8-1 Skyline College Chapter 8

8-2 Most merchandising businesses purchase goods on credit under open-account arrangements. Large firms usually have a centralized purchasing department. Accounting for Purchases

8-3 The Accounting Department receives the invoice and copies of the purchase order and receiving report. The Purchasing Department issues an authorized purchase order and sends to the selected supplier. The Sales Department sends an authorized purchase requisition to the Purchasing Department. A receiving report is prepared when the merchandise is received. Purchasing Procedures

8-4 A purchase requisition is a list sent to the purchasing department showing the items to be ordered. A purchase order is an order to the supplier of goods specifying items needed, quantity, price, and credit terms. A receiving report is a form showing quantity and condition of goods received.

8-5 A purchase invoice is a bill received for goods purchased. You Owe: $1,000,000 DUE IN: 30 days A sales invoice is a supplier’s billing document.

8-6 International Apparel Shop This is a sales invoice for the seller. January 23, 20— 9001 Metroplex Express n/30 The Style Shop Metroplex Trendsetter Lane Dallas, TX This is a purchase invoice for the customer. January 23, ,120

8-7 The Purchases account is an account used to record cost of goods bought for resale during a period. Wow! I need to order more inventory!

8-8 Account Classifications Assets Liabilities Owner’s Equity Revenue Expenses The Purchases account is part of the expenses: Recall the major account classifications from earlier chapters: Cost of Goods Sold

8-9 Cost of goods sold is the actual cost to the business of the merchandise sold to customers (inventory expense). Cost of Goods Sold

8-10 Freight Charges for Purchases The Freight In account is the cost of transportation charges for items purchased.

8-11 There are two ways to handle freight charges paid by the buyer: The buyer is billed directly by the transportation company for the freight charge. The buyer issues a check directly to the freight company. The seller pays the freight charge and includes it on the invoice. The invoice includes the price of the goods and the freight charge.

, ,760 Purchases Freight In += Cost of Goods Sold Total invoice (credit Accounts Payable) $5,120 Price of goods (debit Purchases) $4,760 Freight charge (debit Freight In) 360 The cost of goods sold accounts have normal debit balances. Accounts Payable

8-13 Journal Flow Chart Does the transaction involve cash? YES Was cash RECEIVED? YES NO Record the transaction in the CASH RECEIPTS (CRs) Journal Use the CRs and CDs Journals to prepare the monthly Bank Reconcilation Record the transaction in the CASH DISBURSEMENTS (CDs) Journal NO Was inventory PURCHASED? YES NO Record the purchase in the PURCHASES Journal (PJ) Was it a credit SALE? YESNO Record the Transaction in the SALES Journal (SJ) Record the Transaction In the GENERAL Journal (GJ)

8-14 A purchases journal is a special journal used to record the purchase of goods on credit. The Purchases Journal makes it possible to record each purchase on a single line. In addition, there is no need to enter account names and descriptions.

8-15 GENERAL JOURNAL DATE DESCRIPTION POST. REF. DEBIT CREDIT PAGE 1 20– Jan Purchases Freight In Accounts Payable Purchased merchandise from Fashion Design Inc., Invoice 5879, dated Dec. 29, terms 2/10, n/30 Purchases Freight In Accounts Payable Purchased merchandise from The Trend Center, Invoice 633, dated Dec. 30, terms n/30 2, , ,620 7 Purchases Freight In Accounts Payable Purchased merchandise from The Modern Woman, Invoice 8011, dated Dec. 31, terms n/30 Purchases Freight In Accounts Payable Purchased merchandise from World of Fashions, Invoice 4321, dated Dec. 31, terms 2/10, n/ ,920 3, , / / / / These four general journal entries require twelve separate postings to general ledger accounts. It takes a great deal of time and effort to post them.

8-16 (205) PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, The Trend Center /30/-- n/30 4,055 3, Modern Woman /31/-- n/30 3,140 2, World of Fashions /03/-- 2/10, n/30 3,935 3, Fashion Warehouse /15/-- 2/10, n/30 4,200 3, Inter’l Apparel Shop /22/-- n/30 5,120 4, ,315 21,750 1,565 PAGE 1 (501) (502) 2. In the Purchases Debit column, enter the price of the goods purchased. 3. In the Freight In Debit column, enter the freight amount. 1. In the Accounts Payable Credit column, enter the total owed to the supplier.

8-17 Examples of Credit Terms Net 30 days or n/30: Payment in full is due 30 days after the date of the invoice. Net 10 days EOM, or n/10 EOM: Payment in full is due 10 days after the end of the month in which the invoice was issued. 2% 10 days, net 30 days; or 2/10, n/30: If payment is made within 10 days of the invoice date, the customer can take a 2 percent discount. Otherwise, payment in full is due in 30 days.

8-18 A purchase discount is a discount offered by suppliers for payment received within a specified period of time. Because I paid the bill early, I saved lots of money!

8-19 Posting to the General Ledger The purchases journal simplifies the posting process. Summary amounts are posted at the end of the month.

8-20 Before posting, prove the equality of the debits and credits recorded in the purchases journal. Proof of Purchases Journal Debits Purchases Debit column $21,750 Freight In Debit column 1,565 $23,315 Credits Accounts Payable Credit column $23,315

Locate the general ledger account. 2.Enter the date. 3.Enter the posting reference. 4.Enter the amount from the purchases journal column. 5.Enter the new balance in the Debit Balance or Credit Balance column. 6.Go back to the purchases journal. Enter the general ledger account number under the column total. Post a column total to the general ledger in six steps.

8-22 (205) PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, The Trend Center /30/-- n/30 4,055 3, Modern Woman /31/-- n/30 3,140 2, World of Fashions /03/-- 2/10, n/30 3,935 3, Fashion Warehouse /15/-- 2/10, n/30 4,200 3, Inter’l Apparel Shop /22/-- n/30 5,120 4, ,315 21,750 1,565 PAGE 1 (501) (502) ACCOUNT ACCOUNT NO. 205 DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF.DEBIT CREDIT 20-- Jan. 1 Balance 10, P1 23,315 23,315 Accounts Payable

8-23 (205) PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, The Trend Center /30/-- n/30 4,055 3, Modern Woman /31/-- n/30 3,140 2, World of Fashions /03/-- 2/10, n/30 3,935 3, Fashion Warehouse /15/-- 2/10, n/30 4,200 3, Inter’l Apparel Shop /22/-- n/30 5,120 4, ,315 21,750 1,565 PAGE 1 (501) (502) ACCOUNT ACCOUNT NO. 501 DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF.DEBIT CREDIT P1 21,750 21,750 Purchases

8-24 (205) PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, The Trend Center /30/-- n/30 4,055 3, Modern Woman /31/-- n/30 3,140 2, World of Fashions /03/-- 2/10, n/30 3,935 3, Fashion Warehouse /15/-- 2/10, n/30 4,200 3, Inter’l Apparel Shop /22/-- n/30 5,120 4, ,315 21,750 1,565 PAGE 1 (501) (502) ACCOUNT ACCOUNT NO. 502 DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF.DEBIT CREDIT P1 1,565 1,565 Freight In

8-25 Advantages of a Purchases Journal Allows for the division of accounting work among different employees Strengthens the audit trail Records all credit purchases in one place

8-26 An accounts payable ledger is a subsidiary ledger that contains a separate account for each creditor. The Accounts Payable Ledger

8-27 NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance  1, Invoice 7985, 01/23/-- P1 5,120 6,720 The Accounts Payable Ledger The accounts payable ledger has three money columns. The Balance column is presumed to contain credit amounts.

8-28 To keep the accounting records up to date, invoices are posted to the accounts payable subsidiary ledger every day. Posting a Credit Purchase

8-29 Locate the accounts payable ledger account for the creditor International Apparel Shop. Steps to post to the accounts payable ledger NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/23/-- P1 5,120 6,720

8-30 PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, Designer’s Fashion /15/-- 2/10, n/30 2,100 1, Intern’l Apparel Shop /23/-- n/30 5,120 4, PAGE 1 NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/22/-- P1 5,120 6,720 Enter the date, invoice number and date, and the page number from the purchases journal

8-31 PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Fashion Designs /29/-- 2/10, n/30 2,865 2, Designer’s Fashion /15/-- 2/10, n/30 2,100 1, Intern’l Apparel Shop /23/-- n/30 5,120 4, PAGE 1 NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/22/-- P1 5,120 6, Enter the amount from the Accounts Payable Credit column in the purchases journal in the Credit column of the accounts payable subsidiary ledger. 4

8-32 PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, Designer’s Fashion /15/-- 2/10, n/30 2,100 1, Intern’l Apparel Shop /23/-- n/30 5,120 4, PAGE 1 NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/22/-- P1 5,120 6, Compute and enter the new balance in the Balance column. 5

8-33 PURCHASES JOURNAL DATE CREDITOR’S INVOICE INV. TERMS POST. ACCOUNTS PURCHASES FREIGHT IN ACCOUNT NUMBER DATE REF. PAYABLE DEBIT DEBIT CREDITED CREDIT 20-- Jan. 3 Fashion Designs /29/-- 2/10, n/30 2,865 2, Designer’s Fashion /15/-- 2/10, n/30 2,100 1, Intern’l Apparel Shop /23/-- n/30 5,120 4, PAGE 1 NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/22/-- P1 5,120 6, In the purchases journal, enter the check mark in the Posting Reference column. This indicates that the transaction is posted in the accounts payable subsidiary ledger. 6

8-34 A purchase return is a return of unsatisfactory goods. Sorry, I didn’t like the color. A purchase allowance is a price reduction from the amount originally billed.

8-35 Purchases Returns and Allowances A credit to the Purchase Returns and Allowances account is preferred to making a direct credit to Purchases. + Returns and Allowances A contra cost of goods sold account

8-36 On January 30 The Style Shop received a credit memorandum for $476 from International Apparel Shop as an allowance for damaged merchandise. International Apparel Shop 1718 Sherry Lane Dallas, TX $476 The Style Shop 2007 Trendsetter Lane Dallas, TX Recording Purchases Returns & Allowances

8-37 Purchase Allowance Accounts Payable Purchases Returns and Allowances + 476

8-38 it is important to promptly post returns and allowances to the creditor’s account in the accounts payable ledger. Posting a Purchases Return or Allowance

GENERAL JOURNAL PAGE 1 DATE DESCRIPTION POST. REF. DEBIT CREDIT Jan. 30 Accounts Payable/ 205/  476 International Apparel Shop Purchases Returns and Allowances Received Credit Memo 103 for an allowance for damaged merchandise; original Invoice 7985, Jan. 23, 20-- NAME International Apparel Shop TERMS n/30 ADDRESS 1718 Sherry Lane, Dallas, Texas DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF JAN. 1 Balance 1, Invoice 7985, 01/23/-- P1 5,120 6, CP1 2,400 4, CM 103 J ,844 Posting from the General Journal

8-40 subsidiary ledger must equal the balance of the Accounts Payable control account. To prove that the control account and the subsidiary ledger are equal, businesses prepare a schedule of accounts payable. Schedule of Accounts Payable is a list of all balances owed to creditors.

8-41 The Style Shop Schedule of Accounts Payable January 31, 20-- Fashion Designs 1065 Fashion Warehouse 4,200 International Apparel Shop 3,844 Modern Woman 4,740 The Trend Center 2,205 World Of Fashions6,935 Total 22,989 ACCOUNT Accounts Payable ACCOUNT NO. 205 DATE DESCRIPTION POST. DEBIT CREDIT BALANCE REF. DEBIT CREDIT 20-- Jan. 1 Balance 10, J , P1 23,315 33, CP1 12,710 22,989 the total of the schedule of accounts payable and the general ledger A/P account shows that the two figures are the same

8-42 The net delivered cost of purchases for The Style Shop for January is calculated as follows. Net Delivered Cost of Purchases $24,404 Purchases $ 23,315 Freight In 1,565 Delivered Cost of Purchases $ 24,880 Less Purchases Returns and Allowances Note: there were no purchase discounts Determining the Cost of Purchases