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Learning objectives
A study of this chapter should enable students to:
Explain what is meant by the Accounting Equation
Have a clear perspective of the double entry system
Understand how the double entry system follows the rules of the accounting equation
Describe the debit and credit entries with corresponding transactions
Account for Assets, Liabilities and Capital
Account for Sales, Purchases, Incomes and Expenses
Understand the Asset of Stock
Introduction
This chapter introduces the application of the Accounting Equation that forms the basis of the
double entry in accounting. Debit and credit entries are used in accordance to a particular
transaction and for the double entry to be observed, every debit entry must be corresponded with
a credit entry or a set of credit entries and vice versa.
1
(Vertical Format I) Balance sheet as at 31.12.20x3
Non Current Assets Cost Depreciation Net Book Value
Land and Buildings xxx ----- xxx
Furniture and fittings xxx (xx) xxx
Motor vehicles xxx (xx) xxx
xxx xxx xxx
Current Assets
Stock xx
Debtors xx
Prepaid expenses xx
Bank xx
Cash xx xx
Total Assets XXX
FINANCED BY:
Capital xxx
Long term Liabilities (5 year loan) xxx
Current Liabilities
Creditors xx
Accrued expenses xx
Bank overdraft xx xxx
XXX
2
Activity 3.1
The following transactions demonstrate the application of the accounting equation in a balance
sheet.
3
Balance sheet as at 14/01/20x3
ASSETS Kshs CAPITAL & LIABILITIES Kshs
Motor vehicle 40,000 Capital 90,000
Stock 1,000
Debtor 5,000 Liability
Cash at bank 57,000 Creditor 13,000
103,000 103,000
Illustration 3.1
The following information relates to Alpha traders as at 31st December 20x3. You are required to
prepare a balance sheet as at that date.
Ksh
Land & Buildings 450,000
Furniture & Fittings 75,500
Motor Vehicles 95,800
Stocks 57,000
Debtor 17,600
Cash a bank 21,500
Cash in hand 9,000
Creditors 97,700
Capital 224,200
Loan 400,000
4
Solution using horizontal format
Alpha Traders
Balance Sheet as at 31 December 20x3
Non Current Assets Ksh Capital & Liabilities
Land & Buildings 450,000 Capital 224,200
Furniture & Fittings 75,500
Motor Vehicles 95,800 Long term Liability
621,300 Loan 400,000
Current Assets
Stock 57,000 Current Liability
Debtors 17,600 Creditors 97,700
Cash at bank 21,500 Accrued Electricity bill 4,500
Cash in hand 9,000
105,100
726,400 726,400
Alpha Traders
Balance Sheet as at 31 December 20x3
Non Current Assets Ksh Ksh Ksh
Land & Buildings 450,000
Furniture & Fittings 75,500
Motor Vehicles 95,800
621,300
Current Assets
Stock 57,000
Debtors 17,600
Cash at bank 21,500
Cash in hand 9,000
105,100
Current Liabilities
Creditors 97,700
Accrued Electricity bill 4,500
(102,200)
Working Capital 2,900
NET WORTH 624,200
Financed By:
Capital 224,200
Long term liability – Loan 400,000
624,200
5
Illustration 3.2
The following assets and liabilities are owned by Jacob a sole trader as at 01/01/20x3.
Ksh
Accounts payable 56,500
Machinery 150,000
Motor Vehicle 260,600
Stock 105,000
Accounts receivable 155,700
Bank 90,000
Cash 34,000
The following transactions were also captured during the financial period that ended 31/12/20x3.
a) A new machine was purchased on credit worth Ksh 21,500.
b) Additional stock for Ksh 64,000 was purchased via bank.
c) Creditors were partly settled by payment of Ksh 20,000 by cheque.
d) The current debtors paid their account by Ksh 72,000 on cash.
e) Jacob deposited Ksh 5,000 into the bank account as capital.
Required:
i. Determine the capital amount for the business at the beginning of the financial period.
ii. Extract a trial balance that captures all the transactions reported.
Solution:
i. Capital can be derived using the accounting equation.
6
This can be summarized as follows:
Assets Ksh Capital & Liabilities Ksh
Accounts receivable 155,700 – 72,000 Capital 738,800 + 5,000
Machinery 150,000 + 21,500 Liabilities
Motor Vehicle 260,600 Accounts payable 56,500 + 21,500 – 20,000
Stock 105,000 + 64,000
Bank 90,000 – 64,000 – 20,000 + 5,000
Cash 34,000 + 72,000
With the above adjustments the balance sheet will now appear to be as follows:
Jacob Sole Trader
Balance sheet as at 31/12/20x3
Non Current Assets Ksh Ksh Ksh
Machinery 171,500
Motor vehicle 260,600
432,100
Current Assets
Stock 169,000
Accounts receivable 83,700
Bank 11,000
Cash 106,000
369,700
Current Liabilities
Accounts payable 58,000
(58,000)
Working Capital 311,700
Net Worth 743,800
Financed By:
Capital 743,800
Accounting equation forms the basis of the double entry system. Change in a business involving
Assets, Liabilities or Capital MUST have an effect that is interrelated to the three components of
the accounting equation. This is known as a double effect such that assets will always be equal to
liabilities plus capital. For Example if the owners of a business enterprise put in additional capital
into the business via bank, this will increase the cash at bank and the capital amount will also
increase hence the equation is still maintained.
According to the accounting equation if all assets are represented by liabilities and capital then all
debit entries should be the same as credit entries.
7
3.3 The Debit and Credit Entries
The Debit Entry is shown on the left hand side of an account (Commonly referred to as a “T –
Account) while the Credit Entry is shown on the right hand side of an account (Commonly
referred to as a “T – Account). Assets are recorded on the debit side while all the liabilities and
capital are recorded on the credit side.
Assets and Liabilities are classified into various categories as covered in lesson two and every type
of asset or liability must have its own account whereby all transactions affecting them are recorded
in that particular account.
This means that there should be individual accounts for Buildings, Equipment, Machinery, Motor
vehicles, Furniture & fittings, Debtors, Creditors, etc. For the double entry to be reflected in the
accounts, every debit entry must have a corresponding credit entry or a set of credit entries and
vice versa. The transactions affecting these accounts are posted in the account as debit entry and
credit entry to complete the double entry.
Title of Account
Left-hand side Right-hand side
This side represents the ‘debit’ side This side represents the ‘credit’ side.
These accounts are commonly referred to as T – Accounts because the lines separating the two
sides form a ‘T’. This is simply illustrated as:
3.4 Double Entry System for the Various Elements of Financial Statements
As covered in lesson two, we now have an idea of elements used in financial statements.
Remember we have elements for the income statement as well as those for the balance sheet. The
double entry system that is based on the Accounting Equation has interconnectivity with the
discussed elements of financial statements.
8
Summary table for Balance Sheet Elements
ASSETS INCREASE Debit
DECREASE Credit
LIABILITIES INCREASE Credit
DECREASE Debit
CAPITAL INCREASE Credit
DECREASE Debit
Illustration 3.3
Prepare Asset, Liability and Capital Accounts for Michael who had the following transactions for
the month of January, 20x3.
01/01/20x3: Started business by depositing Ksh 500,000 in the bank.
02/01/20x3: Purchased a Motor Vehicle paying by cheque Ksh 120,000.
05/01/20x3: Purchased Fixtures & Fittings Ksh 40,000 on credit from ABC Ltd.
08/01/20x3: Purchased another Motor Vehicle on credit from XYZ Ltd for Ksh 80,000.
12/01/20x3: Withdrew Ksh 10,000 from the bank and put it into the cash till.
15/01/20x3: Purchased extra Fixtures & Fittings paying by cash Ksh 6,000.
19/01/20x3: Paid XYZ Ltd by cheque Ksh 80,000.
21/01/20x3: Received a loan of Ksh 100,000 in cash from KK financers.
25/01/20x3: Deposited cash amount of Ksh 80,000 into the bank account.
30/01/20x3: Purchased more Fixtures & Fittings by cheque worth Ksh 30,000.
580,000 580,000
9
XYZ Ltd A/c – Creditors
20x3 Sh. 20x3 Sh.
19/1 Bank 80,000 8/1 M/vehicle 80,000
80,000 80,000
ABC Ltd A/c – Creditor
20x3 Sh. 20x3 Sh.
30/1 Bal c\f 40,000 8/1 Fixtures & Fittings 40,000
40,000 40,000
Cash A/c
20x3 Sh. 20x3 Sh.
12/1 Bank 10,000 15/1 Fixtures 6,000
25/1 Bank 80,000
21/1 KK Financers 100,000 30/1 Bal c/f 24,000
110,000 110,000
KK Financers A/c
20x3 Sh. 20x3 Sh.
30/1 Bal c\f 100,000 21/1 Cash 100,000
Points to Note:
The difference between the debit and credit side is the balancing figure shown in the form
of ‘Bal c/f’ meaning balance carried forward as at the end of that financial period.
Most Assets have a balance on the credit side while most Liabilities and capital accounts
will have a balance on the debit side. This is not always the case because for example a
bank account (asset account) can have a balance on the debit side meaning its overdrawn
that is it has a bank overdraft hence converting the account into becoming a liability.
10
3.4.2 Accounting for Sales, Purchases, Incomes and Expenses
The above comprise the Income statement elements. Sale and purchases might appear to be new
but Sales form part of Revenue while purchases indicate increase in stock or inventory for a
particular business.
These elements will be later discussed into details.
11
3.4.2.2 Accounting for Purchases:
Purchases involve buying of goods meant for resale by a business firm. Purchases can also be sub-
divided into either for Cash Purchases or Credit Purchases.
Accounting Treatment for Cash Purchases
Debit : Purchases Account
Credit : Cash/ Bank Account
12
3.5.1.1 Purchases Account
Records purchases of additional goods either on credit or cash as discussed earlier.
13
Drawings in the form of Goods arises when the owner(s) of the business takes out some of the
business goods out of the stock or purchases made for his own use.
Accounting Treatment for Goods Drawing:
Debit : Drawings Account
Credit : Purchases Account
Illustration 3.4
The following transactions relate to Kencom Enterprises. You are required to complete the double
entry in the relevant accounts for the month of May, 20x3.
Solution:
Bank A/c
20x3 Sh. 20x3 Sh.
1/5 Capital 200,000 3/5 Equipment 15,000
24/5 Motor vehicle 30,000
21/5 Rent 5 31/5 Bal c/f 1,555
2,005 2,005
Capital A/c
20x3 Sh. 20x3 Sh.
31/5 Bal c/f 200,000 1/5 Bank 200,000
Purchases A/c
20x3 Sh. 20x3 Sh.
2/5 MM Wholesalers 17,500
6/5 Pp Shah 11,400 31/5 Bal c/f 28,900
28,900 28,900
14
20x3 Sh. 20x3 Sh.
18/5 Returns outward 2,300 2/5 Purchases 17,500
31/5 Bal c/f 152
17,500 17,500
15
LESSON FOUR
Learning objectives
A study of this chapter should enable students to:
Identify the various sources of financial data
Prepare journal entries per transactions
Post journal entries into respective ledger accounts
Preparation of a cash book and a petty cash book
Extraction of a trial balance
Adjustment entries to the journals, ledgers and trial balance
Understand the procedures to preparing financial Statements
Understand and clearly define the accounting cycle with its various steps
Introduction
The accounting cycle involves a series of steps undertaken in order to produce financial statements
to aid in economic decision making for the various users of the accounting information. Basically
the accounting cycle comprises of the following major parts;
16
4.1.1 Sales Invoice
A sales invoice is sent by a business firm to its debtors after transacting a credit sale.
Particulars of a sales invoice include;
Business name and address of the transacting parties.
Date of the sale.
Sales invoice number and amount due.
Good description.
Terms of sale.
17
4.1.5 Receipts
A receipt is sent by the business firm to its customers or debtors after transacting inform of cash
or cheques.
Particulars of a credit note include;
Business name and address of the transacting parties.
Date.
Receipt number.
Amount received. (Cash or Cheque)
4.1.6 Cheques
A business firm can make payments against the account held in the bank via cheques. The
cheque authorizes the respective bank to honour payments against the business firm’s account
name.
Particulars of a cheque include;
Name of payee and drawer
Date.
Amount payable in words and figures
Cheque number
The authorized signature(s)
4.2 JOURNALIZING
Journalizing involves recording transactions in a journal. It also involves the initial record of
transactions in Books of Original Entry.
Books of original entry can also be referred to as; Books of Prime Entry or Subsidiary Books/
Journals/ Day Books/. These are books where transactions are first recorded and they include;
18
4.2.1 Sales Journal
Sales journal is also known as Sales Day Book. It records all sales invoices issued by the firm
during a particular time. Individual entries on the sales day book are posted on the debit side of
debtors account in the sales ledger. The total is posted on the credit side of general ledger.
Sales Journal
Date Details Invoice No. Folio No. Amount (Kshs)
1/5/20x3 John 01345 SL10 20,000
2/5/20x3 Peter 00512 SL11 10,000
SUNDRY DEBTORS 30,000
Illustration 4.1
You are to enter up the sales journal from the following details. Post the items to the relevant
accounts in the sales ledger and then show the transfer to the sales account in the general ledger.
19
Michael Herbert
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
1/6 Sales 1,800 4/6 Sales 2,000
Jessica Cecilia
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
7/6 Sales 900 9/6 Sales 450
Andrew Richard
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
16/6 Sales 1,390 21/6 Sales 380
Purchases Journal
Date Details Invoice No. Folio No. Amount (Kshs)
6/5/20x3 Ken 00545 SL21 5,000
10/5/20x3 Timothy 00519 SL16 3,000
SUNDRY CREDITORS 8,000
Dr Purchases A/C Cr
Kshs Kshs
31/5 Sundry creditors 8,000
20
4.2.3 Return Inwards Journal
Return Inwards Journal is also known as Return Inwards Day Book. It records all credit notes
received by the firm. Individual entries in a return inwards day book are posted to the credit side
of the debtors account in the sales ledger and the total is posted in the debit side of return inwards
account in the general ledger.
21
Illustration 4.2
The following transactions relate to Jasho Enterprises. Enter the transactions in the relevant
books of original entry and show the postings made in the general ledger.
20x3
1/10/20x3 Credit purchases from: Martin Sh. 38,000; Mark Sh. 5,000; Mike Sh. 1,060.
3/10/20x3 Credit sales to: Rick Sh. 5,100; Raps Sh. 2,460; Rachael Sh. 3,560.
5/10/20x3 Credit purchases from: Matthew Sh. 2,000; Mabel Sh.1,800 ; Marshal Sh. 4,100;
Michael Sh.660.
8/10/20x3 Credit sales to: Stephen Sh. 3,070; Stella Sh. 2,500; Samuel Sh. 1,850.
12/10/20x3 Returns outwards to: Mark Sh. 300; Mike Sh. 160.
14/10/20x3 Returns inwards from: Raps Sh. 180; Rachael Sh. 220.
20/10/20x3 Credit sales to: Raps Sh. 1,880; Shakes Sh. 3,100; Slim Sh. 4,200.
24/10/20x3 Credit purchases from: Peter Sh. 5,500; Patrick Sh. 9,000.
31/10/20x3 Returns inwards from: Raps Sh. 270; Rick Sh. 300.
31/10/20x3 Returns outwards to: Mabel Sh. 130; Michael Sh. 110.
SALES JOURNAL
Sales Ledger
Rick Raps
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
3/10 Sales 5,100 3/7 Returns 300 3/10 Sales 2,460 14/10 Returns 180
Inwards
20/10 Sales 1,880 31/10 Returns 270
in
Rachael Samuel
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
3/10 Sales 3,560 14/10 Returns 220 8/10 Sales 1,850
in
22
Stephen Shakes
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
8/10 Sales 3,070 20/10 Sales 3,100
Stella Slim
20x3 Sh. 20x3 Sh. 20x3 Sh. 20x3 Sh.
8/10 Sales 2,500 20/10 Sales 4,200
PURCHASES JOURNAL
DATE DETAIL AMOUNT (Sh.)
Mark
20x3 Sh. 20x3 Sh.
30/10 Returns out 300 1/10 Purchases 5,000
Mabel
20x3 Sh. 20x3 Sh.
31/10 Returns out 130 5/10 Purchases 1,800
Michael
20x3 Sh. 20x3 Sh.
31/10 Returns out 110 5/10 Purchases 660
Martin
20x3 Sh. 20x3 Sh.
1/10 Purchases 3,800
Matthew
20x3 Sh. 20x3 Sh.
5/10 Purchases 2,000
23
Marshal
20x3 Sh. 20x3 Sh.
5/10 Purchases 4,100
Peter
20x3 Sh. 20x3 Sh.
27/10 Purchases 5,500
Patrick
20x3 Sh. 20x3 Sh.
24/10 Purchases 9,000
General Ledger
Sales a/c
20x3 Sh. 20x3 Sh.
31/10 Sundry debtors 27,720
Purchases a/c
20x3 Sh. 20x3 Sh.
31/10 Sundry creditors 32,920
24
4.2.5 General Journal
General Journal is also known as Journal Proper. It is used to record transactions or
correspondences that are not in other prime books. It contains the date, details, debit and credit
columns, explanation/ narrative of the transaction and folio reference to source documents.
The General Journal uses double entry system where a debit entry must be corresponded with a
credit entry or a set of credit entries and vice versa.
NOTE: Debit entries should be recorded first on the first line then followed by the credit entries
being on the second line.
Illustration 4.3
Record the following entries in a journal for the year 2011.
On May 1st bought a vehicle on credit from Kenya motors for Kshs 96,000.
On May 3rd a debt of Kshs 6,000 owing from John was written off as a bad debt.
On May 8th credit purchase of furniture for 12,500 was returned to the supplier BB ltd as
it was unsuitable and full allowance will be given.
On May 12th a Ken a debtor who owed us Kshs 4,000 was declared bankrupt and we
received Kshs 1050 in full settlement of the debt.
On May 14th we take goods costing Kshs 3,500 out of the business stock without paying
for them.
On May 28th we discovered that Kshs 1,500 of the insurance paid, belonged to private use.
On May 30th bought machinery for Kshs 25,000 on credit from Electronics ltd.
Solution
25
DATE DETAILS Dr. (Kshs) Cr. (Kshs)
1/5 Vehicle A/c 96,000
Kenya Motors A/c 96,000
(To record purchase of vehicle from Kenya Motors ltd on credit)
Illustration 4.4
Prepare journal entries to record the following transactions that took place in the month of
February, 20x3:
01/02/20x3: Bought office fittings on credit from Heritage Ltd for Ksh 77,000.
05/02/20x3: Goods costing Ksh 34,000 were taken out of the business without paying for them.
08/02/20x3: Ksh 6,800 of the goods taken by us on 5th February is returned back into the
business stock by us and no money is taken in exchange for the return.
13/02/20x3: Johnson owes us Ksh 26,400 and he is unable to pay his debt so we agree to take
some of his computers worth the same amount to cancel his debt.
17/02/20x3: Paid Heritage Ltd Ksh 50,000 by cheque in partial settlement of the amount due.
25/02/20x3: A debt owing to us by Hicks of Ksh 13,450 is written off as a bad debt.
28/02/20x3: Bought equipment on credit from ART Ltd for Ksh 31,500.
Solution:
26
DATE DETAILS Dr. (Kshs) Cr. (Kshs)
1/2 Office Fittings A/c 77,000
Heritage Ltd A/c 77,000
(To record purchase of Office Fittings from Heritage Ltd on credit)
Types of Ledgers
a.) Sales Ledger; used to record debtors personal accounts.
b.) Purchases Ledger; used to record creditors personal accounts.
c.) General Ledger/ Nominal Ledger; Used to record accounts not represented in the sales
or purchases account e.g. accounts related to expenses, incomes, other assets, liability and
capital.
27
ACCOUNTS
Dr Receipts Payments Cr
Date Details Cash Date Details Cash
OR
Dr Receipts Payments Cr
Date Details Bank Date Details Bank
Dr Receipts Payments Cr
Date Details Bank Cash Date Details Bank Cash
28
This cash book combines cash, bank and discounts columns. The amount column is sub-divided
into three; cash, bank and discounts columns.
Dr Receipts Payments Cr
Date Details Discount Bank Cash Date Details Discount Bank Cash
Allowed Received
The balances in the cash book form part of the ledger balances. The cash book can have either a
credit or debit balance. A debit balance means the business has cash at the bank and a credit
balance means that the account at the bank is overdrawn resulting to a bank overdraft (That is the
business firm owes the bank some money).
Totals from discounts allowed and discounts received columns are posted to the respective
discount accounts.
Purpose of keeping three column cash book
1.) Accurate recording of cash discounts allowed (Dr. side) and cash discount received (Cr. side)
2.) Accurate recording of cash and cheque receipts and payments.
3.) Records opening and closing balances at beginning and end of financial year respectively.
4.) Helps detect errors and fraud.
4.3.1.3.1 Discounts
Discounts are allowances given by a trader or manufacturer to another trader or customer to enable
or encourage them pay promptly or buy in bulk or earn profits. Discounts can be classified into
either:
i. Trade Discount
ii. Quantity Discount Discount Allowed
iii. Cash Discount
Discount received
Trade Discount
Trade discount is allowance given by a trader to another trader to enable them earn a profit on
goods that have low profit margin or have fixed prices.
Quantity Discount
Quantity discount is allowance given by a trader to encourage bulk purchasing from the customers.
Cash Discount
29
Cash discount is allowance given to encourage buyers or customers to pay promptly within the
stipulated period. Cash discount is further sub-divided into;
Illustration 4.5
The following details belong to JJ Wholesalers. Prepare a two column cashbook for the month
ending March, 20x3.
30
Dr. Receipt Payments Cr.
Date Details Cash Bank Date Details Cash Bank
1/3 Capital 100,000 2/3 Rent 10,000
3/3 Barclays Loan 500,000 4/3 Kenya Motors 65,000
5/3 Sales 98,000 9/3 Bake Ltd 22,000
7/3 Nathan 62,000 16/3 Bank (Contra) 50,000
11/3 Sales 53,000 19/3 Barclays Loan 100,000
15/3 Gilbert 65,000 26/3 Motor Expenses 12,000
16/3 Cash (Contra) 50,000 30/3 Cash (Contra) 100,000
22/3 Sales 66,000 31/3 Wages 97,000
30/3 Bank (Contra) 100,000 Balances c/d 184,000 454,000
363,000 731,000 363,000 731,000
Illustration 4.6
Mwananchi traders had the following account balances as at 1st January 20x3.
Cash Ksh 2,900
Bank Ksh 65,400
Debtors accounts: Creditors accounts:
Benson Ksh 12,000 Unity Ltd Ksh 6,000
Nathan Ksh 28,000 ABC Ltd Ksh 44,000
Dennis Ksh 4,000 Riper Ltd Ksh 10,000
02/01/20x3: Benson cleared his account by cheque after deducting 8% cash discount.
08/01/20x3: Mwananchi traders paid Riper Ltd by cheque less 5% cash discount.
11/01/20x3: Made drawings for Ksh 10,000 from the bank for business use.
16/01/20x3: Nathan paid us his amount due by cash after deducting 3% discount allowed.
25/01/20x3: Mwananchi traders paid office expenses in cash for Ksh 9,200.
28/01/20x3: Dennis settled his account by cash.
29/01/20x3: Paid Unity Ltd the amount due by cheque.
30/01/20x3: Paid ABC Ltd partly Ksh 40,000 by cheque.
Solution:
Dr. Receipt Payments Cr.
Date Details Disc Cash Bank Date Details Disc Cash Bank
All Rec
1/1 Balance b/f 2,900 65,400 8/1 Riper Ltd 500 9,500
2/1 Benson 960 11,040 11/1 Cash (Contra) 10,000
11/1 Bank (Contra) 10,000 25/1 Office expenses 9,200
16/1 Nathan 840 27,160 29/1 Unity Ltd 6,000
28/1 Dennis 30/1 ABC Ltd 40,000
31/1 Balance c/f 30,860 10,940
1,800 40,060 76,440 500 40,060 76,440
SALES LEDGER
31
Dr Benson Account (Debtor) Cr
1/1 Balance b/f 12,000 2/1 Bank 11,040
2/1 Discount Allowed 960
12,000 12,000
PURCHASES LEDGER
Dr Unity Ltd Account (Creditor) Cr
29/1 Bank 6,000 1/1 Balance b/f 6,000
GENERAL LEDGER
Illustration 4.7
32
Michael Kamau runs a general groceries shop in Nairobi. The following transactions relate to the
shop for the month of September 20x3.
Sept 1st: Cash in hand Sh. 31,400; Bank balance Sh. 50,800; Capital account Sh. 82,200
Sept 3rd: Bought goods in cash for Sh. 8,200
Sept 4th: Purchased goods on credit from Jambo ltd for Sh. 11,600 less 10% trade discount.
Sept 7th: Sold goods on credit to Simon at Sh. 17,800 less 20% trade discount.
Sept 10th: Withdrew cash from the bank amounting to Sh. 1,000 for private use.
Sept 12th: Sold goods on credit to Eric at Sh. 12,800.
Sept 14th: Paid Sh. 10,000 in cash to Jambo ltd in full settlement of their account.
Sept 15th: Received Sh. 8,000 in cash from Eric in part settlement of his account
Sept 17th: Goods worth Sh. 800 were returned by Eric.
Sept 21th: Purchased goods on credit at Sh. 17,400 from Shauri ltd.
Sept 24th: Paid Sh. 12,000 to Shauri ltd by cheque; discount given was Sh. 600.
Sept 25th: Purchased furniture on credit from Magic furniture for Sh. 16,000
Sept 26th: Transferred Sh. 4,400 from the cash till to the bank account.
Sept 27th: Eric was declared bankrupt and could only pay Sh.2,000 of the debt by cheque the
rest being treated as a bad debt.
Sept 28th: Goods worth Sh. 1,200 were returned to Shauri ltd.
Sept 29th: Goods worth Sh. 800 were taken by Michael Kamau for his personal use.
Sept 29th: Paid Sh. 1000 by cheque for advertising.
Sept 29th: Paid wages to shop assistant in cash amounting to Sh. 3,600.
Sept 29th: Made cash sales of Sh. 43,600
Sept 29th: Banked Sh. 40,000
Sept 29th: Received cash of Sh. 11,800 from Simon in part payment of their account after
allowing a discount of Sh. 200.
Required;
a) Record the above transactions in the appropriate ledger accounts including the three column
cash book.
b) Extract a trial balance as at 30th September 20x3.
Date Details Disc Cash Bank Date Details Disc Cash Bank
All Rec
1/9 Bal b/d 31,400 50,800 3/9 Purchases 8,200
15/9 Eric 8,000 10/9 Drawings 1,000
26/9 Cash 4,400 14/9 Jambo ltd 440 10,000
27/9 Eric 2,000 24/9 Shauri ltd 600 12,000
29/9 Sales 43,600 26/9 Bank 4,400
29/9 Cash 40,000 29/9 Advertising 1,000
29/9 Simon 200 11,800 29/9 Wages 3,600
29/9 Bank 40,000
33
Sh. Sh. Sh. Sh.
30/9 Bal c/d 82,200 1/9 Bal b/d 82,200 3/9 Cash 8,200 29/9 Drawings 800
4/9 Jambo 10,440
21/9 Shauri 17,400 30/9 Bal c/f 35,240
36,040 36,040
Dr Wages A/c Cr
34
Sh. Sh.
29/9 Cash 3,600 30/9 Bal c/f 3,600
A Petty Cash Book records all the petty cash vouchers maintained by a cashier. The petty cash
vouchers summarize expenses paid by the cashier. These expenses are classified in the petty cash
book as per the individual expense.
The Closing balance of the petty cash book represents the balance of cash in hand. The totals
amount of the expenses is posted to the debit side of the expense accounts. In case a business firm
operates another cashbook together with a petty cash book, then the totals of the expenses are
posted on the credit side of the cash in hand cashbook.
The accountant now reimburses the value of the amount spent on petty cash in the period to the
petty cashier with the aim of restoring back the amount that was available at the beginning of the
period. This system is referred to as the Imprest System and the reimbursed amount is referred to
as the Petty Cash Float.
35
ABC Ltd has a cashier who was issued with Ksh 20,000 as the Cash Float at the beginning of the
month of May, 20x3. The following petty expenses were incurred during the month. Prepare a
detailed petty cash book showing the balance to be carried forward to the next period.
Ksh
02/05/20x3: Bought stamps for 800
03/05/20x3: Paid bus fare for 1,200
05/05/20x3: Cleaning materials 2,400
07/05/20x3: Bought fuel 1,500
10/05/20x3: Cleaning wages 3,000
14/05/20x3: Bought stamps 2,000
19/05/20x3: Paid Jack (creditor) 4,000
22/05/20x3: Fuel costs 1,500
24/05/20x3: Bought 2 packets of biro pens 1,450
Solution:
36
A trial balance is a list of balances extracted from ledger accounts including cash book balances.
Trial balance is extracted after the ledger entries are made and balanced off. It summarizes the
status of each ledger account.
Purpose / Importance of a trial balance
1.) Instrumental for preparing financial statements.
2.) Used to check for errors and fraud.
3.) Summarizes ledger accounts.
4.) Used to assess accuracy of recording.
Activity 4.2
With reference to the previous Illustration 4.7, a trial balance extracted from the transactions would
appear to be as follows;
MICHAEL KAMAU GENERAL GROCERIES
TRIAL BALANCE AS AT 30TH SEPT 20x3
DETAILS Dr. Cr.
Bank 83,200
Cash 28,600
Capital 82,200
Purchases 35,240
Sales 70,640
Debtor 2,240
Creditor 3,600
Drawings 1,800
Bad debts 2,000
Return inwards 800
Return outwards 1,200
Advertising 1,000
Furniture 16,000
Magic furniture 16,000
Wages 3,600
Discount allowed 200
Discount received 1,040
TOTAL 174,680 174,680
4.5 Adjustment entries to the journals, ledgers and trial balance
37
Adjustments can further be made on the books of accounts depending the necessary changes,
omitted transactions or errors realized. Errors in the books of accounts will be covered in the
next lesson.
Theses statements are prepared after the necessary adjustment have been made in the journals,
ledgers and trial balance. These statements will be covered into detail later in the next lessons.
38
LESSON FIVE
Introduction
This lesson covers the various types of errors can be experienced in preparation of books of
accounts. The lesson shall identify errors that affect the balancing of a trial balance and those
that do not. Correction of a range of errors arising when financial transactions are entered in the
ledger accounts and preparation of suspense accounts will also be introduced.
For Example:
Credit sales of Ksh 30,000 made to Albert a debtor being totally omitted in the books of accounts.
This understates both the debtors and sale figures.
Correction of the Error:
Debit Albert Account (Debtors Account) and Credit Sales account with Kshs 30,000.
39
5.1.2.2 Error of Commission
This error occurs when a transaction is posted to a wrong personal account but in the same class
of accounts.
For Example:
Credit sales of Ksh 5,000 made to J. Patel is posted M. Patel’s account instead yet the double
entry is still observed.
Correction of the Error:
Debit J. Patel account with Ksh 5,000 (to now have a correct entry in the account) and Credit M.
Patel account with Ksh 5,000 (to cancel the previous wrong entry). The corresponding credit entry
in the sales account is correct so it remains the same
40
For Example:
A debit entry that is overstated with a particular amount on one account and a credit entry that is
also overstated with a similar amount in another account or a debit entry that is understated with
a particular amount on one account and a credit entry that is also understated with a similar amount
in another account.
A debtor account being overstated with Ksh 2,000 on the debit side and the sales account being
overstated with Ksh 2,000 on the credit side.
Correction of the Error:
Credit Debtor account with Ksh 2,000 so as to reduce the overstated amount and Debit Sales
account with Ksh 2,000 so as to also reduce the overstated amount in the sales account
For Example:
Recording a credit purchase of Ksh 1,240 as Ksh 1,420 instead hence this appears to be an
overstatement of Ksh 180.
Correction of the Error:
Debit creditors account with the difference that is Sh. 180 and credit purchases account with Sh.
180.
Activity 5.1
Trial Balance Extra Dr Suspense account Cr
Details Dr.(Sh.) Cr. (Sh.) Sh. Sh.
Capital 100,000 Diff per trial balance 33,000
Debtors 80,000
Creditors 25,000
Returns Inwards 15,000
Return Outwards 4,000
Discount Allowed 2,000
Discount Received 1,000
Suspense Account 33,000
TOTALS 130,000 130,000
Illustration 5.1
MM Traders when preparing their financial statements realized the following errors upon
investigation in the books of accounts
41
.
a) Extra capital of Ksh 400,000 paid into the bank had been credited to Sales account.
b) MM took goods for own use Ksh 7,000 but this had been debited to General Expenses.
c) Private insurance Ksh 1,500 had been debited to Insurance account.
d) A credit purchase of goods from ABC Ltd Ksh 35,000 had been entered in the books as Ksh
25,000.
e) Credit sales of Ksh 14,500 to Albert did not appear anywhere in the books.
f) Cash drawings of Ksh 4,000 had been credited to the bank column of the cashbook.
g) Returns inwards Ksh 16,800 from Simon had been entered in error in Simpson account.
h) A sale of a motor van Ksh 240,000 had been credited to Motor Expenses.
Required:
Prepare journal entries to correct the above errors.
Solution
MM Traders Journal entries
Details Dr. (Sh.) Cr. (Sh.)
1. Sales A/c 400,000
Capital A/c 400,000
(To Correct extra capital wrongly credited in sales A/c)
2. Drawings A/c 9,000
General Expenses A/c 9,000
(To Correct goods drawings debited in General Expenses A/c)
3. Drawings A/c 1,500
Insurance A/c 1,500
(To Correct private insurance debited in Insurance expense account)
4. Purchases A/c 10,000
ABC Ltd A/c (Creditor) 10,000
(To Correct undercast purchases)
5. Albert A/c (Debtor) 14,500
Sales A/c 14,500
(To Correct omitted sales to Albert)
6. Bank A/c 4,000
Cash A/c 4,000
(To Correct cash drawings credited in bank account)
7. Simpson A/c 16,800
Simon A/c 16,800
(To Correct Return inwards credited in Simpson account instead of Simon account)
8. Motor vehicle Expenses A/c 240,000
Motor Vehicle disposal A/c 240,000
(To Correct sale of Motor vehicle credited in Motor Vehicle account )
42
Illustration 5.2
The trial balance for XYZ ltd at 31 December 20x3 showed a difference of Sh. 8,000, being a
shortage on the debit side. Show the journal entries to correct the following errors and prepare a
suspense account.
1. Extra capital of Sh. 5,000 paid into the bank had been credited to sales account.
2. Sales account had been overcast by Sh. 9000
3. Insurance expense was undercast by Sh. 4,000
4. Private rent of Sh. 1,900 had been debited in the rent account.
5. Cash of Sh. 5000 received from a debtor was entered in the cash book only.
6. A credit purchase of Sh. 5,900 was entered in the books as Sh. 9,500
43
Illustration 5.3
Tempo Ltd prepared a trial balance that failed to balance having a shortage on the credit side. A
suspense account was opened for the difference. Upon some thorough investigations the following
errors were discovered.
Required:
i. Journal entries to correct the discovered errors.
ii. A suspense account and determine the difference as per the trial balance.
44
LESSON SIX
Introduction
This lesson equips the students on how to prepare a bank reconciliation statement and explains the
essence of preparation. There are various items that lead to a difference in the cash book balance
as well as the bank statement balance and they are clearly high lighted hence leading to the
reconciliation of the Cash Book balances with bank statement balances.
6.2 Reasons for differences in the bank statement balance and the cash book balance
Bank column of the cash book should show some information as the bank statement but in many
occasions they reflect different balances due to;
6.2.1 Items Appearing In The Cashbook And Not Reflected In The Bank Statement.
a) Unpresented Cheques: These are cheques issued by the business firm for payment to the
creditors or other supplies but have not been presented to the firm’s bank for payment
although they are recorded in the cash book.
They appear on the credit side of the cash book but don’t appear in the bank statement.
b) Uncredited deposits/cheques: These are cheques and deposits from customers and other
sources that are not credited by a bank so as to avail funds for the business firm’s account.
6.2.2 Items appearing in the bank statement and not reflected in the cashbook:
45
a) Bank charges; these charges levied by the bank and not in the cash book.
b) Interest charges; these include charges on overdrafts and loans.
c) Direct Debits; these are payments made by the bank without necessarily giving it
instructions but instead the creditor is given permission to collect money from the bank.
d) Standing orders; these are payments made by the bank on behalf of the business
according to the instructions given to the bank by the business.
e) Dishonored cheques/ Return to Drawer cheques; these are cheques received by the bank
but not honoured due to may be insufficient funds in the account, the cheque was stale,
post dated cheque or a cheque whose amount in words differ from those in figures.
f) Direct credits; these are amounts paid into the bank directly.
g) Interest Income/Dividend incomes;
h) Errors in the bank statements; these errors may arise when recording deposits or
withdrawals e.g. over or understating deposits or withdrawals.
46
Balance as per bank statement xxx
Illustration 6.1
The following bank statement and cash book relates to Sunshine Enterprises. Prepare an updated
cash book and a bank reconciliation statement to explain the difference in their balance as on 31st
December 20x3.
Dr Cash book Cr
2009 Sh. 2009 Sh.
1/12 Balance b/f 34,190 8/12 Bob 4,620
7/12 Ford 1,010 15/12 James 210
22/12 Golf 440 28/12 Tom 2,090
31/12 Trish 3,190
31/12 Smith 2,460 31/12 Balance c/f 34,370
41,290 41,290
Bank Statement
Date Transactions Dr. (Sh.) Cr. (Sh.) Balance (Sh.)
1/12 Balance b/f - - 34,190
7/12 Cheque deposit - 1,010 35,200
11/12 Bob 4,620 - 30,580
20/12 James 210 - 30,370
22/12 Cheque deposit - 440 30,810
31/12 Credit Transfer: Morris - 930 31,740
31/12 Bank Charges 470 - 31,270
SOLUTION (Alternatively)
Dr Updated Cash book Cr Dr Updated Cash book Cr
2009 Sh. Sh. 2009 Sh. Sh.
1/12 Bal b/f 34,190 8/12 Bob 4,620 Balance b/f 34,370 Bank Charges 470
7/12 Ford 1,010 15/12 James 210 Morris 930 Balance c/f 34,830
22/12 Golf 440 28/12 Tom 2,090 35,300 35,300
31/12 Trish 3,190 31/12 Bank charges 470
31/12 Smith 2,460
31/12 Morris 930 31/12 Balance c/f 34,830
42,220 42,220
Bank Reconciliation Statement
47
Sh.
Balance as per the updated cash book 34,830
Add Unpresented cheques
Tom 2,090
2,090
Less uncredited cheques
Trish (3,190)
Smith (2,460)
(5,650)
Balance as per bank statement 31,270
Illustration 6.2
Haze Ltd had a Credit balance of Ksh 351,300 in the bank statement and a debit balance of Ksh
389,600. Upon investigation the following transactions were missing in the books of accounts.
Sh.
Deposits made but not yet entered on bank statement 606,000
Bank charges on bank statement but not yet in cashbook 28,000
Unpresented cheques amounted to 117,000
A standing order for salaries entered on bank statement, but not in cash book 55,000
Credit transfer from a customer entered on bank statement only 189,000
Required
Prepare a bank reconciliation statement to reconcile the difference in the two balances.
Solution
Updated Cashbook
Sh. Sh.
Balance b/f 3,896,000 Bank charges 28,000
Standing order 55,000
Credit transfer 189,000 Balance c/f 4,002,000
4,085,000 4,085,000
Sh Sh
Balance as per updated cashbook 4,002,000
Add: Unpresented cheques 117,000
Illustration 6.3
48
The following cash book relates to Jockey Ltd for the month of October, 20x3. The bank statement
had a debit balance of Sh 1,353,000.
Dr Cash book Cr
Sh. (000) Sh.(000)
Receipts 1,469 Balance b/f 761
Balance c/f 554 Payments 1,262
2,023 2,023
Required:
Prepare an adjusted cash book and a bank reconciliation statement as at 31 October, 20x3 to
reconcile the difference in the cash book and bank statement balance.
Solution:
49
Dr Updated Cash book Cr
Sh. (000) Sh.(000)
Dividends received 62 Balance b/f 554
Error in cash book 50 Bank charges 136
Dishonoured cheque 80
Expenses 44 (22 x 2)
Standing order 150
Balance c/f 858 Understated cheque 6
970 970
Point to Note:
A debit balance in the bank statement means this is negative amount that is an overdraft.
50
LESSON SEVEN
CONTROL ACCOUNTS
Learning objectives
A study of this chapter should enable students to:
Explain the importance of control accounts
Prepare sales ledger control accounts
Prepare purchases ledger control accounts
Explain contra settlements
Reconcile the purchases and sales ledger with their respective control accounts
Introduction
This lesson explains the benefits of using control accounts in manual accounting systems and
how to prepare the sale ledger control account and the purchases ledger control account.
51
Balance b/f xxx Balance b/f (Shows overpaid amounts) xxx
Items increasing debtors balance xxx Items decreasing debtors balance xxx
Activity 7.1
Draw a Sales Ledger control A/c to record the following details relating to a business.
Shs
Sales ledger debit balance at the beginning of the period 18,940
Total credit sales for the month 102,900
Total cheques received from customers 72,840
Total cash received from customers 12,360
Total return inwards from customers 2,960
Sales ledger debit balance at the end of the period 33,680
52
Balance b/f (Shows overpaid amounts) xxx Balance b/f xxx
Items decreasing creditors balance xxx Items increasing creditors balance xxx
Activity 7.2
Prepare a Purchases Ledger Control A/c from the following details for the month of June 2008.
Shs
Purchases ledger credit balance at the beginning of the period 3,676
Total credit purchases for the month 42,257
Return outwards 1,098
Cheques paid to suppliers 38,765
Discounts received from suppliers 887
Purchases ledger credit balance at the end of the period 5,183
A business enterprise sold product X to Peterson worth Sh. 800 on credit and Peterson supplied
product Y to the business worth Sh. 1000 on credit.
The Sh.800 owing by Peterson is now to be offset against Sh. 1000 owed to him. The net effect
is that the business owes Peterson Sh. 200.
Now the accounts will appear as follows;
53
Dr Peterson (Debtor) A/c Cr Dr Peterson (Creditor) A/c Cr
Sh. Sh. Sh. Sh.
Sales 800 Set off 800 Set off 800 Purchases 1000
(Purchases ledger) (Sales Ledger)
Balance c/f 200
1,000 1,000
Points to Note:
Refunds to debtors increase their balance and their accounting treatment is as follows;
Debit : Debtor’s Account
Credit : Cashbook
Illustration 7.1
The following information relates to Zeta Ltd for the month of June, 20x3.
Solution
Purchases Ledger Control A/C
54
Sh Sh
Returns out 109,800 Balance b/f 103,700
Cheques paid to suppliers 3,876,500 Credit Purchases 4,225,700
Discounts received 88,700 Refunds 21,500
Contra Settlements 14,500
Balance c/f 261,400
4,350,900 4,350,900
Illustration 7.2
The following information was obtained from Juja traders as at 31/12/2010. Balances as at 1 st
January 2010 are as follows;
Solution
55
Dr Sales ledger Control A/c Cr Dr Purchases ledger Control A/c Cr
2010 Sh. Sh. 2010 Sh. Sh.
Balance b/f 120,000 Balance b/f 15,000 Balance b/f 8,000 Balance b/f 186,000
Credit Sales 425,000 Cheques (customers)178,000 Cheques (suppliers) 258,000 Credit Purchases 560,000
Dis cheques 21,000 Sett offs 9,000 Sett offs 9,000 Dis cheques 16,400
Interest charged 5,600 Discount allowed 12,000 Discount received 9,600 Refund s 4,400
Refund s 3,200 Bad debts w/off 14,600 Return outwards 22,000
Return inwards 12,300 Balance c/f 474,200Balance c/f 14,000
Balance c/f 18,000 Balance c/f 351,900 780,800 780,800
592,800 592,800
Sh.
Balances on 1 December 20x3:
Sales ledger 9,123,000 (debit balance)
211,000 (credit balance)
Purchases ledger 4,490,000 (credit balance)
88,000 (debit balance)
Transactions during the month of December 20x3:
Purchases on credit 18,135,000
Allowances from suppliers 629,000
Receipts from customers by cheques 27,370,000
Sale on credit 36,755,000
Discount received 1,105,000
Payments to creditors by cheques 15,413,000
Contra settlements 3,046,000
Bills of exchange receivable 6,506,000
Allowances to customers 1,720,000
Customers cheques dishonored 489,000
Cash received from credit customers 4,201,000
Refunds to customers for overpayments 53,000
Discounts allowed 732,000
Balances on 30 November 1997
Sales ledger 136,000 (credit balance)
Purchases ledger 67,000 (debit balance)
Solution
56
Sales Ledger Control A/C
20x3 Sh 20x3 Sh
1/11 Bal b/d 9,123,000 1/11 Bal b/d 211,000
Sales 36,755,000 Bank 27,370,000
Dishonored cheques
489,000 Contra 3,046,000
Refunds to Bills of exchange
customers 53,000 receivable 6,506,000
Allowances 720,000
Cash 4,201,000
Discounts allowed 732,000
30/11 Bal c/d 136,000 30/11 Bal c/d 2,770,000
46,556,000 46,556,000
57
LESSON EIGHT
Learning Objectives
A study of this chapter should enable students to:
Adjustments in the trading account
Make adjustments for accrued expenses and income
Make adjustments for prepaid expenses and income
Record accruals and prepayments in the financial statements
Explain how bad debts are written off in the books of accounts
Understand why a provision for bad and doubtful debts is made
Make entries to record a provision for doubtful debts and bad debts written off
Define depreciation and understand why it is prepared
Calculate depreciation on non current assets
Make entries to record a provision for depreciation and disposal of non current assets
Introduction
This lesson covers several adjustments made to final accounts at the end of a financial period. The
adjustments range from adjustments made in the trading account to; accounting for accrued income
and expenses, prepaid income and expenses, bad debts written off and provision for bad and
doubtful debts, depreciation and disposal of non current assets. The various adjustments will
require appropriate entries to be made in the books of accounts for instance recording an increase
or decreases in the provision for doubtful debts.
Returns:
Return inwards (sales return) is deducted from sales while return outwards (purchases return) is
deducted from purchases as discussed in Lesson Three.
Carriage (Freight):
Carriage or freight is the transportation cost incurred by a trader to carry purchased goods to the
premises or when giving an after sale service to the customers. Carriage can be classified as either;
Carriage Inwards; Transportation cost incurred by a business on purchases. It is added to
purchases in the trading account. The accounting treatment is as follows:
Dr: Carriage inwards Account
Cr: Bank/ Cash Account
Drawings:
Drawings can be made by the owner(s) of a firm in various ways
i. Drawings in the form of Goods; arises when the owner(s) of the business takes out
some of the business goods out of the stock or purchases made for his own use. This
was covered in lesson three.
This is the ONLY form of drawings that is accounted for in the trading account.
Accounting treatment for goods drawings in the trading account:
Debit : Drawings Account
Credit : Purchases Account
Accounting treatment at the end of the financial period (in the balance sheet)
Debit : Capital Account
Credit : Drawings Account
ii. Cash or bank withdrawals; arises when the owner(s) withdraws money from the
business for other objectives (E.g personal objectives) other than that of the business.
Accounting treatment for cash or bank drawing
Debit : Drawings Account
Credit : Cash/ Bank Account
iii. Drawings in the form of Personal expenses paid by the business; arises when the
owner(s) pay for personal expenses being included in under the business expenses.
Accounting treatment for drawings in the form of personal expenses
Debit : Drawings Account
Credit : Expense Account
8.2.1 Accruals
59
Accrued Expenses:
This is an expense that is payable or due for payment in a financial period but has not yet been
paid during that period.
Accrued expenses should be charged to the income statement (profit and loss account) by adding
them back to the expenses and they are also treated as a current liability in the balance sheet.
Accrued Income:
This is income earned in the current year but cash is not yet received. An accrued income should
be reported in the income statement (profit and loss account) by adding them back to other incomes
and they are also treated as a current asset in the balance sheet.
8.2.2 Prepayments
Prepaid Expenses
A prepaid expense is an expense that is not payable but cash has already been paid. A prepaid
expense should not be charged in the income statement (profit and loss account) thus deducted
from the reported expenses therefore should be carried forward to the next financial period. Prepaid
expenses are treated as a current asset in the balance sheet.
60
Practically a business firm may not be certain whether it will collect all the amounts due from the
debtors because some will not honour their obligations and some might only partly honour them.
This gives room for doubtful debts. Business firms should therefore provide a provision for such
debts and this is referred to as Provision for doubtful debts. The provision may either maybe
specific or general. A specific provision relates to a specific debtor (with a specified amount)
whom the business is doubtful with while a General Provision relates to the debtors generally and
it’s mostly given as a certain percentage of the debtors.
Accounting treatment for provision for bad debts & doubtful debts
Accounting for the provision for bad debts will depend on:
ii. If it’s in subsequent years; when there is an increase in provision for doubtful
debts
Debit : Income statement/ Profit & loss Account (with the increase only)
Credit : Provision for doubtful debts (with the increase only)
iii. If it’s in subsequent years; when there is a decrease in provision for doubtful debts
Debit : Provision for doubtful debts (with the decrease only)
Credit : Income statement/ Profit & loss Account (with the decrease only)
Illustration 8.1
The debtors account for ABC Ltd was Ksh 500,000 by end of the year 20x3. Bad debts amounting
to Ksh 50,000 were written off from this balance. The specific provision stood at Ksh 10,000 while
the general provision was maintained at 5% on the debtors balance.
Required:
i. Debtors Account
ii. Bad debts Account
iii. Provision for bad debts Accounts
iv. Income statement Extract
v. Balance sheet Extract
Solution:
61
20x3 Sh 20x3 Sh 20x3 Sh 20x3 Sh
Bal B/d 500,000 Bad debts 50,000 Bal c/d 22,750 Inc Statement (P&L) 10,000
Bal c/d 450,000 (Specific Provision)
500,000 500,000 Inc Statement (P&L) 22,000
(General Provision)
32,000 32,000
Bad debts
20x3 Sh 20x3 Sh
Debtors 50,000 Inc Statement (P&L) 50,000
Workings Sh
Debtors 500,000
Bad debts (50,000)
450,000
Specific Provision (10,000)
440,000
General Provision (5% of 440,000) (22,000)
418,000
Illustration 8.2
XYZ Ltd started trading on 1 January 20x3. The following are some of the bad debts that were
written off during two years that XYZ Ltd has been trading.
62
Year 20x3 Amount (Ksh) Year 20x4 Amount (Ksh)
14/04/20x3 8,500 12/03/20x4 18,000
06/07/20x3 14,000 23/08/20x4 6,000
------ ----- 16/10/20x4 25,000
On 31 December 20x3 debtors balance was Ksh 4,050,000. Provision for bad debts was
maintained at 3%.
On 31 December 20x4 debtors balance increased to Ksh 4,730,000. Provision for bad debts was
maintained at 5%.
Required:
i. Debtors Account for the two years
ii. Bad debts Account for the two years
iii. Provision for bad debts Accounts for the two years
iv. Income statement Extract for the two years
v. Balance sheet Extract for the two years
Solutions
Debtors Account
20x3 Sh 20x3 Sh
Balance b/f 4,050,000 Bad debts 22,500
Balance c/f 4,027,500
4,050,000 4,050,000
20x4 20x4
Balance b/f 4,730,000 Bad debts 49,000
Balance c/f 4,681,000
4,730,000 4,730,000
20x4 20x4
Debtors 49,000 Income statement (P&L) 49,000
Provision for doubtful debts for year 20x3 Provision for doubtful debts for year 20x4
3% x 4,027,500 = 120,825 5% x 4,681,000 = 234,050
Note; Provision for doubtful debts is calculated on the net debtors that is after deducting the bad
debts written off in a particular financial year or period.
Provision for Doubtful Debts Account
20x3 Sh 20x3 Sh
Balance c/f 120,825 Income statement (P&L) 120,825
63
20x4 20x4
Balance b/f 120,825
Income statement (P&L)
Balance c/f 234,050 (The increase only) 113,225
234,050 234,050
20x4 Sh
Expenses:
Bad debts 49,000
Increase in Provision for doubtful debts 113,225
(The increase only)
20x4
Current Assets:
Debtors 4,681,000
LESS: Provision for bad debts (234,050)
4,446,950
Note: In the balance sheets we deduct the whole provision for doubtful debts that relates to a
particular financial year from the debtors amount under the current assets.
We do not deduct the increase or decrease in provision as it is the case of the income statement.
Illustration 8.3
With reference to illustration 8.2 assume that;
64
On 31 December 20x4 debtors balance decreased to Ksh 3,600,000. Provision for bad debts was
maintained at 3% the same as the previous year.
Required:
i. Debtors Account for the two years
ii. Bad debts Account for the two years
iii. Provision for bad debts Accounts for the two years
iv. Income statement Extract for the two years
v. Balance sheet Extract for the two years
Solutions
Debtors Account
20x3 Sh 20x3 Sh
Balance b/f 4,050,000 Bad debts 22,500
Balance c/f 4,027,500
4,050,000 4,050,000
20x4 20x4
Balance b/f 3,600,000 Bad debts 49,000
Balance c/f 3,551,000
3,600,000 3,600,000
20x4 20x4
Debtors 49,000 Income statement (P&L) 49,000
Provision for doubtful debts for year 20x3 Provision for doubtful debts for year 20x4
3% x 4,027,500 = 120,825 3% x 3,600,000 = 108,000
20x4 20x4
Income statement (P&L) Balance b/f 120,825
(The decrease only) 12,825
Balance c/f 108,000
120,825 120,825
65
Expenses:
Bad debts 22,500
Provision for doubtful debts 120,825
20x4 Sh
Income:
Decrease in Provision for doubtful debts 12,825
(The decrease only)
Expenses:
Bad debts 49,000
20x4
Current Assets:
Debtors 3,600,000
LESS: Provision for bad debts (108,000)
3,492,000
ii. When payment is received from the debtor in settlement of all or part of the debt:
Debit : Cash/ Bank Account With the cash received
Credit : Debtors Account
Illustration 8.3
66
A business firm that had previously written of bad debts amounting to Ksh 34,000 now recovers
the same amount that was paid by cheque. In the same financial year the debtor account amount
to Ksh 270,000 and out of this the firm will write off bad debts amounting Ksh 20,000.
Required:
i. Debtors Account
ii. Bad debts (written off) Account
iii. Bad debts recovered Account
iv. Bank Account
Debtors Account
Sh. Sh.
Balance b/f 270,000 Bad debts written off 20,000
Bad debts recovered 34,000 Bank 34,000
Balance c/f 250,000
304,000 304,000
Bank Account
Sh. Sh.
Debtors 34,000 Balance c/f 34,000
8.4 Depreciation
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This is that part of the original cost of a non current asset that is consumed or lost during its period
in a business. The loss in value is treated as an expense in the profit & loss A/c.
Time Factors
These factors apply to assets which have a legal life fixed in terms of years for example properties
on lease terms.
Depletion
This is depreciation made on non current assets of wasting character for instance mineral fields
will depreciate due to constant extraction of raw materials.
Depreciation is charged evenly for all the years. The cost is divided by the number of estimated
years of use. A certain percentage can also be given to calculate straight line depreciation on cost.
Depreciation = Cost – Scrap Value (Salvage/ Residue Value)
Useful Life in years
Activity 8.1
A Machine was bought for Sh. 220,000 and it was estimated to be in operation for 4 years with a
residue value of Sh. 20,000. Calculate the depreciation expense for each year.
In case there was no residue value
220,000 – 20,000 = 50,000 220,000 = 55,000
4 4
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A fixed percentage for depreciation is deducted from the cost in the first year and in the later years
it is deducted form the net book value (NBV)
Activity 8.2
Calculate the reducing balance depreciation charged at 20% for the first 3 years on a machine
bought for Sh. 10,000.
Net Book Value
st
1 year 20% of 10,000 = 2,000 10,000 – 2,000 = 8,000
2nd year 20% of 8,000 = 1,600 8,000 – 1,600 = 6,400
rd
3 year 20% of 6,400 = 1,280 6,400 – 1,280 = 5,120
Activity 8.3
A company purchased a machine at a cost of Sh. 450,000. The estimated life of this machine is 5
years. Using the sum of years digits determine its depreciation.
Sum of years = 5 + 4 + 3 + 2 + 1 = 15
Depreciation is calculated by adding assets bought during the year to the opening balance then
LESS assets sold during the year while together with the closing balance of assets.
Depreciation p.a. = {Opening balance + Purchases} – {Closing balance + Disposals}
Depreciation is based on the number of hours the machine operated during the period compared to
the total expected hours.
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Depreciation p.a. = Quantity extracted X COST
Total quantity available
Activity 8.4
A machine is expected to produce 10,000 electrical gadgets in its useful life. It has a cost of Sh.
6,000 and has an expected salvage value of Sh. 1,000. If in the first year a total of 1,500 gadgets
are produced, what is the depreciation for the year?
When non current asset are sold, they should be removed from the books of accounts. This means
that the cost of the asset needs to be deducted from the asset account, the accumulated depreciation
of the asset also needs to be deducted from the provision for depreciation account and lastly profit
or loss on sale should be reflected in the profit & loss account.
When a non current asset is insured, in the case of loss of the asset the insurance company is
obliged to meet the liability.
If by the end of the financial period the insurance company has not yet paid the obligation;
c) Debit: Insurance receivable Account With amount expected from the insurance
Credit: Asset disposal Account
If by the end of the financial period the insurance company has paid the obligation, instead
of having the Insurance receivable account, it will change to Cash/ bank and the accounting
treatment is as follows;
a) Debit: Cash/ Bank Account With amount expected from the insurance
Credit: Asset disposal Account
iii. Non current asset that is scrapped (Asset not in use anymore)
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Non current asset that are no longer used in a business firm will need to be eliminated from the
books of accounts. Entries to eliminate them are to be made in the asset account and provision for
depreciation account only. The accounting treatment is as follows;
Illustration 8.4
A business firm started trading on 1st January in year 20x3. On 1st April, it bought a new motor
vehicle costing Ksh 400,000 and later on 1st July it bought another motor vehicle costing Ksh
550,000. The financial year for the business ends on 31st December and it has a policy of
depreciating motor vehicles at 20% p.a. using straight line basis.
Required:
i. Motor vehicle account as at 31st December 20x3
ii. Provision for depreciation account as at 31st December 20x3
iii. Income statement extract for year ending 31st December 20x3
iv. Cash/ bank account extract
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Depreciation charge for motor vehicle bought on 1st April; 20% x 400,000 x 9/12 = 60,000
Depreciation charge for motor vehicle bought on 1st July; 20% x 550,000 x 6/12 = 55,000
Total depreciation charge = 115,000
Illustration 8.4
XYZ Ltd has three machines in operation. Machine A was bought on 1st January 20x3 at Ksh
250,000 and the other two machines; machine B and machine C were bought on 1st January 20x4
at Ksh 350,000 and Ksh 300,000 respectively. The business has a policy to depreciate all non
current assets at 15% using straight line basis of depreciation. On 1st July 20x4, XYZ Ltd disposed
off the machine bought on 1st January 20x3 for Ksh 188,000. Assuming that the financial year of
XYZ Ltd ends on 31st December.
Prepare the following accounts relating to financial year ending 31st December 20x4 only.
i. Machine Account
ii. Provision for depreciation Account
iii. Disposal Account
Solution
Machine Account
20x4 Sh. 20x4 sh.
1/1 Balance b/f 250,000 1/7 Disposal 250,000
1/1 Cash/ bank (Machine B) 350,000
1/1 Cash/ bank (Machine C) 300,000 31/12 Balance c/f 650,000
900,000 900,000
Disposal Account
20x4 Sh. 20x4 sh.
1/7 Machine 250,000 1/7 Provision for depreciation 56,250
1/7 Proceeds/ Cash/ Bank 188,000
1/7 Income statement
(Loss on disposal) 5,750
250,000 250,000
Points to Note
Asset (Machine) account is always maintained at cost
Balance b/f in the provision for depreciation account relates to machine A
(15% x 250,000 = 37,500)
The disposal in the provision for depreciation account is the accumulated depreciation for
machine A since 1st January 20x3 to 1st July 20x4
For year 20x3 = (15% x 250,000 = 37,500)
For year 20x4 = (15% x 250,000 x 6/12 = 18,750)
Total = 37,500 + 18,750 = 56,250
Illustration 8.5
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A company depreciates its plant at the rate of 20% p.a. straight line method for each month of
ownership.
On 1st January 1999 bought plant costing Sh. 9,000. On 1st October 1999 also bought plant costing
Sh. 6,000. On 1st July 2001 bought plant costing Sh. 5,500.
On 30th September 2002, the plant that had been bought for Sh. 9,000 on 1st January 1999 was sold
for Sh. 2,750.
Required: (a) Plant A/c (b) Provision for depreciation A/c (c) Disposal A/c
Dr Disposal A/c Cr
Shs Shs
Plant 9,000 Provision for dep. 6,750
P & L(Profit) 500 Proceeds/ Cash 2,750
9,500 9,500
LESSON NINE
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FINANCIAL STATEMENTS
Learning Objectives
A study of this chapter should enable students to:
Prepare an income statement
Calculate cost of goods sold, gross profit, and net profit
Prepare a balance sheet
Accounting for all the necessary adjustments in the financial statements
Understand and explain the notes attached to the financial statements
Introduction
This lesson covers the preparation of financial statements more so the income statement and the
balance sheet. It captures various aspects of adjustments necessary in the final accounts that have
been discussed in the previous lessons.
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The balance sheet is also referred to as the statement of financial position. It’s used to ascertain
the financial position of a firm. The balance sheet summarizes the accounting equation that is given
as; ASSETS = CAPITAL + LIABILITIES. This was well discussed in Lesson Three.
The following is a format for a balance sheet relating to a sole trader.
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Accrued expenses xx
Bank overdraft xx xxx
XXX
Illustration 9.1
The following trial balance was extracted from books of Simpson, a sole trader as at 31st Dec 20x3.
Sh. Dr. Sh. Cr.
Capital 5,920,000
Drawings 1,200,000
Trade debtors 1,821,400
Trade creditors 2,169,000
Sales 8,905,600
Purchases 4,188,400
Stock 1st Jan 2003 2,533,300
Sales returns 144,700
Purchases returns 218,800
Cash at hand 56,800
Balance at bank 1,056,400
Warehouse expenses 640,000
Discounts allowed 90,200
Discounts received 170,400
Office salaries 600,000
Office lighting 188,800
Rates 108,200
Motor vehicle (cost) 1,280,000
Freehold premises at cost 2,600,000
Fixtures and fittings at cost 576,000
General expenses 142,400
Insurance 28,000
Provision for bad debts 50,000
Motor vehicle expenses 150,400
Bad debts written off 28,800
17,433,800 17,433,800
Additional information
1) Stock as at 31st Dec 20x3 was valued at Sh. 1,760,000
2) Depreciation on fixtures and fittings and motor vehicle is provided at 5% and 10% p.a. on
cost respectively.
3) Included in sales are goods for Sh. 13,000 ordered by Mr. Patel in the month of April. He
has never communicated though the goods have been included in the closing stock.
4) Rates prepaid as at 31st Dec 20x3 amounted to Sh. 25,600.
5) Unexpired insurance as at 31st Dec 20x3 was Sh. 4,000.
6) Provision for bad debts as at 31st Dec 20x3 is to be made at 2.5 % of net trade debtors.
Required
a) Trading and profit and loss account for year ended 31st Dec 20x3
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b) Balance sheet as at 31st Dec 20x3.
Solution
SIMPSON SOLE TRADER
TRADING, PROFIT & LOSS A/C
FOR THE YEAR ENDING 31 DECEMBER 20x3
Sh. Sh. Sh.
Sales 8,905,600
Less Sales Returns (144,700)
Less unrealized sales (13,000)
8,747,900
Less: COST OF SALES
Opening stock 2,533,300
Add Purchases 4,188,400
Less Purchases Returns (218,800)
Goods available for sale 3,969,600
Less Closing stock (1,760,000)
(4,742,900)
Gross Profit 4,005,000
Add Discount received 170,400
Add Reduction of provision 4,790
4,180,190
EXPENSES
Depreciation: Motor vehicle 128,000
: Fixtures and fittings 28,800
156,800
Rates 108,200
Less Prepaid Rates (25,600)
82,600
Insurance 28,000
Less unexpired insurance (4,000)
24,000
Warehouse expenses 640,000
Discount allowed 90,200
Office salaries 600,000
Office lighting 188,800
General expense 142,400
Motor vehicle expenses 150,400
Bad debts written off 28,800
(2,104,000)
Net Profit 2,076,190
Workings
Net debtors = Sh. 1,821,400 – Sh. 13,000 = Sh. 1,808,400 Motor vehicle Dep. 10% of 1,280,000 = Sh.
Provision of bad debts = 1,808,400 x 2.5% = Sh. 45,210 1,280,000
Decrease in provision = Sh. 50,000 – Sh. 45,210 = Sh. 4,790
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Furniture and fittings Dep. 5% of 576,000 =
Sh. 28,800
SIMPSON SOLE TRADER
BALANCE SHEET
AS AT 31 DECEMBER 20x3
Sh. Sh. Sh.
NON CURRENT ASSETS COST ACC DEP. N.B.V
Freehold premises 2,600,000 - 2,600,000
Motor Vehicle 1,280,000 (128,000) 1,152,000
Fixture and fittings 576,000 (28,800) 547,200
4,456,000 (156,800) 4,299,200
CURRENT ASSETS
Stock 1,760,000
Debtors 1,808,400
Less Provision (45,210)
1,763,190
Prepayments: Rent 25,600
Insurance 4,000
Bank 1,056,400
Cash 56,800
4,665,990
CURRENT LIABILITIES
Creditors (2,169,000)
Working Capital 2,496,990
6,796,190
FINANCED BY
Capital 5,920,000
Add Net profit 2,076,190
Less Drawings (1,200,000)
6,796,190
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Illustration 9.2
Maxwell is a sole proprietor operating business in Juja and the following trial balance relates to
his business for the year ended 31st December, 20x3.
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Solution
MAXWELL SOLE TRADER
INCOME STATAEMENT
FOR THE YEAR ENDING 31 DECEMBER 20x3
Ksh. Ksh. Ksh.
Sales 30,000,000
Less Return inwards (2,000,000)
28,000,000
Less: COST OF SALES
Opening stock 2,000,000
Add Purchases 20,000,000
Less returns outwards (1,000,000) 19,000,000
Goods available for sale 21,000,000
Less Closing stock (3,000,000)
(18,000,000)
Gross Profit 10,000,000
Add Discount received 1,000,000
11,000,000
EXPENSES
Motor vehicle expenses 700,000
Add unpaid m/vehicle expenses 300,000
1,000,000
Telephone bills 300,000
Less1/4 telephone bills for 2012 (wk1) (75,000)
225,000
Electricity 1,500,000
Add unpaid electricity & water (100,000)
1,600,000
Depreciation
Motor vehicle(wk2) 1,120,000
Furniture and fixtures (wk3) 320,000
1,440,000
Salaries and wages 800,000
Less prepaid salaries (200,000)
600,000
Rent 500,000
Less prepaid rent (100,000)
400,000
Accrued interest on loan 150,000
Discount Allowed 800,000
Bad debts 1,000,000
General Expenses 500,000 (7,715,000)
NET PROFIT 3,285,000
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Workings
Wk 1= ¼ x 300,000= 75,000
Wk2 = depreciation on motor vehicle 20% x 5,600,000 = 1,120,000
WK3= depreciation on fixtures 10% x 3,200,000 = 320,000
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Illustration 9.3
The following trial balance was extracted from the books of K. Kalif a sole trader as at 31st Dec
20x3.
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Solution
K. KALIF SOLE TRADER
INCOME STATEMENT
AS AT 31ST DECEMBER 20x3
Sales 20,804,400
Less Returns inwards (189,000)
20,615,400
Less: COST OF SALES
Opening stock 2,875,600
Add purchases 15,769,000
Less Returns outwards (149,400)
15,619,600
Good available for sale 18,495,200
Less closing stock (3,072,600)
(15,422,600)
Gross profit c/d 5,192,800
Gross profit b/d 5,192,800
Add discount received 15,600
5,208,400
EXPENSES
Electricity 255,000
Add accrual 15,000
270,000
Bonus to employees accrued 100,000
Insurance 105,000
Less prepayment (35,000)
Less insurance for personal vehicle (15,500)
54,500
Increase in provision for bad debts 24,000
Accrued Interest on loan 100,000
Depreciation on motor vehicle 180,000
Depreciation on building 300,000
Discount allowed 20,000
Rates 130,000
Bad debts 92,000
Wages 1,286,400
(2,556,900)
Net profit 2,651,500
Workings
Provision for bad debts = 5% of 1,920,000= Sh. 96,000 Depreciation on m/vehicle (reducing balance)
Increase in provision = 96,000 – 72,000 = Sh. 24,000 20% of (1,600,000-700,000) = Sh. 180,000
Depreciation on building (straight line)
10 % of ( 3,000,000) = Sh. 300,000
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K. KALIF SOLE TRADER
BALANCE SHEET
AS AT 31ST DEC 20x3
FIXED ASSETS COST ACC DEP N.B.V
Building 3,000,000 (300,000) 2,700,000
Motor vehicle 1,600,000 (880,000) 720,000
4,600,000 (1,180,000) 3,420,000
CURRENT ASSETS
Debtors 1,920,000
Less provision for bad debts (96,000)
1,824,000
Prepaid insurance 35,000
Stock 3,072,600
4,931,600
CURRENT LIABILITIES
Creditors 1,485,000
Accruals: Electricity 15,000
: Bonus of employees 100,000
: Accrued interest 100,000
Bank overdraft 484,000
(2,184,000)
Working Capital 2,747,600
6,167,600
FINANCED BY:
10% loan from bank 1,000,000
Capital 3,131,600
Less : Drawings 600,000
: Personal vehicle insurance 15,500
(615,500)
Add net profit 2,651,500
6,167,600
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LESSON TEN
Review Questions
1. Briefly discuss the basic assumptions used in recording accounting transactions.
2. Which are the Generally Accepted Accounting Principles (GAAPs)?
3. State the essence of accounting for transactions in a business.
4. Who are the users of accounting information and what is their interest in it?
5. Discuss the errors that can be disclosed by a trial balance.
6. Discuss the errors that can not be disclosed by a trial balance.
7. What are some of the source documents that you know and what is their importance?
8. What are the qualitative characteristics of financial information?
9. Describe the importance of a bank reconciliation statement.
10. What are the major and relevant steps in preparing a bank reconciliation statement?
11. Highlight some of the reasons that lead to different balances of the cash book and the bank
statement.
12. What are some of the factors that lead to depreciation of non current assets?
13. Discuss the various methods used to generate the depreciation charge.
14. What is the accounting treatment for provision of depreciation?
15. Differentiate between the following terms.
a.) Return inwards and Return outwards.
b.) Carriage inwards and carriage outwards.
c.) Personal and impersonal accounts.
d.) Discount allowed and discount received.
e.) Revenue expenditure and capital expenditure.
f.) Specific provision for bad and doubtful debts and General provision for bad and
doubtful debts.
g.) Loss and losses.
h.) Gain and profit.
i.) Reliability and relevance.
j.) Accruals and prepayments.
k.) Straight line method and reducing balance method of depreciation.
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16. Describe the various steps involved in the accounting cycle.
17. What are the most common financial statements of a business and what is the importance of
each?
18. What are the uses of a control account?
19. What is the essence of a trial balance in accounting?
20. What are the uses of a general journal?
21. What are the accounting treatments for bad debts and the provision for bad and doubtful
debts?
22. What are some of the accounting constraints?
23. Discuss the accounting equation and its importance.
24. Highlight the various types of discounts offered in a trading business.
25. State the various types of cash books and briefly state the merits and demerits of each.
26. What is the use of a suspense account?
27. The following information was extracted from the books of XYZ traders for the period ended
31/3/2011.
March 1: started business with Ksh 100,000 cash from private sources
March 2: bought goods on credit from A clicks Ksh 29,600
March 3: paid rent by cash Ksh 2,800
March 4: paid Ksh. 100,000 of the cash into the bank account
March 5: sold goods on credit to J Simpson for Ksh 5,400
March 7: Bought stationary Ksh 1,500 by cheque
March 11: Cash sale of Ksh 4,900
March 14: Goods returned by Mapato Traders to A clicks worth Ksh 1,700
March 17: Sold goods on credit to Peter Ksh 1,800
March 20: Paid for building repairs by cash Ksh 1,800
March 22: J Simpson returned goods to Mapato Traders worth Ksh 1,400
March 27: Paid A Clicks by cheque Ksh 27,900
March 28: Cash purchases Ksh 12,500
March 29: Bought a motor vehicle by cheque Ksh 39,500
March 30: Paid motor expenses in cash Ksh 1,500
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March 31: Bought fixtures Ksh 12,000 on credit from R west
Required
a) Prepare journal entries to record the above transactions.
b) Prepare the ledger accounts and bring down the balances.
28. Johnson’s cash book showed a debit balance of Sh. 117,010 on 31st March 20X7. His bank
statement showed a credit balance of Sh. 38,257 on the same date. A careful examination of
the two records revealed that the difference was due to the following;
1. Bank charges amounting to Sh. 1,712.
2. The bank had paid Sh. 5,340 to Johnson’s insurance company as per standing order.
3. David who was Johnson’s tenant had paid rent Sh. 14,500 direct into Johnson’s bank
account.
4. Cheques from debtors for Sh. 43,275 deposited by Johnson on 29th March were returned
unpaid but no entry had been made in the cash book to record the return.
5. Cheques totaling Sh. 149,088 deposited by Johnson on 30th March were credited by the
bank on 2nd April, 2011.
6. Cheques totaling Sh. 134,402 issued by Johnson to his creditors did not appear on the bank
statement. One of these cheques for Sh. 6,420 is dated 3rd September 2010.
7. A cheque for Sh. 8,240 issued by Peter another customer at the bank was credited on 1st
April.
8. The cashier in totaling the cash book pages overstated the debit balance of the cash book
by Sh. 20,000.
Required:
(a) Updated cash book or adjustment of the cash book balance.
(b) A bank reconciliation statement as at 31st March 20X7.
29. Juma is a sole proprietor operating business in Juja and the following trial balance relates
to his business for the year ended 31st December, 20X1.
Particulars Dr. (Kshs ‘000’) Cr. (Kshs ‘000’)
Motor vehicles 4,000
Furniture 3,000
Stock (1/1/20X1) 2,000
Sales 30,000
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Purchases 20,000
Returns 2,000 1,000
Discount 3,000 1,000
Debtors/creditors 8,000 4,000
Bad debts 1,000
Motor vehicles expenses 700
Rent 500
Salaries and wages 800
Electricity 1,500
Telephone 300
General expenses 500
Drawing 3,000
Capital 14,300
TOTAL 50300 50300
Additional information
1. Stock at 31/12/20X1 amount to Kshs 3,000,000
2. Motor vehicle expenses unpaid amount to Kshs 300,000.
3. A quarter of telephone bills relate to the 2010
4. Un paid electricity and water amount to Ksh 100,000
5. Depreciation is provided on motor vehicles and fixtures at 20% and 10% respectively on
cost.
6. Salary and rent prepaid were Kshs 200,000 and Kshs 100,000 respectively.
7. Goodwill is valued to be Kshs 75,000.
Required
i. Statement of financial performance for the year ended 31/12/20X1.
ii. Statement of financial position as at 31/12/20X1.
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