Principles of Cost Accounting 15 th edition Edward J. VanDerbeck © 2011 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use. 1

Chapter 2 Accounting for Materials 2

Learning Objectives LO1Recognize the two basic aspects of materials control. LO2Specify internal control procedures for materials. LO3Account for materials and relate materials accounting to the general ledger. 3

Learning Objectives (cont.) LO4Account for inventories in a just-in-time (lean production) system. LO5Account for scrap materials, spoiled goods, and defective work. 4

An Effective Cost Control System 1. A specific assignment of duties and responsibilities. 2. A list of individuals who are authorized to approve expenditures. 3. An established plan of objectives and goals. 4. Regular reports showing the differences between goals and actual performance. 5. A plan of corrective action designed to prevent unfavorable variances from recurring. 6. Follow-up procedures for corrective measures. 5

Physical Control of Materials Limited access. Limited access. Segregation of duties. Segregation of duties. Accuracy in recording. Accuracy in recording. 6

Controlling the Investment in Materials Maintaining the appropriate level of raw materials is one of the most important objectives of materials control. Maintaining the appropriate level of raw materials is one of the most important objectives of materials control. An inventory of sufficient size and variety for efficient operations must be maintained. An inventory of sufficient size and variety for efficient operations must be maintained. Management should consider other working capital needs in determining inventory levels. Management should consider other working capital needs in determining inventory levels. Adequate planning and control is required. Adequate planning and control is required. 7

Order Point A minimum level of inventory should be determined for each type of raw material, and inventory records should indicate how much of each type is on hand. A minimum level of inventory should be determined for each type of raw material, and inventory records should indicate how much of each type is on hand. Order point is the point at which an item should be ordered. Order point is the point at which an item should be ordered. 8

Order Point (cont.) The following items need to be taken into consideration when ordering: The following items need to be taken into consideration when ordering: 1. Usage – anticipated rate at which the material will be used. 2. Lead time – estimated time interval between the placement of an order and the receipt of the material. 3. Safety stock – estimated minimum level of inventory needed to protect against stockouts. (Daily usage X Lead time) + Safety stock = Order point (Daily usage X Lead time) + Safety stock = Order point 9

Economic Order Quantity (EOQ) The optimal quantity to order at one time. The optimal quantity to order at one time. Minimizes the total order and carrying costs over a period of time. Minimizes the total order and carrying costs over a period of time. Ordering costs may include the salaries and wages of purchasing personnel, communication costs, and materials accounting and record keeping. Ordering costs may include the salaries and wages of purchasing personnel, communication costs, and materials accounting and record keeping. Carrying costs are the costs that a company may incur in storing materials. These costs may include materials storage and handling costs, interest, insurance, and property taxes, loss due to theft, deterioration, or obsolescence, and records and supplies associated with carrying inventory. Carrying costs are the costs that a company may incur in storing materials. These costs may include materials storage and handling costs, interest, insurance, and property taxes, loss due to theft, deterioration, or obsolescence, and records and supplies associated with carrying inventory. 10

Calculating EOQ EOQ = Economic Order Quantity EOQ = Economic Order Quantity C = Cost of placing an order C = Cost of placing an order N = Number of units required annually N = Number of units required annually K = Annual carrying cost per unit of inventory K = Annual carrying cost per unit of inventory EOQ = 2CN K 11

Materials Control Procedures Materials Control Personnel Materials Control Personnel Purchasing Agent – employee responsible for buying the materials needed. Purchasing Agent – employee responsible for buying the materials needed. Receiving Clerk – employee responsible for supervising the receipt of incoming shipments. Receiving Clerk – employee responsible for supervising the receipt of incoming shipments. Storeroom Keeper – employee in charge of materials after they have been received. Storeroom Keeper – employee in charge of materials after they have been received. Production Department Supervisor – employee responsible for supervising the operational functions within the department. Production Department Supervisor – employee responsible for supervising the operational functions within the department. 12

Control During Procurement When the order point is reached the procurement process begins. When the order point is reached the procurement process begins. Supporting documents are essential to maintain control during the procurement process. Supporting documents are essential to maintain control during the procurement process. 13

Documents Common to the Procurement Process Purchase Requisition – the form used to notify the purchasing agent that materials are needed. Purchase Requisition – the form used to notify the purchasing agent that materials are needed. Purchase Order – the purchase requisition that gives the purchasing agent authority to order the materials. Purchase Order – the purchase requisition that gives the purchasing agent authority to order the materials. Vendor’s Invoice – the invoice from the vendor that should be compared to the purchase order. Vendor’s Invoice – the invoice from the vendor that should be compared to the purchase order. Receiving Report – the form that the receiving clerk uses to count and identify the materials received. Receiving Report – the form that the receiving clerk uses to count and identify the materials received. Debit-Credit Memorandum – the document that is used when the shipment of materials does not match the order and/or the invoice. Debit-Credit Memorandum – the document that is used when the shipment of materials does not match the order and/or the invoice. 14

Control During Storage and Issuance Materials Requisition Materials Requisition Prepared by the authorized factory personnel to withdraw materials from the storeroom. Prepared by the authorized factory personnel to withdraw materials from the storeroom. Returned Materials Report Returned Materials Report Describes the materials being returned to the storeroom and the reason for the return. Describes the materials being returned to the storeroom and the reason for the return. 15

Accounting for Materials The materials accounting system must be integrated with the general ledger. The materials accounting system must be integrated with the general ledger. Purchases are recorded as debits to materials in the general ledger. Purchases are recorded as debits to materials in the general ledger. Materials account is supported by a subsidiary stores or materials ledger in which there is an individual account for each item. Materials account is supported by a subsidiary stores or materials ledger in which there is an individual account for each item. 16

Determining the Cost of Materials Issued In selecting the method to be used, the company should review their accounting policies and the federal and state tax regulations. In selecting the method to be used, the company should review their accounting policies and the federal and state tax regulations. The flow of materials does not dictate the flow of costs. The flow of materials does not dictate the flow of costs. Flow of materials – the order that materials are issued for use in the factory. Flow of materials – the order that materials are issued for use in the factory. Flow of costs – the order in which unit costs are assigned to materials. Flow of costs – the order in which unit costs are assigned to materials. 17

Cost Flow Methods First – In, First – Out Method (FIFO) First – In, First – Out Method (FIFO) Assumes that materials used in production are costed at the prices paid for the oldest materials and the ending inventory is costed at the prices paid for the most recent purchases. Assumes that materials used in production are costed at the prices paid for the oldest materials and the ending inventory is costed at the prices paid for the most recent purchases. Last – In, Last – Out Method (LIFO) Last – In, Last – Out Method (LIFO) Assumes that materials used in production are costed at the prices paid for the most recently purchased prices, and the ending inventory is costed at prices paid for the earliest purchases. Assumes that materials used in production are costed at the prices paid for the most recently purchased prices, and the ending inventory is costed at prices paid for the earliest purchases. 18

Cost Flow Methods (cont.) Moving Average Method Moving Average Method Material issued and the ending inventory are costed at the average price. This average unit price is computed every time a new lot of materials is received and it continues to be used until another lot is purchased. Material issued and the ending inventory are costed at the average price. This average unit price is computed every time a new lot of materials is received and it continues to be used until another lot is purchased. 19

Accounting Procedures The purpose of materials accounting is to provide a summary from the general ledger of the total cost of materials purchased and used in manufacturing. The purpose of materials accounting is to provide a summary from the general ledger of the total cost of materials purchased and used in manufacturing. All materials issued during the month and materials returned to stock are recorded on a summary of materials issued and returned form. All materials issued during the month and materials returned to stock are recorded on a summary of materials issued and returned form. 20

Selected Materials Accounting Transactions Materials purchased from vendor. Materials purchased from vendor. MaterialsXX Accounts Payable Accounts PayableXX  Materials issued to production. Work in Process XX Materials MaterialsXX 21

Selected Accounting Transactions Payment to vendor for invoice. Payment to vendor for invoice. Accounts Payable XX Cash CashXX  Transfer finished work to finished goods. Finished Goods XX Work in Process Work in ProcessXX 22

Selected Sales-Related Accounting Transactions Sale of finished goods on account. Sale of finished goods on account. Accounts Receivable XX Sales SalesXX Cost of Goods Sold XX Finished Goods Inventory Finished Goods InventoryXX  Collection of cash from customer. CashXX Accounts Receivable Accounts ReceivableXX 23

Just-In-Time (JIT) Materials Control Materials are delivered to a factory immediately prior to their use in production. Materials are delivered to a factory immediately prior to their use in production. Reduces inventory carrying costs. Reduces inventory carrying costs. Reducing inventory levels through JIT may increase processing speed. Reducing inventory levels through JIT may increase processing speed. Backflush costing is the accounting system used by JIT systems. Backflush costing is the accounting system used by JIT systems. 24

Traditional and Backflush Accounting Systems Traditional System Traditional System Materialsxx Accounts Payable xx Work in Processxx Materials xx Work in Processxx Payroll xx Factory Overheadxx Various Credits xx Backflush System Backflush System Raw and In-Processxx Accounts Payable xx No entry Conversion Costsxx Payroll xx Conversion Costsxx Various Credits xx 25

Traditional and Backflush Accounting Systems (cont.) Traditional System Traditional System Work in Processxx Factory Overhead xx Finished Goodsxx Finished Goodsxx Work in Process xx Work in Process xx Cost of Goods Soldxx Finished Goods xx Backflush System Backflush System No entry Finished Goodsxx Finished Goodsxx Conversion Costsxx Conversion Costsxx Raw and In-Process xx Raw and In-Process xx Cost of Goods Soldxx Finished Goods xx 26

Accounting for Scrap Materials Scrap may be considered waste materials from the production process. These are materials that can not be used in the production process. Scrap may be considered waste materials from the production process. These are materials that can not be used in the production process. Journal entry if the value of scrap is relatively high Journal entry if the value of scrap is relatively high Scrap Materials XX Scrap Revenue Scrap RevenueXX CashXX Scrap Materials Scrap MaterialsXX  Journal entry if the value of scrap is small. CashXX Scrap Revenue Scrap RevenueXX 27

Accounting for Spoiled Goods and Defective Work Spoiled work has imperfections that cannot be economically corrected. The loss can be treated as part of the cost of the job or charge to Factory Overhead. Spoiled work has imperfections that cannot be economically corrected. The loss can be treated as part of the cost of the job or charge to Factory Overhead. Defective work has imperfections that are correctable. The extra costs are either charged to the job or Factory Overhead. Defective work has imperfections that are correctable. The extra costs are either charged to the job or Factory Overhead. 28