Learning Outcomes
After reading this article, you will be able to describe the stages of the sales cycle for credit customers, explain the importance and methods of credit control, understand how aged receivables analysis supports cash collection, and recognize the key documents and reports used by businesses to manage outstanding debts. You will practise applying these principles to practical ACCA exam scenarios.
ACCA Recording Financial Transactions (FA1) Syllabus
For ACCA Recording Financial Transactions (FA1), you are required to understand the processes and controls relating to credit sales and outstanding receivables. This article focuses on:
- The main sales documents and their purpose in credit transactions
- Recording and monitoring amounts owed by credit customers
- The techniques and significance of credit control procedures
- Use and preparation of aged receivables reports
- Managing overdue accounts and reducing irrecoverable debts
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.
- What is the function of an aged receivables analysis in credit control?
- Which document would a business issue to a customer after receiving a payment that matches multiple outstanding invoices?
a) Delivery note
b) Statement of account
c) Remittance advice
d) Credit note - True or false? When a business follows up on overdue balances shown in its aged receivables analysis, this is an example of credit control.
- If a customer continually delays payment, which action should be taken before considering writing off their debt?
- Name two key documents in the sales cycle for a credit transaction.
Introduction
Efficient management of sales and outstanding debts is essential for the financial health of a business. Most organisations offer credit terms to regular customers, expecting payment after goods or services are delivered. However, offering credit exposes the business to the risk of delayed or non-payment. This article explains the documents used in the credit sales cycle, the procedures for monitoring customer debts, and the importance of credit control and aged receivables analysis in reducing overdue balances.
Key Term: sales cycle
The set of stages and documents through which a transaction with a customer is initiated, fulfilled, recorded, and settled.
Key Documents in the Credit Sales Cycle
When a business makes a sale on credit, each stage should be documented for control and record keeping. The main documents are:
- Sales order: Records the customer’s request for goods or services.
- Delivery note: Confirms the goods delivered to the customer.
- Sales invoice: Requests payment and shows details of the sale, amount due, payment terms, and any discounts.
- Statement of account: Regularly issued summary showing invoices, payments, and outstanding balances for each credit customer.
Key Term: sales invoice
A business document issued to a customer listing goods or services supplied, the amount charged, and the payment terms.Key Term: statement of account
A document sent at regular intervals to credit customers summarizing all transactions and balances outstanding.
Credit Control Procedures
Establishing and enforcing credit control measures is essential to limit the risk of late or unpaid debts. Key steps include:
- Assessing customer creditworthiness and setting a credit limit.
- Specifying clear credit terms (e.g., “payment due 30 days from invoice”).
- Monitoring balances for each customer using the accounting system.
- Issuing regular statements as reminders of amounts owed.
- Following up with reminders, calls, or formal notices for overdue accounts.
- Escalating to management approval before writing off irrecoverable debts.
Key Term: credit control
The policies and procedures applied by a business to review, limit, and follow up on amounts owed by customers.
Worked Example 1.1
A retail supplier invoices a regular customer for $2,400 on 1 June, due in 30 days. On 5 July, the customer has not paid, and the amount appears in the “31–60 days” column of the supplier’s aged receivables report. What should the supplier do next under good credit control procedures?
Answer:
The supplier should contact the customer to remind them of the overdue balance and may send a formal reminder letter or follow-up call. If payment is still not received, the account may be placed on hold, and further actions—such as involvement of a credit controller or restricting further credit—are considered.
Aged Receivables Analysis
An aged receivables report is an essential tool for monitoring and managing outstanding customer balances. It sorts accounts receivable by the length of time invoices have been unpaid, typically in periods such as:
- Current (not yet due)
- 1–30 days overdue
- 31–60 days overdue
- 61–90 days overdue
- Over 90 days overdue
This information helps credit controllers target follow-up action on the most overdue accounts.
Key Term: aged receivables analysis
A report showing outstanding accounts receivable grouped by length of time unpaid.
Worked Example 1.2
A business’s aged receivables report as at 31 July shows $12,000 outstanding. Of this, $3,000 is more than 60 days overdue. Management wants to reduce late payments. What measures should be implemented?
Answer:
Management should increase follow-up on the $3,000 overdue by more than 60 days, possibly by contacting customers directly, sending formal demand letters, or reviewing whether to continue allowing credit. They may also review and lower credit limits for habitual late payers and encourage early settlement through prompt payment discounts.
Exam Warning
Do not mistake the statement of account for the sales invoice. The invoice is a request for payment; the statement summarizes previous transactions and shows the current balance due.
Summary
Credit sales expose a business to financial risk if debts are not collected in a timely manner. Documenting each stage of the sales cycle, issuing prompt and accurate invoices, and regularly monitoring outstanding receivables using aged analysis allow businesses to identify and act on overdue accounts. Proactive credit control reduces the risk of irrecoverable debts and strengthens cash flow.
Key Point Checklist
This article has covered the following key knowledge points:
- Identifying and explaining the documents in the credit sales cycle
- Understanding the purpose and process of credit control
- Using statements of account and aged receivables analysis to monitor customer debts
- Applying measures to manage overdue balances
- Recognizing the importance of accurate record keeping for effective debt management
Key Terms and Concepts
- sales cycle
- sales invoice
- statement of account
- credit control
- aged receivables analysis