Here's a quick guide to help you understand cash and accrual accounting to help you decided which method is right for your business. Show
Cash accounting
Cash accounting tracks the actual money coming in and out of your business. In cash accounting, when you:
For example, if you send an invoice on Tuesday, and don't get payment in your account until Thursday, you record the income under Thursday's date in your books. Pros and cons of cash accountingCash accounting:
However, it doesn't show money that is owed to you or money you owe to others.
Accrual accounting
If you use accrual accounting, you record expenses and sales when they take place, instead of when cash changes hands. This way of accounting shows the amounts you owe to people and the amounts owing to you. For example, if you're a builder and send an invoice for a project you've completed, you record the sale in your books even though you haven't been paid yet. Pros and cons of accrual accountingAccrual accounting:
Accrual accounting is more complicated than cash accounting so you'll need an in-depth understanding of bookkeeping methods or a professional to help you out.
Choosing a method
To work out which method best suits your business, think about:
If you aren't sure, talk to a professional.
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Find out how about record keeping.
Understand how to analyse your finances.
If submitting their annual financial report to the ACNC, charities will use either cash or accrual accounting. The main difference between cash and accrual accounting is the timing of when revenue and expenses are recognised in the books. Cash accounting records revenue when money is received and expenses when money is paid out. Accrual accounting records revenue when it is earned and expenses when they are incurred. Therefore, cash accounting does not record payables and receivables, while accrual accounting does.
Revenue Case Study: On January 1, a charity signs a three-month contract with a donor which confirms a monthly donation of $50. The charity’s financial reporting period is 1 Jan to 31 Dec. Under the cash method, the amount is not recorded until the $50 is received in the charity’s bank account. Under the accrual method, the $50 is recorded in advance of receiving the cash. Assuming that the donation is received on the 21st of each month:
By raising a receivable a charity is able to keep a track of the money a donor owes or has paid them through the books. Under the cash method, there is a chance a donor never pays the charity, perhaps through an administrative error and the money could never be received by a charity.
Expense Case Study: For the last 12 months a charity has been paying $1,000 a month in rent. The landlord normally increases the charity’s rent by 2% per annum from 1 December each year. However, the landlord tells the charity that if it pays the rent 12 months in advance, she will not increase the rent for that period. The charity decides to accept the offer, and pays $12,000 to the landlord on 1 December 2017. The charity’s reporting period is 1 January to 31 December.
The accrual method better captures the rental expense for the 12-month reporting period, as the accrual system considers the timing of when expenses should be incurred.
1 From January 1 to November 30, the charity paid the landlord $1000 a month in rent (11 x $1000 = $11,000). On December 1, the charity paid another $12,000 in rent. Therefore the total is $11,000 + $12,000 = $23,000. 2 From January 1 to November 30, the charity paid the landlord $1000 a month in rent (11 x $1000 = $11,000). On December 1, the charity paid another $12,000 in rent. Under the accrual method only the amount that relates to December is recognised ($1000) and the remainder is recorded in a pre-payment account as an asset in the balance sheet ($11,000). Therefore the total is $11,000 + $1000 = $12,000. Tips on cash accounting
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