What do we do when a customer will not pay, and how do we allow for likely future losses?
Account for irrecoverable debts and an allowance for doubtful debts at the year end
A simple answer to the N(A)-Level Principles of Accounts outcome on irrecoverable debts. How to write off a debt that will not be paid, how an allowance for doubtful debts works, and how each is shown in the statements.
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What this dot point is asking
SEAB wants you to account for irrecoverable debts (debts that will not be paid) and for an allowance for doubtful debts (likely future losses). This applies the matching principle to selling on credit: the cost of customers not paying should be charged in the same period as the sales. The central insight is the difference between a definite loss (write off the whole debt now) and a possible loss (set aside an allowance against receivables).
The answer
Irrecoverable debts
An irrecoverable debt (sometimes called a bad debt) is one the business is sure it will not collect, for example because the customer has gone out of business. It is written off:
- Debit Irrecoverable debts (an expense).
- Credit the customer's account (the receivable is removed).
This reduces profit and removes the worthless receivable.
Allowance for doubtful debts
Even among debts still expected to be paid, experience says some will not be. To match this likely loss to the period of the sales, a business creates an allowance for doubtful debts, usually a percentage of remaining receivables:
- Debit Allowance for doubtful debts (an expense, for the increase).
- Credit the allowance account.
The allowance does not remove any specific customer; it is an estimate held against receivables as a whole.
Showing them in the statements
| Item | Income statement | Statement of financial position |
|---|---|---|
| Irrecoverable debts | Expense | Receivables already reduced |
| Allowance for doubtful debts | Expense (the change only) | Deducted from receivables to give net receivables |
Net trade receivables receivables allowance for doubtful debts.
Examples in context
Example 1. A customer goes bankrupt. A wholesaler is told that a customer owing \2,000$ has gone bankrupt and cannot pay. The debt is written off at once as irrecoverable, charging profit with the loss and removing the receivable. This is a definite, identified loss, which is why the whole amount is removed against that named customer rather than estimated.
Example 2. Allowing for the unknown. A shop with many credit customers cannot say which ones will default, but past experience shows about never pay. By creating an allowance, the shop matches that expected loss to the year of the sales rather than waiting for each bad debt to appear. This keeps profit realistic and stops receivables from looking worth more than they really are.
Try this
Q1. State the double entry to write off an irrecoverable debt of \250$. [2 marks]
- Cue. Debit Irrecoverable debts \250\.
Q2. Receivables after write-offs are \30,0002%$. Calculate the allowance and net receivables. [2 marks]
- Cue. Allowance = 2\% \times 30\,000 = \600= 30,000 - 600 = \.
Q3. Explain the difference between an irrecoverable debt and an allowance for doubtful debts. [2 marks]
- Cue. An irrecoverable debt is a definite loss written off against a named customer; an allowance is an estimate of possible future losses deducted from receivables as a whole.
Exam-style practice questions
Practice questions written in the style of SEAB exam questions on this dot point, with worked answer explainers. The year tag is the paper they imitate, not the source.
Original5 marksA customer who owes \400$ has gone out of business and will not pay. (a) Give the double entry to write off the debt. (b) State the effect on profit and on trade receivables.Show worked answer →
(a) Write off the debt by debiting an expense and removing the receivable:
- Debit Irrecoverable debts \400\.
(b) Profit falls by \400\, because the customer's balance is removed.
What markers reward: the correct double entry (debit irrecoverable debts, credit the customer), and stating that profit and receivables both fall by \400$.
Original6 marksAt the year end, trade receivables are \20\,0005\%$. (a) Calculate the allowance. (b) Give the double entry. (c) State the net receivables shown in the statement of financial position.Show worked answer →
(a) Allowance = 5\% \times 20\,000 = \1,000$.
(b) Create the allowance by debiting an expense and crediting the allowance account:
- Debit Allowance for doubtful debts (expense) \1,000\.
(c) Net trade receivables = 20\,000 - 1\,000 = \19,000$, shown in the statement of financial position (receivables less the allowance).
What markers reward: the \1,000\.
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