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TOPIC 7
PRINCIPLES OF INTERNAL CHECKS
In Your Textbook...
Roshayani Arshad, et al. (2007), Financial Accounting An Introduction, 2nd Edition, Malaysia, McGraw Hill.
• Chapter 7: Adjusting Entries and the Preparation of Financial Statements (pp. 100 – 114)
• Chapter 12: Receivables (pp. 217 – 230)
Learning Objectives
• At the end of the topic, you should able to:- Distinguish between cash basis and accrual basis.- Explain why adjusting entries are needed.- Identify the major type of adjusting entry.- Prepare a worksheet incorporating the adjusting entries.
Accounting Period
Matching Principle
Accrual Concept
The need to prepare periodic financial
reports.
Expense & revenue have to be assigned
and matched to periods of time.
Underlying Concepts
Revenue reported when earnedRevenue reported when earnedExpense reported when Expense reported when
incurred (used)incurred (used)Cash receipts/payment Cash receipts/payment
irrelevantirrelevant
1 2 3 4
Annual
1 2
Monthly
Quarterly
Semiannual
The Accounting Period
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Matching Principle
• Sunny Company bought RM24,000 yearly motor vehicle insurance from August 2007 to July 2008. What should the company expense into the income statement from 1st January to 31st December 2007 ?
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2007
1 2 3 4 5 6 7 8 9 10 11 12
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2008
5 months
7 months
According Matching Principle:
Expenses incurred must match with the accounting period. Since the accounting year ended for Sunny Company was on 31 December, it should record the insurance expenses for only 5 months :
RM 24,000 x 5/12 = RM 10,000
Accrual Basis vs. Cash Basis
Accrual Basis
Revenues are recognized when
earned and expenses are recognized when
incurred.
Cash Basis
Revenues are recognized when
cash is received and expenses recorded when cash is paid.
Not GAAPNot GAAPNot GAAPNot GAAP
Accrual Basis vs. Cash Basis
On the cash basis the entire RM2,400 would be recognized as insurance expense in 2006. No insurance expense from this policy would be recognized in 2007 or
2008, periods covered by the policy.
On the cash basis the entire RM2,400 would be recognized as insurance expense in 2006. No insurance expense from this policy would be recognized in 2007 or
2008, periods covered by the policy.
RM 2,400
Jan Feb Mar Apr May Jun Jul Sep Oct Nov DecAug
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
Jan Feb Mar Apr May Jun Jul Sep Oct Nov DecAug
RM 100
2006
Jan Feb Mar Apr May Jun Jul Sep Oct Nov DecAug
RM 100
2007
Jan Feb Mar Apr May Jun Jul Sep Oct Nov DecAug
2008RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
RM 100
On the accrual basis RM100 of insurance expense is recognized in
2006, RM1,200 in 2007, and RM1,100 in 2008. The expense is
matched with the periods benefited by the insurance
coverage.
On the accrual basis RM100 of insurance expense is recognized in
2006, RM1,200 in 2007, and RM1,100 in 2008. The expense is
matched with the periods benefited by the insurance
coverage.
AdjustmentsAdjustments
An adjusting entry is recorded to bring an asset or liability account balance to its proper amount.
Adjusting Accounts
Paid (or received) cash before expense (or revenue) recognizedPaid (or received) cash before
expense (or revenue) recognizedPaid (or received) cash after
expense (or revenue) recognizedPaid (or received) cash after
expense (or revenue) recognized
Prepaid (Deferred) expenses*
Prepaid (Deferred) expenses*
Unearned (Deferred) revenues
Unearned (Deferred) revenues
AccruedexpenseAccruedexpense
AccruedrevenuesAccruedrevenues
Framework for Adjustments
This is the checkfor my first
6 months’ insurance.
This is the checkfor my first
6 months’ insurance.
Adjusting Prepaid (Deferred) Expenses
Resources paid for prior to receiving the actual benefits.
A current asset item.
Resources paid for prior to receiving the actual benefits.
A current asset item.
Suria Sdn. Bhd.TRIAL BALANCE
as at 31 DECEMBER 2006
$
$
Prepaid Insurance
Suria Sdn. Bhd. practiced to close the accounts on 31 December for every year. On 1 December 2006, Suria Company paid RM12,000 to cover insurance for December 2006 through May 2007. The accountant recorded the expenditure as Prepaid Insurance on 1 December. What adjustment is required?
Suria Sdn. Bhd. practiced to close the accounts on 31 December for every year. On 1 December 2006, Suria Company paid RM12,000 to cover insurance for December 2006 through May 2007. The accountant recorded the expenditure as Prepaid Insurance on 1 December. What adjustment is required?
128Jan Feb Mar Apr May Jun Jul Sep Oct Nov DecAug
RM 12,000
2006
Insurance expired for 1 month
31/12(year end )
Example
Insurance Expense
31/12 2,000
Prepaid Insurance
31/12 2,000
Adjusting for Prepaid
Dec. 31 Insurance Expense 2,000 Prepaid Insurance 2,000
To record first month's expired insurance
1/12 12,000
12,000 12,000
31/12 Bal 10,000
31/12 P&L 2,000
Insurance expired for 1 month = Recognized insurance expense for 1 month
1 month = RM12,000 / 6
= RM 2,000
Adjusting Unearned (Deferred) Revenues
-Cash received in advance of providing products or services.
-A current liability item.
-Cash received in advance of providing products or services.
-A current liability item.
On 1 October 2006, Suria Sdn. Bhd. received cheque RM 20,000 for services to be provide in next five months.
Oct. 1 Bank 20,000 Unearned Revenue 20,000
Revenue received in advance
Example
Adjusting Unearned (Deferred) Revenues
1/10/06 31/12/06Year end
28/02/07
5 months
Services already performed for 3 months
Service performed for 3 months = Recognized service revenue for 3 months
3 month = RM20,000 x 3/ 5
= RM 12,000
Service revenue
31/12 12,000
Unearned revenue
1/10 20,00031/10 12,000
20,000 20,000
31/12 Bal 8,000
31/10 P&L 12,000
Oct. 31 Unearned revenue 12,000 Service revenue 12,000
To record service performed
- Costs incurred in a period that are both unpaid and unrecorded.- A current liability item.
- Costs incurred in a period that are both unpaid and unrecorded.- A current liability item.
Adjusting for Accrued Expenses
The telephone bill for December 2006 haven’t pay. When should I record it?
Adjusting for Accrued Expenses
On 3 January 2007, Suria Sdn. Bhd. paid RM 300 for its December telephone bill.
On 3 January 2007, Suria Sdn. Bhd. paid RM 300 for its December telephone bill.
1/12/06 31/12/06Year end
3/01/07
December Bill : RM300 Paid
RM300
Example
Adjusting for Accrued Expenses
Dec. 31 Telephone Expense 300 Telephone Payable 300
To accrue telephone bill
Telephone Expense
31/12 300
Telephone payable31/12 300
Adjusting Accrued Revenues
- Revenues earned in a period that are both unrecorded and not yet received.- A current asset item.
- Revenues earned in a period that are both unrecorded and not yet received.- A current asset item.
Suria Sdn. Bhd. had RM31,200 of services completed but not yet billed to clients. Let’s make the adjusting entry necessary on 31 December 2006.
Suria Sdn. Bhd. had RM31,200 of services completed but not yet billed to clients. Let’s make the adjusting entry necessary on 31 December 2006.
Example
Adjusting for Accrued Revenues
Dec. 31 Accounts Receivable 31,200 Service Revenue 31,200
To accrue revenue earned
Accounts receivable
31/12 31,200
Service revenue
31/12 31,200
Straight-LineDepreciationExpense
= Asset Cost - Salvage Value
Useful Life
Adjusting for Depreciation
Depreciation is the process of computing expense from allocating the cost of plant and equipment over their expected useful lives.
Adjusting for DepreciationOn 1 January 2006, Suria Sdn. Bhd. purchased equipment for RM60,000 cash. The equipment
has an estimated useful life of 5 years. Salvage value for the equipment is RM2,000.
Let’s record depreciation expense for the year ended 31 December 2006.
2006Depreciation
Expense= RM60,000 - RM2,000
5= RM11,600
Depreciation Expense
31/12 11,600
Accumulated Depreciation31/12 11,600
Adjusting for DepreciationDec. 31 Depreciation Expense 11,600
Accumulated Depreciation - Equipment 11,600 To record equipment depreciation
Adjusting for Depreciation
Equipment is shown net of accumulated depreciation.
SourceDocuments
Journal
LedgerTrial BalanceAdjustments
AdjustedTrial Balance
Financial Statements
Closing Entries
The Accounting CycleThe Accounting Cycle
Suria Sdn. Bhd.TRIAL BALANCE
as at 31 DECEMBER 2006
First, the initial
unadjusted amounts are added to the worksheet.
First, the initial
unadjusted amounts are added to the worksheet.
$$
Next, Suria’s adjustments are added.
Next, Suria’s adjustments are added.
Suria Sdn. Bhd.TRIAL BALANCE
31 DECEMBER 2006
Suria Sdn. Bhd.TRIAL BALANCE
as at 31 DECEMBER 2006
SYKT MAJUTRIAL BALANCE
31 DECEMBER 2006
Finally, the totals are determined.
Finally, the totals are determined.
Suria Sdn. Bhd.TRIAL BALANCE
as at 31 DECEMBER 2006
Lecture Exercise
Adjustments:• Telephone expense owing was RM30.• Commissions revenue received in advance amounted to
RM200.• RM600 of the insurance not yet expired.• Electricity expense owing amounted to RM100.• Interest of RM400 was earned but not yet received.• RM500 of the rent revenue was not yet earned.
Dr (RM) Cr (RM)
Telephone expense 480
Commissions revenue 4,000
Insurance expense 3,000
Electricity expense 2,000
Interest revenue 3,800
Rent revenue 6,500
Show the above adjustments in the journal and ledger.
ReceivablesBad & Doubtful Debts
Classification of ReceivablesClassification of Receivables
Accounts Receivable—used for selling merchandise or services on credit, and normally expected to be collected in a relatively short period.
Notes Receivable—used to grant credit on the basis of a formal instrument of credit, called a promissory note.
Other Receivables—include interest receivable, taxes receivable, and receivables from officers and employees.
Collectability of DebtsCollectability of Debts
Experience shows that not all amounts owing from
debtors are collected. This uncollected portion is knows as bad debts.
Experience shows that not all amounts owing from
debtors are collected. This uncollected portion is knows as bad debts.
Possible reasons may give rise to bad debts:• Debtor experiences financial difficulties• Debtor cannot be traced• Death of a debtor
Collectability of DebtsCollectability of Debts
Writing Off Bad Debts Writing Off Bad Debts Writing Off Bad Debts Writing Off Bad Debts
On May 10, D. Ross’ account was On May 10, D. Ross’ account was determined to be uncollectible. The determined to be uncollectible. The
RM420 balance is written off the books.RM420 balance is written off the books.
On May 10, D. Ross’ account was On May 10, D. Ross’ account was determined to be uncollectible. The determined to be uncollectible. The
RM420 balance is written off the books.RM420 balance is written off the books.
May 10 Bad Debts Expense 420 00
Accounts Receivable—D. Ross 420 00
To write off an uncollectible account.
Writing-off Bad DebtsWriting-off Bad DebtsEffect on Profit & LossEffect on Profit & Loss
Dr Profit & Loss A/C for the year ended 31 Dec 05 Cr
Bad debts RM420
Recovery of Bad DebtsRecovery of Bad Debts
The situation where the debtor (has previously been regarded as bad debts) unexpectedly pays his debt.
Recovery of Bad Debts Recovery of Bad Debts Recovery of Bad Debts Recovery of Bad Debts
Later, on 1 August 2005, D. Ross Later, on 1 August 2005, D. Ross unexpectedly turns up to settle his debt. unexpectedly turns up to settle his debt.
Later, on 1 August 2005, D. Ross Later, on 1 August 2005, D. Ross unexpectedly turns up to settle his debt. unexpectedly turns up to settle his debt.
Aug 1 Cash 420 00
Recovery of Bad Debts 420 00
To recover bad debts that were written-off earlier .
Recovery of Bad DebtsRecovery of Bad DebtsEffect on Profit & LossEffect on Profit & Loss
Dr Profit & Loss a/c for the year ended 31 Dec 2005 Cr
Bad debts $500
Recovery of bad debts $500
Provision for Provision for Doubtful DebtsDoubtful Debts
• An ESTIMATE of the amount of the debt that is likely to become bad.
• Reasons for provisions:– To charge as an expense in the profit and
loss account for that year an amount representing debts that may never be paid.
– To show in the balance sheet a debtors figure as close as possible to the true value of debtors.
– The adherence to the Prudence concept.
Creating Provision for Doubtful DebtsCreating Provision for Doubtful Debts Creating Provision for Doubtful DebtsCreating Provision for Doubtful Debts
Dec. 31 Doubtful Debts Expense 4 000 00
Provision for Doubtful Debts 4 000 00
On December 31, Cynthia estimates that a total On December 31, Cynthia estimates that a total of RM4,000 of the RM105,000 balance in her of RM4,000 of the RM105,000 balance in her
company’s company’s Accounts ReceivableAccounts Receivable will eventually be uncollectible.
On December 31, Cynthia estimates that a total On December 31, Cynthia estimates that a total of RM4,000 of the RM105,000 balance in her of RM4,000 of the RM105,000 balance in her
company’s company’s Accounts ReceivableAccounts Receivable will eventually be uncollectible.
Adjusting Entry
Dr Profit & Loss a/c for the year ended 31 Dec 2004 Cr
$
Doubtful debts 4,000
Creating Provision for Creating Provision for Doubtful Debts Doubtful Debts
Balance Sheet as at 31 December 2004
Current Assets: $ $
Accounts Receivable 105,000
Less Provision for Doubtful Debts 4,000
101,000
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
On 31 December 2004, Cynthia’s Trial Balance appears as follows:
Sundry debtors 135,000 (dr)Provision for Doubtful Debts 4,000 (cr)
Cynthia still maintains 4% of sundry debtors as the Provision for Doubtful Debts.
• Calculation of provisionsProvision for Doubtful Debts on 31.12.2005 (4% x $135,000) 5,400
Less: Provision for Doubtful Debts on 1.1.2005 (as per TB) 4,000
Increase in Provision for Doubtful Debts 1,400
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
Only the NET increase amount is being recorded in
the entries.
Only the NET increase amount is being recorded in
the entries.
Dec. 31Doubtful Debts Expense 1 400 00
Provision for Doubtful Debts 1 400 00
To increase amount of provision for doubtful debts.
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Dr Profit & Loss a/c for the year ended 31 Dec 2005 Cr
Doubtful debts $1,400 Balance Sheet as at 31 December 2005
Current Assets: $ $
Sundry debtors 135,000
Less Provision for Doubtful Debts 5,400
129,600
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
On 31 December 2005, Cynthia’s Trial Balance appears as follows:Sundry debtors 102,000 (dr)Provision for Doubtful Debts 5,400 (cr)
The trader still maintains her policy of allowing 4% of sundry debtors as doubtful debts.
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
• Calculation of provisionProvision for Doubtful Debts on 1.1.2006 (as per Trial Balance) 5,400
Less:Provision for Doubtful Debts on 31.12.2006 (4% x $102,000) 4,080
Decrease in Provision 1,320
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
Only the NET decrease amount is being recorded in
the entries.
Only the NET decrease amount is being recorded in
the entries.
Dec. 31Provision for Doubtful Debts 1 320 00
Doubtful Debts Expense 1 320 00
To decrease amount of provision for doubtful debts.
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Dr Profit & Loss a/c for the year ended 31 Dec 2006 Cr
Doubtful debts $1,320
Balance Sheet as at 31 December 2006
Current Assets: $ $
Sundry debtors 102,000
Less Provision for Doubtful Debts 4,080
97,920
Adjustment to Provision Adjustment to Provision for Doubtful Debtsfor Doubtful Debts
• Provision for Doubtful Debts are calculated AFTER all bad debts are written-off.
On Balance Day, 31 December 2006. Nathan’s Trial Balance shows the following: $
• Debtors 10,000(dr)• Bad debts 200(dr)• Provision for Doubtful Debts 150(cr)
On further checking, Nathan discovered that:a) a bad debt of RM300 has not yet been recorded in the
books.b) He needs to maintain his Provision for Doubtful Debts
at 2% of debtors as is his policy.
When Provision for Doubtful Debt When Provision for Doubtful Debt and Bad Debts Exists and Bad Debts Exists
SimultaneouslySimultaneously
Procedures to be adopted:1. Calculate the additional bad debts.2. Existing debtors less additional bad
debts = Net debtors.3. Net debtors × % of provision for
doubtful debts = prov. for doubtful debts amount.
4. Record the provision for doubtful debts.
When Provision for Doubtful Debt When Provision for Doubtful Debt and Bad Debts Exists and Bad Debts Exists
SimultaneouslySimultaneously
Example - CalculationsExample - Calculations
Provision for Doubtful Debts on 31.12.2006 (2% @ $9,700)
$
194
Less Provision for Doubtful Debts on 1.1.2006
150
Increase in Provision for Doubtful Debts
44
Calculation:Net debtors = $10,000 - $300 = $9,700
The additional bad debts, and the net increase in
doubtful debts have to be recorded.
The additional bad debts, and the net increase in
doubtful debts have to be recorded.
Dec. 31Bad Debts Expense 300 00
Debtors 300 00
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Adjustment to Provision for Adjustment to Provision for Doubtful DebtsDoubtful Debts
Dec. 31Doubtful Debts Expense 44 00
Provision for Doubtful Debts 44 00
Effect on P&L and Effect on P&L and Balance SheetBalance Sheet
Dr Profit & Loss a/c for the year ended 31 Dec 2006 Cr
$
Bad debts 500
Doubtful debts 44
Balance Sheet as at 31 December 2006
Current Assets: $ $
Sundry debtors 9,700
Less Provision for Doubtful Debts 194
9,506
End of Topic 7End of Topic 7