Special Journals Principles of Accounting B.Com Part I www.facebook.com/a4accounting.net
WHAT THE EXAMINER USUALLY ASK? Special Journals: o Purchase Journal. o Purchase Returns & Allowance Journal. o Sales Journal. o Sales Return & Allowance Journal. o Six Column Cash receipt Journal. o Six Column Cash Payment Journal. Control Accounts. Subsidiary Ledger. Schedule of Accounts Receivable. Schedule of Accounts Payable. Page 66
SPECIAL JOURNALS SPECIALIZED JOURNALS Special journals are maintained on monthly basis to know what actual amount is on debtors and creditors. There are six types of special journals. But this syllabus consists of only four types of special journals. Purchase Journal: Purchase Returns & Allowance Journal: Sales Journal: Sales Returns & Allowance Journal: Cash Receipts Journal: Cash Payments Journal: Purchase journal is used to record all the transactions related to the purchase of merchandise on account only. No cash transactions are recorded in purchase journal. Purchase return and allowance journal is used to record all the transactions related merchandise returned to suppliers. Sales journal is used to record all the transactions related to the sale of merchandise on account only. No cash transactions are recorded in sales journal. Sales return and allowance journal is used to record all the transactions related merchandise returned by customers. Cash receipts journal is used to record all the transactions related to the receipts of cash. Cash payments journal is used to record all the transactions related to the payments of cash. CONTROL ACCOUNTS Control accounts are accounts in which the balances are designed to equal the aggregate of the balances on a substantial number of subsidiary accounts. Examples are the sales ledger control account (or total debtors account), in which the balance equals the aggregate of all the individual debtors accounts, the purchase ledger control account (or total creditors account), which performs the same function for creditors. SUBSIDIARY LEDGER Subsidiary ledger is a ledger that gives more detail about one ledger account. For example, the accounts receivable subsidiary ledger contains information on each customer s account balance and gives more information than the total in accounts receivable. The accounts payable subsidiary ledger contains information on each supplier s account balance and gives more information than the total in accounts payable. ILLUSTRATION # 1: (Sales Journal and Sales Return & Allowance Journal) 2001 Regular & Private BIEK The following transactions were completed by Mr. Baig during March 2001: March 2: Sold merchandise on account for Rs.1,350 to Mr. Rizvi. March 9: Sold merchandise on account for Rs.1,750 to Mr. Arain. March 15: Defective merchandise returned by Mr. Rizvi Rs.150. March 18: Sold merchandise on account for Rs.2,000 to Mr. Shaikh. March 19: Inferior merchandise returned by Mr. Arain Rs.200. Page 67
a) Enter the above transactions in the Sales Journal (Page 3) and Sales Return & Allowance Journal (Page 5). b) Post them to each customer s account separately in the accounts receivable subsidiary ledger in self-balancing form. c) Prepare a schedule of accounts receivable. SOLUTION # 1: MR. BAIG SALES JOURNAL FOR THE MONTH OF MARCH 2001 (PAGE # 3) Date Invoice No. Name of Customers P/R Amount 2.March Mr. Rizvi 1,350 9.March Mr. Arain 1,750 18.March Mr. Shaikh 2,000 31.March Accounts receivable Dr. 5,100 Sales Cr. MR. BAIG SALES RETURN AND ALLOWANCE JOURNAL FOR THE MONTH OF MARCH 2001 (PAGE # 5) Date Invoice No. Name of Customers P/R Amount 15.March Mr. Rizvi 150 19.March Mr. Arain 200 31.March Sales return and allowance Dr. 350 Accounts receivable Cr. MR. BAIG SUBSIDIARY LEDGER ACCOUNTS RECEIVABLE FOR THE MONTH OF MARCH 2001 Mr. Rizvi 2.March Sales SJ-3 1,350 1,350 15.March Sales return SRJ-5 150 1,200 Mr. Arain 9.March Sales SJ-3 1,750 1,750 19.March Sales return SRJ-5 200 1,550 Mr. Shaikh 18.March Sales SJ-3 2,000 2,000 Page 68
MR. BAIG SCHEDULE OF ACCOUNTS RECEIVABLE FOR THE MONTH ENDED 31 MARCH 2001 Name of Customers Amount Mr. Rizvi 1,200 Mr. Arain 1,550 Mr. Shaikh 2,000 Total 4,750 ILLUSTRATION # 2: (Purchase Journal & Purchase Return & Allowance Journal) 2004 Regular & Private BIEK Selected transactions completed by Rashid Stores during March 2004 are given below: March 01: Purchased merchandise on account form Mr. Arshad Rs.4,160. March 05: Purchased merchandise on account form Mr. Aslam Rs.6,160. March 08: Purchased store equipment for cash Rs.7,160. March 11: Merchandise returned to Mr. Arshad worth Rs.260. March 15: Purchased merchandise from Al-Abid on account worth Rs.15,160. March 18: Merchandise returned to Al-Abid worth Rs.1,160. March 22: Purchased merchandise for cash Rs.16,000. March 25: Purchased a typewriter for office use on account from Mr. Asif Rs.3,600. March 27: Purchased merchandise on account form Al-Mumtaz Store Rs.10,600. March 31: Returned merchandise to Al-Mumtaz Store worth Rs.1,500. a) Record the above transactions as the case may be in: (i) Purchase Journal (ii) Purchase Return Journal (iii) General Journal b) Total both the special journals on March 31, 2004 and pass the entry on March 31, 2004. c) Post them to each supplier s account separately in the accounts payable subsidiary ledger. SOLUTION # 2: RASHID STORES PURCHASE JOURNAL FOR THE MONTH OF MARCH 2004 Date Invoice No. Name of Suppliers P/R Amount 1.Mar.2004 Mr. Arshad 4,160 5.Mar.2004 Mr. Aslam 6,160 15.Mar.2004 Al-Abid 15,160 27.Mar.2004 Al-Mumtaz Store 10,600 31.Mar.2004 Purchases Dr. 36,080 Accounts payable Cr. RASHID STORES PURCHASE RETURN AND ALLOWANCE JOURNAL FOR THE MONTH OF MARCH 2004 Date Invoice No. Name of Suppliers P/R Amount 11.Mar.2004 Mr. Arshad 260 18.Mar.2004 Al-Abid 1,160 31.Mar.2004 Al-Mumtaz Store 1,500 31.Mar.2004 Accounts payable Dr. 2,920 Purchase returns and allowance Cr. Page 69
RASHID STORES GENERAL JOURNAL FOR THE MONTH OF MARCH 2004 Date Particulars P/R Debit Credit 8.Mar Store equipment 7,160 Cash 7,160 (To record the purchase of equipment for cash) 22.Mar Purchases 16,000 Cash 16,000 (To record the purchase of merchandise for cash) 25.Mar Office equipment 3,600 Accounts payable (Mr. Asif) 3,600 (To record the purchase equipment on account) RASHID STORES SUBSIDIARY LEDGER ACCOUNTS PAYABLE FOR THE MONTH OF MARCH 2004 Mr. Arshad 1.March Purchase 4,160 4,160 11.March Purchase return 260 3,900 Mr. Aslam 5.March Purchase 6,160 6,160 Al Abid 15.March Purchase 15,160 15,160 18.March Purchase return 1,160 14,000 Al Mumtaz Store 27.March Purchase 10,600 10,600 31.March Purchase return 1,500 9,100 ILLUSTRATION # 3: (Cash Payment Journal) 1996 Private UOK Following payments were made by Mr. Aslam for the month of July 1995, credit terms are 3/10, n/30; July 8 Paid Asghar Company invoice due for Rs.1,500 dated July 2, issued cheque no. 234. July 12 Paid freight charges on merchandise purchased Rs.120, issued cheque no. 235. July 15 Paid Feroze Company invoice of Rs.4,500 dates July 8 less returns of Rs.500. Issued cheque no. 236. July 22 Purchased merchandise for cash Rs.2,000 and issued cheque no. 237. July 23 Mr. Aslam withdrew Rs.500 from business. Issued cheque no. 238. (i) Record the transactions for July using cash payments journal. (ii) Foot and rule the journal. Page 70
SOLUTION # 3: Date Cheque No. Account Debited MR. ASLAM CASH PAYMENT JOURNAL FOR THE MONTH OF JULY 1995 Acc. (Cr.) Accounts Payable (Dr.) Purchases (Dr.) Special Journals Other Accounts (Dr.) Bank (Cr.) Purchase Discount (Cr.) 8 July 234 A/P (Asghar Co.) 1,500 1,455 45 12 July 235 Freight charges 120 120 15 July 236 A/P (Feroze Co.) 4,000 3,880 120 22 July 237 Purchases 2,000 2,000 23 July 238 Drawings 500 500 5,500 2,000 620 7,955 165 ILLUSTRATION # 4: (Cash Receipt Journal) 2007 Private UOK The following cash receipts transactions were completed by Sanaullah & Co. during the month of June 2006. June 1. Sanaullah invested Rs.250,000 cash to establish business. June 4. Sold merchandise for cash Rs.30,000. June 8. Collected from Kaif s invoice of June 2, Rs.45,000 less 2% cash discount. June 10. Sold portion of land not needed in business for a total price of Rs.70,000. Consisting of cash Rs.10,000 and notes receivable Rs.60,000. The cost of land was Rs.50,000. June 18. Sold merchandise for cash Rs.12,500. June 20. Sold merchandise for cash Rs.35,000. June 30. Obtained Rs.40,000 loan from bank and issued a note payable in that amount. Record the above transactions in a Six column Cash Receipt Journal. SOLUTION # 4: SANAULLAH COMPANY CASH RECEIPTS JOURNAL FOR THE MONTH OF JUNE 2006 Date Accounts Credited Accounts Debited Cash (Dr.) Sales Discoun Accounts Receivable Sales (Cr.) Other Accounts Title Amount t (Dr.) (Cr.) (Cr.) 1 June Capital 250,000 250,000 4 June Sales 30,000 30,000 8 June A/R 44,100 900 45,000 10 June Land N/R 60,000 10,000 50,000 10 June Gain on land 20,000 18 June Sales 12,500 12,500 20 June Sales 35,000 35,000 30 June Notes payable 40,000 40,000 60,000 421,600 900 45,000 77,500 360,000 Page 71
Practice questions Question # 1: 2006 Regular UOK Selected transactions completed by Jamal Super Store during November 2006 are given below: Nov. 1: Sold merchandise on credit to Zahoor Rs.10,000. Nov. 2: Purchased merchandise from Nadeem for Rs.18,000 terms 2/10, n/30. Nov. 3: Sold merchandise on credit to Adnan Rs.15,000. Nov. 5: Sold old furniture for cash Rs.20,000. Nov. 6: Purchased merchandise on account from Nasim for Rs.16,000. Nov. 7: The defective merchandise was returned by Zahoor costing Rs.1,000. Nov. 8: Returned defective merchandise Rs.1,500 to Nadeem. Nov. 15: The damaged merchandise was returned by Adnan worth Rs.1,500. Nov. 18: Sold merchandise for cash Rs.8,000. Nov. 25: Sold merchandise on credit to Alam Rs.25,000. Nov. 30: The inferior quality merchandise was returned by Alam Rs.2,000. Record the above transactions in the Sales Journal and the Purchases Journal and the other transactions in the General Journal. Question # 2: 2009 Private UOK From the following data: 2009 Customers Rs. Feb. 2 Waqar Bros. 15,000 Feb. 16 Naseem & Sons 20,000 Feb. 28 Nasir & Co. 10,000 2009 Suppliers Rs. Feb. 1 Maroof Traders 35,000 Feb. 14 Qamar Printers 15,000 Feb. 26 Hameed Merchant 5,000 (a) Complete the sales journal (page 22). (b) Complete the purchase journal (page 33). (c) The control accounts. (d) The A/R balance from subsidiary ledgers. Question # 3: 1995 Regular & Private BIEK Selected transactions completed by Kaleem Stores during November 1994 are given below:- November 1: Purchased merchandise on account from Qasim Rs.4,000. November 3: Purchased merchandise on account from Salman Rs.5,000. November 5: Purchased store equipment for cash Rs.6,000. November 7: Merchandise returned to Qasim worth Rs.1,000. November 10: Purchased merchandise on account from Aslam Rs.1,000. November 15: Merchandise returned to Salman worth Rs.800. November 18: Purchased merchandise for cash Rs.4,000. November 22: Purchased store equipment on account from Salim Rs.12,000. November 25: Part of store equipment returned to Salim worth Rs.1,000. November 30: Purchased store equipment on account from Fahim Rs.16,000. Record the above transactions as the case may be in: (i) Purchase Journal (ii) Purchase Return Journal (iii) General Journal Page 72
Question # 4: 1997 Regular & Private BIEK Below are selected transactions of Khalid & Co. April 1: Sold merchandise on account to Mr. Ahmed Rs.4,000. April 4: Sold merchandise on account to Mr. Basit Rs.5,000. April 8: Merchandise returned from Ahmed Rs.1,000. April 10: Sold the old typewriter for cash Rs.500. April 12: Sold merchandise on account to M/S. Mubeen and Khan Rs.2,000. April 16: Merchandise returned from Basit Rs.800. April 19: Sold merchandise for cash Rs.3,000. April 23: Sold merchandise to Mr. Ahmed on account for Rs.6,000. April 30: Returned merchandise from M/S. Mubeen and Khan Rs.700. (a) Record the above transactions as the case may be in: (Ignore the irrelevant transactions). (i) Sales Journal. (ii) Sales Return & Allowance Journal. b) Give the Journal entry to post each total and posting reference. Accounts Receivable control account bears No.2001 Sales account No.3011 and Sales Return and Allowance No.3012. c) Set up Accounts Receivable Control account, Sales Account and sales Return and Allowance account in the General Ledger and an account for each customer in the Accounts Receivable Subsidiary Ledger in self-balancing form. Make postings to the ledger accounts affected giving posting reference. Question # 5: 2000 Regular & Private BIEK Redford Co. entered into the following transactions during April. April 1: Purchased merchandise from Green Co. under credit terms of 2/10, n/30, Rs.6,000. April 5: Purchased office supplies on credit Rs.800. April 8: Purchased merchandise on account from Fair Traders, Rs.12,000. A 20% trade discount is allowed. April 12: Purchased office equipment on account from Eagle Co. Rs.6,500. April 25: Purchased merchandise on credit from Fast Co. Rs.9,800. April 30: Purchased merchandise under credit terms of n/30 from Alfa Co. Rs.15,600. A 10% quantity discount is allowed. a) Record the transactions listed above in a Purchase Journal or a General Journal, as appropriate. b) Foot the Purchase Journal at April 30, and post the total to Purchase and A/Payable in the General Ledger. The number of these accounts 510 and 220, respectively are to be noted under the total of the amount column to indicate the total has been posted to both accounts. Question # 6: 2006 Regular & Private BIEK The following transactions were completed by Wadood & Co. Jan.02.06: Purchased merchandise on account from Mr. Shakeel for Rs.5,000. Jan.09.06: Purchased merchandise on account from Mr. Akbar for Rs.7,000. Jan.10.06: Merchandise returned to Mr. Shakeel worth Rs.1,000. Jan.15.06: Merchandise returned to Mr. Akbar worth Rs.2,000. Jan.16.06: Purchased merchandise on cash from Mr. Arshad Rs.4,000. Jan.20.06: Purchased merchandise from Mr. Shakeel Rs.9,000 on credit. Jan.25.06: Purchased merchandise from Mr. Akbar on account for Rs.5,000. Jan.28.06: Purchased merchandise from Mr. Arshad on account for Rs.6,000. (i) Enter the above transactions in Purchase Journal & Purchase return and Allowances Journal. (ii) Set up accounts payable No.1202 and purchase account No.1101 and purchases return and allowance account No.1102 in the General Ledger. (iii) Prepare accounts payable for each supplier in self-balancing form in subsidiary ledger. Page 73
Question # 7: 2002 Regular BIEK The following are Purchase Journal and Purchase Returns and Allowances Journal of Muzammil and Company for the month of June of the current year. PURCHASE JOURNAL Date Invoice No. Suppliers P/R Amount Rs. June 01 435 Qazi Brothers 12,000 June 04 641 Mehran Traders 16,500 June 14 512 Qazi Brothers 9,400 June 24 672 Mehran Traders 11,600 June 24 215 Dilawar and Sons 7,300 June 30 Purchases Dr. 502 56,800 Accounts payable Cr. 201 PURCHASE RETURN AND ALLOWANCE JOURNAL Date Invoice No. Name of Suppliers P/R Amount Rs. June 09 112 Qazi Brothers 550 June 09 213 Mehran Traders 950 June 20 145 Qazi Brothers 400 June 26 248 Mehran Traders 600 June 27 215 Dilawar and Sons 800 June 30 Accounts payable Dr. 201 3,300 Purchase returns and allowance Cr. 503 Prepare General Journal & Subsidiary Ledger of Accounts Payable and their schedule on June 30. Question # 8: 2007 Regular UOK Zakaullah Company uses multiple column cash payment journal. The cash transactions for the month of September 2007 were as follows: Sep. 01 Purchased equipment for cash Rs.15,000. Sep. 06 Rent expenses paid Rs.10,000. Sep. 08 Paid salesman salaries Rs.6,000. Sep. 10 Paid to Wajid Co. for invoice of Sept. 5, Rs.30,000 less 2%. Sep. 14 Purchased furniture Rs.15,000 and machinery Rs.35,000, for future use in business, paid cash Rs.20,000 and signed a promissory note for the balance of Rs.30,000. Sep. 18 Purchased merchandise for cash Rs.18,000. Sep. 22 Paid Tariq Traders for invoice of Sept. 16 Rs.26,000 less 2%. Sep. 24 Paid for three-year insurance policy Rs.6,000. Sep. 27 Purchased merchandise for Rs.30,000. Paid cash Rs.14,000 & balance amount on credit. Sep. 30 Paid advertising expense Rs.5,000. (i) Record the above transactions in a six-column Cash (ii) Foot and rule the journal. Payment Journal. Question # 9: 1994 Regular & Private UOK Shahzad Company uses multiple column cash receipts journal. The cash transactions during the month of May 1994 were as follows: May 01: Cash sales of merchandise Rs.12,000. May 05: Borrowed Rs.5,000 from bank issuing a 60 day note payable. May 10: Cash received from Saleem Company in full settlement of an invoice for Rs.5,000. The invoice was dated May 2, 1994 and the terms were 2/10, n/30. Page 74
May 14: Sold land originally acquired at a cost of Rs.25,000 for Rs.20,000 cash plus a two year note receivable Rs.8,000. May 20: Cash sales Rs.10,000. May 22: Collected cash from Raheem Company in full settlement of an invoice of Rs.6,000. The invoice was dated April 15, 1994 and the terms were 2/10, n/30. May 24: Sold an old office equipment for Rs.10,000 cash; the original cost was Rs.20,000 and accumulated depreciation was Rs.8,000. May 26: Collected a non interest bearing note Rs.4,000. May 27: Collected cash from Karim Rs.1,950 in full settlement of his account of Rs.2,000. May 30: Cash sales Rs.5,000. (a) Record the above transactions in a Six Column Cash receipts Journal. (b) Foot and rule the journal. Question # 10: October 1: The owner invested cash Rs.100,000 in the business. October 1: Purchased merchandise for cash Rs.40,000. October 2: Purchased merchandise on account Rs.25,000. October 3: Paid rent of the shop for the month Rs.5,000. October 3: Sold merchandise for cash Rs.28,000. October 5: Sold merchandise to Najeebullah Rs.10,000, terms 2/10, n/30. October 7: Rs.2,000 taken away by the proprietor for his personal use. October 9: Purchased merchandise from Afshan Rs.15,000 terms 1/10, n/30. October 12: Purchased supplies for cash Rs.4,000. October 15: paid Rs.24,500 of purchases dated October 2 in final settlement of account. October 18: Received cash from Najeebullah of the sales made on October 5. October 18: Sold merchandise on account Rs.6,500. October 19: Paid invoice of Afshan within the discount period. October 20: Purchased furniture for cash Rs.6,000. October 22: The owner invested additional cash in the business Rs.5,000. October 25: Received Rs.6,300 in full settlement of Rs.6,500. October 26: Paid electricity bill for residence of owner Rs.500. October 31: Sold goods for cash Rs.4,000. Record the transactions in the cash receipts and cash payments journals. Question # 11: August 1: Invested Rs.500,000 in the business. August 2: Purchased merchandise for cash Rs.100,000. August 4: Sold merchandise for cash Rs.50,000. August 5: Purchased merchandise on account from Suleman Sons for Rs.50,000, terms 2/10, n/30. August 7: Purchased office supplies for cash Rs.5,000. August 9: Furniture purchased on cash Rs.20,000. August 10: Sold merchandise on account to Mujahid Bros. for Rs.60,000. August 14: Paid invoice dated 5 th August. August 16: Cash sales Rs.15,000. August 18: Received cash Rs.57,000 from Mujahid Bros. in full settlement of their account. August 20: Paid rent for the month of August Rs.30,000. August 22: The owner withdrew cash Rs.10,000 from the business for personal use. August 25: Paid telephone bill for the residence of the owner Rs.12,000. August 27: Purchased merchandise for cash Rs.45,000. Page 75
August 28: Sold merchandise to Zahid & Co. for Rs.30,000 subject to a 10% trade discount. August 30: Paid salaries Rs.20,000. Record the transactions in the cash receipts and cash payments journals. Question # 12: The following cash transactions of the Dallas Company occurred during the month of June 2003. The company uses both a cash receipts journal and a cash payments journal. June 1: Borrowed Rs.60,000 from the bank by issuing a 12% 60 day note payable. June 2: Purchased merchandise Rs.47,000, cheque No. 271. June 4: Sold merchandise Rs.62,000. June 6: Paid an invoice amounting to Rs.28,000 to Atlas Company, less 2% discount, cheque No. 272. June 7: Collected amount due less 3% discount of an invoice of Rs.29,000 from Backwater Company. June 10: Collected amount due less 3% discount of an invoice of Rs.22,000 from Orient Co. June 12: Paid freight charges Rs.1,000, cheque No. 273. June 14: Paid for advertising Rs.3,000, cheque No. 274. June 15: Paid salaries Rs.12,000, cheque No. 275. June 18: Sold merchandise Rs.33,000. June 19: Paid an invoice amounting to Rs.29,000 to the Tallgrass Company less 2% discount, cheque No. 276. June 20: Collected Rs.26,000 pas due on an invoice from J. Harper. June 23: Purchased merchandise Rs.9,000, cheque No. 277. June 26: Paid a past due invoice to Lincon Rs.32,000. No discount is allowed, cheque No. 278. June 28: Mr. Wallace, the owner of the Dallas Company, withdrew Rs.30,000 for personal use from the business, cheque No. 279. Record the transactions in the cash receipts and cash payments journals. Question # 13: 2009 Regular UOK Raziq Company started business on 1.1.09 with a capital investment of Rs.100,000. On May 31, 2009, its special journals revealed the following information: Purchase Journal (PJ) Rs.15,000 Sales Journal (SJ) Rs.45,000 Columns Cash Receipt Journal (CRJ) Debits Credits Accounts receivable 8,000 Sales 70,000 Capital 100,000 Cash 178,000 Cash Payment Journal (CPJ) Sundry accounts: Salaries expense 6,000 Utility expense 3,000 Accounts payable 4,000 Cash 13,000 (a) Compute the May 31, 2009, balances of the required items stated above. (b) Prepare a trial balance in sequence at May 31, 2009. Page 76