Bad Debt Management Guide

Definition and Impact of Bad Debts

Bad debts refer to accounts receivable that a business cannot collect, usually because the customer is unable or unwilling to pay. Bad debts are eventually recorded as an expense and deducted from the company’s accounts receivable, directly affecting the business’s financial forecasts and cash flow.

The occurrence of bad debts not only reduces the assets on the financial statements but also impacts the company’s profitability and cash liquidity. If bad debts are not promptly addressed and controlled, the business may face greater financial risks and operational difficulties.

Accounting Methods for Bad Debts

There are two main methods for handling bad debts: the Direct Write-Off Method and the Allowance Method.

This method involves directly writing off an account receivable when it is determined to be uncollectible. This method is suitable when it is certain that the bad debt cannot be recovered. The specific accounting entry is as follows:

  • Debit: Bad Debt Expense
  • Credit: Accounts Receivable
  • For example, if a company determines that a receivable of $1,000 cannot be recovered, the accounting entry would be:

Debit: Bad Debt Expense $1,000

Credit: Accounts Receivable $1,000

This method involves estimating future bad debt losses based on past experience and current economic conditions, and setting aside these losses in the financial statements. This approach can reflect potential financial risks earlier. The specific accounting entry is as follows:

  • Debit: Bad Debt Expense
  • Credit: Allowance for Doubtful Accounts
    •  

For example, if a company estimates that 5% of its accounts receivable will not be collectible this year, with the total receivables amounting to $200,000, the company would need to set aside $10,000 for bad debt allowance. The accounting entry would be:

Debit: Bad Debt Expense $10,000

Credit: Allowance for Doubtful Accounts $10,000

When an account is determined to be uncollectible, it is written off against the allowance for doubtful accounts. If later some or all of the amount is recovered, the previous accounting treatment must be adjusted. The specific entries are as follows:

  • Confirmed uncollectibility:
  • Debit: Allowance for Doubtful Accounts
  • Credit: Accounts Receivable
  • Recovered part or all of the amount:
  • Debit: Accounts Receivable
  • Credit: Allowance for Doubtful Accounts
      •  

Writing Off Bad Debts

Writing off bad debts means removing uncollectible accounts receivable from the books. The specific accounting entries are as follows:

    • Debit: Bad Debt Expense
    • Credit: Accounts Receivable

This process helps the business reflect its actual financial condition by reducing the inflated total of accounts receivable, thus making the financial statements more accurately reflect the financial health of the business.

Accounting Standards Compliant For Bad Debt Handling

GAAP Standards – Under Generally Accepted Accounting Principles (GAAP), bad debts are usually treated using the allowance method. GAAP requires businesses to estimate the amount of accounts receivable that may not be collectible within a certain period and to provision for these bad debt losses in the financial statements. Businesses need to regularly assess and adjust the bad debt allowance based on historical experience, industry standards, and current economic conditions to ensure the accuracy of financial statements.

IFRS Standards – According to International Financial Reporting Standards (IFRS), businesses also need to perform impairment tests on accounts receivable and establish an allowance for bad debts account. IFRS 9 “Financial Instruments” requires businesses to use the “expected credit loss” model, measuring based on anticipated future credit losses. Businesses must consider historical data, current conditions, and future economic forecasts to continually update the estimate of expected credit losses.

Measures to Prevent Bad Debts

To reduce the occurrence of bad debts, businesses should take the following measures:

Strict Credit Assessment: Conduct detailed credit assessments before establishing trading relationships with customers, including checking customer credit reports, assessing their financial condition, and setting appropriate credit limits based on the evaluation results.

Monitoring Accounts Receivable: Regularly monitor the age structure of accounts receivable, promptly identify overdue accounts, and take appropriate collection measures. For example, manage overdue accounts receivable that are 30, 60, 90 days, or more overdue by developing different collection strategies for different stages of overdue accounts.

Diversifying Customer Structure: Ensure a diverse customer structure to reduce dependence on any single customer, thus lowering financial risks associated with non-payment by any customers.

Using Data Tools for Monitoring: Use advanced data tools to filter and monitor customer credit ratings, helping businesses identify potential credit risks early and adjust credit policies based on data results.

Regularly Tracking Payment Status: Regularly track the payment status of all transactions and receivables, identify possible late or overdue payments early, and take timely measures. For example, use an automated accounts receivable management system to regularly send payment reminders and shorten the accounts receivable turnover cycle.

Collecting Bad Debts

When bad debts have already occurred, businesses can take the following measures for collection:

Internal Collection: Conducted by the business’s finance or legal department, contacting the debtor via phone, email, or letter to request repayment of the bad debts.

Outsourcing to Professional Debt Collection Agencies If internal collection is ineffective, consider outsourcing to professional debt collection agencies. These agencies have professional collection experience and techniques, which can more effectively recover bad debts and help you save substantial legal costs. Legal litigation usually requires hiring lawyers, paying court fees, and other related expenses, which can be very costly. Outsourcing to professional collection agencies can help recover debts at a lower cost and higher success rate without involving legal litigation. As a professional collection company, we have an 85% success rate in collecting payments for businesses, which can help you effectively recover debts. Compared to making collection calls or sending emails yourself, we have more experience and skills in handling debt issues, and our methods are more effective and cost-efficient. If you choose us, you can easily delegate these issues to us, letting us handle all the debt collection work on your behalf, thereby avoiding high legal fees and cumbersome legal procedures.

Legal Litigation: If other collection methods are ineffective, businesses can pursue bad debts through legal means. This usually involves hiring lawyers, filing lawsuits in court, and executing based on the court’s judgments.

Tax Treatment of Bad Debts

When handling bad debts, businesses can request a refund of the related taxes already paid. This is based on the tax laws of different countries, with specific standards and conditions varying. Generally, businesses can apply to tax authorities for a refund of the sales tax paid on bad debts.

Attention Points:

Review Local Tax Regulations: Understand the local tax laws regarding the refund of bad debt taxes and requirements.

Consult Tax Experts: Before applying for a tax refund, it is recommended to consult local tax experts to ensure compliance with all requirements and procedures, avoiding rejection due to non-compliance.