Control Accounts

1. Control Accounts

2. Functions of control accounts • The control accounts help us to locate errors. • The control accounts provide a summary. The total balances of the debtors and creditors can be derived quickly and easily. • The control accounts are prepared by a different person than the one who prepares the sales and purchases ledgers, which also make fraud more difficult.

3. Form of control accounts • It is usual to final control accounts in the same form as an account, with the totals of the debit entries in the ledger on the left-hand side of the control account, and the totals of the various credit entries in the ledger on the right hand side of the control account.

4. Sales ledger control account • Sales ledger control account = Total debtors account

5. Sales Ledger Control Account 1996 $ Dec 1 Balance b/f a 31 Sales b 31 Cash / Bank c 31 Bank d 31 Interest received f 31 Balance c/f h x 1996 $ Dec 1 Balance b/f i 31 Returns Inwards j 31 Cash / Bank k 31 Set-off m 31 Discount allowed n 31 Bad debts o 31 Balance c/f p x

8. Purchases ledger control account • Purchases ledger control account = Total creditors account

9. Purchases Ledger Control Account • $ • Dec 1 Balance b/f a • 31 Returns Outward b • 31 Cash / Bank c • 31 Set-off e • 31 Discounts Received f • 31 Balance c/f h • x • $ • Dec 1 Balance b/f h • 31 Purchases i • 31 Cash / Bank j • 31 Bank k • 31 Interest Expenses m • 31 Balance c/f n • x

12. Types of Minority balances • Temporary debit balances in total creditors account • Temporary credit balances in total debtors account

13. Reasons for the occurrence of minority balances • Returns after settlement of the accounts • Claims for shortages of goods or for invoices overcharged after settlement the accounts

14. Minority balances on the balance sheet Balance sheet Debtors (debit balance of sales ledger + debit balance of purchases ledger) X 八 Less: provision for bad debt (debit balance of sales ledger x percentage) X X Creditors (credit balances of purchases ledger + credit balances of sales ledger) X

15. Contra item • If the same firm is both a supplier (creditor) and a customer (debtor), inter-indebtedness is set-off • Contra items(set-off) are shown on the credit side of the sales ledger control account and will appear on the debit side of the purchases ledger control account

16. The following information was extracted from the books of Lewell Ltd. On 1 March 1996: Purchases ledger control account 28,500 Sales ledger control account 67,300 During the month: Cash sales 12,000 Credit sales 20,000 Cash purchases 8,800 Credit purchases 14,000

17. Discounts received from suppliers 5,400 Discounts allowed to customers 4,200 Returns Inwards 900 Cash received from customers 25,000 Cash payment to suppliers 30,000 Returns Outwards 700 Bad debts written off 100 Bills receivable from customers 11,000 Dishonoured cheques returned to customers 500 Balances in sales ledger set off against credit Balances in purchases ledger 2,600

18. Example 1

19. Total creditors account 31/3 discount received 5400 31/3 bal b/f 28500 Returns outwards 700 31/3 purchases 14000 Set-off 2600 Cash 30000 Bal c/f 3800 42500 42500 Total debtor accounts 31/3 discount allowed 4200 31/3 Bal b/f 67300 Returns inwards 900 Sales 20000 Bad debts 100 Bank 500 Cash 25000 Bill receivable 11000 Set-off 2600 Bal c/f 44000 87800 87800

20. Comparing Sectional Balancing and Self-balancing system

21. Self-Balancing system • In larger organizations, control accounts are part of the double entry system, • The sales ledger and purchases ledger (debtors and creditor accounts) are kept only on a memorandum purposes .

22. Sectional Balancing System • In small firms, debtors and creditors accounts are regarded part of the double-entry system • The control accounts should be kept only for memorandum purposes

23. Sectional Balancing System Original documents Sales/Purchases Journals Sales Ledger control a/c Purchases ledger control a/c General ledger Sales and purchases a/c Sales/purchases ledgers Debtors/Creditors Trial Balance For memorandum purpose Double-entry system Note: posting extracting

24. Self-Balancing System Original documents Sales/Purchases Journals Sales/purchases ledgers Debtors/Creditors General ledger Sales and purchases a/c Sales Ledger control a/c Purchases ledger control a/c Trial Balance For memorandum purpose Double-entry system Note: posting extracting

25. Transaction recording

26. Seller’s book

29. Buyer’s book

31. Correction of Errors

36. Example 2

37. John Chan The Journal Dr Cr 1996 $ $ Dec 31 Sales Ledger Control 530 Sales 530 31 Suspense 1,050 Discount received 1,050 31 Returns Outwards 3,200 Purchase Ledger Control 3,200 31 Purchases Ledger Control 120 Sales Ledger Control 120 31 Bank 1,000 Sales Ledger Control 1,000 31 Bank 2,250 Suspense 2,250

38. Suspense Account $ Bank 2,250 _____ 2,250 $ Balance b/f 1,200 Discounts received 1,050 2,250 Sales Ledger Control Account $ Bank 1,000 Purchase Ledger Control-set off 120 Balance c/d 32,360 33,480 Balance b/d 2,950 $ Balance b/f 30,000 Sales 530 Balance c/d 2,950 33,480 Balance b/d 32,360

39. Statement showing the Revised Balance of Sales Ledger Listing $ Original Balance 32,000 Add Invoice understated 360 Revised Balance 32,360 Purchases Ledger Control Account $ Balance b/d 12,000 Returns Outwards 3,200 Balance c/d 1,420 16,620 Balance b/d 16,500 $ Sales Ledger Control-set-off 120 Balance c/d 16,500 ______ 16,620 Balance c/d

40. Statement showing the Revised Balance of Purchases Ledger Listing $ Original Balance 17,135 Less Balance overstated 635 Revised Balance 16,500 Statement showing the Revised Net Profit for the year ended 31 Dec 1996 $ $ Net Profit as per accounts 11,200 Add Sales undercast 530 Discounts Received undercast 1,050 1,580 12,780 Less Returns Outwards overcast 3,200 Revised Net Profit 9,580

41. John Chan Balance Sheet as at 31 Dec 1996 $ $ Fixed Asset 12,000 Less Prov. For Depn. 5,000 7,000 Current Assets Stock 16,000 Debtors (32360+1420) 33,780 Bank (7000+1000+2250) 10,25060,030 67,030 $ Capital Balance as at 1 Jan 96 38,000 Add Net Profit 9,580 47,580 Current Liabilities Creditors(16500+2950) 19,450 ______ 67,030