What is Deferred Revenue?

Most business owners would agree that understanding deferred revenue accounting can be confusing.

But properly recording deferred revenue as a liability is critical for accurate financial reporting.

In this post, you'll get a clear, real-world understanding of what deferred revenue is, along with actionable guidelines for proper deferral accounting.

First, we'll define key concepts like deferred versus unearned revenue. Next, you'll see deferred revenue journal entries, and how deferred income impacts financial statements. Finally, we'll go over real-world examples like SaaS accounting, insurance, construction contracts, and educational institutions.

Introduction to Deferred Revenue

Deferred revenue refers to money received in advance for products or services that are owed to a customer. It's recorded as a liability on the balance sheet until the revenue is earned by delivering the product or service.

Understanding Deferred vs. Unearned Revenue

Deferred revenue and unearned revenue are often used interchangeably in accounting. However, there are some subtle differences:

Deferred revenue typically refers to long-term obligations, while unearned revenue refers to short-term obligations. For example, a 12-month magazine subscription would likely be deferred revenue, while a 1-month subscription would be unearned revenue.
Deferred revenue is generally used in accrual accounting, while unearned revenue is used in both accrual and cash basis accounting.
On the balance sheet, deferred revenue is usually listed under long-term liabilities, while unearned revenue is under current liabilities.

In practice, businesses can choose to classify deferred and unearned revenue the same way for simplicity. The key is that both represent an obligation to deliver goods or services to a customer in the future.

The Importance of Deferred Revenue in Accounting

Recording deferred revenue is important for the following reasons:

It adheres to the revenue recognition and matching principles under Generally Accepted Accounting Principles (GAAP). Revenue can only be recognized when it is earned by transferring goods/services to the customer.
It presents a more accurate and conservative financial picture compared to aggressively recognizing upfront cash payments as revenue.
It reflects future obligations to customers as liabilities on the balance sheet. This helps investors assess the true financial health of a company.

In essence, proper deferred revenue accounting provides transparency around the timing of revenue earning activities.

Fundamentals of Revenue Recognition

Under the Revenue Recognition Principle, revenue can only be recorded on the income statement when it is realized or realizable, and earned. In other words, when goods or services are transferred to a customer.

Since deferred revenue refers to cash collected before the product/service is delivered, it cannot be recognized as revenue. Instead, it is recorded as a liability until the performance obligations are satisfied in the future. Only then can it be recognized on the income statement.

Deferred Revenue as a Liability: A Preliminary Overview

Deferred revenue is classified as a liability because there is still a pending delivery obligation to the customer after receiving advance payment. It represents products or services that are still owed.

Some examples include:

Annual software subscriptions paid upfront
Prepaid phone cards
Customer prepayments on long-term projects

The deferred revenue liability remains on the balance sheet until the obligations attached to it are fulfilled by the business.

What is an example of deferred revenue?

Here is a common example of deferred revenue:

A company sells a 1-year software license to a customer for $1,200 on January 1st. Although the company received $1,200 cash upfront, this revenue cannot be recognized on January 1st.

Instead, the $1,200 is recorded as deferred revenue (a liability account) on January 1st. This liability represents the value of software access still owed to the customer over the next 12 months.

Each month, the company recognizes $100 of revenue by debiting deferred revenue and crediting software license revenue. This process continues monthly until the full $1,200 prepaid amount has been recognized (after 12 months).

In this example, the upfront $1,200 cash is "deferred" as a liability when received because the software access has not yet been delivered. As the product or service is provided each month, portions of the prepayment can be "recognized" as revenue.

Deferred revenue accounting aligns with accrual accounting and the revenue recognition principle per GAAP. By deferring unearned amounts and recognizing revenue over time, it provides a more accurate picture of financial performance.

What is deferred income in simple words?

Deferred income, also known as deferred revenue or unearned revenue, refers to money received in advance for products or services that have not yet been delivered or performed.

In simple terms, it's an obligation by a company to deliver goods or services in the future, after receiving payment from the customer upfront. Here are some key points about deferred revenue:

It represents products or services that are owed to a customer after they have provided payment. For example, if a customer purchases a 1-year software subscription upfront, the provider would record those funds as deferred revenue until the service is delivered over the contract term.
Deferred income is recorded as a liability on the balance sheet because it refers to revenue that has not yet been earned by the company. It represents an obligation that the company still needs to fulfill.
Under accrual accounting and the revenue recognition principle, companies cannot record revenue until it is earned by delivering goods or services. Deferred revenue allows companies to record cash upfront while recognizing revenue over time as obligations are met.
Common examples include: annual software subscriptions, prepaid cell phone contracts, advance ticket sales, and pre-paid insurance. The seller records the payment in a "deferred revenue" liability account, then reduces the liability and recognizes revenue as services are rendered over time.

In summary, deferred income refers to cash received for goods or services that are still owed to a customer in the future. It appears as a liability until recognized as revenue when obligations are fulfilled under GAAP revenue recognition guidelines.

What is the journal entry for deferred revenue?

Here is the journal entry to record deferred revenue:

Debit Cash or Accounts Receivable: This records the cash received (or amount owed) from the customer upfront.
Credit Deferred Revenue (a liability account): This records the obligation to deliver the products/services in the future.

For example, if a software company receives $1,200 cash upfront for a 1-year software license, the journal entry would be:

Debit Cash - $1,200
Credit Deferred Revenue - $1,200

When the software company starts to fulfill its obligation by providing access to the software over the contract term, it can start to recognize the deferred revenue as actual earned revenue.

The journal entry each month would be:

Debit Deferred Revenue - $100  
Credit Revenue - $100

This moves $100 from the deferred revenue liability account to the revenue account on the income statement.

So in summary, deferred revenue is first recorded as a liability when payment is received upfront, and then recognized gradually as revenue on the income statement as the obligations are fulfilled over the contract term. The journal entries help properly record these accounting transactions.

Is deferred revenue an expense?

No, deferred revenue is not an expense. It is classified as a liability on the balance sheet.

Deferred revenue refers to money received in advance for products or services that have not yet been delivered or performed. For example, if a customer pays for a 1-year software subscription upfront, the full amount would initially be recorded as deferred revenue.

Here are some key points about deferred revenue:

Deferred revenue is a liability because the company owes products/services to the customer in the future. It is not yet earned revenue.
Companies cannot recognize deferred revenue as earned revenue until they satisfy the obligation by delivering on the products/services owed.
Deferred revenue appears as a liability on the balance sheet, not an expense on the income statement. It does not impact net income.
When the terms are eventually fulfilled, the liability is reduced and the amount earned is recognized as revenue on the income statement.

In summary, deferred revenue represents an obligation, not an expense. It is future revenue that is still unearned as the company has not yet delivered the goods/services that were paid for upfront by the customer. Only once the obligation is satisfied can the company recognize the amount on its income statement as earned revenue.

Recording Deferred Revenue in Financial Statements

Deferred revenue, also known as unearned revenue, refers to money received in advance for products or services that are owed to a customer. Under the accrual basis of accounting and the revenue recognition principle, companies cannot count this revenue as earned until the good or service is delivered.

Deferred revenue is recorded initially as a liability on a company's balance sheet because it represents an obligation owed to customers for payments already collected. As products and services are delivered over time, portions of the deferred revenue balance are recognized as earned revenue on the income statement.

Properly recording and tracking deferred revenue is important for accurate financial reporting and analysis of a company's health.

Deferred Revenue Journal Entry: The Basics

When a business receives an upfront payment but has not yet delivered the related products or services, the initial journal entry is a debit to Cash or Accounts Receivable and a credit to Deferred Revenue. This records the advance payment as a liability, not yet earned revenue.

Later, when the company fulfills part or all of the obligation by transferring goods or services to the customer, the deferred revenue can be recognized on the income statement. The journal entry is a debit to Deferred Revenue and a credit to Revenue.

For example:

Company XYZ receives $12,000 on January 1 for a 1-year software license starting immediately.
Dr. Cash $12,000 Cr. Deferred Revenue $12,000
Each month, XYZ recognizes $1,000 as earned revenue. Dr. Deferred Revenue $1,000
Cr. Revenue $1,000

Deferred revenue is a current liability if the product/service is expected to be delivered within 12 months. Otherwise, the remaining deferred revenue balance should be reclassified as a long-term liability.

Deferred Revenue in the Balance Sheet

In the balance sheet, deferred revenue is presented under current liabilities or long-term liabilities depending on the anticipated delivery timeframe. The account is credited each time an upfront payment is made, and gradually debited over time as goods and services are delivered to the customer.

Companies with large deferred revenue balances can appear healthier than they are since much of the cash on hand cannot yet be counted as earned revenue. Therefore, analysts monitor changes in deferred revenue closely when evaluating financial performance. A sharp decline might indicate future revenue or cash flow issues if new prepayments fall short.

Deferred Revenue's Impact on the Income Statement

The income statement only reports earned portions of revenue over time. As products and services are delivered, parts of the deferred revenue balance can be recognized as income evenly and appropriately.

However, shifts in deferred revenue balances cause timing differences between cash flow and recognized revenue:

Increasing deferred revenue creates higher future revenue even if current period income is lower.
Decreasing deferred revenue can boost income statement revenue in the short term even if new prepayments and cash flow drop.

Careful analysis is required to distinguish true financial performance from the timing impacts of deferred revenue recognition policies.

Deferred Revenue and Cash Flow Statement Analysis

While the income statement matches revenue earned to the same period's expenses, the cash flow statement tracks actual cash receipts vs. cash spending.

Upfront customer payments increase cash flow immediately, but cannot be counted as earned revenue until later periods. Deferred revenue accounts for this timing difference.

The cash flow statement measures true cash transactions, while the income statement aims to match realized revenue to the expenses incurred in generating that revenue according to accounting principles. Comparing both statements helps analysts ascertain real cash flows separately from accrual-based earnings trends over time.

In summary, deferred revenue leads to important differences between the timing of cash flows and recognized revenues. Carefully tracking and recording deferred revenue ensures accurate financial reporting that investors and analysts rely on to evaluate business performance.

Real-World Applications of Deferred Revenue

Deferred revenue, also known as unearned revenue, refers to money received in advance for products or services that are owed to a customer. It is recorded as a liability on the balance sheet until the goods or services are delivered, at which point deferred revenue is recognized as earned revenue on the income statement. Understanding how deferred revenue works in practice can illustrate key accounting principles.

Deferred Revenue Examples in SaaS Accounting

In the software-as-a-service (SaaS) industry, deferred revenue often comes from prepaid subscriptions or software licenses. For example:

A customer purchases a 1-year SaaS subscription upfront. The full amount is recorded as deferred revenue. Each month, 1/12th of the amount is recognized as revenue.
A customer buys a 3-year on-premise software license. The total license fee is deferred revenue. It is amortized and recognized evenly over the 3-year license term.

Managing the timing of revenue recognition is an important aspect of SaaS accounting and impacts financial reporting under GAAP principles.

Prepaid Expenses: Insurance and Prepaid Rent Cases

Insurance premiums and prepaid rent are common examples where deferred revenue applies:

A landlord receives 6 months of prepaid rent from a tenant. The full 6 months is initially deferred. Monthly rent revenue is recognized as the space is occupied.
An insurer receives an annual policy premium upfront. The full premium is deferred and amortized into monthly earned revenue over the policy term.

Proper deferred revenue accounting is essential for insurers and property managers to accurately match revenues with the periods they were earned.

Construction Contracts: Recognizing Revenue Over Time

Construction companies use input or output methods to recognize deferred revenue and percentage of completion:

Percentage-of-completion: Revenue recognized based on costs incurred as a percentage of total budgeted costs. More revenue recognized upfront.
Completed contract: All revenue deferred until project completion. More conservative revenue recognition.

Choosing the revenue recognition method can significantly impact the financial statements. Companies select the approach that best aligns reported revenue with actual performance.

Educational Institutions and Deferred Tuition Revenue

Colleges, universities, and other educational institutions commonly defer tuition revenue:

Students pay tuition for an upcoming semester. The tuition is initially deferred as unearned revenue.
As classes are held each month, tuition revenue is recognized proportionately.

Deferred tuition accounting enables proper matching of revenue earned as educational services are provided.

In summary, deferred revenue accounting is applied across many industries to adhere to revenue recognition and matching principles under GAAP accounting guidelines. Understanding these real-world examples illustrates the practical use cases and financial reporting considerations associated with deferring revenue.

Navigating Complexities in Deferred Revenue Accounting

Deferred revenue, sometimes referred to as unearned revenue, represents payment received in advance for products or services that are owed to a customer. Properly accounting for deferred revenue can be complex, especially when navigating issues around revenue recognition principles, accounting conservatism, and adherence to GAAP standards.

Accounting Conservatism vs. Aggressive Accounting

When accounting for deferred revenue, the conservative approach is generally preferred. This means recognizing the revenue only when the related goods or services are delivered, rather than estimating or projecting future earnings. Adopting aggressive accounting techniques like the percentage-of-completion method can introduce complexity and uncertainty. The conservative method aligns with accounting principles like revenue recognition and the matching principle.

Deferrals and Accruals in Accounting

Deferred revenue is a type of accounting deferral, meaning recognition of revenue is delayed until a future period. Accruals like accrued expenses work differently, recognizing expenses early before payment. Understanding the difference between deferrals and accruals allows accurate reporting on financial statements.

Adherence to FASB Guidelines and ASC 606

Guidance like the Financial Accounting Standards Board's (FASB) ASC 606 establishes principles for recognizing revenue. Adopting ASC 606 led to changes in requirements over things like delivery timing and performance obligations that impact accounting treatment of deferred revenue.

FAQs on Deferred Revenue Accounting

Below are answers to some frequently asked questions about deferred revenue accounting:

Is deferred revenue a liability? Yes, as it represents services still owed to a customer.
Where does deferred revenue appear on financial statements? On the balance sheet as a liability.
When can deferred revenue get recognized as earned? Only when the product/service is delivered according to revenue recognition principles.
Should deferred revenue be a debit or credit? Deferred revenue is almost always a credit balance, reflecting the future obligation.

Properly recording and tracking deferred revenue involves understanding accounting conservatism, deferrals, accruals, and guidelines around revenue recognition. Adopting aggressive accounting techniques can undermine accuracy and introduce uncertainty.

Key Takeaways

Deferred revenue is an important concept in accrual accounting that represents obligations for a business to deliver goods or services in the future. It impacts key financial metrics and adherence to accounting principles like revenue recognition.

Summarizing the Revenue Recognition Principle

The revenue recognition principle states that revenue should be recognized and recorded when it is earned, not when cash is received. Deferred revenue refers to cash received in advance of goods or services being delivered, meaning the revenue has not yet been earned and cannot yet be recognized. Tracking deferred revenue is important for accurate financial reporting.

Is Deferred Revenue a Current or Long-Term Liability?

Deferred revenue is generally recorded as a liability on the balance sheet. It is considered a current liability if the goods or services are expected to be delivered within one year. If delivery is expected to take longer than one year, the deferred amount is considered a long-term liability. Proper classification impacts financial ratios and analysis.

The Influence of Deferred Revenue on Financial Analysis

The presence of deferred revenue can impact key financial metrics and ratios used to analyze a company's financial health. For example, higher deferred revenue will reduce working capital, current ratio, and quick ratio. Analysts must take deferred balances into account to avoid misrepresentation of financial performance.

Final Thoughts on Deferred Revenue in Accounting

In closing, deferred revenue is a crucial concept in the accrual basis of accounting. It directly relates to the revenue recognition principle and can significantly impact financial statement analysis. Properly tracking and recording deferred revenue ensures accounting remains conservative and representations of business performance are accurate.

What is Deferred Revenue?

Introduction to Deferred Revenue

Understanding Deferred vs. Unearned Revenue