Accounting concepts; hledger’s account hierarchy¶
Here we’ll give a quick hledger-oriented intro to some useful accounting concepts (continuing with the journal file from Easy workflow #1: hledger add). At the end, there’s a collection of useful links to learn more.
Assets, Liabilities and Equity¶
Accounting describes the status of a business, person or other entity at any point in time in terms of three amounts:
Assets - Things owned
Liabilities - Things owed
Equity - The amount invested by owners/shareholders
The foundation of double-entry accounting is the accounting equation, which says Equity is always equal to Assets minus Liabilities (or, Net Assets).
This is also written as: Assets = Liabilities + Equity. Another way to say it: what the entity owns is funded either by debt or by the capital provided by its owners.
These three are called the Balance Sheet accounts. Their balances summarise the overall financial status at some point in time.
Revenue and Expenses¶
Two more amounts are used to describe changes in the above during a given period:
Revenue - Money flowing in
Expenses - Money flowing out
You may be accustomed to using the word Income instead Revenue. That’s fine, just remember that Income is sometimes used to mean Net Income, which is Revenue - Expenses.
These two are called the Income Statement accounts. The balances they accumulate during some period of time indicate the inflows and outflows during that period (which will affect the Assets and Liabilities balances).
Chart of Accounts¶
Five numbers do not give a lot of detail. If you want to know what portion of expenses went to buy food, you could add up just the transactions with (say) “supermarket” in their description. You know how to do this with hledger:
$ hledger register desc:supermarket expenses 2015/05/25 trip to the super.. expenses $10 $10
But descriptions are irregular, and as you can see we missed the $5 purchase on the following day.
Instead, the major “top-level” accounts above are subdivided into subaccounts which can be used
in transactions, thereby categorising them in a more structured way.
If needed, these subaccounts can be subdivided further.
This tree of accounts is called the Chart of Accounts. Here’s a simple example
expenses each have a few subaccounts:
assets checking cash liabilities equity revenue business income gifts received expenses food rent supplies
In some organisations and accounting systems (eg, QuickBooks), the tree structure is de-emphasised, so the above is represented more like:
Account name Account type ------------------------------- checking ASSET cash ASSET business income REVENUE gifts received REVENUE food EXPENSE rent EXPENSE supplies EXPENSE
In others, the tree structure is encoded as decimal account numbers, something like this:
1000 assets 1100 checking 1200 cash 2000 liabilities 3000 equity 4000 revenue 4100 business income 4200 gifts received 5000 expenses 5100 food 5200 rent 5300 supplies
A digression: subaccounts in hledger¶
With hledger, tree structure is implied by writing account names like
Try it: edit your journal file and change the account names like so:
$ cat ~/.hledger.journal 2015/05/25 trip to the supermarket expenses:supplies $10 assets:checking $-10 2015/05/26 forgot the bread expenses:food $5 assets:cash
hledger will infer the chart of accounts from these names.
accounts command will list all accounts posted to:
$ hledger accounts assets:cash assets:checking expenses:food expenses:supplies
accounts --tree will show the tree structure, indenting subaccounts below their parents (and eliding the common part of their names):
assets cash checking expenses food supplies
balance command shows the tree structure by default:
$ hledger balance $-15 assets $-5 cash $-10 checking $15 expenses $5 food $10 supplies -------------------- 0
As you can see, the balance reported for parent accounts includes the balances of any subaccounts (it would also include any postings to the parent account itself.)
To see full account names in a flat list, use
$ hledger balance --flat $-5 assets:cash $-10 assets:checking $5 expenses:food $10 expenses:supplies -------------------- 0
hledger accepts whatever account names you choose, so you can use as much or as little account hierarchy as you need. Most users have at least two levels of accounts. You can limit the amount of detail in a balance report by hiding accounts below a certain depth:
$ hledger balance --depth 1 $-15 assets $15 expenses -------------------- 0