Fact checked by Kirsten Rohrs Schmitt
Reviewed by JeFreda R. Brown
Accountants usually classify computer software as a long-term asset that falls under fixed assets like buildings and land.
However, there are circumstances in which software can be treated as property, plant, & equipment (PP&E) rather than a long-term asset.
Key Takeaways
- While software is not physical or tangible in the conventional sense, accounting rules allow businesses to capitalize software as if it were a tangible asset.
- Software that is purchased by a company that meets certain criteria can be treated as if it were property, plant, & equipment (PP&E).
- By capitalizing software as an asset, companies can delay full recognition of the expense on their balance sheets.
Software as Assets
Intangible assets are typically nonphysical expenditures that are used over the long term. Intangible assets are often intellectual assets, making it difficult to assign a value to them because of the uncertainty of future benefits.
Tangible assets are physical and measurable assets that are used in a company’s operations. Equipment is a tangible asset.
Property, plant, and equipment (PP&E) is a category of long-term assets that includes expenditures that are vital to a company’s operations and have a definite physical component.
Under most circumstances, computer software is classified as an intangible asset because of its nonphysical nature. However, accounting rules state that there are exceptions that permit the classification of computer software as PP&E.
Two accounting standards describe how and when computer software should be classified as PP&E:
- Federal Accounting Standards Advisory Board (FASAB) Statement of Federal Financial Accounting Standards (SFFAS) No. 10, Accounting for Internal Use Software.
- Governmental Accounting Standards Board (GASB) Statement No. 51, Accounting and Financial Reporting For Intangible Assets.
What Is PP&E?
Several criteria define assets that can be described as PP&E:
- They have estimated useful lives of two years or more.
- They are not intended for sale in the ordinary course of operations.
- They have been acquired or constructed with the intention of being used or being available for use by the entity.
Criteria for Capitalization as PP&E
Several rules determine whether software must be capitalized as PP&E or expensed. If the software meets the criteria of property, plant, and equipment as stated above, it can be classified as PP&E. According to SFFAS No. 10:
“Entities should capitalize the cost of software when such software meets the criteria for general property, plant, and equipment (PP&E). General PP&E is any property, plant, and equipment used to provide goods and services.”
- Management has some discretion since there are no dollar amount thresholds for the cost of computer software whether it’s internal or new software.
- Capitalization thresholds should be established by management in accordance with PP&E guidelines. For example, for bulk software purchases, both the bulk cost and the useful life of the software should be included in the calculation. If it is contractor-developed software, the amount paid to the vendor for development and implementation should be classified.
- Capitalization of software doesn’t include software that is an integral part of property, plant, and equipment. According to SFFAS No. 10 Section 38 & 39:
“For example, if the software is a part of a weapons systems, it would not be capitalized but included in the cost of investing in that weapons system. On the other hand, software used to accumulate the cost of acquiring that weapons system or to manage and account for that item would meet the criteria for general PP&E and should be capitalized.”
- The capitalization cutoff is not determined by an amount but rather when the testing stage of the software has been completed. According to SFFAS 10, paragraph 20:
“Costs incurred after final acceptance testing has been successfully completed should be expensed. Where the software is to be installed at multiple sites, capitalization should cease at each site after testing is complete at that site.”
What Is Property, Plant, and Equipment (PP&E)?
Property, plant, and equipment (PP&E) is an accounting category for long-term tangible assets that are vital to a company’s operations. They are the company’s fixed assets.
What Are Intangible Assets?
Intangible assets include contracts, patents, trademarks, and goodwill. They have value to a company even though they don’t exist in physical form. They can be difficult to place a value on because their future worth is largely unknown.
What Are Tangible Assets?
Tangible assets are a company’s physical possessions. They usually have monetary value. Land, buildings, equipment, and inventory are tangible assets.
The Bottom Line
It’s important to review the financial accounting standards before making any decisions on whether to expense or capitalize on computer software as PP&E. This article touches on a few key topics, but other accounting standards might need to be applied in instances such as cloud computing, multi-use software, developmental software, and software that is shared between divisions.