#Accounting - Cash accounting vs accrual accounting - what's the difference?

Question

What's the difference between cash accounting and accrual accounting?

Answer

Cash accounting focuses on transactions being recorded as monies are received/paid out. Accrual accounting focuses on transactions being recorded as monies are earned/obliged to be paid out.

Analysis

There is an adage in business that "Cash is King" - it means that no matter what else you have - the number of machines that produce products, the number of buildings, the amount of land, etc - that if you don't have cash, your business is in big trouble.

Because of this, and also because it's by far the simpler method to keep track of a business' books, people will use the Cash Method of Accounting. In essence, you only track transactions that involve cash when you actually receive/pay out that cash.

For instance, if a company sells $100,000,000 worth of product on account, under cash accounting, that sale is only recorded when the cash is received. Before then, for the purposes of bookkeeping, it hasn't happened. On the flip side, if a company borrowed $100,000,000 and the payment is due next week, that payment is recorded until the cash is paid. Even if it's paid late.

As you might suspect, while being by far simpler to use (which is why many small businesses use it), cash accounting can severely distort the apparent financial condition of the company. And so another method arose to help better reflect the actual condition of the business - the Accrual Method of Accounting. Using the accrual method, transactions are recorded when amounts are earned (regardless of actually receiving the cash) or obliged to be paid out (again, regardless of actually paying out the cash).

For instance, if the company makes a large sale, the account Sales is increased (Credited). To reflect the fact that money is now owed to the company, a Receivable is also increased (Debited). On the flip side, as interest on that huge loan builds up, it is recorded as a Payable (Credit) and an Expense (Debited).

When financial statements are prepared, an accountant needs to make sure that all amounts that are accruing (such as that interest expense, or as another example a salary expense for salaries earned by workers but as yet unpaid) is updated as of the date of those financial statements.

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