When managing business finances, it’s crucial to properly account for any returns you make to suppliers. Whether the products received were defective, incorrect, or simply not needed, recording a purchase return is an essential part of maintaining accurate financial records. Purchase returns reduce your liabilities and inventory, impacting both your balance sheet and income statement. Knowing how to create a journal entry for purchase returns will ensure your financial statements reflect the true financial status of your business.
In this article, we will walk you through the steps to create a purchase return journal entry, explain the accounting treatment, and provide examples to illustrate the process.
Understanding Purchase Returns
A purchase return occurs when a buyer returns goods that were purchased on credit or with cash. In accounting, this return decreases the total amount payable to the supplier and also reduces inventory, making it essential to record both aspects correctly. There are typically two main scenarios where purchase returns are recorded:
- Credit Purchase Return: Goods purchased on credit are returned to the supplier.
- Cash Purchase Return: Goods purchased with cash are returned to the supplier.
For each scenario, creating a proper journal entry is key to ensuring that both inventory and payable accounts are correctly adjusted. The purchase return entry typically affects the following accounts:
- Accounts Payable (or Cash): This liability account is reduced since you no longer owe the supplier for the returned goods.
- Inventory: This asset account is reduced to reflect the decrease in stock from the return.
- Purchase Returns (or Purchase Return and Allowances): This is a contra-expense account, which offsets purchase expenses and reduces the cost of goods purchased.
Steps to Create a Purchase Return Journal Entry
When creating a purchase return journal,perform these steps:
1. Determine the Value of the Return
The first step is to determine the value of the returned goods. This includes any additional charges such as transportation costs (if applicable) or taxes that were part of the original purchase.
2. Identify the Accounts Affected
As mentioned earlier, the accounts involved in the journal entry will typically include:
- Accounts Payable (for credit purchases) or Cash (for cash purchases)
- Inventory (reflecting the stock return)
- Purchase Returns and Allowances (reduces the cost of purchases)
3. Debit and Credit the Appropriate Accounts
In accounting world, debits and credits entries are used to record financial business transactions. Here’s the general rule:
- Debit: Decreases in liabilities (e.g., Accounts Payable), or reductions in assets (e.g., Inventory).
- Credit: Decreases in expenses (e.g., Purchase Returns), or reductions in cash for cash purchases.
4. Prepare the Journal Entry
Using the identified values and accounts, you can now prepare the journal entry.
Example 1: Purchase Return of Goods Bought on Credit
Let’s assume your company, ABC Traders, purchased $1,000 worth of inventory on credit from a supplier. However, after inspection, you realize that $200 worth of goods were damaged and need to be returned.
Here’s how you would record the purchase return:
- Original Entry (for the purchase):
| Account | Debit | Credit |
|---|---|---|
| Inventory | $1,000 | |
| Accounts Payable | $1,000 |
- Purchase Return Journal Entry (for the return):
| Account | Debit | Credit |
|---|---|---|
| Accounts Payable | $200 | |
| Purchase Returns | $200 | |
| Inventory | $200 |
Explanation:
- Accounts Payable is debited because the liability to pay the supplier decreases by $200.
- Inventory is credited since the stock of goods is reduced by $200.
- Purchase Returns is credited to offset the earlier purchase, reducing the overall cost of goods.
Example 2: Purchase Return of Goods Bought with Cash
In this scenario, assume your company, XYZ Ltd, purchased $500 worth of goods with cash. Upon receiving the goods, you realize that $100 worth of the items are defective and return them to the supplier.
Here’s the journal entry for the return:
- Original Entry (for the purchase):
| Account | Debit | Credit |
|---|---|---|
| Inventory | $500 | |
| Cash | $500 |
- Purchase Return Journal Entry (for the return):
| Account | Debit | Credit |
|---|---|---|
| Cash | $100 | |
| Purchase Returns | $100 | |
| Inventory | $100 |
Explanation:
- Cash is debited because the business receives back $100 for the returned goods.
- Inventory is credited to reduce the stock by $100.
- Purchase Returns is credited to adjust the cost of goods purchased.
Adjustments for Purchase Returns with Taxes
If taxes were applied to the original purchase, you must adjust the journal entry to reflect that. For example, if there was a 10% sales tax on a $1,000 purchase, the total transaction would be $1,100. For returns, both the inventory value and the corresponding tax would need to be reversed.
Here’s an example with taxes:
- Purchase Return Entry with Sales Tax:
| Account | Debit | Credit |
|---|---|---|
| Accounts Payable | $220 | |
| Purchase Returns | $200 | |
| Sales Tax Payable | $20 | |
| Inventory | $200 |
Explanation:
- Accounts Payable is debited by $220 (inclusive of $200 for the goods and $20 for the tax).
- Purchase Returns and Sales Tax Payable are credited to reverse the cost of the goods and the tax associated with them.
Conclusion
Properly recording purchase returns ensures that your financial statements accurately reflect your business’s financial health. By following the steps outlined in this article, you can easily create a purchase return journal entry and maintain the integrity of your accounting records.
Whether your business deals in credit or cash purchases, understanding how to manage purchase returns in your financial records will help you stay compliant and efficient. Remember to always keep track of inventory reductions and update your liability or cash accounts accordingly to reflect returns accurately.
When done correctly, these journal entries will ensure that your company’s financial reports are both transparent and reliable.
