JAMB UTME - Principles of Accounts - 2025

Maelezo ya Majibu

The asset cost \( \text{#}60{,}000 \) and is depreciated at \( 10\% \) of cost per year (straight-line method), so the annual depreciation charge is:

The asset was bought on 1 January 1997 and sold on 30 June 2001. Counting the full years 1997, 1998, 1999 and 2000, plus the half year from January to June 2001, gives a total useful life to the point of sale of \( 4.5 \) years.

The net book value at the date of sale is \( \text{#}60{,}000 - \text{#}27{,}000 = \text{#}33{,}000 \). Since the asset was sold for only \( \text{#}16{,}000 \), which is less than its net book value, the difference is a loss on disposal:

A profit would only arise if the sale proceeds exceeded the net book value; here proceeds are well below it, confirming a loss rather than a profit, and the figure of \( \text{#}16{,}000 \) alone is simply the sale proceeds, not the loss.

Examination reminder: always calculate accumulated depreciation for the exact number of years and part-years the asset was actually held before comparing net book value with sale proceeds.

Maelezo ya Majibu

The imprest system fixes petty cash at a set amount, here \( \text{#}4{,}000 \). At the start of December, \( \text{#}517 \) remained in hand, and the cashier was reimbursed \( \text{#}3{,}483 \) to restore the float back to the full imprest amount: \( \text{#}517 + \text{#}3{,}483 = \text{#}4{,}000 \).

During the month, the following payments were made out of petty cash:

The personal (ledger) column in an analysed petty cash book is reserved for payments made to, or received from, a named individual or business whose account is kept in the sales or purchases ledger, rather than for a general expense heading such as stationery, postage, or wages.

Of the seven transactions listed, only the payment to J. Thomas, a creditor, involves a personal account. This \( \text{#}536 \) payment reduces the amount owed to J. Thomas and must be posted to his individual account in the purchases ledger, in addition to being recorded in the petty cash book itself. Notebooks, wages, postage stamps, and envelopes are all impersonal expense items posted to their respective nominal ledger expense accounts, not to a personal account.

Examination reminder: the giveaway for a personal-ledger posting is a named individual or trader in the transaction description; expense words like "wages," "postage," or "stationery" signal a nominal account instead.

Maelezo ya Majibu

When a business is overdrawn at the bank, its cash book bank column shows a credit balance, because the bank column is being treated as a liability rather than an asset. Bank reconciliation then explains the difference between this cash book overdraft figure and the overdraft shown on the bank statement.

An uncredited cheque is a cheque the business has already paid into the bank and recorded in its own cash book (which reduces the recorded overdraft), but which the bank has not yet processed and added to the account. Because the bank has not yet acted on it, the bank statement still shows a larger overdraft than the cash book does, by exactly the value of that cheque.

To move from the cash book (credit/overdraft) balance to the bank statement balance, this timing gap has to be added back: the cash book overdraft understates what the bank statement currently shows, so the amount of the uncredited cheque is added to the cash book balance to arrive at the bank statement figure.

Deducting the uncredited cheques from the cash book, or adding them straight to the bank statement figure without first starting from the cash book, would give the wrong reconciled amount, because it reverses the direction of the timing difference.

Examination reminder: when the cash book shows an overdraft, work out whether an item makes the bank statement's overdraft larger or smaller than the cash book's, and adjust in that direction rather than relying on the rule memorised for a favourable (debit) cash book balance.

Maelezo ya Majibu

When a company issues new shares to the public, the process moves through several distinct stages, each with its own name.

Application is the stage at which members of the public who wish to buy shares submit their application forms together with the application money to the company. Allotment is the next stage, in which the company's directors decide how many shares each successful applicant will actually receive and formally distributes those shares to them; it is at this point that the applicant legally becomes a shareholder. Allocation and apportionment are general terms for sharing something out, such as apportioning costs or allocating resources, but neither is the specific technical term used in company law for distributing shares to successful applicants.

Because it names the precise stage at which shares are formally given to those whose applications succeed, the correct term is allotment.

Examination tip: keep application (requesting shares) and allotment (receiving shares) in the correct order; allotment always follows application and is the point at which shareholder status begins.

Maelezo ya Majibu

An overdraft means the bank balance is negative from the business's point of view: the business owes the bank GH¢190,000. When a debtor pays money directly into the bank account, that receipt reduces the amount owed to the bank.

Treating the overdraft as a negative balance and adding the deposit gives the new position:

Because the result is positive, the account now holds GH¢210,000 in the business's favour rather than being overdrawn. The deposit of GH¢400,000 was large enough not only to clear the GH¢190,000 owed to the bank but to leave a surplus of GH¢210,000 in the account.

A common mistake is to add the two figures together as if both were on the same side (giving GH¢590,000 overdrawn), forgetting that an overdraft is a liability that a deposit first cancels out before any surplus can build up. Always convert the overdraft to a negative figure before combining it with new deposits.

Maelezo ya Majibu

In a cash book, the total income for the month is the sum of all cash received during the period, excluding the opening balance brought forward. The balance brought forward (balance b/f) represents cash carried over from the previous period and is not income earned in the current month.

From the cash book of Ibusah for February 2019, the receipts (debit) side includes:

• An opening balance brought forward from the previous month
• Income items received during February, such as commission received and cash received from debtors (e.g. Ojah)

A common error is to add the opening balance to the income items. The total of the entire debit side of the cash book (including the opening balance) comes to D 478,300, but this figure represents total receipts, not total income. Total income counts only the money actually earned or received as revenue during February.

Adding only the income transactions recorded during the month gives:

\[ \text{Total income} = \text{Sum of all income items (excluding balance b/f)} = \text{D } 278{,}000 \]

The figure D 154,800 is the total of the payments (credit) side of the cash book, which represents total expenditure, not income. The figure D 180,000 represents only one of the individual income items (commission received), not the full total.

When working with cash book questions, always distinguish between the balance brought forward (which is a carried-over asset, not current income) and the actual income transactions of the period.

Maelezo ya Majibu

A self-balancing account is one that is designed to balance on its own, independent of the rest of the ledger system, by recording, in total, the same entries that are also posted individually elsewhere. The control account is the classic example: the Sales Ledger Control Account, for instance, is debited and credited with the totals of all transactions affecting debtors (total credit sales, total cash received, total discount allowed, and so on), taken straight from the books of original entry, so it can be balanced entirely on its own and its balance checked against the sum of the individual debtor balances in the sales ledger.

A creditors account or a debtors account, taken individually, is simply one person's account within a subsidiary ledger; it does not balance itself independently in the way a control account does, since it exists as part of a wider ledger that is reconciled through the control account. A suspense account is a temporary account opened only when a trial balance fails to balance, holding the difference until the underlying errors are found and corrected; it is not a permanent self-balancing device.

Examination reminder: "self-balancing" is the specific technical description of a control account; do not confuse it with the general act of any account eventually having a balancing figure.

Maelezo ya Majibu

The imprest system fixes petty cash at a set amount, here \( \text{#}4{,}000 \). At the start of December, \( \text{#}517 \) remained in hand, and the cashier was reimbursed \( \text{#}3{,}483 \) to restore the float back to the full imprest amount: \( \text{#}517 + \text{#}3{,}483 = \text{#}4{,}000 \).

During the month, the following payments were made out of petty cash:

Under the imprest system, the amount reimbursed at the end of the period is always exactly equal to the total spent during that period, because reimbursement restores the float back up to the fixed imprest amount. Adding all the payments made during the month gives:

This total, \( \text{#}3{,}728 \), is the amount that must be reimbursed at the end of the month, since it is precisely what has been drawn down from the \( \text{#}4{,}000 \) float. Reimbursing this figure brings the imprest back to \( \text{#}4{,}000 \) ready for the following month.

Examination reminder: in an imprest system, always sum every payment made during the period; that total, not the opening balance or the earlier mid-month top-up, is what gets reimbursed at period end.

Maelezo ya Majibu

A receipts and payments account is prepared by non-trading organisations (clubs, societies, associations) as a summary of the actual cash and bank transactions recorded in the cash book for the year. It opens with the cash/bank balance at the start of the period, lists every amount actually received on one side and every amount actually paid out on the other, and closes with the balance carried forward.

Because it is a pure summary of cash movements, it records every receipt and payment exactly as cash changed hands, regardless of whether that item relates to running the organisation day to day (revenue in nature) or to buying or selling a long-term asset (capital in nature). A payment for a new building, furniture, or equipment therefore appears in the receipts and payments account on the payments side just like a payment for stationery or refreshments, because both involved cash actually moving. This is what distinguishes it from the income and expenditure account, which excludes capital items and only reports revenue income and expenditure matched to the period they relate to.

Debtors, creditors, and prepayments, by contrast, are accrual-accounting concepts: they represent amounts owed or paid in advance that have not yet resulted in a cash movement. A receipts and payments account, being cash-based, does not disclose any of these because it only records money that has actually been received or paid.

Examination reminder: the receipts and payments account is a cash-basis summary, so it captures capital items but never debtors, creditors, or prepayments, which only appear once accrual adjustments are made in the income and expenditure account and balance sheet.

Maelezo ya Majibu

The asset cost \( \text{#}60{,}000 \) and is depreciated at \( 10\% \) of cost per year (straight-line method), so the annual depreciation charge is:

The asset was bought on 1 January 1997 and sold on 30 June 2001. Counting the full years 1997, 1998, 1999 and 2000, plus the half year from January to June 2001, gives a total useful life to the point of sale of \( 4.5 \) years.

The net book value (also called carrying amount) of a fixed asset is its cost less the depreciation accumulated up to the date of disposal:

This is the figure that would have appeared in the asset account (or the balance sheet) immediately before the sale was recorded. It is distinct from the sale proceeds of \( \text{#}16{,}000 \), and from the resulting loss on disposal of \( \text{#}17{,}000 \), which is simply the difference between the net book value and the proceeds.

Examination reminder: net book value depends only on cost and accumulated depreciation up to the disposal date; it has nothing to do with what the asset is eventually sold for.

Maelezo ya Majibu

The imprest system is a method of controlling petty cash: a cashier is given a fixed float (the imprest amount) and reimbursed at the end of each period for exactly what was spent, restoring the float to its original level.

Its main advantage is that it provides a convenient, controlled way of meeting small, routine items of expenditure, such as stationery, postage, or minor travel costs, without going through the full cheque or bank payment process for every tiny transaction, while still keeping records tight because reimbursement is only made against vouchers for actual spending.

The imprest system has nothing to do with making high profits, since it is a cash-control mechanism rather than a source of income; it is not designed to reward the person holding the float, since any cash held is business money, not personal remuneration; and it does not, by itself, make the preparation of final accounts easier, since petty cash is only one small part of the overall accounting records.

When a question asks about the purpose or advantage of the imprest system, think "control over small cash expenses," since that is the concept being tested.

Maelezo ya Majibu

Production cost (also called cost of production or factory cost) is the total amount spent to manufacture finished goods. It is calculated using a manufacturing account and includes three main components: raw materials consumed, direct labour, and factory overheads, adjusted for any changes in work in progress.

The formula is:

\[\text{Production Cost} = \text{Prime Cost} + \text{Factory Overheads} + \text{Opening WIP} - \text{Closing WIP}\]

where:

• Prime Cost = Direct Materials Consumed + Direct Wages + Direct Expenses
• Direct Materials Consumed = Opening Stock of Raw Materials + Purchases of Raw Materials - Closing Stock of Raw Materials
• Factory Overheads = all indirect manufacturing costs such as factory rent, power, depreciation of factory equipment, indirect wages, and indirect materials
• Work in Progress (WIP) = goods that are partially completed at the start or end of the period

To solve the question, extract each figure from the data table and apply them in order:

1. Calculate raw materials consumed from the opening stock, purchases, and closing stock of raw materials.
2. Add direct wages and any direct expenses to get the prime cost.
3. Add all factory overheads to the prime cost.
4. Add the opening work in progress and subtract the closing work in progress.

Applying this method to the figures provided in the question yields a production cost of #55,800.

Common errors that produce incorrect totals include forgetting to deduct the closing stock of raw materials (which overstates materials consumed), accidentally including administrative or selling expenses (which are not part of production cost), or omitting the work in progress adjustment. Administrative salaries, office rent, and distribution costs belong in the profit and loss account, not the manufacturing account.

When answering production cost questions, always distinguish between factory-level costs (which form production cost) and non-factory costs (which do not). Only costs incurred up to the point where goods leave the factory floor are included.

Maelezo ya Majibu

The debtors ledger (also called the sales ledger) contains the individual accounts of customers who owe the business money for goods bought on credit. Entries in this ledger must originate from documents that record credit sales transactions.

A sales invoice is issued by the business to a customer at the point a credit sale is made, and it states what the customer owes; this is the primary source document used to post amounts owed into the customer's individual account in the debtors ledger. Suppliers' invoices, by contrast, are received from suppliers when the business itself buys on credit, and they are posted to the creditors (purchases) ledger, not the debtors ledger. Payment vouchers evidence cash payments made by the business, and returns outward notes record goods the business sends back to its own suppliers, both of these relate to purchases and payments, not to sales made to customers.

Because it is the document that evidences the credit sale creating the debt in the first place, the sales invoice is the primary source of entry into the debtors ledger.

Examination tip: match each source document to the ledger it feeds; sales invoices and credit notes to customers feed the debtors ledger, while suppliers' invoices and returns outward notes feed the creditors ledger.

Maelezo ya Majibu

General-purpose computers are traditionally classified according to how they process data, into three major types:

• Analog computers, which process continuously varying physical quantities (such as voltage, temperature, or pressure) rather than discrete numbers.
• Digital computers, which process data represented as discrete binary digits (0s and 1s); this is the type used in almost all modern desktops, laptops, and mobile devices.
• Hybrid computers, which combine both analog and digital processing techniques, commonly used in specialised scientific and medical equipment.

This three-way classification, based on the mode of data processing, is the standard one taught at this level, so the correct number of major types is three, not four, five, or six.

Examination reminder: keep this classification (analog, digital, hybrid) separate from a classification by size or capacity (supercomputer, mainframe, minicomputer, microcomputer), which is a different, size-based scheme with its own number of categories.

Maelezo ya Majibu

Revenue expenditure is spending incurred to keep a business running on a day-to-day basis, benefiting only the current accounting period, and is charged in full to the profit and loss account as an expense. Capital expenditure, by contrast, is spending that acquires or improves a long-term (fixed) asset, providing benefit over several years, and is added to the cost of the asset in the balance sheet rather than expensed immediately.

Buying fuel for a vehicle is a routine running cost: the fuel is consumed almost immediately in the ordinary course of using the vehicle, and it does not add any lasting value to the vehicle itself. This makes it revenue expenditure.

The remaining items all involve acquiring or upgrading a long-term asset. Purchasing a new engine improves and extends the useful life of the existing vehicle rather than merely maintaining it, so it is capital expenditure. Constructing an office wall creates a lasting structural improvement, and purchasing a plant acquires a fixed asset outright; both are capital expenditure.

Examination reminder: ask whether the spending merely keeps an existing asset running for now (revenue expenditure) or adds a new asset, or lasting improvement to one, that will benefit future periods (capital expenditure).

Maelezo ya Majibu

This question tests the ability to identify and sum up income items in a Receipts and Payments Account of a non-profit organisation (such as a club or society).

A Receipts and Payments Account is a summary of all cash and bank transactions during a period. The receipts (debit) side lists all money coming in, and the payments (credit) side lists all money going out. However, not every item on the receipts side counts as income.

To find the total income received for the year, you must include only those receipt items that represent revenue or income earned during the year. These typically include:

• Subscriptions received
• Entrance fees
• Donations received
• Hall hire or rental income
• Proceeds from fundraising activities

You must exclude the following from total income:

• Opening balance (balance brought forward from the previous year) - this is not income; it is simply the cash or bank balance the organisation started the year with
• Capital receipts such as proceeds from sale of fixed assets or investments, and loans received - these are not revenue income

By adding together all the income items on the receipts side of the account (excluding the opening balance and any capital receipts), the total income received for the year amounts to #2,640.

Exam tip: When asked for "total income received," always exclude the opening cash/bank balance brought forward. The opening balance represents funds already held, not income earned during the current period.

Maelezo ya Majibu

Several public-finance terms describe how money is planned, released, or held for government or organisational spending, and it is important to distinguish them from one another.

A budget is a financial plan of action, expressed in monetary terms, that sets out expected income and planned expenditure for a future period, usually a financial year. It is the master document from which spending authority is derived. A warrant is an authorisation, issued after the budget is approved, permitting a specific amount to actually be spent or withdrawn from public funds; it releases money rather than planning it. The consolidated fund is the main account into which government revenues are paid and from which authorised expenditure is drawn, it is a fund, not a plan. Imprest is a fixed sum of cash advanced to an officer for minor, day-to-day expenses, to be accounted for and replenished periodically; it is a method of controlling petty spending, not a plan expressed for the whole organisation.

Because it is the document that sets out a plan of action in monetary terms before any spending happens, the correct description is a budget.

Examination tip: a budget plans spending in advance, while a warrant authorises money to actually be released against that plan; do not confuse the planning stage with the release stage.

Maelezo ya Majibu

When goods are transferred internally from one department of a business to another, the transaction is recorded in the departmental accounts using ordinary double-entry logic, treating the transfer rather like an internal sale from one department to the other.

The department that gives up the goods has, in effect, "sold" them internally, so its account is credited with the value of the goods transferred, reducing what that department is holding. The department that now has the goods has, in effect, "bought" them internally, so its account is debited with the same value, increasing what that department is holding. This keeps each department's trading account showing the correct cost of goods actually available for it to sell to customers.

Recording the transfer the other way round, debiting the giving department and crediting the receiving department, would overstate the cost of goods handled by the department that gave the goods away and understate the cost for the department that actually received them, distorting each department's individually calculated gross profit.

Whenever goods move between departments, treat it like a mini sale: debit the department receiving the goods and credit the department giving them up.

Maelezo ya Majibu

A three-column cash book has three money columns on each side: one for discount, one for cash, and one for bank. This structure allows a business to record cash receipts and payments, bank receipts and payments, and any discount allowed or received, all within the same book, on the same line as the underlying transaction.

Because discounts are recorded in their own dedicated column alongside the cash and bank entries, the three-column cash book is the correct book for transactions that involve both a receipt or payment and an associated discount. A two-column cash book only has cash and bank columns, with no discount column, so discounts cannot be recorded there. An analytical cash book analyses payments or receipts across different expense or income headings rather than tracking discount separately, and a petty cash book is used only for small, day-to-day cash expenses, not for discounts on customer or supplier settlements.

Examination reminder: the presence of a discount column is the defining feature that separates the three-column cash book from the simpler two-column version; look for that column whenever a question mentions discount allowed or discount received.

Maelezo ya Majibu

In manufacturing accounting, the total cost of production is built up from three elements: direct materials, direct labour, and factory overheads. Factory overhead consists of all indirect costs of running the factory, costs that cannot be traced to a specific unit of production but are still necessary to keep the factory operating.

Raw materials consumed and manufacturing wages are direct costs. They can be traced straight to the units produced, raw materials become part of the physical product, and manufacturing wages are paid to workers directly engaged in making it, so both are charged as prime cost rather than overhead. Carriage inwards is the cost of transporting purchased raw materials to the factory; it is added to the cost of the materials themselves, making it part of direct material cost, not overhead.

Depreciation of plant and machinery, however, is an indirect cost. It reflects the wearing out of factory equipment generally, and cannot be linked to any single unit produced, it is incurred simply by running the factory over time. This makes it a classic example of factory overhead, alongside items such as factory rent, indirect factory wages, and factory power.

Examination tip: to identify factory overhead, ask whether a cost can be traced to a specific unit made (direct cost) or is incurred generally to keep the factory running (overhead); depreciation of equipment always falls into the second group.

Maelezo ya Majibu

The Chief Accounting Officer of the federation is the Accountant General. This officer is the senior public accountant responsible for the overall custody, control, and stewardship of the federation's public funds, and for ensuring that accounting records and financial statements of the government are properly maintained and reported.

The Accountant General's duties include maintaining the central accounting records of government receipts and payments, preparing the consolidated financial statements of the federation, advising on accounting policy and procedures across ministries and departments, and ensuring that public funds are accounted for accurately and in line with financial regulations.

This role is distinct from the Auditor General, whose function is to independently examine and audit government accounts after they have been prepared, rather than to prepare or take custody of them; it is also distinct from the Minister of Finance, who is a political office holder responsible for fiscal policy rather than the technical maintenance of accounting records; and it is distinct from a general "Chief Accountant" title, which is not the specific constitutional or statutory office referred to here.

When a question asks who is responsible for the accounting records of the whole federation, as opposed to who audits them or who sets fiscal policy, the answer being tested is the Accountant General.

Maelezo ya Majibu

Expenditure in a business is classified as either capital expenditure or revenue expenditure, and the distinction matters because it determines how an item is treated in the final accounts.

Capital expenditure is money spent to acquire, improve, or extend the earning capacity of fixed assets, items such as land, buildings, machinery, and equipment that will be used in the business over more than one accounting period. Because the benefit lasts for several years, this cost is recorded on the statement of financial position (balance sheet) as an asset and is only gradually charged to profit through depreciation.

Money spent on buying goods for resale is revenue expenditure, since the goods are consumed within the trading cycle and their cost appears in the trading account as cost of sales. The day-to-day cost of running a business, such as rent, wages, and stationery, is also revenue expenditure, charged in full to the profit and loss account of the period in which it is incurred. Extra capital paid in by the proprietor is neither type of expenditure; it is an increase in the owner's investment in the business, recorded in the capital account.

Because it is money used to obtain assets that will generate benefits over several years, capital expenditure is correctly described as money spent on acquiring fixed assets.

Examination tip: ask whether the spending buys something the business will keep and use for years (capital expenditure) or something that is used up within the current trading period (revenue expenditure).

Maelezo ya Majibu

When a fixed asset is disposed of, the profit or loss on disposal is the difference between the disposal proceeds and the asset's net book value (NBV) at the time of disposal, where the net book value is what remains of the original cost after accumulated depreciation has been deducted.

1. Find the net book value at disposal. Since the disposal produced a profit, the proceeds exceeded the net book value by the amount of that profit: \[ \text{NBV} = \text{Disposal proceeds} - \text{Profit on disposal} = \#45{,}000 - \#7{,}500 = \#37{,}500 \]
2. Find the accumulated depreciation by subtracting the net book value from the original cost: \[ \text{Accumulated depreciation} = \text{Cost} - \text{NBV} = \#150{,}000 - \#37{,}500 = \#112{,}500 \]

The accumulated depreciation at the time of disposal was therefore #112,500. A frequent mistake is to subtract the disposal proceeds directly from the cost without first accounting for the profit, which skips the step of finding the true net book value and produces the wrong figure.

Examination reminder: on a disposal question, always establish the net book value first by adjusting the proceeds for the stated profit or loss, then subtract that net book value from the original cost to find accumulated depreciation.

Maelezo ya Majibu

The Debtors (Sales Ledger) Control Account is credited with everything that genuinely reduces the total amount customers owe, based on entries actually posted from the books of original entry during the period. Cash and cheques received from debtors, discounts allowed to them, returns inward, bad debts written off, and bills receivable accepted from debtors in settlement of their accounts are all credit entries, because each one represents debt that has actually been cleared, written off, or converted into another form.

A provision for bad debts is fundamentally different from these items. It is an estimate set aside for debts that might become uncollectible in the future; it is not a transaction that has actually happened to reduce any specific customer's outstanding balance. Because the control account only reflects real transactions that affect the total of individual debtor balances in the sales ledger, a general provision, which is an accounting estimate rather than a posted transaction against any particular debtor, is never entered in it at all. It is instead recorded only in the general (nominal) ledger and shown as a deduction from debtors in the balance sheet.

Examination reminder: a control account total must always be traceable back to real, individually posted transactions in the subsidiary ledger; provisions and estimates, which are not tied to specific customer transactions, never appear in it.

Maelezo ya Majibu

In departmental accounts, shared expenses that cannot be traced to a single department must be apportioned (shared out) between departments on some fair, logical basis that reflects how each department actually causes or benefits from the cost.

Rent is a charge for occupying physical space, so the fairest basis for sharing it out is the amount of floor area each department occupies. A department that takes up more space is naturally responsible for a larger share of the rent, regardless of how much it sells, purchases, or how many staff it employs.

Volume of sales, purchases, and number of personnel are appropriate bases for apportioning other kinds of expenses (for example, selling expenses might follow sales volume, and staff-related costs might follow personnel numbers), but none of these measures how much space a department occupies, so none of them fairly reflects the burden of a rent charge.

When apportioning any shared expense, always match the basis to what actually drives that cost: for rent and similar occupancy costs, that driver is floor area.

Maelezo ya Majibu

A gross profit markup is always calculated as a percentage of cost, not of selling price. This means selling price equals cost plus the markup percentage applied to cost.

Letting the cost of sales be \( C \), the relationship is:

Substituting the given sales figure:

So the cost of sales is D 9,600, and the gross profit on this sale is \( 12{,}000 - 9{,}600 = 2{,}400 \), which checks out as 25% of the D 9,600 cost, confirming the markup was applied correctly.

A common mistake is to calculate 25% of the sales figure directly (giving D 3,000 or D 9,000) as if markup were a margin on selling price. Remember: markup is a percentage of cost, while margin (gross profit percentage on sales) is a percentage of selling price; always check which one a question specifies before dividing or multiplying.

Maelezo ya Majibu

The accounting equation, capital plus liabilities equals assets, defines how the resources of a business and the claims on those resources relate to one another.

Assets are the resources that a business owns and controls, and from which it expects to derive future economic benefit, examples include cash, inventory, buildings, and equipment. Capital represents the owner's claim on the business, the amount the owner has invested and is owed by the business. Liabilities represent outside parties' claims, amounts the business owes to lenders, suppliers, or other creditors. Drawings are amounts of cash or goods the owner withdraws from the business for personal use, and are deducted from capital rather than being a resource the business owns.

Because assets are defined precisely as the resources a business owns and controls, this is the correct classification for such resources.

Examination tip: keep the accounting equation in mind, resources the business owns are assets, while capital and liabilities describe who has a claim on those resources.

Maelezo ya Majibu

The imprest system fixes petty cash at a set amount, here \( \text{#}4{,}000 \). At the start of December, \( \text{#}517 \) remained in hand, and the cashier was reimbursed \( \text{#}3{,}483 \) to restore the float back to the full imprest amount: \( \text{#}517 + \text{#}3{,}483 = \text{#}4{,}000 \).

During the month, the following payments were made out of petty cash:

In an analysed petty cash book, each payment is recorded once in the total column and again in the analysis column that matches its nature. Stationery covers items used for writing and correspondence, which here means the notebooks and the envelopes:

The postage stamps ( \( \text{#}375 + \text{#}210 = \text{#}585 \) ) belong under a separate postage heading rather than stationery, since they are used to send items rather than to write on or contain them. Wages and the payment to the creditor are unrelated categories entirely.

Examination reminder: when a petty cash book asks for spending "on stationery," only include items genuinely used for writing, filing, or packaging correspondence; postage stamps, though often listed nearby, belong to their own analysis column.

Maelezo ya Majibu

This question requires converting a Receipts and Payments Account (which records all cash received and paid during the year, regardless of the period they relate to) into an Income and Expenditure Account (which recognises only income earned and expenses incurred for the current accounting period, 2018).

The critical adjustment here involves subscriptions. The Receipts and Payments Account includes all subscriptions received in cash during 2018, but some of those subscriptions relate to other years:

• Subscriptions received for 2017: #180,000 (an arrear collected in 2018, but it is 2017 income, not 2018)
• Subscriptions received for 2019: #150,000 (an advance collected in 2018, but it is 2019 income, not 2018)

To determine subscriptions income for 2018, subtract both amounts from the total subscriptions shown in the Receipts and Payments Account:

\[ \text{Subscriptions for 2018} = \text{Total subscriptions received} - \#180{,}000 - \#150{,}000 \]

Next, to compute the surplus (excess of income over expenditure) for 2018:

1. Take the adjusted subscription figure for 2018 and add any other revenue income items shown on the receipts side of the account (such as donations, hall rentals, or interest received). Exclude the opening cash balance, since that is an asset, not income.
2. Total all revenue expenditure items shown on the payments side (such as rent, salaries, printing, utilities, refreshments, and other running costs). Exclude the closing cash balance, since that is also an asset, not an expense.
3. Surplus = Total income for 2018 minus Total expenditure for 2018.

Applying this method to the figures in the Receipts and Payments Account:

\[ \text{Surplus} = \text{Total adjusted income for 2018} - \text{Total expenditure for 2018} = \#5{,}235{,}000 \]

The surplus for the year 2018 is therefore #5,235,000.

A common error is to forget the subscription adjustment and simply take the difference between the receipts side total and the payments side total. That approach is wrong because the Receipts and Payments Account always balances (receipts total equals payments total when opening and closing balances are included), and it mixes capital and revenue items. Only an Income and Expenditure Account, with proper period adjustments, reveals the true surplus or deficit.

Maelezo ya Majibu

The double-entry system consists of ledger accounts to which transactions are posted using matching debit and credit entries, and these accounts are eventually closed off (balanced) at the end of a period. The Trading Account, Profit and Loss Account, and Appropriation Account are all genuine ledger accounts within this system: each receives closing entries transferred by double entry from other accounts, and each is itself balanced off.

The Balance Sheet, however, is not an account at all. It is a statement, a list of the balances remaining on the asset, liability, and capital accounts after the trading, profit and loss, and appropriation accounts have been closed off. No transactions are posted to or from the Balance Sheet using debit and credit entries; it simply displays balances that already exist in the ledger. For this reason, it is not part of the double-entry system in the way the other three accounts are.

A useful check: if a document receives its own double-entry postings and is itself balanced off within the ledger, it is part of the double-entry system; if it merely summarises balances already recorded elsewhere, as the Balance Sheet does, it sits outside that system.

Remember this distinction when a question separates "accounts" from "statements": Trading, Profit and Loss, and Appropriation Accounts are accounts; the Balance Sheet is a statement of balances.

Maelezo ya Majibu

Every share has a nominal (face) value stated on its certificate, which is the amount originally set for that share when the company was formed. A company may issue new shares for less than this stated nominal value, and shares sold on those terms are described as being issued at a discount.

Shares sold at exactly their stated nominal value are said to be issued at face value, while shares sold for more than their nominal value are issued at a premium, with the extra amount recorded separately as a share premium. "Cumulative value" is not a recognised term for the price at which shares are issued; cumulative instead describes certain types of preference shares whose unpaid dividends carry forward to future years. Because the question specifically describes shares issued below their nominal value, the correct term is issued at a discount.

Examination reminder: keep the three issue terms distinct by comparing the issue price to the nominal value: below it is at a discount, equal to it is at face value, and above it is at a premium.

Maelezo ya Majibu

In manufacturing accounts, the cost of raw materials consumed represents the total value of raw materials actually used in production during a period. It is calculated using the formula:

\[ \text{Cost of Raw Materials Consumed} = \text{Opening Stock of Raw Materials} + \text{Net Purchases} - \text{Closing Stock of Raw Materials} \]

where Net Purchases equals Purchases of Raw Materials plus any Carriage Inward, minus any Returns Outward on raw materials.

To solve the question:

1. Identify the opening stock of raw materials from the data provided.
2. Add the purchases of raw materials (and carriage inward, if given) to get the total raw materials available for use.
3. Subtract any returns outward on raw materials to arrive at net purchases.
4. Subtract the closing stock of raw materials from the total raw materials available.

Applying this formula to the figures provided in the table yields a cost of raw materials consumed of #43,500.

A common error is to confuse the cost of raw materials consumed with the total purchases figure (ignoring opening and closing stocks), or to add the closing stock instead of subtracting it. Another frequent mistake is to include factory overheads or direct wages in the raw materials figure, which belong to later stages of the manufacturing account.

Exam tip: Always distinguish between raw materials purchased and raw materials consumed. The consumed figure adjusts purchases for changes in raw material inventory (opening and closing stocks) and is the figure that enters the manufacturing cost calculation.

Maelezo ya Majibu

When a partnership is dissolved, all assets are transferred out of their individual accounts into the realisation account, which is used to record the disposal of every asset and the settlement of every liability during the winding-up process.

If a partner takes over an asset personally instead of it being sold to an outside buyer, that partner is, in effect, "buying" the asset from the partnership using part of what is owed to them. The value of the asset taken over is therefore treated as a reduction in what the firm still owes that partner, so it is debited to the partner's capital account (reducing the balance due to them) and credited to the realisation account (because the realisation account is being compensated as if the asset had been sold).

The reverse entries (crediting the capital account and debiting the realisation account) would incorrectly increase what is owed to the partner, which is the opposite of what taking over an asset should do. Debiting and crediting the asset account itself is also wrong here, because the asset has already been transferred out of its own account into the realisation account at the start of dissolution.

Examination reminder: in dissolution accounting, always route asset disposals, including assets taken over by partners, through the realisation account; only cash actually received from a third-party sale is debited to the bank account instead.

Maelezo ya Majibu

Discounts received are cash discounts a business is given by its suppliers for paying amounts owed promptly. Because this discount reduces what the business has to pay for goods already recorded at full price in the Purchases account, it represents a gain to the business, not a trading item.

Gains of this kind are recorded in the Profit and Loss Account, on the credit side, because they increase net profit without arising directly from the buying and selling of goods that the Trading Account measures. The Trading Account is reserved for calculating gross profit from sales, cost of sales, and closing stock, so a financial gain such as a discount received does not belong there.

It is also useful to keep discounts received and discounts allowed separate in your mind: discounts allowed are an expense to the business (debited to the Profit and Loss Account) because they represent an amount forgone from customers, while discounts received are the opposite, an income, so they are credited.

Remember that the discount received account is a gain (credit balance) that is transferred to the credit side of the Profit and Loss Account, never to the trading section of the final accounts.

Maelezo ya Majibu

In government (public sector) accounting, spending from the treasury cannot begin until the relevant authority has been formally granted. The appropriation bill, once passed, becomes the Appropriation Act, which provides the main legal authority for government ministries and departments to spend money on approved programmes for the year.

Because the legislative process of passing the appropriation bill can take time, government business often needs to continue before it is finally approved. A provisional general warrant is the instrument used to authorise limited, temporary spending during this gap, so that essential government activities are not brought to a halt while the bill is still going through the legislature. Once the appropriation bill is passed, it is superseded by the substantive authority to spend under the Act.

The other warrants operate at different stages: a supplementary general warrant authorises additional spending after the main budget has already been approved and found insufficient; a warrant transfer permits moving an already-approved allocation from one budget head to another; and a reserved expenditure warrant relates to spending set aside for specific reserved purposes. None of these apply before the appropriation bill itself has been approved.

Examination reminder: the word "provisional" is the key clue; it signals temporary authority granted in advance of the appropriation bill's approval, distinguishing it from the other warrants, which all assume the main budget is already in force.

Maelezo ya Majibu

The rule that a business should not anticipate profit before it is actually earned is the prudence concept (also called the concept of conservatism). It requires that revenues and profits are recognised only when they are reasonably certain, while potential losses and liabilities are provided for as soon as they are foreseen, even if not yet certain.

Applying prudence prevents a business from overstating its financial position by recording profit on a transaction that has not yet been completed or confirmed, which would mislead anyone relying on the accounts, such as creditors, investors, or tax authorities.

This is different from the going concern concept, which assumes the business will continue operating for the foreseeable future; the consistency concept, which requires the same accounting methods to be used from one period to the next so that results can be compared; and the dual aspect concept, which underpins double-entry bookkeeping by recognising that every transaction has two effects. None of these three concepts is about withholding recognition of unearned profit.

Whenever a question describes caution in recognising gains but full recognition of foreseeable losses, that combination is the hallmark of prudence.

Maelezo ya Majibu

Recording the financial transactions of government, that is, the receipts and payments of ministries, departments, and other public bodies funded from the public purse, is the specific branch of accounting called public sector accounting.

Public sector accounting has its own conventions suited to government activity, such as cash-basis recording, fund accounting, and control against budgeted appropriations, because the goal is accountability for public money rather than measuring business profit.

Cost accounting focuses on determining the cost of producing goods or services within a business for internal decision-making; management accounting focuses on providing information to managers for planning, control, and decision-making generally; financial accounting is the broader discipline of recording and reporting a private entity's financial transactions for external users. None of these three is specifically concerned with recording the transactions of government bodies, which is the defining feature of public sector accounting.

When a question refers to recording transactions of central or local government specifically, public sector accounting is the term being tested, not the more general financial or management accounting labels.

Maelezo ya Majibu

A provision for doubtful debts is an estimate, deducted from total debtors, of the amount of debt that the business expects it will not be able to collect. Because it is only an estimate, the provision is reviewed and adjusted at the end of each accounting period to match current expectations about which debts might go bad.

When the provision needed at the end of a period is smaller than the provision already carried forward from the previous period, the excess is no longer required. This excess is written back, and because it reverses an expense that had previously reduced profit, it increases the profit of the current period. In the profit and loss account, this decrease in the provision is therefore added to gross profit, in the same way as any other item of income, rather than being deducted as an expense.

An increase in the provision for doubtful debts, by comparison, would be treated as an expense and deducted from profit, since it represents a fresh charge against expected bad debts for the period.

Examination tip: treat a rising provision as an expense and a falling provision as income; only the change in the provision, not its full balance, passes through the profit and loss account each period.

Maelezo ya Majibu

In the traditional classification of ledger accounts, every account is grouped as personal, real, or nominal. Personal accounts relate to individuals, firms, or organisations that the business owes money to or is owed money by. Nominal accounts record income and expenses, such as rent, wages, or commission. Real accounts record the tangible assets that a business owns and can physically possess, such as land, buildings, motor vehicles, machinery, and furniture; the golden rule applied to them is "debit what comes in, credit what goes out."

A motor vehicle account, a building account, and a furniture account each represent a physical, tangible asset that the business can see and touch, so each is a real account.

A patent, by contrast, is an intangible asset. It represents a legal right to exclusive use of an invention or process rather than a physical object, so it does not fit the traditional definition of a real account built around tangible property. A patent account is more appropriately treated as representing intangible fixed assets, which are kept separate in classification from the tangible real accounts.

Because it lacks physical substance while the other three accounts represent items the business can physically hold, the patent account is the one that is not a real account.

Examination tip: when a question separates "real" from other assets, check whether the item is physical property (real account) or an intangible legal right, such as a patent, trademark, or goodwill.

Maelezo ya Majibu

A trial balance is prepared by extracting the closing balance of every account in the general ledger and arranging these balances in two columns, one for debit balances and one for credit balances, as at a specific date.

This makes it, in essence, a list of accounting balances taken from the books, drawn up mainly to confirm that total debits equal total credits before the final accounts are prepared. It is not itself an account (it has no debit and credit sides recording individual transactions the way a ledger account does), so calling it "a special account" mischaracterises what it is. It also does not reveal the financial position of a business; that is the role of the balance sheet, which is prepared afterwards using the trial balance as raw material. Finally, it does not show every entry made in the books, only the net closing balance of each account, so individual transactions cannot be traced from it.

Examination reminder: distinguish a trial balance (a list of net balances used as a checking and preparation tool) from an account (which records individual debit and credit entries) and from a balance sheet (which presents the financial position after the trial balance has been used to draw up the final accounts).