August 11, 1998 **(Revised)**

**Inventory Held for Sale**PRIVATE 

PRIVATE The entries illustrated in this case study are to address FASAB Statement of Federal Financial Accounting Standard Number three, Accounting for Inventory and Related Property.  This is not an authoritative guidance but an illustration of inventory transactions using U.S. Standard General Ledger accounts.  This case study does not include all situations. 

**Assumptions:**

1) The following entries are illustrated to represent a revolving fund in second year of its operation.

2) The entity engages in retail and manufacturing activities.

Post Closing Trial Balance from Year 1

101040,000420140,000

1523  5,000

152710,0004450  40,000

1750  5,000

3310                60,000

60,000 60,00040,000   40,000

Account 1527 has the following items:

Item A $4,000

Item B$2,000

Item C$2,000

Item D$2,000

$10,000

1) To anticipate revenue from sale of its inventory.

*proprietary*

None

*budgetary*

4210Anticipated reimbursements & other income35,000

4450Unapportioned authority - available35,000

2) To record apportionments of the anticipated reimbursements, and prior year unobligated balance brought forward.

*proprietary*

None

*budgetary*

4450Unapportioned authority - available75,000

4590 Apportionments unavailable35,000 

4510Apportionments40,000

3) To record an allotment of apportioned authority

*proprietary*

None

*budgetary*

4510Apportionments40,000

4610Allotments - realized resources40,000

**The entries illustrated below show a manufacturing activity**

4) To record raw material purchased for its manufacturing activity

*proprietary*

1525Inventory - Raw Materials5,000

2110Accounts payable5,000

*budgetary*

4610Allotments - realized resources5,000

4901Expended authority - unpaid5,000

5) To record receipt of a customer (a govt agency) order for $8,000 without an advance

*proprietary*

None

*budgetary*

4221Unfilled customer orders - w/o advance8,000

4210Anticipated reimbursements & other income8,000

4590Apportionments - Unavailable8,000

4610Allotments - realized resources                    8,000

(See Budgetary Accounting Guide, pg51, entry 8)

6) To record raw materials used to produce goods

*proprietary*

1526Inventory - Work in Process4,000

1525Inventory - Raw Materials4,000

*budgetary*

None

7) To record incurrence of direct labor (salary of production workers - $10,000) during the production of an item

*proprietary*

1526Inventory - Work in Process  10,000

2210Accrued funded payroll and benefits10,000

*budgetary*

4610Allotments - realized resources10,000

4901Expended authority - unpaid10,000

8) To record incurrence of other factory overhead ($2,000) such as factory rent, factory utilities, depreciation on production equipments ($500), indirect labor ($3,000) utilized and etc.

*proprietary*

6100Operating expense/Program costs (overhead)5,000

6710Depreciation expense    500

1759Accumulated depreciation     500

2110Accounts payable2,000

2210Accrued funded payroll and benefits3,000

*budgetary*

4610Allotments - realized resources5,000

4901Expended authority - unpaid5,000

9) To record overhead applied, the budget rate is determined to be $5.00/per direct labor hour.  The direct labor hour was determined to be 900 hours.  900 hours * $5.00 = $4,500. 

*proprietary*

1526Inventory - Work in Process4,500

6600Applied overhead4,500

*budgetary*

None

10) To pay salary to the employees

*proprietary*

2210Accrued payroll and benefits13,000

1010Fund balance13,000

*budgetary*

4901Expended authority - unpaid13,000

4902Expended authority - pd13,000

11) To reclassify fully completed goods which are ready to be sold

*proprietary*

1527Inventory - Finished Goods14,500

1526Inventory - Work in Process14,500

*budgetary*

None

12) To record a sale (see entry #6)

*proprietary*

1010Fund balance8,000

5100Revenue from goods sold8,000

6500Cost of goods sold8,000

1527Inventory - Finished Goods8,000

*budgetary*

4252Reimbursements & other income earned - collected8,000

4221Unfilled customer orders - w/o advance8,000

13) To liquidate liabilities for the purchase of raw materials and other overhead costs 

*proprietary*

2110Accounts payable7,000

1010Fund balance7,000

*budgetary*

4901Expended authority - unpd7,000

4902Expended authority - pd7,000

To close overhead underapplied (applied overhead is budgeted less than the actual overhead), which is deemed immaterial- **Refer to the closing entry section to see the  actual dollar amount**

*proprietary*

*6600Applied overheadxxx*

*6500Cost of goods soldxxx*

*6100Operating expense/Program costs (overhead)xxx*

*6710Depreciation expensexxx*

*[If overhead is overapplied (applied overhead is budgeted more than the actual), the adjustment will be credited to CGS]*

*If the difference between the actual and applied overhead amount is material, then the difference is prorated to WIP, finished goods and CGS account*s.  

**Assumption**:*most of the factory overhead is reported in account 6100 but if there are any other appropriate production cost accounts, they should be reported when applicable*.

*To close overhead accounts and prorate underapplied overhead among the three accounts:*

*1526Inventory - Work in Processxxx*

*1527Inventory - Finished Goodsxxx*

*6500Cost of goods soldxxx*

*6600Applied overheadxxx*

*6100Operating expense/Program costs (overhead)xxx*

*And any other actual overhead accounts that were usedxxx*

*(The difference between the applied overhead and overhead is prorated to WIP, finished goods and CGS)*

*To close overhead accounts and prorate overapplied overhead among the three accounts:*

*6600Applied overheadxxx*

*1526Inventory - Work in Processxxx*

*1527Inventory - Finished Goodsxxx*

*6500Cost of goods soldxxx*

*6100Operating exp/Program costs (overhead)xxxAnd any other actual overhead accounts that were usedxxx*

*(The difference between the applied overhead and overhead is prorated to WIP, finished goods and CGS)*

**The entries illustrated below show a retail activity**

14)  To record inventory purchased for sale under historical cost (title was passed)   [19]. 

100 units of item A @ $60 = $6,000

20   units of item C @ $50 = $1,000

*proprietary*

1521Inventory Purchased for Resale7,000

2110Accounts payable7,000

*budgetary*

4610Allotments - realized resources7,000

4901Expended authority - unpaid7,000

15) To record receipt of customer order for 180 units of  item A, without an advance

*proprietary*

None

*budgetary*

4221Unfilled customer orders - without advance8,800

4210Anticipated reimbursements & other income8,800

4590Apportionments - Unavailable8,800

4610Allotments - realized resources8,800

16)  To record sale of 180 units of  item A [19].  Note: Inventory is valued under FIFO method (First in first out) 

Year 1 purchased 100 units of item A @ $40

Year 2purchased 100 units of item A @ $60

*proprietary*

1010Fund balance with Treasury8,800

5100Revenues from Goods Sold8,800

6500Cost of Goods Sold8,800

1521Inventory Purchased for Resale8,800

*budgetary*

4252Reimbursements & other income earned-collected8,800

4221Unfilled customer orders - without advance8,800

17) To liquidate payables for goods purchased

*proprietary*

2110Accounts payable7,000

1010Fund balance7,000

*budgetary*

4901Expended authority - unpd7,000

4902Expended authority - pd7,000

18)  To expense abnormal cost of handling goods that were deemed excessive.  [ 21]   For example, the cost of moving items several times due to base closure

*proprietary*

6100Operating expense3,000

2110Accounts payable3,000

*budgetary*

Abnormal cost was not recorded previously as undelivered orders

4610Allotments - realized resources3,000

4901Expended authority - unpaid3,000

19) To record inventory acquired through exchange of nonmonetary assets [21]

*proprietary*

1527Inventory  - Finished Goods (FMV)1,000

7210Loss on disposition of assets      200

1527Inventory - Finished Goods (BV)1,200

[Note: The credit entry can be any surrendered nonmonetary asset]

*budgetary*

None

20) To record receipt of a donated inventory item from the public [21]

*proprietary*

1527Inventory  - Finished Goods (FMV)2,000

5600Donated Revenue2,000

*budgetary*

None

21) To reclassify inventory held for sale which meet managements criteria for future sale. [27]   *Note: Under Latest Acquisition Cost method, the allowance accounts that are associated with inventory shall be reclassified as well*

*proprietary*

1522Inventory held in reserve for future sale2,500

1527Inventory - Finished Goods2,500

*1521Inventory Purchased for resalexxxx*

*budgetary*

None

22) To reclassify inventory held for sale that was damaged and unrepairable.  The net realizable value of the damaged item (its salvage value) was estimated to be $250.  [30] This entry would also apply to inventory in excess and obsolete for which the net realizable value is less than the book value.

*proprietary*

1524Inventory - excess, obsolete and unserviceable250

7290Other losses200

1527Inventory - Finished Goods450

*1521Inventory Purchased for Resalexxx*

*budgetary*

None

22a) The item was later disposed and the entity received $50  [30]

*proprietary*

1010Fund balance 50

7210Losses on disposition of asset200

1524Inventory - excess, obsolete and unserviceable250

*budgetary*

4252Reimbursements & other income earned - collected50

4210Anticipated reimbursements & other income50

4590Apportionments - Unavailable50

4610Allotments - realized resources50

Some of the inventory held for sale had a minor damage that need repair

**ALLOWANCE METHOD**  [32]

23a) To record damaged inventory items that need repairs 

*proprietary*

1523Inventory held for repair2,000

1527Inventory - Finished Goods2,000

*1521Inventory Purchased for Resalexxxx*

*budgetary*

None

23b) To record repair costs for item A & B are estimated to be $500 each for the period

*proprietary*

6100Operating expense (repair)1,000

1529Inventory - allowance1,000

*budgetary*

None

23c) To record actual repair cost of item A which was $200 lower than previously estimated.  

*proprietary*

1529Inventory - allowance 500

2110Accounts payable   300

6100Operating expense  200

The repair cost was not recorded as undelivered orders, previously

*budgetary*

4610Allotments - realized resources300

4901Expended authority-unpd300

23d) To record actual repair cost of item B which was $100 more than previously estimated. 

*proprietary*

1529Inventory - allowance 500

6100Operating expense100

2110Accounts payable   600

*budgetary*

The repair cost was not recorded as undelivered orders, previously

4610Allotments - realized resources   600

4901Expended authority - unpaid600

24) To reclassify items that are repaired and are ready to be sold

*proprietary*

1527Inventory - Finished Goods 2,000

*1521Inventory Purchased for Resalexxxx*

1523Inventory held for repair2,000

*budgetary*

None

25) To record an entity making a transition to allowance method which resulted in recognizing an accumulated amount of repairs that were not previously accounted.   [34]

*proprietary*

7400Prior period adjustment5,000

1529Inventory - allowance5,000

*budgetary*

None

**DIRECT METHOD** [33]

*proprietary*

26a) To record damaged inventory items that need repairs.  The repair expenses for items C& D are estimated to be $1,000 each

1523Inventory held for repair2,000

6100Operating exp (repair)2,000

1527Inventory - Finished Goods4,000

*1521Inventory Purchased for Resalexxxx*

26b) To record actual repair cost of item C, which was $1,200. 

*proprietary*

1523 Inventory held for repair1,000

6100Operating exp (repair)   200

2110Accounts payable1,200

The repair cost was not recorded previously as undelivered orders

*budgetary*

4610Allotments - realized resources1,200

4901Expended authority - unpd1,200

26c) To record actual repair cost of item D, which was $700. 

*proprietary*

1523 Inventory held for repair1,000

6100Operating exp (repair)300

2110Accounts payable            700

The repair cost was not recorded previously as undelivered orders

*budgetary*

4610Allotments - realized resources700

4901Expended authority - unpd700

27) To reclassify items that are repaired and are ready to be sold

*proprietary*

1527Inventory - Finished Goods 2,000

*1521Inventory Purchased for Resalexxxx*

1523Inventory held for repair2,000

*budgetary*

None

28) To record an entity making a transition to direct method which resulted in recognizing an accumulated amount of repairs that were not previously accounted. [34]

*proprietary*

7400Prior period adjustment6,000

1523Inventory held for repair6,000

*budgetary*

None

**A repair method dealing with trade-ins**

Note: This is the way that Department of Defense accounts for its repairable items dealing with trade-ins.

Assumptions:

a) Assume the entries illustrated below is  a federal entity (a vehicle procurer) which buys motor vehicles and sells them to other federal entities. 

b) Assume this entity receives motor vehicles that need repairs. It does not repair the vehicles directly but makes arrangements with a repair facility to fix the vehicles and then sells repaired vehicles back to a customer entity. 

c) Note that repair method dealing with trade-in illustrated below does **not** show a complete process.   

 A customer entity wants to get a new motor vehicle and trade in his old motor vehicle that needs a repair.  The FMV of the old vehicle is $3,000 and the vehicle procurer wants another $2,000 in cash. The customer agrees and promises to pay $2,000 in 10 days and takes the new motor vehicle back to his organization. On vehicle procurers book, the following entries are made:

Note: Entries 29a, 29b, and 29c occur simultaneously

29a) The vehicle procurer and the customer entered into an agreement and $2,000 will be paid by the customer

*proprietary*

None

*budgetary*

4221Unfilled customer order - without advance2,000

4210Anticipated reimbursements and other income2,000

4590Apportionments - Unavailable2,000

4610Allotments - realized resources2,000

29b) To record issuance of a new motor vehicle to the customer 

*proprietary*

6500Cost of goods sold3,300

1529Inventory - allowancefor holding gains/losses   700

1527Inventory - Finished Goods4,000

(Cost of goods sold represent the cost of the new vehicle; Upon a sale, inventory allowance is adjusted to reduce the previously unrealized holding gains/losses.)

*budgetary*

None

29c) To record an old motor vehicle that was traded in for a new motor vehicle.  This entry is to show trade-in only and additional entry for indirect cost is not included.

*proprietary*

1310Accounts receivable2,000

1523Inventory held for repair4,000

5100Revenue from goods sold2,000

5790Other financing source3,000

1529Inventory - allowance for estimated repair cost1,000

(Account receivable represents the cash amount the vehicle procurer will receive from the customer; Inventory held for repair represents the value of an asset after it is repaired (value of a similar new asset); Other financing source represents FMV of the old vehicle - other financing source was used instead of revenue from goods sold due to trade-in which is not a budgetary resource; Inventory allowance represents the estimated repair cost of the damaged vehicle)

*budgetary*

4251Reimbursements & other income earned - receivable2,000

4221Unfilled customer orders - without advance2,000

29d) To record the cash received from the customer entity in exchange for the broken vehicle

*proprietary*

1010Fund balance with Treasury2,000

1310Accounts receivable2,000

*budgetary*

4252Reimbursements & other income earned - collected2,000

4251Reimbursements & other income earned - receivable2,000

29e) To record actual repair cost of $1,000 for the damaged vehicle recorded on entry #29c, and to set up payable to repair installation. (*Note: In DoD the vehicle procurer absorbs both losses and gains due to incorrect estimation*). 

*proprietary*

1529Inventory - allowance for estimated repair cost1,000

2110Accounts payable1,000

(Inventory - allowance amount represents the estimated repair cost from entry #29c; Accounts payable represent the amount payable to repair facility for fixing the old vehicle from entry #29c)

*budgetary*

4610Allotments - realized resources1,000

4901Expended authority - unpaid1,000

29f) To reclassify an old vehicle from entry #21a which is now fixed and ready to be sold

*proprietary*

1527Inventory - Finished Goods4,000

1523Inventory held for repair4,000

*budgetary*

None

**Latest Acquisition Cost Method**

This section of the Inventory held for sale shows illustration on Latest Acquisition Cost Method (LAC)    [23]

**assumption**: The entity decided to buy item Y and sell it to other entities during the year.  The item Y would be valued under the Latest Acquisition Cost Method.

TABLE -Current Year Activity

Unrealized

ItemQtyUnit costTotal costgain/(loss)

**HCHC**HC = Historical Cost

2/14Y2030   600   

6/25Y3040  1,200      

11/3Y3050 1,500

12/3180@503,300  4,000  700

30a)  To record goods purchased on 2/14

*proprietary*

1521Inventory Purchased for Resale600

2110Accounts payable600

*budgetary*

4610Allotments - realized resources600

4901Expended authority - unpaid600

30b)  To record goods purchased on 6/25

*proprietary*

1521Inventory Purchased for Resale1,200

2110Accounts payable1,200

*budgetary*

4610Allotments - realized resources1,200

4901Expended authority - unpaid1,200

30c)  To record goods purchased on 11/3 

*proprietary*

1521Inventory Purchased for Resale1,500

2110Accounts payable1,500

*budgetary*

4610Allotments - realized resources1,500

4901Expended authority - unpaid1,500

30d)   The order was received on 11/20 without an advance

*proprietary*

None

*budgetary*

4221Unfilled customer orders - without advance2,400

4210Anticipated reimbursements & other income2,400

4590Apportionments - Unavailable2,400

4610Allotments - realized resources2,400

30e)  To record sale of inventory on 12/5 (40@ $60)

*proprietary*

1010Fund balance2,400

5100Revenue from goods sold2,400

*budgetary*

4252Reimbursements & other income earned-collected2,400

4221Unfilled customer orders - without advance 2,400

30f)  To revalue inventory at the end of the period using latest acquisition method   [23]

*proprietary*

1521Inventory Purchased for Resale350

1529Inventory - allowance350

(To revalue inventory at latest acquisition method $50*80 = $4,000-$3300 (actual cost) = 700*40/80 = 350)

*budgetary*

None

30g)  To record cost of goods sold for the period   [25]

*proprietary*

6500Cost of goods sold1,650

1521Inventory Purchased for Resale1,650

*budgetary*

None

***Cost of goods sold calculations:***

Beginning Inventory at LAC       0

Less: beginning allowance for unrealized holding gains       0

Plus: actual purchases                                                               3,300

Cost of goods available for sale3,300

Less: ending inventory at end of the period LAC     

$50*[80-40(#sold)] = 2,000      2,000

Plus: Ending allowance for unrealized holding gains                  350

1,650

Cost of Goods Sold                                                              1,650

**Adjusting entries**:

*Budgetary*

4590Apportionments - Unavailable 13,750

4210Anticipated reimbursements and Other income13,750

**Closing entries**:

*Proprietary*

To close overhead underapplied from manufacturing activity, which is deemed immaterial.

6600Applied overhead4,500

6500Cost of goods sold1,000

6100Operating expense/Program costs (overhead)5,000

6710Depreciation expense   500

[If overhead is overapplied (applied overhead is budgeted more than the actual), the adjustment will be credited to CGS]

To close all revenue and expense accounts

5100Revenue from goods sold21,200

5600Donated revenue  2,000

5790Other financing sources  3,000

3310Cumulative results of operations26,200

3310Cumulative results of operations40,150

6100Operating expenses    5,800

6500Cost of goods sold22,750

7210Losses on disposition of assets       400

7290Other losses        200

7400Prior period adjustments11,000

*Budgetary*

To close  budgetary accounts

4902Expended authority - unpd  27,000

4201Total actual resources - collected  5,750

4252Reimbursements and other income earned - coll21,250

4610Allotments - realized resources24,150

4450Unapportioned authority - available24,150

     � Overhead is applied to products because of managements desire for a close approximation of costs of different products.  If such product costs are to help management for product pricing, income determination, and inventory valuation, they must be timely as well as accurate.  If the purpose were to apply all actual overhead to actual production for the year, the most accurate application of overhead could be made only at the end of the year, after actual results were determined.  However, this timing would be too late.  Managers want product cost information throughout the year.  Therefore overhead application rates are usually computed in advance of production. (Charles T Horngren, George Foster, Cost Accounting A Managerial Emphasis, 6th edition pg 98).  

     � If the under applied or over applied amount is immaterial, the difference in the applied and the actual amount is adjusted to CGS.  But if the under applied or over applied amount is material then the difference is prorated to the WIP, finished goods, and CGS.  (Charles T Horngren, George Foster, Cost Accounting A Managerial Emphasis, 6th edition pgs103-104). 

     � Period - refers to an accounting period which is a span of time covered by an income statement; period can be on monthly, quarterly or annual basis.