🧾Financial Accounting I Unit 6 – Merchandising Transactions

What's This Unit All About?

• Focuses on the unique accounting transactions and processes of merchandising companies
• Merchandising companies purchase and sell inventory as their primary business activity
• Covers the recording of inventory purchases, sales, returns, and discounts
• Introduces the concepts of cost of goods sold and gross profit
• Explores the impact of merchandising transactions on the financial statements
• Emphasizes the importance of accurate inventory tracking and valuation
• Lays the foundation for understanding the income statement of a merchandising company

Key Concepts and Definitions

• Merchandising company: A business that purchases and resells inventory to generate revenue
• Inventory: Goods held for sale in the ordinary course of business
• Cost of goods sold (COGS): The direct costs attributed to the production of the goods sold
  • Includes the cost of materials, direct labor, and allocated overhead
• Gross profit: The difference between net sales and cost of goods sold
  • Represents the profit earned before deducting operating expenses
• Perpetual inventory system: A system that continuously updates inventory records with each purchase and sale
• Periodic inventory system: A system that updates inventory records periodically, typically at the end of an accounting period
• Purchase discounts: Reductions in the purchase price offered by suppliers for early payment
• Sales discounts: Reductions in the selling price offered to customers for early payment

Types of Merchandising Transactions

• Purchases: Transactions involving the acquisition of inventory from suppliers
  • Recorded as an increase in inventory and accounts payable or cash
• Sales: Transactions involving the sale of inventory to customers
  • Recorded as an increase in accounts receivable or cash and a decrease in inventory
• Purchase returns and allowances: Transactions where purchased inventory is returned to the supplier or a price reduction is granted
  • Recorded as a decrease in inventory and accounts payable
• Sales returns and allowances: Transactions where sold inventory is returned by the customer or a price reduction is granted
  • Recorded as a decrease in accounts receivable and sales revenue
• Purchase discounts: Transactions where a discount is taken for early payment to suppliers
  • Recorded as a decrease in accounts payable and an increase in purchase discounts
• Sales discounts: Transactions where a discount is given to customers for early payment
  • Recorded as a decrease in accounts receivable and an increase in sales discounts

Recording Purchases and Sales

• Purchases are recorded as a debit to inventory and a credit to accounts payable or cash
  • If a purchase discount is available, it is not recorded until payment is made
• Sales are recorded as a debit to accounts receivable or cash and a credit to sales revenue
  • Cost of goods sold is recorded as a debit, and inventory is credited
• Under the perpetual inventory system, inventory and cost of goods sold are updated with each purchase and sale
• Under the periodic inventory system, purchases are recorded in a purchases account, and cost of goods sold is determined at the end of the period
• Freight costs are added to the cost of inventory when the terms are FOB shipping point
• Freight costs are expensed as incurred when the terms are FOB destination

Dealing with Returns and Allowances

• Purchase returns and allowances are recorded as a debit to accounts payable and a credit to inventory
  • If a purchase return occurs before payment, it reduces the amount owed to the supplier
• Sales returns and allowances are recorded as a debit to sales returns and allowances and a credit to accounts receivable
  • Cost of goods sold is adjusted by debiting inventory and crediting cost of goods sold
• Returns and allowances are typically recorded in separate contra accounts to maintain the original transaction amounts
• Companies should establish clear policies for accepting returns and granting allowances
• Proper documentation and authorization should be obtained for all returns and allowances

Accounting for Discounts

• Purchase discounts are recorded as a debit to accounts payable and a credit to purchase discounts
  • The discount is taken when payment is made within the discount period
• Sales discounts are recorded as a debit to sales discounts and a credit to accounts receivable
  • The discount is granted when payment is received within the discount period
• Discounts are incentives for early payment and can improve cash flow
• The terms of the discount are typically stated as a percentage and a time period (2/10, n/30)
  • Means a 2% discount is available if paid within 10 days, otherwise the full amount is due in 30 days
• Discounts not taken are effectively an additional cost or reduction in revenue
• Companies should consider the opportunity cost of not taking discounts when making payment decisions

Financial Statement Impact

• Merchandising transactions affect the income statement and balance sheet differently than service companies
• The income statement of a merchandising company includes sales, cost of goods sold, and gross profit
  • Operating expenses are subtracted from gross profit to determine net income
• The balance sheet includes inventory as a current asset
  • Inventory is reported at the lower of cost or market value
• Discounts, returns, and allowances are contra accounts that reduce the related revenue or expense
• Proper accounting for merchandising transactions ensures accurate reporting of financial performance and position
• Errors in inventory valuation or cost of goods sold can have a significant impact on the financial statements
• Comparative analysis of gross profit margins can provide insights into pricing and cost management

Common Mistakes and How to Avoid Them

• Failing to properly track and value inventory
  • Implement robust inventory management systems and conduct regular physical counts
• Incorrectly recording purchases and sales
  • Double-check entries and ensure proper documentation and authorization
• Mishandling returns and allowances
  • Establish clear policies and procedures for processing returns and allowances
• Not taking advantage of purchase discounts
  • Evaluate the cost-benefit of taking discounts and prioritize payments accordingly
• Incorrectly calculating cost of goods sold
  • Use consistent and appropriate inventory costing methods (FIFO, LIFO, weighted average)
• Failing to reconcile inventory and financial records
  • Regularly compare physical inventory counts to accounting records and investigate discrepancies
• Not considering the tax implications of merchandising transactions
  • Consult with tax professionals to ensure compliance with tax regulations and optimize tax strategies