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© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
ACCOUNTING FOR
MERCHANDISING
ACTIVITIES
Chapter
6
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Operating Cycle of a Merchandising
Company
2. Sale of merchandise
on account
Cash
Inventory
Accounts
Receivable
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Comparing Merchandising Activities
with Manufacturing Activities
Merchandising
Company
Purchase
inventory in
ready-to-sell
condition.
Manufacturing
Company
Manufacture
inventory and
have a longer
and more
complex
operating cycle
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Retailers and Wholesalers
Retailers sell
merchandise directly
to the public.
Wholesalers buy
merchandise from
several different
manufacturers and
then sell this
merchandise to
several retailers.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Income Statement of a
Merchandising Company
Computer Barn
Condensed Income Statement
For the Year Ended December 31, 2002
Revenue from sales 900,000$
Less: Cost of goods sold 540,000
Gross profit 360,000$
Less: Expenses 270,000
Net income 90,000$
Cost of
goods sold
represents
the expense
of goods
that are
sold to
customers.
Gross profit is a useful means of measuring
the profitability of sales transactions.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
What Accounting Information Does
a Merchandising Company Need?
Financial Reporting
Requirements
Daily Business Operating
Requirements
Special Reporting
Requirements
Examples
• Revenues
• Expenses
• Customer
Ledgers
•Tax Reports
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
General Ledger Accounts
General Ledger
Accounts Receivable
Date Debit Credit Balance
2001
June 1 10,000 10,000
15 3,000 7,000
Although general ledger accounts provide
useful information, they do not provide
much of the detailed information needed in
the daily business operations.
Who
owes us
money?
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Subsidiary Ledgers: A Source of
Needed Details
Subsidiary Ledger
Heather Jacobs
Date Debit Credit Balance
2001
June 1 7,000 7,000
15 2,000 5,000
General Ledger
Accounts Receivable
Date Debit Credit Balance
2001
June 1 10,000 10,000
15 3,000 7,000Subsidiary Ledger
Jake Sparks
Date Debit Credit Balance
2001
June 1 3,000 3,000
15 1,000 2,000
Controlling Account
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Controlling Account in
the General Ledger
Unit of Organization Within the
Subsidiary Ledger
Inventory Each type of product offered for
sale
Plant assets Each asset (or group of similar
assets)
Accounts payable Each creditor
Capital stock Each stockholder
Sales Each department, branch
location, or product line
Cost of goods sold Same organization as the sales
ledger
Many expense accounts Each department incurring these
types of expenses
Payroll expenses Each employee
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Two Approaches Used in Accounting
for Merchandise Transactions
Perpetual
Inventory
System
Periodic
Inventory
System
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
The inventory account is continuously
updated to reflect items on hand.
Let’s look
at some
entries!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
On September 5, Worley Co. purchased 100
laser lights for resale for $30 per unit from
Electronic City on account .
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 5 Inventory 3,000
Accounts Payable (Electronic City) 3,000
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
On September 10, Worley Co. sold 10 laser
lights for $50 per unit on account to ABC
Radios.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 10 Accounts Receivable (ABC Radios) 500
Sales 500
10 Cost of Goods Sold 300
Inventory 300
10  $30 = $300
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 10 Accounts Receivable (ABC Radios) 500
Sales 500
10 Cost of Goods Sold 300
Inventory 300Cost
Retail
On September 10, Worley Co. sold 10 laser
lights for $50 per unit on account to ABC
Radios.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
On September 15, Worley Co. paid Electronic
City $3,000 for the September 5 purchase.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 15 Accounts Payable (Electronic City) 3,000
Cash 3,000
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Perpetual Inventory System
On September 22, Worley Co. received $500
from ABC Radios as payment in full for their
purchase on September 10.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 22 Cash 500
Accounts Receivable (ABC Radios) 500
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
The Inventory Subsidiary Ledger
At the end of the period, management
compares the physical inventory count with
the inventory ledger to determine inventory
shrinkage.
Item LL002 Primary supplier Electronic City
Description Laser Light Secondary supplier Electric Company
Location Storeroom 2 Inventory level: Min: 25 Max: 200
Purchased Sold Balance
Date Units
Unit
Cost Total Units
Unit
Cost
Cost of
Goods
Sold Units
Unit
Cost Total
Sept. 5 100 30$ 3,000$ 100 30$ 3,000$
Sept. 10 10 30$ 300$ 90 30 2,700
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Taking a Physical Inventory
In order to ensure
the accuracy of
their perpetual
records, most
businesses take a
complete physical
count of the
merchandise on
hand at least once
a year.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Taking a Physical Inventory
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Dec. 31 Cost of Goods Sold 2,000
Inventory 2,000
Reasonable amounts of inventory shrinkage are viewed as
a normal cost of doing business. Examples include
breakage, spoilage and theft.
On December 31, Worley Co. counts its inventory.
An inventory shortage of $2,000 is discovered.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Closing Entries in a Perpetual
Inventory System
Close Revenue accounts
(including Sales) to
Income Summary.
Close Expense accounts
(including Cost of
Goods Sold) to Income
Summary.
Close Income Summary
account to Retained
Earnings.
Close Dividends to
Retained Earnings.
The closing
entries are the
same!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Next is the
periodic
inventory
system!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Periodic Inventory System
No effort is made to keep up-to-date
records of either inventory or cost of
goods sold.
Let’s look
at some
entries!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Periodic Inventory System
On September 5, Worley Co. purchased 100
laser lights for resale for $30 per unit from
Electronic City on account .
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 5 Purchases 3,000
Accounts Payable (Electronic City) 3,000
Notice that no entry is
made to Inventory.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Periodic Inventory System
On September 10, Worley Co. sold 10 laser
lights for $50 per unit on account to ABC
Radios.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 10 Accounts Receivable (ABC Radios) 500
Sales 500
Retail
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Periodic Inventory System
On September 15, Worley Co. paid Electronic
City $3,000 for the September 5 purchase.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 15 Accounts Payable (Electronic City) 3,000
Cash 3,000
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Periodic Inventory System
On September 22, Worley Co. received $500
from ABC Radios as payment in full for their
purchase on September 10.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Sept. 22 Cash 500
Accounts Receivable (ABC Radios) 500
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Computing Cost of Goods Sold in a
Periodic Inventory System
The accounting records of Party
Supply show the following:
Inventory, Jan. 1, 2003 $ 14,000
Purchases (during 2003) 130,000
At December 31, 2003, Party
Supply counted the merchandise
on hand at $12,000.
Calculate Party Supply’s cost of goods sold
for 2003.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Computing Cost of Goods Sold in a
Periodic Inventory System
Inventory (beginning of the year) 14,000$
Add: Purchases 130,000
Cost of goods available for sale 144,000
Less: Inventory (end of year) 12,000
Cost of goods sold 132,000$
Cost of Goods Sold can be
calculated as follows:
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Creating Cost of Goods Sold in a
Periodic Inventory System
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Dec. 31 Cost of Goods Sold 144,000
Inventory (beginning of year) 14,000
Purchases 130,000
Now, Party Supply must
create the Cost of Goods
Sold account.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Creating Cost of Goods Sold in a
Periodic Inventory System
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Dec. 31 Inventory (end of year) 12,000
Cost of Goods Sold 12,000
Now, Party Supply must
record the ending inventory
amount.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Completing the Closing Process
Close Revenue accounts
(including Sales) to
Income Summary.
Close Expense accounts
(including Cost of
Goods Sold) to Income
Summary.
Close Income Summary
account to Retained
Earnings.
Close Dividends to
Retained Earnings.
The closing
entries are the
same!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Comparison of Perpetual and
Periodic Inventory Systems
Periodic Inventory
System
Jo’s Dress Shop
Perpetual Inventory
System
Large Department
Stores
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Modifying an Accounting System
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Most businesses use special journals
rather than a general journal to record
routine transactions that occur
frequently.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
2/10, n/30Read as: “Two ten, net thirty”
When manufacturers and wholesalers
sell their products on account, the
credit terms are stated in the invoice.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
2/10, n/30
Percentage
of Discount
# of Days
Discount Is
Available
Otherwise,
the Full
Amount Is
Due
# of Days
when Full
Amount Is
Due
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
Purchases are
recorded at their
net amounts.
Purchase
discounts lost
are recorded
when payment
is made outside
the discount
period.
Net
Method
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
On July 6, Play Clothes purchased $4,000 of
merchandise on credit with terms of
2/10, n/30 from Kid’s Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 6 Inventory 3,920
Accounts Payable (Kid's Clothes) 3,920
$4,000  98% = $3,920
On July 6, Play Clothes purchased $4,000 of
merchandise on credit with terms of
2/10, n/30 from Kid’s Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
On July 15, Play Clothes pays the full amount
due to Kid’s Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 15 Accounts Payable (Kid's Clothes) 3,920
Cash 3,920
On July 15, Play Clothes pays the full amount
due to Kid’s Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
Now, assume that Play Clothes waited until
July 20 to pay the amount due in full to
Kid’s Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Credit Terms and Cash Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 20 Accounts Payable (Kid's Clothes) 3,920
Purchase Discounts Lost 80
Cash 4,000
Nonoperating Expense
Now, assume that Play Clothes waited until
July 20 to pay the amount due in full to
Kid’s Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
Purchases are
recorded at their
gross amounts.
Purchase
discounts taken
are recorded
when payment
is made inside
the discount
period.
Gross
Method
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
On July 6, Play Clothes purchased $4,000 of
merchandise on credit with terms of
2/10, n/30 from Kid’s Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 6 Inventory 4,000
Accounts Payable (Kid's Clothes) 4,000
On July 6, Play Clothes purchased $4,000 of
merchandise on credit with terms of
2/10, n/30 from Kid’s Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
On July 15, Play Clothes pays the full amount
due to Kid’s Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 15 Accounts Payable (Kid's Clothes) 4,000
Cash 3,920
Purchase Discounts Taken 80
Reduces Cost of
Goods Sold
$4,000  98% = $3,920
On July 15, Play Clothes pays the full amount
due to Kid’s Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
Now, assume that Play Clothes waited until
July 20 to pay the full amount due to Kid’s
Clothes.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Recording Purchases at Gross
Invoice Price
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 20 Accounts Payable (Kid's Clothes) 4,000
Cash 4,000
Now, assume that Play Clothes waited until
July 20 to pay the full amount due to Kid’s
Clothes.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Returns of Unsatisfactory
Merchandise
On August 5, Play Clothes returned $500 of
unsatisfactory merchandise purchased from Kid’s
Clothes on credit terms of 2/10, n/30. The purchase
was originally recorded at net cost.
Prepare the journal entry for Play Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Returns of Unsatisfactory
Merchandise
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Aug. 5 Accounts Payable (Kid's Clothes) 490
Inventory 490
$500  98% = $490
On August 5, Play Clothes returned $500 of
unsatisfactory merchandise purchased from Kid’s
Clothes on credit terms of 2/10, n/30. The purchase
was originally recorded at net cost.
Prepare the journal entry for Play Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Transportation Costs on Purchases
Transportation costs related to the
acquisition of assets are part of the
cost of the asset being acquired.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Now, let’s talk
about sales!
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Transactions Relating to Sales
Computer Barn
Partial Income Statement
For the Year Ended December 31, 2002
Revenue
Sales 912,000$
Less: Sales returns and allowances 8,000$
Sales discounts 4,000 12,000
Net sales 900,000$
Credit terms and merchandise returns
affect the amount of revenue earned by
the seller.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Returns and Allowances
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Aug. 2 Accounts Receivable (Play Clothes) 2,000
Sales 2,000
On August 2, Kid’s Clothes sold $2,000 of merchandise
to Play Clothes on credit terms 2/10, n/30. Kid’s
Clothes originally paid $1,000 for the merchandise.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Returns and Allowances
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Aug. 2 Cost of Goods Sold 1,000
Inventory 1,000
On August 2, Kid’s Clothes sold $2,000 of merchandise
to Play Clothes on credit terms 2/10, n/30. Kid’s
Clothes originally paid $1,000 for the merchandise.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Returns and Allowances
On August 5, Play Clothes returned $500 of
unsatisfactory merchandise to Kid’s Clothes from the
August 2 sale. Kid’s Clothes cost for this
merchandise was $250.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Aug. 5 Sales Returns and Allowances 500
Accounts Receivable (Play Clothes) 500
Contra-revenue
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
On August 5, Play Clothes returned $500 of
unsatisfactory merchandise to Kid’s Clothes from the
August 2 sale. Kid’s Clothes cost for this
merchandise was $250.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
Sales Returns and Allowances
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Aug. 5 Inventory 250
Cost of Goods Sold 250
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
On July 6, Kid’s Clothes sold $4,000 of merchandise to
Play Clothes on credit with terms of 2/10, n/30. The
merchandise originally cost Kid’s Clothes $2,000.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 6 Accounts Receivable (Play Clothes) 4,000
Sales 4,000
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 6 Cost of Goods Sold 2,000
Inventory 2,000
On July 6, Kid’s Clothes sold $4,000 of merchandise to
Play Clothes on credit with terms of 2/10, n/30. The
merchandise originally cost Kid’s Clothes $2,000.
Because Kid’s Clothes uses a perpetual inventory
system, they must make two entries.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
On July 15, Kid’s Clothes receives the full
amount due from Play Clothes.
Prepare the journal entry for Kid’s Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 15 Cash 3,920
Sales Discounts 80
Accounts Receivable (Play Clothes) 4,000
$4,000  98% = $3,920Contra-revenue
On July 15, Kid’s Clothes receives the full
amount due from Play Clothes.
Prepare the journal entry for Kid’s Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
Now, assume that it wasn’t until July 20 that
Kid’s Clothes received the full amount due
from Play Clothes.
Prepare the journal entry for Kid’s Clothes.
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Sales Discounts
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
July 20 Cash 4,000
Accounts Receivable (Play Clothes) 4,000
Now, assume that it wasn’t until July 20 that
Kid’s Clothes received the full amount due
from Play Clothes.
Prepare the journal entry for Kid’s Clothes.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Delivery Expenses
Delivery costs incurred by sellers are
debited to Delivery Expense, an
operating expense.
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Accounting for Sales Taxes
GENERAL JOURNAL
Date Account Titles and Explanation Debit Credit
Cash 1,070
Sales Tax Payable 70
Sales 1,000
Businesses collect sales tax at the point of sale.
Then, they remit the tax to the appropriate
governmental agency at times specified by law.
$1,000 sale  7% tax = $70 sales tax
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
Evaluating the Performance of a
Merchandising Company
Net Sales
Gross
Profit
Margins
• Trends overtime
• Comparable store sales
• Sales per square foot of
selling space
• Gross Profit  Net Sales
•Overall Gross Profit
Margin
•Gross Profit Margins by
Department and
Products
© The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin
End of Chapter 6

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Merchandising Activities Guide

  • 1. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin ACCOUNTING FOR MERCHANDISING ACTIVITIES Chapter 6
  • 2. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Operating Cycle of a Merchandising Company 2. Sale of merchandise on account Cash Inventory Accounts Receivable
  • 3. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Comparing Merchandising Activities with Manufacturing Activities Merchandising Company Purchase inventory in ready-to-sell condition. Manufacturing Company Manufacture inventory and have a longer and more complex operating cycle
  • 4. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Retailers and Wholesalers Retailers sell merchandise directly to the public. Wholesalers buy merchandise from several different manufacturers and then sell this merchandise to several retailers.
  • 5. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Income Statement of a Merchandising Company Computer Barn Condensed Income Statement For the Year Ended December 31, 2002 Revenue from sales 900,000$ Less: Cost of goods sold 540,000 Gross profit 360,000$ Less: Expenses 270,000 Net income 90,000$ Cost of goods sold represents the expense of goods that are sold to customers. Gross profit is a useful means of measuring the profitability of sales transactions.
  • 6. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin What Accounting Information Does a Merchandising Company Need? Financial Reporting Requirements Daily Business Operating Requirements Special Reporting Requirements Examples • Revenues • Expenses • Customer Ledgers •Tax Reports
  • 7. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin General Ledger Accounts General Ledger Accounts Receivable Date Debit Credit Balance 2001 June 1 10,000 10,000 15 3,000 7,000 Although general ledger accounts provide useful information, they do not provide much of the detailed information needed in the daily business operations. Who owes us money?
  • 8. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Subsidiary Ledgers: A Source of Needed Details Subsidiary Ledger Heather Jacobs Date Debit Credit Balance 2001 June 1 7,000 7,000 15 2,000 5,000 General Ledger Accounts Receivable Date Debit Credit Balance 2001 June 1 10,000 10,000 15 3,000 7,000Subsidiary Ledger Jake Sparks Date Debit Credit Balance 2001 June 1 3,000 3,000 15 1,000 2,000 Controlling Account
  • 9. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Controlling Account in the General Ledger Unit of Organization Within the Subsidiary Ledger Inventory Each type of product offered for sale Plant assets Each asset (or group of similar assets) Accounts payable Each creditor Capital stock Each stockholder Sales Each department, branch location, or product line Cost of goods sold Same organization as the sales ledger Many expense accounts Each department incurring these types of expenses Payroll expenses Each employee
  • 10. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Two Approaches Used in Accounting for Merchandise Transactions Perpetual Inventory System Periodic Inventory System
  • 11. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System The inventory account is continuously updated to reflect items on hand. Let’s look at some entries!
  • 12. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System On September 5, Worley Co. purchased 100 laser lights for resale for $30 per unit from Electronic City on account . GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 5 Inventory 3,000 Accounts Payable (Electronic City) 3,000
  • 13. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System On September 10, Worley Co. sold 10 laser lights for $50 per unit on account to ABC Radios. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 10 Accounts Receivable (ABC Radios) 500 Sales 500 10 Cost of Goods Sold 300 Inventory 300 10  $30 = $300
  • 14. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 10 Accounts Receivable (ABC Radios) 500 Sales 500 10 Cost of Goods Sold 300 Inventory 300Cost Retail On September 10, Worley Co. sold 10 laser lights for $50 per unit on account to ABC Radios.
  • 15. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System On September 15, Worley Co. paid Electronic City $3,000 for the September 5 purchase. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 15 Accounts Payable (Electronic City) 3,000 Cash 3,000
  • 16. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Perpetual Inventory System On September 22, Worley Co. received $500 from ABC Radios as payment in full for their purchase on September 10. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 22 Cash 500 Accounts Receivable (ABC Radios) 500
  • 17. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin The Inventory Subsidiary Ledger At the end of the period, management compares the physical inventory count with the inventory ledger to determine inventory shrinkage. Item LL002 Primary supplier Electronic City Description Laser Light Secondary supplier Electric Company Location Storeroom 2 Inventory level: Min: 25 Max: 200 Purchased Sold Balance Date Units Unit Cost Total Units Unit Cost Cost of Goods Sold Units Unit Cost Total Sept. 5 100 30$ 3,000$ 100 30$ 3,000$ Sept. 10 10 30$ 300$ 90 30 2,700
  • 18. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Taking a Physical Inventory In order to ensure the accuracy of their perpetual records, most businesses take a complete physical count of the merchandise on hand at least once a year.
  • 19. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Taking a Physical Inventory GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Dec. 31 Cost of Goods Sold 2,000 Inventory 2,000 Reasonable amounts of inventory shrinkage are viewed as a normal cost of doing business. Examples include breakage, spoilage and theft. On December 31, Worley Co. counts its inventory. An inventory shortage of $2,000 is discovered.
  • 20. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Closing Entries in a Perpetual Inventory System Close Revenue accounts (including Sales) to Income Summary. Close Expense accounts (including Cost of Goods Sold) to Income Summary. Close Income Summary account to Retained Earnings. Close Dividends to Retained Earnings. The closing entries are the same!
  • 21. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Next is the periodic inventory system!
  • 22. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Periodic Inventory System No effort is made to keep up-to-date records of either inventory or cost of goods sold. Let’s look at some entries!
  • 23. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Periodic Inventory System On September 5, Worley Co. purchased 100 laser lights for resale for $30 per unit from Electronic City on account . GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 5 Purchases 3,000 Accounts Payable (Electronic City) 3,000 Notice that no entry is made to Inventory.
  • 24. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Periodic Inventory System On September 10, Worley Co. sold 10 laser lights for $50 per unit on account to ABC Radios. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 10 Accounts Receivable (ABC Radios) 500 Sales 500 Retail
  • 25. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Periodic Inventory System On September 15, Worley Co. paid Electronic City $3,000 for the September 5 purchase. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 15 Accounts Payable (Electronic City) 3,000 Cash 3,000
  • 26. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Periodic Inventory System On September 22, Worley Co. received $500 from ABC Radios as payment in full for their purchase on September 10. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Sept. 22 Cash 500 Accounts Receivable (ABC Radios) 500
  • 27. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Computing Cost of Goods Sold in a Periodic Inventory System The accounting records of Party Supply show the following: Inventory, Jan. 1, 2003 $ 14,000 Purchases (during 2003) 130,000 At December 31, 2003, Party Supply counted the merchandise on hand at $12,000. Calculate Party Supply’s cost of goods sold for 2003.
  • 28. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Computing Cost of Goods Sold in a Periodic Inventory System Inventory (beginning of the year) 14,000$ Add: Purchases 130,000 Cost of goods available for sale 144,000 Less: Inventory (end of year) 12,000 Cost of goods sold 132,000$ Cost of Goods Sold can be calculated as follows:
  • 29. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Creating Cost of Goods Sold in a Periodic Inventory System GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Dec. 31 Cost of Goods Sold 144,000 Inventory (beginning of year) 14,000 Purchases 130,000 Now, Party Supply must create the Cost of Goods Sold account.
  • 30. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Creating Cost of Goods Sold in a Periodic Inventory System GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Dec. 31 Inventory (end of year) 12,000 Cost of Goods Sold 12,000 Now, Party Supply must record the ending inventory amount.
  • 31. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Completing the Closing Process Close Revenue accounts (including Sales) to Income Summary. Close Expense accounts (including Cost of Goods Sold) to Income Summary. Close Income Summary account to Retained Earnings. Close Dividends to Retained Earnings. The closing entries are the same!
  • 32. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Comparison of Perpetual and Periodic Inventory Systems Periodic Inventory System Jo’s Dress Shop Perpetual Inventory System Large Department Stores
  • 33. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Modifying an Accounting System GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Most businesses use special journals rather than a general journal to record routine transactions that occur frequently.
  • 34. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts 2/10, n/30Read as: “Two ten, net thirty” When manufacturers and wholesalers sell their products on account, the credit terms are stated in the invoice.
  • 35. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts 2/10, n/30 Percentage of Discount # of Days Discount Is Available Otherwise, the Full Amount Is Due # of Days when Full Amount Is Due
  • 36. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts Purchases are recorded at their net amounts. Purchase discounts lost are recorded when payment is made outside the discount period. Net Method
  • 37. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts On July 6, Play Clothes purchased $4,000 of merchandise on credit with terms of 2/10, n/30 from Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 38. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 6 Inventory 3,920 Accounts Payable (Kid's Clothes) 3,920 $4,000  98% = $3,920 On July 6, Play Clothes purchased $4,000 of merchandise on credit with terms of 2/10, n/30 from Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 39. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts On July 15, Play Clothes pays the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 40. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 15 Accounts Payable (Kid's Clothes) 3,920 Cash 3,920 On July 15, Play Clothes pays the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 41. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts Now, assume that Play Clothes waited until July 20 to pay the amount due in full to Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 42. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Credit Terms and Cash Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 20 Accounts Payable (Kid's Clothes) 3,920 Purchase Discounts Lost 80 Cash 4,000 Nonoperating Expense Now, assume that Play Clothes waited until July 20 to pay the amount due in full to Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 43. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price Purchases are recorded at their gross amounts. Purchase discounts taken are recorded when payment is made inside the discount period. Gross Method
  • 44. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price On July 6, Play Clothes purchased $4,000 of merchandise on credit with terms of 2/10, n/30 from Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 45. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 6 Inventory 4,000 Accounts Payable (Kid's Clothes) 4,000 On July 6, Play Clothes purchased $4,000 of merchandise on credit with terms of 2/10, n/30 from Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 46. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price On July 15, Play Clothes pays the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 47. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 15 Accounts Payable (Kid's Clothes) 4,000 Cash 3,920 Purchase Discounts Taken 80 Reduces Cost of Goods Sold $4,000  98% = $3,920 On July 15, Play Clothes pays the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 48. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price Now, assume that Play Clothes waited until July 20 to pay the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 49. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Recording Purchases at Gross Invoice Price GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 20 Accounts Payable (Kid's Clothes) 4,000 Cash 4,000 Now, assume that Play Clothes waited until July 20 to pay the full amount due to Kid’s Clothes. Prepare the journal entry for Play Clothes.
  • 50. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Returns of Unsatisfactory Merchandise On August 5, Play Clothes returned $500 of unsatisfactory merchandise purchased from Kid’s Clothes on credit terms of 2/10, n/30. The purchase was originally recorded at net cost. Prepare the journal entry for Play Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 51. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Returns of Unsatisfactory Merchandise GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Aug. 5 Accounts Payable (Kid's Clothes) 490 Inventory 490 $500  98% = $490 On August 5, Play Clothes returned $500 of unsatisfactory merchandise purchased from Kid’s Clothes on credit terms of 2/10, n/30. The purchase was originally recorded at net cost. Prepare the journal entry for Play Clothes.
  • 52. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Transportation Costs on Purchases Transportation costs related to the acquisition of assets are part of the cost of the asset being acquired.
  • 53. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Now, let’s talk about sales!
  • 54. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Transactions Relating to Sales Computer Barn Partial Income Statement For the Year Ended December 31, 2002 Revenue Sales 912,000$ Less: Sales returns and allowances 8,000$ Sales discounts 4,000 12,000 Net sales 900,000$ Credit terms and merchandise returns affect the amount of revenue earned by the seller.
  • 55. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Returns and Allowances GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Aug. 2 Accounts Receivable (Play Clothes) 2,000 Sales 2,000 On August 2, Kid’s Clothes sold $2,000 of merchandise to Play Clothes on credit terms 2/10, n/30. Kid’s Clothes originally paid $1,000 for the merchandise. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries.
  • 56. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Returns and Allowances GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Aug. 2 Cost of Goods Sold 1,000 Inventory 1,000 On August 2, Kid’s Clothes sold $2,000 of merchandise to Play Clothes on credit terms 2/10, n/30. Kid’s Clothes originally paid $1,000 for the merchandise. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries.
  • 57. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Returns and Allowances On August 5, Play Clothes returned $500 of unsatisfactory merchandise to Kid’s Clothes from the August 2 sale. Kid’s Clothes cost for this merchandise was $250. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Aug. 5 Sales Returns and Allowances 500 Accounts Receivable (Play Clothes) 500 Contra-revenue
  • 58. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin On August 5, Play Clothes returned $500 of unsatisfactory merchandise to Kid’s Clothes from the August 2 sale. Kid’s Clothes cost for this merchandise was $250. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries. Sales Returns and Allowances GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Aug. 5 Inventory 250 Cost of Goods Sold 250
  • 59. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts On July 6, Kid’s Clothes sold $4,000 of merchandise to Play Clothes on credit with terms of 2/10, n/30. The merchandise originally cost Kid’s Clothes $2,000. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 6 Accounts Receivable (Play Clothes) 4,000 Sales 4,000
  • 60. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 6 Cost of Goods Sold 2,000 Inventory 2,000 On July 6, Kid’s Clothes sold $4,000 of merchandise to Play Clothes on credit with terms of 2/10, n/30. The merchandise originally cost Kid’s Clothes $2,000. Because Kid’s Clothes uses a perpetual inventory system, they must make two entries.
  • 61. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts On July 15, Kid’s Clothes receives the full amount due from Play Clothes. Prepare the journal entry for Kid’s Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 62. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 15 Cash 3,920 Sales Discounts 80 Accounts Receivable (Play Clothes) 4,000 $4,000  98% = $3,920Contra-revenue On July 15, Kid’s Clothes receives the full amount due from Play Clothes. Prepare the journal entry for Kid’s Clothes.
  • 63. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts Now, assume that it wasn’t until July 20 that Kid’s Clothes received the full amount due from Play Clothes. Prepare the journal entry for Kid’s Clothes. GENERAL JOURNAL Date Account Titles and Explanation Debit Credit
  • 64. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Sales Discounts GENERAL JOURNAL Date Account Titles and Explanation Debit Credit July 20 Cash 4,000 Accounts Receivable (Play Clothes) 4,000 Now, assume that it wasn’t until July 20 that Kid’s Clothes received the full amount due from Play Clothes. Prepare the journal entry for Kid’s Clothes.
  • 65. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Delivery Expenses Delivery costs incurred by sellers are debited to Delivery Expense, an operating expense.
  • 66. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Accounting for Sales Taxes GENERAL JOURNAL Date Account Titles and Explanation Debit Credit Cash 1,070 Sales Tax Payable 70 Sales 1,000 Businesses collect sales tax at the point of sale. Then, they remit the tax to the appropriate governmental agency at times specified by law. $1,000 sale  7% tax = $70 sales tax
  • 67. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin Evaluating the Performance of a Merchandising Company Net Sales Gross Profit Margins • Trends overtime • Comparable store sales • Sales per square foot of selling space • Gross Profit  Net Sales •Overall Gross Profit Margin •Gross Profit Margins by Department and Products
  • 68. © The McGraw-Hill Companies, Inc., 2002McGraw-Hill/Irwin End of Chapter 6

Editor's Notes

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