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Definition of accrued revenue and accrued expenses

The Miracle Of Accrued Revenue And Accrued Expense

Whilst reading a blog related to accounting and finance, you might have heard about accrued expenses and accrued revenue. The first question that come to your mind will be somehow ‘What is accrued expense?’ and ‘What is accrued revenue?’. Similarly, you might be searching for the meaning of accrued expense and meaning of accrued revenue. If these terms are confusing you, you need not to worry as we are discussing accrued expenses and accrued revenue in detail.

What is Accrued Expense

An expense which has been incurred in the current accounting period but has not been paid in the current accounting period is called accrued expense. It is widely said that market runs on credit and trust. Things have changed and now every business require a period of 30-90 days to pay due expenses. This is where accrued expense arises. Accrued expense is in line with matching concept of accounting as well as the accrual basis of accounting.

Example of Accrued Expenses

Suppose Falcon Coffee Shop (FCS) has an agreement with its supplier where FCS is entitled to a 75 days credit. It has ordered inventory costing $10,000 on 5th December, 2019. Now as per the contract, FCS should pay the amount on 18th February, 2020 (After 75 days). Now let me ask you two questions:

As FCS is paying on 18th February 2020, should it record it as an expense on 18th Feb?

As FCS has received inventory on 5th December 2019, should it record it as an expense on 5th December 2019?

The answers are simple:

FCS should record it as an expense on 5th December, 2019. But as it has not paid for this expense yet, so it should record it as a liability on that date i.e. in 2019. This is because this expense relates to 2019 and not to 2020.

Now, when FCS pays for this expense on 18th February 2020, it should reverse the liability and decrease the cash balance by $10,000.

Accrued Revenue

A revenue or an income which has been earned in the current accounting period but cash has not been received yet is called accrued revenue. It is also called as accrued income. Nowadays, cash is not received immediately, potential customers often require some time period to settle their debt. Therefore, the concept of accrued revenuer is much more common in the services industry whilst it is less common in manufacturing industry.

Why do we use the concept of Accrued Revenue?

The concept of accrued revenue is introduced to match all the incomes for the period with all the expenses for the period. Hence, it is used for Matching Concept and Accrual Basis of Accounting.

Example of Accrued Revenue

Suppose Falcon Coffee Shop supplied coffee worth of $500 to Xiya Microfinance Bank Limited in the month of December 2019.  Xiya Microfinance Bank Ltd has an agreement with FCS to pay them after 60 days. Now as per the contract, Xiya MBL must pay the amount on 29th February,2020. Let me ask you two simple questions here:

As FCS has made the supply to Xiya MBL in the month of December 2019, should it record the income in December or when cash is actually received on 29th February 2020?

The answer is December 2019. As this sale of coffee relates to December 2019, that’s why it as income of 2019 not 2020. FCS should record accrued income of $500 as Current Asset in the financial statements for the year ended 31st Dec, 2019. When it has received the cash in Feb 2020, it should reverse the current assets by the same $500 amount.

That was all about accrued expenses and accrued revenues, if you have any doubt about accrued expenses and accrued revenues, you can comment down. We will answer your queries ASAP.

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Do You Know What is Accrual Basis of Accounting?

Financial statements must be prepared under the accrual basis of accounting. Cash basis of accounting must not be used. Accrual basis of accounting is a basic accounting concept that direct us to record income in the period at which it is earned. Similarly, it guides us to record expenses in the period at which it is incurred. This period is not necessarily the period at which cash is paid for the expenses. We will first discuss the definition of accrual basis of accounting and then its effects on both incomes and expenses with examples.

What is the Accrual Basis of Accounting?

Accrual basis of accounting states that:

  • Incomes must be recorded in the period at which it is earned rather than the period in which cash is received, and
  • Expenses must be recorded in the period in which it is incurred rather than the period in which cash is paid.

What is the effect of the Accrual Basis of Accounting on Incomes?

As discussed earlier, incomes must be recorded in the period in which it is earned. This concept of accruals give rise to two types of incomes:

Accrued Income:

Incomes which are earned in the current period, but cash has not been received yet. Cash might be received in the subsequent period. Accrued income is recorded as a current asset in the financial statements. This is the application of accrual basis of accounting because we record such incomes when we earn it, rather than when cash is received.

Prepaid Income:

Incomes which are not earned yet, but cash has been received in the current accounting period are called prepaid incomes. You already know that under accrual basis, incomes are recorded when they are earned, in this case, we have not earned any income yet, but we have received cash for this. Therefore, we do not record it as an income, we record it as a current liability.

Example of Prepaid Income:

Marvel Ltd deals in selling gift items. Suppose, they received a cash amount of $500 from a customer at 29th December 2019 and wants the gift to be delivered at 10th Jan 2020. Now, Marvel Ltd has not sold any gifts yet, but it had already received the cash for it. Under the accrual basis of accounting, it must record the cash received as a Prepaid income (Current liability). When it delivers the gifts on 10th January 2019, then it should reverse the entry and should record it as an income.

What is the effect of Accrual Concept on Expenses?

The concept of accruals has given birth to two kinds of expenses:

Accrued Expenses:

Expenses which are incurred in the current accounting period, but cash has not been en paid yet are called accrued expenses. Such expenses are recorded as current liabilities in the balance sheet. You can see, we have not paid any cash yet, still, we are recording these expenses, this is entirely due to the accrual basis.

Example of Accrued Expense:

Marvel ltd has a contract with its supplier under which Marvel ltd pays only after 60 days of receiving the inventory. Suppose Marvel ltd received inventory worth $5,000 on 25th December 2019. Under the contract, Marvel Ltd will pay on 23rd February 2020. Therefore, it will record this expense as an accrued expense in the financial statements for the year ended 31st December 2019.


Prepaid Expense:

Expenses for which payment has been made in advance prior to the incurring of actual expense are called prepaid expenses. Prepaid expenses must not be shown as an expense in which it is paid, rather it should be recorded as a current asset.

Examples of Accrual Basis of Accounting:

  • Sales are recorded in the same period they are made i.e. the period at which cost of sales is incurred.
  • Expenses are recorded in the profit or loss statement in the same period as they arise and not in the period at which they are paid.
  • Incomes are recorded in the profit or loss statement in the same period as it is earned and not in the period in which cash is received.

 Accrual Basis of Accounting Vs Cash Basis of Accounting

Cash basis of accounting tells us to

  • record the income when cash is received, and
  • record the expense when cash is paid.

Whilst as discussed earlier, the accrual basis of accounting tells us to

  • Record the income when it is earned, and
  • Record the expense when it is incurred.

Is there something else confusing you? Comment down and bookkeeper Abdul Ghaffar will answer you ASAP.

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  • Accounting is the process of maintaining a system to record financial transactions and other financial information
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Learning the Basics: What is Accounting?

Accounting can also be defined as is the systematic and detailed recording of different financial transactions that are related to a business. Accounting is also the process of summarizing, analyzing and reporting all the recorded financial transactions to different agencies, regulators and tax collection entities. Financial transactions come with financial statements which are used to summarize organization operations, cash flows and financial position for a specific period. Accounting and Bookkeeping both are not same. Accounting is an advanced level of Bookkeeping. If you want to learn more about Bookkeeping

Accounting which is referred to as the “language of business” is used to measure the results of a company’s economic activities. Accounting also conveys the result of a company’s economic activities to diverse users. Some of the users are the creditors, regulators, investors, management and more. It is of paramount importance to know that accounting and financial reporting are used interchangeably by many people.

Type of Accounting

There are two major types of Accounting – Managerial Accounting also known as Cost Accounting and Financial Accounting. Let’s discuss both types of Accounting in more detail and conceptual

Financial Accounting

This kind of accounting is usually for money lenders, investors and different government agencies. It involves the recording and classification of business financial transactions. We also develop financial reports.

The Major Reports are Income Statement, Balance Sheet, Statement of Cash flow. These Reports are created focusing on accounting standards. These standards are set by international accounting and government-related bodies.  These Financial reports are available for both the internal and external users.

There are things to be observed while financial statements are prepared. GAAP and accounting principles that are generally accepted are observed. Financial accounting is related to historical DAT processing.

Management Accounting

Perhaps, this is mostly for internal management of a business. Management accounting is mainly focused on the preparation of reports that aid the managerial sector of any business establishment to make decisions. In management accounting, there is no form of standards or external rules to follow. However, there are certain standard methods accounting students are exposed to. Managerial accounting involves different areas such as budgeting, financial analysis,  forecasting, evaluation of business decisions, cost analysis, and other related areas.

Management accounting otherwise known as managerial accounting provides vital information to be used by users outside the management. This type of accounting aims at meeting NM g the needs of the management of a company and not strict compliance with accounting principles that are generally accepted.

There many examples of this type of accounting. They include budgets, cash flow projections, variance reports, business acquisition analysis reports, and product costings. Managerial accounting includes different standards statements, like balance sheets, cash flow statements and profit and loss of a company.

Managerial or management accounting are prepared to be easy to understand, meaningful to the managerial board of such establishment to make good business decisions. Small business establishments may do just a cash projection in their managerial head. However, it is good to know they may or may not do this cash projection in their head.

The proposed or new business venture, on the other hand, may do a rough calculation for them to achieve good monetary targets. Large-scale business establishments, like the manufacturers, make good use of management accounting reports. Manufacturers may also work with dedicated staff or external Virtual CFO in every business unit, site or region.