Friday, 7 February 2014

Asok Nadhani-Accountancy-Depreciation

Depreciation
By Asok Nadhani
15.1 Introduction
Depreciation denotes permanent and continuous decrease in the book value of fixed assets over efflux of time. But it does not refer to any physical deterioration or decrease in its market value.
-     Depreciation is the process of allocating the cost of a fixed asset, less any residual or salvage value, over its estimated useful life in a rational and systematic manner.
-     It is a process of allocation, not of valuation. Depreciation includes amortization of assets whose useful life is pre-determined.
-     Depreciation is charged to comply matching concept over the period of useful life of the asset (not on physical life of the asset).

 15.2 Depreciable Assets
i   These are assets which:
a  are expected to be used during more than one accounting period; and
b    have a limited useful life; and
c     are held by an enterprise for use and not for the purpose of sale in the ordinary course of        business.
ii  Freehold Land is treated as non-depreciable asset. But leasehold land is treated as depreciable asset.
a  Purchase Price.
b  Installation and commissioning cost.

15.2.1 Cost of Depreciable Assets
Cost of Depreciable Assets come arises of its:
15.3 Depreciable Amount
It is the historical cost, (or other amount substituted for historical cost) of a depreciable asset in the financial statement, less estimated residual value. The depreciable amount of a depreciable asset should be allocated on a systematic basis to each accounting period during the useful life of the asset.
15.4 Depreciation- Is it a source of fund
i)      Under no circumstances depreciation is a source of fund (though it is a popular wrong phenomenon).
ii)     The accounting for depreciation is an internal transaction of allocating the cost of a fixed asset less any residual or salvage value over its estimated useful life of an asset. Depreciation is simply a book entry and it has no outside connection (a fund cannot be created just through passing a book entry). It is actually a non cash expense.
iii)    Depreciation affects taxable income and hence affects income tax payable.

15.5 Depletion, Amortization and Obsolescence of Asset
Depletion: It refers to the physical deterioration of natural resources or wasting assets like mineral reserves, oil reserves, mines, quarries etc. The life of such asset is normally expressed in terms of  quantity rather than in years.
Depreciation rate (r) = Cost of the asset / estimated quantity likely to be available
Example: A mine was purchased for Rs.10, 00,000. Minerals in the mine were expected to be 20, 00,000 tons. In the first year, 1, 00,000 tons of minerals were used. What is the depreciation for the first year?
Solution:
Depreciation rate (r) = Cost of the asset /estimated quantity likely to be available
i.e. Rs.10, 00,000 /20, 00,000 tons x Re.0.50/Ton
And Depreciation = r (Depreciation rate) x production of the year (i.e. minerals extracted)
                            =0.50 x 1, 00,000 tons = Rs.50, 000.
Amortization: The term amortization is used for providing depreciation on intangible assets like Goodwill, Patent, Trademark, Computer Software etc. The asset value is written over the life of the asset.
Obsolescence: It refers to the economic deterioration by way of technological development, taste etc.

15.6 Accounting Entry for Depreciation
There are two way to record depreciation in the books.
i)    When no Provision for Depreciation Account is not maintained:
In such case, depreciation is ultimately charged to Profit & Loss Account and the cost of asset is reduced. The books show only the written down value of the asset after providing depreciation.
ii)   When Provision for Depreciation Account is maintained:
In such case, depreciation is charged to Profit & Loss Account. However, the original cost is not reduced, instead depreciation for each year is accumulated to a separate account viz. Provision for Depreciation Account.

When no Provision for Depreciation Account is maintained (only WDV balance is maintained)
When Provision for Depreciation Account is maintained (Both original cost & Accumulated Depreciation is maintained.)
1.      

On purchase of Asset
Asset A/c
To Bank A/c

Dr.
On purchase of Asset
Asset A/c
To Bank A/c

Dr.
2.      
For providing depreciation
Depreciation A/c
To Asset A/c

Dr.
For providing depreciation
Depreciation A/c
To Provision for Depreciation A/c

Dr.

Profit & Loss A/c
To Depreciation A/c
Dr.
Profit & Loss A/c
To Depreciation A/c
Dr.
3.      
On sale of asset as scrap
Bank A/c
To Asset A/c

Dr.
If the asset is sold as scrap, Asset Disposal Account is maintained.
(i) On transferring asset to Asset Disposal A/c
Asset Disposal A/c (original cost)
To Asset A/c




Dr.



(ii) On transferring accumulated depreciation on disposed asset
Provision for Depreciation A/c
To Asset Disposal A/c


Dr.



(iii) On sale of asset
Bank A/c
To Asset Disposal A/c

Dr.
4.      
If profit arises from sale
Asset A/c
To Profit & Loss A/c

Dr.
If profit arises from sale
Asset Disposal A/c
To Profit & Loss A/c

Dr.
5.      
If Loss arises from sale
Profit & Loss A/c                                 

Dr.

Profit & Loss A/c

Dr.

To Asset A/c

To Assets Disposal A/c


Note: Profit or Loss on sale of the asset is as sort of over or under depreciation of the asset.

15.7 Methods of Depreciation
There are several methods of depreciation:
15.7.1   Straight Line Method
i)      Under this method, the amount of depreciation remains same to each period. A fixed amount is charged as depreciation every year. At the end of the life of the asset, the amount of the asset becomes zero.
ii)     Annual Depreciation= (Original Cost of the asset – Scrap value) / Estimated useful life.
iii)    It is also known as Fixed Instalment Method, Original Cost method.
iv)    Advantage:
-       Easy to calculate and easily understandable.
-       It reduces the book value of the asset to zero.
v)     Disadvantage: Value of the asset decreases but the depreciation amount remains same.

Example: A machine costing purchased on 1st January, 2009 Rs.1, 00,000. Salvage value Rs.10,000 and a life of 10 years. The accounting year ends on 31st, Dec. What will be the depreciation for the year?
Solution
Depreciation for the year = (1,00,000 – 10,000) / 10 = Rs.9,000.
15.7.2   Diminishing Balance Method
i)     Under this method, instead of a fixed amount, a fixed rate on the reduced balance of the asset is charged as depreciation every year. As a constant percentage is applied to the written value of the asset, the amount of depreciation will reduce every year.
ii)    It is also known as Reducing Balance Method, Written Down Value Method (WDV).
iii)   Depreciation rate (r) = 1- (s / c) 1/n, where
Salvage value= s
Cost of asset = c
No. of Years=n
Example: Machinery was bought for Rs.50, 000 two years ago. The current book value of the machinery is Rs.36, 125. If the depreciation is charged as per written down value method:
Rate of Depreciation = 1 – (36,125 / 50,000) ½ = 1 – (0.7225)1/2 = 1 - (0.85) = 0.15 or = 15%
Advantage:
i.      This method results higher depreciation in the beginning years but lower in the later years.
ii.     An asset’s book value can not be less than its estimated salvage value.
iii.    It is applicable for the income tax purpose.
iv.    Salvage value is not deducted while computing depreciable base. 
Disadvantage:
i.      It is very complicated method.
ii.     This method can not be applied for assets having short life span.
iii.    In early years depreciation is more when the asset is new. But later it reduces when asset becomes older.
15.7.2.1 Distinction between Straight Line and Diminishing Balance Method
Straight Line
Diminishing Balance
1. Depreciation is calculated on the original cost each year.
1. Depreciation is calculated on written down value.
2. Amount of depreciation is equal each year.
2. Amount of depreciation declines each year.
3. Amount of depreciation is lower than diminishing balance method in earlier years.
3. Amount of depreciation is higher than straight line method in earlier years.
4. If estimated salvage value is nil, asset is fully written off.
4. Asset is not fully written off.
5. This method does not take into consideration expenses on increasing repairs and maintenance over time.
5. This method takes into consideration expenses on repairs and maintenance. Amount of depreciation declines and expenses on repairs increases as the asset becomes older. Thus total charges are approximately equalized.
Example: Chand & Co. purchased plants on 1st January, 2007 for Rs.2,00,000. Out of them, a plant, which was purchased for Rs.50,000 sold out on 30th June, 2009 was sold for Rs.35,000. The company closes its books on 31st December and it maintains Provision for Depreciation Account. Prepare Plant & Machinery Account and Provision for Depreciation Account for all the years’ upto the year ending 31st December, 2009 taking into account depreciation @ 10% p.a. on straight line basis and also show Plant & Machinery Disposal Account.
Solution:
Working Note:
Calculation of depreciation on sale of plant

Rs.
Acquisition cost on 1st January, 2007
50,000
Less: Depreciation for 2007 @ 10% p.a
5,000
Book value on 1st January, 2008
45,000
Less: Depreciation for 2008 @ 10% p.a
5,000
Book value on 1st January, 2009
40,000
Less: Depreciation upto 30th June, 2009 (for six months)
2,500

37,500
Sale value
35,000
Loss on sale
2,500


Depreciation on the remaining Plant & Machinery will be 10% on Rs.1,50,000 i.e. (2,00,000 – 50,000)
15,000
Provision for Depreciation on disposed plant upto 2008 = 5,000+5,000 = Rs.10,000


In the books of Chand & Co.
Plant & Machinery Account
Dr.




Cr.
Date
Particulars
Rs.
Date
Particulars
Rs.
2007
Jan.1

To Bank A/c



2007
Dec.31

By Balance c/d

2,00,000

- Purchase

2,00,000





2,00,000


2,00,000
2008
Jan.1

To Balance b/d

2,00,000
2008
Dec.31

By Balance c/d

2,00,000
2009
Jan.1

To Balance b/d

2,00,000
2009
June30


By Plant & Machinery Disposal A/c (original cost)

50,000



Dec.31
By Balance c/d
1,50,000


2,00,000


2,00,000
Provision for Depreciation Account
Dr.




Cr.
Date
Particulars
Rs.
Date
Particulars
Rs.
2007
Dec.31

To Balance c/d

20,000
2007
Dec.31

By Depreciation A/c

20,000
2008
Dec.31

To Balance c/d

40,000
2008
Jan.1
Dec.31

By Balance b/d
By Depreciation A/c

20,000
20,000


40,000


40,000
2009
June30
Dec.31

To Plant & Machinery Disposal A/c
To Balance c/d

2,500
52,500
2009
Dec.31

By Balance b/d
By Depreciation A/c (W.N 1)

40,000
15,000


55,000


55,000
Plant & Machinery Disposal Account
Dr.




Cr.
Date
Particulars
Rs.
Date
Particulars
Rs.
2009
June30

To Plant & Machinery A/c

50,000
2009
June30

By Provision for Depreciation A/c (W.N 1)

10,000




By Depreciation A/c (W.N 1)
2,500




By Bank A/c (sale)
35,000




By Profit & Loss A/c (loss) (W.N 1)
2,500


50,000


50,000
Note: The provision for depreciation on disposed assets of Rs.2,500 will be transferred to Plant & Machinery Disposal Account.
15.7.3 Sinking Fund Method
i)    Under this method, the amount retained by writing off depreciation is invested in a fund, known as Sinking Fund or Depreciation Fund.
ii)   The amount written off as depreciation is kept aside and invested in readily saleable securities (like govt. securities). The interest is also reinvested. After the expiry of life of the assets, the securities are sold and new assets are purchased from the sale proceeds.
Journal entries are to be passed for Sinking Fund Method.
a)     In first year, entries passed in
 (1)
Depreciation Account
Dr.
With the installment calculated from the sinking fund table

To Sinking Fund Account

(2)
Sinking  Fund Investment
Dr.
Amount invested in securities

To Bank

b)    Entries passed In subsequent years -
(1)
Bank A/c
Dr.
With the amount of interest received on investment.
The interest received transferred to the credit of Sinking Fund A/c.
With the annual installments.

The annual installment plus interest earned.

To Interest on Sinking Fund Investment A/c

(2)
Interest on Sinking Fund Investment A/c
Dr.

To Sinking Fund A/c

(3)
Depreciation A/c
Dr.

To Sinking Fund A/c

(4)
Sinking Fund Investment A/c
Dr.

To Bank

Note: First two entries may be combined in one entry.
c)    Entries passed in the last year-
(1)
Bank A/c
Dr.
With the amount of interest received on investments.

To Interest on Sinking Fund A/c


(2)
Interest on Sinking Fund Investment A/c
Dr.
With the amount of interest to transfer Sinking Fund.

To Sinking  Fund A/c


(3)
Depreciation A/c
Dr.


To Sinking Fund A/c


(4)
Bank A/c
Dr.
With the net sale proceeds of Sinking Fund Investment A/c.

To Sinking Fund Investment A/c


(5)
Sinking Fund Investment A/c
Dr.
Profit or (Loss) transferred to Sinking Fund Account.

To Sinking Fund A/c



Or



Sinking Fund A/c
Dr.


To Sinking Fund Investment A/c


(6)
Sinking Fund A/c
Dr.
With the book value of the asset.

To Asset A/c


(7)
Sinking Fund A/c
Dr.
Any balance remaining in the Sinking Fund Account transferred

To Profit & Loss A/c

to Profit & Loss A/c.

Or



Profit & Loss A/c
Dr.


To Sinking Fund A/c


Example: A lease was purchased for Rs.40,000. It is to be replaced at the end of 3 years. It is expected that the investment will yield a net interest of 4% p.a. A Sinking fund is made to collect the necessary amount. The Sinking fund investment realized Rs.19,000. The new lease cost Rs.43,000.
As per the Sinking fund table shows = Re.1 at the end of 3 years @ 4 % p.a. annual investment of Rs. 0.235490

Solution:
For Rs.40,000 , depreciation = 40,000 x 0.235490 = Rs.9,419.60
Journal Entries




Dr.
Cr.
Date
Particulars

L/F No.
Amount
Rs.
Amount
Rs.
1st year





Opening
Lease A/c
Dr.

40,000


To Bank A/c



40,000

(Purchase of lease for 3 years)




Closing
Depreciation Account
Dr.

9,419.60


To Sinking Fund Account



9,419.60

(Annual installment of depreciation)





Sinking  Fund Investment
Dr.

9,419.60


To Bank



9,419.60

(Annual installment invested)




2nd year
Bank A/c
Dr.

376.78


To Interest on Sinking Fund Investment A/c



376.78

(Interest received on Investment Rs. 9,419.6 @ 4% p.a)





Interest on Sinking Fund Investment A/c
Dr.

376.78


To Sinking Fund A/c



376.78

(Interest on Sinking Fund Investment transferred to Sinking Fund)





Depreciation A/c
Dr.

9,419.60


To Sinking Fund A/c



9,419.60

(Amount of depreciation transferred to Sinking Fund A/c)





Sinking Fund Investment A/c
Dr.

9,796.38


To Bank (9,419.6 + 376.78)



9,796.38

Amount invested to cover annual depreciation and interest)




3rd year
Bank A/c (9,419.6 +9,796.38 @ 4% )
Dr.

768.64


To Interest on Sinking Fund Investment A/c



768.64

(Interest received on investment )





Interest on Sinking Fund Investment A/c
Dr.

768.64


To Sinking Fund A/c



768.64

(Interest on Sinking Fund Investment transferred to Sinking Fund)





Depreciation A/c
Dr.

9,419.60


To Sinking Fund A/c



9,419.60

(Amount of depreciation transferred to Sinking Fund A/c)





Bank A/c
Dr.

19,000


To Sinking Fund Investment A/c



19,000

(sale of sinking Fund)





Sinking Fund A/c
Dr.

20,000


To Lease A/c



20,000

(Transfer of Sinking fund on its expiry.)





Sinking Fund A/c [19,000 – (9,419.6 + 9,796.38)]
Dr.

215.98


To Sinking Fund Investment A/c



215.98

(transfer of loss on sale of investment)





Profit & Loss A/c
Dr.

215.98


To Sinking Fund A/c



215.98

(The Sinking Fund closed by transferring to P& L A/c.)





New Lease A/c
Dr.

43,000


To Bank A/c



43,000

(New lease purchased)





15.7.4 Sum of Years of Digit Method
i)      This is just a variant of the Diminishing Balance Method. This method is not used in India.
ii)     Like Diminishing Balance Method, the depreciation on initial year is higher and gradually diminishes over time. Like Straight line method the asset value will ultimately become zero.
iii)    The formula is used here-
Annual depreciation= Residual value x No. of years (including the present years) of remaining life of the asset / Total of all digits of the life of the asset (in years).
Example:  Calculate the depreciation


Rs.
Cost of the asset
=
1,00,000
Salvage value
=
5,000
Estimated life
=
10 years
Solution:
Residual Value= (1,00,000 – 5,000) = Rs.95,000
Estimated life = 10 years
Total of all digits of the life of the asset = 10+9+8+7+6+5+4+3+2+1=55
Therefore, depreciation to be charged for the
 1st year = 95,000 x 10/55 = Rs.17,273
2nd year = 95,000 x 9/55 = Rs.15,545 and  so, on for later years.
15.7.5 Annuity Method
Under this method, depreciation amount is taken from annuity table. The amount of depreciation includes a portion of the asset and a portion of its expected income (interest).
Calculation method: 1st year interest is calculated on the book value of asset.
 Next year- on that balance of the year asset which is on the 1st day of the next year and so on.
Example: Lease for 5 year Rs.10, 000. Rate of interest 5%. The corresponding annuity rate is 0.230975. The depreciation per year:
Depreciation of Re.1 in one year is 0.230975
So the depreciation of Rs.10, 000 in one year is 0.230975 x Rs.10, 000 = Rs.2, 309.75.

15.7.6 Machine Hour Rate Method
i)      Under this method the life of an asset, especially plant or machinery, is calculated in hours (not in years for which it will be used). Here, total effective working hours are estimated (estimated hrs. – idle time) during the whole life of the machine and it divides the cost of the machine. Machine Hour Rate = (Cost of the machine – Scrap value) / Effective Working hrs.
ii)     This method does not consider depreciation when a machine not in use.
Example: Original cost of a machine Rs.60,000. Estimated scrap value Rs.10,000. Expected effective working hours are 25,000 hrs. The depreciation charge per machine hour would be as follows-
Solution: Depreciation per machine hour rate = (60,000 – 10,000) / 25,000 = Rs.2./hr.
15.7.7 Production Unit Method
This method is mostly used for wasting assets like mines, quarries, oil etc, like as depletion method.
15.7.8 Insurance Policy Method
This method is similar to Sinking Fund Method. The depreciation charged is the amount of premium payable to take out an insurance policy with an insurance company (instead of investing money in securities). The policy should mature immediately after the expiry of the useful life of the asset. The received policy amount is invested to replace the asset.

15.8 Changes in Method of Depreciation
i     The depreciation method selected should be applied consistently from period to period. A change from one method of providing depreciation to another should be made:
-      if the adoption of the new method is required by statute,
-      for compliance with an accounting standard,
-      if the change would result in a more appropriate presentation of the financial statements.
ii    When such a change in the method of depreciation is made, depreciation should be recalculated in accordance with the new method from the date of the asset coming into use.
iii   The deficiency or surplus arising from retrospective recomputation of depreciation in accordance with the new method should be adjusted in the accounts in the year in which the method of depreciation is changed. 
-      deficiency should be charged in the statement of profit and loss,
-      surplus should be credited to the statement of profit and loss. 
iv   Such a change should be treated as a change in accounting policy and its effect should be quantified and disclosed.
15.8.1 Accounting entries for change in Depreciation Method
The rate of change in depreciation is to be adjusted for under depreciation or over depreciation. The following steps should be taken-
Step 1.      Total depreciation provided on asset under existing method will be calculated up to end of the previous year under the existing method.
Step 2.      Total depreciation on asset from the date of retrospective effect to the date of change by would be computed adopting the new method of depreciation.
Step 3.      Difference between the new method and existing method will be calculated. It will be transferred to Profit & Loss A/c.
Step 4.      Depreciation will be charged from the date of change by adopting the new method.

Example:
A Company had a balance of Rs.4,05,000 on 1st January, 2003  in its Machinery account. 10% p.a. depreciation was charged by diminishing balance method. On 1st July, 2003, the company sold a part of machinery for Rs.87,500, which was purchased on 1st January, 2001 for Rs.1,20,000 as a part of it become unless, and on the same date i.e. , on 1st July, 2003, the company purchased a new machine for Rs.2,50,000. On 31st December, 2003, the Directors of the company decide to adopt the fixed installment method of depreciation from 1st January, 2001 instead of diminishing balance method. The rate of depreciation will remain the same.
Prepare Machinery account in the books of company for the year ending 2003.
(CA-PE-I, 2004-Nov)
Solution
Working Notes:
1.     Computation of W.D.V. as on 1.7.03 and profit or loss on sale of machinery:
   
Rs.
Cost of machinery on 1.1.01
1,20,000
Less : Depreciation @ 10%
12,000

W.D.V. as on 1.1.02
1,08,000
Less : Depreciation @ 10%
10,800

W.D.V. as on 1.1.03
97,200
Less : Depreciation @ 10% up to 30th June, 2003 (for 6 months)
4,860

W.D.V. as on 1.7.03
92,340
Less : Sale price
87,500
Loss on sale
4,840
2      Computation of Book value of unsold machinery as on 01.01.01.
Rs.
Book value of the machine whose W.D.V. as on 1.1.03
1,20,000
Then the cost of machine as on 01.01.01= Rs.* 3,07,800 x (1,20,000 / 97,200)=
3,80,000
*Book value of remaining machine as on 1.1.2003 = 4,05,000 – 97,200 (W.N - 2) = Rs.3,07,800

15        Amount of Additional depreciation due to change in the method of depreciation :

F.I.M
Rs.
W.D.V.M Rs.
Cost of machine on 1.1.01
3,80,000
3,80,000
Less : depreciation @ 10% p.a.
38,000
38,000

W.D.V. as on 1.1.02
3,42,000
3,42,000
Less : depreciation @ 10% p.a.
38,000
34,200

W.D.V. as on 1.1.03
3,04,000
3,07,800
\ The difference in depreciation charged to P & L A/c= Rs.(3,07,800 – 3,04,000) = Rs.3,800.

Machinery Account
Dr.




Cr.
Date
Particulars
Rs.
Date
Particulars
Rs.
2003


2003


Jan. 1
To Balance b/d

July 1
By Bank
(Sale of part of the machinery)

87,500

(W.N.1)
97,200





(4,05,000-97,200)
3,07,800
4,05,000




To Bank A/c
(Purchase of new machinery)
2,50,000
July 1
By Depreciation (W.N.1)
4,860



July 1
By Profit & Loss A/c (W.N.1)
(Loss on disposal)
4,840



Dec. 31
By Profit & Loss A/c (W.N.3)
(Adjustment for additional depreciation)
3,800




By Depreciation A/c





(W.N.3)
38,000






12,500
50,500




By Balance c/d
5,03,500


6,55,000


6,55,000