Single entry system definition
/What is a Single Entry System?
A single entry system records each accounting transaction with a single entry to the accounting records, rather than the more common double entry system. The single entry system is centered on the results of a business that are reported in the income statement. The core information tracked in a single entry system is cash disbursements and cash receipts. Asset and liability records are usually not tracked in a single entry system; these items must be tracked separately. The primary form of record keeping in a single entry system is the cash book, which is essentially an expanded form of a check register, with columns in which to record the particular sources and uses of cash, and room at the top and bottom of each page in which to show beginning and ending balances. An example of a cash book is as follows:
| Nbr | Date | Description | Revenue | Expense | Inventory | Payroll |
| Balance forward | $41,000 | $23,000 | $5,700 | $8,500 | ||
| 1000 | 6/15 | Utilities | 400 | |||
| 1001 | 6/18 | Merchandise | 12,300 | |||
| 1002 | 6/20 | Wages | 4,500 | |||
| 6/21 | Bank deposit | 13,100 | ||||
| 1003 | 6/22 | Supplies | 1,200 | |||
| Ending Balance | $54,100 | $24,600 | $18,000 | $13,000 |
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Advantages of a Single Entry System
There are two advantages to operating a single entry system, which are as follows:
Simplicity. The main advantage of a single entry system is its absolute simplicity. It requires a minimal number of entries, and a low knowledge of accounting standards. This makes it easy for a non-accountant to use, and so is ideal for small businesses.
Fast reporting. A single entry system can be used to derive the profits generated by a business in short order, since there is no need for adjusting entries.
Disadvantages of a Single Entry System
The most significant problems associated with a single entry system include the following:
Assets. Assets are not tracked, so it is easier for them to be lost or stolen.
Audited financial statements. It is impossible to obtain an auditor’s opinion on the financial results of a business using a single entry system; the information must be converted to a double entry format for an audit to even be a possibility.
Errors. It is much easier to make clerical errors in a single entry system, as opposed to the double entry system, where the debit and credit totals for separate entries to different accounts must match.
Liabilities. Liabilities are not tracked, so you need a separate system for determining when they are due for payment, and in what amounts.
Reporting. There is much less information available upon which to construct the financial position of a business, so management may not be fully aware of the performance of the firm.
Single entry systems are strictly used for manual accounting systems, since all computerized systems utilize the double entry system instead.
It is generally possible for a trained accountant to reconstruct a double entry-based set of accounts from single entry accounting records, though the time required may be substantial. By doing so, you can then reconstruct the balance sheet and statement of cash flows.