1 How to Rectify Errors in Financial Accounts Simple to Tough errors and their rectifications Useful...

1

How to Rectify Errors in Financial Accounts

Simple to Tough errors and their rectifications

Useful to B.COM,ICMAP & ICAPStudents

UsefulTo lecturersWho enter

Into Teachingprofession

2

JOIN KHALID AZIZ

• ECONOMICS OF ICMAP, ICAP, MA-ECONOMICS, B.COM.

• FINANCIAL ACCOUNTING OF ICMAP STAGE 1,3,4 ICAP MODULE B, B.COM, BBA, MBA & PIPFA.

• COST ACCOUNTING OF ICMAP STAGE 2,3 ICAP MODULE D, BBA, MBA & PIPFA.

• CONTACT:• 0322-3385752• 0312-2302870• R-1173,ALNOOR SOCIETY, BLOCK 19,F.B.AREA,

KARACHI, PAKISTAN

3

Let us under stand the basic rules, concepts and conventions

• Understanding basic rules of accounting, concepts and conventions help you to under stand the rectification of errors better.

4

1.concepts& conventions• Meaning: Basic assumptions upon which the basic

process of accounting based.• a] Business entity concept-

• b] Dual aspect concept

• c] Going concern concept

• d] Accounting period concept

• e] Cost concept

• f] Money measurement concept

• g] Matching Concept

»ConventionsCoservativismMaterialityConsistency

5

a] Business entity concept-

• Business is different from the owner• We pass Journal entry when owner contributes

towards capital.• When amount / goods withdrawn for personal use

we make an entry in the business• When Income tax paid by the owner out of

business money we make an entry In the books of accounts.

•

6

b] Dual aspect concept

• Every debit has equal amount of credit

• Asset =Liability

• Liability creates asset

• If asset>Liability= profit

• If Liability> Assets= loss

7

c] Going concern concept

• Business will go for at least for a reasonable period.

• Depreciation is provided based on this assumption.

• If this assumption is not made all Fixed assets will be valued at realised value like current assets.

8

d] Accounting period concept

• Fixing time limit for accounts• Profit for the period• It can be one week or two week or 6

months/one year or 5 years• But to find profit we normally consider 12

months period• Financial year for income tax point of view

1st April-31st March of the following year• Calendar year –January to December• Dipavali to Dipavali

9

e] Cost concept

• The cost to the organisation (Actual) is recorded in the books

• Assets are not recorded according to the market price every year.

• Depreciation is calculated on cost not based on market price

• Accounting records may not show the real worth of the business

• Market price may be disclosed with in bracket in the balance sheet

10

f] Money measurement concept

• Every thing which can be expressed in terms of Money is recorded in the books

• Beautiful women are working /Handsome boys working in TEC /Efficient engineers worth Rs.5000 crores –How do you record?.

• Good working environment?

• Highly motivated employees?

• Qualitative information are not accounted.

11

Answer

We do not have record for qualitative aspects. They can enter this transaction under Human resource accounting rather than financial accounting.

12

g] Matching Concept

• Matching Cost with revenue• It is used to estimate correct profits• Accrual/ cash basis of accounting

– Even cash paid /received if it belongs to accounting period we consider them as expenditure /income

– Salary outstanding for the last month?– Income from Investments yet to be received?– Rent received in advance for next year?– Salary outstanding for the last month to be considered as

expense of the current year under accrual basis of accounting.

13

Matching concept- continues

• Income from investment yet to be received to be considered for the current year as it belongs to current year.The year of receipt is not important.

• Rent received in advance does not belong to current year under accrual method of accounting as it belongs to next year even though it is received during the current accounting year.

14

Conventions

• Customs and traditions that are followed by the accountants while preparing the financial statements.

• Why do we respect elders?• Why do we shake hands?• Why do Young Indians hate receiving dowry?• Why do students come late to class?• Why do Indians work hard?

15

Coservativism

• To be on the safer side• Expect future losses as current year loss• But future income is not treated as current

year income.• Stock is valued cost price / market price

which ever is lower• Making provision for bad debts is based on

this assumptions.

16

Materiality

• Material impact on profitability are considered

• Insignificant transactions ignored from recording

• Pen purchased, pencil purchased?• It comes under stationary. It can not be

disclosed(Shown) separately like pen account or pencil account.

17

Consistency

• Accounting policies and procedures should be followed consistently

• Method of depreciation should be followed consistently.

• Stock valuation- cost/market price whichever is lower is consistently followed

• If not followed it amounts to change in the policy of the company

18

2.system of accounting (26)

• 1.Cash system:

• unless cash received /paid in the accounting year can not be considered as income/expenses respectively

19

2.Mercantile• Mercantile/Accrual/due concept:• Even cash received/paid but due for payment/due for

receipt (yet to be received/payable) if they belong to current accounting year are considered.

• If last year expenditure paid this year?• If you receive/paid in advance ?• If last year expense paid during the current year can not be

considered as current year expenditure.In the same way any income received in advance at the end of current year should not be entered as current year income or expenditure.

20

3.Types of Expenditure

• A) Capital expenditure

• B) Revenue expenditure

• C) Deferred Revenue expenditure

21

JOIN KHALID AZIZ





KARACHI, PAKISTAN

22

A) Capital expenditure(30)• Expenditure incurred which will :a) Increase Production capacityb) Increase earning capacityc) Reduction in the cost of operation.Example: purchase of fixed assets

Purchase of Machinerypurchase of investment

If such expenditure is not to do with the basic functions of the business such expenditure is capital expenditure.

How do you consider if you buy goodwill, copy right or patent right?

23

Capital expenditure-continue(page-30)Capital expenditure-continue(page-30)Both tangible and intangible assets included

Intangible assets such as patent right, copy right, technical know-how, franchises, goodwill etc.,

Depreciation is provided on fixed assets. Depreciation appears in the profit and loss account

The asset appears in the Balance sheet (after deducting depreciation)

The life is more than one year

They should not appear in the profit and loss account

24

Revenue Expenditure• Expenditure incurred which will :a)Not Increase Production capacityb)Not Increase earning capacityc)maintain the capacity No Depreciation is provided on current assets

which will appear in the profit and loss account

They appear in the profit and loss accountThe life is not more than one yearThey should not appear in the balance sheet

25

Wrong treatment?

• When goods purchased(dealer in such goods) it is a revenue expenditure. It should appear either in the trading account or profit and loss account.

• If it appears as an asset , then you inflate the profits which gives a wrong profit to the firm.It also affects the assets(over stated) which gives over stated financial position.

26

• Example:• Your father purchased 20 kg rice bag costing Rs.600

and your mother purchased a fridge for Rs. 15000 on the same day.Rise is to be treated as monthly expenditure where as fridge to be treated as long term expenditure(Capital expenditure).

• Instead, if such purchase of rice accounted with fridge it means monthly expenditure decreased and long term expenditure is increased.

• Accounting point of view rice goes to trading account to find out cost of the month and fridge goes to Balance Sheet on the asset side as a part of asset.

27

• Suppose fridge cost is added with rice, then your monthly expenditure will be high and asset account is reduced.

• The indirect impact is that depreciation would not have been provided on such asset as it is included with revenue(Rise)account which affects profits.

• Example-2:

• Building purchased for Rs.20,00,000 entered into purchase account.Building depreciates by 10% under straight line method.

28

• Here it is entered into purchase account. It means you are treating it as goods(dealer in real estate) which is a revenue expenditure instead of capital expenditure.Your profit is less by Rs. 20,00,000. But had been entered into building account the profit would have been more by Rs.20,00,000.

• Because it is entered in the purchase account we had forgotten to provide depreciation of Rs.2,00,000 which should had been done.

• Net effect to rectify the error is:- Increase the profits by Rs.18,00,000. And increase the asset should be increased by 18,00,000.

29

Suppose you are a dealer in building(Real estate)

• Purchase of building is considered as goods(dealer in building).The entry made in purchase account is correct. No need to rectify such transaction.

• Suppose you buy furniture(dealer) for Rs.20000 entered into furniture account.What is the effect? How do you rectify?

30

• Here the mistake is that revenue expenditure is treated as capital expenditure.The correct journal entry is Purchase a/c debit and cash a/c credit.

• Wrong entry is: Furniture a/c debit and cash is credited.

• In the absence of information we assume the mistake with respect to furniture and purchase but there is no mistake with respect to cash account because cash payment is correct.

31

Deferred revenue expenditure(page-30)

• Deferred means- postponed• Heavy revenue expenditure• Vodafone incurred 200 crores for advertisement after

merger with Hutch• It can not be written off within a year• It appears in the balance sheet as last item• Every year some amount is written off in the profit and loss

account.• Research and development expenditure, initial

advertisement expenditure, preliminary expenditure are example

32

5.Double entry / Single entry

• Is Accounting based on business concept or religious concept?

• Giving first and receiving later.

• Giving cash receiving machinery

• We consider both aspects such as debit and credit

33

Rules of accounting

• Personal rule/Account-supplier debtors, owner, banker, outstanding wages

• Real rule/Account- cash, bank, building, furniture, goodwill, patent rights

• Nominal rule/account: income and expenditure: salary, rent , insurance, commission, internet expenses, cell phone expenses.

34

Personal rule

• Debit the receiver • credit the giver• Example: Computer chips purchased on credit

from wipro• Here credit Wipro as Wipro is the giver of

computer.• Sold goods to Meena• Meena is the receiver-debit

35

Exercise

• Amount collected from debtors?• Amount deposited to bank?• Amount collected from debtor: Cash and debtor are

important.Cash is related to real rule• Debit what comes in and credit what goes out• Therefore cash to be debited and debtors belong to

personal rule.Credit the giver. Therefore credit debtor account.

• Cash deposited to bank : JE: Bank a/c debit and cash to be credited.

36

Real rule

• These are the accounts of assets and liabilities

• Rule: debit what comes in • Credit what goes out

37

Nominal rule

• Related to Expenses and income

• Rule: Debit all expenses and losses

• Credit all incomes and gains

38

Suitable questions to pass journal entry

• If cash transaction, person is not important

• Every birth of an account there is a death of the account

• Ask what comes in?

• Or what goes out?

39

Let us pass Correct Journal entries for a few transactions

General rules:- All assets are debited if it comes to business(when you buy for business)

All liabilities are credited when borrowed.All expenses are debited and All income and gains are

credited.If it is a credit transaction person is important. If it is a

cash transaction person is not important.(like cash purchase or cash sales)

40

Pass Journal entries

• 1. Capital introduced by owner Rs. 20 lakhs.

• Answer:• Business point of view owner is different

from business. Business receives cash and the giver is owner.

• JE: Cash a/c debit(Real rule)• Capital a/c credit(Personal rule)

41

JOIN KHALID AZIZ





KARACHI, PAKISTAN

42

2.

• Borrowed loan Rs. 10,00,000

• Answer:

• Cash comes to business and loan vendor account is important.

• JE: Cash a/c debit(Real rule)

Loan a/c credit(Personal rule)

43

3.

• Company issues Shares to public Rs.50,00,000.

• Answer:

• Cash comes to business. Many owners given this money.

• JE: Cash a/c debit (Real rule)

Share capital a/c credit(Personal rule)

44

4.• Partners contributed capital to business: A Rs.55,00,000 cash and

B Rs.19,00,000 in cash, building worth Rs.50,00,000, furniture worth Rs.25,00,000 and his good will Rs.10,00,000.

• Answer:• JE: 1.Cash a/c debit Rs.55,00,000(Real rule) A’s Capital a/c credit Rs. 55,00,000

(personal rule) 2. Cash a/c debit Rs.19,00,000(Real rule) Building a/c debit Rs. 50,00,000(Real rule) Furniture a/c debit Rs. 25,00,000(Real rule) Good will a/c debit Rs. 10,00,000(Real rule)

B’s Capital credit Rs.104,00,000 (Personal Rule)Here cash, building, furniture and good will are assets coming to

business therefore debited.The giver is B therefore credited.

45

Share broker purchased shares Rs. 25,00,000. Answer:

Shares are coming to business. First understand the nature of business. Being a share broker shares are considered as goods(a revenue expenditure). Goods are purchased for cash.

JE: Purchase of goods a/c debit Rs.25,00,000

(Real rule)

Cash a/c credit Rs.25,00,000

(Real rule)

5

46

Infosys buy shares of Wipro Rs.20,00,000 for cash.

Answer:

Here Infosys is not a dealer in shares. It is a capital expenditure. It is not goods. It is a cash transaction.

JE: Investments a/c debit Rs.20,00,000(Real rule)

Cash(Bank) a/c credit Rs.20,00,000

(Real rule)

6.

47

• Debentures issued by ICICI Bank for Rs.1 crore.

• Answer:

ICICI point of view, it is a loan.Cash collected.

JE: Cash a/c debit Rs.1 crore(Real rule)

Debenture a/c credit rs. 1 crore

(personal rule)

7.

48

Building acquired by Wipro by issue of shares Rs.20,00,00,000.

Answer:

It is a capital expenditure.Here no cash paid but given shares.The person who supplied shares are share holders(owners)

JE: Building a/c debit Rs. 20 crores(Real rule)

Share capital a/c Rs.20 crores(personal rule)

Note: share capital does not come under real rule but share capital belongs to person who owns them.

8

49

Shares of Wipro limited held by Infosys sold for Rs.25,00,000.

Answer:

The investments sold; the capital receipt. When ever we use the term ‘sales account’ it indicates the goods that the company deal.

JE: Cash a/c debit Rs.25,00,000(real rule ) Investments a/c credit Rs. 20,00,000

(Real rule)

Profit on sale of investment a/c credit Rs.5,00,000

(Nominal rule)

9

50

Salary paid to Kumaran Rs.50,000Answer:Salary paid for services rendered by Kumaran.Kumaran

is not a creditor. Salary is an expenditure.JE: Salary a/c debit 50,000 Cash a/c credit Rs.50,000If we enter into Kumeran account by using personal rule,

kumeran account were to be opened.How do you close his account? Salary is important rater than Kumeran.If you cannot close any time during the life of the company do not open such account. In the same way rent paid to land lord can not be entered into land lord account.Instead it should be entered in the rent account.

10

51

Depreciation provided on Plant and Machinery Rs.2,00,000.

Answer:Depreciation is a non cash account. There are many

transactions are non cash items. It is an expenditure as there is a reduction in the value of asset.

JE: Depreciation a/c Debit Rs.2,00,000(Nominal) Plant and Machinery a/c Rs.2,00,000 (Real rule)-goes outNote: Plant and Machinery account goes out year after

year when we provide depreciation. The capital expenditure slowly becomes a revenue expenditure when we provide depreciation.

11

52

Company declared dividend Rs. 20,00,000

Answer:

Dividend is an appropriation of profit.It is not an expenditure because it is a share of profits.In order to compute profit we do not reduce dividend.

JE: Dividend a/c debit Rs. 20,00,000(Nominal rule)

Cash a/c credit Rs.20,00,000(Real rule)

12

53

Interest paid on debentures/loan Rs. 1,00,000

Answer:

Interest is a business expenditure as it is paid to third party. If paid to owner is not considered as expenditure.

JE: Interest a/c debit Rs.1,00,000(Nominal rule)

Cash a/c credit Rs. 1,00,000(Real)

13

54

Rectification of Errors

Before preparingTrial Balance

After trial balanceBut before Trading,

P/L and Balance sheet

After preparingTrading and P/L and Balance sheet

Hit the individualaccount

Hit profit or reserve orCapital{do not bother

about individual/nature Of expenditure}And hit the Balance sheet Only net balance

if it affects Balance sheet

www.augustin.co.nr

55

Basic rules for rectification-1

• If words used ‘account’-means error only with respect to that individual account.

Example: wages paid Rs 50,000 not entered into wages account.

Here wages paid might have affected cash also, but the statement says that it is not entered into wages account only. It does not mention about cash account. Therefore we assume that cash account had been entered correctly.Therefore rectify wages account only. It is one side error or one account error.

56

Basic rules for rectification-2

• Do not make too many assumptions.• Example: wages paid to install a machinery is

entered into wages account.Here you find wages account is treated as a revenue

expenditure(Refer to the notes earlier) but it is a capital expenditure. “Any expenditure incurred before the asset is put into use to be capitalised”. What about cash account?

We assume that cash account would have been correctly entered. (Continue in the next slide)

57

You might ask which side of wage account had been entered, whether debit or credit?

Normal assumption is that wages always entered in the debit side(nominal rule).

Do not assume, had been entered into credit side of wages account what would have happened-It is unnecessary assumption(too much in your assumption)

Ask question:whether one/ two accounts is/are affected? Here wages (wrongly entered) but you should enter in the Building account now.

This is a normal assumption.

58

How do you rectify wages?

• Building account to be debited Rs.50,000• Wages account to be credited Rs.50000• To remove wages from the account put it in the

opposite side of that account.• Every account is born in one side ie debit or

credit.All assets and expenditure accounts are born in the debit side. If you want to kill it put it on the credit side.

• In the same way liabilities and income accounts are born in the credit side. If you want to kill it put it on the debit side.

59

Rectification rule-3

• Error to be rectified before the preparation of trial balance or after trial balance or after the preparation of Balance sheet.

• Before preparation of Balance sheet-Hit the individual account

• After preparation on trading, profit and loss account and Balance sheet- reduce/increase profit if it is an expense and if it affects asset/liability increase/decrease the net amount only.

60

Rectification of errors-Rule-4• If one side error(one account) to fulfill the double

entry book keeping we open suspense account provided, trial balance is already prepared.

• Example:- Salary paid to Ranganath not entered into salary account by Rs. 40,000

• The mistake is only in salary debit side because salary appears on the debit side. Cash account is correct(do not assume too much as I have stated earlier).

• Rectification entry: Salary a/c debit Rs.40,000 Suspense a/c credit Rs. 40,000.

61

Rectification of error-Rule 5

• Suspense account: Meaning

When trial balance does not tally(debit is not equal to credit) in order to close the trial balance we open entirely a new account on the side of deficit.Such account is known as suspense account.

Example:-next page

62

Example for suspense account• Trial balance: Debit credit

• Purchases 5000 -

• Wages 3000 -

• Sales - 10,000

• Building 4000

• Suspense account ??? 2000(CR)

Note: here suspense account is a credit balance as trial is not an account

Since debit side of trial balance is more than credit side, suspense account

is not a credit balance

63

Omitted from book(s )means both debit and credit of such transactions are omitted.

Account means –omitted to enter into that specific account only(normally one side error)

Example: purchases from Mr.Amal not entered in the purchase books Rs. 50,000

Here this transaction is completely omitted as it is given the word books.

To rectify pass a fresh journal entry:JE: debit purchase a/c Rs.50,000 Credit Mr.Amal a/c Rs.50,000Suppose it is stated that not entered into the purchase

account how do you rectify?

Rectification of error-Rule-6

64

Here, the mistake is only in the purchase account. There is no mistake in Mr. Amal’s account

Rectified entry is:

Purchase a/c debit Rs.50,000(real rule)

Suspense a/c credit Rs.50,000

(fulfill double entry)

Note: normal assumption is that purchase is always debit.

If it is sales it is always credit.64

65

Rupees 1000 spent for repairs of building has been posted to building account.

Identify the mistake:

1. Repairs 2. Building.

Repairs do not increase the capacity of building but to maintain the building. Therefore it is a revenue expenditure but treated as capital expenditure.

Rectification : add to repairs and remove from building

Rectification entry: repairs a/c debit Rs.1000(real rule)

Building a/c credit Rs.1000

(to remove from building a/c)

Exercise-1

66

Sale of furniture Rs.20,000 entered in the Sales account.

Here he is not a furniture dealer. There fore sale of capital asset brings capital receipts. It is treated as revenue receipts( like dealing in goods of furniture).

Rectification entry: Sales a/c debit Rs.20,000 (to remove from sale) Furniture a/c Rs.20,000 (to reduce furniture)Note: sales normally credit and furniture is normally

debit as asset.In order to kill put it in the opposite side.

Exercise-2

67

A sale of Rs.2000 to Min Min was credited to Min Min account.

Here the error with respect to Min Min account only.we assume that sales a/c is correct(normal assumption as I have explained earlier)The normal Journal entry is :

MinMin a/c debit and Sales a/c credit.But we have credited Min Min a/c instead of debit.To

rectify such error double the amount and put on the opposite side

Rectification entry: Min Min a/c debit Rs.4000 (one 2000 for rectification and another to make actual

entry To suspense a/c credit Rs.4000

Exercise-3

68

A purchase of Rs.6700 had been posted on the debit side of the creditor’s account as Rs.7600

Here mistake with respect to creditor only on the wrong side as creditors normally appear on credit side(all liabilities appear on the credit side).

The second mistake is amount.Method of rectification: Remove the wrong amount and

post the correct amount on the correct side.Rectification entry: Suspense a/c debit Rs.14,300 creditors a/c credit Rs.14,300(Rs. 7,600 is to remove wrong and Rs.6,700 to post

correctly and suspense account is opened to fulfill double entry as it is a one side error)

Exercise-4

69

• A sale of Rs.10,000 to Mr.Tim had been passed through the purchase day book.

• Here the mistake is misunderstanding of transaction.Instead on sale treated as purchase.The book means complete omission.

• Rectification method: reverse sales and Tim to remove the mistake and post the correct once again.

• Rectification entry: 1. Tim A/c debit Rs.10,000• Purchase a/c credit Rs.10,000• (to remove the mistake put in the opposite side)

Exercise-5

70

• 2.To post the correct entry:

Tim a/c debit Rs. 10000

credit sales a/c Rs.10,000

Instead of passing two entries we can combine both the entries like this:

Debit Tim a/c Rs.20,000

Credit purchases a/c Rs.10,000

credit Sales a/c Rs.10,000

Exercise-5 continues

71

Goods sold on Higher Purchase Rs.50,000 entered in the sales account after the payment of first installment.

Here there is a technical error. The ownership is transferred only after the last installment. In order to rectify remove from sale to the extent of sale price and add to stock to the extent of cost. Assume cost is Rs. 40,000.remove from debtors Rs.50,000

Rectification entry: Sales a/c debit Rs. 50,000

Stock a/c debit Rs.40,000 To Debtors a/c Credit Rs.50,000

(To remove sales, debtors and added to stock)

Exercise-6

72

Rectification after the preparation oft Trading and Profit and loss account and Balance Sheet(after preparation of final books or financial statements)

Major repairs to renew the building Rs. 3,00,000 entered in the repairs account.

Rectification: repairs appear in the Profit and Loss account and building appears in the Balance sheet

To Rectify: Increase profit by Rs. 3,00,000 and add to building by Rs.3,00,000 in the balance sheet

JE: Building a/c debit Rs. 3,00,000

Profit and Loss a/c credit Rs. 3,00,000

Assumtion: renewal done at the end of the year.Nature of expenditure is not important to rectify after the preparation of final account.

Exercise-7

73

• Building purchase Rs. 40,00,000 entered in the Furniture a/c as Rs. 20,00,000. Depreciation on building is 10%.Depreciation on Furniture is 30%.(Rectify after final accounts prepared)

• Both building and furniture fall in the balance sheet. But depreciation rates differ. It affects profit too.Depreciation on building is Rs.4,00,000 and depreciation on furniture is Rs.6,00,000.we had provided excess depreciation during the year, therefore profit should be increased.

• Furniture in the balance sheet to be reduced by Rs.14,00,000 and building to be increased by 36,00,000. ??? What is the rectification entry.

Exercise-8

74

Rectification entry?

• Building a/c Debit Rs.36,00,000

Furniture a/c credit Rs.14,00,000

Profit and loss a/c Rs.2,00,000

Suspense account credit Rs.20,00,000

Note: Show net amount only.

75

JOIN KHALID AZIZ





KARACHI, PAKISTAN

1 How to Rectify Errors in Financial Accounts Simple to Tough errors and their rectifications Useful...

Documents

Transcript of 1 How to Rectify Errors in Financial Accounts Simple to Tough errors and their rectifications Useful...