Unit 20 Rectification of Errors PDF

UNIT 20 RECTIFICATION OF ERRORS Structure 20.0 Objectives 20.1 Introduction 20.2 Rectification of Errors 20.2.1 Rectification of One-sided Errors 20.2.2 Rectitication of Two-sided Errors 20.3 Suspense Account and Rectification 20.4 Effect of Reotifying Entries on Profits 20.5...

UNIT 20 RECTIFICATION OF ERRORS Structure 20.0 Objectives 20.1 Introduction 20.2 Rectification of Errors 20.2.1 Rectification of One-sided Errors 20.2.2 Rectitication of Two-sided Errors 20.3 Suspense Account and Rectification 20.4 Effect of Reotifying Entries on Profits 20.5 Let Us Sum Up 20.6 Key Words 20.7 Some Useful Books 20.8 Answers to Check Your Progress - 20.9 ~erminal@estions/Exef~ises 20.0 OBJECTIVES After studying this unit you should be able to: rectify errors before preparing the final accounts explain the use of suspense account prepare the suspense account rectify errors located during subsequent accounting years compute the effect of rectifying errors on profits You know that Trial Balance is prepared to verify the arithmetical accuracy of accounting records. When the Trial Balance does not tally it means there are errors in the books of account. In Unit 11 you learnt about the errors that affect the Trial Balance and also studied the procedure for locating such errors. In the process of rechecking, a number of errors are detected. These errors must be rectified before preparing the final accounts. In this unit you will learn about the method of rectifying various errors and study the effect of the rectification on the profit of the business. You are advised to go through Unit 11 once again and note the errors that are usually committed in the process of recording various transactions in subsidiary books and their postings. 20.2 RECTIFICATION OF ERRORS Any error when located must be rectified. However, the rectification should not be made by overwriting or by striking off the wrong entry. This would destroy the authenticity of the books of account. Hence, the errors should always be corrected by making suitable entries called rectifying entries. For purposes of rectification the errors are divided into two categories: (i) one-sided errors, and (ii) two-sided errors. One-sided Errors :Certain errors affect only one side of an account, el i e r the debit side or the credit side. Such errors are called 'one-sided errors'. Examples of one-sided errors are: i) Rs. 100 received from Deshmukh was posted to his account as Rs. 10. It means Deshmukh's Account has been credited with Rs. 10 instead of Rs. 100 and there is no mistake in the Cash Book. Thus, this error has affected only one side of an account. 67 F i l Accounts-ll ii) The Purchases Book is overcast by Rs. 1,000. This will affect the debit side of Purchases Account where the total of the Purchases Book is posted, and no other account is affected. Two-sided Errors :Certain errors may affect two or more accounts. Such errors are called 'two-sided errors'. Examples of two-sided errors are: i) A credit sale of Rs. 1,080 to Anand was wrongly recorded in the Sales Book for Rs. 1,800. This error will affect two accounts via., Anand's Account and Sales Account. Anand's Account has been debited by Rs. 1,800 instead of Rs. 1,080. The Sales Account has also been credited by an additional amount of Rs. 720 (Rs. 1,800-Rs. 1,08O),Kecause the Sales Book will show a higher total. ii) A sale of Rs. 500 made to Kamal has been posted on the debit side Of Kishore's Account. This error will affect two accounts viz., Kamal's Account and Kishore's Account. An entry of Rs. 500 does not appear on the debit side of Kamal's Account whereas Kishore's Account has been wrongly debited with that amount. 20.2.1 Rectification of One-sided Errors Generally errors are corrected by passing suitable journal entries. You know passing a journal entry means debiting one account and crediting another. But in the case of one-sided error only one account is involved. So it cannot be corrected by passing journal entry. It is rectified by noting the correction on the appropriate side. Take the first example of one-sided error. Deshmukh's Account was credited short by Rs. 90. This will be corrected by an additional entry for RS: 90 on the credit side of his account as follows: Deshmukh's Account Dr. Cr. Rs. from him posted on... By Difference in amount received 90 In the second example of one-sided error, the Purchases Account is debited in excess by Rs. 1,000. This will be corrected by crediting the Purchases Account with Rs. 1,000 as follows: Purchases Account Dr. Cr. Rs. By Overcasting of Purchases Book. for the month o f.. 1,OOO The wrong total in the Purchases Book will be circled with red ink and the correct total entered above or below the circle. The person doing the rectification will also put his initials. Let us take a few more examples of one-sided errors and study how they will be rectified. 1 The Sales Returns Book for the month of June was undercast by Rs. 10 : You *knowthe periodical total of the Sales Returns Book is posted to the debit side of Sales Returns Account. So, a mistake in totalling the Sales Returns Book will affect only the Sales Returns Account. It has been debited short by Rs. 10. So, this error can be corrected by an additional entry for Rs. 10 on the debit side of Sales Returns Account as shown below: Sales Returns Account Dr. Cr. Rs. To Undercasting of Sales Returns Book for the month of June 10 2 A payment of Rs. 1,000 towards interest was posted twice to Interest Account : You Rectification of Errors know when interest is paid it is recorded on the credit side of the Cash Book and posted on the debit side of Interest Account. The error lies in repeating the posting to interest -Account. Thus, it has affected only the Interest Account which now shiiws an excess debit of Rs. 1,000. This will be corrected by crediting the Interest Accounr with Rs. 1,000 as follows: Interest Account Dr. Cr. Rs. By Double posting frpm Cash Book on..... now, rectified 1,oOo 3 A receipt of Rs. 300 towards commission was omitted to be posted : You know receipt of commission is recorded on the debit side of the Cash Book and posted on the credit side of the Commission Account. The error lies in omitting to post. Hence, it has not been credited by Rs. 300. This error can be corrected by making the posting now as shown below: Commission Account Dr. Cr. I I By Omission of posting from Cash Book.... 4 A credit sale for Rs. 1,000 to Tiwari was posted to the credit side of his account : Rs. You know a credit sale is entered in the Sales Book and posted on the debit side of the customer's account from the Sales Book. This error relates to posting on wrong side of Tiwari's Account. His account should have been debited and not credited. To correct this error, we have not only to remove.the wrong credit of Rs. 1,000 from his account but also give a debit of Rs. 1,000 to his account. Hence, the error can be rectified by debiting Tiwari's Account with double the amount i.e. Rs. 2,000 as shown below: Tiwari's Account Dr. Cr. To Posting of sales made to him on credit side on... now rectified.. Check Your Progress-A 1 What do you understand by one-sided error? 2 The following errors have been committed in the books of account. i) Purchase Book was overcast by Rs. 500. ii) Sales Book was undercast by Rs. 600. iii) Payment made to Krishna has not been posted to his account. iv) Rs. 675 received from Rahul was posted to the debit of his account. v)' A total of Rs. 67 in the discount allowed column of the Cash Book was posted to the Discount Allowed Account as Rs. 76. vi) Payment of Rs. 750 towards salaries was posted twice to Salaries Account. 3 You are required to answer the following questions. a) State the name of the account affected by each error. i)............................................................................................................ ii)............................................................................................................ iv)............................................................................................................ vi)............................................................................................................ b) State how you will rectify each error. iv)............................................................................................................ vi)............................................................................................................- -.... 20.2.2 Rectification of Two-sided Errors You have learnt that one-sided errors are corrected by noting the correction on the appropriate side of the account affected by the error. They cannot be rectified by suitable journal entries because only one account was involved. ~ u t the; two-sided errors are mostly rectified by journal entries. It is because such errors affect two or more accounts and in most cases the debit and credit are equally affected. Take the case of first example of two-sided errors given earlier. A credit sale of Rs. 1,080 to Anand was wrongly recorded in the Sales Book as Rs. 1.800. The two accounts affected are: (i) Anand's Account which shows an excess debit of Rs. 720, and (ii) Sales Account which stands credited in excess by Rs. 720. To rectify this error we must credit Anand's Account with RS. 720 and debit the Sales Account with Rs. 720. So, a journal entry can be passed as follows: Rs. Rs. Sales Account Dr. 720 To Anand 720 (Being sales of Rs. 1,080 to Anand wrongly recorded in the Sales Book as Rs. 1,800 now rectified) Tz!tc second example of two-sided errors given earlier. A sale of Rs. 500 made to Kamal was posted to the debit side of Kishore's Account. The two accounts affected are: (i) Kamal's Account which has not been debited by Rs. 500, and (ii) Kishore's Account which has been wrongly debited with Rs. 500. To rectify this error we have to debit Kamal's Account with Rs. 500 and credit Kishore's Account with Rs. 500. So, journal entry for the rectification of this error will be as follows: Rs. Rs. Kamal >r. 500 To Kishore 500 (Being rectification of wrong debit to Kishore for sale made t.amal) Now let us take a few more examples 1 two-sided errors and see how they will be rectified. I Sale of old machinery to Chakraborty for Rs. 600 was wrongly entered in the Sales Book : ~ o u ' k n o wthe correct entry for this transaction would be as follows: Rs. Rs. Chakraborty Dr. 600 To Machinery Account 600  Instead of the above entry, the transaction was recorded as: Rectification of Errors Rs. Rs. Chakraborty Dr. 600 To Sales Account 600 Thus, debit to Chakraborty's Account is correctly given. But it has affected two other accounts: (i) Machinery Account which has not been credited, and (ii) Sales Account which has been wrongly credited. This can be rectified by debiting the Sales Account since it has been wrongly credited, and crediting the Machinery Account which has not been credited. Hence, a rectifying entry can be passed as follows: Rs. Rs. Sales Account Dr. 600 To Machinery Account 600 (Being rectification of wrong credit to sales for the sale of old machinery) 2 A credit sale of Rs. 7,600 to Sharma was recorded in the Sales Book for Rs. 6,700 : It means the entry in the Sales Book has been made with Rs. 900 (Rs. 7,600- Rs. 6,700) short. So, this error has affected two accounts: (i) Sharma's Account which is having a short debit of Rs. 900, and (ii) the Sales Account which is having a short credit of Rs. 900. It can be rectfied by debiting Sharma's Account and crediting Sales Account. The rectifying journal entry will be as follows: Rs. Rs. Sharma Dr. 900 To Sales Account 900 (Being the rectification of a credit sale for Rs. 7,600 wrongly recorded as Rs. 6,700) 3 A credit sale of Rs. 2,000 to Sinha was wrongly passed through the Purchases Book :This should have been recorded in the Sales Book and the correct entry would have been: i Rs. Rs. Sinha Dr. 2,000 To Sales Account 2,000 I Since it was wrongly passed through Purchases Book, the effective entry is: I Purchases Account Dr. as. 2,000 Rs. To Sinha 2,000 1 By comparing the above two entries, you will notice that: i) Sinha's Account which should have been debited with Rs. 2,000, is actually credited with Rs. 2,000. So, to rectify this error in his account, you have to debit Sinha's Account pith double the amount-Rs. 2,000 to cancel the wrong credit and another Rs. 2,000 to give the correct debit. ii) Sales Account has not been credited' with Rs. 2,000. So, to rectify this error, I- the Sales Account should now be credited with Rs. 2,000. iii) Purchases Account has been wrongly debited with Rs. 2,000. So, to rectify this error, the Purchases Account should be credited with Rs. 2,000. After identifying the three accounts involved and nature of correction required in each I account, you can easily make out the rectifying journal entry. This will be as follows: Rs. Rs. Sinha Dr. 4,000. To Purchases Account 2,000 To Sales Account 2,m (Being the rectification for a credit sale wrongly passed through the Purchases Book) - 4 Repairs to machinery amounting to Rs. 400 was wrongly debited to Machinery Account :You know when routine repairs are made, such expenditure is debited to Repairs Account and not to the concerned assets account. So, in this case the debit should have gone to Repairs Account and not to Machinery Account To rectify I  this error, we should now debit the Repairs Account and credit the Machinery Account. Thus, the rectification entry will be: Rs. Rs. Repairs Account Dr. 400 To Machinery Account 400 (Being the rectification of wrong debit to Machinery Account for routine repairs) Illustration 1 How would you rectify the following errors in the books of Kiran & Co.? 1 The Sales Returns Book has been undercast by Rs. 500. 2 The total of the Bills Receivable Book amounting Rs. 4,500 has been posted to the credit of Bills Receivable Account. 3 While posting Purchases Book to the ledger, the personal account of Kumar has been credited with Rs. 221 instead of Rs. 212. 4 Rs. 10,000 paid for the purchase of a TV set for the proprietor is debited to General Expenses Account. 5 An amount of Rs. 1,000 paid by Pran has been credited to the account of Praneet. 6 Goods sold to Inder for Rs. 1,200 have been entered in the Purchases Book. Solution:. 1 This error will be rectified by entering Rs. 500 on the debit side of Sales Returns Account by writing "To Undercasting of Sales Returns Book for the Month of............................. ,Rs. 500". 2 This error will be rectified by entering an amount of Rs. 9,000 on the debit side of Bills Receivable Account by writing "To Wrong posting of the total of Bills Receivable Book on the opposite side............................. , Rs. 9,000".. 3 Kumar's Account has been credited with an excess amount of Rs. 9 (Rs. 221- Rs. 212). This error will be rectified by debiting his account with Rs. 9 by writing "To Difference in amount posted from the Purchases Book on..............................., Rs. 9". 4 The following journal entry is required for rectification: Rs. Rs. Drawings A/c Dr. 10,000 To General Expenses A/c 10,000 (Being rectification of purchase of TV wrongly debited to General Expenses A/ c) 5 The following journal entry is required for rectification: Rs. Rs. Praneet Dr. 1,000 To Pran 1,000 (Being rectification of wrong credit to Praneet for the amount paid. by Pran). 6 The following journal entry is required for rectification: Rs. Rs. Inder Dr. 2,400 To Purchases A/c 1,200 To Sales A/c 1,200 (Being rectifying entry for sale to Inder wrongly entered in the Purchases Book) Illustration 2 How would you rectify the following errors: 1 Rs. 3,000 received from the sale of old machinery has been wrongly posted to Sales Account. 2 Rs. 600, the cost of repairing the machinery has been wrongly charged to Machinery Account. 3 Goods purchased for Rs. 500 from Sanjay has been wrongly debited to Furniture Rectification of Errors Account. 4 A sale of Rs. 600 has b2en wrongly credited to the customer's account. 5 A payment of Rs. 460 on account of rent has been posted twice to the Rent.Account. 6 An item ofRs. 197 has been debited to a personal account as Rs. 179. Solution: 1 The following journal entry is required for rectification: Rs. Rs. Sales A/c Dr. 3,000 To Machinery A/c 3,000 (Being rectifying entry for sale of old machinery credited to Sales A/c) 2 The following jqyrnal entry is required for rectification: Rs. Rs. Repairs A/c Dr. 600 To Machinery A/c 600 (Being rectification of wrong debit to Machinery A/c instead of Repairs A/ c) 3 The following journal entry is required for rectification: Rs. Rs. Purchases A/ c Dr. 50C To Furniture A/c 500 (Being rectifying entry for purchase.. wrongly debited to Furniture A/c) 4 This error will be rectified by debiting the customer's account with Rs. 1,200 (double of Rs. 600) by writing "To Wrong posting from Sales Book on the credit side on............................ , Rs. 1,200". 5 This error will be rectified by entering Rs. 460 on the credit side of the Rent Account by writing "By Double posting from Cash Book on............................. , Rs. 460" 6 The personal A/c has been debited Rs. 18 short (Rs. 197-179). To rectify this error, the personal A/c will be debited with the differesce by writing "To Difference in amount posted on................................, Rs. 18". Check Your Progress-B Following errors have been detected: a) A credit purchase of goods from Chetan amounting to Rs. 15,000 has been wrongly passed through the Sales Book. b) A Sale of an old Typewriter for Rs. 800 was passed through the Sales Book. c) Rs. 700 withdrawn foi personal use has been debited to General Expenses Account. d) A credit sale of Rs. 2,300 to Zatin was omitted from Sales Rook. e) Purchase of a wooden cupboard for Rs. 3,000 has been passed through the Purchases Day Book. You are required to answer the following questions. 1 In case of each error name the accounts affected. a) i)........................................................................................................... Final Accounts-11 ii)....................................................................... !................................... ii)........................................................................................................... 2 In case of each error, write the effect on the accounts involved: ii)............................................................................................................ ii)...................................................................................................... ii).................. 20.3 SUSPENSE ACCOUNT AND RECTIFICATION You have learnt the method of rectifying the errors. This method is used for rectifying the errors located before preparing the final accounts. After the corrections have been made, a revised Trial Balance is prepared which should normally tally. But, if it does not tally, it means there are still some errors which have not been detected. As considerable time and effort have already been spent in locating and rectifying the errors, it may not be possible to wait any longer because it will delay the preparatioil of final accounts. Hence, in such situation the usual practice is to place the difference to Suspense Account and tally the Trial Balance for the time being. If the total of the debit column in the Trial Balance is more than the total of its credit column, the difference is placed to the credit of Suspense Account and the Trial Balance will tally. Similarly, if the credit column total is more than the debit column total, the difference is placed to the debit of Suspense Account. The Suspense Account thus created is shown in the Balance Sheet and is carried forward to the next year Note that the Suspense Account is not the result of any transaction. It merely represents the net effect of errors which still remain undetected. here fore, during the next accounting year, after the errors are located and rectified, the Suspense Account will get closed. Let us now understand how errors will be corrected during the next year. As for the two sided errors, there is no change in the method of rectification. These errors do not affect the agreement of Trial Balance and hence do not involve the Suspense Account. They are rectified by means of the journal entries as usual. This is not the case in respect of one-sided errors. When one-side errors were to be corrected before preparing the Trial Balance we did it by writing an appropriate note in the concerned account. But, when they are to be corrected during the next year i.e., after Suspense Account has been created, the rectification will be through an appropriate journal entry. The one-sided error usually affects only one account. So to pass a journal entry for rectification of such error, we shall now take Suspense Account as the other account involved. For example, Rs. 580 received from Shyam were posted to his account as Rs. 850. It means Shyam's Account is to be debited with Rs. 270. You can now pass the following journal entry to rectify this error: Rs. Rs. Shyam -. Dr. 270 To Suspense Account 270 (Being rectification entry) Thus all errors, whether they are two-sided or one-sided will now be rectified by Rectification of Errors means of journal entries. Let us assume that a businessman could not tally his Trial Balance. The difference of Rs. 1 between the totals of the two columns was put against the Suspense Account on its debit side and the Trial Balance was made to tally temporarily. The Suspense Account was carried forward to the next accounting year. The following errors were then located: 1 An amount of Rs. 99 was omitted to be posted to the credit of a customer's account from the Cash Book. 2 The Sales Book was overcast by Rs. 100. The first error involved the omission of posting to the credit of customers account. So, to rectify this error you will have to credit customer's account with Rs. 99. As the Suspense Account is in existence, the corresponding debit would be given to the Suspense Account. Thus, the journal entry will be: Rs. Rs. Suspense A/c Dr. 99 To Customer's A/c 99 (Being the rectification of omission in posting) The second error refers to Sales Book being overcast by Rs. 100. It means that the Sales Account has been credited with Rs. 100 in excess. To rectify this error, the Sales Account will have to be debited with Rs. 100. The corresponding credit would be given t o Suspense Account. The rectifying entry will be: Rs. Rs. Sales A / c Dr. 100 To Suspense A/c 100 (Being the rectification of overcasting in Sales Book) The Suspense Account, after posting the two rectification entries, would appear as follows: Suspense Account Dr. Cr. T o Difference in Trial Balance To Customer's A / c 1 Rs. L By Sales A / c With the posting of the two rectification entries the Suspense Account got closed. Note that the opening balance in Suspense Account simply shows the net effect of these errors. Sometimes, the balance of Suspense Account is not given. In that case it can be worked out after completing the posting of the rectification entries. Suppose in the above example the amount with which the Suspense Account was opened was not given. Leave the first line blank on both the debit and credit sides of the Suspense Account and post the rectification entries. The difference between the totals of two sides will be considered as the balance with which the Suspense Account was opened. This is based on the assumption that there are no more errors remaining undetected. Look at Illustrations 3 , 4 and 5 and study how errors are rectified when Suspense Account is in existence. Illustration 3 The Trial Balance of Siva did not tally. The credit side exceeded by Rs. 1,455. This amount was entered in the debit column against Suspense Account and the Trial Balance was made to tally. Later, the following errors were discovered. 1 Goods worth Rs. 1.250 were sold to ~ a h e s hon credit. This was entered in the Final ~ccounts-l l 2 Goods worth Rs. 313 were returned by Ahmed. The amount was credited to his account but was not recorded in the Returns Inwards Book. 3 Manoj paid Rs. 670 but his account was wrongly credited with Rs. 607. 4 An amount of Rs. 375 owed by Dinesh was omitted from the schedule of Sundry Debtors. 5 The Sales Book was undercast by Rs. 420. Rectify the errors and show the Suspense Account. Solution: JOURNAL 1 ~ Rs. Rs. I Mahesh Dr. 1,250 To Suspense A/c 1,250 (Being sales to Mahesh not posted) 2 Returns Inwards A / c Dr. To Suspense A / c (Being goods returned not recorded in Returns Inwards Book though credited to personal account) 3 Suspense A/c To Manoj (Being Cash paid by Manoj underposted) Sundry Debtors A / c Dr. 375 To Suspense A/c (Being Dinesh's debit omitted from the list of Sundry Debtors) Suspense A / c Dr. To Sales A/c (Being rectification of overcasting in Sales Book) Suspense Account Dr. Cr. 1 Rs.1 I Rs. To Difference in Trial Balance To Manoj TO sales k / c _ I1 I1 1,455 By Mahesh 63 By Returns Inwards A / c 420 By Sundry Debtors A / c 1 1,250 375 Illustration 4 Kishan, the accountant, found certain errors in the books. He transferred the difference in the Trial Balance to the credit of a Suspense Account. Subsequently, the following errors were discovered. Pass the necessary journal entries to rectify the errors and show the Suspense Account. 1 An amount of Rs. 300 paid as Commission was not posted to Commission Account. 2 Rs. 3,400 paid towards rent was wrongly entered in the Rent A / c as Rs. 4,300. 3 Discount Received column of the Cash Book was undercast by Rs. 100.  JOURNAL R'S. Rs. 1 Commission A/ c Dr. 300 To Suspense A / c 3-00 (Being the omission of posting to commission A/c rectified) 2 Suspense A / c Dr. 900 To Rent A/c 900 (Being excess debit to Rent Account now rectified) 3 Suspense A / c Dr. 100 To Discount Received A / c 100 (Being rectification of undercasting in the diScount received column of the Cash Book) I 4 Suspense A/ c Dr. 1,w To Sales A/c 1,000 (Being the omission of posting to sales account now rectified) Suspense Account Dr. Cr. Rs. Rs. To Rent A/c 900 By Balance b/d 1,700 To Discount Received A / c 100 (balancing figure) To Sales A/c 1,000 By Commission A / c 300. t 2,000 2.000 Illustration 5 Rectify the following errors assuming that a Suspense Account was opened. 1 A purchase made from Anthony & Co. for Rs. 8,000 was not entered in the Purchases Book. 2 An amount of Rs. 500 received from Mr. Roy was credited to Ray's A/c. 3 A sale of Rs. 600 to Gopal was debited to his account as Rs. 6,000. 4 Salaries paid amounting to Rs. 1,000 was wrongly debited to Wages Account. 5 Rs. 450 received on account of interest stands wrongly credited to Commission Account. 6 The total of Returns Outwards Book amounting to Rs. 560 was not posted in the ledger. 7 A credit sale of Rs. 250 to Rakesh was wrongly credited to his Account. 8 A credit sale of Rs. 520 to Madhu debited to him as Rs. 250. 9 A credit purchases from Kailash of Rs. 400 was debited to him. 10 In Cash Book the total.of Discount Allowed column of Rs. 304 has been carried forward as Rs. 403. Final Accounts-I1 Solution: JOURNAL 1 Purchases A / c To Anthony & Co. (Being the omission of credit purchases, now rectified) Dr. 1 Ks 8,000 I Ks. 8,000 2 Kay T o Roy Dr ' 500 500 (Being credit given to Ray's account instead of Roy's account, now rectified) 3 Suspense A / c D.r 5,400 T o Gopal 5,400 (Belng excess debit given to Gopal's A/c, now rectified) Salaries A / c Dr. 1,000 I To Wages A / c (Being debit to Wages A / c instead of Salaries A/c, 1.OOO 5 Dr 450 T o Interest A / c 450 (Belng credit given to Commission A / c ~nsteadof Interest A/c, now rectified) -- 6 Dr. 560 To Returns Outwards A / c 560 (Being the omission of posting total of Returns Outwards Book, now rectified) -- pp-ppp 7 Dr. 500 To Suspense A / c 500 8 (Being wrong credit given to Rakesh, now rectified) Madhu 1 Dr 270 -4 To Suspense A l c 270 9 800 ROO (Being d e b ~ given t to Kailash instead of credit, 10 Suspense A / c Dr 99 T o Discount Allowed A / c 99 ! (Being excesa amount carried forward in Cash Book, now rectified) - -- L - - - Suspense Account Dr. Cr. - R\ T o Copal T o Returns Outwards A / c T o Kailash T o Discount Allowed A / c 6,859 -- Check Your Progress-C The following errors were found in the books of Raghavan. The Trial Balance was out by an excess credit of Rs. 3,720. The difference has been placed to the debit of Suspense Account. a) The discount column of the Cash Book on the debit side has been overcast by Rs. 25. b) A credit sale of Rs. 1,525 to Rajesh has been wrongly posted to the credit of his account. c) The total of the Purchases Returns Book has been overcast by Rs. 605. d) A sum of Rs. 784 received from Nagesh has been posted to his account as Rs. 874. 78  Rectification of Errors Name the account to be debited and the account to be credited tqrectify each error given above. S. No. Account to be debited Account to be credited - 20.4 EFFECT OF RECTIFYING ENTRIES ON PROFITS You have seen that the creation of Suspense Account helps in tallying the Trial Balance and avoiding delay in the preparation of final accounts. The errors still remain to be detected and rectified. So, the Profit and Loss Account prepared from such Trial Balance is subject to the undetected errors. The profit thus arrived at may be less or more than the actual profits. Similarly, when the errors are detected and rectified during the next year, the rectifying entries will have their effect on the profit of the next year. The profit is affected only if the errors involve accounts which usually appear in the Trading and Profit and Loss Account (nominal accounts) and not those which appear in the Balance Sheet (real and personal accounts). Let us understand it with the help of an example. Suppose Rs. 24,000 paid for salaries during 1986 was posted to the Salaries Account as Rs. 20,400. This error has resulted in short debit of Rs. 3,600 to Salaries Account and so the salaries charged to Profit and LASS Account are short by Rs. 3,600. This would overstate the profits of 1986. When this error will be detected in 1987 and the rectifying entry passed, Rs. 3,600 will be ad$ed to salaries of 1987 and so the profit of 1987 will be decreased by Rs. 3,600. Thus, both the errors and the rectifying entries affect the profit. The effect of rectifying entries will be the reverse of the effect of errors. The effect of errors and their rectification on the profits has been presented in a summarised form in Table 20. I. Table 20.1 Effect of Errors and Rectifying Entries on Profits -- Nature of Error in Effect of Rectifying on Profit Entry on Profit Excess debit reduces Increase.. Excess credit increases reduce\ Short debit increases reduc~s Short credit reduces incrcrlses Omission of debit I increases reduces Omission of credit reduces Increases - _1 Look at Illustration 6. It shows rectifying entries and their effect on profits: illustration 6 A businessman finds that he could tally his Trial Balance of 1986 only by opening a Suspense Account. During 1987, he discovered the following errors: 1 The Discount Allowed column of the Cash Book was overcast by Rs. 25. 2 Sale of old machinery amounting to Rs. 550 had been credited to Sales Aic. 3 A Sale of Rs. 780 to Ahmed had been debited to his account as Rs. 870. 4 The total of Bill Payable Book amounting to Rs. 4,000 for the month of June was not posted into the ledger. Final Accounts-I1 Rectify the above errors and prepare the Suspense A!c. Also explain the effect of rectifying errors on the profits of 1987. Solution: JOURNAL - Rs. Rs. 1 Suspense A/c Dr. 25 To Discount Allowed A/c (Being the rectifying entry for overcasting of discount 2 Sales A/c Dr. To Machinery A/c 3 4 I (Being the rectifying entry for sales of Machinery wrongly credited to Sales Account) - Suspense A/c To Ahmed -- Dr. (Belng rectifying entry for excess debit to Ahmed's Account) Suspense A / c - Dr. To Bills Payable A/c (Being the rectifying entry for omission of posting of the total of Bills Pavable Bookl Suspense Account Dr. To Discount Allowed Ajc To Ahmed To Bills Payable A/c - -E 4,000 By Balance b/d (balancing figure) --- 4.1 15 ' - - Effect on Net Profit of 1987 Rectifying Entry Increases Decreases -- - Rs. Credit to Discount Allowed A/c 3 1 No nominal account is involved I - I - No nominal account is involved 1 - - - -- 25 550 Net decrease in Profits 525 - -- - In the above illustration you observed that errors were committed during 1986 and the rectifying entries were passed in the books of 1987. This unnecessarily affected the profits of 1987. In srder that the profits of the year in which rectifying entries are passed is not affected, a new account called Profit and Loss Adjustment Account is opened. Now, all amounts which are to be debited or credited to nominal accounts in the rectifying entries will be debited or credited to the Profit and Loss Adjustment Account. The balance of the Profit and Loss Account is directly adjusted in Capital. The current year's profit will thus The rectifying entries 1 and 2 of Illustration 6 which involve debit and credit to nominal accounts can now be shown as follows: Rs. Suspense A/c Dr. 25. To Profit and Loss Adjustment A/c (Being the rectification of overcasting the discount allowed column) Profit & Loss Adjustment A/c Dr. To Machinery A/ c (Being the rectification for wrong credit given to Sales Account) _____I. I  The Profit and Loss Adjklstment Account wiU be as follows: Rectification of Errors I Profit m d Loss Adjustment Account Dr. Cr. 1 Rs. To,Machinery A! i By Capital A / c (Transfer) 1 25 525 Check Your Progress-D State how the rectification of the following errors will effect the profits. Assume that a Suspense Account has been created. 1 The total of the discount allowed column of the Cash Book, amounting to Rs. 40, had been posted to the credit of Discount Received Account. 2 The total of the Purchases Book has been overcast by Rs. 100. 3 The Returns Outwards Book has been overcast by Rs. 80. 4 Rs. 105 spent on repairs to furniture had been debited to Furniture Account. 5 A cheque for Rs. 100 received from Mohinder; had been recorded in the Cash Book, but it was not posted to Mohinder's Account. 20.5 LET US SUM UP 1 When the Trial Balance does not tally it means there are errors in the books of account. Attempts are made to locate the errors and rectify them. 2 One-sided errors which affect only one account are rectified by means of a suitable note on the relevant side in the concerned account. 3 Two-sided errors, involving two or more accounts, are rectified by means of journal entries. 4 If the Trial Balance does not tally even after the detected errors have been rectified, the difference is put against a Suspense Account to avoid delay in preparing the final accounts. 5 The Suspense Account is carried forward to the next accounting year and as and when the errors are located, they are rectified. 6 When the Suspense Account is in existence, all errors are rectified by means of journal entries. Final Accounts-11 7 When all the errors are rectified, the Suspense Account gets closed. 8 When errors are rectified during the next account year, the rectification entries involving nominal accounts affect the profits of the next year. To avoid such effect,.~rofit'andLoss Adjustment Account can be opened and its balance directly adjusted in capital. 20.6 KEY WORDS One-sided error : An error which affects the debit or credit side of one account only. Profit and Loss Adjustment Account : An account opened for avoiding the effect of rectifying entries in respect of previous year's errors on the profit or loss of the current year. Suspense Account : An account opened to make the Trial Balance tally temporarily. It represents the net effect of undetected one-sided errors. Two-sided errors : An error which involves two or more accounts and both the debit and credit aspects. 20.7 SOME USEFUL BOOKS FrankWood, 1386. Book-keeping and Accounts, Pitman Publishing Limited: London. (Chapter 28) Grewal, T.S. 1987. Double Entry Book-keeping, Sultan Chand & Sons: New Delhi. (Chapter 7) Maheshwari, S.N. 1986. Principles and Practice o f Accountancy, Arya Book Depot: New nelhi. (Chapter 16) Patil, V.A., and Korlahalli, J.S. 1986. Principles and Practice o f ~ook-keeping,R. Chand & Co.: Delhi. (Chapter 15) 20.8 ANSWERS TO CHECK YOUR PROGRESS A2 a) i) Purchases Account ii) Sales Account iii) Krishna's Account iv) Rahul's Account v) Discount Allowed Account vi) Salaries Account b) i) Credit Purchases Account with Rs. 500 ii) Credit Sales Account with Rs. 600 iii) Debit Krishna's Account iv) Credit Rahul's Account with Rs. 1,350 v) Credit Discount Allowed Account with Rs. 9 vi) Credit Salaries Account with Rs. 750 B1 a) i) Chetan's Account ii) Purchases Account iii) Sales Account b) i) Typewriter Account ii) Sales Account c) i) Drawings Account ii) General Expenses Account d) i) Zatin's Account ii) Sales Account e) i) Furniture Account ii) Purchases Account 2 a) i) Chetan's ~ c c o u ndebited t with Rs. 15,000 instead of being credited. ii) Purchases Account not debited with Rs. 15,000 iii) Shles Account credited in excess with Rs. 15,000 b) i) Typewriter - - Account not credited  ii) Sales Account credited in excess Rectification of Errors c) i) Drawings Account not debited ii) General Expenses Account debitt:! i t , eucc.bL , d) i) Zatin's Account not debited ii) Sales Account not credited el i) Furniture Account not debited ii) Purchases Account debited in excess C a) i) Debit Suspense Account ii) Credit Discount Allowed Account b) i) Debit Rajesh's Account ii) Credit Suspense Account c) ;I Debit Purchases Returns Account ii) Credit Suspense Account d) i) Debit Nagesh's Account ii) Credit Suspense Account D 1) Profit will decrease by Rs. 80 because the rectifying entry will involve debiting Rs. 40 to Discount Allowed Ac.count and Rs. 40 to Discount Received Account. 2) Profit will increase by Rs. 100. 3) Profit will decrease by Rs. 80. 4) Profit will decrease by Rs. 105. 5) No effect on profit. The net effect will be a decrease in the Profits by Rs. 165. 20.9 TERMINAL QUESTIONSIEXERCISES Questions 1 What are one-sided errors? Give five examples. Explain the method of rectifying one-sided errors? 2 What are two-sided errors? Give five examples and show how two-sided errors are corrected? 3 What is a Suspense Account? When is it opened? How do you rectify the error when a Suspense Account has already been opened? 4 Does rectification of errors in a subsequent accounting period always affect the trading iesult of the current accounting period? Explain with examples. Exercises 1 Rectify the following errors: a) Goods amounting to Rs. 3,000 sold to Pran, were correctly'entered in the Sales Book, but posted to his account as 30,000. b) The total of the Sales Book for the month was undercast by Rs. 5,000. c) Rs. 6,000 paid lor the cash purchase of furniture was not posted to the Furniture Account. d) A credit purchase of Rs. 9,000 from Arjun was wrongly passed through the Sales Book. 2 Rectify the following errors: a) Rs. 690, the amount of rent paid to the landlord, was debited to his personal account. b) Goods purchased for the personal use of the proprietor, costing Rs. 600, was debited to the Purchases Account. c) Rs. 1,080 paid as wages for construction of a room was debited to the Wages Account. d) Total of Purchases Book of one page was carried forward to the next page as Rs. 876 instead of Rs. 786. e) Discount allowed amounting to Rs. 25 had been credited to Discount Received Account. f) Total of Sales Book of one page was carried forward to the next page as Rs. 872 instead of 782. Find Accounts~ll 3 Rectify the following errors: a) Rs. 700 recovered on account of a bad debt written off earlier, credited to the customer's personal account. b) Goods returned by Murari amounting to Rs. 250 has been entered in the Returns Outwards Book. c) An amount of Rs. 800 withdrawn by the proprietor for his personal use has been debited to General Expenses Account. d) Discount allowed to Kurien amounting to Rs. 47 has not been entered in the discount column of the Cash Book, but it has been posted to the Customer's personal account. e) A cash sale to Ashok for Rs. 690 was recorded in the Cash Book and also in the Sales Book. Postings were made from both the books. f ) The Bank Column on the credit side of the Cash Book was overcast by Rs. 50. 4 Rectify the following errors: a) A credit purchase of goods from Manoj, amounting to Rs. 1,800, has been wrongly passed through the Sales Book. b) A credit sale of Rs. 600 to Anand was posted to his credit. c) The Returns Inwards Journal has been undercast by Rs. 1,800. d) Rs. 1,450 paid as commission was wrongly debited to Interest Account. e) Rent paid for proprietor's residence amounting to Rs.' 2,000 was debited to the Rent Account. f) A credit sale of Rs. 1,400 to Roshan was entered in the Returns Outwards Book. 5 Correct the following errors found in the books of Rohit, whose Trial Balance was out by Rs. 1,746 (excess debit), and the difference posted to a Suspense Account. Also show Suspense Account. a) The Sales Returns Book has been totalled Rs. 54 short. b) The Purchases Book has been totalled Rs. 150 more. c) Goods purchased amounting to Rs. 750 has been posted to the debit of Supplier's (Srinath) Account. d) The Sales Book has been totalled Rs. 150 short. (Answer : Suspense Account gets closed). 6 On taking out a Trial Balance a book-keeper finds an excess credit of Rs. 2,460. Being desirous of closing the books, he places the difference to a Suspense Account, which is carried forward. In the next period, he discovers the following errors. Pass the rectifying entries and prepare the Suspense Account. a) The total of Returns Inwards Book has been totalled Rs. 400 short. b) A sum of Rs. 4,800 written off as depreciation on machinery, has not been posted to the Depreciation Account. c) A discount of Rs. 1,000 allowed to a customer has been posted to his account as Rs. 100. d) The Sales Book was undercast by Rs. 4,000. e) Purchase of Rs. 480 was posted as Rs. 840 in the supplier's account. (Answer : Suspense Account still shows a debit balance of Rs. 1,800) 7 A book-keeper failed to balance his Trial Balance. He places the difference to a newly opened Suspense Account which is carried forward. he following errors were subsequently discovered. Give journal entries to rectify these errors and show the Suspense Account. a) The total of Purchases Day Book had been undercast by Rs. 200... b) Purchase of a Typewriter on credit from Harnath for Rs. 9,600 was entered in the Purchases Book. c) Goods returned by Hari amounting to Rs. 2,000 has been entered in the Returns Outwards Book, however, the posting was done correctly to Hari's Account.  d) A cash sale of Rs. 2,500 to Somnath, correctly entered in the Cash Book was Rectification of Errors posted to the credit of his personal account. e) A cheque received from Mahinder for Rs. 8,160 had been debited in the Cash Book, but the double entry had not been completed. (Answer : Suspense Account was started with a credit balance of Rs. 3,960) 8 The Trial Balance prepared by Dhanraj did not tally and the difference was transferred t o a Suspense Account. Subsequently, the following errors were found. Rectify the errors and show the Suspense Account. Also explain the effect of rectifying entries on the profits. a) A sale of Rs. 1,600 to Kamalnath was posted to Karunanath. b) Insurance paid amounting to Rs. 250 was posted twice. c) A sale of Rs. 1,500 for old machinery was passed through the Sales Book. d) A Purchase of Rs. 600 from Kamesh was not passed through the books. e) Rs. 80, the debit balance on Commission Account was omitted from the Trial Balance. f ) The Purchases Returns Book was undercast by Rs. 700. (Answer : Suspense Account was started with a credit balance of Rs. 870; Profit will decrease by Rs. 1,230). I Note : These questions will kelp you t o understand the unit better. Try to write 1 I answers for them. But d o not submit your answers to the University for assessment. These are for your practice only. - I I - - NOTES