Paper FA2 Maintaining Financial Records Pocket Notes
Maintaining Financial Records
British library cataloguing-in-publication data A catalogue record for this book is available from the British Library. Published by: Kaplan Publishing UK Unit 2 The Business Centre Molly Millars Lane Wokingham Berkshire RG41 2QZ ISBN 978-1-78740-066-5 © Kaplan Financial Limited, 2017 Printed and bound in Great Britain. P.2
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paper FA2
Contents Chapter 1
Recording transactions..................................................................................................1
Chapter 2
Trial balance................................................................................................................ 21
Chapter 3
Final accounts – introduction and accounting policies................................................ 31
Chapter 4
Non-current assets...................................................................................................... 39
Chapter 5
Control account reconciliations................................................................................... 53
Chapter 6
Bank reconciliation...................................................................................................... 61
Chapter 7
Accruals, prepayments and irrecoverable debts......................................................... 69
Chapter 8
Closing inventory, liabilities and provisions................................................................. 79
Chapter 9
Extended trial balance.................................................................................................89
Chapter 10 Sole trader accounts................................................................................................... 95 Chapter 11 Partnership accounts................................................................................................. 105 Chapter 12 Incomplete records.................................................................................................... 115 Index
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Maintaining Financial Records
Preface These Pocket Notes contain everything you need to know for the exam, presented in a unique visual way that makes revision easy and effective. Written by experienced lecturers and authors, these Pocket Notes break down content into manageable chunks to maximise your concentration.
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Introduction In this chapter •
Overview of the examination.
•
Keys syllabus areas.
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Maintaining Financial Records
Overview of the examination
•
As part of your revision, work through the questions in the study text and any question banks you may have to ensure you understand the style of question asked.
•
You should ensure that you allocate your time correctly so that you can answer all questions.
•
Remember in the examination, you can answer questions in any order (as long as you complete the multiple choice boxes on the Candidate Registration Sheet correctly). It is therefore worth completing the easier questions first and then re-visiting the more difficult questions at the end of the examination. This approach will (hopefully) ensure you have obtained the easy marks first and avoid missing this should you run out of time.
This examination will consist of: 50 compulsory multiple choice questions for two marks each
100
Total marks
100
The examination duration is two hours. The pass mark is 50%. The examination is available in either paperbased format or computer-based format. As the examination mainly multiple-choice, you do need to consider the following:
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Multiple choice questions allow the examiner to cover a significant amount of the syllabus within each examination. This means you cannot simply learn say 50% of the syllabus and hope to achieve.
•
Achieving a pass standard – you will need to learn the entire syllabus to maximise your chances of passing.
Finally, when all else fails guess – there is no negative marking.
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Introduction
Key syllabus areas
•
The aim of FA2 is to develop knowledge and understanding of the underlying principles and concepts relating to Maintaining Financial Records and technical proficiency in the use of double-entry accounting techniques including the preparation of basic financial statements.
xtend the trial balance, including yearE end adjustments and final accounts.
•
Account for partnerships.
On completion of this paper candidates should be able to: •
xplain generally accepted accounting E principles and concepts.
•
utline the principles and process of O basic bookkeeping.
•
Preparing journals and ledger accounts.
•
Record transactions and events.
•
repare a trial balance (including P identifying and correcting errors).
•
econcile the control accounts and R cashbook.
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chapter
1
Recording transactions In this chapter • • • • • • • • • • • •
asic recording of business transactions. B Key accounts in financial statements. General ledger. Credit transactions and sales tax. Ledgers – key definitions. Discounts. Purchases cycle. Cash payments cycle. Sales cycle. Variable consideration. Cash receipts cycle. Journal.
1
Recording transactions
Basic recording of business transactions
The accounting equation Assets
• Land and buildings • Plant and machinery • Motor vehicles • Inventory • Money in bank • Receivables
Key Point Business entity concept = a business is separate from its owners. The owner’s private transactions are not entered in the business’ books. An entity may be a sole trader, a partnership, a limited company or a non-profit making organisation.
Accounting
2
•
Records a business’ transactions.
•
Summarises the transactions.
+
Capital • Amounts introduced to business by owner.
•
Accounting equation elements change over time (e.g. a cash sale results in a fall in inventory and an increase in cash).
•
Despite this, the equation will always balance = basis of double entry bookkeeping.
•
All transactions are entered into the accounts twice – a debit and a credit.
•
Sum of all debits = sum of all credits.
Exam focus Only sole traders and partnerships are examinable within this paper.
=
Liabilities • Payables • Bank loan • Bank overdraft • Other payables (e.g. tax due to tax authorities
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Chapter 1
Example A new business is involved in the following tranactions: 1 The owner injects $4,000 capital into the business 2 $1,500 is spent purchasing goods for resale 3 $2,000 is spent purchasing land 4 Another $1,500 goods for resale are acquired on credit After these transactions, the accounting equation is as follows: Assets • $2,000 – Land • $3,000 – inventory • $500 – Money in the bank • Total $5,500
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Liabilities • $1,500 due to payables
Capital
+
• $4,000 capital from owner
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Recording transactions
Key accounts in financial statements
Revenue
• Sales of goods/services less sales returns
Statement of profit or loss: •
Shows financial performance for business for one period of time (normally 12 months)
•
Revenue = amounts obtained from selling goods and services
•
Expenses = costs incurred in providing goods / services
•
Profit = difference between revenue and expenses. It is transferred to the balance sheet.
–
• Cost of goods sold • Salaries
Expenses
• Telephone • Rent • Light, heat and power
= Profit
• Interest on bank loan, etc
• Surplus over expenses paid • Can be negative – indicates ‘loss’
Key Point The statement of profit or loss shows performance over a period of time; the statement of financial position shows position at one point in time.
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Chapter 1
Statement of financial position •
hows overall financial position of S business at a particular date in time
•
Assets = something owned or controlled by the business
•
Liabilities = amounts owed by business to third parties
•
Assets and liabilities can be current or non-current (payable in more than one year)
•
•
Capital = owner’s investment + (-) all profits (losses) to date – all drawings to date Drawings = amounts of cash withdrawn from the business by the owner.
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Revenue
• Plant and machinery/motor vehicles
+ Current assets
• Inventory, receivables, cash
– Current liabilities
• Payables, bank overdraft
– Non-current liabilities
= Capital
+ Profits
• Payables, bank loan
• Owner’s money invested in business less drawings • Surpluses from previous years
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Recording transactions
General ledger •
Contains all individual accounts needed to record business transactions.
•
Shows double entry recording of all transactions. Double entry rules
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Debit entries record: in assets
Credit entries record: in assets
in liabilities
in liabilities
Expenses Drawings
Income Injections of capital
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Chapter 1
Credit transactions and sales tax Credit transactions Credit transaction = goods exchanged before payment made.
Sales tax Applies to businesses registered for sales tax.
Sales However transactions are recorded as they • Must add sales tax to sales made occur therefore need payable/receivable • Typical sales tax rate = 20% accounts. • Receivable amount recorded gross of sales tax Credit purchase • Sale recorded net of sales tax. 1 Purchase recorded and payable Purchases account set up showing amount due to • Sales tax charged on price by supplier supplier 2 Amount is later paid from bank. Credit sale 1 Sale recorded and receivable account setup showing amount due from receivable 2 Debtor pays invoice.
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Payables amount is recorded gross of sales tax
•
Purchase recorded net of sales tax.
Net sales tax Tax on sales Tax on purchases Tax payables to authorities
X (X) X
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Recording transactions
Purchases and sales tax Purchase Sales tax
5,000 1,000
Total
6,000
Purchases 5,000
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1. Purchase made – recorded in general ledger showing sales tax amount separately
Sales tax 1,000
Payables 6,000
6,000
2. Payable paid – money transferred from bank account to payables – cancelling the liability
Bank 6,000
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Chapter 1
Sales and sales tax Sale Sales tax
8,000 1,600
Total
9,600
Sales 8,000
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1. Sale made – recorded in general ledger showing sales tax amount separately
Sales tax 1,600
Receivables 9,600
9,600
2. Customers pays balance due cancelling the debt
Bank 9,600
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Recording transactions
Net sales tax •
Calculated regularly (e.g. every 1 or 3 months)
•
Excess of sales tax charged over incurred is paid to tax authorities
Bank
Sales tax 600
1,000 600
Net sales tax paid to government
Sales tax incurred on purchases
1,600 Sales tax charged on sales
Exam focus Sales tax is not relevant to all questions. Read the question carefully to decide whether it needs to be considered. 10
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Chapter 1
Ledgers – key definitions Definition A ledger is a collection of ledger accounts, each account recording transactions of the same type. •
General ledger = holds all individual ledger accounts used to prepare the financial statements.
•
Personal ledgers = receivables ledger and payables ledger, holding individual accounts for all receivables/payables.
•
Books of original (or prime) entry = books in which transactions are originally recorded: –– Sales day book (credit sales) –– Purchase day book (credit purchases) –– Cash received day book –– Cheque payments day book –– Petty cash book –– Journal.
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Recording transactions
Discounts
Discounts Trade discounts
Settlement discounts
= discount given for ordering in large quantities as an incentive for regular customers
= discount given for early payment of a debt (within a stated period of time)
Reduction in selling price at point of sale
Record transaction at discounted price
Settlement discounts = discount given for early settlement of an amount due i.e. pay supplier within 7 days of invoice date
Seller to decide at point of sale whether settlement discount terms likely to be taken up by customer If probable that settlement discount terms will be taken up by customer, deduct from price in arriving at invoice amount
Adjust for any cash received in excess of receivable recorded (or of shortfall of cash received) against revenue
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If probable that settlement discount terms will not be taken up by customer, do not deduct from price in arriving at invoice amount
Purchaser decides whether to take advantage of settlement discount terms
If will do so, pay reduced amount and record discount received to clear payable previously recorded as follows: Dr PLCA Cr Cash Cr Discount received KAPLAN PUBLISHING
Chapter 1
Purchases cycle Invoice number
Date
Total $ Payables ledger control account
Contents of payables ledger account Purchase invoice
Purchase
Payables ledger • Purchase recorded in individual supplier’s ledger account
Purchase day book • Recorded in numeric sequence
• Also called PLCA • Summary of all posting to payables ledger • Total of balanes on payables ledger is agreed to balance on PLCA to confirm accuracy of posting of invoices
General ledger Records double entry of: • Dr Individual expense accounts with net purchase amount • Dr Sales tax control with Sales tax amount • Cr PLCA/payables ledger with gross purchase amounts
Contents of purchase day book
Date On purchase invoice
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Invoice number Numeric sequence to confirm completeness of recording
Supplier name Ease of identification (better than just ledger account number)
Supplier code Account reference to trace invoice into payables ledger
Total $ For posting to payables ledger control account
Sales tax For posting to sales tax account
Net purchase $ Analysed by type of purchase ready for posting to different expense accounts in general ledger
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Recording transactions
Cash payments cycle Date
Cheque number
Total $
Payables ledger control account
Contents of payables ledger account Cash
Cheque/internet payment
• Total of individual supplier accounts
Cash payment Recorded in
Cheque payments day book • Recorded in numeric sequence of cheque number/date of payment for internet
Payables ledger • Payment recorded in individual supplier’s ledger account • Return recorded in individual supplier’s ledger account (as debit amount)
Purchase ledger payments
Day book contents
Total all payments
General ledger Records double entry of: • Cr Bank account with total amount paid • Dr Sales tax account with sales tax total • Dr PCLA/payables ledger with payments made • Dr Expense account with other payments
Contents of cash payments day book
Date Payment date
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Cheque number Numeric sequence to confirm completeness of recording
Payee name Ease of identification (better than just ledger account number)
Payables ledger code When paying suppliers for updating payables ledger
Total $ Payment to supplier
Sales tax $ Nothing (sales tax in PDB)
Analysis of payment PLCA ledger noting any settlement discount
Other payments
Sales tax on payment
Other payments – expense account in general ledger
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Chapter 1
Sales cycle Date
Invoice number
Total $
Receivables ledger control account
Contents of receivables ledger account
• Also called RLCA • Summary of all postings to receivables ledger • Total of balances on receivables ledger is agreed to balance on RLCA to confirm accuracy of posting of invoices
Invoice details recorded Sales invoice
Sales
Receivables ledger • Sales recorded in individual customer ledger account
Recorded in Each invoice Sales day book • Recorded in numeric sequence
Total all payments Day book contents
General ledger Records double entry of: • Dr RLCA receivables ledger with gross sales • Cr Sales with sales amount net of sales tax • Cr Sales tax with sales tax on sales
Contents of sales day book
Date Sales invoice raised
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Invoice number Numeric sequence to confirm completeness of recording
Customer name Ease of identification (better than just ledger account number)
Receivables ledger acc. ref Account reference to trace invoice into receivables ledger
Total $ For posting to receivables ledger control account
Sales tax $ For posting to sales tax account
Net sales $ For posting to sales account
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Recording transactions
Variable consideration When goods are sold on credit, the seller must estimate the amount of revenue that will be receivable. Trade discount is always deducted in arriving at the price to be invoiced. If early settlement terms are offered to the customer, the seller must estimate whether or not it is probable that the early settlement terms offered will be taken by the customer. If it is probable that early settlement will be made by the customer, then early settlement discount should be deducted in arriving at the invoice price. If it is probable that early settlement will not be made by the customer, early settlement discount is not deducted in arriving at the invoice price.
Example A business sold goods to a customer on credit at a list price of $240. Early settlement discount of 4% was offered to the customer for payment within 7 days of invoice date. If the customer is expected to take advantage of the settlement discount offered, the revenue and receivable will be recorded as: $240 × 96% = $230.40. If the customer is not expected to take advantage of the settlement discount offered, the revenue and receivable will be recorded as $240.
When cash is subsequently received from the customer, any under- or over-receipt of cash (in comparison with the receivable recorded) is adjusted against revenue. 16
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Chapter 1
Cash receipts cycle Cash
Date
Total $
Receivables ledger control account
Contents of receivables ledger account
• Total of all individual customer accounts
Invoice details recorded Cash receipt
Cash
Receivables ledger • Cash receipt is credited to individual customer account
Recorded in
Cash received day book • Recorded according to date received
Each invoice
Day book contents
Total from cash received day book
General ledger Records double entry of: • Dr Bank account – total cash received • Cr RLCA amounts received from credit customers • Cr Cash sales – amounts of cash sales • Cr Sales tax for sales tax on cash sales
Contents of cash received day book
Date Date money received
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Reference Either customer code or ‘cash sales’ if not a credit sale
Customer name Ease of identification (better than just ledger account number)
Total $ Total amount of receipt
Receivables Amount of receipt from cr customer
Sales tax $ Nothing (sales tax in SDB)
Amount from cash sales
Sales tax on cash sales
Other income $ e.g. Bank interest received
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Recording transactions
Journal Definition A journal is a record containing details of non- routine double entry transactions. Uses of journal •
Correction of errors
•
Year-end adjustments (e.g. depreciation)
•
Recording of significant transactions (e.g. non-current asset purchase).
Exam focus Many examination questions focus on the double entry required for different accounting transactions. Ensure you can prepare entries as T accounts as well as journals. Even with multiple-choice questions, it can be useful to prepare working T accounts to check the double entry of different transactions.
Format of journal Reference Detail General ledger ref. 52 Depreciation charge on motor vehicles GL78 Accum. depreciation on motor vehicles GL54 Year end depreciaition charge for motor vehicles
31 December 20X4 Debit $ Credit $ 7,800 7,800
Exam focus If a question asks for a journal, be sure to provide the Dr, Cr and narrative explanation. 18
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Chapter 1
Key Point The receivables and payables ledger control accounts are normally part of the double entry system. The receivables and payables ledgers containing individual customer and supplier accounts are not. You MUST, however, ensure that both are updated with entries in the day books. Definition Control accounts are accounts which contain only totals rather than several individual entries. For example, the receivables ledger control account contains totals from the sales day book.
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Recording transactions
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