Skip to main content

SUMMER SAVINGS 90% OFF QuickBooks for 3 months* Ends 8/27

Buy now
Switch to QuickBooks and 70% off for 3 Months
December 4, 2018
Question

Cash Basis Journal Entry

  • December 4, 2018
  • 20 replies
  • 100 views

When posting a manual Journal Entry (db. Expense & cr. Accrued Expenses), it always shows up in Cash & Accrual Reporting.  However, I want to be able to record accrued expenses without running them through AP.  Is there any way to post a Journal Entry for just Accrual Basis Books and not show up on the Cash Basis besides through AP?

20 replies

john-pero
Level 12
December 5, 2018

If you enter a Vendor Bill it will be a current expense under Accrual but will not show in Cash accounting until you pay it. Same with income, record an Invoice and under Accrual it is today's income even if customer never pays you.

 

What you have to realize is that journal entries bypass the distinction between cash and accrual

Level 4
December 5, 2018

@john-pero wrote:

 

What you have to realize is that journal entries bypass the distinction between cash and accrual


 

Just yesterday there was a discussion about this.  It seems that in Desktop it depends on which entry is on the first line of the JE, which seems to be a way to control this, but in QBO it makes no difference which entry is on the first line 

https://community.intuit.com/questions/1782280-my-clients-are-on-a-cash-basis-is-there-a-reason-that-all-of-a-sudden-my-journal-entries-are-not-showing-up-on-a-cash-basis-report-but-they-are-on-an-accrual-basis?jump_to=comment_3701207

March 11, 2022

@Peacockinaseaofpenguins 

 

If you enter bills for expenses and invoices for sales, QB can differentiate cash vs accrual accounting methods.  For accrual-basis, income and expenses will hit the income statement as of the date of the bill/invoice.  If you're on cash-basis, income and expenses hit the income statement when payment is made or received.  Journal entries always hit the income statement as of the journal entry date.  How does that not provide accurate financial statements?


I don't understand why they can't implement a system of designating certain accounts as "accrual" to let QuickBooks know to keep track of it in the same manner as A/P and A/R accounts - this would enable you to use accounts such as Accrued Interest Payable (which is NOT Accounts Payable) as a pseudo-accounts payable account where you can input "bill-type" entries when accruing interest expense and input "bill payment-type" entries when paying the balance and thus would enable for easy switching between cash and accrual basis reports. Do the same for certain receivables and prepaid expenses and voila - problem solved! This means you would have an A/P account and a separate Accrued Interest Payable account that is essentially a second A/P account in all but name.

 

Come to think of it... does QBO already allow you to do this? I would have to test and figure it out. This would be a feasible workaround (just create a new "Accounts Payable" account but call it Accrued Interest Payable or whatever you need). It would designate it as an "A/P account" internally but when pulling up reports, it will display that account separately from A/P and would cause it to disappear when switching to cash basis. I will return to report if this works.

 

UPDATE: I have tested the above method and it does not work. QBO does allow you to create multiple A/P accounts, but in order to convert the numbers to cash basis for report purposes, it HAS to be in the format of bill / bill payment check, which wouldn't be a problem except that QBO does not allow you to create a bill under anything except the DEFAULT A/P account. So we're back to square one of no accurate cash basis reports from QBO.

Level 4
December 5, 2018

@Ericcohen wrote:

 Is there any way to post a Journal Entry for just Accrual Basis Books and not show up on the Cash Basis besides through AP?


I tried a zero Bill with expense on 1st line and other current liability account on the 2nd line as a negative to offset, which you would think would work but does not. The expense still shows up on a cash P&L.  So it seems there is no choice but to go through AP

EriccohenAuthor
December 5, 2018

Yeah, I have not found a workaround which is pretty frustrating.  There are times we need to record items outside AP and show in other liability accounts.

qbteachmt
Level 11
December 5, 2018

AP and "accrued expense" are the same thing; the purpose of AP is to Accrue Expense to be paid later.

Level 4
December 5, 2018

@qbteachmt wrote:

AP and "accrued expense" are the same thing; 


Not always. Eg. You may want to accrue salaries & wages.  That is not AP

August 12, 2022

I’ve been using a workaround that seems to do what the client needs. I’ve created a location called “Accruals” and I add this to the line items of journal entries that I want only to show on an accrual report. When I want to run a true cash basis financial statement, I just click the “cash” radio button and then customize the report to remove transactions with the “Accruals” location, and it works!

 

 So I maintain the books on cash and book those adjusting entries to convert to accrual. We also use bills/invoices, but that only goes so far. Far easier to use AJEs for most accruals.

 

Hope this helps!