What is the Journal Entry for Prepaid Expenses?

What is the Journal Entry for Prepaid Expenses?

Prepaid Expenses

Since the matching principles requires that all expenses be matched with the revenues they help generate, prepaid expenses are not recorded as expenses when they are purchased. Instead, these expenses are recorded as assets on the balance sheet because they are future resources that will be received in another accounting period. When the assets are used, they are recorded as expenses. Consider a retail store that moves into your local mall, signs a rental agreement, and pays 12 months of rent in advance.

I can only guess that you have an account called https://www.bookstime.com/what-is-an-enrolled-agentthat is linked to the Vendor accounts in the Accounts Payable module. Further details on the treatment of prepaid expenses can be found in our prepaid expenses tutorial. An asset came into the business.

A fiscal year (FY) is a 12 month or 52 week period of time used by governments and businesses for accounting purposes to formulate annual financial reports. A Fiscal Year (FY) does not necessarily follow the calendar year.

Expense $1,500 of the rent with a debit. Reduce https://www.bookstime.com/ the prepaid expense account with a credit.

Other examples of prepaid expenses might be property taxes, advance rentals or advance income tax installments. Businesses make advance payments for a variety of different expenses.

Prepaid Expenses

The amount of prepaid expenses that have not yet expired are reported on a company’s balance sheet as an asset. As the amount expires, the asset is reduced and an expense is recorded for the amount of the reduction. Hence, the balance sheet reports the unexpired costs and the income statement reports the expired costs. The amount reported on the income statement should be the amount that pertains to the time interval shown in the statement’s heading.

Deferrals are the result of cash flows occurring before they are allowed to be recognized under accrual accounting. As a result, adjusting entries are required to reconcile a flow of cash (or rarely other non-cash items) with events that have not occurred yet as either liabilities or assets. Because of the similarity between deferrals and their corresponding accruals, they are commonly conflated. A deferral, in accrual accounting, is any account where the asset or liability is not realized until a future date (accounting period), e.g. annuities, charges, taxes, income, etc. The deferred item may be carried, dependent on type of deferral, as either an asset or liability.

Cash went out of the business to pay the prepaid expense. The adjusting entry at the end of January to reflect the rent expense of 5,000 for that month. The entries will record according to the frequency you selected, reducing the Prepaid Expenses account each period. The balance in the Prepaid Expenses account should be zero at the end of the coverage period.


  • You decrease the asset account by $1,000 and record the expense of $1,000.
  • One good example of liability is the utility bill that you have to pay after calculating meter readings.
  • For example, if the company pays $1,200 for 12 months of insurance, the prepaid insurance asset account is reduced by $100 every month, and the insurance expense account is increased by $100.

At the end of the six-month period, the policy is renewed and Bill pays $600 for another six-month period. When Bill makes his premium payment, he is actually paying for six months worth of insurance.

Make sure you match the revenues with prepaid expenses because it becomes convenient to tie back the two in the future. Insurance is purchased with the intention of safeguarding the company’s assets. If the company paid $1,200 for one year’s insurance, it is divided into 12 months. In the beginning of the year, the whole amount is put under the prepaid expense tab. Do you own company vehicles?

For example, a company XYZ has 15 employees, and their total monthly salaries account for up to $1,500,000. At the beginning of the month, the company will put Monthly Salaries under Current Liabilities in the balance sheet. After the payments are made on the last day of the month or during the first week of the next month, the company shifts the amount from Current Liabilities to Salary Expense. The account is all clear, and XYZ sends a payslip to the employees as a confirmation of the payment.

Prepaid Expenses

First, debit the prepaid expense account to show an increase in assets. Also, credit the cash account to show the loss of cash. You prepay What is an Enrolled Agent $9,000 of rent for six months. You paid for the space, but you have not used it yet. You need to record the amount as a prepaid expense.

Let’s now use another prepaid expense example of company ABC to help understand the logic in the financial statement preparation. A deferred charge is a prepaid expense for an underlying asset that will not be fully consumed until future periods are complete. Journal entries that recognize expenses related to previously recorded prepaids are called adjusting entries. They do not record new business transactions but simply adjust previously recorded transactions. Adjusting entries for prepaid expenses are necessary to ensure that expenses are recognized in the period in which they are incurred.

They are also known as unexpired expenses or expenses paid in advance. It is important to show prepaid expenses in the financial statements to avoid understatement of earnings. They are an advance payment for the business and therefore treated as an asset. The accounting rule applied is to debit the increase in assets” and “credit the decrease in expense” (modern rules of accounting).

Recording an advanced payment made for the lease as an expense in the first month would not adequately match expenses with revenues generated from its use. Therefore, it should be recorded as a prepaid expense and allocated out to expense over the full twelve months. In case of prepaid expenses, there is a timing difference between the cash-flow and the actual charge to the expense spread over the period of coverage of the advance.

Prepaid Expenses

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