Accounting for Long Term Service Agreements: Tips and Best Practices

When it comes to accounting for long term service agreements, businesses need to take a strategic and methodical approach. Long term service agreements, also known as LTSA, refer to contracts or agreements that require the provision of a service for a period of time, typically exceeding one year. Examples of such agreements include maintenance contracts, software licensing agreements, and extended warranties.

Accounting for LTSA can be challenging, as they involve recognizing revenue and expenses over the life of the contract, rather than in a single accounting period. In this article, we will explore some tips and best practices for accounting for Long Term Service Agreements.

1. Determine the nature of the service agreement

The first step in accounting for LTSA is to determine the nature of the service agreement. This includes understanding the scope of the service, the duration of the agreement, and the terms and conditions. This will help the accounting team to identify the revenue and expenses associated with the agreement and create a suitable accounting system.

2. Recognize revenue over the life of the contract

For LTSA, revenue should be recognized over the life of the contract. In other words, revenue should be recognized in each accounting period based on the proportion of the service that has been provided to the customer. This is known as the percentage of completion method. It is essential to maintain accurate records of revenue recognition and to ensure that the revenue is properly allocated to the appropriate accounting periods.

3. Account for expenses over the life of the contract

Similarly, expenses associated with LTSA should be recognized over the life of the contract. This includes any upfront costs, such as installation or setup fees, as well as ongoing expenses such as labor and materials. It is crucial to allocate expenses to the appropriate accounting periods to ensure accurate financial reporting.

4. Deferred revenue and accrued expenses

For LTSA, it is common for businesses to receive payment upfront from customers for services that have not yet been provided. In this case, the revenue should be recorded as deferred revenue and recognized over the life of the contract. Additionally, costs associated with LTSA may be incurred before the associated revenue is recognized. In this case, the expenses should be recorded as accrued expenses and recognized over the life of the contract.

5. Maintain accurate records

Maintaining accurate records is essential when accounting for LTSA. This includes keeping track of revenue and expenses for each accounting period, as well as any changes to the terms of the contract. It is also important to regularly review and revise revenue and expense estimates to ensure that they accurately reflect the reality of the situation.

In conclusion, accounting for Long Term Service Agreements requires a thorough understanding of the terms of the agreement and a clear system for recognizing revenue and expenses over the life of the contract. By following these tips and best practices, businesses can ensure accurate financial reporting and avoid potential issues with auditors and regulators.