Accounting for Computer Software Costs

Navigating Software Acquisition Costs: A Comprehensive Guide

The Fundamentals of Software Cost Accounting

Software Licensing Models: Perpetual vs. Subscription

Determining When to Expense Software Costs

FASB Guidance on Software Accounting

Managing Costs at Different Software Development Stages

In today’s digital world, software serves as the driving force behind businesses, facilitating transactions, communication, and product development. It’s undeniable that without software, we would find ourselves lost. However, accounting for the costs associated with software acquisition can be a complex endeavor. In this comprehensive guide, we will delve into the various aspects businesses need to consider when acquiring and implementing new software, shedding light on the intricacies of software cost accounting.

The Fundamentals of Software Cost Accounting

Let’s begin by establishing a solid foundation in software cost accounting. According to the Financial Accounting Standards Board (FASB), an asset is something that provides future economic benefits to an entity, acquired or controlled through past transactions or events. Conversely, expenses represent the outflows or depletion of assets resulting from the delivery of goods, provision of services, or other operational activities, primarily benefiting the current period.

Assets are generally expected to benefit future periods, while expenses are associated with the present. When deciding whether to capitalize a cost, businesses should consider whether it will provide benefits for more than one year and establish a clear policy for capitalization, often involving a minimum acquisition cost. Furthermore, costs associated with asset deployment, such as transportation and taxes, may also be capitalized.

Once a cost is deemed capitalizable, management must determine the depreciation or amortization method. Depreciation pertains to tangible assets like property and equipment, while amortization applies to intangible assets such as customer lists or goodwill.

In this section, we’ll explore the critical concepts related to accounting for software costs, including software licenses, service contracts, and the criteria for capitalization.

Software Licensing Models: Perpetual vs. Subscription

In the world of software acquisition, two prominent licensing models prevail: perpetual and subscription. The perpetual license allows users to access software indefinitely after a one-time payment. This traditional model involves capitalizing the acquisition cost and amortizing it over the software’s estimated useful life for financial statement and tax purposes.

On the other hand, subscription-based software, often known as “Software as a Service (SaaS)” or “cloud computing,” offers users the flexibility to pay for access over a defined period, usually a year. This model generally involves expensing the costs associated with the subscription in the period of signing the contract. Additionally, service contracts may include ancillary services like upgrades and software support.

In this section, we’ll delve into the benefits of each licensing model, helping businesses make informed decisions based on their unique needs and financial considerations.

Determining When to Expense Software Costs

The decision of whether to capitalize or expense software costs hinges on the distinction between software licenses and service contracts. A contract explicitly designating the payment for a software license can be capitalized, while other arrangements are generally considered service contracts and require immediate expense recognition.

However, many software acquisitions come with ancillary costs, such as employee training and data migration. FASB has issued guidance, including FASB ASU 2015-05 and ASU 2018-15, to address these complexities. This section will offer insights into when to expense these additional costs and how they impact the overall accounting treatment.

FASB Guidance on Software Accounting

To ensure clarity and consistency in software cost accounting, the Financial Accounting Standards Board (FASB) has issued two key guidelines: FASB ASU 2015-05 and ASU 2018-15. These guidelines provide specific directives for the treatment of software costs, particularly in cloud computing arrangements and internal-use software.

This section will provide an overview of these FASB guidelines, explaining their applicability and impact on software cost accounting practices for non-public entities.

Managing Costs at Different Software Development Stages

As software projects progress through various stages of development, cost accounting practices must adapt accordingly. This section will explore the different stages, including the preliminary project stage and the application development stage, and outline how costs should be handled in each.

Specific examples of capitalizable costs during the application development stage will be discussed, along with the distinction between general administrative overhead costs and those directly associated with software development.

In conclusion, this comprehensive guide serves as a roadmap for businesses navigating the intricate landscape of software cost accounting. By understanding the fundamentals, licensing models, expense determination criteria, FASB guidelines, and development stage considerations, organizations can make informed decisions and maintain financial transparency in an increasingly software-driven world.