Most copying errors come from four slips: digits swapped, a discount ignored, a date misread or a decimal point in the wrong place. Each has a check that takes a few seconds.
This lesson closes the skills in the source documents chapter. It helps most after choosing the appropriate source document.
Which errors should I watch for?
- Transposed digits, such as RM1 870 copied as RM1 780.
- A trade discount that was ignored, so the gross amount was recorded.
- A date copied wrongly, so the transaction lands in the wrong month.
- A decimal slip, such as RM45.00 copied as RM4.50.
Worked example: one invoice
Invoice 4812 is dated 28 March. It shows 40 units at RM25 each, less 10% trade discount.
- Gross amount = 40 × 25 = RM1 000.
- Trade discount = 10% × 1 000 = RM100.
- Net amount = 1 000 − 100 = RM900.
The entry is dated 28 March and recorded at RM900. The trade discount is not a separate entry, because the invoice already shows the amount after discount.
The divisible-by-nine check
Suppose a trial balance is out by RM90. Because 90 ÷ 9 = 10, the error may be a transposition.
For example, an invoice total of RM1 870 recorded as RM1 780 gives a difference of 1 870 − 1 780 = 90. A difference of RM180 works the same way, since 180 ÷ 9 = 20. The check only suggests a cause, so confirm it against the document.
The mistake that costs marks
One slip is to record the gross amount and to post it in the wrong period. Here the invoice above is recorded at RM1 000 and dated 1 April.
| Step | Wrong | Right |
|---|---|---|
| Amount | RM1 000 (before discount) | RM900 |
| Date | 1 April | 28 March |
| Effect | March is understated and April overstated | Both months correct |
The error is hard to notice because the entry still balances. Only a tick against the document finds it.
Check yourself
An invoice dated 14 June shows 25 items at RM48 each, less 15% trade discount. It was recorded as RM1 020 dated 14 July. Check the amount and the date, and state the correct figures.
Answer
Gross = 25 × 48 = RM1 200. Trade discount = 15% × 1 200 = RM180. Net = 1 200 − 180 = RM1 020, so the amount was right.
The error is the date. It should be 14 June, not 14 July, so the entry is in the wrong month.
Only the date is wrong. Check each field separately, because a right amount does not prove the date is right.
What to study next
Test all four skills on the source documents practice set. You can keep a list of slips in the mistake log and paper-error review tool.
If you want a teacher to check how you copy figures, see online one-to-one Accounting tuition.