## **Learning Outcomes**

After reading this article, you will be able to identify the purpose and structure of the general ledger, subsidiary ledgers, and opening balances. You will understand how ledger accounts are used to record and summarise transactions, describe the relationship between general and subsidiary ledgers, and accurately explain how opening balances are carried forward within the accounting system, as required for the ACCA FA1 syllabus.

## **ACCA Recording Financial Transactions (FA1) Syllabus**

For ACCA Recording Financial Transactions (FA1), you are required to understand how businesses organise, record, and manage financial data using ledgers. This article covers:

- The role of the general ledger (also known as the nominal ledger)
- The purpose and operation of subsidiary ledgers such as receivables and payables ledgers
- How transactions are recorded and summarised in ledger accounts
- The meaning and use of opening and closing balances
- The link between ledgers, subsidiary ledgers, and the trial balance

## **Test Your Knowledge**

_Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision._

1. What is the main difference between the general ledger and a subsidiary ledger?
2. When starting a new accounting period, how is the opening balance in a bank account determined?
3. Which accounts in the general ledger typically have their balances carried forward into the next period?
4. True or false? The subsidiary (memorandum) ledgers form part of the double-entry bookkeeping system.

## **Introduction**

Successful accounting relies on accurately recording, organising, and summarising financial data. This is achieved through the use of ledgers—structured records where transactions relating to each financial item, such as cash, inventory, or sales, are grouped together. The main record is the general ledger, which contains all the accounts used in the business. To support detail on individual customers or suppliers, businesses also maintain subsidiary ledgers. Clear understanding of how ledgers, subsidiary ledgers, and opening balances are used is essential for becoming proficient in double-entry bookkeeping and preparing a trial balance.

> **Key Term: general ledger**
> The main set of ledger accounts in which all transactions of a business are recorded and summarised, sometimes called the nominal ledger.
>
> **Key Term: subsidiary ledger**
> A ledger containing individual accounts, such as customers (receivables) or suppliers (payables), which provide supporting details for the general ledger control account.
>
> **Key Term: opening balance**
> The amount brought forward in an account at the start of a new accounting period, usually carried over from the previous period’s closing balance.

## **The General Ledger**

The general ledger is the central record of all financial transactions. Each account in the general ledger is dedicated to a specific asset, liability, equity, income, or expense item. For example, there will be separate general ledger accounts for cash at bank, sales, purchases, payables, and capital.

Transactions are recorded using double-entry principles: every transaction involves at least two ledger accounts, with equal debits and credits. The summary totals in these accounts are used to prepare the trial balance and, ultimately, financial statements.

> **Key Term: ledger account**
> An individual account within the ledger which records increases and decreases for one specific asset, liability, capital, income, or expense during a period.

## **Subsidiary Ledgers**

The general ledger provides summary totals, but some accounts require more detail than is practical to include in the main ledger. For example, a business needs to track exactly how much each individual customer or supplier owes at any given time. Subsidiary ledgers, sometimes called memorandum ledgers, are used for this purpose.

The most common subsidiary ledgers are:

- Receivables (sales) ledger: holds an account for each credit customer
- Payables (purchases) ledger: holds an account for each credit supplier

Subsidiary ledgers enable detailed tracking, but their total must always match the corresponding general ledger control account (for example, the total of all individual customer accounts should match the receivables control account in the general ledger).

> **Key Term: control account**
> An account in the general ledger that summarises the total balances of a related subsidiary ledger, such as total trade receivables or payables.

## **Opening Balances and Carried Forward Amounts**

At the end of an accounting period, each general ledger account is balanced. The difference between the debit and credit sides is the closing balance. For asset, liability, and capital accounts, this balance becomes the opening balance for the next period and is ‘brought down’ accordingly.

Income and expense accounts (used to record profit or loss for the period) are reset to zero after the year-end and do not carry balances forward—only asset, liability, and capital accounts have opening balances at the start of a new period.

> **Key Term: balancing off**
> The process of totalling the debit and credit sides of an account, entering a balancing figure so that both sides agree, and carrying forward the resulting balance to the next period.

### **Worked Example 1.1**

**Question:**  
A business closes its accounts at 31 December. At this date, the cash at bank account shows total debits of \$12,500 and total credits of \$9,200. How should the opening balance at 1 January be recorded?

> **Answer:**  
> The closing balance is \$3,300 (debits exceed credits), so \$3,300 is brought forward on the debit side of the cash at bank account at 1 January—the opening balance for the new period.

### **Worked Example 1.2**

**Question:**  
The sales ledger contains 20 customer accounts. The receivables control account in the general ledger at year-end shows a balance of \$15,200. The total of all balances in the sales ledger also adds up to \$15,200. What does this confirm?

> **Answer:**  
> The subsidiary ledger is in agreement with the control account. This confirms all individual customer transactions have been correctly summarised in the general ledger.

## **How Ledgers and Subsidiary Ledgers Relate**

Transactions are first entered in the relevant accounts in the general ledger. For certain transactions, additional detail is recorded in the subsidiary ledger. For example, a credit sale requires:

- A debit to trade receivables in the general ledger (control account)
- A credit to sales in the general ledger
- A corresponding entry in the individual customer’s account within the sales ledger

At any point, adding up all the individual subsidiary accounts (e.g., all customers) must equal the balance in the relevant control account in the general ledger.

> **Key Term: memorandum account**
> An account outside the double-entry system providing detailed supporting information—often used for tracking individual customer/supplier balances.

## **Balancing and Carrying Forward**

At the end of a period, each general ledger account is totalled, and the balance is calculated. For asset, liability, and capital accounts, this closing balance is then carried forward as the opening balance for the start of the new period. Subsidiary ledgers, such as the sales ledger, remain open and continue accumulating new transaction detail for each customer or supplier.

### **Worked Example 1.3**

**Question:**  
A payables control account has a closing credit balance of \$8,750 at 31 March. What is the correct way to show this as an opening balance at 1 April?

> **Answer:**  
> The opening balance at 1 April is brought forward as a \$8,750 credit balance in the payables control account.

### **Exam Warning**

> In the ACCA exam, do not confuse control accounts (summarising totals in the general ledger) with subsidiary ledgers (listing individual accounts). Control accounts are part of the double-entry system; subsidiary ledgers are not.

## **Summary**

The general ledger is the primary record of a business’s financial activity, with transactions classified into accounts for assets, liabilities, equity, income, and expenses. Subsidiary ledgers provide additional detail for accounts requiring itemised records (such as customers and suppliers). At the start of each accounting period, opening balances in the general ledger are brought forward from the previous period, ensuring accurate records for the preparation of the trial balance.

## **Key Point Checklist**

_This article has covered the following key knowledge points:_

- Distinguish the general ledger from subsidiary ledgers
- Explain the use of control accounts in summarising subsidiary ledger totals
- State the purpose of opening and closing balances in ledger accounts
- Describe how transactions are recorded in general and subsidiary ledgers
- Identify the accounts carried forward to the new accounting period

## **Key Terms and Concepts**

- general ledger
- subsidiary ledger
- opening balance
- ledger account
- control account
- balancing off
- memorandum account

Ledgers and opening balances - General ledger and subsidiary ledgers