Axum poly technique college

Training, Teaching and Learning Materials

ACCOUNTS AND BUDGET SERVICE LEVEL IV

Learning Guide
Unit of Competence Manage Overdue Customer Accounts
Module Title Managing Overdue Customer Accounts

LG Code: BUF ACB415 0812

TTLM Code: BUF ACB4M 15 0812

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

INTRODUCTION

Welcome to the module “Manage Overdue Customer

Accounts”. This learner’s guide was prepared to help you achieve the required
competence in “Accounts and Budget Support Level IV”. This will be the source
of information for you to acquire knowledge attitude and skills in this particular
occupation with minimum supervision or help from your trainer.

Summary of Learning Outcomes

After completing this learning guide, you should be able to:

Lo1:- . . Identify customers requiring collection activity

Lo2:- . . Establish contact with customer and attempt to resolve outstanding
payment matters
Lo3:- Negotiate resolution of outstanding payments
Lo4:- Agreement is monitored to ensure adherence
How to Use this TTLM

o Read through the Learning Guide carefully. It is divided into sections

that cover all the knowledge, skills and attitude that you need.
o Read Information Sheets and complete the Self-Check at the end of
each section to check your progress
o Read and make sure to Practice the activities in the Operation Sheets.
Ask your trainer to show you the correct way to do things or talk to
more experienced person for guidance.
o When you are ready, ask your trainer for institutional assessment and
provide you with feedback from your performance.

Lo1 Identify customers requiring collection activity

TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

1.1. Distinguishing current liabilities from long term liabilities

1. Definition – A liability is a probable future payment of assets, services
that a company is presently obligated to make as a result of past
transactions or events. This definition includes three crucial factors.
 Due to a past transaction or event
 Present obligation
 Future payment of assets or services.
2. Classification of Liabilities.
Information about Liabilities is more useful when the balance sheet identifies
them as either current or long – term. Decision makers need to know when
obligations are due so they can plan for them & take appropriate action
a) Current Liabilities- also called short term liabilities are obligations expected to be paid using current assets or
by creating other current liabilities – current liabilities are due with in one year or the company’s Operating cycle,
which ever is longer.

Examples:
 Accounts Payable
 Short term notes payable
 Wages Payable
 Warranty Liabilities
 Lease Liabilities
 Taxes Payable
 Un earned revenues
Current Liabilities are different for different companies.
b) Long – Term Liabilities- A company’s obligation, not expected to be paid with in one year (or a longer
operating cycle) are reported as long term liabilities

Long – term Liabilities can include long – term notes payable, warranty
liabilities lease liabilities & Bonds Payable.
 They are some times reported on the balance sheet in a single long –
term liabilities total.
 Many liabilities can be either current as long term depending on their
characteristics.

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

 A single liability also can be divided b/n these two sections if a company
expects to make payments to word it in both the short & long term.
Activity 6.1
1. What are current liabilities?
_________________________________________________________
2. What is the difference between current and long term liabilities?
_________________________________________________________

Receivables usually composed substantial components of a firms current assets, thus considered
as important factor in evaluating the financial position of a firm. In common they are resulted
from events such as sale of goods or services, loans made, subscriptions obtained from investors
for capital stock or bonds, claims for income tax refunds, claims resulting from litigation, etc.
Receivables from customers frequently represent a substantial part of a business enterprise's
current assets. Poor screening of applicants for credit or an inefficient collection policy may
result in large loses. Consequently, strong accounting controls and effective management of
receivables are typical characteristics of most profitable enterprises.

Receivables may be classified in different manner, such as:

Classification of receivables

Trade Receivables: they are also called receivables from sales of goods and services. They
result from ordinary revenue-producing activities and they include accounts receivables,
installment receivables, or notes receivables.

Non-Trade Receivables:- These are receivables from miscellaneous sources. These are
receivables resulting from services which are non-recurring or unusual transactions.

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Examples include:
 Claims against insurance companies, legal suit for damages.
 Prospective retuning
 Deposits to cover damages, as guarantee
 Receivables from employees or officers
 Receivables from sale of other assets such as from disposal of plant assets
 Accrual of interest, dividend, rent, royalties
 Overpayment of trade accounts payable, etc.

Receivables may also be classified as open account (a non-written promise to pay) or a note (a
written promise to pay). Open accounts are less formal, mostly non-interest bearing and used for
a shorter period, involve loser amount. On the other hand, notes receivables are represented by
promissory notes that give them a stronger status than ordinary open accounts

Accounting System and Internal Control

Effective internal control over sale of goods and related cash collections are integral parts of the
system for handling trade accounts receivable. For effective handling of receivables the
following mechanisms should be applied in a business organization:

Segregation of duties: This means separation of responsibilities in a business firm. An

individual who is assigned for recording sales and collection of trade receivables should not be
assigned in handling cash receipts or in preparing bank deposit slips.

Cycle billing:- It is a procedures that insures timely collection of receivables and it involves
billing customer as different time schedules after getting customers classified on different basis
such as geographic location or type of customer.

Accounting Activities for Trade Receivables

In trade receivables the following major activities are treated:
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

 Recognition of receivables
 Valuation of receivables
 Disposition of receivables

Recognition of receivables: In recording trade accounts receivables the following two questions
should be answered.

1. At what point in the earning process should a trade accounts receivable be recorded? And
2. How should the net amount of a trade accounts receivable be measured so that related
asset, revenue and expense accounts will be accounted accurately?

The answer for question No. 1 is: Trade accounts receivable is recorded when sales are made and
title to the goods is transferred to the buyer, i.e., at the point of sale. It should be noted hat when
customer order is received, goods are produced or when goods are shipped on consignment
receivables should not be recorded or recognized. However, receivables may be recorded for
work completed on construction type contracts. This is congruent with revenue recognition for
long-term project under percentage completion method.

In recording/ recognizing receivables the following factors should be taken into consideration.
 Trade discount
 Cash/sales discount
 Estimated collection costs for receivables
 Sales returns and allowance
 Allowance for fright-out (Transportation costs)
 Sales tax
 Container deposits (Cash Debit and Credit container deposit liabilities)

Valuation of receivables: It involves determining the net realizable value (present

value) of claims from customers considering the amount due and the estimate of
the probability that the receivable will be collected. This process recognizes
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

doubtful account expense or bad debt expense related to non-collectiblity of

receivable. Receivables that will never be collected have a zero value, and the
related revenue will not be realized. Thus, the major objective of estimating this
doubtful account is to prevent an overestimate of assets and revenue in the
accounting period in which the sales is made.

Lo2 Establish contact with customer and attempt to resolve

outstanding payment matters

Two accounting methods may be adopted to account for doubtful accounts.

TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

a. Allowance method or reserve method

b. Direct-write-off method or direct charge of method.

a. Allowance method: Under this method, adjustments are made at the end of each
accounting period in order to estimate the amount of receivable that is probable to be
unelectable. An account called allowance for doubtful account is used and the adjusting
entry at the end of the year for this method is presented as follows:

Doubtful account expense -------------- xxx

Allowance for doubtful account -------------- xxx

The objective of this adjustment is to prevent overstatement of assets and revenues in the period
in which the sales is made.
The net realizable value (carrying amount) of trade accounts receivable which is reported on the balance
sheet is calculated as follows:

NRV of A/R = Accounts - Balance of valuation

(carrying amount) receivable (gross) allowance accounts
(after adjustment)
The doubtful account expense recorded may be reported in the income statement as operating
expense (most commonly used practice) or as other non-operating expense or as a deduction
from sales.

Dear learner! Do you remember the two methods of estimating doubtful accounts under the
allowance method? The Balance sheet and income statement approaches please refer your
principles of account course for this lesson!
Illustration: Account balance of accounts receivable for pear trading at December 31, year 6 is
determined to be a positive balance of $60,000. On the other hand, allowance for doubtful
accounts has a credit balance of $ 2,000 before adjustment and 5% of accounts receivable is
estimated to be uncollectible.
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Required:
 Compute the total amount of the allowance for doubtful account
 Compute the net realizable value of the receivable
 Record the adjusting entry

Solution: Current provision for doubtful account = (5%) (60000) = 3000

Adjustment amount bad debt expense is: 3000-2000 = 1000

- The net realizable value of the account receivable at the end of the year (December 31, year 6)
is $60,000 - $3,000 = $57,000

- The adjusting entry on December 31, year 6 is:

Doubtful account expense (bad debt expense) ------ 1000

Allowance for doubtful account --------- 1000

Note that when a given customer’s receivable is manifested uncollectible due to various reasons
the account will be written-off as uncollectible and the entry would be:

Allowance for uncollectible account ------- xxx

Accounts receivable (specific customer) ------ xxx

This entry has no effect on the net income of the accounting period, on the receivables account
and allowance for uncollectible account.

After accounts receivable is written-off, it is possible for organizations to collect the mount
written-off either in full or partially. This is called recovery or reinstatement of accounts
receivable written-off and the entry would be:

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Accounts receivable ----- xxx

Allowance for doubtful account ---- xxx
This is to reverse the written of entry
Cash ---- xxx
Accounts receivable xxx
This is to record the collection of cash
Illustration: Assume that Pear Trading, in the above illustration, write off a customer’s account
that is considered to be uncollectible for $ 670. Assume, further that $450 cash is collected from
the customer whole account had been written of (670)

Required: Record the necessary entries

Solution: Allowance for doubtful account ---- 670

Accounts receivable ---- 670
This is to record the written-off accounts receivable

Accounts receivable --------- 450

Allowance for accounts receivable -------- 450
To reinstate the customers account

Cash ----------- 450

A/R ----------- 450
To record the collection

b. Direct written-off method: This is another method of recognizing doubtful account

expense. Under this method there is no provision or estimation of uncollectibles for
receivables and does not record doubtful accounts beforehand unless specific accounts
are identified to be uncollectible. This method is sometimes called specific write-off
method.

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

It is only upon discovery of specific receivable determined to be uncollectible, specific

customer defaulting, a write-off entry performed to record doubtful account expense and
cancel the balance from accounts receivable account with the related account in the
subsidiary ledger, i.e., the entry to record when a special customer is found defauted would
be:
Doubtful account expense ------ xxxx
Accounts receivable ------ xxxx

Under this method, no adjusting entry is required at the end of he period and a valuation
allowance account is not maintained for doubtful accounts.

Recover of written-off Accounts Receivable

Under the direct-written-off method, similar to the case in the allowance method, when an
amount is, either partially or in full, collected there are two entries recorded.

i) when the amount is recovered in the same period in which it is written-off;

where the doubtful account is not yet closed the entry would be:

Account receivable ------- xxx

Doubtful account expense ------ xxx
To record the reversal entry

Cash ------- xxx

A/R ------ xxx
To record the collection of cash

ii) When the amount is recovered in subsequent periods after it is written-off it is

common to credit “doubtful account recovered” account for the balance
recovered. This accounts is reported separatly in the income statement as other
revenue. The journal entry follows are:

Account receivable ------- xxx

Doubtful account recovered ------ xxx
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

This is to record the recovered amount after it was written-off in one period and recovered in
another period.
Cash ------- xxx
Account receivable ------ xxx
This is to record the collection.

Even if the direct write-off method appears simple and convenient, it has the following
limitations

 It makes no matching of doubtful account expense with current period revenue.

 It overstates the carrying amount of receivables.

Lo3:- Negotiate resolution of outstanding payments

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Disposition of receivables

Disposition of receivables are financing transactions that are commonly used as a source of cash.
It shortens the operating cycle and avoids short-run cash flow problems instead of waiting until
customers pay their accounts. Conversation of accounts receivables into cash may be facilitated
through three means:

 Selling receivable
 Pledging receivables as collateral for loans
 Assigning receivables

Enterprises engaged in the buying of receivables are known as factors, and the process of selling
receivables is called factoring. Factors generally buy receivables outright, that is, without
recourse. Alternatively, factors or other lending institutions may buy receivables with recourse,
or may lend money to the owner of the receivables under a legal arrangement known as
assignment. In such cases customers generally are instructed to make payments directly to the
factors or other lenders. Factoring is san important source of ready cash in different types of
business enterprises.

A pledge of accounts receivable as a collateral for a loan involves no special accounting

problems. Accounting for the sale and the assignment of account receivable is described in the
following sections.

Sale of Receivables

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Factoring of receivables involves selling receivables to a third party. Two parties are involved
with the transactions: Transferor (one who transfers the receivables) and Transferee (the factor
or lending institution).

Sale of receivables can happen in two ways:

Without recourse: This involves the shifting of the risk of credit losses, the effort of collection
and the waiting period that result from the granting of credit to the purchaser of the receivables.
But, sales returns and sales discount, issues are to be considered by the transferor.

With recourse basis: when receivables are sold with recourse, the seller (transferor) in effect
guarantees the receivables, and the purchaser (transferee) is reimbursed for failure of debtors to
pay the full amount anticipated at the time of sale.

This type of transfer is accounted and reported as sale of accounts receivable only when all of the
following three conditions are met:

 The transferor surrenders control of the future economic benefits of the receivables; i.e.,
the transferor does not retain the option to purchases the receivable later.
 The transferor can estimate the collectibility of receivables in the future.
 The transferee cannot require the transferor to purchase the receivables.

If any of the above condition is not met, the transferor is considered as a secured loan; i.e.,
borrowing using receivables as a collateral. Hence, the amount of the proceeds from the
transferor is reported as a liability resulting from a borrowing transaction. In which case, the
receivable account remains on the transferor’s record. Thus, the only accounting entry required is
to record the liability and interest expense involved.

Accounting treatment: when receivables transferred are considered as sales transaction, the
following accounts treatments, using the illustration given, are occur.

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Illustration: Assume that account receivable with a carrying amount of $16,800 is sold for
$22,600. If the face amount of the receivable is $23,000, the transaction would be recorded as
follows:
Cash ----- 22600
Allowance for doubtful account (23000-16800) ---- 6200
Accounts receivable ------------ 23000
Gain on sale of A/R (22600-16800) ----- 5800

Associated bad debt expenses in subsequent periods are to be recorded by the factor. The
proceeds received from sale of receivables and the amount of transferred receivables that remain
uncollected at the end of the accounting period should be disclosed in notes to the transferor’s
financial statements.

Assignment of receivables: This involves using receivables and collateral for borrowing. The
assignor is the borrower whereas the assignee is the lender.

Assignment of accounts receivables requires executing the following accounting activities into
the assignor’s records:

i) Amount of assigned accounts receivable would be recorded as “assigned accounts

receivable” being removed from “accounts receivable” account

ii) Liability is recorded for the principal amount of promissory note singed and cash is
recorded for the amount of net proceeds received after the initial interest charge is
deducted. The interest fee deducted is to be recorded as interest expense.
iii) Periodical cash collections from assigned accounts receivable are recorded. These are
immediately accompanied with payment to the assignee for periodical interest
charges on the unpaid balance and the principal amount of the notes payable.
iv) Upon settlement of the note in full, when notes payable has zero balance, balance
outstanding on “assignee accounts receivable” is converted into “accounts receivable”
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

To illustrate, assume that on January 2, year 1, Admas Company assigned

receivables of $50,000 to Finco, Inc… and received $45,000, less a fee of 2% on the
amount advanced. Interest at 1% of the unpaid balance of the loan was to be paid
monthly.
The journal entries required in the assignor’s accounting records for the problem given above are
summarized as follows.
January 1, Year1: Assigned account receivable ----- 50,000
Accounts receivable ----- 50,000

Cash (45,000-900) ------ 44,100

Interest expense ------- 900
Notes payable to Finco Inc 45,000

The above entry is for the assignment of accounts receivable by the company (50,000) remitted
90% (45000X100%) of receivables, less 2% fee ($45,000X 0.02= $900)
50.000
Assume further that on January 31, year 1, the company received $30150 from customers and paid the
amount to Finco Inc including interest charges.

January 31, year1” Cash ------ 30150

Assigned account receivable ---- 30150
To record cash collection from assigned A/R
Notes payable to Finco, Inc 29700
Interest expense ($45,000X0.01) 450

Cash ----- 30150

This entry is to record payment to the assignee interest expense and retirement of the loan.
Finally assuming that Adams Company collected 17,000 on February 28 from the assigned
accounts receivables and paid the balance owed to Finco Inc 1% interest on153000 unpaid loan
all the related records, are shown below

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Cash ------ 17,000

Assigned accounts receivable ---- 17,000

This is to record cash collection from assigned accounts receivable

Lo4:- Agreement is monitored to ensure adherence

Computations

Balance due on N/P ---- $45,000

Interest exp (1%X45,000) 450

Collection
TTLM from assigned
Development ManualN/RDate: October 12,2013
30150
Less: Interest expense Compiled by: KH,450Acct department
Remaining amount to settle

Principal amount of N/P 297000

Axum poly technique college
Training, Teaching and Learning Materials

2nd month
Computations:

Balance due on N/P (45,000-30150) = 15300

Interested exp (1%X15300) 153

Amount collected from assigned receivables 17000

Interest expense 153
Full settlement of notes payable 15453
Notes payable –Finco Inc 15300
Interest expense 153
Cash 15453
This is to record payment to the assignee: Interest expense and full retirement of the loan.

On February 28, year1, the balance of ‘notes payable’ is null, thus, journal entry is required to
covert or transfer balance in ‘assigned accounts receivable’ to account receivable as is show
(T/account)-the remaining balance is $28/50 Hence the last entry would be from the ledger

Accounts receivable ------ 2,850

Assigned accounts receivable 2850

Assigned A/R
Jan 1. 50,000 30150 Jan 31
17000 Feb 28
2850
TTLM Development Manual Date: October 12,2013
Compiled by: KH, Acct department
Axum poly technique college
Training, Teaching and Learning Materials

Notes Receivables Recognition, Valuation And Disposition

Dear learner; you remember that you were introduced more about notes receivables in your
principles of accounting course. The definition, types, valuation and how they are created in a
business firm will not be discussed in this course! Please refer your Principles of Accounting
Courses.

Self Test

1. What is meant by valuation of receivables?

2. Describe a cycle billing system and state its advantage.
3. At what point are trade receivables recorded? Are shipments to consignees recorded as
receivables?
4. What meant by disposition of receivable?
5. Explain the disadvantages of the direct written – off method.

TTLM Development Manual Date: October 12,2013

Compiled by: KH, Acct department