PART D: RECORDING TRANSACTIONS AND EVENTS Study Guide D Recording transactions and events 4 Tangible non-current assets (a) Define non-current assets. K (b) Recognise the difference between current and non-current assets. K (c) Explain the difference between capital and revenue items. K (d) Classify expenditure as capital or revenue expenditure. S (e) Prepare ledger entries to record the acquisition and disposal of non-current assets. S (f) Calculate and record profits or losses on disposal of noncurrent assets in the statement of profit or loss, including part-exchange transactions. S (g) Record the revaluation of a non-current asset in ledger accounts, the statement of profit or loss and other comprehensive income and in the statement of financial position. S (h) Calculate the profit or loss on disposal of a revalued asset. S (i) Illustrate how non-current asset balances and movements are disclosed in financial statements. S (j) Explain the purpose and function of an asset register. K 5 Depreciation (a) Understand and explain the purpose of depreciation. K (b) Calculate the charge for depreciation using straight line and reducing balance methods. S (c) Identify the circumstances where different methods of depreciation would be appropriate. S (d) Illustrate how depreciation expense and accumulated depreciation are recorded in ledger accounts. S (e) Calculate depreciation on a revalued non-current asset, including the transfer of excess depreciation between the revaluation surplus and retained earnings. S (f) Calculate the adjustments to depreciation necessary if changes are made in the estimated useful life and/or residual value of a non-current asset. S (g) Record depreciation in the statement of profit or loss and statement of financial position. F Preparing basic financial statements 3 Disclosure notes (b) Draft the following disclosure notes: (i) Non-current assets including tangible and intangible assets 134 Intellectual level S S PART D: RECORDING TRANSACTIONS AND EVENTS asset, will flow to the enterprise. All other subsequent expenditure is simply recognised as an expense in the period in which it is incurred. The important point here is whether any subsequent expenditure on an asset improves the condition of the asset beyond the previous performance. The following are examples of such improvements. (a) (b) (c) Modification of an item of plant to extend its useful life, including increased capacity Upgrade of machine parts to improve the quality of output Adoption of a new production process leading to large reductions in operating costs Normal repairs and maintenance on property, plant and equipment items merely maintain or restore value; they do not improve or increase it, so such costs are recognised as an expense when incurred. 4 Depreciation accounting The cost of a non-current asset, less its estimated residual value, is allocated fairly between accounting periods by means of depreciation. Depreciation is both of the following. Charged against profit Deducted from the value of the non-current asset in the statement of financial position Two methods of depreciation are specified in your syllabus. The straight line method The reducing balance method 4.1 What is depreciation? The need to depreciate non-current assets arises from the accruals assumption. If money is expended in purchasing an asset then the amount expended must at some time be charged against profits. If the asset consumes economic benefits over a number of accounting periods it would be inappropriate to charge any single period (eg the period in which the asset was acquired) with the whole of the expenditure. Instead, some method must be found of spreading the cost of the asset over its useful life. This view of depreciation as a process of allocation of the cost of an asset over several accounting periods is the view adopted by IAS 16. It is worth mentioning here two common misconceptions about the purpose and effects of depreciation. (a) It is sometimes thought that the carrying amount of an asset is equal to its net realisable value (ie the amount the asset could be sold for less the selling costs) and that the reason for charging depreciation is to reflect the fall in value of an asset over its life. This misconception is the basis of a common, but incorrect, argument which says that freehold properties (say) need not be depreciated in times when property values are rising. It is true that historical cost often gives a misleading impression when a property's carrying amount is much below its market value, but in such a case the business can choose to revalue the property. This is a separate problem from that of allocating the property's cost over successive accounting periods. (b) Another misconception is that depreciation is provided so that an asset can be replaced at the end of its useful life. This is not the case. (i) If there is no intention of replacing the asset, it could then be argued that there is no need to provide for any depreciation at all. (ii) If prices are rising, the replacement cost of the asset will exceed the amount of depreciation provided. 4.2 Requirements of IAS 16 for depreciation Depreciation accounting is governed by IAS 16. Below are some of the important definitions you need to be aware of. 140 CHAPTER 8 // TANGIBLE NON-CURRENT ASSETS Depreciation is the allocation of the depreciable amount of an asset over its estimated useful life. Depreciation for the accounting period is charged to net profit or loss for the period either directly or indirectly. Depreciable assets are assets which: – Are expected to be used during more than one accounting period – Have a limited useful life – Are held by an enterprise for use in the production or supply of goods and service, for rental to others, or for administrative purposes Depreciable amount of a depreciable asset is the historical cost or other amount substituted for historical cost in the financial statements, less the estimated residual value. (IAS 16) An 'amount substituted for historical cost' will normally be a current market value after a revaluation has taken place. 4.3 Useful life IAS 16 requires the depreciable amount to be allocated on a systematic basis to each accounting period during the useful life of the asset. Useful life is either: The period over which a depreciable asset is expected to be used by the enterprise; or The number of production or similar units expected to be obtained from the asset by the enterprise. (IAS 16) The following factors should be considered when estimating the useful life of a depreciable asset. Expected physical wear and tear Obsolescence Legal or other limits on the use of the assets Once decided, the useful life should be reviewed at least annually and depreciation rates adjusted for the current and future periods if expectations vary significantly from the original estimates. The effect of the change should be disclosed in the accounting period in which the change takes place. The assessment of useful life requires judgement based on previous experience with similar assets or classes of asset. When a completely new type of asset is acquired (ie through technological advancement or through use in producing a brand new product or service) it is still necessary to estimate useful life, even though the exercise will be much more difficult. IAS 16 also points out that the physical life of the asset might be longer than its useful life to the enterprise in question. One of the main factors to be taken into consideration is the physical wear and tear the asset is likely to endure. This will depend on various circumstances, including the number of shifts for which the asset will be used and the enterprise's repair and maintenance programme. Other factors to be considered include obsolescence (due to technological advances/improvements in production/reduction in demand for the product/service produced by the asset) and legal restrictions, eg length of a related lease. 4.4 Residual value The residual value is the net amount which the entity expects to obtain for an asset at the end of its useful life after deducting the expected costs of disposal. In most cases the residual value of an asset is likely to be immaterial. If it is likely to be of any significant value, that value must be estimated at the date of purchase or any subsequent revaluation. The amount of residual value should be estimated based on the current situation with other similar 141 PART D: RECORDING TRANSACTIONS AND EVENTS assets, used in the same way, which are now at the end of their useful lives. Any expected costs of disposal should be offset against the gross residual value. For example: (a) (b) A non-current asset costing $20,000 which has an expected life of 5 years and an expected residual value of nil should be depreciated by $20,000 in total over the 5 year period. A non-current asset costing $20,000 which has an expected life of 5 years and an expected residual value of $3,000 should be depreciated by $17,000 in total over the 5 year period. 4.5 Depreciation methods Depreciation is a means of spreading the cost of a non-current asset over its useful life in order to match the cost of the asset with the consumption of the asset’s economic benefits. So for each accounting period, depreciation is charged to the statement of profit or loss and also deducted from the non-current asset balance to give the asset's carrying amount. The amount of depreciation deducted from the cost of a non-current asset to arrive at its carrying amount will accumulate over time, as more depreciation is charged in each successive accounting period. For example, if a non-current asset costing $40,000 has an expected life of 4 years and an estimated residual value of nil, it might be depreciated by $10,000 per annum. At beginning of its life Year 1 Year 2 Year 3 Year 4 Depreciation charge for the year (statement of profit or loss) (A) $ – 10,000 10,000 10,000 10,000 40,000 Accumulated depreciation at end of year (B) $ – 10,000 20,000 30,000 40,000 Cost of the asset (C) $ 40,000 40,000 40,000 40,000 40,000 Carrying amount at end of year (C – B) $ 40,000 30,000 20,000 10,000 0 At the end of year 4, the full $40,000 of depreciation charges have been made in the statements of profit or loss of the four years. The carrying amount of the non-current asset is now nil. In theory (although perhaps not in practice) the business will no longer use the non-current asset, which now needs replacing. There are several different methods of depreciation. For your syllabus, you only need to know about the straight line and the reducing balance methods. 4.6 The straight line method This is the most commonly used method of all. The total depreciable amount is charged in equal instalments to each accounting period over the expected useful life of the asset. In this way, the carrying amount of the non-current asset declines at a steady rate, or in a 'straight line' over time. The annual depreciation charge is calculated as: Cost of asset – residual value Expected useful life of the asset 4.7 Example: straight line depreciation (a) A non-current asset costing $20,000 with an estimated life of 10 years and no residual value would be depreciated at the rate of: $20,000 = $2,000 per annum 10 years 142 CHAPTER 8 (b) // TANGIBLE NON-CURRENT ASSETS A non-current asset costing $60,000 has an estimated life of 5 years and a residual value of $7,000. The annual depreciation charge using the straight line method would be: $(60,000 – 7,000) = $10,600 per annum 5 years The carrying amount of the non-current asset would be: Cost of the asset Accumulated depreciation Carrying amount After 1 year $ 60,000 10,600 49,400 After 2 years $ 60,000 21,200 38,800 After 3 years $ 60,000 31,800 28,200 After 4 years $ 60,000 42,400 17,600 After 5 years $ 60,000 53,000 7,000* * ie its estimated residual value Since the depreciation charge per annum is the same amount every year with the straight line method, it is often convenient to state that depreciation is charged at the rate of x% per annum on the cost of the asset. So for example, a non-current asset costing $20,000 with an expected residual value of nil and an expected useful life of 10 years would be depreciated on a straight line basis at $20,000/10 = $2,000 per year. This is the same as saying 'the depreciation charge per annum is 10% of cost' (ie 10% of $20,000 = $2,000). EXAM FOCUS POINT Examination questions often describe straight line depreciation in this way. The straight line method of depreciation is a fair allocation of the total depreciable amount between the different accounting periods, provided that it is reasonable to assume that the business enjoys equal benefits from the use of the asset in every period throughout its life. An example of this could be shelving (fixtures and fittings) in the accounts department. 4.8 Assets acquired part-way through an accounting period A business can purchase new non-current assets at any time during the course of an accounting period. It is reasonable to charge an amount for depreciation only from the date that the business has owned the asset, which might be part-way through an accounting period. 4.9 Example: assets acquired part-way through an accounting period A business which has an accounting year that runs from 1 January to 31 December purchases a new non-current asset on 1 April 20X1, at a cost of $24,000. The expected life of the asset is 4 years, and its residual value is nil. What should the depreciation charge for 20X1 be? Solution The annual depreciation charge will be $24,000 = $6,000 per annum 4 years However, since the asset was acquired on 1 April 20X1, the business has only benefited from the use of the asset for 9 months instead of a full 12 months. It would therefore seem fair to charge depreciation in 20X1 of only: 9 × $6,000 = $4,500 12 143 PART D: RECORDING TRANSACTIONS AND EVENTS EXAM FOCUS POINT If an exam question gives you the purchase date of a non-current asset which is part-way through an accounting period, you should generally assume that depreciation should be calculated in this way as a 'part-year' amount, unless the question states otherwise. In practice, many businesses take a simplified approach where an asset has been purchased part-way through an accounting period. Instead of calculating the depreciation from the date the asset is acquired, the business instead charges a full year's depreciation in the year it is purchased and then no depreciation in the year it is disposed of. 4.10 The reducing balance method The reducing balance method of depreciation calculates the annual depreciation charge as a fixed percentage of the carrying amount of the asset, as at the end of the previous accounting period. For example, a business purchases a non-current asset at a cost of $10,000. Its estimated residual value is $2,160. The business wishes to use the reducing balance method to depreciate the asset, and calculates that the rate of depreciation should be 40% of the reducing (carrying) amount of the asset. (The method of deciding that 40% is a suitable annual percentage is a problem of mathematics, not financial accounting, and is not described here.) EXAM FOCUS POINT If you are expected to use the reducing balance method in the exam, you will be given the percentage rate to apply; you will not have to calculate it. Under the reducing balance method, unlike the straight line method, we do not deduct the residual value from the cost before depreciating. Instead, we depreciate the asset using the percentage given, until we reach the residual value, and then we stop depreciating, as illustrated in the table below. $ Asset at cost Accumulated depreciation $ 10,000 Depreciation in year 1 (40%) 4,000 Carrying amount at end of year 1 6,000 4,000 Depreciation in year 2 (40% of reducing balance) 2,400 Carrying amount at end of year 2 3,600 Depreciation in year 3 (40%) 1,440 Carrying amount at end of year 3 2,160 = 6,400 (4,000 + 2,400) 7,840 (6,400 + 1,440) residual value EXAM FOCUS POINT There are different ways to apply the reducing balance method when the asset has a residual value. The method we have used here is the one preferred by the ACCA examining team. You should note that with the reducing balance method, the annual charge for depreciation is higher in the earlier years of the asset's life, and lower in the later years. In the example above, the annual charges for years 1, 2 and 3 are $4,000, $2,400 and $1,440 respectively. 144 CHAPTER 8 // TANGIBLE NON-CURRENT ASSETS The reducing balance method might therefore be used when it is considered fair to allocate a greater proportion of the total depreciable amount to the earlier years and a lower proportion to later years, on the assumption that the benefits obtained by the business from using the asset decline over time. An example of this could be machinery in a factory, where productivity falls as the machine gets older. It is permissible for a business to depreciate different categories of non-current assets in different ways. For example, if a business owns three cars, then each car would normally be depreciated in the same way (eg by the straight line method); but another category of non-current asset, say, computer equipment, might be depreciated using a different method (eg by the reducing balance method). QUESTION Depreciation methods A lorry bought for a business cost $17,000. It is expected to last for 5 years and then be sold for scrap for $2,000. Required Work out the depreciation to be charged each year under: A B The straight line method The reducing balance method (using a rate of 35%) ANSWER A Under the straight line method, depreciation for each of the 5 years is: Annual depreciation = B $(17,000 – 2,000) = $3,000 5 Under the reducing balance method, depreciation for each of the 5 years is: Year 1 2 3 4 5 Depreciation 35% × $17,000 35% × ($17,000 $5,950) = 35% × $11,050 35% × ($11,050 $3,868) = 35% × $7,182 35% × ($7,182 $2,514) = 35% × $4,668 Balance to bring book value down to $2,000 = $4,668 $1,634 $2,000 = = = = = $5,950 $3,868 $2,514 $1,634 $1,034 4.11 Change in method of depreciation It is up to the business concerned to decide which method of depreciation to apply to its non-current assets. Once that decision has been made, the chosen method of depreciation should be applied consistently from year to year. However, IAS 16 requires that the depreciation method should be reviewed periodically. If there has been a significant change in the expected pattern of economic benefits from those assets, the method should be changed to suit this new pattern. When such a change in depreciation method takes place, the remaining carrying amount is depreciated under the new method, ie only current and future periods are affected; the change is not retrospective. 4.12 Example: change in method of depreciation Jakob Co purchased an asset for $100,000 on 1.1.X1. It had an estimated useful life of 5 years and it was depreciated using the reducing balance method at a rate of 40%. On 1.1.X3 it was decided to change the method to straight line. Show the depreciation charge for each year (to 31 December) of the asset's life. 145 PART D: RECORDING TRANSACTIONS AND EVENTS Solution Year 20X1 20X2 $100,000 × 40% $60,000 × 40% 20X3 $100,000 – $64,000 3 20X4 20X5 Depreciation charge $ 40,000 24,000 Aggregate depreciation $ 40,000 64,000 12,000 76,000 12,000 12,000 88,000 100,000 4.13 Change in expected useful life or residual value of an asset The depreciation charge on a non-current asset depends not only on the cost (or value) of the asset and its estimated residual value but also on its estimated useful life. A business purchased a non-current asset costing $12,000 with an estimated life of four years and no residual value. If it used the straight line method of depreciation, it would make an annual provision of 25% of $12,000 = $3,000. Now what would happen if the business decided after two years that the useful life of the asset has been underestimated, and it still had five more years in use to come (making its total life seven years)? For the first two years, the asset would have been depreciated by $3,000 per annum, so that its carrying amount after two years would be $(12,000 6,000) = $6,000. If the remaining life of the asset is now revised to five more years, the remaining amount to be depreciated (here $6,000) should be spread over the remaining life, giving an annual depreciation charge for the final five years of: Carrying amount at time of life readjustment – residual value $6,000 = = $1,200 per year 5 years New estimate of remaining useful life FORMULA TO LEARN New depreciation = Carrying amount – residual value Revised useful life Similar adjustments are made when there is a change in the expected residual value of the asset. For example, assume that the residual value was changed to $500 at the same time as the remaining useful life was revised. The new depreciation would then be (6,000 – 500)/5 = $1,100 per year. 4.14 Depreciation is not a cash expense Depreciation spreads the cost of a non-current asset (less its estimated residual value) over the asset's life. The cash payment for the non-current asset will be made when, or soon after, the asset is purchased. Annual depreciation of the asset in subsequent years is not a cash expense – rather it allocates costs to those later years for a cash payment that has occurred previously. For example, a business purchased some shop fittings for $6,000 on 1 July 20X5 and paid for them in cash on that date. Subsequently, depreciation may be charged at $600 every year for ten years. So each year $600 is deducted from profits and the carrying amount of the fittings goes down, but no actual cash is being paid. The cash was all paid on 1 July 20X5. So annual depreciation is not a cash expense, but rather an allocation of the original cost to later years. 146 CHAPTER 8 // TANGIBLE NON-CURRENT ASSETS QUESTION Depreciation A What is the purpose of depreciation? B In what circumstances is the reducing balance method more appropriate than the straight line method? Give reasons for your answer. ANSWER A The purpose of depreciation is to spread the cost of a non-current asset over its useful life in order to match the cost of the asset over the full period during which the asset consumes economic benefits for the business. Charging depreciation is an application of the accruals concept. B The reducing balance method of depreciation is used instead of the straight line method when it is considered fair to allocate a greater proportion of the total depreciable amount to the earlier years and a lower proportion to the later years, on the assumption that the benefits obtained by the business from using the asset decline over time. In favour of this method, it may be argued that it links the depreciation charge to the costs of maintaining and running the asset. In the early years these costs are low and the depreciation charge is high, while in later years this is reversed. 4.15 Ledger entries for depreciation The ledger accounting entries for depreciation are as follows. (a) There is an accumulated depreciation account for each separate category of non-current assets; for example, plant and machinery, land and buildings, fixtures and fittings. (b) The depreciation charge for an accounting period is a charge against profit. It is accounted for as follows. DEBIT CREDIT Depreciation expense (statement of profit or loss) Accumulated depreciation account (statement of financial position) with the depreciation charge for the period. (c) The balance on the statement of financial position depreciation account is the total accumulated depreciation. This is always a credit balance brought forward in the ledger account for depreciation. (d) The non-current asset accounts are unaffected by depreciation. Non-current assets are recorded in these accounts at cost (or, if they are revalued, at their revalued amount). (e) In the statement of financial position of the business, the total balance on the accumulated depreciation account is set against the value of non-current asset accounts (ie non-current assets at cost or revalued amount) to derive the carrying amount of the non-current assets. This is how the non-current asset accounts might appear in a trial balance. Freehold building – cost Freehold building – accumulated depreciation Motor vehicles – cost Motor vehicles – accumulated depreciation Office equipment – cost Office equipment – accumulated depreciation Dr 2,000,000 Cr 500,000 70,000 40,000 25,000 15,000 147 PART D: RECORDING TRANSACTIONS AND EVENTS And this is how they would be shown in the statement of financial position. Non-current assets Freehold building (2,000,000 – 500,000) Motor vehicles (70,000 – 40,000) Office equipment (25,000 – 15,000) $ 1,500,000 30,000 10,000 4.16 Example: depreciation Brian Box set up his own computer software business on 1 March 20X6. He purchased a computer system on credit from a manufacturer, at a cost of $16,000. The system has an expected life of 3 years and a residual value of $2,500. Using the straight line method of depreciation, the non-current asset account, accumulated depreciation account and statement of profit or loss (extract) and statement of financial position (extract) would be as follows, for each of the next 3 years, 28 February 20X7, 20X8 and 20X9. NON-CURRENT ASSET: COMPUTER EQUIPMENT (a) (b) (c) (d) Date 1.3.X6 1.3.X7 1.3.X8 1.3.X9 $ 16,000 16,000 16,000 16,000 Accounts payable Balance b/d Balance b/d Balance b/d Date 28.2.X7 28.2.X8 28.2.X9 $ 16,000 16,000 16,000 Balance c/d Balance c/d Balance c/d In theory, the non-current asset has now lasted out its expected useful life. However, until it is sold off or scrapped, the asset will still appear in the statement of financial position at cost (less accumulated depreciation) and it should remain in the ledger account for computer equipment until it is eventually disposed of. ACCUMULATED DEPRECIATION Date $ Date $ (a) 28.2.X7 Balance c/d 4,500 28.2.X7 P/L account 4,500 (b) 28.2.X8 Balance c/d 9,000 _______ 1.3.X7 28.2.X8 Balance b/d P/L account 4,500 4,500 9,000 (c) 28.2.X9 Balance c/d 13,500 _______ 9,000 1.3.X8 28.2.X9 Balance b/d P/L account 13,500 9,000 4,500 13,500 1.3.X9 Balance b/d 13,500 _ The annual depreciation charge is $(16,000 2,500) = $4,500 p.a. 3 years At the end of the 3 years, the asset is fully depreciated down to its residual value (16,000 – 13,500 = 2,500). If it continues to be used by Brian Box, it will not be depreciated any further (unless its estimated residual value is reduced). STATEMENT OF PROFIT OR LOSS (EXTRACT) (a) (b) (c) 148 Date 28 Feb 20X7 28 Feb 20X8 28 Feb 20X9 Depreciation Depreciation Depreciation $ 4,500 4,500 4,500 CHAPTER 8 // TANGIBLE NON-CURRENT ASSETS STATEMENT OF FINANCIAL POSITION (EXTRACT) AS AT 28 FEBRUARY 20X7 $ 16,000 4,500 11,500 Computer equipment at cost Less accumulated depreciation Carrying amount 20X8 $ 16,000 9,000 7,000 20X9 $ 16,000 13,500 2,500 4.17 Example: depreciation for assets acquired part-way through the year Brian Box prospers in his computer software business, and before long he purchases a car for himself, and later for his chief assistant Bill Ockhead. Relevant data is as follows. Brian Box car Bill Ockhead car Date of purchase 1 June 20X6 1 June 20X7 Cost $20,000 $8,000 Estimated life 3 years 3 years Estimated residual value $2,000 $2,000 The straight line method of depreciation is to be used. Prepare the motor vehicles account and motor vehicle depreciation account for the years to 28 February 20X7 and 20X8. (You should allow for the part-year's use of a car in computing the annual charge for depreciation.) Calculate the carrying amount of the motor vehicles as at 28 February 20X8. Solution (a) (i) Brian Box car Annual depreciation $(20,000 _ 2,000) = 3 years Monthly depreciation = $500 Depreciation 1 June 20X6 – 28 February 20X7 (9 months) 1 March 20X7 – 28 February 20X8 (ii) Bill Ockhead car Depreciation $(8,000 _ 2,000) = 3 years 1 June 20X7 – 28 February 20X8 (9 months) Annual depreciation (b) $6,000 p.a. $4,500 $6,000 $2,000 p.a. $1,500 MOTOR VEHICLES Date 1 Jun 20X6 1 Mar 20X7 1 Jun 20X7 1 Mar 20X8 $ Payables (or cash) (car purchase) 20,000 Balance b/d Payables (or cash) (car purchase) 20,000 Balance b/d 28,000 8,000 28,000 Date $ 28 Feb 20X7 Balance c/d 20,000 28 Feb 20X8 Balance c/d 28,000 28,000 MOTOR VEHICLES – ACCUMULATED DEPRECIATION Date 28 Feb 20X7 Balance c/d $ 4,500 Date 28 Feb 20X7 28 Feb 20X8 Balance c/d 12,000 1 Mar 20X7 28 Feb 20X8 P/L account Balance b/d P/L account (6,000+1,500) $ 4,500 4,500 7,500 12,000 12,000 1 Mar 20X8 Balance b/d 12,000 149