An account is a recital of all that has happened, in reference to any class of dealings, since the last investigation. It can only consist of receipts and expenditures, and so it is said to have two sides, a debtor and a creditor side.

All accounts are kept in money. If goods be bought, they are estimated by the money paid for them. If a debtor give a bill of exchange, being a promise to pay a certain sum at a certain time, it is put down as worth that sum of money. All the tools, furniture, horses, &c. used in the business are rated at their value in money. All the actual coin, bank-notes, &c., which are in or come in, being the only money in the books which really is money, is called cash.

The accounts are kept as if every different sort of account belonged to a separate person, and had an interest of its own, which every transaction either promotes or injures. If the student find that it helps him, he may imagine a clerk to every account: one to take charge of, and regulate, the actual cash; another for the bills which the house is to receive when due; another for those which it is to pay when due; another for the cloth (if the concern deal in cloth); another for the sugar (if it deal in sugar); one for every person who has an account with the house; one for the profits and losses; and so on.

All these clerks (or accounts) belonging to one merchant, must account to him in the end—must either produce all they have taken in charge, or relieve themselves by shewing to whom it went. For all that they have received, for every responsibility they have undertaken to the concern itself, they are bound, or are debtors; for everything which has passed out of charge, or about which they are relieved from answering to the concern, they are unbound, or are creditors. These words must be taken in a very wide sense by any one to whom book-keeping is not to be a mystery. Thus, whenever any account assumes responsibility to any parties out of the concern, it must be creditor in the books, and debtor whenever it discharges any other parties of their responsibility. But whenever an account removes responsibility from any other account in the same books it is debtor, and creditor whenever it imposes the same.

To whom are all these parties, or accounts, bound, and from whom are they released? Undoubtedly the merchant himself, or, more properly, the balance-clerk, presently mentioned. But it is customary to say that the accounts are debtors to each other, and creditors by each other. Thus, cash debtor to bills receivable, means that the cash account (or the clerk who keeps it) is bound to answer for a sum which was paid on a bill of exchange due to the house. At full length it would be: “Mr. C (who keeps the cash-box) has received, and is answerable for, this sum which has been paid in by Mr. A, when he paid his bill of exchange.” On the other hand, the corresponding entry in the account of bills receivable runs—bills receivable, creditor by cash. At full length: “Mr. B (who keeps the bills receivable) is freed from all responsibility for Mr. A’s bill, which he once held, by handing over to Mr. C, the cash-clerk, the money with which Mr. A took it up.” Bills receivable creditor by cash is intelligible, but cash debtor to bills receivable is a misnomer. The cash account is debtor to the merchant by the sum received for the bill, and it should be cash debtor by bill receivable. The fiction of debts, not one of which is ever paid to the party to whom it is said to be owing, though of no consequence in practice, is a stumbling-block to the learner; but he must keep the phrase, and remember its true meaning.

The account which is made debtor, or bound, is said to be debited; that which is made creditor, or released, is said to be credited. All who receive must be debited; all who give must be credited.

No cancel is ever made. If cash received be afterwards repaid, the sum paid is not struck off the receipts (or debtor-side of the cash account), but a discharge, or credit, is written on the expenditure (or credit) side.

The book in which the accounts are kept is called a ledger. It has double columns, or else the debtor-side is on one page, and the creditor side on the opposite, of each account. The debtor-side is always the left. Other books are used, but they are only to help in keeping the ledger correct. Thus there may be a waste-book, in which all transactions are entered as they occur, in common language; a journal, in which the transactions described in the waste-book are entered at stated periods, in the language of the ledger. The items entered in the journal have references to the pages of the ledger to which they are carried, and the items in the ledger have also references to the pages of the journal from which they come; and by this mode of reference it is easy to make a great deal of abbreviation in the ledger. Thus, when it happens, in making up the journal to a certain date, that several different sums were paid or received at or near the same time, the totals may be entered in the ledger, and the cash account may be made debtor to, or creditor by, sundry accounts, or sundries; the sundry accounts being severally credited or debited for their shares of the whole. The only book that need be explained is the ledger. All the other books, and the manner in which they are kept, important as they may be, have nothing to do with the main principle of the method. Let us, then, suppose that all the items are entered at once in the ledger as they arise. It has appeared that every item is entered twice. If A pay on account of B, there is an entry, “A, creditor by B;” and another, “B, debtor to A.” This is what is called double-entry; and the consequence of it is, that the sum of all the debtor items in the whole book is equal to the sum of all the creditor items. For what is the first set but the second with the items in a different order? If it were convenient, one entry of each sum might be made a double-entry. The multiplication table is called a table of double-entry, because 42, for instance, though it occurs only once, appears in two different aspects, namely, as 6 times 7 and as 7 times 6. Suppose, for example, that there are five accounts, A, B, C, D, E, and that each account has one transaction of its own with every other account; and let the debits be in the columns, the credits in the rows, as follows:

Debtor A B C D E
A, Creditor 231932 4
B, Creditor17  61125
C, Creditor 941 10 2
D, Creditor142816  3
E, Creditor15 460 1

Here the 16 is supposed to appear in D’s account as D creditor by C, and in C’s account as C debtor to D. And to say that the sum of debtor items is the same as that of creditor items, is merely to say that the preceding numbers give the same sum, whether the rows or the columns be first added up.