Introduction:
Trade creditors or payables or also call accounts payable are the balances outstanding that are to be paid to the creditors or other parties for the supply of the different types of services or products to the company.
Accounts payables are the credit nature class shown under the current liabilities section of the statement of financial position. Accounts payables cannot be written off just because the deadline for payment of liability has passed. It should be written off only if or when the company has no more responsibility to pay off the liabilities.
In this article, we will discuss how to account for writing off accounts payable from the company’s financial statements.
There are certain criteria provided by the accounting standard IFRS-9 of the international financial reporting standards. These guidelines are individually explained below:
Guideline by IFRS-9:
The liability of the entity does not finish just because the deadline for the payment has passed.
IFRS-9, states that financial liabilities should only be de-recognized or written off by the company when the obligation to payment of resources is discharged, canceled, or expired.
Accounts payables are therefore not written off based on the time frame, while on the other hand accounts receivables are written off when there is the substantial time passed after the final payment time.
This is because of the prudence concept which keeps the financial statements at a degree of fairness to avoid the overstatement of income and assets and understatement of expenses and liabilities.
Trade creditors and other liabilities can be written off in the following cases:
Liability discharge:
The obligation for payment to creditors and other parties is released when the liability is paid through either cash or other asset.
Liability is reduced to the extent of the value of resources paid. If the liability is offset in some assets other than cash, the company has to recognize a gain or loss for the difference of liability offset and the value of the asset transferred.
According to some terms in the payment of the liability, if payment is made during some set duration, a discount is provided to the payer of liability.
This reduces the number of accounts payable and is recognized as a discount received. The following accounting double entry is processed to reduce the contractual obligation in this case:
Debit Accounts Payable balance
Credit Cash/Bank/Other assets
For example, the company purchase computers amount to $4,000 on credit on 15 Dember 2019 from its local supplier. In the company financial statements, the account payable amount of $4,000 is recorded.
This account payable is discharged from the company’s financial statements when the company making the payment to its supplier.
The payment could be by cash or other assets depending on the negotiation between the company and its supplier.
Once the payment is made, the double-entry should be as follow:
Debit Accounts Payable balance: $4,000
Credit Cash/Bank/Other assets $4,000
This entry will discharge the account payable from the company’s financial statements.
Cancellation of Liability:
Trade creditors or accounts payables may be canceled through some legal operational law which entitles, the payable party with the option to not pay the whole or partial balance.
This may also be because the creditor waives off the balance or the creditor has not followed the contractual terms of the contract.
In this case, the payable party can recognize the canceled balance as other income because of reduced cash outflows and because it is not related to the company’s primary operations.
The following accounting double entry is necessary by the entity to record this transaction
Debit Accounts Payable balance
Credit Other income
For example, the amount of account payable to be canceled is also $4,000 the same the above example, then here is the example of journal entry:
Debit Accounts Payable balance: $4,000
Credit Other income: $4,000
This entry will write off the total or partial of the account payable that creditor cancels from the company balance sheet. The impact will be on both the balance sheet and income statement.
Expiration of the term:
The contractual terms may specify that there must be a duration in which the creditor has to claim the balance from the debtor or after such a duration, the creditor may not have the power to claim the balance from the debtor.
After the passage of such a duration, the entity has the option to write off the accounts payable balance following the accounting double entry below:
Debit Accounts Payable balance
Credit Other income
For example, the payable amount is $5,000 will be written off due to the contract term is expired, then the following is the entry to write off this account payable:
Debit Accounts Payable balance: $5,000
Credit Other income: $5,000
