Part A: Foundations
The accounting framework
Key takeaways
- Accounting turns what happened in a business into a document a stranger can rely on, by identifying, measuring, recording, classifying, summarising, interpreting and communicating its transactions.
- Bookkeeping records the transactions, financial accounting presents them to outsiders under IFRS, and management accounting serves the people running the business with no external rulebook.
- The IASB framework builds every statement from five elements: assets, liabilities, equity, income and expenses. Capital introduced and drawings move equity directly, never through profit.
- Assets = Liabilities + Equity holds after every transaction, and double entry is that equation enforced one transaction at a time.
- Each year end adjustment rests on a concept: accrual fixes the period, matching ties an expense to its revenue, conservatism holds back unrealised gains, and economic entity keeps the owner's spending out.
This opening chapter fixes the vocabulary and the reasoning that every later chapter of this paper assumes without restating. By the end of it you should be able to:
- Define the terms an examiner uses without warning.
- Name the five elements a set of financial statements is built from.
- Apply the accounting equation to any transaction put in front of you.
- Say which concept a given adjustment rests on.
None of that is memory work for its own sake: a candidate who cannot say what a credit is cannot post a journal in the chapter on recording transactions, and a candidate who cannot state the accrual principle cannot make a single year-end adjustment in the chapter on assets and liabilities.
Two Kenyan businesses run through this chapter and reappear in the ones that follow. Wanjiru owns Riverside Agrovet, a sole trader in Nyeri selling seed, feed and veterinary supplies. Bidii Millers Limited is a maize miller in Nakuru, a private company with three shareholders and a loan from Equity Bank. They are deliberately different in scale and in legal form, because much of what this paper teaches is the same technique applied to entities that are governed differently.
Key terms
KASNEB opens this syllabus with a glossary, and examiners test it directly: a two or three mark part asking you to define a term, and then a longer part that only works if the definition was understood rather than recited. Each term below is given with the distinction that makes it examinable, not just a dictionary line.
Debit and credit are directions, not good news and bad news
Riverside Agrovet receives KES 40,000 cash from a customer settling an invoice.
Debit Cash 40,000 an asset increases, so it is debited
Credit Trade receivables 40,000 an asset decreases, so it is credited
Both sides here are assets. Nothing was earned, because the sale was already
recorded as income when the invoice was raised. The bank statement will say
'credit' against this deposit, which is the bank describing its own books:
the bank owes Wanjiru more money, so its liability to her is credited.
Common mistake
The single most persistent Foundation error is reading 'credit' as 'decrease' and 'debit' as 'increase'. It is true for assets and expenses and false for everything else. Fix the rule to the type of account first, never to the transaction's mood: a credit to sales is excellent news for the business, and a credit to a bank loan account means the entity now owes more.
What accounting is
Nature and purpose
Accounting exists because the people who need to make decisions about a business are usually not the people who watched its transactions happen. Wanjiru knows what her agrovet took yesterday because she was there. A loan officer at Equity Bank appraising her application for stock finance was not there, has never met her, and must decide on the strength of a document. Accounting is the discipline that turns what happened into a document that a stranger can rely on.
That purpose explains the shape of everything in this paper. Transactions are recorded from source documents rather than memory because a stranger needs evidence. They are recorded by double entry because a stranger needs a system with an internal check. They are presented in a prescribed format because a stranger needs to find the figure without being told where to look. And they follow a common rulebook because a stranger needs Wanjiru's accounts to mean the same thing as the next applicant's.
Accounting is conventionally split into three branches, which in a small Kenyan business are three uses of the same underlying data rather than three separate jobs.
The three run on different rhythms over identical raw data. Wanjiru's till roll is bookkeeping, daily. At month end she totals which product lines earned the most margin and decides what to reorder, which is management accounting and answers to nobody but her. At year end the same transactions, adjusted and classified, become financial statements the bank and the Kenya Revenue Authority read. The numbers underneath never changed; who they are for, and how strictly their presentation is prescribed, did.
Common mistake
Offering a bank a set of internal management accounts in place of financial statements, or arguing that management accounts must comply with IFRS, are both examinable errors and they are the same error from opposite ends. The rulebook applies precisely where external parties rely on the output, and does not apply where they do not.
The objective of financial accounting
The objective of general purpose financial reporting, as stated in the IASB's Conceptual Framework for Financial Reporting, is to provide financial information about the reporting entity that is useful to existing and potential investors, lenders and other creditors in making decisions about providing resources to the entity. Every requirement in this paper serves that one objective.
Read the objective closely, because two of its words are examinable. It says decisions, not record, so the statements are forward looking in purpose even though they report the past: the bank cares about last year's profit only as evidence about next year's capacity to repay. And it names investors, lenders and other creditors specifically rather than everyone with an interest, because those are the parties who supply the entity's resources and whose decisions determine whether it can continue operating at all. Other users are served (the section on users, below, lists them), but the statements are built around the capital providers' needs.
Conceptual Framework
The Conceptual Framework for Financial Reporting is not itself a numbered IAS or IFRS. It is the document the IASB uses to develop the standards, and it is the source of the objective above, the elements below and the qualitative characteristics of useful information.
The elements of financial statements
Every figure in a set of financial statements is one of a small number of elements. The syllabus lists ten, which is the wider United States framework list. The IASB's own framework recognises five: assets, liabilities, equity, income and expenses. It gets there three different ways:
- Gains are treated as a form of income and losses as a form of expense.
- Investments by owners and distributions to owners are presented as movements in equity rather than as elements in their own right.
- Comprehensive income is the total of the income and expenses recognised in the period rather than a separate element at all.
Both lists are examinable, so the definitions below give all ten.
Notice that the definitions of revenue and expense both run through assets and liabilities rather than standing on their own. Income is fundamentally an increase in net assets from trading, other than the owner putting more in; an expense is fundamentally a decrease in net assets from trading, other than the owner taking money out. This is why the double entry system in the next chapter never needs an eleventh type of account: every account a business keeps is one of these elements or a subdivision of one.
Classifying six transactions of Riverside Agrovet by element
Wanjiru banks KES 300,000 of her savings into the business account
-> Asset (bank) up, Equity up as an investment by owners. NOT revenue.
The agrovet buys a delivery motorcycle for KES 150,000 cash
-> Asset (motorcycle) up, Asset (bank) down. No effect on equity at all.
It sells seed for KES 80,000 on credit
-> Asset (trade receivable) up, Equity up through Revenue.
It pays KES 12,000 shop rent for the month
-> Asset (bank) down, Equity down through Expense.
It sells the old motorcycle, carrying amount KES 40,000, for KES 55,000
-> Asset (bank) up 55,000, Asset (motorcycle) down 40,000,
Equity up 15,000 as a Gain, not as revenue.
Wanjiru takes KES 20,000 for household use
-> Asset (bank) down, Equity down as a Distribution to owners. NOT an expense.
Common mistake
Two classification errors cost marks in almost every sitting. The first is treating capital introduced as income, and drawings as an expense: both move equity directly, while income and expenses move equity only through profit. The second is calling the profit on disposal of an asset 'revenue'. Ask one question and both resolve: did this arise from the trade the business is actually in, or from the owner's own capital, or from something incidental?
Accounting concepts
Accounting concepts are the assumptions a preparer is entitled to make, and the constraints they must observe, when deciding what figure to put in the accounts. They matter in this paper because almost every year end adjustment in the chapter on assets and liabilities is a concept being applied, and an examiner will often ask you to name the concept that justifies an adjustment you have just made.
Accrual and matching applied to Riverside Agrovet's first full year
An EARLIER year of the agrovet, deliberately smaller and simpler than the one
worked in the later chapters: returns, discounts and bad debts are all ignored
here so the accrual point stands on its own.
Facts for the year: cash received from customers 1,100,000; cash paid to suppliers 700,000.
At 31 December: customers owe 140,000; the agrovet owes suppliers 95,000;
December rent of 12,000 is unpaid; closing stock is 120,000; opening stock was 70,000.
Revenue on the accrual basis = 1,100,000 + 140,000 = 1,240,000
Purchases on the accrual basis = 700,000 + 95,000 = 795,000
Cost of sales (matching) = 70,000 + 795,000 - 120,000 = 745,000
Rent expense (accrual) = 12,000
Gross profit = 1,240,000 - 745,000 = 495,000
On a pure cash basis the 'profit' would look like 1,100,000 - 700,000 = 400,000,
which is neither the revenue earned nor the cost of earning it. The 95,000 owed
to suppliers and the 12,000 rent are real December obligations, and the 120,000
of stock on the shelf has not yet helped to earn anything.
Common mistake
Accrual and matching are related but they are not the same concept and an examiner asking for one will not accept the other. Accrual fixes the period an item belongs to by reference to when it occurred. Matching goes further and ties an expense specifically to the revenue it generated, which is why it, and not accrual alone, is the concept that keeps closing stock out of cost of sales.
Naming the right concept
Candidates lose marks here by naming a concept that is true but not the one asked for. Work from what the adjustment does. If it moves an amount between periods, the concept is accrual. If it holds an expense back until the related revenue arrives, it is matching. If it declines to recognise a gain that has not yet been realised, it is conservatism. If it keeps the owner's personal spending out of the business, it is economic entity.
Types of accounts
The traditional classification divides every ledger account into three types, and attaches a rule of double entry to each. This classification predates the elements above and sits alongside them: the elements say what an item is, the account types say how to post it.
| Account type | Golden rule: debit | Golden rule: credit | Worked instance |
|---|---|---|---|
| Real | What comes in | What goes out | Motorcycle bought for cash: debit motorcycle (comes in), credit cash (goes out) |
| Personal | The receiver | The giver | Goods sold on credit to Kamau: debit Kamau (receiver), credit sales |
| Nominal | Expenses and losses | Incomes and gains | Rent paid: debit rent expense, credit cash |
The golden rules and the modern element based rules always give the same answer, because they are two descriptions of the same system. Use whichever the question's wording invites, but do not mix them mid answer: an examiner reading 'debit the receiver' followed by 'credit because assets decrease' cannot tell whether you understood either.
The accounting equation
The elements described above relate to each other through a single identity that never breaks, no matter how large or complex the entity.
The accounting equation
Assets = Liabilities + Equity
- Assets
- Everything the entity controls and expects benefit from
- Liabilities
- Everything the entity owes to parties other than its owners
- Equity
- The owners' residual claim, being assets less liabilities
The expanded accounting equation, over a period
Assets = Liabilities + Opening equity + Income - Expenses - Drawings
- Opening equity
- Capital at the start of the period plus capital introduced during it
- Income - Expenses
- The profit for the period, which belongs to the owner
- Drawings
- Value taken out by the owner, called dividends in a company
Because the equation must always hold, a transaction that changed only one side of it would mean value had appeared from nowhere. That is the whole basis of double entry, covered in the next chapter: the system is nothing more than this equation enforced one transaction at a time. Whenever a posting confuses you, work it from the equation rather than trying to recall a rule, because the equation always resolves it.
Applying the equation: Wanjiru's first five transactions
1. Wanjiru banks KES 300,000 of her own savings as capital.
Assets (Bank +300,000) = Liabilities (0) + Equity (Capital +300,000)
2. She takes a KES 150,000 Sacco loan and immediately buys a motorcycle with it.
Assets (Bank +150,000, then Motorcycle +150,000 and Bank -150,000)
= Liabilities (Loan +150,000) + Equity (unchanged)
3. She buys stock worth KES 80,000 on credit from a Nairobi wholesaler.
Assets (Inventory +80,000) = Liabilities (Payable +80,000) + Equity (unchanged)
4. She sells half that stock for KES 60,000 cash.
Assets (Bank +60,000, Inventory -40,000) = Equity (Profit +20,000)
5. She pays KES 12,000 rent and takes KES 15,000 drawings.
Assets (Bank -27,000) = Equity (Expense -12,000, Drawings -15,000)
Proving the equation after all five transactions
Bank = 300,000 + 150,000 - 150,000 + 60,000 - 27,000 = 333,000
Motorcycle = 150,000
Inventory = 80,000 - 40,000 = 40,000
Total assets = 523,000
Sacco loan 150,000 + Trade payable 80,000 = 230,000
Capital 300,000 + Profit 20,000 - Rent 12,000 - Drawings 15,000 = 293,000
Check: 230,000 + 293,000 = 523,000, which equals total assets exactly.
Users of accounting information
Users are conventionally split into those outside the entity, who must rely on the published statements because they have no other access, and those inside it, who can ask for whatever they need. The external users come first.
Journalists and internal users
Journalists and financial analysts form the last of the external group. They interpret and republish financial information for a wider audience, and their reporting influences how investors, customers and the public regard the entity. The internal users follow.
| User | The question they are really asking | Where they look first |
|---|---|---|
| Lender or creditor | Can this business pay what it owes, and when? | Liquidity and cash flows |
| Investor | What return am I getting, and at what risk? | Profit and equity |
| KRA | Is the declared taxable profit accurate? | Revenue and expense detail |
| Employee | Is my job and my pay secure? | Profitability and going concern |
| Regulator | Does this entity meet the rules of its sector? | Disclosures and the notes |
These users want different things from the same document, and several of them have interests that pull against each other. That conflict is the reason financial accounting is rule bound and neutral rather than tailored: a single set of general purpose statements prepared under one consistent rulebook is what allows all of these readers to be served from one document without any of them being written for.
Exam tip
When a question gives you a fact pattern and asks which user is affected, answer with the decision that user is about to make, not with a definition of the user. 'A supplier considering 30 day terms will look at the current ratio and the payment history, because their exposure is short term' earns the mark; 'suppliers are creditors of the business' does not.
Self-check
Kiptoo opened Rift Valley Hardware in Eldoret on 1 March. During March: (1) he banked KES 500,000 of his own savings as capital; (2) he took a KES 200,000 bank loan and used all of it the same day to buy a pickup; (3) he bought stock worth KES 150,000 on credit from a Nakuru supplier; (4) he sold three quarters of that stock for KES 175,000 cash; (5) he paid KES 18,000 shop rent and took KES 25,000 for household expenses.
(a) Determine total assets, total liabilities and total equity at 31 March, using the accounting equation. (8 marks)
(b) State the element to which the KES 25,000 in (5) belongs, and the concept that requires it to be kept out of the profit or loss. (2 marks)
Show worked answer
(a) Working through each transaction (8 marks: 1 per transaction analysed, 3 for the totals and the check)
1. Capital introduced: Bank +500,000; Equity (Capital) +500,000
2. Loan drawn and spent: Bank +200,000 then -200,000 (net nil);
Pickup +200,000; Liabilities (Loan) +200,000
3. Stock on credit: Inventory +150,000; Liabilities (Payable) +150,000
4. Sale: cost of the three quarters sold = 150,000 x 3/4 = 112,500
Bank +175,000; Inventory -112,500; Equity (Profit) +62,500
5. Rent and drawings: Bank -43,000; Equity: Expense -18,000, Drawings -25,000
Bank = 500,000 + 175,000 - 43,000 = 632,000
Pickup = 200,000
Inventory = 150,000 - 112,500 = 37,500
Total assets = KES 869,500
Loan 200,000 + Trade payable 150,000 = KES 350,000
Capital 500,000 + Profit 62,500 - Rent 18,000 - Drawings 25,000
Total equity = KES 519,500
Check: 350,000 + 519,500 = 869,500 = total assets. The equation balances.
(b) (2 marks: 1 for the element, 1 for the concept)
The KES 25,000 is a distribution to owners (drawings), not an expense, because it
did not arise from trading. The economic entity principle requires it to be kept
out of profit or loss: the business is accounted for separately from its owner,
so Kiptoo's household spending is a reduction of his claim on the business, not a
cost of running it.