks Pro at a lower price. (amazon.com)
* PeachTree Accounting - entry-level product that provides the basics of accounting at a low price. (amazon.com)

Setup Your "Chart of Accounts"

After choosing a method for recording transactions, it's time to setup your "chart of accounts". A "chart of accounts" is simply a listing of all the various accounts in your accounting system. There are income accounts, expense accounts, asset accounts, etc.

As noted above, an accountant can be of great assistance in setting up your initial chart of accounts. Also, QuickBooks Pro and some other software programs include a "wizard" that will customize a "chart of accounts" for your business.

Learning and Maintaining Your Accounting System

Once you've chosen your accounting system, the next step is learning and maintaining your accounting system. Learning the system will obviously depend on what solution you've adopted, but maintaining the system is accomplished primarily by 2 things:

You Have to Use the System - once you've taken the time and energy to setup an accounting system, you have to actually utilize it properly. This means entering every transaction, check, bill, charge or refund.
Reconcile Your Bank Statement - the best way to maintain your accounting system is by reconciling your bank statement with your accounting system every month. This means that you compare each transaction from your bank account or accounts with your accounting system and make sure that they balance. This process alone will force you to properly account for the company's money.

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