You’ve been contacted by your client to prepare their financial statements and issue a compilation report. At first, you think, “I’ll create the financials in accordance with GAAP,” but then you remember there are special purpose reporting framework options. Maybe the cash basis or tax basis is better for your client.
Picture is from AdobeStock.com
Special Purpose Reporting Frameworks
What is a special purpose reporting framework? It is a reporting framework other than generally accepted accounting principles (GAAP) that is one of the following:
Cash basis
Tax basis
Regulatory basis
Contractual basis
Other basis (as long as the basis uses reasonable, logical criteria that are applied to all material items)
Let’s begin our exploration of special purpose reporting frameworks by examining the simplest basis: the cash basis.
Cash Basis
While a pure cash basis financial statement is the easiest to create, it may be too simple. After all, you only create one financial statement. For example:
ABC Company
Statement of Cash Receipts and Disbursements
For the Year Ended December 31, 2016
Receipts
Rent $XX
Sales XX
Other XX
Total Receipts XX
Disbursements
Supplies XX
Wages XX
Utilities XX
Total Disbursements XX
Increase in Cash XX
Beginning CashXX
Ending Cash $XX
Notice there are no accruals and no balance sheet. When the company spends and receives cash, the transaction is recorded; otherwise, there is no entry. So who might benefit from the pure cash basis? The cash basis might be useful for a small nonprofit, a trust, or a student activity fund.
If the cash basis is not an appropriate solution, then consider another special purpose reporting framework: the modified cash basis.
Modified Cash Basis
Using the modified cash basis, you can present a balance sheet, an income statement, and a cash flow statement. It is, however, permissible to create just one statement–such as the income statement–and issue a compilation report. If you present a balance sheet and an income statement, the cash flow statement is optional.
What Modifications to Cash are Permissible?
SSARS 21 defines cash basis as a basis of accounting that the entity uses to record cash receipts and disbursements and modifications of the cash basis having substantial support (for example, recording depreciation on fixed assets). So we see that modifications to the cash basis are permissible under SSARS 21.
A modification to the cash basis is considered to have substantial support if it is equivalent to GAAP and is not illogical. What is an example of an illogical modification? The balance sheet includes accrued receivables but no payables are recorded. If such a presentation were allowed, the company’s financial health would appear stronger than it is.
Difference in Cash Basis and Modified Cash Basis
So how does the modified cash basis differ from the cash basis? Using the modified cash basis, you can record an item on a balance sheet when the transaction involves cash. So if a company loans cash to an outside party, a loan receivable could be recorded on the balance sheet. (If the cash basis is used, the loan is reflected as a disbursement.) The accounting entry for the loan is as follows:
Dr.Cr.
Loans Receivable XX
Cash XX
Since cash is a part of the entry, it is okay to record the loan on the balance sheet using the modified cash basis.
But if a company sells inventory on credit it would not record the transaction–no cash is involved in the transaction. The same is true of payables–they are not booked since cash is not a part of the entry. To accrue a payable (amount owed to vendors), the entry is as follows:
Dr.Cr.
Supplies Expense XX
Accounts Payable XX
We do not record the payables on the balance sheet. Why? Because cash is not a part of the entry.
So when a company pays cash for inventory or plant, property, and equipment, then those assets can be reflected on the balance sheet. (Also, plant, property, and equipment can be depreciated.) The same is true when the company obtains a loan–cash is received, so the debt can be recorded on the balance sheet.
Transactions that Should Not be Recorded
What are some examples of transactions that should not be recorded using the modified cash basis? Here are a few:
Purchase of assets with a capital lease
The receipt of donated equipment
The receipt of donated investments
Receivables when cash is not loaned (e.g. accounts receivable)
Payables when cash is not received (e.g., accounts payable)
Accrued interest
Ill-Defined Recognition Criteria
The modifications of the cash basis are not defined in auditing or SSARS guidance. In other words, there is judgment in selecting the modifications. Does this make you uneasy? Is the modified cash basis too ill-defined for you? If yes, you may find the tax basis of accounting a better option.
Tax Basis
In using the tax-basis, the transaction recognition criteria is simpler than that of the modified cash basis of accounting. Just ask, “Is this transaction recognized on the tax return?”
What financial statements can be presented using the tax basis? You can present just one financial statement (e.g., balance sheet), or you can present the balance sheet (referred to as the statement of assets, liabilities, and equity-tax basis) and the income statement–with or without the cash flow statement.
What entities can use the tax basis of accounting? Any entity that files a return with the IRS–either an income tax return or an information return. So a nonprofit that pays no taxes can use the tax basis, but a government that files no return could not. Those entities that can use the income tax basis include:
C corporation
S corporation
LLC
Partnerships
Nonprofit corporations
Sole proprietors
As we have seen in an earlier post, if you prepare a tax return for a client, then tax basis is the most efficient way to deliver financials.
Advantages of Special Purpose Frameworks
Special purpose reporting frameworks provide certain advantages including:
If the tax basis is used and you prepare the tax return, there is no conversion to GAAP
No cash flow statement is required
Special purpose frameworks are often easier to prepare (e.g., no accruals for the cash basis)
Reference Books
Are there reference guides for special purpose reporting frameworks? Yes. The two I use are:
Charles Hall is a practicing CPA and Certified Fraud Examiner. For the last thirty years, he has primarily audited governments, nonprofits, and small businesses.He is the author of The Little Book of Local Government Fraud Prevention and Preparation of Financial Statements & Compilation Engagements. He frequently speaks at continuing education events.Charles is the quality control partner for McNair, McLemore, Middlebrooks & Co. where he provides daily audit and accounting assistance to over 65 CPAs. In addition, he consults with other CPA firms, assisting them with auditing and accounting issues.
Leave a Comment:
(7) comments
armando balbin September 12, 2016
Because of loan agreement clauses, Single audits, etc., even smaller corporations are required to present financial statements in conformity with GAAP. To me it does not make much of a sense to apply the huge GAAP to a small corporation. Is there any hope that the FASB creates a Junior GAAP?
Yes, Armando. You are correct. GAAP is too much for many small companies. The PCC is working to relieve some of the GAAP burden, and I am thankful for what they have done–but, I don’t think we’ll ever see a “small GAAP.”
Are there circumstances where a certain reporting framework is preferred or expected (other than public companies)? For example banks for lending might prefer cash basis, investors GAAP, others tax basis? Enjoyed the post.
Matt, many loan agreements call for a particular basis of accounting (usually GAAP). Also, state laws sometimes mandate GAAP, such as for governments. Generally private businesses that don’t have any loan requirements can use modified cash or the tax basis. Many small business owners are more interested in the tax effects of their businesses, so the tax basis is particularly useful to them–and cheaper to use since the basis has fewer complexities (when compared to GAAP). Thanks for your question and comment.
