Deferred expenses

Deferred expenses and prepayments (also known as prepaid expenses) are both costs that have already occurred for products or services yet to be received.

Những chi phí đó là tài sản đối với công ty đã thanh toán chúng, vì công ty đã thanh toán cho sản phẩm và dịch vụ nhưng chưa nhận được hoặc chưa sử dụng chúng. Công ty không thể ghi nhận chúng vào báo cáo kết quả hoạt động kinh doanh, hay còn gọi là báo cáo thu nhập, hiện tại vì các khoản thanh toán này sẽ được tính vào chi phí trong tương lai.

These future expenses must be deferred on the company's balance sheet until the moment in time they can be recognized, at once or over a defined period, on the profit and loss statement.

Ví dụ, giả sử chúng ta trả trước 1.200 USD cho một năm bảo hiểm. Chúng ta đã thanh toán toàn bộ chi phí ngay bây giờ nhưng vẫn chưa sử dụng dịch vụ. Do đó, chúng ta hạch toán khoản chi phí mới này vào một tài khoản trả trước và quyết định ghi nhận chi phí theo tháng. Trong vòng 12 tháng tiếp theo, 100 USD sẽ được ghi nhận là chi phí mỗi tháng.

Odoo Accounting handles deferred expenses by spreading them across multiple entries that are posted periodically.

Ghi chú

The server checks once a day if an entry must be posted. It might then take up to 24 hours before you see a change from Draft to Posted.

Cấu hình

Make sure the default settings are correctly configured for your business. To do so, go to Accounting ‣ Configuration ‣ Settings. The following options are available:

Sổ nhật ký

The deferral entries are posted in this journal.

Tài khoản chi phí trả trước

Expenses are deferred on this Current Asset account until they are recognized.

Tài khoản doanh thu hoãn lại

Revenues are deferred on this Current Liability account until they are recognized.

Tạo bút toán

By default, Odoo automatically generates the deferral entries when you post a vendor bill. However, you can also choose to generate them manually by selecting the Manually & Grouped option instead.

Tính toán số tiền

Suppose a bill of $1200 must be deferred over 12 months.

  • The Months option accounts for $100 each month prorated to the number of days in that month (e.g., $50 for the first month if the Start Date is set to the 15th of the month).

  • Tùy chọn Tháng đầy đủ coi mỗi tháng bắt đầu là tháng đầy đủ, (VD: $100 cho tháng đầu tiên ngay cả khi Ngày bắt đầu được đặt vào ngày 15 của tháng.) Điều này có nghĩa là với tùy chọn Tháng đầy đủ, toàn bộ $100 được ghi nhận trong tháng đầu tiên dù chỉ là một phần tháng, loại bỏ nhu cầu tháng thứ 13 để ghi nhận phần còn lại như khi sử dụng tùy chọn Tháng.

  • The Days option accounts for different amounts depending on the number of days in each month (e.g., ~$102 for January and ~$92 for February).

Generate deferral entries on validation

Mẹo

Make sure the Start Date and End Date fields are visible in the Invoice Lines tab. In most cases, the Start Date should be in the same month as the Bill Date. Deferred expense entries are posted from the bill date and are displayed in the report accordingly.

For each line of the bill that should be deferred, specify the start and end dates of the deferral period.

If the Generate Entries field is set to On invoice/bill validation, Odoo automatically generates the deferral entries when the bill is validated. Click on the Deferred Entries smart button to see them.

One entry, dated on the same day as the bill's accounting date, moves the bill amounts from the expense account to the deferred account. The other entries are deferral entries which will, month after month, move the bill amounts from the deferred account to the expense account to recognize the expense.

Example

You can defer a January bill of $1200 over 12 months by specifying a start date of 01/01/2023 and an end date of 12/31/2023. At the end of August, $800 is recognized as an expense, whereas $400 remains on the deferred account.

Báo cáo

The deferred expense report computes an overview of the necessary deferral entries for each account. To access it, go to Accounting ‣ Reporting ‣ Deferred Expense.

To view the journal items of each account, click on the account name and then Journal Items.

Deferred expense report

Ghi chú

Only bills whose accounting date is before the end of the period of the report are taken into account.

Generate grouped deferral entries manually

If you have a lot of deferred revenues and wish to reduce the number of journal entries created, you can generate deferral entries manually. To do so, set the Generate Entries field in the Settings to Manually & Grouped. Odoo then aggregates the deferred amounts in a single entry.

At the end of each month, go to the Deferred Expenses report and click the Generate Entries button. This generates two deferral entries:

  • One dated at the end of the month which aggregates, for each account, all the deferred amounts of that month. This means that at the end of that period, a part of the deferred expense is recognized.

  • The reversal of this created entry, dated on the following day (i.e., the first day of the next month) to cancel the previous entry.

Example

There are two bills:

  • Bill A: $1200 to be deferred from 01/01/2023 to 12/31/2023

  • Bill B: $600 to be deferred from 01/01/2023 to 12/31/2023

Trong tháng 1

At the end of January, after clicking the Generate Entries button, there are the following entries:

  • Entry 1 dated on the 31st January:

    • Line 1: Expense account -1200 -600 = -1800 (cancelling the total of both bills)

    • Line 2: Expense account 100 + 50 = 150 (recognizing 1/12 of bill A and bill B)

    • Line 3: Deferred account 1800 - 150 = 1650 (amount that has yet to be deferred later on)

  • Entry 2 dated on the 1st February, the reversal of the previous entry:

    • Line 1: Expense account 1800

    • Line 2: Deferred account -150

    • Line 3: Expense account -1650

Trong tháng 2

At the end of February, after clicking the Generate Entries button, there are the following entries:

  • Entry 1 dated on the 28th February:

    • Line 1: Expense account -1200 -600 = -1800 (cancelling the total of both bills)

    • Line 2: Expense account 200 + 100 = 300 (recognizing 2/12 of bill A and bill B)

    • Line 3: Deferred account 1800 - 300 = 1500 (amount that has yet to be deferred later on)

  • Entry 2 dated on the 1st March, the reversal of the previous entry.

From March to October

The same computation is done for each month until October.

Trong tháng 11

At the end of November, after clicking the Generate Entries button, there are the following entries:

  • Entry 1 dated on the 30th November:

    • Line 1: Expense account -1200 -600 = -1800 (cancelling the total of both bills)

    • Line 2: Expense account 1100 + 550 = 1650 (recognizing 11/12 of bill A and bill B)

    • Line 3: Deferred account 1800 - 1650 = 150 (amount that has yet to be deferred later on)

  • Entry 2 dated on the 1st December, the reversal of the previous entry.

Trong tháng 12

There is no need to generate entries in December. Indeed, if we do the computation for December, we will have an amount of 0 to be deferred.

In total

If we aggregate everything, we would have:

  • bill A and bill B

  • two entries (one for the deferral and one for the reversal) for each month from January to November

Therefore, at the end of December, bills A and B are fully recognized as expense only once in spite of all the created entries thanks to the reversal mechanism.