What is the Difference Between Bank Balance and Book Balance?

Similarly, some money received on June 30 may not have been deposited in time for the amount to appear on the June bank statement. A book balance is the account balance in a company’s accounting records. The term is most commonly applied to the balance in a firm’s checking account at the end of an accounting period.

  • Deskera Books can help you automate your accounting and mitigate your business risks.
  • The banking screen showing all done  with a green tick is misleading.
  • The book balance and bank statement are compared at the conclusion of an accounting period to see if the amount of money in the bank account equals the book balance.
  • The subsidiary ledger is a list of all customers, alphabetically (most likely) and the amount each one owes.

For financial security and smart decisions, businesses should prioritize reconciling book and bank balance regularly. This helps ensure transparency and avoid any financial risks from inaccurate recording or reconciliation errors. Within the internal control structure, segregation of duties is an important way to prevent fraud. One place to segregate duties is between the cash disbursement cycle and bank reconciliations. To prevent collusion among employees, the person who reconciles the bank account should not be involved in the cash disbursement cycle.

The bank balance is a company’s cash position in a company’s bank account as reported at the end of the month, according to the bank statement. When debits and credits are processed through the bank account, those amounts are reflected in the bank account’s cash balance. However, there are several scenarios when the book balance can differ from a company’s bank balance. The book balance and bank balance may fluctuate from time to time due to errors in bank transactions that need to be corrected. The bank would deduct the monies from the company’s checking account if a deposit check did not have sufficient funds. Usually, book balance is employed to control the finances in a business’s checking account.

Documentation of Bank Balance and Book Balance Differences

Reconciling bank balance and book balance is also key for financial planning and budgeting. Accurate financial records enable businesses to forecast future cash flows well, make strategic investments, and plan for possibilities. Without proper reconciliation, businesses may not know how much money they have, leading to wrong budgets and bad decisions. Also, a deposit could be recorded incorrectly in a company’s book balance resulting in the amount received by the bank not matching the company’s accounting records. The result would lead to a higher book balance than the bank balance. Also, sometimes the bank can make an error and record a transaction incorrectly, leading to an inaccurate bank balance.

Also, the bank should mail the statement directly to the person who reconciles the bank account each month. Sending the statement directly limits the number of employees who would have an opportunity to tamper with the statement. When a company maintains more than one checking account, it must reconcile each account separately with the balance on the bank statement for that account. The depositor should also check carefully to see that the bank did not combine the transactions of the two accounts. The company may sometimes record a deposit incorrectly, or it may deposit a check for which there are not sufficient funds (NSF).

  • Finally, the company or the bank may have erroneously recorded a transaction, which results in an unresolved difference between the two balances.
  • This may also include a fee for supplying check stock to the company.
  • For example, the bank statement may reveal that a bank service charge was withdrawn from the account on the last day of the month.
  • But with proper reconciliation practices, businesses can evade these troubles and protect the integrity of their financial records.

The balance is much higher in Quickbooks than my actual bank balance. I’ll add the reference on how to match and categorise bank transactions in QuickBooks Online. This will help you review these transactions after being downloaded or imported. You will want to assign the balances as of the first transaction in Aplos. If you’re entering transactions into Aplos as of January 1st, you’ll want to enter the balance of your asset and liability accounts as of December 31st.

Uncleared Checks and Deposits

Until the month-end figures are reconciled with the bank, the debits would not be reflected in the book balance. The second item was a $3,000 credit (deposit) that the bank showed in our account that we had no idea was there. They kept $500 as a fee for doing that work for us and put $3,000 in our account. The debt to us on our books was recorded as a note receivable (which we will study later). Not surprisingly then, they defaulted, and so we hired the bank to go after them. In any case, those items that reconcile the general ledger (book balance) to the adjusted bank balance (the target) have to be recorded.

Entering your Starting Balances

After investigation, they found an employee was stealing funds by manipulating cash. Fortunately, diligent monitoring and reconciliation practices prevented further damage and improved internal controls. Bank balance, however, is the actual amount of money in an account from the bank’s view. It considers all cleared transactions like deposits, withdrawals, and fees. In conclusion, because some transactions were recorded by the business or the bank, there is a discrepancy between the balance in the cash book and the balance on the bank statement. In QuickBooks Online, there are factors that affect the balance of your bank accounts.

The difference between bank balance and book balance

The check was written for $5,843, but recorded in our books at $5,483. Something to remember about a transposition error is that it is always divisible by 9. Occasionally we discover a bank error, such as a deposit we have proof of making that did not get “credited” to our account. (Remember that our demand deposit with the bank is a liability to the bank, just as it is an asset to us, so the bank increases our account with a credit entry). If that kind of error happens, we have to do some research and contact the bank to make sure it gets corrected, but we do not have to change our books.

This statement is used by auditors to perform the company’s year-end auditing. A bank reconciliation statement can be prepared to summarize the banking activity for an accounting period to be compared to a company’s financial records and book balance. Due to mistakes in bank transactions that need to be fixed, the book balance and bank balance may occasionally change. If there weren’t enough funds on a check that was part of a deposit, the bank would take the money from the business’s checking account.

The book balance consist of all transactions that a company does within an accounting cycle, such as a fiscal or quarter year. As mentioned above, there are several reasons why QuickBooks balance and your actual bank balance don’t match. If you go online and look at your bank account, through your EYES, not quick books EYES you will soon see the point. In reality if there is a constant flow of transactions  you are most unlikely to see the two accounts match !

The terms “bank balance” and “book balance” are used in the context of a company’s cash management and reconciliation of its bank statements. In other words, the book balance represents a running tally of a company’s account balance when considering all transactions, some of which have yet to be reconciled through the bank account. The term book balance, which is also used in the bank reconciliation is the amount shown in the company’s general ledger for the bank account.

Reasons why the bank balance differs from the book balance

Examples of items to be entered in this way are the interest on deposited cash, bank service fees, check printing charges, and company recordation errors. When any of these differences have already been recorded in the company’s records but not those of the bank, they are itemized as reconciling items on the bank reconciliation. Outstanding checks are listed as a deduction from the bank balance, while deposits in transit are added to the bank balance. The bank balance stands for the money in a company’s bank account. The book balance is the amount of money tracked in a company’s accounting books. This includes not only the actual cash, but also any checks or deposits that haven’t been processed yet by the bank.

Further, it means that the value of your company’s equity, or stock, will rise if business is thriving, and new financing options might become accessible.

He is the sole author of all the materials on AccountingCoach.com. Suppose, in Alice’s situation, she can also observe any swings in her business. For example, she may notice a spike in demand in the few months due to current and noncurrent liabilities on the balance sheet holidays or vacations. Additionally, if you begin routinely balancing your books, you’ll be able to spot trends. If a company or business is booming— it signifies that the sum of assets is higher than liabilities.

Ensuring an accurate book balance can help companies manage the monthly cash flow activities, which includes cash coming in and cash being paid out from the company. Let’s say Company X sends Company Y a check on August 25.The debit would not show up on the month-end bank statement if Company X did not deposit it by the end of August. As a result, even if those funds have been used, X’s bank account would show that they are still available.