Reserve accounting
/What is the Accounting for Reserves?
A reserve is profits that have been appropriated for a particular purpose. Reserves may be set up for many reasons, including the following:
To purchase fixed assets. Reserves are most commonly used to block out funds for really major fixed assets, such as the construction of a new factory.
To pay an expected legal settlement. This reserve is usually set aside when it is more likely than not that an adverse decision will be made in a lawsuit.
To pay bonuses. This reserve is usually recorded fairly late in the fiscal year, after it becomes more likely than not that significant bonuses will be paid.
To pay off debt. This reserve is needed when a business is unlikely to be able to roll over a major debt, and must instead pay for it from current cash reserves.
To pay for repairs and maintenance. This reserve is only used for very large repair and maintenance projects that are well beyond the normal expenditures in the category.
A reserve is used in order to keep funds from being used for other purposes, such as paying dividends or buying back shares. It can serve as a signal to investors, that a certain amount of cash is not to be distributed to them in the form of dividends. The board of directors is authorized to create a reserve.
A reserve is something of an anachronism, because there are no legal restrictions on the use of funds that have been designated as being reserved. Thus, funds designated as a reserve can actually be used for any purpose. Reserve accounting is quite simple - just debit the retained earnings account for the amount to be segregated in a reserve account, and credit the reserve account for the same amount. When the activity has been completed that caused the reserve to be created, just reverse the entry to shift the balance back to the retained earnings account.
The term reserve is not defined under Generally Accepted Accounting Principles, except for its application to oil and gas reserves.
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Example of the Accounting for a Reserve
For example, a business wants to reserve funds for a future building construction project, and so credits a Building Reserve fund for $5 million and debits retained earnings for the same amount. The building is then constructed at a cost of $4.9 million, which is accounted for as a debit to the fixed assets account and a credit to cash. Once the building is completed, the original reserve entry is reversed, with $5 million debited to the Building Reserve fund and $5 million credited to the retained earnings account.
Presentation of a Reserve in the Financial Statements
A reserve line item does not necessarily have to be presented separately in the balance sheet; it may be aggregated into the retained earnings line item.