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Recording Financial Transactions Course Slides
Citation preview
CAT 1 – Recording financial transactions
Course slides
For computer-based and
paper-based exams
Slide 2
Syllabus
1 Business transactions and documentation
2 Double entry bookkeeping
3 Banking and petty cash
4 Sales and sales records
5 Purchases and purchase records
6 Payroll
7 Control accounts and the initial trial balance
Slide 3
Examiner and exam format
Can be taken as a paper-based or computer-based exam
50 multiple-choice questions – 100 marks
Time allowed: 2 hours
Pass mark: 55%
Slide 4
The BPP Learning Media classroom slides
What do these slides cover?
– A selection of key areas of the syllabus
Using the slides – Use the slides as a point of reference
– Add detail by talking around the slides (eg using material from the corresponding Study Text chapter)
– Consider adding slides yourself to suit your course
– Recommend students attempt appropriate questions from the Practice & Revision Kit and from i-Pass
Chapter 1
Business transactions and documentation
Study Text Chapter 1
Slide 6
Sales
SALES
Goods paid
for immediately
CASH SALES
Goods delivered
before payment
made
CREDIT SALES
Slide 7
Purchases
PURCHASES
Goods paid
for immediately
CASH PURCHASES
Goods delivered
before payment
made
CREDIT PURCHASES
Slide 8
Invoice
‘G O GET EM AT GOTHAM!!’
W.E. GOTHAM USED CARS
Old Iron Gate Street, Wraillings Industrial Estate, Melchett
SALES INVOICE
No. A576 Date: 10 March 20X8
Item List Price Total£ p £ p
Vauxhall Itel
Registration A977 TMF 2,500.00 2,500.00
TOTAL 2,500.00
DISCOUNTSInclusive of
DUE PAID BY CHEQUE VAT 2,500.00
To: M Rose Videos10 The YardIlfordEsse x
Reg Office: Old Iron Gate Street, Wraillings Industrial Estate, MelchettReg No: 82912VAT Reg No: 5 439832
Slide 9
Discounts
Trade discounts
• Given at time of sale/ purchase
• Bulk buying
Settlement discounts
• Offered as incentive for early payment
• For example 5% if settled within 14 days
• May or may not be taken
Slide 10
Sales tax
INDIRECT TAX
Charge sales tax
on sales
OUTPUT TAX
Suffer sales tax
on purchases
INPUT TAX
Slide 11
Sales tax and Discounts
Sales tax is calculated on the amount
after all discounts regardless of
whether the discount is taken or not
Slide 12
Contract law
• What is a contract?
– Legally binding agreement (offer and
acceptance)
– Consideration
• Breach of contract
Slide 13
Implied terms
• Goods must
– Exist
– Match description
– Be of satisfactory quality
• Seller must have the right to sell
Slide 14
Storage of information
• Information stored must be:
– Accessible
– Secure
• What information may be needed by a
business?
• Who may be entitled to information from a
business?
Slide 15
Retention periods
• If you think you may need it, keep it
• Legal limits for different records
– Simple contracts – 6 years
– Income and sales tax) records – 6 years
– Purchase orders, sales invoices – 6 years
– Bank statements – 6 years
– Cheque counterfoils – 1 year
Slide 16
Data protection
• To protect individuals (data subjects)
• Data subjects have rights
– Gain access to personal data held
– Know why data is held and who has
access
– Have inaccurate data corrected or deleted
– Seek compensation
Chapter 2
Assets, liabilities and the accounting equation
Study Text Chapter 2
Slide 18
Profit
• Income
• Expenses
Slide 19
$ $ $
ASSETS
Non-current assets
Land and buildings 100,000
Plant and machinery 50,000
Motor vehicles 30,000
Fixtures and fittings 20,000
200,000
Current assets
Inventories 55,000
Trade receivables 28,000
Cash in hand and at bank 7,000
90,000
Total assets 290,000
Assets
Slide 20
$ $ $
Non-current liabilities
Bank loans 40,000
Current liabilities
Bank overdraft 16,000
Trade payables 40,000
Accruals 4,000
60,000
Total liabilities 100,000
Liabilities
Slide 21
The concept of business entity
• A business is a separate entity from its
owner
• Exclude personal transactions
Slide 22
The accounting equation
ASSETS LIABILITIES=
Investment+
-Profit
Drawings
ASSETS - LIABILITIESCAPITAL
=
+ CAPITAL
Slide 23
Accounts receivable
SALE to customer creates
ACCOUNT RECEIVABLE (customer owes $)
ASSET of the business
CASH RECEIPT settles
Slide 24
Accounts payable
PURCHASE from supplier creates
ACCOUNT PAYABLE (we owe $)
LIABILITY of the business
CASH PAYMENT settles
Slide 25
General rules
reditsebits
xpenses
ssets
rawings apital invested
ncome
iabilities
CD
E
C
IA
D
L
Chapter 3 Study Text Chapter 3
Statement of financial position and income
statement
Slide 27
Statement of Financial Position & Income Statement
Statement of financial position –
worth of business at a point in time
Income statement –
trading activities over period
31.12.X6 31.12.X7
Income Statement for y/e 31.12.X7
Slide 28
Non-current Assets
• Land and buildings
• Plant and machinery
• Fixtures and fittings
• Vehicles
Slide 29
Current Assets
• Inventory
• Receivables
• Prepayments
• Bank and Cash
Slide 30
Current Liabilities
• Bank overdraft
• Trade payables
• Accruals
Slide 31
Non-current Liabilities
• Bank loans
Slide 32
Capital
• Share capital
• Reserves
Slide 33
Income Statement
• Income
• Expenses
Slide 34
Capital v Revenue expenditure
Capital expenditure
Expenditure on the acquisition of non-
current assets or improvement in their
earning capacity
Slide 35
Capital v Revenue expenditure
Revenue expenditure
Trading expenses or the repair/
maintenance of non-current assets
Chapter 4 Study Text Chapter 4
Recording, summarising
and posting transactions
Slide 37
Invoice
Supplier account
Customer
account
Remittance advicePayslip
Bank
statement
Delivery note
Source documents
Source document
Slide 38
Books of prime entry
Sales day book credit sales
Purchase day book credit purchases
Cash book movements in bank account
Petty cash book physical cash movements
e.g. period end adjustmentscorrection of errorslarge/unusual transactions
Journal book other information
Slide 39
Sales Day Book
Lists all sales made on credit
Date Customer $
3.1.X7
5.1.X7
8.1.X7
14.1.X7
J. Spalding
G. McGregor
J. Spalding
G. McGregor
200
400
400
300
1,300
Slide 40
Purchase Day Book
Lists all purchases made on credit
Date Supplier $
1.1.X7
4.1.X7
16.1.X7
Tewson Co.
Manley & Co.
Manley & Co.
400
350
200
950
Slide 41
Cash Book
• Records receipts and
payments into and out of the
bank
• Often assumed to be two
books
Slide 42
Cash Book (receipts)
Date Narrative Total
$
Capital
$
Sales
$
Receivables
$
2.1.X7
5.1.X7
6.1.X7
F. Bloggs
J.
Spalding
J. Smith
4,000
200
500
4,000
500
200
4,700 4,000 500 200
Slide 43
Cash Book (payments)
Date Narrative Total
$
Purchases
$
Van
$
Rent
$
Payables
$
Petty
Cash
$
Drawings
$
6.1.X7
6.1.X7
8.1.X7
Manley & Co.
Petty Cash
Digby Co
350
50
1,000 1,000
350
50
1,400 1,000 350 50
Slide 44
General Ledger
Example
Advertising account
Date Details Ref $ Date Details Ref $
20X8
15/4 JFK PL8 2,500
Slide 45
Ledger Accounts
Dr Cr
$ $
DEBIT CREDIT
TOTAL DEBITS = TOTAL CREDITS
Slide 46
Cash Sales double entry
Dr Cash
Cr Sales
Slide 47
Cash Purchases double entry
Dr Purchases
Cr Cash
Slide 48
Credit Sales double entry
Dr Accounts receivable
Cr Sales
When goods are sold
Dr Cash
Cr Accounts receivable
When cash is received
Slide 49
Credit Purchases double entry
Dr Purchases
Cr Accounts payable
When goods are purchased
Dr Accounts payable
Cr Cash
When cash is paid
Slide 50
Memorandum Ledgers
Can you identify how much J. Spalding
owes you from the following invoices?
Or how much you owe to Tewson Co.?
Slide 51
Memorandum Ledgers
• Receivables ledger
– Shows the total owed by each
individual customer
• Payables ledger
– Shows the total owed to each individual
supplier
Slide 52
Control Accounts
Receivables and payables recorded in two places
1. Sales and purchase ledgers giving information
on individual customers and suppliers
2. The general ledger
• Receivables account or Sales Ledger
Control Account
• Payables account or Purchase Ledger
Control Account
giving information on receivables and
payables in total.
Slide 53
Output Sales Tax
Dr Accounts receivable
Cr Sales
Cr Sales tax account
Slide 54
Input Sales Tax recoverable
Dr Purchases
Cr Accounts payable
Cr Sales tax account
Slide 55
Input Sales Tax not recoverable
Dr Purchases
Cr Accounts payable
Chapter 5
Completing ledger accounts
Study Text Chapter 5
Slide 57
Journal
Period end adjustments
Correction of errors
Slide 58
Journal entry example
$ $
DEBIT Accountancy fees 10,000
CREDIT Legal costs 10,000
With payments to accountants incorrectly
posted to legal fees
Slide 59
Balancing off ledger accounts
1 Separately add debit and credit sides
2 Fill in higher of two totals on both sides
3 Balance the account – balance c/d
4 Bring down balance b/d on opposite side
Slide 60
The Trial Balance
Lists the balances brought down on each
ledger account
Debits = Credits
Slide 61
Example – Miss Smith
Account Debit
$
Credit
$
Cash 720
Capital 500
Sales 2,200
Purchases 1,100
Furniture 500
Electricity 120
Telephone 60
Drawings 200
Total 2,700 2,700
Slide 62
Suspense accounts
Never appear in the final accounts
Slide 63
Dealing with items in Suspense account
1 Determine what original entry was
made
2 Determine what original entry should
have been
3 Make required adjustment
Slide 64
Computer terms
Input Entering data from original
documents
Processing Sorting data
Output Producing data in useful form
Slide 65
Accounting packages
Dedicated
accounting
packages
General
software
Slide 66
Accounting modules
A program which deals with one part of a
business’ accounting system
May or may not be integrated
Chapter 6
Receiving and checking money
Study Text Chapter 6
Slide 68
Remittance advice
Slide 69
Comparing Receipts and Remittance advice
1 Check remittance advice adds up
2 Compare total with receipt
3 Calculate and record any difference
4 Bank cheque and record receipts
5 Send remittance advice to receivables dept
Slide 70
Till receipts
Slide 71
Methods of payment other than cash
• Credit card
• Debit card
• Cheque
• Banker’s draft
Slide 72
Security over cash receipts
• Security guards and collections
• Safe
• Protective glass
• Strong box
• Cash register
• Night safes
• Banking
Slide 73
Cheque guarantee cards
Slide 74
Receipt of cheques
1 Examine cheques to ensure details correct
2 Make sure cheque is signed
3 Compare signatures on cheque and card
4 Check details on cheque guarantee card
5 Copy cheque guarantee card details to
back of cheque
Slide 75
Plastic cards
Slide 76
Accepting credit card receipts
1 Rub thumb over signature panel to check
not raised
2 Compare signatures on card and
vouchers
3 Check warning lists of stolen cards
4 Check card date is still valid
5 Check transaction does not exceed
business floor limit
Slide 77
EFTPOS
Chapter 7
Banking monies received
Study Text Chapter 7
Slide 79
Banker-customer relationship
• Comply with customer’s instructions
• Honour cheques
• Receive funds
• Repayment on demand
• Provide statement
• Confidentiality
Slide 80
Paying-in slip
Slide 81
Preparing a paying-in slip
1 Count the cash
2 Add up how much cash is being banked
3 Compare total calculated with cash
register record
4 Calculate and investigate if discrepancy big
5 Enter total for each denomination of note
6 Add up numbers again and enter in total
cash box
Slide 82
Paying in cheques
Slide 83
Returned cheques
• Insufficient funds
• Stolen cheques
• Wrongly completed cheques
• Out-of-date cheques
X
Slide 84
Banking credit card transactions
qRetailer
Bank
Credit Card Company
1
2 3
4
Chapter 8
Recording monies received
Study Text Chapter 8
Slide 86
Security over cash register
• Access keys kept in secure place
• Staff training
• Programming of preset information
• Analysis of periodic information
Slide 87
Posting cash to General Ledger
Book of
prime entry
Cash book
Summarises
cash receipts
p
O
S
T
I
N
G
Ledger
account
Cash account
Records cash
receipts
Slide 88
Question practice – end of Chapter 8
Recording monies received
You should now be able to attempt the following question set
from the BPP Learning Media Practice and Revision Kit.
The material in this chapter is covered in the following BPP
Learning Media i-Pass test.
Test 6: Banking and petty cash
Chapter 9
Authorising and making payments
Study Text Chapter 9
Slide 90
Controls over payments
Controls
Evidence - for
reason of
payment
Authorisation -
by appropriate
person
Slide 91
Cheque Requisition form
Slide 92
Expenses claims
EXPENSES CLAIM $
Business travel X
Newspapers or magazines X
Telephone X
Petrol X
Car service and repair X
Total X
Receipts must be attached for all amounts claimed
Authorised by
Slide 93
Cash payments
• Small payments out of petty cash
• Cash wages
Slide 94
Preparing cheques
1 Prepare list of payments
2 Authorise payments
3 Check invoices to be paid
4 Prepare cheques
5 Sign cheques
6 Mark invoices as paid
7 Send cheques plus remittance advices
Slide 95
Stopping cheques
Slide 96
Bank Giro Credit
Slide 97
Standing Orders
Examples: Hire purchase/Rental/Insurance
Business making payment specifies:
• Desire to make regular payment
• Amount
• Frequency
• Banking details of supplier
Slide 98
Standing Order Mandate
Slide 99
Direct Debits
Differ from standing orders:
• Recipient initiates payment
• Payments can be for variable amounts
• Payments can be at irregular intervals
Slide 100
Direct Debit instruction
Slide 101
Remittance Advice
Chapter 10
Recording payments
Study Text Chapter 10
Slide 103
Analysis of Cash Book
• Number of categories of purchases
• Frequency of purchases
• Split of business
• How complicated cash book may become
Slide 104
Posting to the General Ledger
Sales Receipt Purchase
invoice Payment invoice
S/L SDB CB PDB P/L
General ledger
Slide 105
Use of automated credit systems
• Standing orders
• Direct debits
• Monthly salaries
• Weekly wages
Chapter 11
Maintaining petty cash records
Study Text Chapter 11
Slide 107
What is Petty Cash?
• Cash held in the form of coins and notes.
Used to pay small incidental expenses
• Employees
– Travel, groceries, postage
• Suppliers
– Cleaners
Slide 108
Security of Petty Cash
• Staff responsibility
• Authority
• Container
• Limits
• Supporting documentation
Slide 109
The Imprest system
Pre set limit of £50. At the beginning of the
week:
£10 note£10 note
£10 note
£10 note
£10 note
Slide 110
The Imprest system
• During the week:
Buy plants £10
Pay milkman £5
• Now:
£10 note
£10 note£10 note £5 note
£10
voucher£5
voucher
Slide 111
The Imprest system
At the end of the week
Write up expenses in the petty cash book
Top up cash (£15) to the imprest amount
(£50)
£10 note
£10 note
£10 note£10 note
£10 note
Slide 112
Petty Cash vouchers
• Sequentially numbered
• Dated
• Amount – Sales tax (VAT) should be
analysed
• Signature
• Authorisation
Slide 113
Petty Cash Book
Receipts Payments
21012
22
F. Bloggs
Metro fare
8.1.X7
1010City
Stationers
7.1.X750Cheque
cashed
6.1.X7
Travel
$
Stationery
$
Total
$
NarrativeDateTotal
$
NarrativeDate
Chapter 12
Bank reconciliations
Study Text Chapter 12
Slide 115
Bank statement
Slide 116
Bank Reconciliations
Cash transactions
posted to
Cash books
posted to
Cash account in N/L
reconciles to
Bank statement
Slide 117
Differences: Cash Book v Bank Statement
Three reasons:
• Timing differences
• Errors by the business
• Errors by the bank
Slide 118
Bank Reconciliation
Cash account (cash book)
Bal b/d X Dishonoured chq X
Bank charges, direct debits X
Error in bal b/d X Bal c/d Y
X X
Balance per statement X
Less: unpresented cheques (X)
Add: uncleared lodgements X reconciles
Bank errors X/(X)
Adjusted balance Y
Chapter 13
Sales and sales returns day books
Study Text Chapter 13
Slide 120
Sales Day Book
Lists all sales made on credit
Date Customer $
3.1.X7
5.1.X7
8.1.X7
14.1.X7
J. Spalding
G. McGregor
J. Spalding
G. McGregor
200
400
400
300
1,300
Slide 121
Coding
Accounting codes used should be:
– Unique
– Useful
– Compact
– Meaningful
– Self-checking & of standard size
– Expandable
Slide 122
Coding systems
Sequence Give next available
number
Block Different sequences
Significant digit Incorporates description
Hierarchical Interrelationship
Faceted Different features
Slide 123
Coding sales
• Sales invoice number
• Product code numbers
Slide 124
Credit Sales postings
Sales invoice
Sales day book
Daily postings Weekly/monthly postings
Sales ledger General ledger
Chapter 14
The receivables ledger
Study Text Chapter 14
Slide 126
Receivables Ledger
Ledger account
CUSTOMER S S Ltd CREDIT LIMIT £3,000ADDRESS 11 The Drive TERMS 30 days from date of invoice
Alderney
DISCOUNT
DETAILS
none
TEL 550 6565 ACCOUNT Mrs C ControlFOLIO SS1
DATE DETA ILS INVOICES
£
RECEIPTS
£
BALANCE
£
Slide 127
Discounts
Trade discounts
• Given at time of sale/ purchase
• Bulk buying
Settlement discounts:
• Offered as incentive for early payment
• For example 5% if settled within 14 days
• May or may not be taken
Slide 128
Discounts allowed
Offered to customers
Sales are recorded after trade
discounts but before settlement
discounts
Slide 129
Aged Receivables report
Aged receivables report Customer Credit
Limit Balance Current <60
days <90 days
>90 days
£ £ £ £ £ £
Slide 130
Irrecoverable debts
An irrecoverable debt is a debt which
will definitely not be recovered
Bad debts and
irrecoverable
debts are the
same thing!
Slide 131
Doubtful debts
A doubtful debt is a debt which is
possibly irrecoverable
Slide 132
Irrecoverable bad debts double entry
Dr Irrecoverable debts account
Cr Accounts receivable
Chapter 15
Purchase and purchase returns day book
Study Text Chapter 15
Slide 134
Purchase Day Book
Lists all purchases made on credit
Date Supplier $
1.1.X7
4.1.X7
16.1.X7
Tewson Co.
Manley & Co.
Manley & Co.
400
350
200
950
Slide 135
Coding purchases
• Supplier account number
• Product or service number
• Purchase invoice sequence number
Slide 136
Posting credit purchases
Purchase order/use of utilities
Purchase invoice
Purchase day book
Daily postings Weekly/monthly postings
Purchase ledger General ledger
Slide 137
Posting cash purchases
Invoice
Cash payments book
Daily/weekly postings
General ledger
Chapter 16
The payables ledger
Study Text Chapter 16
Slide 139
Payables Ledger
SUPPLIER ACCOUNT
Debit side Credit side
Payments made X Invoices received X
Purchase returns X
Discounts received X
Slide 140
Discounts
Trade discounts
• Given at time of sale/ purchase
• Bulk buying
Settlement discounts:
• Offered as incentive for early payment
• For example 5% if settled within 14 days
• May or may not be taken
Slide 141
Discounts received
Received from the business’ suppliers
Purchases are recorded after trade
discounts but before settlement
discounts
Slide 142
Supplier’s statement
Slide 143
Supplier’s statement reconciliation
1 Tick off items which appear in
statement and payables ledger
2 Agree opening balance on supplier’s
statement
3 Allocate payments to invoices after
allowing for credit notes
4 Identify differences
Slide 144
Checks over payments
• Authorisation of payments
• Signing by cheque signatory
• Attachment of supporting documents
Slide 145
Contras
P Co owes F Co $70 but F Co owes P Co $200
Chapter 17
Control accounts
Study Text Chapter 17
Slide 147
Control Accounts
Receivables and payables recorded in two places
1. Sales and purchase ledgers giving information
on individual customers and suppliers
2. The general ledger
• Receivables account or Sales Ledger
Control Account
• Payables account or Purchase Ledger
Control Account
giving information on receivables and
payables in total.
Slide 148
Reasons for control accounts
• Check on accuracy of ledger balances
• Aid location of errors
• Reinforce segregation of duties
• Assist preparation of trial balance
Slide 149
Control account reconciliations
Theory:
Balance per RLCA
=
Balance per list of balances
in receivables ledger
and similarly for the PLCA and payables ledger
Chapter 18
Recording payroll transactions
Study Text Chapter 18
Slide 151
Payroll systems
• Basic hourly rate
• Piecework systems
– Wages = units produced x rate of pay per
unit
• Overtime
• Bonus schemes
• Commission
Slide 152
Employer’s legal responsibilities
• Operate income tax system
• Maintain and retain records
• Pay income tax and benefit contributions
• Allow tax office to access records
• Submit year-end returns
• Give employees payslips
Slide 153
Gross and net pay in the UK
GROSS WAGE
Net wage
Pension
Employee’s
NI
Income
tax
paid to employee paid to paid to tax authorities pension fund
Total cost to employer is full gross wage plus employers NI:
GROSS WAGE
Net wage
Pension
Employee’s
NI
Income tax
Employers
NI
TOTAL EXPENSE
Slide 154
Personnel records
A COMPANY PERSONNEL SYSTEM
Name: A Chappel
Main Menu
1 Personal details
2 Job and salary
3 Training
4 Exit
Slide 155
Payroll function
• Calculation of gross pay
• Calculation of tax and other deductions
• Preparing and distributing payslips
• Making returns to external agencies
• Arranging for payment of wages and
salaries
• Preparing payroll statistics
Slide 156
Timesheet
Example
Timesheet No
Name Dept
Date WeekJob Start Finish Qty Check Hour Rate Ext
Slide 157
Income Tax
Tax deducted at source covering all
employees of an organisation
Slide 158
Benefit Contributions
• Unemployment benefit
• Income support
• Healthcare contributions
• State pension scheme contributions
Slide 159
Payslip
Slide 160
Remittance advice
Slide 161
Updating payroll records
• Updating normally only done weekly or
monthly
• Same type of entry takes place every month
• Use of wages control account as half of
double entry
Slide 162
Payroll accounting entries
DR CR
Wages control X X
Staff costs (gross wages) X
Staff costs (employer
contributions)
X
Cash (net wages paid) X
PAYE liability X