Profit and Loss Account Explained – Concept, Logic & Examples (Class 11 Friendly)
Most students think the Profit & Loss Account (P&L A/c) is just a list of expenses on one side and incomes on the other. That’s a shallow understanding — and it’s the reason they struggle in exams.
The Profit & Loss Account is actually a performance statement.
It answers one simple question:
“How efficiently did the business operate during the year?”
Let’s break it down step by step.
1. What Is a Profit & Loss Account?
A Profit & Loss Account is prepared for a specific period (usually one year) to find out:
- Whether the business made profit or loss
- How that profit or loss was generated
- How operational and non-operational items affected the result
👉 It starts after the Trading Account
👉 It ends with Net Profit or Net Loss, which is transferred to the Capital Account
2. Why Trading Account Comes First (Important Logic)
Before preparing the P&L Account, we already calculate Gross Profit or Gross Loss in the Trading Account.
- Gross Profit = Sales – Cost of Goods Sold
- Gross Loss = Cost of Goods Sold – Sales
This Gross Profit or Loss is transferred to the Profit & Loss Account.
👉 P&L does not calculate gross profit
👉 It only uses it as a starting point
3. Structure of Profit & Loss Account
| Debit Side (Dr.) | Credit Side (Cr.) |
| Expenses & losses | Incomes & gains |
Simple rule:
- Debit side = decreases profit
- Credit side = increases profit
4. Debit Side of Profit & Loss Account
(Expenses & Losses)
Anything that reduces business profit is debited.
A. Operating Expenses (Day-to-Day Business Costs)
These expenses are incurred to run the business regularly.
Examples with Logic:
- Salaries
Paid to employees → cost of running business → Dr. - Rent
Paid for office/shop → operational cost → Dr. - Printing & Stationery
Used for bills, records → business expense → Dr. - Packaging Expenses
Needed to deliver goods → operational expense → Dr. - Postage & Courier
Communication and delivery cost → Dr. - Telephone / Internet Charges
Required for daily operations → Dr. - Office Maintenance
Repairs, cleaning → Dr. - Electricity
Used in office/factory → Dr. - Staff Welfare
Benefits to employees → business expense → Dr. - Audit Fees
Paid to auditor → compulsory business cost → Dr.
B. Depreciation (Very Important Concept)
- Depreciation represents wear and tear of assets
- Even though no cash goes out, value of asset reduces
👉 Loss in value = expense
👉 Hence Depreciation is debited
C. Bad Debts
- Amount that will never be recovered from customers
- Business suffers a loss
👉 Loss → Debit side
D. Discount Allowed
- Given to customers to encourage early payment
- Reduces actual income
👉 Reduction in income = expense → Dr.
E. Non-Operating Expenses
(Not Related to Main Business Activity)
These do not occur regularly.
Examples:
- Interest on Loan
Cost of borrowed money → Dr. - Loss on Sale of Asset
Asset sold at less than book value → Dr. - Loss by Fire / Theft / Fine
Unexpected loss → Dr.
5. Credit Side of Profit & Loss Account
(Incomes & Gains)
Anything that increases business profit is credited.
A. Gross Profit Transferred from Trading Account
- This is the main income from core business
- Comes on the credit side
👉 Because it increases profit
B. Operating Income (Rare but Possible)
Sometimes businesses earn small operational income, but mostly gross profit is the main one.
C. Non-Operating Incomes
(Not From Main Business)
These are additional gains.
Examples with Logic:
- Rent Received
Extra income from property → Cr. - Interest on Investments
Income from invested funds → Cr. - Commission Received
Earned from services → Cr. - Profit on Sale of Asset
Sold asset at more than book value → Gain → Cr.
D. Discount Received
- Allowed by supplier
- Reduces cost
👉 Reduction in expense = income → Cr.
6. Operating Profit vs Net Profit (Clear Difference)
Operating Profit
Gross Profit – Operating Expenses
Shows:
- Efficiency of core business operations
Net Profit
Operating Profit
+ Non-operating incomes
– Non-operating expenses
This is the final profit of the business.
7. Transfer of Net Profit / Net Loss
- Net Profit → Added to Capital Account
- Net Loss → Deducted from Capital Account
👉 P&L Account itself does not keep profit
👉 It passes the result to the owner
8. What Profit & Loss Account Tells Us
From the P&L Account, we understand:
- Is the business profitable or not?
- Are expenses under control?
- Is profit coming from core business or outside sources?
- Is the business operationally strong?
9. Common Student Mistakes (Be Honest)
- Putting capital items in P&L ❌
- Confusing operating and non-operating items ❌
- Treating depreciation as cash expense ❌
- Forgetting that P&L is for a period, not a date ❌
10. Final Conceptual Summary
- Trading Account → Gross Profit
- Profit & Loss Account → Net Profit
- Balance Sheet → Financial Position
Each statement has one clear purpose.
If you understand the logic behind debit and credit,
Profit & Loss Account becomes easy, predictable, and logical.
Day 29 of 50 Days Accounting Challenge
📘 Learn accounting with concepts, not memorisation
✍️ By CA Devesh Thakur
