Sales and sales returns day books - Posting to receivables l...

Learning Outcomes

After studying this article, you will be able to identify and explain the structure and function of the sales and sales returns day books, record entries into the receivables ledger and sales ledger control account, distinguish between individual and control accounts, and outline the process for reconciling these records for accuracy—a key skill for the ACCA FA1 exam.

ACCA Recording Financial Transactions (FA1) Syllabus

For ACCA Recording Financial Transactions (FA1), you must understand how sales and sales returns are initially recorded and then posted to the ledgers and control accounts. This article focuses on:

• The purpose and contents of the sales and sales returns day books
• The process for posting totals to the receivables ledger and sales ledger control account
• The function of control accounts in monitoring and reconciling receivables
• The relationship between individual ledger accounts and the overall control accounts
• Ensuring the completeness and accuracy of sales-related entries

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 transactions are entered in the sales day book?
   1. Only cash sales
   2. Only credit sales
   3. Only cash and credit sales returns
   4. Both cash and credit sales
2. When posting the monthly total from the sales day book, which accounts are updated?
   1. Only individual receivables accounts
   2. Receivables ledger and sales ledger control account
   3. Only the cash book
   4. Only the purchases ledger

3. What is the main purpose of the sales ledger control account?

4. Describe the double-entry required to record a sales return from a credit customer.

Introduction

Sales and sales returns day books are the first step in recording a business’s credit sales and goods returned by customers. These books—sometimes called prime entry books or books of original entry—act as daily summaries of the credit sales activity and returns before details are posted to the ledgers. For effective bookkeeping and control, it is essential to correctly transfer (post) these totals to both the individual customer accounts (receivables ledger) and the summary sales ledger control account in the general ledger.

Key Term: Sales Day Book
A book of prime entry used to list all credit sales invoices before posting them to the accounting system.

Key Term: Sales Returns Day Book
A book of prime entry that records goods returned by customers for credit.

Key Term: Receivables Ledger
A subsidiary ledger containing separate accounts for each credit customer, tracking what is owed and received.

Key Term: Sales Ledger Control Account
A summary account in the general ledger representing the total balances of all individual trade receivables.

Sales and Sales Returns Day Books

The sales day book is used to list all credit sales invoices as they arise. Each line shows the date, name of the customer, invoice number, and amount. Cash sales are excluded, as these go directly to the cash book. At the end of a chosen period (usually monthly), the total of the sales day book is posted to the ledgers.

The sales returns day book works in the same way, recording credit notes and returns from customers. Both books capture essential reference information to support entries in ledgers.

Key Term: Credit Sale
A sale where goods or services are provided now but payment is deferred until a later date.

Key Term: Credit Note
A document issued to a customer reducing the amount owed, usually due to returned goods or errors.

Posting to the Receivables Ledger and Control Account

At regular intervals:

1. The total from the sales day book is posted as a debit to the receivables ledger control account and credits are made to the sales account.

2. Individual entries from the sales day book are also posted to each relevant customer’s account in the receivables ledger, increasing the amounts they owe.

For sales returns, the process is reversed:

1. The total from the sales returns day book is credited to the receivables ledger control account and debited from the sales returns account.

2. Each customer’s account is credited with their specific return amount, reducing their balance owed.

This dual posting ensures accuracy—every transaction is recorded both at the total level (control account) and detail level (individual customer).

Worked Example 1.1

A business totals $18,000 of credit sales and $500 of credit sales returns for May. The $18,000 is listed in the sales day book, while the $500 is in the sales returns day book. Postings for the period are required.

Answer:

• Debit Receivables Ledger Control Account $18,000, Credit Sales Account $18,000 (records the sales)
• Credit Receivables Ledger Control Account $500, Debit Sales Returns Account $500 (records the returns)
• Also, update each individual customer account in the receivables ledger for their share of sales and returns as appropriate.

Control Accounts and the Receivables Ledger

The sales ledger control account acts as a check on the total receivables balance. At any point, the closing balance in the control account should agree with the sum of the individual customer balances in the receivables ledger. Disagreements signal errors such as unposted transactions or mispostings.

Regular reconciliations between the control account and the receivables ledger provide assurance that all credit sales and returns are properly recorded.

Key Term: Reconciliation
The process of comparing two sets of records and resolving differences to ensure they match.

Why Use Sales Ledger Control Accounts?

• Detect errors and omissions quickly
• Provide a single total of amounts due from credit customers for financial reporting
• Allow the division of accounting duties (one person manages day books, another reconciles control accounts)
• Ease of locating and correcting discrepancies

Worked Example 1.2

After posting May’s transactions, the receivables ledger control account shows a balance of $12,000, but the total of all customer balances is $11,250. The accountant finds a $750 sales invoice posted in the control account but not to the customer’s account.

Answer:
The $750 should be posted to the correct customer in the receivables ledger, bringing the individual total in line with the control account.

Exam Warning

Be careful: Only credit sales and credit returns go into the sales and sales returns day books. Cash sales and cash returns are entered directly in the cash book, never in the day books.

Revision Tip

Always reconcile the sales ledger control account with the total of individual receivables at least monthly. Any imbalance should be investigated immediately.

Summary

The sales and sales returns day books collect all credit sales and returns, which are then posted to individual customer accounts and the receivables ledger control account. This system enables summary reporting, facilitates detection of errors, and strengthens internal controls within the receivables process.

Key Point Checklist

This article has covered the following key knowledge points:

• The purpose and contents of the sales day book and sales returns day book
• The process for posting totals to both the receivables ledger and sales ledger control account
• The function and purpose of sales ledger control accounts
• The reconciliation process between individual accounts and the control account
• The importance of accuracy and regular checks in the sales cycle

Key Terms and Concepts

• Sales Day Book
• Sales Returns Day Book
• Receivables Ledger
• Sales Ledger Control Account
• Credit Sale
• Credit Note
• Reconciliation