CONTROL ACCOUNTS, JOURNALS AND THE …kaplan-publishing.kaplan.co.uk/SiteCollectionDocuments/aat-look...iii iii KAPLAN PUBLISHING CONTROL ACCOUNTS, JOURNALS AND THE BANKING SYSTEM

CONTROL ACCOUNTS, JOURNALS AND THE BANKING

SYSTEM

Qualifications and Credit Framework

AQ2013 Level 2 Certificate in Accounting

ii KAPLAN PUBLISHING

CONTROL ACCOUNTS, JOURNALS AND THE BANKING SYSTEM

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 78415 388 5

The text in this material and any others made available by any Kaplan Group company does not amount to advice on a particular matter and should not be taken as such. No reliance should be placed on the content as the basis for any investment or other decision or in connection with any advice given to third parties. Please consult your appropriate professional adviser as necessary. Kaplan Publishing Limited and all other Kaplan group companies expressly disclaim all liability to any person in respect of any losses or other claims, whether direct, indirect, incidental, consequential or otherwise arising in relation to the use of such materials. © Kaplan Financial Limited, 2015

Printed and bound in Great Britain. We are grateful to the Association of Accounting Technicians for permission to reproduce past assessment materials and example tasks based on the new syllabus. The solutions to past questions and similar activities in the style of the new syllabus have been prepared by Kaplan Publishing.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission of Kaplan Publishing.

iii

iii

KAPLAN PUBLISHING


CONTENTS Introduction v

Unit guide vii

The assessment xi

Study skills xiii

STUDY TEXT AND WORKBOOK

Chapter

Study text

Workbook Activities Answers

1 Re-cap: Accounting for sales

1

2 Re-cap: Accounting for purchases

25

3 Re-cap: Ledger accounts and the trial balance

53 195

4 Errors and suspense accounts

73 198

5 Control accounts and reconciliations

99 200

6 Payroll procedures

131 204

7 Bank reconciliations

151 206

8 The banking system

169

209

Mock Assessment Questions

213

Mock Assessment Answers

235

Index I.1

iv KAPLAN PUBLISHING


v

v

KAPLAN PUBLISHING


INTRODUCTION

HOW TO USE THESE MATERIALS

These Kaplan Publishing learning materials have been carefully designed to make your learning experience as easy as possible and to give you the best chance of success in your AAT assessments.

They contain a number of features to help you in the study process.

The sections on the Unit Guide, the Assessment and Study Skills should be read before you commence your studies.

They are designed to familiarise you with the nature and content of the assessment and to give you tips on how best to approach your studies.

STUDY TEXT

This study text has been specially prepared for the revised AAT qualification introduced in September 2013

It is written in a practical and interactive style

• key terms and concepts are clearly defined

• all topics are illustrated with practical examples with clearly worked solutions based on sample tasks provided by the AAT in the new examining style

• frequent activities throughout the chapters ensure that what you have learnt is regularly reinforced

• practice workbook activities can be completed at the end of numerous chapters

Note: There has been a change to the way VAT is calculated in relation to discounts. However, the AAT have announced that this will not affect any level 2 module until September 2016, so these changes have not been reflected in this set of material.

vi KAPLAN PUBLISHING


WORKBOOK

The workbook comprises:

Practice activities at the end of each chapter with solutions at the end of the text, to reinforce the work covered in each chapter.

The questions are divided into their relevant chapters and students may either attempt these questions as they work through the textbook, or leave some or all of these until they have completed the textbook as a final revision of what they have studied.

ICONS

The study chapters include the following icons throughout.

They are designed to assist you in your studies by identifying key definitions and the points at which you can test yourself on the knowledge gained.

Definition

These sections explain important areas of Knowledge which must be understood and reproduced in an assessment

Example

The illustrative examples can be used to help develop an understanding of topics before attempting the activity exercises

Activity

These are exercises which give the opportunity to assess your understanding of all the assessment areas.

Quality and accuracy are of the utmost importance to us so if you spot an error in any of our products, please send an email to [email protected] with full details, or follow the link to the feedback form in MyKaplan.

Our Quality Co-ordinator will work with our technical team to verify the error and take action to ensure it is corrected in future editions.

vii

vii

KAPLAN PUBLISHING


UNIT GUIDE Control Accounts, Journals and the Banking System is the second of the two financial accounting assessments at level 2.

Purpose of the units

The AAT has stated that this unit is designed to build on Processing Bookkeeping Transactions which focuses on the double entry bookkeeping system up to an initial trial balance. Control Accounts, Journals and the Banking System looks in more detail at control accounts and introduces the reconciliation of these. The learner will also be required to make adjustments through the journal and re-draft the initial trial balance once adjustments have been made.

Learning objectives

On completion of these units the learner will be able to:

• Reconcile a bank statement with the cash book

• Understand the use of the journal

• Open a new set of double entry bookkeeping records using the journal

• Use the journal to correct errors disclosed and not disclosed by the trial balance

• Create and clear a suspense account using the journal

• Use the journal to record other transactions, such as irrecoverable debts, contras and payroll entries

• Understand key payment methods and the clearing system

• Understand the importance of document retention

• Understand and reconcile control accounts

• Prepare sales and purchase ledger and VAT control accounts

• Reconcile sales and purchase ledger control accounts

viii KAPLAN PUBLISHING


Learning outcomes and Assessment criteria

The unit consists of six learning outcomes, three for Knowledge and three for Skills, which are further broken down into Assessment criteria. These are set out in the following table with Learning Outcomes in bold type and Assessment criteria listed underneath each Learning Outcome. Reference is also made to the relevant chapter within the text.

Knowledge

To perform this unit effectively you will need to have successfully achieved Processing Bookkeeping Transactions, and know and understand the following:

Chapter

1 Understand control accounts

1.1 Describe the general purpose of control accounts 5

1.2 Describe the specific purpose of the following control accounts

• sales ledger

• purchases ledger

• sales tax (VAT) account

5

1.3 Explain why it is important to reconcile the sales and purchases ledger control accounts regularly

5

1.4 Describe the usefulness of an aged receivable analysis for monitoring receivables

4

1.5 Explain the need to deal with discrepancies quickly and professionally

4

1.6 Describe the reasons for maintaining the journal 3

1.7 Describe the content and format of the journal 3

1.8 Identify errors that are corrected through the journal 4

5 Understand the banking process

5.1 Identify the main services offered by banks and building societies

8

5.2 Explain when funds banked are cleared and available for use

8

ix

ix

KAPLAN PUBLISHING


5.3 Identify different forms of payment which include:

• cash

• cheques

• credit cards

• debit cards

• direct payments

8

5.4 Identify the information required to ensure the following payments are valid:

• cash

• cheque

• credit card

• debit card

8

5.5 Describe procedures to ensure the security of receipts and payments

8

5.6 Describe the effect that different forms of payment will have on an organisation’s bank balance

8

6 Understand retention and storage requirements relating to banking documents

6.1 Explain the importance of a formal document retention policy for an organisation

8

6.2 Identify the different types of documents that may be stored

8

Skills

To perform this unit effectively you will need to be able to do the following:

Chapter

2 Maintaining and using control accounts

2.1 Prepare sales ledger, purchases ledger and tax control accounts

5

2.2 Reconcile sales and purchases ledger control accounts with the relevant ledgers

5

2.3 Verify the balance on the tax control account 5

x KAPLAN PUBLISHING


Chapter

3 Maintaining the journal

3.1 Create journal entries to record these transactions:

• A new set of double entry bookkeeping records

• An irrecoverable debt written off

• Wages and salaries

3

4

6

3.2 Create journal entries to correct errors not disclosed by the trial balance

4

3.3 Create journal entries to open a suspense account to balance the trial balance

4

3.4 Create journal entries to correct errors disclosed by the trial balance and to clear the suspense account

4

3.5 Record journal entries in the ledger accounts 3

3.6 Re-draft a trial balance following the correction of errors

4

4 Reconcile a bank statement with the cashbook

4.1 Identify differences between individual items on the bank statement and in the cash book

7

4.2 Update the cashbook from the bank statement 7

4.3 Prepare a bank reconciliation statement 7

xi

xi

KAPLAN PUBLISHING


THE ASSESSMENT

The format of the assessment

The assessment will consist of 12 tasks, and the potential content for each task is outlined below.

Learners will normally be assessed by computer based assessment (CBA).

Task Maximum marks Title for topics within task range

1 12 Prepare journals for opening entries

2 12 Prepare journals for payroll transactions

3 14 Prepare journals for irrecoverable debts written off

Identify types of error

4 12 Prepare journals for correction of errors

5 12 Balance the trial balance and prepare journals for correction of errors

6 12 Post journal entries to ledger accounts

7 14 Re-draft the trial balance

8 14 Update the cash book

9 14 Prepare a bank reconciliation statement

10 14 Prepare and reconcile sales/purchases ledger accounts

11 12 Prepare a VAT control account and verify the balance

12 12 Understand the banking system and the importance of document retention

xii KAPLAN PUBLISHING


Time allowed

The time allowed for this assessment is two hours.

Terminology

Students should be familiar with IFRS terminology. Other terms are used in this document to match titles provided by the QCF.

Also note, under payroll the terms ‘PAYE’ and ‘National Insurance Contributions (NIC)’ may also be known as ‘Income Tax’ and ‘Social Security’ respectively.

xiii

xiii

KAPLAN PUBLISHING


STUDY SKILLS

Preparing to study

Devise a study plan

Determine which times of the week you will study.

Split these times into sessions of at least one hour for study of new material. Any shorter periods could be used for revision or practice.

Put the times you plan to study onto a study plan for the weeks from now until the assessment and set yourself targets for each period of study – in your sessions make sure you cover the whole course, activities and the associated questions in the workbook at the back of the manual.

If you are studying more than one unit at a time, try to vary your subjects as this can help to keep you interested and see subjects as part of wider knowledge.

When working through your course, compare your progress with your plan and, if necessary, re-think your work (perhaps including extra sessions) or, if you are ahead, do some extra revision / practice questions.

Effective studying

Active reading

You are not expected to learn the text by rote, rather, you must understand what you are reading and be able to use it to pass the assessment and develop good practice.

A good technique is to use SQ3Rs – Survey, Question, Read, Recall, Review:

1 Survey the chapter

Look at the headings and read the introduction, knowledge, skills and content, so as to get an overview of what the chapter deals with.

2 Question

Whilst undertaking the survey ask yourself the questions you hope the chapter will answer for you.

xiv KAPLAN PUBLISHING


3 Read

Read through the chapter thoroughly working through the activities.

4 Recall

At the end of each section and at the end of the chapter, try to recall the main ideas of the section/chapter without referring to the text. This is best done after short break of a couple of minutes after the reading stage.

5 Review

Check that your recall notes are correct.

You may also find it helpful to re-read the chapter to try and see the topic(s) it deals with as a whole.

Note taking

Taking notes is a useful way of learning, but do not simply copy out the text.

The notes must:

• be in your own words

• be concise

• cover the key points

• be well organised

• be modified as you study further chapters in this text or in related ones.

Trying to summarise a chapter without referring to the text can be a useful way of determining which areas you know and which you don’t.

Three ways of taking notes

1 Summarise the key points of a chapter

2 Make linear notes

A list of headings, subdivided with sub-headings listing the key points.

If you use linear notes, you can use different colours to highlight key points and keep topic areas together.

Use plenty of space to make your notes easy to use.

xv

xv

KAPLAN PUBLISHING


3 Try a diagrammatic form

The most common of which is a mind map.

To make a mind map, put the main heading in the centre of the paper and put a circle around it.

Draw lines radiating from this to the main sub-headings which again have circles around them.

Continue the process from the sub-headings to sub-sub-headings.

Highlighting and underlining

You may find it useful to underline or highlight key points in your study text – but do be selective.

You may also wish to make notes in the margins.

Revision phase

Kaplan has produced material specifically designed for your final assessment preparation for this unit.

These include pocket revision notes and a bank of revision questions specifically in the style of the new syllabus.

Further guidance on how to approach the final stage of your studies is given in these materials.

Further reading

In addition to this text, you should also read the ‘Student section’ of the ‘Accounting Technician’ magazine every month to keep abreast of any guidance from the examiners.

xvi KAPLAN PUBLISHING


1


KAPLAN PUBLISHING

Introduction

We have previously studied the double entry bookkeeping for sales and receipts in detail within Processing Bookkeeping Transactions (PBKT). It is essential that you have completed and achieved PBKT before you commence your studies for Control Accounts, Journals and the Banking System (CJBS).

When studying PBKT we concentrated on the basic entries so that the double entry would be clear. It is now time to build on these basic entries and study these transactions again using more realistic material.

KNOWLEDGE

• Re-cap from PBKT

CONTENTS

1 The sales day book 2 The analysed sales day

book 3 The sales returns day

book 4 Posting to the sales

ledger 5 The analysed cash

book 6 The three column cash

book

Re-cap: Accounting for sales

2

Re-cap: Accounting for sales: Chapter 1

KAPLAN PUBLISHING

1 The sales day book

1.1 Introduction

The sales day book is a book of prime entry where credit sales are recorded. Rather than produce a double entry every time a sale is made, these are instead recorded into a sales day book.

From invoices, items will be split into the gross, net and sales tax (VAT) amounts. This is because the three items are treated differently.

• The full total of the invoice is taken to the ‘Total’ column.

• The VAT amount is taken to the ‘VAT’ column (Remember that VAT is calculated net of all discounts).

• The net amount is taken to the ‘Net’ column.

The total at the end of the period is then posted into the accounts as follows:

Dr Sales ledger control account (SLCA) X

Cr Sales revenue X

Cr VAT X

The full (gross) amount is taken to the SLCA, as the customer owes the full amount. The net amount (the amount before VAT is added) is taken to sales revenue, as this is the amount the company can keep. The VAT amount is held as a liability, as this amount is due to be paid over to HMRC.

While CJBS does not require the posting of individual sales or purchase invoices into day books, the knowledge of the double entry is key. The CJBS assessment will assume this knowledge, and it will become very important in later chapters when errors and journals are considered.

3

3

KAPLAN PUBLISHING


The following example provides us with a recap of the material from our PBKT studies.

Example

Given below are three invoices that have been sent out by your organisation today. You are required to record them in the sales day book

Invoice to: T J Builder 142/148 Broadway Oldham OD7 6LZ Deliver to: As above

INVOICE

A.J. Broom & Company Limited 59 Parkway Manchester M2 6EG Tel: 0161 560 3392 Fax: 0161 560 5322

Invoice no: 69489 Tax point: 23 August 20X3 VAT reg no: 625 9911 58 Delivery note no: 68612 Account no: SL21

Code Description Quantity VAT rate

Unit price

Amount excl of VAT

% £ £

874 KL7 Brown Brick Roof Tiles

40 20 43.95 1,758.00

1,758.00

Trade discount 5% 87.90

1,670.10

VAT 323.99

Total amount payable 1,994.09

Deduct discount of 3% if paid within 14 days

4

Re-cap: Accounting for sales: Chapter 1

KAPLAN PUBLISHING

Invoice to: McCarthy & Sons Shepherds Moat Manchester M6 9LF Deliver to: As above

INVOICE

A.J. Broom & Company Limited 59 Parkway Manchester M2 6EG Tel: 0161 560 3392 Fax: 0161 560 5322

Invoice no: 69490 Tax point: 28 August 20X3 VAT reg no: 625 9911 58 Delivery note no: 68610 Account no: SL08

Code Description Quantity VAT rate

Unit price

Amount excl of VAT

% £ £

617 BB8 Red Wall Bricks 400 20 2.10 840.00

294 KT6 Insulation Brick 3 20 149.90 449.70

1,289.70

Trade discount 4% 51.58

1,238.12

VAT 247.62

Total amount payable 1,485.74