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Bad Debt Reserve
Abbreviated version

Do you know where your
money is going?
Table of Contents
The Need for Bad Debt Reserve
 Accounts Receivable Aging
 How to Calculate Bad Debt Reserve
 Calculation Workshop
 Bankruptcy
 How to Lower the Expense

Bad Debt Reserve


Why do we reserve for delinquent
accounts?



FASB Statement No. 5 "Accounting for
Contingencies" requires that estimated
losses be accrued against income.



A percentage of outstanding accounts
receivable is our basis for estimating bad
debts. This results in reporting accounts
receivable at their expected net realizable
value on the balance sheet.
Bad Debt Reserve



How do we reserve for delinquent accounts?
All open invoices are aged after the branches
have completed month-end close.



Bad debt reserve percentages are then
applied to all open invoices.



A reversing journal entry is then uploaded
into JDE charging the Bad Debt Reserve
Expense you see on the P & L and crediting
allowance for doubtful accounts.
Mission Residential & Commercial Invoice
Aging Excluding Commercial Pest






Current
Past Due
Delinquent
Service Suspend
Bad Debt

0-30
31-60
61-90
91-120
121+

days
days
days
days
days
Mission Residential & Commercial
Invoice Bad Debt Reserve
Excluding Commercial Pest










0-30
31-60
61-90
91-120
121-150
151-180
181+

days
days
days
days
days
days

0%
X%
X%
X%
X % Manual Bad Debt
X % Manual Bad Debt
X % Manual Bad Debt
Example: $X Monthly Residential Pest continued








April month-end
April invoice 124 open ($X)
March invoice 123 open ($X)
Aging Bucket
April $X 0-30
March $X 31-60
Bad Debt Reserve
April
$X
March $X * X% = $X
P & L Impact
Charge to Bad Debt Reserve $X (Reversing
Entry)
Bad Debt Reserve
Workshop
$100 Monthly Commercial Pest (Auto Bad Debt)


April

$100 Monthly Service Performed
No Payments Received
$100 Monthly Service Performed
No Payments Received
$100 Monthly Service Performed
No Payments Received
$100 Monthly Service Performed
$100 Payment for May Invoice
$100 Monthly Service Performed
$100 Payment for June Invoice



May



June



July



August



Determine monthly P & L Impact, Aging Bucket for each
invoice and account status (i.e. current, past due, etc).
Workshop
Answers
July Month-end Worksheet
Invoice Account
Month Status

Aging Current Month Prior Month
Bucket Bad debt
Bad Debt
reserve
reserve

Bad Debt
Write Off

P&L
Impact

July

Current

0 - 30

0

0

0

June

Past Due

31 - 60 $ 100 * X% =
$X

0

0

May

Delinquent 61-90

0

$X

0
$X

April

Service
Suspend

91 120

$ 100 * X% =
$X

- X

0
$X

0

0
Bankruptcies
Bankruptcy
Processing Responsibilities
The branches are responsible for filing proof of claim forms for
any bankruptcy notices they receive. Proof of claims need to be
filed by the date due.
Once a Proof of Claim has been filed with the bankruptcy court,
the branch will receive periodic notices from the court. The only
information you will need to keep is the proof of claim along
with its supporting data.
Get Everyone Involved
Are your salesman
collecting the
initial?
 Are your
technicians
collecting at the
time of service?
 Who is making
collection calls?


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Bad Debt Reserve Workshop

  • 1. Bad Debt Reserve Abbreviated version Do you know where your money is going?
  • 2. Table of Contents The Need for Bad Debt Reserve  Accounts Receivable Aging  How to Calculate Bad Debt Reserve  Calculation Workshop  Bankruptcy  How to Lower the Expense 
  • 3. Bad Debt Reserve  Why do we reserve for delinquent accounts?  FASB Statement No. 5 "Accounting for Contingencies" requires that estimated losses be accrued against income.  A percentage of outstanding accounts receivable is our basis for estimating bad debts. This results in reporting accounts receivable at their expected net realizable value on the balance sheet.
  • 4. Bad Debt Reserve   How do we reserve for delinquent accounts? All open invoices are aged after the branches have completed month-end close.  Bad debt reserve percentages are then applied to all open invoices.  A reversing journal entry is then uploaded into JDE charging the Bad Debt Reserve Expense you see on the P & L and crediting allowance for doubtful accounts.
  • 5. Mission Residential & Commercial Invoice Aging Excluding Commercial Pest      Current Past Due Delinquent Service Suspend Bad Debt 0-30 31-60 61-90 91-120 121+ days days days days days
  • 6. Mission Residential & Commercial Invoice Bad Debt Reserve Excluding Commercial Pest        0-30 31-60 61-90 91-120 121-150 151-180 181+ days days days days days days 0% X% X% X% X % Manual Bad Debt X % Manual Bad Debt X % Manual Bad Debt
  • 7. Example: $X Monthly Residential Pest continued     April month-end April invoice 124 open ($X) March invoice 123 open ($X) Aging Bucket April $X 0-30 March $X 31-60 Bad Debt Reserve April $X March $X * X% = $X P & L Impact Charge to Bad Debt Reserve $X (Reversing Entry)
  • 9. $100 Monthly Commercial Pest (Auto Bad Debt)  April $100 Monthly Service Performed No Payments Received $100 Monthly Service Performed No Payments Received $100 Monthly Service Performed No Payments Received $100 Monthly Service Performed $100 Payment for May Invoice $100 Monthly Service Performed $100 Payment for June Invoice  May  June  July  August  Determine monthly P & L Impact, Aging Bucket for each invoice and account status (i.e. current, past due, etc).
  • 11. July Month-end Worksheet Invoice Account Month Status Aging Current Month Prior Month Bucket Bad debt Bad Debt reserve reserve Bad Debt Write Off P&L Impact July Current 0 - 30 0 0 0 June Past Due 31 - 60 $ 100 * X% = $X 0 0 May Delinquent 61-90 0 $X 0 $X April Service Suspend 91 120 $ 100 * X% = $X - X 0 $X 0 0
  • 13. Bankruptcy Processing Responsibilities The branches are responsible for filing proof of claim forms for any bankruptcy notices they receive. Proof of claims need to be filed by the date due. Once a Proof of Claim has been filed with the bankruptcy court, the branch will receive periodic notices from the court. The only information you will need to keep is the proof of claim along with its supporting data.
  • 14.
  • 15. Get Everyone Involved Are your salesman collecting the initial?  Are your technicians collecting at the time of service?  Who is making collection calls? 