Receivables control account - Total sales, receipts, returns...

Learning Outcomes

After reading this article, you will be able to prepare and interpret a receivables control account. You will explain how total credit sales, customer receipts, sales returns, and discounts allowed affect the control account balance. You will also know why control accounts are used, how to identify errors, and apply this knowledge in ACCA FA1 exam scenarios.

ACCA Recording Financial Transactions (FA1) Syllabus

For ACCA Recording Financial Transactions (FA1), you are required to understand the construction and use of the receivables control account. Use this article to revise the following key skills relevant for the exam:

• The composition and function of the receivables control account
• Recording total credit sales, receipts, sales returns, and discounts allowed in the control account
• Reconciling control account balances with the receivables ledger
• Identifying and rectifying discrepancies between the control account and subsidiary ledgers
• The use of control accounts as error-detection devices

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. Which transaction decreases the balance of the receivables control account?
   1. Total credit sales
   2. Sales returns
   3. Interest charged to a customer
   4. Goods sent on consignment
2. What is the correct double entry for recording cash received from a credit customer?
   1. Debit Receivables control account, Credit Cash
   2. Debit Cash, Credit Receivables control account
   3. Debit Sales, Credit Receivables control account
   4. Debit Discounts allowed, Credit Receivables control account

3. True or false? Discounts allowed are recorded on the debit side of the receivables control account.

4. Briefly explain the main purpose of preparing a receivables control account.

Introduction

Receivables control accounts are summary accounts in the general ledger. They track amounts owed by all credit customers. Any business selling goods or services on credit must accurately monitor these balances. The control account helps ensure the total owed by customers agrees with the sum of all individual accounts in the receivables (sales) ledger.

Control accounts record four main transactions: credit sales (which increase the balance), receipts from customers, sales returns, and discounts allowed (all reducing the balance). Maintaining an accurate receivables control account assists in detecting errors or missing entries and supports the regular reconciliation process.

Key Term: receivables control account
A general ledger account that summarizes transactions with all credit customers, showing the total amount owed to the business.

Structure and Entries of the Receivables Control Account

The receivables control account primarily records transactions arising from normal trading activities. Below is an overview of how each transaction affects the account’s balance.

Credit Sales

Total credit sales are recorded as debits to the receivables control account. This increases the amount customers owe.

Key Term: credit sales
Sales made to customers where payment is received at a later date.

Receipts from Customers

Amounts received from credit customers (by cash, cheque, or bank transfer) are credited to the receivables control account. This reduces the amount owed by customers.

Key Term: receipts
Money received from customers in settlement of their debts.

Sales Returns

If customers return goods, a credit note is issued. Sales returns are credited to the receivables control account, decreasing the total receivable balance.

Key Term: sales returns
Goods previously sold on credit that are returned by customers, reducing the outstanding balance.

Discounts Allowed

Discounts allowed are reductions in the amount receivable, often given for prompt payment. These are credited to the receivables control account.

Key Term: discounts allowed
Deductions granted to credit customers, usually for early settlement, that reduce receivables.

Bad Debts and Other Adjustments

Sometimes debts become irrecoverable and are written off, further reducing the balance in the control account.

Key Term: bad debt
An amount owed by a customer that is considered irrecoverable and written off as an expense.

Format of the Receivables Control Account

The typical structure of the receivables control account appears as follows:

Balances are usually carried down as a debit, representing what customers owe at the reporting date.

Worked Example 1.1

The following totals are extracted from Green Supplies’ accounting records for June:

• Opening receivables (1 June): $12,000
• Credit sales: $24,000
• Cash received from customers: $21,000
• Sales returns: $1,200
• Discounts allowed: $600
• Irrecoverable debts written off: $400

Required: Prepare the receivables control account for June, showing the closing balance at 30 June.

Answer:
Receivables Control Account

Debit	$	Credit	$
Balance b/f	12,000	Receipts from customers	21,000
Credit sales	24,000	Sales returns	1,200
		Discounts allowed	600
		Bad debts written off	400
		Balance c/f (30 June)	12,800
Total	36,000	Total	36,000

The closing receivables balance at 30 June is $12,800.

Controls, Reconciliation, and Error Detection

The receivables control account acts as a control mechanism over the detailed individual accounts in the receivables ledger. Regular reconciliation assures that the control account balance matches the sum of all individual credit customer accounts.

Discrepancies may reveal:

• Errors in posting transactions (e.g., omission, duplication)
• Unrecorded or misapplied receipts, returns, or discounts
• Fraud or misappropriation

Worked Example 1.2

During the month, the sum of the individual balances in the receivables ledger is $9,500, but the control account shows $9,700. List two possible reasons for the difference.

Answer:

• A receipt from a customer may have been posted to the control account but not to the individual customer’s account.
• A credit note (sales return) recorded in the receivables ledger may have been omitted from the control account.

Exam Warning

When reconciling receivables, ensure all transactions—especially discounts and returns—are included in both the control account and the receivables ledger. Omitting entries from either side will cause imbalances, which can lead to wrong conclusions and errors in the trial balance.

Summary

The receivables control account records total credit sales (debit), customer receipts (credit), sales returns (credit), discounts allowed (credit), and bad debts (credit). Regular maintenance and reconciliation provide an essential check on the accuracy of individual receivables ledgers and help detect errors or fraud.

Key Point Checklist

This article has covered the following key knowledge points:

• The receivables control account records total credit sales, receipts, sales returns, discounts allowed, and bad debts
• Credit sales increase the control account balance; receipts, returns, discounts, and bad debts reduce it
• The closing balance shows the total owed by customers at period end
• Receivables control account must be reconciled regularly to detect and correct errors
• The account provides a key summary for monitoring customer debt and financial control

Key Terms and Concepts

• receivables control account
• credit sales
• receipts
• sales returns
• discounts allowed
• bad debt