Understanding Allowance for Doubtful Accounts in Journal Entries

In business accounting, every transaction has a record, whether it is positive or negative, and every scenario must be fully considered for the ledgers to be entirely accurate.

This includes the possibility that some expected payments may never arrive.

One tool for dealing with this is the allowance for doubtful accounts.

When businesses extend credit to their customers, and almost all do, they take a risk that some of that credit will never be repaid.  Businesses account for these as a bad debt expense. They employ one of two methods to account for these transactions.

In contrast to the direct write-off method, which writes off specific unpaid credit in the business ledger once it is considered uncollected, the so-called allowance method incorporates an estimate of the amount of credit that is not expected to be repaid.

This estimate is referred to as the allowance for doubtful accounts. It enables businesses to comply with the matching principle, which requires that expenses be matched or recorded with corresponding revenue in the same accounting period when both occur. 

Even though all means to collect an accounts receivable may not yet have been exhausted for it to be formally considered bad debt, using the allowance for doubtful accounts gives the business a method for making a reasonable estimate that some of it may become bad debt in the future long before that happens.

Allowance for doubtful accounts is an important tool in the larger process of accounts receivable reporting, helping businesses maintain transparency and accuracy in their accounting. 

Applying the allowance for doubtful accounts in journal entries helps a business present a more accurate and reliable depiction of its accounts receivable. 

Businesses must produce reliable financial statements to build trust and confidence with various stakeholders who are interested in their operations:

• Investors rely on accurate accounts receivable information to make informed decisions about a business's credit policies, operational efficiency, cash flow, and liquidity.

• Lenders determine a business's creditworthiness based, at least in part, on the efficiency of its accounts receivable collections.

• Management can make more informed strategic decisions based on reliable and realistic cash flow and collections projections.

• Transparent financial reporting also supports adherence to accounting standards and regulatory compliance.

The allowance for doubtful accounts appears in financial statements as a contra-asset account. As the name implies, the purpose of the contra-asset account is to contrast or adjust the value of an asset account.

While assets like accounts receivable have a positive value and increase as debits are recorded, a contra-asset account has a negative value and increases as credits are recorded. 

In this way, a contra-asset account offsets or nets the value of the asset account. The bad debt expense is posted to the income statement as an operating expense and will offset accounts receivable on the balance sheet.

The allowance for doubtful accounts helps businesses comply with regulatory requirements by supporting the creation of more transparent and accurate financial statements.

In particular, the generally accepted accounting principles (GAAP) include the so-called matching principle, which requires that expenses be matched or recorded with corresponding revenue in the same accounting period when both occur.

The allowance for doubtful accounts and the allowance method that employs it conform to this principle by providing a method for business managers to account for assets, such as accounts receivable, and expenses, like bad debt, in the same reporting period.

Accountants can employ one of five methods for calculating the estimate in an allowance for doubtful accounts:

Businesses may perform a historical data analysis to arrive at an estimate. By examining its history of payment collections, a business can determine a rate or percentage of accounts receivable that typically become bad debt. 

By applying that same percentage to current accounts receivable, it can make a reliable estimate of how much bad debt it expects to incur in the current reporting period.

The percentage sales method involves two steps. In the first step, accountants determine a historical rate or percentage of bad debt by dividing the business's total or average amount of bad debt over time by the total or average amount of credit sales or AR over the same historical period.

Once they determine this percentage, accountants perform the second step by multiplying that percentage rate by the current total amount of credit sales or AR. This calculation will arrive at an estimate of bad debt expenses for the current amount of credit sales or AR.

The accounts receivable aging method relies on an aging report that classifies AR invoices based on their age.  Invoices are broken down by periods of overdue time ranging from 0 to 30 days, 31 to 60 days, 61 to 90 days, and so on.

According to this method, bad debt expense estimates are calculated by applying a different rate to each aging category.  Older debts are less likely to be collected, so a higher ratio is applied to the figures in these categories. 

The rate applied to each aging category is based on a combination of company and industry averages. 

Some businesses employ a risk classification method, which assigns different levels of risk to various types or classifications of accounts receivable. For example, long-time customers may be assigned a lower risk than new customers or new businesses with less of a track record.

Other factors may also help define the classifications, including the age of the accounts receivable, the type of business, and market conditions.  An allowance for doubtful accounts is calculated for each grouping, and an aggregate allowance is calculated for all the combined groupings.

The Pareto Analysis Method incorporates the assumption that a small concentration of factors account for a disproportionate percentage of behavior.  In the case of accounts receivable, a small number of vendors will represent a much larger share of the total.

Typically, the 80/20 ratio is employed. In other words, accountants assume that about 20 percent of a business's vendors represent about 80 percent of its accounts receivable. In estimating bad debt for an allowance of doubtful accounts, their calculations will be weighted based on the risk factor of 20 percent.

Once a business has arrived at an estimate for its allowance for doubtful accounts based on one of the above methods, it's time to record this as a journal entry into the business ledger.

According to the double-entry accounting system, all transactions must be recorded in at least two different places, and their entries must cancel each other out.

If a business has $100,000 in accounts receivable and estimates that $25,000 will go unpaid, it will record $25,000 as a debit in the bad debt expense account and $25,000 as a credit in the contra-asset account.

The bad debt expense shows up as an operating expense on the income statement, offsetting income by $25,000.  It will show up as a contra-asset on the balance sheet, offsetting the asset of accounts receivable.

Automated processes and AI intelligence on the sales ledger make BlackLine Collection Management Software the perfect partner for improving your business’s cash flow and efficiency.

Actionable intelligence on the sales ledger allows businesses to segment customers using real-time data on a variety of metrics, such as payment performance, risk data, and trend insights. 

With a better understanding of which actions and collection strategies work best for your customers, your team can quickly and consistently adapt to drive shorter invoice-to-cash cycle times.