3. CHAPTER NINETEEN THE ACCOUNTS RECEIVABLE LEDGER

4. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-3 1. Post to the accounts receivable ledger. 2. Prepare a schedule of accounts receivable. 3. Prepare a statement of account. 4. Prepare and use a schedule of accounts receivable by age. 5. Record transactions involving notes receivable. THE ACCOUNTS RECEIVABLE LEDGER Objectives:

5. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-4 The Accounts Receivable Ledger Businesses use special ledgers to be more efficient in their financial operation.

6. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-5 The Accounts Receivable Ledger (continued) In order to know how much is owed by credit customers, separate accounts can be used for each one. All accounts for credit customers can be placed in the Accounts Receivable ledger. Accounts Receivable ledgers are known as subsidiary ledgers.

7. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-6 Posting To the Accounts Receivable Ledger Entries should be posted to the accounts receivable ledger on a daily basis. Up-to-date information is critical for the operation of a business.

8. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-7 Posting to the Accounts Receivable Ledger (continued) When the ledger is set up, the name, address, and terms for each credit customer are recorded on a separate ledger card.

9. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-8 Posting to the Accounts Receivable Ledger (continued) Each transaction listed in the sales journal is posted individually to a customer’s account in the Accounts Receivable ledger.

10. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-9 Posting to the Accounts Receivable Ledger (continued) Each transaction listed in the Accounts Receivable Credit column of the Cash Receipts journal is posted individually to a customer’s account in the Accounts Receivable ledger.

11. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-10 Posting to the Accounts Receivable Ledger (continued) Each return or allowance is entered in the General Journal and posted to both the General Ledger and subsidiary ledger accounts involved.

12. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-11 Proving the Accounts Receivable Ledger At the end of the month, the Accounts Receivable ledger must be proved. To do this, a schedule of Accounts Receivable is prepared.

13. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-12 Proving the Accounts Receivable Ledger (continued) The name and account balance for each customer with an unpaid balance are listed on the schedule form. The balances are added to find the total amount owed by all credit customers.

14. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-13 Proving the Accounts Receivable Ledger (continued) The total of the Schedule of Accounts Receivable is compared with the balance of the Accounts Receivable account in the General Ledger. The two accounts must be the same.

15. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-14 Proving the Accounts Receivable Ledger (continued) Even though the totals agree, there may still be an error, such as posting the correct amount to the wrong customer’s account.

16. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-15 Proving the Accounts Receivable Ledger (continued) The Accounts Receivable account in the General Ledger is known as the control account because it summarizes the balances of the subsidiary ledger.

17. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-16 Preparing the Statements of Account Most businesses send a statement of account to each credit customer at regular intervals, usually at the end of each month. The statement of account summarizes the month’s activities and ending balance due.

18. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-17 Aging the Accounts Receivable Some firms prepare a schedule that shows the accounts receivable and how long the balances have been owed. This information helps the owners manage the money owed to them. It lets them know who, how much, and for how long.

19. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-18 Notes Receivable Sometimes customers may need an extension to pay the balance owed. Once a firm date for payment has been established, a promissory note is issued, indicating the pertinent information.

20. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-19 Notes Receivable (continued) To account for the change, Accounts Receivable is credited and Notes Receivable is debited.

21. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-20 Accounting Terminology Accounts receivable ledger Balance ledger form Interest Income Notes receivable Promissory note Schedule of accounts receivable Schedule of accounts receivable by age Statement of account Subsidiary ledger

22. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-21 Chapter Summary The accounts receivable ledger is a subsidiary ledger that contains individual accounts for all credit customers.

23. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-22 Chapter Summary (continued) Transactions involving credit customers are posted to the Accounts Receivable ledger from the Sales Journal, the Cash Receipts Journal, and the General Journal.

24. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-23 Chapter Summary (continued) At the end of each month, the Accounts Receivable ledger is proved. The Accounts Receivable account in the General Ledger account is a control account.

25. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-24 Chapter Summary (continued) A statement of account is sent to each credit customer, usually monthly, indicating financial activity and the ending balance due. Management uses the information in a schedule of Accounts Receivable by age to make financial decisions.

26. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-25 Chapter Summary (continued) Promissory notes received by a business are an asset and are known as notes receivable.

27. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-26 Investigating on the Internet As a research assignment, access the Ford ® web site and report the sources of information that might concern accounts receivable.

28. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-27 1. The Accounts Receivable control account does not provide a total for the amount owed by credit customers. 2. There is no need to prove the Accounts Receivable ledger monthly. 3. Information found in the Schedule of Accounts Receivable by age is needed for paperwork sent to the IRS. Topic Quiz Answer the following true/false questions: FALSE

29. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-28 (Return to Topic Quiz) 1. The Accounts Receivable control account does not provide a total for the amount owed by credit customers. FALSE It DOES provide a total of the amount owed by credit customers.

30. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-29 (Return to Topic Quiz) 2. There is no need to prove the Accounts Receivable ledger monthly. FALSE The Accounts Receivable ledger must be proven monthly.

31. McGraw-Hill/Irwin Accounting Fundamentals, 7/e © 2006 The McGraw-Hill Companies, Inc., All Rights Reserved. 19-30 (Return to Topic Quiz) 3. Information found in the schedule of Accounts Receivable by age is needed for paperwork sent to the IRS. FALSE It is not needed by the IRS. It is needed by the management to make financial decisions.