Payables processing - Supplier terms and early settlement di...

Learning Outcomes

After studying this article, you will be able to explain the difference between supplier terms and early settlement discounts, record supplier invoice transactions, and account for discounts received from suppliers. You will also identify the impact of payables processing on financial statements and understand common supplier documentation.

ACCA Maintaining Financial Records (FA2) Syllabus

For ACCA Maintaining Financial Records (FA2), you are required to understand how to record and process payables, including supplier terms and discounts. This article focuses on the following key syllabus areas:

• Explain and record purchases, returns, and payments to suppliers
• Account for discounts received from suppliers
• Describe supplier and payables documentation
• Prepare double-entry bookkeeping entries for supplier transactions
• Reconcile payables ledger and individual supplier statement balances

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 of the following best describes an early settlement discount?
   1. A reduction applied at the moment of sale for all customers
   2. A discount available if a supplier’s invoice is paid before a specified date
   3. A volume-based discount for regular purchases
   4. A reduction for returning faulty goods

2. A business buys goods on credit for $1,000. The supplier offers a 2% discount if paid within 10 days. The business pays the invoice in 5 days. What is the correct double entry to record the payment?

3. Name two typical terms a supplier might include on a sales invoice.

4. True or false? Discounts received for early settlement are treated as income in the statement of profit or loss.

Introduction

Efficient payables processing is essential for managing a company’s cash flow and supplier relationships. Suppliers often set credit terms specifying when payments are due and may offer discounts for early settlement to encourage prompt payment.

This article covers key aspects of supplier terms, early settlement (settlement) discounts, accounting for supplier invoice payments, and the correct recording of discounts received. You will also learn about common supplier documentation and the effects of correct payables processing on the financial statements.

Key Term: supplier terms
The conditions set by a supplier regarding payment timing, amounts due, and possible discounts on goods or services sold.

Supplier Terms

Supplier terms set out the agreement between a business and its supplier regarding how and when the business must pay for purchased goods or services. The key elements typically include:

• Credit period (e.g., “Net 30 days” means payment is due 30 days after the invoice date)
• Early settlement or prompt payment discounts
• Penalties for late payment
• Payment method (e.g., bank transfer, cheque)

Understanding the terms is important to maintain trust with suppliers, avoid late payment fees, and benefit from any discounts available for paying early.

Key Term: credit period
The length of time a buyer is allowed before payment must be made to the supplier.

Processing Supplier Invoices

When an invoice is received from a supplier, it must be recorded in the payables ledger to recognize the liability. The invoice will usually specify the total due, payment deadline, and any early settlement offer.

The double-entry to record a purchase on credit (excluding sales tax) is:

• Debit Purchases (or relevant expense or asset)
• Credit Payables

Payments to suppliers reduce the payables balance:

• Debit Payables
• Credit Cash at bank

Early Settlement Discounts

Settlement discounts (also known as prompt payment discounts) are offered by suppliers to encourage payment before the normal due date. For example, “2% discount if paid within 10 days, otherwise due in 30 days” (expressed as “2/10, net 30”).

If the business pays within the discount period and claims the discount, only the reduced amount is paid; the remaining amount is recognized as discount received, which increases income.

Key Term: early settlement discount
A reduction in the amount payable to a supplier if payment is made within a specified period.

Key Term: discount received
Income recognized by a purchaser when a supplier accepts reduced payment in full settlement of an invoice, usually for prompt payment.

Worked Example 1.1

A business receives a supplier invoice for $500, offering a 3% discount if paid within 7 days. The business pays on day 5.

Question: What are the double-entry bookkeeping entries on payment?

Answer:

• The amount paid = $500 × 97% = $485.
• $15 ($500 - $485) is a discount received.
• The double-entry:
  • Debit Payables $500
  • Credit Cash at bank $485
  • Credit Discount received (income) $15

Settlement Discount Not Taken

If the business pays after the settlement discount period has expired, the full invoice amount is paid:

• Debit Payables $500
• Credit Cash at bank $500

Alternative Supplier Discount Approaches

Some accounting systems initially record the invoice at the full price and only post the discount when payment is actually made early. In other cases, if early payment is expected and consistently taken, the invoice can be recorded net of the expected discount.

Impact on the Financial Statements

Discount received reduces the cost of purchases in the statement of profit or loss, as it increases the company’s profit for the period.

Supplier Documentation

Effective payables processing depends on accurate supplier documentation. Common documents include:

• Purchase orders: Issued by the buyer to specify goods/services required.
• Purchase invoices: Details from the supplier indicating amounts owed, payment terms, and possible discounts.
• Credit notes: Issued by the supplier to reduce the amount owed for returned or faulty goods.
• Remittance advices: Sent with payment to identify which invoices are being settled.

Matching invoices to orders and delivery notes ensures only valid liabilities are recorded.

Worked Example 1.2

On 1 July, a business orders goods worth $2,000 from a supplier. The supplier’s terms are “1.5% discount if paid within 14 days; full payment within 30 days.” The business pays $1,970 on 10 July.

Question: How is the payment and discount recorded?

Answer:

• Amount paid = $2,000 × 98.5% = $1,970.
• Discount received = $30.
• Debit Payables $2,000
• Credit Cash at bank $1,970
• Credit Discount received $30

Accounting for Discounts Received

When an early settlement discount is taken, the business records the reduction as income:

• Debit Payables (full invoice value)
• Credit Discount received (only the discount value)
• Credit Cash at bank (the actual amount paid)

If payment is not made early and no discount is claimed, no entry is made for discount received.

Exam Warning

In exam questions, check carefully whether payment is made within the settlement discount period. Only record discount received if the payment terms have actually been met.

Reconciliation with Supplier Statements

Regular reconciliation of payables ledger balances to supplier statements is important. Differences can arise due to:

• Unrecorded discounts not yet reflected by the supplier
• Timing differences in processing
• Missing or duplicated invoices/credits

Identifying and correcting such differences ensures correct liabilities are reported.

Summary

Proper payables processing ensures that supplier invoices, discounts, and payments are accurately recorded. Early settlement discounts reduce costs and appear as income in the accounts. Correct use of supplier terms, careful cash management, and regular reconciliation of supplier accounts help maintain supplier relationships and present a true financial position.

Key Point Checklist

This article has covered the following key knowledge points:

• Identify and interpret supplier terms and payment deadlines
• Distinguish between credit periods and early settlement discounts
• Record supplier invoices, payments, and settlement discounts correctly
• Recognize the impact of discounts received on financial statements
• Understand standard supplier documentation and the importance of reconciliation

Key Terms and Concepts

• supplier terms
• credit period
• early settlement discount
• discount received