Reviewed by Charlene Rhinehart
Fact checked by Yarilet Perez
Accrual vs. Accounts Payable: An Overview
Both accrual and accounts payable are accounting entries that appear on a company’s financial statements. An accrual is an accounting adjustment for items (e.g., revenues, expenses) that have been earned or incurred, but not yet recorded. Accounts payable is a liability to a creditor that denotes when a company owes money for goods or services and is a type of accrual.
Key Takeaways
- Accruals and accounts payable refer to accounting entries in the books of a company or business.
- Accruals are earned revenues and incurred expenses that have yet to be received or paid.
- Accounts payable are short-term debts, representing goods or services a company has received but not yet paid for.
- Accounts payable are a type of accrued liability.
- Both accruals and accounts payable impact financial analysis based on how they’re reported and interpreted.
Accrual
Under the accrual accounting method, an accrual occurs when a company’s good or service is delivered prior to receiving payment, or when a company receives a good or service prior to paying for it.
For example, when a business sells something on predetermined credit terms, the funds from the sale are considered accrued revenue. The accruals must be added via adjusting journal entries so that the financial statements report these amounts.
Say a software company offers you a monthly subscription for one of their programs, billing you for the subscription at the end of every month. The revenue made from the software subscription is recognized on the company’s income statement as accrued revenue in the month the service was delivered—say, February.
At the same time, an accounts receivable asset account is created on the company’s balance sheet. When you actually pay your bill in March, the accounts receivable account is reduced, and the company’s cash account goes up.
There are several different types of accruals. The most common include goodwill, future tax liabilities, future interest expenses, accounts receivable (like the revenue in our example above), and accounts payable.
Important
All accounts payable are actually a type of accrual, but not all accruals are accounts payable.
Accounts Payable
Accounts payable is a specific type of accrual. It occurs when a company receives a good or service prior to paying for it, incurring a financial obligation to a supplier or creditor.
Accounts payable represent debts that must be paid off within a given period, usually a short-term one (under a year). Generally, they involve expenditures related to business operations. They do not include employee wages or loan repayments.
Under the accrual accounting method, when a company incurs an expense, the transaction is recorded as an accounts payable liability on the balance sheet and as an expense on the income statement.
As a result, if someone looks at the balance in the accounts payable category, they will see the total amount the business owes all of its vendors and short-term lenders. When the expense is paid, the accounts payable liability account decreases, and the asset used to pay for the liability also decreases.
For example, imagine a business buys some new computer software, and 30 days later, gets a $500 invoice for it. When the accounting department receives the invoice, it records a $500 debit in the office expenses account and a $500 credit to the accounts payable liability account.
The company then writes a check to pay the bill, so the accountant enters a $500 credit back to the checking account and enters a debit of $500 from the accounts payable column.
Impact on Financial Analysis
Both accruals and accounts payable impact how managers, investors, and analysts interpret a company’s financial health. Accruals are revenue earned or expenses incurred before cash changes hands, which helps match revenue and costs to the correct period.
However, high levels of accrued revenue may signal that large amounts of a company’s sales haven’t yet been recognized. This could raise concerns about potential cash flow returns despite the strong recorded profits.
Accounts payable, on the other hand, directly affect a company’s liquidity. Increasing levels of accounts payable could indicate a company is purposely conserving cash by delaying payments, or it might spell financial trouble if a company is actually having a hard time making those payments.
Additionally, the timing of these entries is important, especially during reporting periods. Companies can speed up revenue recognition or delay expenses to alter financial results. While this is technically legal under accounting laws, it distorts the actual financial performance.
Understanding the timing and effects of accruals and payables is important for investors and analysts to make smart, thoughtful decisions.
How Do You Improve Accounts Payable?
Improving accounts payable is about paying your company bills on time. To do this, streamline the process to make it as efficient as possible. Automate invoice approvals, pay digitally rather than with physical money (cash/checks), set up automatic payment reminders, and automate payments. Additionally, make sure there’s a process to review your payments in order to avoid double payment or any other errors.
What Is Accrual in Accounting?
Accrual in accounting is a process that records revenue and expenses when they’re earned or incurred, rather than when cash actually changes hands. For example, you deliver milk to an ice cream company in July but are paid for it in August. You’ll record the revenue in July because that’s when you earned it, even if you receive the money in August. The same is true for expenses. The point of accrual accounting is to create an accurate picture of a company’s health.
What Is the Difference Between Accounts Receivable and Accounts Payable?
Accounts receivable and accounts payable are both line items on a company’s balance sheet. Accounts receivable is an asset and represents the money owed to a company from customers that bought goods or services on credit. Accounts payable is a liability that represents money a company owes its suppliers for goods and services it has received. Accounts receivable is money coming in while accounts payable is money going out.
The Bottom Line
Accruals and accounts payable are two important aspects of financial accounting, however, they both paint a different picture of a company’s financial position. Accruals help match income and expenses to the right period, which gives a clear picture of performance. Accounts payable track short-term debts.
Understanding the role each plays in accounting and a company’s business will help investors and analysts get real insight into the financial health of the company, helping them make informed decisions.