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© Hodder Education 2008 A control account is so called because it controls a section of the ledger. By control it’s meant that the balance on the control account should equal the total of the balances in the section of the ledger it’s controlling.
© Hodder Education 2008 Examples of control accounts include: The sales ledger control account, which summarises the individual customer accounts, i.e. debtors’ accounts. The purchases ledger control account, which summarises the individual suppliers’ accounts, i.e. creditors’ accounts.
© Hodder Education 2008 Where a business operates control accounts, the control account forms part of the double- entry system. The individual accounts, in the sales or purchases ledger, then act as subsidiary or memorandum accounts. Control accounts are kept in the general ledger, not in the ledger they are controlling.
© Hodder Education 2008 Localising errors Help locate errors, as the control account balance should equal the total of balances from schedule of debtors or creditors, therefore easier to locate. Control accounts allow errors to be confined to relatively small areas in the books and accounts. Helps prevent fraud They provide an independent check: control accounts are completed by a different member of staff than the individual ledger accounts. Purposes of control accounts
© Hodder Education 2008 Calculating debtors’ and creditors’ totals The total amount owed by debtors and owed to creditors, can be determined relatively quickly if control accounts are used. Provide totals for compiling final accounts Control accounts can be used to compile the profit and loss account and balance sheet.
© Hodder Education 2008 Goods sold to: Smith £500, Jones £550, Walker £400 and Thomas £50. Smith returned goods to the value of £50 and Jones £40. Thomas’s debt was written off as a bad debt. Smith and Walker made payments of £294 and £196 after being allowed a cash discount. Follow the entries in the double-entry accounts on the next slide. Example of a sales ledger control account
© Hodder Education 2008 Sales Ledger General Ledger Smith SJ500SRJ30 CB294 DA6 Jones SJ550SRJ40 Walker SJ400CB196 DA4 Thomas SJ50Bad Debt50 Sales Journal Smith500 Jones550 Walker400 Thomas50 1,500 Sales Ledger Control SJ1,500SRJ70 CB490 DA10 Bad D50 ___ _Bal c/d880 1,500 Sales Returns SRJ70 Sales SJ1,500 Sales Returns Journal Smith30 Jones40 70 The Journal Bad Debts50 Thomas50 Smith6294 Walker Cash Book
© Hodder Education 2008 The balance from the individual accounts in the sales ledger should equal the balance in the sales ledger control account. Schedule of debtors £ Smith170 Jones510 Walker200 Thomas 0 Total debtors880 Balance on control account £ Balance b/d880
© Hodder Education 2008 The purchases ledger control account The purchases ledger control account is sometimes known as the creditors’ control account. It is used to control the purchases ledger, which controls the accounts of the individual suppliers who supply goods on credit.
© Hodder Education 2008 The information needed to prepare the purchases ledger control account comes from the books of prime entry. For example, the total value of purchases comes from the purchases journal.
© Hodder Education 2008 Set-off/contra entries Set-off entries or contra entries arise if a business sells goods to, and also buys goods from the same trader. For example We sell P Claire goods valued at £300. We also purchase goods valued at £400 from P Claire. The accounts in the ledgers would appear as follows:
© Hodder Education 2008 Set-off/contra entries Sales ledger P Claire Sales 300 Set-off purchases 300 Purchases ledger P Claire Set-off sales 300 Purchases 400 Bank
© Hodder Education 2008 Sources of information: sales ledger control account Opening debtors – List of debtors’ balances drawn up at the end of the previous period Credit sales – Total from the sales journal Sales returns – Total from the sales returns journal Cheques/cash received from debtors – Cash book Discounts allowed – Cash book Bad debts – Journal Closing debtors – List of debtors’ balances drawn up at the end of the period
© Hodder Education 2008 Sources of information: purchases ledger control account Opening creditors – List of creditors’ balances drawn up at the end of the previous period. Credit purchases – Total from purchases journal Purchases returns – Total from purchases returns journal Cheques/cash paid to creditors – Cash book Discounts received – Cash book Closing creditors – List of creditors’ balances drawn up at the end of the period
© Hodder Education 2008 The opening balance on the sales ledger control account is normally on the debit side. It is possible for an individual credit customer to end up with a credit balance. Credit balance in the sales ledger
© Hodder Education 2008 Credit balance in the sales ledger For example Ruth sells £700 of goods to John on 2 April. On 18 April John sends a cheque for £700 to Ruth. On 24 April John returns £250 of the goods to Ruth as they are unsuitable.
© Hodder Education 2008 John’s account ££ Sales700Bank700 Balance c/d250Sales returns Balance b/d250 We can see therefore that John now has a credit balance on his account. When we draw up the control account this is shown as a separate balance b/d.
© Hodder Education 2008 Pro-forma layout DrSales ledger control accountCr ££ Balance b/d (large amount)Balance b/d (small amount) Credit salesBank Bank (dishonoured cheques)Cash Interest charged to debtorsDiscounts allowed Balance c/d (small amount)Sales returns Bad debts Contra/set-off Balance c/d (large amount)
© Hodder Education 2008 Pro-forma layout DrPurchases ledger control accountCr ££ Balance b/d (small amount)Balance b/d (large amount) BankCredit purchases CashBank (returned cheques) Discounts receivedInterest charged to creditors Purchases returnsBalance c/d (small amount) Contra/set-off Balance c/d (large amount)
© Hodder Education 2008 Tips Don’t forget contra entries appear in both the sales ledger control account and the purchases ledger control account.
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