Accounting for Non-Accountants: essential concepts you need to know

By Enoch k. AKUFFU-DJOBI

With my teachings, seminar presentations, and professional practice, I noticed with keen interest that many small business owners in Ghana focus on growing their businesses through sales, marketing, and customer service, and as such, often neglecting one critical area: accounting.

However, understanding basic accounting principles is crucial for managing finances, making informed decisions, and ensuring long-term success. For small business owners without a formal accounting background, these concepts may seem intimidating, but with a bit of knowledge and practice, they can be easily understood and applied.

This article will break down essential accounting concepts and provide simple examples to help small business owners in Ghana manage their finances more effectively.

The Accounting Equation

At the heart of accounting is the basic ‘accounting equation’ which helps business owners understand the financial health of their businesses. Mathematically, the equation can be shown like below:

Assets = Liabilities Equity

– Assets(A):     What your business owns (e.g., cash, equipment, inventory).

– Liabilities(L): What your business owes (e.g., loans, unpaid bills).

– Equity(E):   What’s left for you as the owner after all liabilities are subtracted from assets(A-L)

Example: Let’s say you own a small tailoring shop. You have equipment worth GHS 20,000(asset) and cash in the bank amounting to GHS 10,000 (asset), but you owe GHS 8,000 for fabric suppliers (liability) and GHS2000 loan(liability) from a microfinance/bank. According to the accounting equation, your equity will be:

Assets (GHS20,000 GHS10,000) = GHS 30,000 …   A

Liabilities (GHS8000 GHS2000) = GHS 10,000 …    L

Equity (GHS30,000- GHS10,000) = GHS 20,000…    A-L

This means that after paying off your debts, your ownership in the business is worth

GHS 20,000.

Revenue and Expenses

Understanding ‘revenue and expenses’ is crucial for tracking whether your business is making a profit or a loss.

– Revenue:    The money your business earns from selling products or services.

– Expenses: The costs your business incurs to generate revenue (e.g., rent, utilities, salaries, materials).

The difference between revenue and expenses determines whether you’re operating at a ‘profit’ or a ‘loss’.

Example: Let’s assume your tailoring shop makes GHS 12,000 in revenue in one month. During the same period, you spend GHS 2,500 on fabric, GHS 1,500 on rent, and GHS 500 on utilities, GHS 2000 on salary, totaling GHS 6,500 in expenses. Your profit would be:

Revenue(R) = GHS 12,000

Expenses (2,500 1,500 500 2000) = GHS 6,500 (E)

Profit (R-E) = GHS5,500

This profit indicates that after covering all your expenses, your business earned GHS 5,500 in that month.

Cash Flow

Cash flow refers to the movement of money in and out of your business. Managing cash flow is vital for ensuring that you have enough funds to cover day-to-day expenses.

– Positive cash flow:  means more money is coming into your business than going out.

– Negative cash flow: occurs when your outgoing cash exceeds your incoming cash, potentially   leading to financial difficulties.

Example: Your tailoring shop receives GHS 12,000 in sales revenue for the month, but you spend GHS 7,000 on fabric, rent, and salary. Your cash flow for the month would be:

GHS 12,000(Inflow) – GHS 7,000 (Outflow)= GHS 5000(Positive Cash Flow)

Positive cash flow is essential for paying bills, repaying loans, and reinvesting in your business for growth.

Accrual vs. Cash Basis Accounting

There are two main methods of recording transactions: cash basis accounting and accrual basis accounting.

– Cash basis accounting – records transactions when cash is received or paid.

– Accrual basis accounting– records transactions when they are incurred, even if cash has not yet been exchanged.

Example: If you sell GHS 1,000 worth of clothing on credit in October and receive payment in November:

– Under cash basis accounting, you would record the sale in November when the cash is received.

– Under accrual basis accounting, you would record the sale in October when the sale was made, regardless of when the cash is received.

Small businesses in Ghana often use the ‘cash basis’ because it is simpler and reflects actual cash flow. However, as businesses grow, the ‘accrual basis’ provides a clearer picture of long-term financial health.

Income Statement

An income statement (also called a profit and loss statement) summarizes your business’s revenues and expenses over a specific period. This statement shows whether your business made a profit or incurred a loss.

Example: Your tailoring shop’s income statement for the first quarter of the year might show:

– Revenue: GHS 54,000

– Expenses: GHS 28,000 (rent, materials, salaries etc.)

– Net Profit: GHS 26,000

The income statement helps you see how profitable your business is and whether you need to cut costs or increase sales.

The Balance Sheet

A balance sheet provides a snapshot of your business’s financial position at a specific point in time. It shows what the business owns (assets), what it owes (liabilities), and the owner’s equity. This is an important tool for understanding the overall financial health of your business.

Example: Your tailoring shop’s balance sheet at the end of the year might look like this:

– Assets: Cash (GHS 19,000), Equipment (GHS 10,000), Inventory (GHS 3,000) – Total Assets = GHS 32,000

– Liabilities: Loan (GHS 2000), Supplier Debt (GHS 7000) – Total Liabilities = GHS 9,000

– Equity: Owner’s Equity = GHS 23,000

This balance sheet shows that after paying off debts, the shop is worth GHS 23,000.

1. The Importance of Record-Keeping

Good record-keeping is essential for any business. Keeping accurate records of sales, expenses, and other transactions will help you:

– Track your business’s performance.

– Prepare financial statements and tax returns.

– Apply for loans or funding.

Simple tools like Excel spreadsheets, bookkeeping software, or even manual accounting books can help you keep track of your finances. Make sure you record transactions regularly and maintain receipts and invoices.

2. Conclusion: Accounting as a Tool for Growth

For small business owners in Ghana, understanding basic accounting concepts can make a big difference in the success and growth of your business. Whether you’re managing cash flow, calculating profits, or preparing for taxes, accounting helps you make informed decisions that lead to better financial management.

By applying the simple examples and tips outlined in this article, you can take control of your finances, avoid common pitfalls, and ensure the long-term sustainability of your business. Remember, accounting is not just for accountants—it’s an essential tool for every entrepreneur.

Enoch is a Chartered Accountant / Certified Banker with a deep passion for accounting, banking, and governance. His expertise spans both education and practice reflecting a commitment to research and knowledge sharing. He can be reached via [email protected]). Contact: 233244201383

The post Accounting for Non-Accountants: essential concepts you need to know appeared first on The Business & Financial Times.

Read Full Story