ABC Amber PDF Merger · Acc Manual V1.9 - Page 2 Foreword In tandem with the recent move to accrual accounting policies and the introduction of a new financial management system in

Department of Environment, Heritage and Local Government

ACCOUNTING MANUAL

LOCAL AUTHORITY ACCOUNTING MANUAL

Department of Environment, Heritage and Local Government

____________________________________________________

Accounting Manual

LOCAL AUTHORITY ACCOUNTING MANUAL

Acc Manual V1.9 - Page 2

Foreword

In tandem with the recent move to accrual accounting policies and the introduction of a new financial management system in local authorities, the Department of the Environment, Heritage and Local Government has issued an Accounting Code of Practice (ACoP) to underpin the broad accounting principles to be followed under the new system. A fundamental objective of ACoP is to ensure that there is a common approach to the presentation of financial data in the Annual Financial Statement. The Accounting Manual supplements (ACoP) and sets out in detail the accounting procedures to be applied to individual processes. The objective is to have a common accounting approach across all local authorities. The format and content of the Manual has been agreed with the General Accounting Working Group (Group representative of the Department and local authorities). The working group will consider any suggestions from local authorities regarding the inclusion of other accounting procedures or revision of existing procedures. It would also like to acknowledge the substantial contribution of David Campbell of CCAS in the preparation of this document. Finance Local May 2006


TABLE OF CONTENTS

A. INTRODUCTION ............................................................................................. 5

B. ACCOUNTING STRUCTURE ......................................................................... 6

B.1 Overview of Accounting Structure......................................................................6

B.1.1 Account Elements........................................................................................................... 6

B.1.2 Account Groups.............................................................................................................. 6

B.1.3 Account Analysis............................................................................................................. 7

B.1.4 Transaction Types within the “Agresso” F.M.S......................................................... 7

B.2 Use of Jobs.........................................................................................................8

B.2.1 Jobs and the “Caprev” Flag ........................................................................................... 8

B.2.2 Balance Sheet and Capital and Refundable Deposits ................................................ 8

B.2.3 Year End Rollup Accounts............................................................................................ 8

C. ACCOUNTING TREATMENTS.....................................................................10

C.1 Transfers to/from Reserves.............................................................................. 10

C.1.1 Revenue and Capital Transfers ................................................................................... 10

C.1.2 Balance Sheet Reserves Transfers............................................................................... 10

C.1.3 Inter Capital Transfers.................................................................................................. 10

C.2 Loan Interest and Principal .............................................................................. 11

C.2.1 Loan Interest.................................................................................................................. 11

C.2.2 Loan Principal................................................................................................................ 11

C.3 Reserves ............................................................................................................ 12

C.3.1 Capital Account Reserves ............................................................................................ 12

C.3.1.1 Reserve Funds (Heading 1)............................................................................................ 12 C.3.1.2 Project and Non-Project Balances (Heading 2) ......................................................... 12

C.3.2 Non-Capital Account Reserves................................................................................... 13

C.3.2.1 Loan and Lease Repayment Reserves.......................................................................... 13 C.3.2.2 Historical Mortgage Funding Surplus/Deficit ........................................................... 13 C.3.2.3 Shared Ownership Rented Equity Account ............................................................... 13 C.3.2.4 Specific Revenue Reserve............................................................................................... 13

C.4 Plant, Machinery & Stores................................................................................ 14

C.4.1 Plant & Machinery ........................................................................................................ 14

C.4.2 Stores............................................................................................................................... 14

C.4.3 AFS Adjustment for Plant, Machinery and Stores................................................... 14

C.5 Accruals Processes............................................................................................ 15

C.5.1 Creditors ......................................................................................................................... 15

C.5.2 Accruals........................................................................................................................... 15

C.6 Central Management Charge (Programme Group 9)....................................... 16

D. BALANCE SHEET PROCEDURES ...............................................................17

D.1 Fixed Assets...................................................................................................... 17

D.1.1 Fixed Assets Principles............................................................................................ 17


D.1.2 Purchased Fixed Asset Additions.......................................................................... 18

D.1.3 Constructed Fixed Asset Additions (Transfers from Work in Progress) ....... 19

D.1.3.1 Constructed Fixed Asset Additions - Full Job Completion..................................... 20 D.1.3.2 Constructed Fixed Asset Additions - Part Job Completion .................................... 20

D.1.4 Fixed Asset Disposals ............................................................................................. 21

D.1.5 Fixed Assets – Loan Funded.................................................................................. 21

D.1.6 Fixed Assets – Lease Funded................................................................................. 21

D.1.7 Fixed Asset Depreciation/Charge......................................................................... 22

D.2 Long Term Debtors / Loans Receivable ...........................................................23

D.2.1 Monthly Mortgage Annuity Loans ............................................................................. 23

D.2.2 Tenant Purchase Average Instalment Loans ............................................................ 24

D.2.3 Shared Ownership Loans............................................................................................. 26

D.2.3.1 Issue of Shared Ownership Loans (Both Schemes).................................................. 26 D.2.3.2 Pre 2003 Shared Ownership Schemes ......................................................................... 27 D.2.3.3 Post 2002 Shared Ownership Schemes ....................................................................... 28

D.2.4 Voluntary Housing (DEHLG Debtor)...................................................................... 29

D.3 Trade Debtors ....................................................................................................30

D.3.1 Invoiced Debtors .......................................................................................................... 30

D.3.2 Tax Relief at Source (TRS) .......................................................................................... 30

D.3.3 Agent Works Recoupable ............................................................................................ 30

D.3.4 Accrued Income ............................................................................................................ 30

D.3.5 Current Portion of Long Term Debtors ................................................................... 30

D.4 Stock ................................................................................................................. 31

D.5 Urban Account ...................................................................................................32

D.6 Finance Leases .................................................................................................33

D.7 Loans Payable...................................................................................................36

D.7.1 Mortgage......................................................................................................................... 36

D.7.2 Non Mortgage Loans.................................................................................................... 37

D.7.2.1 Revenue Funding Loans................................................................................................. 37 D.7.2.2 Voluntary Housing Loans.............................................................................................. 37 D.7.2.3 Bridging Finance.............................................................................................................. 39 D.7.2.4 Shared Ownership Rented Equity Loans.................................................................... 39 D.7.2.5 Asset/Grant/Other Loans ............................................................................................ 39 D.7.2.6 Recoupable Loans ........................................................................................................... 41 D.7.2.7 Inter Local Authority Loans.......................................................................................... 42

D.7.3 Affordable Housing ...................................................................................................... 42

D.8 Refundable Deposits ........................................................................................45

APPENDIX 1 – CHART OF ACCOUNTS STRUCTURE.................................. 46

APPENDIX 2 – ‘CAPREV’ FLAGS AND ROLLUP ACCOUNTS ..................... 62

APPENDIX 3 – ACCOUNTING STRUCTURE FLOWCHART....................... 63

APPENDIX 4 – BALANCE SHEET IMPACT ON CAPITAL/REVENUE ..... 64


A. INTRODUCTION

Background

The Annual Financial Statement (AFS) for all Local Authorities is now prepared on an accrual basis and includes a balance sheet incorporating all assets and liabilities. This achieves the majority of objectives as set out in the publication “Better Local Government”. Similar accounting practices and procedures as now applies to all Agresso and non-Agresso authorities. Whilst the Accounting Manual has been prepared mainly for Agresso users the General Accounting working group has recommended that a similar document be prepared by all non-Agresso local authorities

Objective

The primary objective of the Accounting Manual can be summarised as follows: 1. Document the accounting procedures and policies relating to assets, liabilities, income

and expenditure. 2. As far as is practical ensure a common approach to both accounting for and in the

presentation of financial data. In addition to being a reference document for existing finance staff, it will also be of benefit to new staff members in getting a quicker understanding of the accounting procedures and policies that underpin the new FMS.

Methodology and Content Individual Local Authorities were requested by the DEHLG to identify accounting procedures to be included in the manual. The final table of contents and presentation has been agreed by the General Accounting Working Group.


Account Element ‘11500’ - Furniture

Account Group 1 ‘10000’ – FIXED ASSETS

Account Group 2 ‘10750’ – Computers, Furniture &

Equipment

B. ACCOUNTING STRUCTURE

B.1 Overview of Accounting Structure B.1.1 Account Elements

The Chart of Accounts structure within Financial Management System is based on the following basic split of Account Elements: Account Element Range Heading 10000 to 49999 Balance Sheet 50000 to 59999 Income 60000 to 99998 Expenditure Income and Expenditure account elements include both capital and revenue items. At year end the capital totals are transferred to Rollup account elements on the Balance Sheet. This is dealt with in detail in Section B.2 below.

B.1.2 Account Groups

The account elements are then divided into further headings by the use of two “Account Group” values attached to the account element. Generally, the Account Group 1 value dictates the summary heading, for example, the Balance Sheet heading, while Account Group 2 divides this heading in to more detailed values, for example, detail within a note to the accounts. The structure of the account elements can be illustrated as follows by using the account element 11500 as an example: A detailed analysis of all account elements with the Chart of Accounts, together with the relevant account group relations is shown in Appendix 1. For further analysis of information within the notes to the Annual Financial Statement refer to Mentec’s document “AFS Rollout Pack”.


B.1.3 Account Analysis

Additional analysis under account element is required to breakdown the income and expenditure accounts between capital and revenue transactions. This is done by the use of ‘Job’ as a cost centre. All income and expenditure accounts must require a job to be entered and the job is then categorised as capital or revenue. There will be further analysis provided on accounts for the purpose of AFS extraction and this analysis will depend on the Financial Management System in place. Examples are as follows: Agresso Subanalysis values and Transaction Types Integra GL Codes, Parent Groups and Transaction Types JD Edwards Category Codes and Subsidiaries

An accounting structure flowchart is included at Appendix 3.

B.1.4 Transaction Types within the “Agresso” F.M.S.

The use of transaction types within the Agresso F.M.S. dictates the disclosure of certain information within the Annual Financial Statement. At present this specifically relates to three areas as follows:

DESCRIPTION/HEADING TRANSACTION TYPE

Note 8 (a) - Loans Payable Borrowings AR, BA, GB Early Redemptions GR Other Adjustments (Non Cash) GA Repayments Any other T.T. Note 9 - Urban Account Received/Paid AR, AP Charge for Year Any other T.T. Appendix 7 - Summary of Major Collections Receipts * AR, BA, DD Refunds * AP, OP, MP Write Offs WO,WW, IW Waivers WV Accrued Any other T.T.

* Receipts and Refunds are combined and netted off for the purpose of Appendix 7. Note: For a full list of transaction types please refer to the most recent version of the COA Checker issued by the LGCSB.


B.2 Use of Jobs B.2.1 Jobs and the “Caprev” Flag

Transactions will only form part of the Capital/Revenue accounts based on the account elements used. These specific account elements require a “Job” and based on the Job’s ‘Caprev’ flag will subsequently form part of the capital account, revenue account or refundable deposits. The account elements are as follows: Account Range Description Job Required Note

13000-14399 Fixed Asset Suspense Yes Must be cleared to zero at year end but any interim balance will form part of the revenue or capital accounts.

50000-99998 Income and Expenditure Yes All transactions form part of the capital account, revenue account and refundable deposits

10000-12999 45000-45999

Fixed Assets Capitalisation

No Job is required as a memorandum entry only and does not form part of the capital or revenue accounts.

14400-44999 46000-49999

Balance Sheet Other No Job is not required on any of these account elements and does not form part of the capital or revenue accounts

Where the account element forms part of the Capital account, Revenue account or Refundable Deposits it’s precise nature is dictated by the “Caprev” flag on the job as follows:

• Revenue - Flags ‘P’, ‘R’ & ‘S’

• Capital - Flags beginning with C* or RS*

• Refundable Deposits - Flag ‘RSR’ A full list of “Caprev” flags is included at Appendix 2.

B.2.2 Balance Sheet and Capital and Refundable Deposits

The Balance Sheet requires the inclusion of capital and refundable deposits at year end and this is done by the use of year end rollup journals. These journals are only performed at a summary level as described in Section B2.3. Subsequent to the rollup journals the overall income and expenditure account will only include revenue transactions.

B.2.3 Year End Rollup Accounts

Capital and Refundable Deposits transactions within the Income and Expenditure account are posted by summary journal to the Balance Sheet at year end. This procedure is carried out in order to calculate the revenue surplus/deficit for the year and act as a static figure for the prior year comparative. A specific rollup account exists on the Balance Sheet for each ‘Caprev’ flag. Cumulative Income and Expenditure for Work-in-Progress and Preliminary Expenditure flags (CP* and CW*) are


posted separately with the remaining flags posted as the net position. The detailed rollup accounts are shown at Appendix 2. Other factors to be considered on Rollup journals and accounts are:

• Rollup journals are only performed after AFS finalisation for the purpose of comparative figures and the correct operation of the AG05 year end process.

• Any subsequent adjustments to the AFS must be reflected by an additional rollup journals adjustment.

• For the purposes of reporting on a financial year prior to AFS finalisation, the capital amounts are rolled up within the reporting structure to avoid repeating manual journals.

• Rollup Journals are performed as a reversing journals, posted in period 13 and reversed in period 00 of the following year.

Note: Refer to Section B.3/B.4 of Year-end document for detailed postings of Year End Rollups.


C. ACCOUNTING TREATMENTS

C.1 Transfers to/from Reserves Transfers to/from reserves relate to items on the capital and/or revenue account that do not form part of standard expenditure or income under standard accounting principles. Transfers to/from reserves can be broken down in to three categories:

1) Movement of funds between revenue and capital 2) Balance Sheet reserves transfers 3) Inter Capital Transfers

The account elements referring to the above transfers are: 59900 – Revenue/Capital Income 65965 – Revenue/Capital Expenditure 59940 – Inter-Capital Income 65940 – Inter-Capital Expenditure

C.1.1 Revenue and Capital Transfers

The movement of funds from revenue to capital or from capital to revenue show separately on the face of the Income and Expenditure account and also show as separate columns on the capital statement (Appendix 6 to the AFS). Examples would include provisions made in the budget process for future expenditure or the transfer of Plant & Machinery profit to capital. Any movement between revenue and capital that does not relate to normal expenditure or income for that year must be disclosed against the above two account elements. Therefore, such expenditure/income shows as a separately “below the line” and not part of the programme group structure.

C.1.2 Balance Sheet Reserves Transfers

Certain transactions within the AFS require separate disclosure in order to comply with proper accounting practice. Examples of this are as follows:

• The revenue funding of the principal portion of non mortgage loans

• The write off of the historical mortgage funding gap to revenue

• Movements in the specific revenue reserve Section D.7.2.5 illustrates the use of account 65965 – Transfer to/from reserves for the funding of the principal portion of non-mortgage loans through revenue. Where the principal portion is funded from capital it would not form part of transfers/to/from reserves. The standard account element for loan repayments, 90120, would be used in that case. C.1.3 Inter Capital Transfers

Accounts 59940 and 65940 are used to transfer balances or funding from one capital job to another. An example of such a transfer would be the transfer of development levies income from the “RSD” development levies reserve job to a roads job. The journals in this instance would be as follows: Dr 65940 – Programme Group 4 Development Levies Job Code (RSD flag) Cr 59940 – Programme Group 2 Roads Scheme Job Code (CWF flag)


C.2 Loan Interest and Principal C.2.1 Loan Interest

Within the revenue account loan interest is charged “above the line” for all mortgage and non-mortgage loans. C.2.2 Loan Principal

As illustrated in section D.7 no loans charge principal to the revenue or capital account with the exception of “Asset/Grant” funding loans. Where the principal of these loans are revenue funded the principal will show below the line as Transfer to/from Reserves (see section D.7.2.5). Where the principal is funded from capital the principal shows as expenditure in the capital statement to avoid disclosure in the columns as “Transfers to Revenue” or “Transfer from Revenue”.


C.3 Reserves Reserves with a Local Authority Balance Sheet can be categorised into two headings:

• Capital Account Reserves

• Non Capital Account Reserves

C.3.1 Capital Account Reserves

All capital job balances not at Preliminary or Work-in-Progress stages are categorised as Capital Reserves within the top half of Note 11 to the AFS. Primarily these balances fall into two headings:

1) Reserve funds created in capital which are ring-fenced for specific future purposes 2) Project schemes (completed) and non-project schemes which are further classified as

funded or unfunded. The “Caprev” flags with these related headings are as follows: Flag Flag Description Reserve Type Heading RSA Realised TP Annuities Tenant Purchases Annuities - Realised 1 RSN Unrealised TP Annuities Tenant Purchases Annuities - Unrealised 1 RSD Reserves – Development Levies Development Levies 1 RSS Reserves – Asset Funds Asset Funding Reserves 1 RSI Reserves – Insurance Funds Insurance Fund Reserves 1 RS Reserves – Other Other Reserves 1 CAF Completed Asset Funded Project Balances – Funded 2 CAU Completed Asset Unfunded Project Balances – Unfunded 2 COU Completed Asset Opening Unfunded Project Balances – Unfunded 2 RSF Non Project Balances - Funded Non Project Balances – Funded 2 RSU Non Project Balances – Unfunded Non Project Balances – Unfunded 2

C.3.1.1 Reserve Funds (Heading 1) Reserve funds relate to the various credit balances on capital jobs which have the “Caprev” flags specified as heading 1 within the above table. These funds will be transferred as funding to specific projects in the future. C.3.1.2 Project and Non-Project Balances (Heading 2) Project and Non-Project balances relate to the various overspends or credit balances on capital jobs which have the “Caprev” flags specified as heading 2 within the above table. It is split as follows:

• Project Balances are net balances on capital jobs which relate to an existing asset in the Fixed Asset Register. The balance exists due to over or under spending on the job.

• Non-Project Balances are net balances on capital jobs which do not relate to an existing asset in the Fixed asset register. Example being capital maintenance works or DPG/ERG balances.

Project and Non-Project are further classified as funded or unfunded as follows:

• A Funded job will have future funding agreed.

• An Unfunded job will have no future funding agreed.


C.3.2 Non-Capital Account Reserves

Non Capital Reserves were created directly from the changeover to Balance Sheet accounting and show within the bottom half of Note 11 to the AFS or on the face of the Balance Sheet. The following accounts refer:

Account Description Reserve Heading

48400 Loan Repayment Reserve Non Mortgage Loans – Principal to be Amortised

48500 Lease Repayment Reserve Lease Repayment – Principal to be Amortised

47600 Historical Mortgage Funding Gap Hist. Opening Mortgage Funding Surplus/(Deficit)

48950 CPI Indexation Reserve Shared Ownership Rented Equity Account

48000 Specific Revenue Reserve Specific Revenue Reserve

C.3.2.1 Loan and Lease Repayment Reserves This relates to the future funding required on the outstanding principal on Non Mortgage loans and Finance Leases. Section D.7.2.5 (Loan) and section D.6 (Lease) refers. C.3.2.2 Historical Mortgage Funding Surplus/Deficit This reserve relates to the take-on of all mortgage loans receivable and payable at the date of transition to balance sheet accounting. It allowed for timing differences at this date by including balances on capital jobs relating to issues/redemptions of mortgage loans. Finally, it is reduced by any subsequent write-offs of the deficit/surplus to the revenue account. C.3.2.3 Shared Ownership Rented Equity Account This relates to the indexation on Pre 2003 Shared Ownership schemes, on both the customer and HFA loans. The indexation accrues in line with the Consumer Price Index. Refer to sections D.2.3.2 and D.7.2.4. C.3.2.4 Specific Revenue Reserve The specific revenue reserve arose from the take-on of Debtors at 1st January in the year of changeover to accrual accounting for income. The debtors primarily relate to the main income areas of rates, water, loans and rents. Certain miscellaneous income streams were also taken on to the specific revenue reserve where the income stream did not directly relate to expenditure already incurred in the revenue account. Certain expenditures will also have been charged to the Specific Reserve where the expenditure resulted from the changeover to accrual accounting and therefore constituted a change in accounting policy.


C.4 Plant, Machinery & Stores

The performance of Plant & Machinery activity and Stores activity exists in the revenue account of Local Authorities. C.4.1 Plant & Machinery

Plant and Machinery is charged to various jobs in all programme groups according to a hourly, daily, or weekly charge-out rate. This equates to the income within the Plant & Machinery account and exists on jobs with the “Caprev” flag of ‘P’. The costs of running the plant and machinery account will also be recorded on various revenue jobs with the “Caprev” flag of ‘P’. An income and expenditure account can then be viewed based on these jobs and any profit is transferred to a capital fund for the future purchase of plant and machinery. C.4.2 Stores

Goods held in stores are charged to various jobs at a mark-up on the average cost price. This mark-up is recorded as income on jobs with the “Caprev” flag of ‘S’. The related costs of running the stores are also held on these ‘S’ flagged jobs in programme 0802. Refer to section D.4 for a worked example of stores.

C.4.3 AFS Adjustment for Plant, Machinery and Stores

The budget process does not cater for activity on Plant, Machinery and Stores and therefore an adjusting year-end journal is required in the AFS to remove the activity from programme 0802 as follows: Step 1: Set up a ‘dummy’ revenue job with a “Caprev” flag of “R” within programme 0802. Step 2: Ascertain total income charged to jobs on all ‘P’ and ‘S’ flags Step 3: Perform an adjusting journal to remove the income by using the ‘dummy’ job as follows:

Dr 59000 and Cr 69000


C.5 Accruals Processes Within AFS Note 5, “Creditors & Accruals”, the following distinction is made between “Creditors” and “Accruals”:

C.5.1 Creditors

Creditors relate to invoices approved and matched for payment. C.5.2 Accruals

Accruals relate to purchase orders approved and GRN’d prior to close off of the financial year. It will also include manual accruals posted after close-off. Accruals can be classified into two categories:

• Stock accruals relate to amounts due in respect of purchases to stores. Account 41100 refers in the COA. Within the Agresso FMS stock accruals arise automatically in the general ledger once the GRN has been performed.

• Non-stocked accruals relates to expenditure accruals, other than purchases to stores, which have been received but not matched for payment at date of year end close-off. Account 41000 refers in the COA. Note: Within the Agresso FMS a separate process must be run at month/year end to post non-stocked accruals to the general ledger. They do not post automatically as with stocked accruals.

Note: Certain manual accruals will also be required where a purchase order or GRN does not exist. Example, un-invoiced solicitors fees.


C.6 Central Management Charge (Programme Group 9) The Central Management Charge is an accumulation of certain costs and income that are allocated to programme groups. At month/year end programme 9 must be allocated across the other eight programme groups on the basis of expenditure. This allocation is done excluding transfers (accounts 59900 & 65965) and must be done separately for the following headings: Heading Account used for Allocation Expenditure 65650 Grants & Subsidies Individually to relevant programme account Goods & Services Individually by original account element Contributions from Other Local Authorities 57800

Example: XYZ County Council has programme 9 expenditure of €500,000 and grant income (50400) of €100,000 to be split over the eight programme groups as follows. Programme Basis Expenditure Grants CMC Job

1 20% 100,000 20,000 01289999 2 15% 75,000 15,000 02289999 3 15% 75,000 15,000 03289999 4 10% 50,000 10,000 04289999 5 5% 25,000 5,000 05289999 6 10% 50,000 10,000 06289999 7 10% 50,000 10,000 07289999 8 15% 75,000 15,000 08289999

Total 100% 500,000 100,000

The expenditure allocation is performed as follows: Account Job Dr Cr 65650 09289999 500,000 65650 01289999 100,000 65650 02289999 75,000 65650 03289999 75,000 65650 04289999 50,000 65650 05289999 25,000 65650 06289999 50,000 65650 07289999 50,000 65650 08289999 75,000 The Grant income allocation is performed as follows: 50400 09881234 100,000 50050 01289999 100,000 50100 02289999 75,000 50150 03289999 75,000 50200 04289999 50,000 50250 05289999 25,000 50300 06289999 50,000 50350 07289999 50,000 50400 08289999 75,000 Notes: Grants & Subsidies accounts have specific accounts for each programme and therefore

the allocation must be performed to the specific account element as detailed above. Goods & Services and Contributions Other LA are performed similar to expenditure

using the original account element for all lines of the allocation.


D. BALANCE SHEET PROCEDURES

D.1 Fixed Assets D.1.1 Fixed Assets Principles

Valuation Historical Fixed Assets were taken on to the Financial Management System on a valuation basis as set out in the Fixed Asset Guidelines. On-going asset additions are valued at cost on an accruals basis. Capitalisation/Funding As all Fixed Assets require a funding source the corresponding funding exists as a Capitalisation Account Reserve on the Balance Sheet. All Fixed Assets therefore show as both an Asset and a Reserve on the face of the Balance Sheet. And must equal in all circumstances. This applies even in the case of overspending on an asset where total funding has not been received. Fixed Asset Thresholds The following thresholds have been established for the inclusion of assets in the fixed asset register: Asset Type

Current Threshold

Recommended Threshold

Dublin & Cork Authorities *

Recommended

Threshold Other Authorities

€ € € Furniture 1,270 10,000 5,000 Equipment 1,270 10,000 5,000 Plant & Machinery No threshold 10,000 5,000 Heritage Assets No threshold 10,000 5,000 Library Books No threshold 10,000 5,000 * Includes Dublin and Cork City Councils, Dun Laoghaire-Rathdowne, Fingal, South Dublin and Cork County Councils. Fixed Asset thresholds may be set lower than the above amounts but not higher. Depreciation Under the current method of accounting, the charge for depreciation is offset by the amortisation of the capitalisation (source of funding). This method has no impact on Income & Expenditure and consequently the charge for depreciation and the corresponding credit from amortisation is excluded from the Income & Expenditure Statement. The depreciation policies are as follows: Asset Type Bases Depreciation Rate Plant & Machinery - Long life S/L 10% - Short life S/L 20% Equipment S/L 20% Furniture S/L 20% Heritage Assets - Nil Housing & Building - Nil Playgrounds S/L 20% Parks S/L 2%


Land - Nil Roads - Nil Water Assets - - Water schemes S/L Asset life over 70 years - Drainage schemes S/L Asset life over 50 years Disposals In respect of disposable assets, income is credited to a specific reserve (capital job with ‘RSS’ caprev flag) and is generally applied in the purchase of new assets as noted in the Accounting Code of Practice (Ref page 24 par 3.2.3). Proceeds of the sale of local authority houses are to be applied as directed by the DEHLG. Revaluation Fixed assets are subject to revaluation procedures every five years. D.1.2 Purchased Fixed Asset Additions

The Fixed Asset suspense accounts (13000 to 14399) are used to identify the purchase of Fixed Assets by a Local Authority. These accounts are temporary holdings accounts and must be cleared out on a regular basis by the Fixed Asset Registrar. Care should be taken to clear the accounts at both job and account level. Any balances existing on jobs on these accounts are treated as normal revenue/capital expenditure. Assets purchased over the Fixed Asset threshold and not purchased on a capital construction scheme that will itself form part of Fixed Assets should be journalled to the Fixed Register. Posting Steps: Step 1: Plant purchased for €50,000 against capital job 0123C “Plant & Machinery Fund

Reserve”. Dr 13200 Cr 32000 Step 2: Setup Fixed Asset ID “PL052” in Fixed Asset Register and transfer to register. A default

F.A. job for purchased assets exists of 0888. Dr 10500 Cr 13200 Step 3: Show Funding of Asset from Revenue against the Capital Job, The posting to 45100

reflects the type of funding, i.e. revenue, loan, lease etc. Dr 65700 Cr 45100. Step 4: Transfer funding from revenue Dr 65965 Cr 59900

10500 – F.A. Plant Long Life

Step 2 (Job 0888, ID PL052) 50,000

32000 – Bank

Step 1 50,000

45100 – Capitalisation Plant Long Life

Step 3 (Job 0888, ID PL052, Funding REVFUNDED)

50,000

13200 – Plant Long Life Suspense

Step 1 (Job 0123C) 50,000 Step 2 (Job 0123C) 50,000


65700 – Transfer to Fixed Assets/Capitalisation

Step 3 (Job 0123C,) 50,000

65965 – Transfer to/from Reserves (Exp.)

Step 4 (Revenue Job) 50,000

59900 – Transfer to/from Reserves (Inc.)

Step 4 (Job 123C) 50,000

Other Points:

• The funding of the asset purchase is dictated by the funding value account analysis used on the 45100 account element and not by the job posting. Therefore, if this asset had been funded by a loan drawdown receipted to the capital job rather than by previous years revenue transfers the only change would be the use of the funding value “LOAN” and not “REVFUNDED”. Where more than one significant funding source exists the journal should be split against the appropriate “SOURCING” values.

• The default job ‘0888’ is used on both Balance Sheet accounts 10500 and 45100. Job on these accounts is purely a memorandum entry (Balance Sheet) and does not form part of the revenue or capital account. Therefore, even if these postings has been against different jobs they would still not show on the revenue/capital account. This default job is used for purchased assets only, where an asset is constructed the original scheme job is used. However, the actual funding job can be used if preferred as the job is only a memo entry on the balance sheet.

• A review of expenditure accounts should be performed on a regular basis to identify fixed asset additions which have not hit the Fixed Asset Suspense accounts due to posting errors.

D.1.3 Constructed Fixed Asset Additions (Transfers from Work in Progress)

Capital schemes such as Housing, Roads, and Water/Sewerage schemes must be added to the Fixed Asset register on completion of the scheme. Once all expenditure has been accrued on the scheme it can then be transferred from Work in Progress to Fixed Assets. No expenditure on constructed schemes should hit the Fixed Asset Suspense accounts mentioned at D.1.2 above. A distinction is made between schemes which are fully completed with no further activity on the job and schemes where there is part completion of an asset on the job. Part completion of assets would primarily relate to Housing schemes where some houses may be completed and rented with construction ongoing on the remaining houses. Certain housing schemes may also contain a mix of social, affordable and voluntary activity which must be separated to individual jobs.

Capital Account Summary

Step 1 – 13200 50,000 Step 2 – 13200 50,000

Step 3 – 65700 50,000 Step 4 – 59900 50,000

100,000 100,000

Bal b/d 0

Revenue Account Summary

Step 4 – 65965 50,000


D.1.3.1 Constructed Fixed Asset Additions - Full Job Completion The procedure for constructed asset additions where the job is fully complete is as follows: Pre-posting Steps:

• Ensure all income and expenditure is accrued on the capital job and no amounts are posted to the Fixed Asset Suspense accounts 13000 to 14399.

• Perform an expenditure enquiry on the job on accounts 60000 to 99998 which provides the total Fixed Asset cost for entry in the Fixed Asset register.

• Perform an enquiry on both income and expenditure (50000 to 99998) to ascertain any remaining net balance on the job. Where a balance exists, it’s funding and completeness should be verified.

• Change the “Caprev” flag on the job from CWF/CWU to CAF (where balance is nil, in credit, or where there is a debit balance but future funding has been identified. If a debit balance exists and no definite future funding has been identified the flag should be changed to CAU.

• Set up the scheme as a Fixed Asset ID within the Fixed Asset Register. Posting Steps: A single accounting entry is required to record the asset on the balance sheet as follows Dr Relevant FA Account (10000-12999)

Original scheme job (not default job as with purchased assets) Fixed Asset ID. Account analysis signifying constructed addition, e.g. “ADDW”

Cr Relevant Capitalisation Account (45000-45999)

Original scheme Job (not default job as with purchased assets) Fixed asset ID Funding type received on the capital job, e.g. Grant, Loan etc.

Account analysis signifying constructed addition, e.g. “ADDW” Other Points:

• The capital job used on the F.A. account range 10000-12999 will be used as a check against total expenditure on that job within the capital account. This is particularly relevant to the AFS reconciliation of Assets transferred from Work in Progress.

• The effect of changing the flag from CW* to CA* is to remove cumulative expenditure and income on the job from Work in Progress on the Balance Sheet and show the net balance on the job as Funded/Unfunded Project balance within Note 11 of the AFS.

D.1.3.2 Constructed Fixed Asset Additions - Part Job Completion Where an asset is constructed but the job relates to a larger asset, the portion of expenditure relating to the completed asset must be transferred to a new job. The new (completed) job will have a flag of “CA*” while the overall job will continue to have a flag of “CW*”. The estimated value of the completed portion of the asset is transferred in two steps as follows: Step 1: Dr 59940 (Existing CWF job) Cr 65940 (Existing CWF job) Step 2: Dr 65940 (New CAF job) Cr 59940 (New CAF job) Note: The WIP to Fixed Asset reconciliation will not identify the new job as a completed asset unless it is entered as part of the prior year “csv” file.


D.1.4 Fixed Asset Disposals

As all Fixed Asset purchases are funded originally from grant, loan, revenue etc., any proceeds received on the sale/disposal of Fixed Assets equates to a profit on disposal. The recommended procedures for asset disposal are as follows: Pre-Posting Steps:

• Ensure all receipts from disposal of fixed assets are credited to the sale/disposal account elements in the range 55260 to 55399. The receipts should be posted against a capital job with a RS* flag as the proceeds can only be used for specific purposes.

• Review Sale/Disposal account elements and check for valid asset disposals

• Enquire as to whether any trade-in’s have occurred which would not have involved the receipt of sale proceeds

Posting Steps: Step 1: Dr Relevant Capitalisation Account (45000-45999)

Original Job used on the cost addition posting Fixed asset ID and account analysis noting a disposal transaction, e.g. “DIS”. Funding type used on the original addition posting, e.g. Grant, Loan etc.

Cr Relevant FA Account (10000-12999) Original scheme job (not default job as with purchased assets) Fixed Asset ID and account analysis noting a disposal transaction, e.g. “DIS”.

Step 2: Dr Relevant Accumulated Depreciation Account (10000-12999) Cr Relevant Amortisation Account (45000-45999) For illustration of the above posting steps see Section D.6 – Finance Leases, at step 7 of this example. Final Steps:

• Close Fixed Asset ID within Fixed Asset Register and vouch zero balance on both the asset/depreciation accounts and capitalisation/amortisation accounts.

Other Points:

• The transaction credit to the Fixed Asset cost account should signify the transaction as a disposal transaction. The type of analysis will depend on the F.M.S. in place. E.g. Agresso – ASSETCLA – “DIS”.

• Proceeds of Disposals within the Capital account should only be used to purchase additional fixed assets as outlined in the Accounting Code of Practice. Any reserve balance on these jobs will have a ‘Caprev’ flag of “RSS” – Reserves – Asset Funding.

D.1.5 Fixed Assets – Loan Funded

Where the disposal of an asset involves the repayment of a loan which funded the purchase refer to steps 6 and 7 of section D.7.2.5 below. D.1.6 Fixed Assets – Lease Funded

Where the disposal of an asset has been funded by a finance lease refer to section D.6 below.


D.1.7 Fixed Asset Depreciation/Charge

As described under section D.1.1 above depreciation does not hit expenditure. Also, the equivalent credit relating to the amortisation of capitalisation (source of funding) does not hit income. The depreciation transaction is an automated routine and is as follows: Dr Accumulated Amortisation Accounts within Reserves (45000-45999) Cr Accumulated Depreciation Accounts within Fixed Assets (10000-12999)


D.2 Long Term Debtors / Loans Receivable Long-term debtors/loans receivable can be summarised under the following headings as set out in note 3 of the Annual Financial Statement.

Long- Term Mortgage Advances Tenant Purchase Advances Shared Ownership Rented Equity Voluntary Housing Inter Local Authority Loans Long Term Investments Other

Long-term mortgages relate to monies lent by local authorities for the purchase of houses. The monies to fund this type of lending will have been borrowed from the HFA and will be reflected under long-term loans payable (see section D7). Details of other long –term debtors are set out in D.2.2-D.2.2.4. D.2.1 Monthly Mortgage Annuity Loans

Mortgage Annuity Loans refer to accounts 21200 to 21240 in the Chart of Accounts. The issue, repayment and redemption of such loans are as follows: Step 1: Issue Reconstruction Loan of €20,000. – Dr 21220 Cr 32000 Step 2: Monthly instalment including Tax relief and Mortgage Protection – Dr 21275 Dr 21800

Cr 21220 Cr 55251 Cr 55252 Step 3: Part payment of instalment by customer – Dr 32000 Cr 21800 Step 4: Customer Loan Redemption routine – Dr 21275 Dr 21800 Cr 21220 Cr 55251 Cr 55252 Step 5: Account cleared by customer – Dr 32000 Cr 21800

21220 – Loans – Reconstruction

Step 1 20,000 Step 2 170

Step 4 19,830

Bal c/d Nil

20,000 20,000

Bal b/d Nil

21275 – TRS Due from Revenue

Step 2 25

Step 4 10 Bal c/d 35

35 35

Bal b/d 35

21800 – Commercial Debtor

Step 2 455 Step 3 300

Step 4 20,012 Step 5 20,167

Bal c/d Nil

20,467 20,467

Bal b/d Nil


Note: As with all mortgage loans the above reconstruction loan will be funded by the drawdown of an equivalent mortgage loan from the HFA. The accounting entries relating to this drawdown are detailed at section D7.1. D.2.2 Tenant Purchase Average Instalment Loans

Tenant Purchase Loans Tenant Purchase loans are old loans that were treated as a rent within the old HVX system. On changeover to accrual accounting the capital balance was re-calculated and taken on as a loan to the F.M.S. Repayments of both principal and interest on these loans are classified as “Internal Receipts” and can only be spent as advised by the DEHLG on Capital Housing Construction Schemes. Under accrual accounting the opening principal (capital) taken on was ring fenced in a separate reserve called “Unrealised Tenant Purchase Annuities”. As these loan balances reduced the reduction amount each year was transferred from the “Unrealised TP Annuities Reserve” to the “Realised TP Annuities Reserve”. Therefore, each year the principal amount outstanding on these loans should agree to the balance on the Unrealised TP Reserve. Average Instalment Basis Tenant Purchase loans are calculated on an average instalment basis which is normally quarterly, half-yearly or annually. While the Average Instalment basis applies primarily to old Tenant Purchase Loans it can also apply to Mortgage loans. Under the average instalment basis, in order to calculate a weekly or monthly charge to the customer, the instalment is “averaged” and a temporary instalment is posted. This results in what is termed as “6 monthly - weekly loans”, “6 monthly – monthly loans” or “Yearly – monthly

32000 – Bank

Step 3 300 Step 1 20,000

Step 5 20,167 Bal c/d 467

20,467 20,467

Bal b/d 467

55251 – Loan Interest Receivable

Step 2 (Revenue Job) 295

Bal c/d 480 Step 4 (Revenue Job) 185

480 480

Bal b/d 480

55252 – Loan Charges

Step 2 (Revenue Job) 15

Bal c/d 22 Step 4 (Revenue Job) 7

22 22

Bal b/d 22


Step 2 – 55251 295

Step 2 – 55252 15

Step 4 – 55251 185

Bal c/d 502 Step 4 – 55252 7

502 502

Bal b/d 502


loans”. For example, a “6 monthly – weekly loan” has an instalment that charges twice yearly and an average instalment that charges to the customers every week for 26 weeks. The average instalments are charged to account 21100 – Loans Suspense account. An example of a Tenant Purchase Loan is as follows: Step 1: Take on TP Annuity Loan (12 weeks into 26 week cycle) Dr 21245 Cr 21100 Cr 55100 Step 2: Average instalments charged for remaining 14 weeks – Dr 21100 Cr 21800 Step 3: Full 6 monthly instalment charged – Dr 21100 Cr 21245 Cr 55100 Step 4: Transfer Principal reduction from unrealised to realised job – Dr 55100 Cr 55100

21245 – Loans – Tenant Purchase

Step 1 7,000 Step 3 950

Bal c/d 6,050

7,000 7,000

Bal b/d

6,050

21800 – Commercial Debtors

Step 2 (14 x €50) 700

21275 – TRS due from Revenue

Step 3 50

55100 – Annuities (Job-UNREALISED T.P. Annuities)

Step 4 (Unrealised Job) 350 Step 1 (Unrealised Job) 6,400

Bal c/d 6,050

6,400 6,400

Bal b/d 6,050

55100 – Annuities (Job-REALISED T.P. Annuities)

Step 3 (Realised Job) 350

Bal c/d 700 Step 4 (Realised Job) 350

700 700

Bal b/d 700

21100 – Loans Suspense

Step 3 1,300 Step 1 (12 x €50) 600

Bal c/d Nil Step 2 (14 x €50) 700

1,300 1,300

Bal b/d Nil


Step 4 – 55100 350 Step 1 – 55100 6,400

Step 3 – 55100 350

Bal c/d 6,750 Step 4 – 55100 350

7,100 7,100

Bal b/d 6,750


Other Points:

• The realised job balance of €700 includes both principal and interest as both are used as funding within “Internal Receipts”.

• Interest included within the weekly average instalment is temporarily treated as principal until the full instalment is charged.

D.2.3 Shared Ownership Loans

The Shared Ownership Scheme refers to the purchase of a house by a customer whereby the customer owns a percentage of the property (annuity portion) and pays a rent for the remaining portion (equity portion). He is then legally obliged to purchase the equity portion in the future. There are two types of Shared Ownership scheme:

1) Pre 2003 Schemes where the equity is indexed in line with the Consumer Price Index and increases in value year on year

2) Post 2002 Schemes where the customer is charged a base interest rate on the equity but it given credit for the rent he/she pays. Typically, in times of low interest rates the equity value will reduce on this type of scheme.

D.2.3.1 Issue of Shared Ownership Loans (Both Schemes) The following example illustrates the accounting entries for a typical monthly shared ownership annuity mortgage issued to a customer. For the purpose of this example we will assume the house price is €150,000, being annuity €90,000 (60%) and equity €60,000 (40%). The customer pays a deposit of €5,000 which is offset proportionately off both the annuity and equity. Step 1: Deposit paid by customer €5,000 – Dr 32000 Cr 14802 Step 2: Booking deposit paid to solicitor €15,000. – Dr 14802 Cr 32000 Step 3: Balance of Equity Issued by Purchase Order (150,000-5,000)x40%=58,000–

15000+5,000=€48,000 – Dr 14802 Cr 32000 Step 4: Loan Cheque issued (150,000 - 5,000) x 60% = €87,000 – Dr 21230 Cr 32000 Step 5: Receive Equity Loan Funding from HFA – Dr 32000 Cr 47032 Step 6: Receive Annuity Loan Funding from HFA – Dr 32000 Cr 47230

32000 – Bank

Step 1 5,000 Step 2 15,000

Step 5 58,000 Step 3 48,000

Step 6 87,000 Step 4 87,000

Bal c/d Nil

150,000 150,000

21230 – Loans – Shared Ownership

Step 4 87,000

14802 – Shared Ownership Rented Equity (Post ’02)

Step 2 (SOSREF 12345) 15,000 Step 1 (SOSREF 12345) 5,000

Step 3 (SOSREF 12345) 48,000 Bal c/d 58,000

63,000 63,000

Bal b/d 58,000


47032 – Non Mortgage Loans – SOS Rented Equity

Step 5 58,000

47230 – Mortgage Loans - SOS Annuity

Step 6 87,000

Other Points:

• The shared ownership accounts referred to above relate to the “Post 2002” scheme. The pre 2003 scheme would be done in the same manner with the use of accounts 14800 and 47030 in place of 14802 and 47032.

D.2.3.2 Pre 2003 Shared Ownership Schemes As mentioned previously, the equity for such schemes is calculated in line with the consumer process index (CPI). The HFA will add indexation to their loan on this basis once a year on the December statement but this indexation only applies to 30th June. Therefore, it is applied 6 months in arrears. Indexation on both customer equity and HFA loan will hit account 48950 – Shared Ownership CPI reserve. This account will hold the cumulative variance on both sides of the indexation. An example is as follows: Step 1: Equity Issued to customer in March 2002 €50,000 (CPI Mid March 130.5) – Dr 14800

Cr 32000 Step 2: Loan Received from HFA €50,000 – Dr 32000 Cr 47030 Step 3: Post calculation of customer equity to December 2002 (CPI 133.5) – Dr 14800 Cr 48950 Step 4: Post Equity per HFA Statement 31st December 2002 (CPI June 2002 131.5) – Dr 48950

Cr 47030 Step 5: Accrue HFA Indexation July to Dec 2002 (reversing period 00) – Dr 48950 Cr 410007

14800 – Shared Ownership Rented Equity

Step 1 50,000

Step 3 958 Bal c/d 50,958

50,958 50,958

Bal b/d 50,958

32000 – Bank

Step 2 50,000 Step 1 50,000

Bal c/d Nil


Step 2 50,000

Bal c/d 50,383 Step 4 383

50,383 50,383

Bal b/d 50,383


48950 – Shared Ownership CPI Reserve

Step 4 383 Step 3 958

Step 5 575 Bal c/d Nil

41000 – Accruals

Step 5 575

D.2.3.3 Post 2002 Shared Ownership Schemes This scheme charges a base interest rate on the equity (say, 2.75%) but then allows the rent paid (3.8%) to reduce the equity. In this case where the rental percentage is higher than the base interest rate there will be a reduction in equity. The HFA allow an administration charge fee of 0.5% to be charged to the customer which results in an overall rental charge of 4.3%. An example is as follows: Step 1: Equity Issued to customer in January 2004 €100,000 – Dr 14802 Cr 32000 Step 2: Loan Received from HFA €100,000 – Dr 32000 Cr 47032 Step 3: Rent Received inclusive of 0.5% administration charge (4.3%) – Dr 32000 Cr 55000 Step 4: Calculate interest charge on customer Equity to 31 Dec, 2.75% - Dr 14802 Cr 55000 Step 5: Reanalyses Rental charge from income (3.8% excl. Admin.) – Dr 55000 Cr 14800 Step 6: Process HFA Repayment – Dr 47032 Dr 90100 Cr 32000

14802 – Shared Ownership Rented Equity

Step 1 100,000 Step 5 3,800

Step 4 2,750 Bal c/d 98,950

102,750 102,750

Bal b/d 98,950

32000 – Bank

Step 2 100,000 Step 1 100,000

Step 3 4,300 Step 6 3,800

Bal c/d 500

Bal b/d 500


Step 6 1,050 Step 2 100,000

Bal c/d 98,950

100,000 100,000

Bal b/d 98,950

55000 – Rents

Step 5 3,800 Step 3 4,300

Bal c/d 3,250 Step 4 2,750

7,050 7,050

Bal b/d 3,250

90100 – Housing Loan Repayments

Step 6 2,750


Other Points:

• The above example assumes rents have been charged as a subscription to account 55000. Some Local Authorities may charge the Shared Ownership rent as an additional charge on the loan and therefore hit account 55252.

• No subsidy has been allowed for in this example

• The annual charge of 3.8% increases each year on 1st July by 4.5%. For simplicity of the calculation the above example ignores this increase.

D.2.4 Voluntary Housing (DEHLG Debtor)

Voluntary Housing relates to expenditure on the construction of houses for external social agencies, such as Respond, which is recouped in full from the DEHLG. The Local Authority is only acting as an intermediary to perform the following steps:

1) Construct the houses and pass title to the Social Agency 2) Drawdown HFA loans to fund the expenditure 3) Repay principal and interest on the HFA loans 4) Recoup HFA repayments in full from the DEHLG.

Account 14850 within the Chart of Accounts relates to DEHLG Debtor – Voluntary Housing. This relates to the DEHLG’s liability to the Local Authority to repay the outstanding HFA loans in respect of Voluntary Housing. This debtor should agree to the HFA loan liability included in account 47010 – Non Mortgage Loans – Voluntary Housing. A worked example on the operation of this account is included as part of section D.7.2.2 Voluntary Housing.


Step 5 – 55000 3,800 Step 3 – 55000 4,300

Step 6 – 90100 2,750 Step 4 – 55000 2,750

Bal c/d 500

7,050 7,050

Bal b/d 500


D.3 Trade Debtors The operation of Trade Debtors within the F.M.S. can be categorised in to the following headings:

• Invoiced Debtors

• Tax Relief at Source due from Revenue

• Agent Works Recoupable

• Accrued Income

• Current Portion of Long Term Debtors D.3.1 Invoiced Debtors

Accounts 21500 to 21900 within the COA refer to debtors which are invoiced through the billing or sales module in the F.M.S. This involves the mandatory use of debtors control account, income department, and customer ID. Invoices and receipts to customers would follow standard accounting practice for Debtors Ledger Control accounts. D.3.2 Tax Relief at Source (TRS)

Account 21275 within the COA refers to TRS that is deducted automatically from customer loans instalments which is then recouped from the Revenue Commissioners. Subsequent refunds received are simply posted direct to this account. D.3.3 Agent Works Recoupable

This debtor refers to capital job codes which are fully recoupable from an outside source and where the Local Authority is only acting as an intermediary or agent on the code. Account 27000 relates to this debtor and is a year end rollup account. Therefore, no direct postings are required to show this debtor as any jobs with “Caprev” flag “RSW” will automatically rollup and show on this account. On AFS finalisation a single year-end rollup journal is required as mentioned above at section B.2.2. D.3.4 Accrued Income

This relates to debtors that have not been invoiced through the billing module but have been accrued to income by posting a reversing journal at year end. Account element 28000 primarily refers.

D.3.5 Current Portion of Long Term Debtors

The portion of principal due within 12 months of the Balance Sheet date on Customer Loans and DEHLG Voluntary Housing Debtor is journalled from Long Term Debtors to show as Trade Debtors. The reversing journal required is: Dr Account 21995 Cr Account 14995.


D.4 Stock The various stock account elements within the Chart of Accounts are as follows:

Account Description

15000 Material Stores

15100 Housing Stores

15200 Roads Stores

15300 Water Stores

15400 Drainage Stores

15500 Environmental Stores

16000 Machinery Stores

16500 Machinery Yard Equipment

17000 Bitumen Stores

18000 Fuel Stores

19000 Quarry

19050 IT Stores

19100 Stockpiles

19150 Print Stores

Unlike the stores procedure prior to accrual accounting, when stock is purchased it is held in the above balance sheet asset accounts and does not become expenditure on the job until it is issued from stores. A summary of the stores procedure is as follows:

Step 1: Raise Stock Order and GRN goods into stores – Dr 15000 Cr 41100 Step 2: Match GRN against invoice for payment – Dr 41100 Cr 35000 Step 3: Issue portion of stock to roads job – Dr 70990 Cr 15000 Cr 59100

15000 – Material Stores

Step 1 12,000 Step 3 3,000

Bal c/d 9,000

12,000 12,000

Bal b/d 9,000

41100 – Stock Accruals

Step 2 12,000 Step 1 12,000

Bal c/d Nil

35000 – Trade Creditors

Step 2 12,000

70990 – Goods Issued from Stores

Step 3 (Any revenue or capital job) 3,300

59100 – Stores Mark-up

Step 3 (Program 0802 Job, ‘S’ flag) 300


Step 3 – 70990 3,300 Step 3 – 59100 300

Bal c/d 3,000

3,300 3,300


D.5 Urban Account The Urban account (account 29500) reflects the asset/liability of the County Council to/from the Borough/Town Councils. It’s operation within the FMS can be summarised as follows:

• The proportion of expenditure relevant to Borough/Town Councils to the County Council is estimated within the budget process at budget time.

• During AFS preparation the actual expenditure relevant to Borough/Town Councils would be reviewed and an adjustment then posted by the County to the county charge

• Prior to accrual accounting the corresponding adjustment was never recorded in the books of the Borough/Town Councils. Therefore, the liability was taken on through the Specific Revenue Reserve

• Within the current AFS all councils reflect the County Charge on an accrual basis and therefore account 29500 should be agreed across all Authorities

• Disclosure of the charge and the receipt/payment will be obtained by account analysis. For example, within the Agresso FMS this is done by transaction type as follows:

Charge for Year GL/MI Received/Paid AP/AR


D.6 Finance Leases

Assets funded by Finance Leases use the following account elements within the COA: 39500 – Short Term Lease Agreements 46000 – Long Term Lease Liability 48500 – Lease Repayment Reserve 90000 – Lease Interest As both the principal and interest repayment is funded from Revenue, the principal portion, calculated using the “sum of digits” method, is shown below the line as ‘Transfers to/from Reserves”. Sum Of Digits Method This method is used to estimate the interest portion of a finance lease repayment. The basic formula is as follows: Repayment No.+ (Repayment no. – 1) + (Repayment No. – 2) +…. Interest Charge x ----------------------------------------------------------------------------------------- Sum of Repayment No.’s Example: Asset Cost: €10,000 Lease Term: 4 years Repayment Terms: Quarterly No. of Repayments: 4 years x 4 quarters = 16 Sum of Repayment No.’s: 16+15+14+13+12+11+10+9+8+7+6+5+4+3+2+1 = 136 Quarterly Repayment (Incl. VAT): €695 First Quarter Due: April to June 2005 Quarters paid 2006: 16+15+14 = 45 Total Repayment Amount: €11,120 Overall Interest Charge: €1,120 Interest Charge in First 3 Quarters: €1,120 x 45/136 = €370 The following accounting entries are required: Step 1: Asset Purchase Set up – Dr 10750 Cr 45150 Step 2: Lease Liability Set up – Dr 48500 Cr 46000 Step 3: Quarterly Lease Repayments Jun/Sep/Dec (€695 x 3 = €2,085) – Dr 90000 Cr 32000 Step 4: Repost Principal Portion (2,085 – 370 = 1,715) – Dr 46000 Cr 90000 Step 5: Post Principal Funding from Revenue – Dr 65965 Cr 48500 Step 6: Post Current Portion of lease liability (€695x4=€2,780) – Dr 46000 Cr 39500 Step 7: Post Depreciation at 20 % - Dr 45160 Cr 10760 Step 8: Dispose of Asset for €7,000 – Dr 32000 Cr 55300 Step 9: Dispose of Asset – Dr 45150 Cr 10750 & Dr 10760 Cr 45160 Step 10: Repay Finance Lease – Dr 46000 Dr 39500 Cr 32000 Step 11: Record Funding of Lease Redemption – Dr 90000 Cr 48500 Other Points:

• The total short and long term lease liability (accounts 39500 & 46000) must agree to the Lease Repayment Reserve (48500)

• The lease repayment reserve represents the future funding required on the lease.


Accounting Entries:

10750 – Fixed Asset Computer Equipment

Step 1 10,000 Step 9 10,000

10760 – Accum Depreciation Computer Equipment

Step 9 2,000 Step 7 2,000

32000 – Bank

Step 8 7,000 Step 3 (€695 x 3) 2,085

Step 10 8,285

39500 – Short Term Lease Agreements

Step 10 2,780 Step 6 2,780

45150 – Capitalisation of Computer Equipment

Step 9 10,000 Step 1 10,000

45160 – Amortisation of Capitalisation –Computers

Step 7 2,000 Step 9 2,000

46000 – Finance Lease Liability

Step 4 1,715 Step 2 10,000

Step 6 2,780

Step 10 5,505

10,000 10,000

Bal b/d Nil

48500 – Lease Repayment Reserve

Step 2 10,000 Step 5 1,715

Step 11 8,285

10,000 10,000

Bal b/d Nil

55300 – Sale/Disposal Computers

Step 8 (Capital Job) 7,000

65965 – Transfer to/from Reserves


90000 – Lease Interest

Step 3 (€695 x 3) (Revenue Job) 2,085 Step 4 (Revenue Job) 1,715

Step 11 (Capital Job) 8,285 Bal c/d 8,655

10,370 10,370

Bal b/d 8,655


Step 3 – 90000 2,085 Step 4 – 90000 1,715

Step 4 – 1,715 (Below the line) 1,715 Bal c/d 2,085

3,800 2,085

Bal b/d 2,085



Step 11 – 90000 8,285 Step 8 – 55300 7,000

Bal c/d 1,285

8,285 8,285

Bal b/d 1,285


D.7 Loans Payable

Loans Payable is divided into two main headings, Mortgage and Non Mortgage. As already outlined in section D2 mortgage related borrowing will have a corresponding related debtor. D.7.1 Mortgage

These are annuity type loans from financial institutions which are used as funding for equivalent annuity loans issued to customers. The various headings within the COA are as follows:

Account Description Equivalent Customer

Loan Account

47200 Mortgage Loans - Income Related 21200

47210 Mortgage Loans - SDA 21210

47215 Mortgage Loans - Annuity (Standard) 21215

47216 Mortgage Loans - Annuity (Affordable) 21216

47220 Mortgage Loans - Reconstruction 21220

47225 Mortgage Loans - LRM 21225

47230 Mortgage Loans - Shared Ownership (Standard) 21230

47231 Mortgage Loans - Shared Ownership (Affordable) 21231

47235 Mortgage Loans - Convertible 21235

47240 Mortgage Loans - Caravan 21240 The above loans payable headings equate to the headings mentioned under section D.2.1 for Long Term Debtors & Mortgage Advances. Repayments of Mortgage Loans to financial institutions can be summarised as follows:

Institution Terms HFA Twice yearly on 30th June and 31st December OPW Twice yearly on 1st April and 1st November Other Monthly or Quarterly.

The accounting treatment of a mortgage loan issue, repayment and redemption is as follows: Step 1: Loan Received from HFA €500,000 – Dr 32000 Cr 47220 Step 2: Repayment made to HFA – Dr 47220 Dr 90200 Cr 32000 Step 3: Loan Redemption – Dr 47220 Dr 90100 Cr 32000

47220 – Mortgage Loans – Reconstruction

Step 2 1,500 Step 1 500,000

Step 3 498,500 Bal c/d Nil

500,000 500,000

Bal b/d Nil

32000 – Bank

Step 1 500,000 Step 2 8,000

Bal c/d 7,250 Step 3 499,250

507,250 507,250

Bal b/d 7,250

90100 – Housing Loan Repayments


Step 3 (Revenue Job) 750 Bal c/d 7,250

7,250 7,250

Bal b/d 7,250


D.7.2 Non Mortgage Loans

Non Mortgage Loans are divided within the following headings in the COA:

Account Description Related Account Section

47000 Non Mortgage Loans - Revenue Funding None D.6.2.1

47010 Non Mortgage Loans - Voluntary Housing 14850 D.6.2.2

47020 Non Mortgage Loans - Bridging Finance None D.6.2.3

47030 Non Mortgage Loans - S.O. Rent Equity (Standard) 14800 D.6.2.4

47031 Non Mortgage Loans - S.O. Rent Equity (Affordable) 14801 D.6.2.4

47032 Non Mort Loans - SOS Rented Equity Post '02 (Std) 14802 D.6.2.4

47033 Non Mort Loans - SOS Rented Equity Post '02 (Aff) 14803 D.6.2.4

47040 Non Mortgage Loans - DPG's and ERG's 48400 D.6.2.5

47050 Non Mortgage Loans – Assets 48400 D.6.2.5

47060 Non Mortgage Loans – Recoupable 14860 D.6.2.6

47300 Inter Local Authority Loans Payable 29000 D.6.2.7

All non mortgage loans charge interest only to the revenue account as with mortgage loans. The treatment of principal varies with the type of loan which is dealt with in the following sections. D.7.2.1 Revenue Funding Loans Revenue Funding Loans relates to loans drawn down to fund cash shortfalls or revenue deficits. Primarily these loans existed on the old “Statement of Balances” prior to the changeover to Balance Sheet accounting. The loan is treated under the normal accounting practice of principal against the loan and interest to revenue. No corresponding or contra accounting entries are required. D.7.2.2 Voluntary Housing Loans The nature of Voluntary Housing schemes has been explained at section 2.4 above. Here we will explain the accounting entries involved in recording Voluntary Housing activity. The following example illustrates the more complex situation where a Local Authority is not entitled to claim back 100% of the loan charges due to the Housing scheme not being complete. Where 100% loan charges are recouped steps 7 to 9 would not be necessary as step 6 would include the full loan charges recoupment. Step 1: Incur expenditure in construction of houses - Dr 69300 Cr 32000 Step 2: Drawdown loan from HFA to fund expenditure – Dr 32000 Cr 47010 Step 3: Record DEHLG liability to fully fund HFA loan repayment – Dr 14850 Cr 55220 Step 4: Repay loan charges to HFA – Dr 47010 Dr 90120 Cr 32000 Step 5: Recoup HFA loan charges from DEHLG - Dr 21500 Cr 14850 Cr 50050 Step 6: Receive Recoupment of loan Charges (assume only 60% due to scheme not complete) –

Dr 32000 Cr 21500 Step 7: Receive additional HFA loan to fund loan charges on incomplete schemes (40%) – Dr

32000 Cr 47010 Step 8: Record DEHLG liability to fund additional loan (40%) – Dr 14850 Cr 55220 Step 9: Record additional loan charges funding as expenditure – Dr 90120 Cr 21500


14850 – DEHLG Debtor – Voluntary Housing

Step 3 (DEHLG) 200,000 Step 5 (Recoup Principal) 2,500

Step 8 (Additional Loan) 4,000 Bal c/d 201,500

204,000 204,000

Bal b/d 201,500

21500 – Government Debtors

Step 5 (Recoup Principal/Interest) 10,000 Step 6 (Receipt Recoupment) 6,000

Bal c/d Nil Step 9 (Additional Loan) 4,000

10,000 10,000

Bal b/d Nil

32000 – Bank

Step 2 (Loan Drawdown) 200,000 Step 1 (Construction) 200,000

Step 6 (Receipt Recoupment) 6,000 Step 4 (Principal/Interest Repaid) 10,000

Step 7 (Additional Loan Funding) 4,000 Bal c/d Nil

210,000 210,000

al b/d Nil

47010 – Non Mortgage Loans – Voluntary Housing

Step 4 (Principal Repaid) 2,500 Step 2 (Loan Drawdown) 200,000

Bal c/d 201,500 Step 7 (Additional Loan Funding) 4,000

204,000 204,000

Bal b/d

201,500

50050 – Env - Housing & Buildings (Grants)

Step 5 (Recoup Int.)-REVENUE 7,500

55220 – Non Housing Loans Drawdowns

Step 3 (DEHLG) – CAPITAL 200,000

Bal c/d 204,000 Step 8 (DEHLG) – CAPITAL 4,000

204,000 204,000

Bal b/d 204,000

69300 – Contract Payments

Step 1 (Construction) – CAPITAL 200,000

90120 – Non Housing Loan Repayments

Step 4 (Loan Interest) – REVENUE 7,500

Step 9 (Additional Loan) – CAPITAL 4,000 Bal c/d 11,500

11,500 11,500

Bal b/d 11,500


Step 4 – 90120 7,500 Step 5 – 50050 7,500

Bal c/d 0


Step 1 – 69300 200,000 Step 3 – 55220 200,000

Step 9 – 90120 4,000 Step 8 – 55220 4,000

Bal c/d 0

204,000 204,000

Bal b/d 0


D.7.2.3 Bridging Finance Temporary Bridging Finance Loans are treated like a bank overdraft and do not hit the capital job as funding. They do not include 5 or 7 year interest only loans as they would come under the category of Asset/Grant loans. On receipt of a bridging finance loan the loan is simply accounted for as follows: Dr 32000 – Bank Cr 47020 – Non Mortgage Loans – Bridging Finance Unlike other forms of non-mortgage loans, no corresponding or contra accounting entries are required. Where interest is rolled up on the loan the entry would be as follows: Dr 90200 – Overdraft and other financial charges and the relevant capital or revenue job Cr 47020 - Non Mortgage Loans Bridging Finance D.7.2.4 Shared Ownership Rented Equity Loans These loans refer to the HFA funding of the equity portion of Shared Ownership. As described within section 2.3 there are two types of scheme: 1) Pre 2003 scheme is where the Local Authority pays an interest charge on the loan and the

equity is increased each year in line with the Consumer Price Index. Accounts 47030 and 47031 refer.

2) Post 2002 scheme is where the Local Authority pays a fixed charge of 3.8% on the outstanding loan. Where the base interest rate is lower than the fixed charge the excess amount reduces the loan amount. Alternatively, if the base interest rate is higher than the fixed charge the loan value will increase by the shortfall. Accounts 47032 and 47033 refer.

The accounting entries are included within section D.2.3.2 and D.2.3.3. D.7.2.5 Asset/Grant/Other Loans Asset/Grant loans (Accounts 47040 and 47050) are loans taken out to fund asset purchase, grant payments or other sundry activities which have no specific funding source outside the Local Authority. Repayments of principal and interest on the loans are normally funded from revenue in future years. However, in certain cases loans will be funded from capital sources, such as land sales etc. When funded from revenue sources the principal repaid on these loans show “below the line” as “Transfers to/from Reserves” on the Revenue Account. The unpaid principal, which equates to the outstanding loan, is held in account 48400, the “Loan Repayment Reserve”. An example of an asset funding loan following on from the purchase of plant €50,000 as per example above section D.1.2 is as follows Step 1: Drawdown of loan from HFA – Dr 32000 Cr 47050 Step 2: Record funding of loan – Dr 48400 Cr 55220 Step 3: Loan charges repayment – Dr 47050 Dr 90120 Cr 32000 Step 4: Record principal funding of repayment – Dr 65965 Cr 48400 Step 5: Dispose of asset, proceeds €40,000 – Dr 32000 Cr 55290 Step 6: Record Disposal of asset – Dr 45100 Cr 10500 Step 7: Redeem loan – Dr 47050 Dr 90120 Cr 32000 Step 8: Record redemption funding – Dr 90120 Cr 48400


10500 – F.A. Plant Long Life

Purchased Asset (Section C1.2) 50,000 Step 6 (Disposal – Book Entry) 50,000

Bal b/d Nil

32000 – Bank

Step 1 (Loan Drawdown) 50,000 Purchase Asset (Section C1.2) 50,000

Step 5 (Disposal Proceeds) 45,000 Step 3 (Loan Charges) 2,700

Bal c/d 7,200 Step 7 (Loan Redeemed) 49,500

102,200 102,200

Bal b/d 7,200

45100 – Capitalisation Plant Long Life

Step 6 (Disposal – Book Entry) 50,000 Purchased Asset (Section C1.2) 50,000

Bal b/d Nil

47050 – Non Mortgage Loans Assets

Step 3 (Principal) 1,000 Step 1 (Loan Drawdown) 50,000

Step 7 (Loan Redeemed) 49,000 Bal c/d Nil

50,000 50,000

Bal b/d Nil

48400 – Loan Repayment Reserve

Step 2 50,000 Step 4 (Principal Funding) 1,000

Bal c/d Nil Step 8 (Redemp. Funding) 49,000

50,000 50,000

Bal b/d Nil


Step 2 (Loan)-CAPITAL 50,000

55290 – Sale/Disposal Plant Long Life

Step 5 (Disp. Proceeds)-CAPITAL 45,000

65965 – Transfer to/from Reserves

Step 4 (Prin. Funding)-REVENUE 1,000


Step 3 (Interest) – REVENUE 1,700

Step 7 (Redeem-Interest)-REVENUE 500

Step 8 (Redeem Funding)-CAPITAL 49,000 Bal c/d 51,200

51,200 51,200

Bal b/d 51,200


Step 4 – 65965 1,000

Step 3 – 90120 1,700

Step 7 – 90120 500 Bal c/d 3,200

3,200 3,200

Bal b/d 3,200



Purchase Asset (Section C1.2) 50,000 Step 2 – 55220 50,000

Step 8 – 90120 49,000 Step 5 – 55290 45,000

Bal c/d Bal c/d 4,000

99,000 99,000

Bal b/d 4,000

Other Points:

• The debit balance of €4,000 on the capital account must be funded from asset reserve funds held elsewhere in the capital account.

• Where the loan principal is funded from capital, step 4 would hit account 90120 instead of account 65965.

• Where interest is rolled up, for example on a land loan, the entry would be: Dr 90200 Cr 47040, and, Dr 48400 Cr 55220. This shows the interest as both expenditure on the capital job and as funding by additional loan drawdown.

D.7.2.6 Recoupable Loans This refers to loans taken out be a Local Authority on behalf of an outside body and the repayments of these loans are funded by that outside body. Voluntary housing would be a similar type of loan. A specific example of a recoupable loan would be a loan to the Harbour Commission to fund work done on a pier reconstruction. The Local Authority would perform the construction work, drawdown the loan and make the repayments. The Harbour Commission would then refund the loan repayments to the Local Authority. The accounting entries would be as follows: Step 1: Incur expenditure on Pier reconstruction – Dr 69300 Cr 32000 Step 2: Drawdown loan from financial institution – Dr 32000 Cr 47060 Step 3: Record funding as recoupable loan – Dr 14860 Cr 55220 Step 4: Repay loan charges – Dr 47060 Dr 90120 Cr 32000 Step 5: Recoup loan charges from the Harbour Commission – Dr 21900 Cr 14860 Cr 53500 Step 6: Receive cash for recoupment – Dr 32000 Cr 21500

14860 – Other Loans Recoupable

Step 3 (Funding) 50,000 Step 5 (Recoupment) 1,000

Bal c/d 49,000

50,000 50,000

Bal b/d 49,000

21900 – Other Debtors

Step 5 (Recoupment) 2,700 Step 6 (Cash Recoupment) 2,700

32000 – Bank

Step 2 (Loan Drawdown) 50,000 Step 1 (Pier Expenditure) 50,000

Step 6 (Cash Recoupment) 2,700 Step 4 (Loan Charges) 2,700

Bal c/d Nil

52,700 52,700

Bal b/d Nil


47060 – Non Mortgage Loans Recoupable

Step 4 (Principal) 1,000 Step 2 (Loan Drawdown) 50,000

Bal c/d 49,000

50,000 50,000

Bal b/d 49,000

53500 – Other Recreation & Amenity

Step 5 (Recoupment)-REVENUE 1,700


Step 3 (Funding)-CAPITAL 50,000


Step 1 (Pier Recons’tion)-CAPITAL 50,000


Step 4 (Interest) – REVENUE 1,700

Transactions on both the capital and revenue account net off to zero as shown above.

D.7.2.7 Inter Local Authority Loans Inter Local Authority Loans Payable (Account 47300) are loans given from one Local Authority to another Local Authority either within or outside that county. The loan will also be reflected as a Long Term Debtor (account 29000) in the AFS of the receiving Local Authority. The accounting entries are standard as under normal accounting for loans. Principal repaid reduces the loan and interest is charged to revenue. No further accounting entries are required. D.7.3 Affordable Housing

Affordable Housing schemes are schemes whereby the Local Authority builds houses and sells the houses at low cost to individuals qualifying for the scheme. Construction of the houses is financed by a temporary bridging loan until the houses are subsequently sold. On sale of the houses a long term mortgage loan is drawn down to repay the bridging finance, as normally the Local Authority will provide annuity or shared ownership loans to the customers to finance the purchase. An example of an affordable housing scheme of 5 houses is as follows: Step 1: Transfer land cost to affordable scheme €100,000 - Dr 65000 Cr 59940 Step 2: Record disposal of land from Fixed Assets €100,000 - Dr 45250 Cr 11250 Step 3: Incur expenditure on house construction €850,000 - Dr 69300 Cr 32000 Step 4: Drawdown bridging finance to fund expenditure €850,000 - Dr 32000 Cr 47020 Step 5: Deposits received from customers (€5,000 x 5 = €25,000) – Dr 32000 Cr 59010 Step 6: Rollup Interest charged on Bridging Finance loan €10,000 – Dr 90200 Cr 47020 Step 7: 5 houses sold by loan (960,000/5=192,000–Dep. 5,000=187,000) – Dr 21216 Cr 35000 Step 8: Transfer house sales as funding €935,000 – Dr 35000 Cr 55250 Step 9: Draw down 25 year mortgage loan €935,000 – Dr 32000 Cr 47216 Step 10: Repay Bridging Finance €860,000 – Dr 47020 Cr 32000


11250 – Fixed Asset Land

Step 2 100,000

21216 – Loans Annuity (Affordable)

Step 7 (Loans 187,000 x 5) 935,000

32000 – Bank

Step 4 850,000 Step 3 850,000

Step 5 25,000 Step 10 860,000

Step 9 935,000 Bal c/d 100,000

1,810,000 1,810,000

Bal b/d 100,000

35000 – Trade Creditors

Step 8 935,000 Step 7 (Loans 187,000 x 5) 935,000

Bal b/d Nil

45250 – Capitalisation – Land

Step 2 100,000

47020 – Non Mortgage Loans Bridging Finance

Step 10 860,000 Step 4 850,000

Bal b/d Nil Step 6 10,000

47216 – Mortgage Loans Annuity Affordable

Step 9 935,000

55250 – Housing Loan Repay/Redemptions

Step 8 (Affordable Job) 935,000

55320 – Sale/Disposal Land

Step 1 (Land Bank Job) 100,000

59010 – Non Material Deposits


65000 – Land Purchase




90200 – Overdraft Interest & Financial charges



Other Points:

• Balance of cash at bank and the capital balance on the capital account of €100,000 equates to the reserve created on the sale of land on the land bank capital job. This would be subsequently used as funding for future land purchases.

• The annuity loan amount is the total expenditure on the affordable capital job, including bridging interest, less the deposit paid by the customer. On completion of the transactions the affordable job nets to zero.

• The ‘Caprev’ flag relevant to the affordable housing job is “RSW” – Agent Works Recoupable. Any interim balance on the job will therefore rollup to Trade Debtors in the AFS.

• In the above example it was assumed that no physical cheque was required to be issued to the solicitor. Where this is required step 8 above would be replaced by the following two entries: 1) Issue loan cheques Dr 35000 Cr 32000 2) Receipt loan cheques Dr 32000 Cr 55250


Step 1 – 65000 100,000 Step 8 – 55250 935,000

Step 3 – 69300 850,000 Step 1 – 55320 100,000

Step 6 – 90200 10,000 Step 5 – 59010 25,000

Bal c/d 100,000

1,060,000 1,060,000

Bal b/d 100,000


D.8 Refundable Deposits Local Authorities receive cash deposits and bonds from developers which are refundable to the developer on the fulfilment of certain conditions agreed to in advance. The recommended treatment for these deposits is the set-up of a separate joint deposit account to hold such refundable deposits until maturity. A summary of the steps involved is as follows: Step 1: Receive deposit from developer – Dr 33100 Cr 59000 Step 2: Add interest gained on deposit – Dr 33100 Cr 58000 Step 3: Refund deposit to developer – Dr 33100 Cr 99050

33100 – Joint Deposit Accounts Refundable

Step 1 10,000 Step 3 10,200

Step 2 200

59000 – Other Income

Step 1 (Job with ‘RSR’ Caprev flag) 10,000

58000 – Investment Interest

Step 2 (Job with ‘RSR’ Caprev flag) 200

99050 – Refunds

Step 3 (Job with ‘RSR’ Caprev flag) 10,200

Other Points:

• Small deposits such as road opening deposits etc. are not required to follow the above procedure. The receipt and refund of such deposits may hit revenue jobs.

• Where the developer does not meet the conditions of the bond the deposit may then be transferred to the capital expenditure job that it relates to (Dr 99050 Cr 59000)

• Historically, Local Authorities have receipted certain refundable deposits to the main county fund bank account without setting up a separate deposit account. In these cases the balance on account 33100 will not agree the balance due on the refundable deposit job codes (flagged ‘RSR’).

• The balance on all “RSR” flagged jobs is rolled up to account 42000 on the balance sheet at year end.

APPENDIX 1 – CHART OF ACCOUNTS STRUCTURE Account Description Acgrp1 Acgrp2 Acgrp2 Description

BALANCE SHEET FIXED ASSETS - NOTE 1

10000 Fixed Asset-Local Authority Housing 10000 10000 LA Housing

10010 Accum Deprec-Local Authority Housing 10000 10010 Accm Depn Housing

10250 Fixed Asset-Other Buildings 10000 10250 Buildings

10260 Accum Deprec-Other Buildings 10000 10260 Accm Depn Buildings

10500 Fixed Asset-Plant Long Life 10000 10500 P&M (Long & Short Life)

10510 Accum Deprec-Plant Long Life 10000 10510 Accm Depn P&M (Long & Short Life)

10600 Fixed Asset - Plant Short Life 10000 10500 P&M (Long & Short Life)

10610 Accum Depreciation - Plant Short Life 10000 10510 Accm Depn P&M (Long & Short Life)

10750 Fixed Asset-Computer Equipment 10000 10750 Computers, Furniture & Equipment

10760 Accum Deprec-Computer Equipment 10000 10760 Accm Depn Computers, Furniture & Equipment

11000 Fixed Asset-Other Equipment 10000 10750 Computers, Furniture & Equipment

11010 Accum Deprec-Other Equipment 10000 10760 Accm Depn Computers, Furniture & Equipment

11250 Fixed Asset-Land 10000 11250 Land

11300 Fixed Asset-Parks and Recreational 10000 11300 Parks and Recreational

11310 Accum Deprec-Parks and Recreational 10000 11310 Accm Depn Parks and Recreational

11500 Fixed Asset-Furniture 10000 10750 Computers, Furniture & Equipment

11510 Accum Deprec-Furniture 10000 10760 Accm Depn Computers, Furniture & Equipment

12000 Fixed Asset-Heritage 10000 12000 Heritage

12250 Fixed Asset-Road Network 10000 12250 Roads Network

12260 Accum Deprec-Road Network 10000 12260 Accm Depn Roads Network

12500 Fixed Asset-Water Network 10000 12500 Water & Sewerage Networks

12510 Accum Deprec-Water Network 10000 12510 Accm Depn Water & Sewerage Networks

12750 Fixed Asset-Sewerage Network 10000 12500 Water & Sewerage Networks

12760 Accum Deprec-Sewerage Network 10000 12510 Accm Depn Water & Sewerage Networks

LONG TERM DEBTORS - NOTE 3

14400 Long Term Investments 14400 14400 Long Term Debtors - Other

14450 Long Term Investments - Cash Funds 14400 14450 Long Term Investments

14700 Long Term Advances 14400 14400 Long Term Debtors - Other

14800 Shared Ownership Rented Equity (Standard) 14400 14800 Shared Ownership Rented Equity

14801 Shared Ownership Rented Equity (Affordable) 14400 14800 Shared Ownership Rented Equity

Account Description Acgrp1 Acgrp2 Acgrp2 Description


14802 Shared Ownership Rented Equity Post '02 (Standard) 14400 14800 Shared Ownership Rented Equity

14803 Shared Ownership Rented Equity Post '02 (Affordab) 14400 14800 Shared Ownership Rented Equity

14850 DOE Debtor - Voluntary Housing 14400 14850 Voluntary Housing

14860 Other Loans Recoupable 14400 14400 Long Term Debtors - Other

14995 Current Portion of Long Term Debtors (Cr) 14400 14995 Current Portion on Long Term Debtors

21100 Loans - Suspense 14400 21100 Loans Suspense

21200 Loans - Income related 14400 21101 Long Term Mortgage Advances

21205 Loans - Agency Commission 14400 21101 Long Term Mortgage Advances

21210 Loans - SDA 14400 21101 Long Term Mortgage Advances

21215 Loans - Annuity (Standard) 14400 21101 Long Term Mortgage Advances

21216 Loans - Annuity (Affordable) 14400 21101 Long Term Mortgage Advances

21220 Loans - Reconstruction 14400 21101 Long Term Mortgage Advances

21225 Loans - Low Rise Mortgage 14400 21101 Long Term Mortgage Advances

21230 Loans - Shared Ownership (Standard) 14400 21101 Long Term Mortgage Advances

21231 Loans - Shared Ownership (Affordable) 14400 21101 Long Term Mortgage Advances

21235 Loans - Convertible 14400 21101 Long Term Mortgage Advances

21240 Loans - Caravan 14400 21101 Long Term Mortgage Advances

21245 Loans - Tenant Purchase - Pre 88 14400 21245 Tenant Purchases Advances

21270 Special Repayment Account 14400 21270 Long Term Mortgage Advances

21295 HFA Agency Loans - Creditor Contra 14400 21101 Long Term Mortgage Advances

29000 Inter company Loan 14400 29000 Inter Local Authority Loans

WIP/PRELIMINARY (ROLLUP A/C's) - NOTE 2

14500 Year End Rollup Work in Progress Funded 14500 14500 Work In Progress Expenditure Funded

14510 Year End Rollup Work in Progress Unfunded 14500 14510 Work In Progress Expenditure UnFunded

14520 Year End Rollup Work in Progress - Land 14500 14520 WIP Land

14600 Year End Rollup Preliminary Expenses Funded 14500 14600 Preliminary Expenses Expenditure Funded

14610 Year End Rollup Preliminary Expenses Unfunded 14500 14610 Preliminary Expenses Expenditure UnFunded

STOCK - NOTE 4

15000 Material Stores 15000 15000 Main Stores

15100 Housing Stores 15000 16000 Machinery Stores

15200 Roads Stores 15000 16000 Machinery Stores

15300 Water Stores 15000 16000 Machinery Stores

15400 Drainage Stores 15000 16000 Machinery Stores

15500 Environmental Stores 15000 16000 Machinery Stores



16000 Machinery Stores 15000 16000 Machinery Stores

16500 Machinery Yard Equipment 15000 16000 Machinery Stores

17000 Bitumen Stores 15000 17000 Bitumen Stores

18000 Fuel Stores 15000 18000 Fuel Stores

19000 Quarry 15000 19000 Other Stores

19050 IT Stores 15000 19000 Other Stores

19100 Stockpiles 15000 19000 Other Stores

19150 Print Stores 15000 19000 Other Stores

UNALLOCATED INCOME - BALANCE SHEET FACE

21300 Unallocated Cash Account 21300 21300 Unallocated Cash Account

TRADE DEBTORS & PREPAYMENTS - NOTE 5

21275 TRS Holding Account 21500 21275 TRS Refundable

21400 Unrealised FX in Debtors Account 21500 20000 Other Debtors

21500 Government Debtors 21500 21500 Government Debtors

21600 Other Local Authorities 21500 21600 Other Local Authorities

21700 Commercial Debtors 21500 21700 Commercial Debtors

21800 Non Commercial Debtors 21500 21800 Non-Commercial Debtors

21830 RAS Debtors Control Account 21500 21800 Non-Commercial Debtors

21850 Development Levies Debtors 21500 21850 Development Levy Debtors

21900 Other Debtors 21500 21900 Other Services

21950 RAS Debtors Control Account 21500 20000 Other Debtors

21990 Old HFA Agency Loans - Debtors Arrears Contra 21500 21990 Old HFA Agency Arrears

21995 Current Portion of Long Term Debtors (Dr) 21500 21995 Current Portion of Long Term Debtors

27000 Year End Rollup Agent Works Recoupable 21500 27000 Agent Works Recoupable

28000 Miscellaneous Debtors 21500 20000 Other Debtors

28500 Bad Debt Provision 21500 28500 Provision for Doubtful Debts

30000 Prepayments 21500 30000 Prepayments

URBAN ACCOUNT - NOTE 7

29500 Inter Company 29500 29500 Urban Account

CASH AT BANK - BALANCE SHEET FACE

32000 Main Current Account 32000 32000 Cash at Bank

32100 Payroll Bank Account 32000 32000 Cash at Bank

32150 Sterling Bank Account 32000 32000 Cash at Bank

32300 Environment Waste - DD Bank Account 32000 32000 Cash at Bank



32310 Rates - DD Bank Account 32000 32000 Cash at Bank

32320 Water Charges - DD Bank Account 32000 32000 Cash at Bank

32330 Environmental Charge - DD Bank Account 32000 32000 Cash at Bank

INVESTMENTS - BALANCE SHEET FACE

33000 Deposit Account 31000 31000 Bank Investments

33100 Joint Deposit Accounts Refundable 31000 31000 Bank Investments

33500 Short Term Investments 31000 31000 Bank Investments

CASH ON HAND - BALANCE SHEET FACE

34000 Petty Cash 34000 34000 Cash on Hand

34600 Cash on Hand 34000 34000 Cash on Hand

CREDITORS & ACCRUALS - NOTE 6

35000 Trade Creditors 35000 35000 Trade Creditors

35050 RAS Landlords Control Account 35000 35000 Trade Creditors

35100 Expenses 35000 35100 Other Creditors

35110 Higher Education Grants 35000 35110 Grants

35120 Other Grants 35000 35110 Grants

35130 Revenue Commissioners 35000 35130 Revenue Commissioners

35140 Payroll Deductions - Creditors 35000 35100 Other Creditors

35150 Superannuation Awards/Refunds 35000 35100 Other Creditors

35160 Housing Loans 35000 35100 Other Creditors

35170 Relevant Contracts Tax 35000 35130 Revenue Commissioners

35180 Professional Services W/T Tax 35000 35130 Revenue Commissioners

35190 VAT Control Account 35000 35130 Revenue Commissioners

35200 Other Local Authorities 35000 35200 Other Local Authorities

35300 Deferred Income 35000 35300 Deferred Income

38000 Net Pay Control Account 35000 35100 Other Creditors

39600 Savings Scheme 35000 35100 Other Creditors

39995 Current Portion of Long Term Creditors (Cr) 35000 39995 Current Portion of Long-Term Creditors

41000 Accruals 35000 41000 Stocked & Non-Stocked Goods Received Accruals

41100 Stock Accruals 35000 41000 Stocked & Non-Stocked Goods Received Accruals

FINANCE LEASES (SHORT TERM) - BALANCE SHEET FACE

39500 Short Term Lease Agreements 39500 39500 Finance Leases

39510 Lease Interest Liability 39500 39500 Finance Leases

REFUNDABLE DEPOSITS (ROLLUP A/C) - NOTE 9



42000 Year End Rollup Refundable Deposits Creditor 42000 42000 Refundable Deposits

CAPITALISATION - NOTE 10

45000 Capitalisation of LA Housing 45000 45000 Capitalisation

45010 Cap Amortisation of LA Housing 45000 45010 Capital Amortisation

45020 Revaluation of Land 45000 45010 Capital Amortisation

45050 Capitalisation of Other Buildings 45000 45000 Capitalisation

45060 Cap Amortisation of Other Buildings 45000 45010 Capital Amortisation

45100 Capitalisation of Plant Long Life 45000 45000 Capitalisation

45110 Cap Amortisation of Plant Long Life 45000 45010 Capital Amortisation

45120 Revaluation of Housing Stock 45000 45010 Capital Amortisation

45150 Capitalisation of Computer Equipment 45000 45000 Capitalisation

45160 Cap Amortisation of Computer Equipment 45000 45010 Capital Amortisation

45200 Capitalisation of Other Equipment 45000 45000 Capitalisation

45210 Cap Amortisation of Other Equipment 45000 45010 Capital Amortisation

45220 Revaluation of Buildings 45000 45010 Capital Amortisation

45250 Capitalisation of Land 45000 45000 Capitalisation

45300 Capitalisation of Office Furniture 45000 45000 Capitalisation

45310 Cap Amortisation of Office Furniture 45000 45010 Capital Amortisation

45320 Revaluation of Equipment 45000 45010 Capital Amortisation

45400 Capitalisation of Heritage Assets 45000 45000 Capitalisation

45420 Revaluation of Computers 45000 45000 Capitalisation

45450 Capitalisation of Road Network 45000 45000 Capitalisation

45460 Cap Amortisation of Road Network 45000 45010 Capital Amortisation

45500 Capitalisation of Water Network 45000 45000 Capitalisation

45510 Cap Amortisation of Water Network 45000 45010 Capital Amortisation

45520 Revaluation of Machinery 45000 45010 Capital Amortisation

45550 Capitalisation of Sewerage Network 45000 45000 Capitalisation

45560 Cap Amortisation of Sewerage Network 45000 45010 Capital Amortisation

45600 Capitalisation of Plant Short Life 45000 45000 Capitalisation

45610 Cap Amortisation of Plant Short Life 45000 45010 Capital Amortisation

45620 Revaluation of Office Equipment 45000 45010 Capital Amortisation

45650 Capitalisation of Parks and Recreational 45000 45000 Capitalisation

45660 Cap Amortisation of Parks and Recreational 45000 45010 Capital Amortisation

WIP/PRELIMINARY INCOME (ROLLUP A/C's) - NOTE 2



45700 Year End Rollup Work in Progress Receipts Funded 45700 45700 Receipts WIP Funded

45710 Capital Amortisation of Office Furniture 45700 45710 Receipts WIP UnFunded

45710 Year End Rollup Work in Progress Receipts Unfunded 45700 45710 Receipts WIP UnFunded

45720 Revaluation of Office Furniture 45700 45710 Receipts WIP UnFunded

45800 Year End Rollup Preliminary Expenses Funded 45700 45800 Receipts Preliminary Expenses Funded

45810 Year End Rollup Preliminary Expenses UnFunded 45700 45810 Receipts Preliminary Expenses UnFunded

FINANCE LEASES (LONG TERM) - BALANCE SHEET FACE

46000 Long Term Lease Liabilities 46000 46000 Finance Leases

LOANS PAYABLE - NOTE 8

47000 Non Mortgage Loans - Revenue Funding 47000 47000 Non-Mortgage Loans - Revenue Funding

47010 Non Mortgage Loans - Voluntary Housing 47000 47010 Non-Mortgage Loans - Voluntary Housing

47020 Non Mortgage Loans - Bridging Finance 47000 47020 Non-Mortgage Loans - Bridging Finance

47030 Non Mortgage Loans - S.O. Rent Equity (Standard) 47000 47030 Non-Mortgage Loans - Shared Ownership-Rented Equit

47031 Non Mortgage Loans - S.O. Rent Equity (Affordable) 47000 47030 Non-Mortgage Loans - Shared Ownership-Rented Equit

47032 Non Mort Loans - SOS Rented Equity Post '02 (Std) 47000 47030 Non-Mortgage Loans - Shared Ownership-Rented Equit

47033 Non Mort Loans - SOS Rented Equity Post '02 (Aff) 47000 47030 Non-Mortgage Loans - Shared Ownership-Rented Equit

47040 Non Mortgage Loans - DPG's and ERG's 47000 47040 Non-Mortgage Loans - Assets/Grants

47050 Non Mortgage Loans - Assets 47000 47040 Non-Mortgage Loans - Assets/Grants

47060 Non Mortgage Loans - Recoupable 47000 47060 Non-Mortgage Loans - Recoupable

47200 Mortgage Loans - Income Related 47000 47200 Mortgage Loans

47210 Mortgage Loans - SDA 47000 47200 Mortgage Loans

47215 Mortgage Loans - Annuity (Standard) 47000 47200 Mortgage Loans

47216 Mortgage Loans - Annuity (Affordable) 47000 47200 Mortgage Loans

47220 Mortgage Loans - Reconstruction 47000 47200 Mortgage Loans

47225 Mortgage Loans - LRM 47000 47200 Mortgage Loans

47230 Mortgage Loans - Shared Ownership (Standard) 47000 47200 Mortgage Loans

47231 Mortgage Loans - Shared Ownership (Affordable) 47000 47200 Mortgage Loans

47235 Mortgage Loans - Convertible 47000 47200 Mortgage Loans

47240 Mortgage Loans - Caravan 47000 47200 Mortgage Loans

47300 Inter Local Authority Loans Payable 47000 47300 Non-Mortgage Loans - Inter-Local Authority Loans

47995 Current Portion of Long Term Creditors (Dr) 47500 47995 Current Portion of Loans Payable

OTHER LONG TERM LIABILITIES - BALANCE SHEET FACE

47500 Other Long Term Liabilities 47500 47500 Other Long Term Liabilities

OTHER RESERVES/BALANCES - GENERAL - NOTE 11



47600 Mortgage Funding Deficit/Surplus 48100 47600 Historical Opening Mortgage Funding Surplus/(Defic

48400 Loan Repayment Reserve 48100 48400 Loan Repayment Reserve

48500 Lease Repayment Reserve 48100 48500 Lease Repayment Reserve

48950 Shared Ownership Rented Equity CPI Reserve 48100 48950 Shared Ownership Rented Equity Indexation Reserve

49000 General Revenue Reserves 48100 48800 Other Reserves General

49300 Sale of Assets - Building Fund Reserve 48100 48800 Other Reserves General

49500 Other Reserves 48100 48800 Other Reserves General

49510 Opening Take on Reserve 48100 48800 Other Reserves General

OTHER RESERVES/BALANCES - CAPITAL (ROLLUP A/C's) - NOTE 11

48300 Year End Rollup Unfunded Asset Reserve 48100 48300 Unfunded Asset Reserves

48310 Year End Rollup Funded Asset Reserve 48100 48310 Funded Asset Reserves

48600 Year End Rollup General Charges Dev Reserve 48100 48600 Development levies

48800 Year End Rollup Other Reserves - General 48100 48800 Other Reserves General

48810 Year End Rollup Other Reserves - Asset Funding 48100 48810 Other Reserves - Asset Funding

48820 Year End Rollup Other Reserves - Insurance Fund 48100 48820 Other Reserves - Insurance Fund

48850 Year End Rollup Non Project Balances Funded 48100 48850 Funded Non Project Balances

48860 Year End Rollup Non Project Balances Unfunded 48100 48860 Unfunded Non project Balances

48900 Year End Rollup Tenant Purchase Annuity Realised 48100 48900 Realised Tenant Purchase Annuity Reserves

48910 Year End Rollup Tenant Purchase Annuity Unrealised 48100 48910 Unrealised Tenant Purchase Annuity Reserves

GENERAL REVENUE RESERVE - BALANCE SHEET FACE

48700 General Revenue Reserve 48700 48700 General Revenue Reserve

SPECIFIC REVENUE RESERVE - BALANCE SHEET FACE

48000 Specific Revenue Reserves 48000 48000 Specific Revenue Reserve



INCOME & EXPENDITURE GRANTS & SUBSIDIES - CAPITAL/REVENUE INCOME

50050 Env-Housing & Building 50000 50000 Grants DoELG - Housing & Building

50100 Env-Road Transportation & Safety 50000 50100 Grants DoELG - Road Transportation and Safety

50150 Env-Water Supply & Sewerage 50000 50150 Grants DoELG - Water Supply and Sewerage

50200 Env-Development Incentives & Control 50000 50200 Grants DoELG - Development Incentives and Controls

50250 Env-Environmental Protection 50000 50250 Grants DoELG - Environmental Protection

50300 Env-Recreation & Amenity 50000 50300 Grants DoELG - Recreation and Amenity

50350 Env-Agriculture, Education, Health & Welfare 50000 50350 Grants DoELG - Agriculture, Education, Health and

50400 Env-Miscellaneous Services 50000 50400 Grants DoELG - Miscellaneous Services

51100 Ed-Agriculture, Education, Health & Welfare 50000 53600 Grants Other - Agriculture, Education, Health and

51150 Ed - Recreation & Amenity 50000 53500 Grants Other - Recreation and Amenity

51350 Arts-Recreation & Amenity 50000 53500 Grants Other - Recreation and Amenity

51400 Arts-Agriculture, Education, Health & Welfare 50000 53600 Grants Other - Agriculture, Education, Health and

51450 Arts - Roads Transportation & Safety 50000 53100 Grants Other - Road Transportation and Safety

51600 Marine-Agriculture, Education, Health & Welfare 50000 53600 Grants Other - Agriculture, Education, Health and

51850 Agric-Miscellaneous Services 50000 53650 Grants Other - Miscellaneous Services

52100 Social-Environmental Protection 50000 53400 Grants Other - Environmental Protection

52150 Social-Recreation & Amenity 50000 53500 Grants Other - Recreation and Amenity

52160 Social - Miscellaneous Services 50000 53650 Grants Other - Miscellaneous Services

52200 Defence - Environmental Protection 50000 53400 Grants Other - Environmental Protection

52300 Justice - Miscellaneous Services 50000 53650 Grants Other - Miscellaneous Services

52500 Tour - Development Incentives & Control 50000 53300 Grants Other - Development Incentives and Controls

52550 The Library Council 50000 53500 Grants Other - Recreation and Amenity

52700 The Arts Council 50000 53500 Grants Other - Recreation and Amenity

52850 NRA - Income 50000 53100 Grants Other - Road Transportation and Safety

52860 Non Dept -HFA 50000 53000 Grants Other - Housing & Building

52950 Non Dept - BMW,SE 50000 53650 Grants Other - Miscellaneous Services

53000 Other-Housing & Building 50000 53000 Grants Other - Housing & Building

53100 Other-Roads Transportation & Safety 50000 53100 Grants Other - Road Transportation and Safety

53200 Other-Water Supply & Sewerage 50000 53200 Grants Other - Water Supply and Sewerage

53300 Other-Development Incentives & Control 50000 53300 Grants Other - Development Incentives and Controls

53400 Other-Environmental Protection 50000 53400 Grants Other - Environmental Protection



53500 Other-Recreation & Amenity 50000 53500 Grants Other - Recreation and Amenity

53600 Other-Agriculture,Education,Health & Welfare 50000 53600 Grants Other - Agriculture, Education, Health and

53650 Other-Miscellaneous Services 50000 53650 Grants Other - Miscellaneous Services

54450 Recoupment of Motor Tax Expenses 50000 53100 Grants Other - Road Transportation and Safety

LOCAL GOVERNMENT FUND - REVENUE INCOME

54400 Local Government Fund 54400 54400 Local Government Fund

COMMERCIAL RATES - REVENUE INCOME

54500 Commercial Rates 54500 54500 Rates

GOODS & SERVICES - CAPITAL/REVENUE INCOME

55000 Rent 55000 55000 Housing Rent

55050 RAS Tenant Rents 55000 55000 Housing Rent

55100 Annuities 55000 55000 Housing Rent

55200 HFA Commissions Pre 1986 55000 55200 Housing Loans Interest & Charges

55250 Housing Loan Repay/Redeem by borrowers 55000 55200 Housing Loans Interest & Charges

55251 Loan Interest Receivable 55000 55200 Housing Loans Interest & Charges

55252 Loans Fixed Charges Income 55000 55200 Housing Loans Interest & Charges

55260 Sale/Disposal of Local Authority Housing 55000 59000 Miscellaneous Inc - Goods & Services

55280 Sale/Disposal of Other Buildings 55000 59000 Miscellaneous Inc - Goods & Services

55290 Sale/Disposal of Plant Long Life 55000 59000 Miscellaneous Inc - Goods & Services

55300 Sale/Disposal of Computers 55000 59000 Miscellaneous Inc - Goods & Services

55310 Sale/Disposal of Other Equipment 55000 59000 Miscellaneous Inc - Goods & Services

55320 Sale/Disposal of Land 55000 59000 Miscellaneous Inc - Goods & Services

55330 Sale/Disposal of Furniture 55000 59000 Miscellaneous Inc - Goods & Services

55340 Sale/Disposal of Heritage Assets 55000 59000 Miscellaneous Inc - Goods & Services

55380 Sale/Disposal of Plant Short Life 55000 59000 Miscellaneous Inc - Goods & Services

55390 Sale/Disposal of Parks and Recreational 55000 59000 Miscellaneous Inc - Goods & Services

55400 Water Charges-Commercial 55000 55400 Commercial Water

55500 Water Charges - Domestic 55000 55500 Domestic Water

55600 Domestic Refuse 55000 55600 Domestic Refuse

55650 Commercial Refuse 55000 55650 Commercial Refuse

55800 Waste Water 55000 55800 Domestic Sewerage

55900 Commercial Sewerage 55000 55900 Commercial Sewerage

56000 Planning Fees 55000 56000 Planning Fees

56200 Parking Charges-Off Street 55000 56200 Parking Fees/Charges



56250 Parking Charges-On Street 55000 56200 Parking Fees/Charges

56400 Recreation & Amenity Activities 55000 56400 Recreation & Amenity Activities

56600 Library Fees & Fines 55000 56600 Library Fees & Fines

56800 Private Works-External Bodies 55000 56800 Agency Services

57000 Pension Contributions 55000 57000 Pension Contributions

57200 Property Rental/Leasing 55000 57200 Property Rental & Leasing of Land

57300 Landfill Charges 55000 57300 Landfill Charges

57500 Fire Charges 55000 57500 Fire Charges

57600 Licences 55000 59000 Miscellaneous Inc - Goods & Services

58000 Interest from Investments 55000 59000 Miscellaneous Inc - Goods & Services

58200 Insurance Claims 55000 59000 Miscellaneous Inc - Goods & Services

58400 Recoup Legal Costs 55000 59000 Miscellaneous Inc - Goods & Services

58600 Community Contributions 55000 59000 Miscellaneous Inc - Goods & Services

58650 Development Levies 55000 59000 Miscellaneous Inc - Goods & Services

58700 Other Support Services 55000 59000 Miscellaneous Inc - Goods & Services

58800 Other Fees/Charges 55000 59000 Miscellaneous Inc - Goods & Services

58840 Other Fines 55000 59000 Miscellaneous Inc - Goods & Services

59000 Miscellaneous Income 55000 59000 Miscellaneous Inc - Goods & Services

59010 Tender and Other Non-Material Refundable Deposits 55000 59000 Miscellaneous Inc - Goods & Services

59100 Stores Income - Mark Up 55000 59000 Miscellaneous Inc - Goods & Services

59150 Tar Stores Income - Mark up 55000 59000 Miscellaneous Inc - Goods & Services

59200 Machinery Yard Income 55000 59000 Miscellaneous Inc - Goods & Services

59210 Amortisation of LA Housing 55000 59000 Miscellaneous Inc - Goods & Services

59220 Amortisation of Other Buildings 55000 59000 Miscellaneous Inc - Goods & Services

59230 Amortisation of Plant Long Life 55000 59000 Miscellaneous Inc - Goods & Services

59240 Amortisation of Computer Equipment 55000 59000 Miscellaneous Inc - Goods & Services

59250 Amortisation of Other Equipment 55000 59000 Miscellaneous Inc - Goods & Services

59260 Amortisation of Plant Short Life 55000 59000 Miscellaneous Inc - Goods & Services

59270 Amortisation of Furniture 55000 59000 Miscellaneous Inc - Goods & Services

59280 Amortisation of Library Stock 55000 59000 Miscellaneous Inc - Goods & Services

59300 Amortisation of Road Network 55000 59000 Miscellaneous Inc - Goods & Services

59310 Amortisation of Water Network 55000 59000 Miscellaneous Inc - Goods & Services

59320 Amortisation of Sewerage Network 55000 59000 Miscellaneous Inc - Goods & Services

59800 Overhead Fund 55000 59000 Miscellaneous Inc - Goods & Services



NON MORTGAGE LOAN DRAWDOWNS - CAPITAL INCOME

55210 Housing Loan Drawdowns 55210 55210 Loan Drawdowns

55220 Non - Housing Loan Drawdowns 55210 55210 Loan Drawdowns

CONTRIBUTIONS FROM OTHER LA's - CAPITAL/REVENUE INCOME

57800 Recoup Other LA 57800 57800 Contributions from other LAs

COUNTY CHARGE - REVENUE INCOME

59500 Urban Charges 59500 59500 Charges to Urbans

TRANSFERS TO/FROM RESERVES - CAPITAL/REVENUE INCOME

59900 Transfer to/from Cap/Rev (Inc) 59900 59900 Transfers from Reserves

INTER CAPITAL TRANSFERS - CAPITAL INCOME

59940 Inter-Capital Transfer (Inc) 59940 59940 Internal Transfers

PAYROLL - CAPITAL/REVENUE EXPENDITURE

60000 Basic Pay 60000 60000 Salary & Wages

60030 Wages 60000 60000 Salary & Wages

60040 Salaries 60000 60000 Salary & Wages

60041 Temporary Salaries 60000 60000 Salary & Wages

60042 Councillors Salaries 60000 60000 Salary & Wages

60050 Pensions 60000 63000 Pensions & Gratuities

60100 ER PRSI 60000 60000 Salary & Wages

60200 Overtime 60000 60000 Salary & Wages

60300 Arrears 60000 60000 Salary & Wages

60400 Sick Pay 60000 60000 Salary & Wages

60500 Annual Leave 60000 60000 Salary & Wages

60510 Bank Holiday Leave 60000 60000 Salary & Wages

60520 Compassionate Leave 60000 60000 Salary & Wages

60530 Time in Lieu Leave 60000 60000 Salary & Wages

60600 Travel/Subsistence 60000 61500 Other Costs

60700 Eating on site allowance 60000 61500 Other Costs

60800 Acting Allowance 60000 61500 Other Costs

60900 Retained Fire Services 60000 61500 Other Costs

61990 Other Allowances 60000 61500 Other Costs

62000 Overhead charge 60000 61500 Other Costs

63000 Gratuities 60000 63000 Pensions & Gratuities

OPERATIONAL EXPENSES - CAPITAL/REVENUE EXPENDITURE



13000 Local Authority Housing Suspense 65000 65700 Purchase of Equipment

13010 Accum Depreciation Machinery 65000 65700 Purchase of Equipment

13100 Other Buildings Suspense 65000 65700 Purchase of Equipment

13200 Plant Long Life Suspense 65000 65700 Purchase of Equipment

13300 Computer Equipment Suspense 65000 65700 Purchase of Equipment

13400 Other Equipment Suspense 65000 65700 Purchase of Equipment

13500 Land Suspense 65000 65700 Purchase of Equipment

13510 Accum Depreciation Office Equipment 65000 65700 Purchase of Equipment

13600 Furniture Suspense 65000 65700 Purchase of Equipment

13900 Heritage Asset Suspense 65000 65700 Purchase of Equipment

14010 Accum Depreciation Office Furniture 65000 65700 Purchase of Equipment

14110 Housing Stock Suspense 65000 65700 Purchase of Equipment

14120 Building Suspense 65000 65700 Purchase of Equipment

14130 Equipment Suspense 65000 65700 Purchase of Equipment

14140 Computer Suspense 65000 65700 Purchase of Equipment

14150 Machinery Suspense 65000 65700 Purchase of Equipment

14160 Office Equipment Suspense 65000 65700 Purchase of Equipment

14170 Office Furniture Suspense 65000 65700 Purchase of Equipment

14200 Plant Short Life Suspense 65000 65700 Purchase of Equipment

65000 Land Purchase/Compensation 65000 74900 Other

65360 Depreciation Other Buildings 65000 74900 Other

65370 Depreciation Plant Long Life 65000 74900 Other

65380 Depreciation Computer Equipment 65000 74900 Other

65390 Depreciation Other Equipment 65000 74900 Other

65400 Depreciation of Plant Short Life 65000 74900 Other

65410 Depreciation Office Furniture 65000 74900 Other

65420 Depreciation Library Stock 65000 74900 Other

65440 Depreciation Road Network 65000 74900 Other

65450 Depreciation Water Network 65000 74900 Other

65460 Depreciation Sewerage Network 65000 74900 Other

65500 Minor Contracts- Trade Services & other works 65000 69300 Contract Payments

65600 Inter Department Transfers 65000 74900 Other

65650 Apportionment of Central Management Charge 65000 74900 Other

65700 Transfer to Fixed Assets/Capitalisation 65000 65700 Purchase of Equipment



65980 Transfer to WIP/Prelim Exps 65000 65700 Purchase of Equipment

65990 Transfer to WIP Capitalisation 65000 65700 Purchase of Equipment

66000 Non-Capital Equip Purchase - Civil Defence 65000 65700 Purchase of Equipment

66500 Non-Capital Equip Purchase - Fire Services 65000 65700 Purchase of Equipment

66950 Transfer to Unfunded Assets 65000 65700 Purchase of Equipment

66960 Transfer to Loan Repayment Reserve 65000 65700 Purchase of Equipment

66970 Transfer to Lease Repayment Reserve 65000 65700 Purchase of Equipment

67000 Non-Capital Equip Purchase - Machinery Yard 65000 65700 Purchase of Equipment

67500 Non-Capital Equip Purchase - Computers 65000 65700 Purchase of Equipment

68000 Non-Capital Equip Purchase - Office Equip/Furn 65000 65700 Purchase of Equipment

68500 Non-Capital Equip Purchase - Other 65000 65700 Purchase of Equipment

69000 Hire (Ext) - Plant/Transport/Machinery & Equipment 65000 69400 Machinery Yard Charges & Plant Hire

69150 Repairs & Maint - Buildings (excl. LA Housing) 65000 69100 Repairs & Maintenance

69200 Repairs & Maint - Plant 65000 69100 Repairs & Maintenance

69250 Repairs & Maint -Computer Equip 65000 69100 Repairs & Maintenance

69260 Repairs & Maint - Other Equip 65000 69100 Repairs & Maintenance

69270 Repairs &Maint - Parks & Other Areas 65000 69100 Repairs & Maintenance

69300 Capital Contracts Expenditure 65000 69300 Contract Payments

69350 Agency Services - Other Local Authorities 65000 69350 Agency Services

69360 Agency Services - Non Local authorities 65000 69350 Agency Services

69370 Agency Health Boards 65000 69350 Agency Services

69400 Transfers from Machinery Yard 65000 69400 Machinery Yard Charges & Plant Hire

69600 Other Vehicle Expenses 65000 69100 Repairs & Maintenance

70000 Materials 65000 70000 Materials & Stores Issues

70600 Stock Adjustments 65000 70000 Materials & Stores Issues

70970 Issues from Stores - No Markup 65000 70000 Materials & Stores Issues

70980 Issues from Tar Stores 65000 70000 Materials & Stores Issues

70990 Issues from Stores 65000 70000 Materials & Stores Issues

70991 Returns to Stores 65000 70000 Materials & Stores Issues

70992 Returns to Stores - No Markup 65000 70000 Materials & Stores Issues

70993 Returns to Tar Stores 65000 70000 Materials & Stores Issues

71000 Insurance 65000 74900 Other

71500 Arts Activities 65000 74900 Other

71550 Library Book Purchases 65000 74900 Other



71600 Prizes, sponsorship etc 65000 74900 Other

71700 Community Events 65000 74900 Other

72000 Housing Grants 65000 72000 Payments of Grants

72100 Higher Education Grants 65000 72000 Payments of Grants

72200 Amenity Grants 65000 72000 Payments of Grants

72300 Subsidy Grants 65000 72000 Payments of Grants

72900 Other Grants 65000 72000 Payments of Grants

73150 Removal Expenses 65000 74900 Other

73200 Cathaoirlach 65000 74900 Other

73210 Leas Cathaoirlach 65000 74900 Other

73300 Members Allowance 65000 74900 Other

73310 SPC Members Expenses(Non-elected members) 65000 74900 Other

73320 Members Conferences - Home 65000 74900 Other

73330 Members Conferences - abroad 65000 74900 Other

73340 Members Expenses 65000 74900 Other

73350 Contributions to Members Expenses 65000 74900 Other

73360 SPC Chairs 65000 74900 Other

73400 Staff Travelling & Subsistence Expenses 65000 74900 Other

73420 Contributions to Staff Associations 65000 74900 Other

73440 Other Travelling & Subsistence Expenses 65000 74900 Other

73500 Election Expenses 65000 74900 Other

73560 Franchise Fees 65000 74900 Other

73600 RAS Landlord Payments 65000 74900 Other

73650 RAS Payment for Damages 65000 74900 Other

74000 Meals for Firemen 65000 74900 Other

74500 Entertainment Expenses 65000 74900 Other

INTER CAPITAL TRANSFERS - CAPITAL EXPENDITURE

65940 Inter Capital Transfers (Exp) 59940 59940 Internal Transfers

TRANSFERS TO/FROM RESERVES - CAPITAL/REVENUE EXPENDITURE

65950 Transfer to/from Reserves 65965 65965 Transfers of Revenue Funds to Reserves/WIP

65965 Transfer to/from Cap/Rev (Exp) 65965 65965 Transfers of Revenue Funds to Reserves/WIP

COUNTY CHARGE - REVENUE EXPENDITURE

72400 Payments to County Council 72400 72400 Charges from County

ADMINISTRATION - CAPITAL/REVENUE EXPENDITURE



75000 Computer Software 75000 75000 Computing

75100 LGCSB 75000 75000 Computing

76000 Communication Expenses 75000 76000 Communications

76100 Postage 75000 76000 Communications

77100 Courier 75000 77050 Office Expenses

77200 Security - Property 75000 77200 Security

77250 Security - Cash Delivery 75000 77250 Cash Delivery

78000 Training 75000 78000 Training & Recruitment

78100 Recruitment Expenses 75000 78000 Training & Recruitment

79000 Legal Fees and Expenses 75000 79000 Professional Fees & Expenses

79900 Other Fees and Expenses 75000 79000 Professional Fees & Expenses

79910 Commissioner of Valuation Office Fees 75000 79000 Professional Fees & Expenses

80000 Advertising 75000 80000 Advertising

81000 Printing & Office Consumables 75000 81000 Printing & Stationery

81050 Scanning 75000 81000 Printing & Stationery

82000 Voluntary Contributions to Other Bodies 75000 82000 Contributions to Other Bodies

82100 Statutory Contributions to Other Bodies 75000 82000 Contributions to Other Bodies

ESTABLISHMENT - CAPITAL/REVENUE EXPENDITURE

85000 Rent 85000 85000 Accommodation

85100 Rates and Other LA charges 85000 85000 Accommodation

85200 Cleaning 85000 85000 Accommodation

85300 Canteen 85000 85000 Accommodation

86000 Energy 85000 86000 Energy

FINANCIAL - CAPITAL/REVENUE EXPENDITURE

90000 Lease Interest 90000 90000 Financial Charges

90100 Housing Loan Repayments to HFA/OPW 90000 90000 Financial Charges

90110 Housing Loan Advances 90000 90000 Financial Charges

90120 Non- Housing Loan Repayments 90000 90000 Financial Charges

90200 Overdraft interest & financial charges 90000 90000 Financial Charges

91000 Bad Debts W/O 90000 91000 Bad Debts

91100 Bad Debts Provision 90000 91000 Bad Debts

91150 Audit Fee 90000 91150 Financial Management

91200 Prompt Payment Interest 90000 91150 Financial Management

92000 Exchange gain/loss account 90000 91150 Financial Management



92100 Euro Conversion Difference Account 90000 91150 Financial Management

93000 Difference Account/Payment Difference 90000 91150 Financial Management

95000 Invoice Distribution 90000 91150 Financial Management

MISCELLANEOUS - CAPITAL/REVENUE EXPENDITURE

99000 Miscellaneous Expenses 99000 99000 Miscellaneous

99050 Refunds 99000 99050 Refund

ERROR ACCOUNT - BALANCE SHEET FACE

99999 AGRESSO SYSTEM ACCOUNT 99999 99999 AGRESSO System Account

APPENDIX 2 – ‘CAPREV’ FLAGS AND ROLLUP ACCOUNTS

Caprev Rollup Account Element

Flag Flag Description Balance Sheet Heading Expenditure Income Net

CAF Completed Asset Funded Note 11 - Reserves N/A N/A 48310

CAU Completed Asset UnFunded Note 11 - Reserves N/A N/A 48300

COU Completed Asset Opening UnFunded Note 11 - Reserves N/A N/A 48300

CPF Preliminary Funded Note 2 - WIP 14600 45800 N/A

CPU Preliminary UnFunded Note 2 - WIP 14610 45810 N/A

CWF Work in Progress Funded Note 2 - WIP 14500 45700 N/A

CWU Work in Progress UnFunded Note 2 - WIP 14510 45710 N/A

RS Reserves - Other Note 11 - Reserves N/A N/A 48800

RSA Reserves - Realised TP Annuities Note 11 - Reserves N/A N/A 48900

RSN Reserves - Unrealised TP Annuities Note 11 - Reserves N/A N/A 48910

RSD Reserves - Development Levies Note 11 - Reserves N/A N/A 48600

RSI Reserves - Insurance Fund Note 11 - Reserves N/A N/A 48820

RSS Reserves - Asset Funding Note 11 - Reserves N/A N/A 48810

RSR Refundable Deposits Note 11 - Reserves N/A N/A 42000

RSF Non Project Balances Funded Note 11 - Reserves N/A N/A 48850

RSU Non Project Balances UnFunded Note 11 - Reserves N/A N/A 48860

RSW Agent Works Recoupable Note 7 - Debtors N/A N/A 27000

R Revenue N/A (I & E) N/A N/A N/A

P Plant & Machinery N/A (I & E) N/A N/A N/A

S Stores N/A (I & E) N/A N/A N/A

APPENDIX 3 – ACCOUNTING STRUCTURE FLOWCHART

CHART OF ACCOUNTS

ACCOUNT ELEMENTS

ACGRP1 & ACGRP2 relations

Income & Expenditure 13000 to 14399 50000 to 59999 60000 to 99998

Balance Sheet 10000 to 12999 14400 to 49999

Jobs with ‘Caprev’ Relation

Year End Rollup Journals to Balance

Sheet

Revenue Flags R, P & S

Capital Flags CP*, CW*, CA* & RS*

Refundables Flag RSR

APPENDIX 4 – BALANCE SHEET IMPACT ON CAPITAL/REVENUE

Capital Revenue

Account Account

LOAN TRANSACTIONS

Issue/Redemption of Loans

Mortgage Loans No No

Assets/Grants/Other Yes No

Revenue Funding No Yes

Bridging Finance No No

Recoupable Yes No

Shared Ownership Rented Equity. No No

Inter LA No No

Voluntary Housing Yes No

Principal Repayment/Recoupment of Loans

Mortgage Loans No No

Assets/Grants/Other Yes* Yes**

Revenue Funding No Yes**

Bridging Finance No No

Recoupable Yes* Yes

Shared Ownership Rented Equity. No No

Inter LA No No

Voluntary Housing No* No

OTHER BALANCE SHEET TRANSACTIONS

Asset Purchase Yes Yes*

Asset Disposal Yes No

WIP/Preliminary Yes No

Investments No No

Project Balances Funded/Unfunded Yes No

Non Project Balances Funded/Unfunded Yes No

Development Levies Yes No

TP Annuities Yes No

Other Balances - Assets/Insurance/Other Yes No

Finance Leases No No

Refundable Deposits No No

* Not standard practice but can occur in certain circumstances ** Principal shown below the line as Transfers to/from Reserves

Documents

ABC Amber PDF Merger · Acc Manual V1.9 - Page 2 Foreword In tandem with the recent move to accrual accounting policies and the introduction of a new financial management system in