Profit & Loss Statement-(P&L) statement
The incomes earned and expenses incurred during a particular period, usually at the end of the year. Profit & Loss Account reflects the income and expenses of the business. It is a financial statement reflecting the outcome of business activities of an organisation during an accounting period. The Profit & Loss Account reports the incomes and expenses directly related to an organisation to measure the performance in terms of profit or loss. Profit & Loss Account is also known as P&L A/c, Profit & Loss Statement, Income Statement or Income and Expense Statement. What is Profit & Loss Statement? The Profit & Loss Statement is a crucial financial statement summarising the costs, revenues and expenses incurred by a business during a specific period, usually a quarter or year. All the indirect expenses and incomes, including the gross profit/loss, are reported in the Profit & Loss Statement to arrive at the net profit or loss. It shows the company’s net profit or loss during a specific time for which it is prepared. This statement helps companies make informed decisions about their operations and track their financial performance. Profit & Loss Statement/Account shows the profits/losses earned/incurred by a business for a month or a year. Companies use Profit & Loss Statement and others use “T Account” for these below mentioned reasons. Profit & Loss Statement/Account is prepared for two main reasons. To know the profits/losses earned/incurred by a business, Statutory requirements (Companies Act, Partnership Act or any other law) Traditionally, there were two steps to know the profit/loss. It meant, the preparation of : Trading Account Profit & Loss Account The trading account reflects the gross profit or loss of the business. Profit & Loss Account shows the net profit or loss earned by the company. Calculations in the Profit & Loss Account would be as follows: Add all revenue earned over the accounting period. Add all expenditures made throughout the accounting period. Subtract total expenses from total revenue to know the difference. If the value is positive, it represents profit; if it is negative, it represents a loss. How to prepare Profit & Loss Statement? Below is the process to prepare the Profit & Loss Statement: Prepare ledger accounts: An account statement must be prepared for each ledger from the journal book to determine the closing balance. Create trial balance: Trial balance summarises all the ledger accounts. It lists every ledger account with the closing balance posted from the individual ledger accounts statement. Preparing trading and profit & loss statement: All the ledger accounts with the nature of the sales, purchase, indirect expenses, direct expense and income are posted to the Profit & Loss Statement. Components of Profit & Loss Statements Revenue/Income – The business’s income is classified into two main categories. The revenue from the primary business operations is recorded first, which includes the revenue generated in the normal course of business. The next category refers to the other income or the miscellaneous income of the business, which includes the income generated from the company’s various investments, such as interest or dividend income. Cost of Goods Sold- The Cost of Goods Sold (COGS) recorded in the Profit & Loss Statement includes the direct cost of operating like the labour cost, raw material cost or the direct overheads of the business related to the purchasing or manufacturing the goods. These expenses are deducted from the revenue to generate the business’s gross . Operating Expenses- Operating expenses are the indirect expenses/costs involved in the production or manufacturing process of running a business. These expenses include administrative expenses like depreciation costs, employee costs, marketing and distribution costs, selling cost, research and development costs, etc. Operating Profit- The operating profit is the positive balance from the gross after deducting the operating expenses. It is also called EBIT (Earnings Before Interest and Taxes). A positive operating assures the stakeholders and investors of the business’s profitability and solvency. Net Income- The net income of a business is the net profit generated by the business after deducting all the operating and non-operating expenses, interest and taxes. It is the profit that is available for distribution to the shareholders. The earnings per share are also calculated based on the net profit or the business’s net income. Different Formats of the Profit & Loss Account Format for Sole Traders & Partnership Firms Format of P&L Account for Companies Format for Sole Traders & Partnership Firms- No specific format of Profit & Loss Account is given for the sole traders and partnership firms. They can prepare the P&L Account in any form. However, it should reflect the gross profit & net profit separately. Usually, these entities prefer “T shaped form” for preparing P&L account. T-shape Form T-shape form P&L account has two sides – Debit & Credit. Trading account is prepared first followed by Profit & Loss Statement. Trading and Profit & Loss Account Particulars Amount Particulars Amount To Opening Stock xxx By Sales xxx To Purchases xxx By Closing Stock xxx To Direct Expenses xxx To Gross Profit xxx xxx xxx To Operating Expenses xxx By Gross Profit xxx To Operating Profit xxx xxx xxx To Non-operating expenses xxx By Operating Profit xxx To Exceptional Items xxx By Other Income xxx To Finance Cost xxx To Depreciation xxx To Net Profit Before Tax xxx xxx xxx Format of P&L Account for Companies- Companies have to prepare the Profit & Loss Account as per Schedule III of Companies Act, 2013. Following is the format mentioned in Schedule III – STATEMENT OF PROFIT & LOSS Name of the Company…………. Statement of Profit and Loss for the period ended……………. Note No. Figures for the current reporting period Figures for the previous reporting period INCOME a) Revenue From operations b) Other Income Total Income EXPENSES a) Cost of materials consumed b)
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