--- title: Prepaid expense amortization description: Incrementally charge the cost of a prepaid expense over its period of use. --- [Skip to content](https://knowledgebase.counta.com/knowledge/prepayments#main-content) English Show submenu for translations ![AccountAbility\_logo\_primary\_fullcolor-1.png\]](https://knowledgebase.counta.com/hs-fs/hubfs/AccountAbility_logo_primary_fullcolor-1.png?height=40&name=AccountAbility_logo_primary_fullcolor-1.png) - [COUNTA by Accountability](https://8829720.hs-sites.com/counta-by-accountability) Open main navigation Close main navigation - [COUNTA by Accountability](https://8829720.hs-sites.com/counta-by-accountability) - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [COUNTA Help Center](https://knowledgebase.counta.com/knowledge?hsLang=en) 2. [Product Updates](https://knowledgebase.counta.com/knowledge/product-updates?hsLang=en) 3. [Live](https://knowledgebase.counta.com/knowledge/product-updates?hsLang=en#live) November 10, 2022 # Prepaid expense amortization ## Incrementally charge the cost of a prepaid expense over its period of use. ### Overview Amortization allows you to spread out the costs for the use of a long-term asset over the expected period the asset will provide value.  This method is used for prepaid expenses like rent, insurance, and taxes where the costs need to be scheduled to post across accounting months. The **prepaid expense amortization** function in Accountability facilitates this process.  The amortization schedule for prepaid expenses can be defined within a supplier invoice or a journal.  ### Set-up Navigate to **Accounting\>General Ledger\>General Ledger Accounts **and define a Prepayment Control Account for every prepaid expense account.  ![Screen Shot 2022-11-04 at 12.39.13 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-11-04%20at%2012.39.13%20PM.png?width=688&height=227&name=Screen%20Shot%202022-11-04%20at%2012.39.13%20PM.png) ### Steps  #### Create a prepayment amortization schedule from a supplier invoice  1. Navigate to Accounting\>Payables\>Supplier Invoices to create an amortization schedule for a supplier invoice, click on the **Prepayment** icon for the prepaid expense line item.  ![Screen Shot 2022-11-09 at 11.15.23 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-11-09%20at%2011.15.23%20PM.png?width=688&height=34&name=Screen%20Shot%202022-11-09%20at%2011.15.23%20PM.png) 2. This launches the **Prepayment Amortization** page.  The header will show the Supplier, Supplier Invoice No.,  Expense Account for the invoice line item, and the corresponding Prepayment Control account mapped to it.  Enter an optional Description.  This will Description will be carried over to the prepayment and amortization journals.  3. Enter the number of months and click **Go**.  You will be prompted to **Select the First Date**. The system will automatically create the schedule based on the number of months entered.  ![Screen Shot 2022-11-10 at 8.15.46 AM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-11-10%20at%208.15.46%20AM.png?width=688&height=174&name=Screen%20Shot%202022-11-10%20at%208.15.46%20AM.png) 4. The system will distribute the total invoice amount evenly across months.  In the case where the amortized total does not equal the supplier invoice total, you can allocate the remaining amount to any of the months, i.e. last month.  5. **Save** the amortization schedule. **Total amortized amounts must equal the supplier invoice total ** You will receive the message **Line total must equal amortization total** and will not be able to save the schedule until this is corrected. 5\. When you approve the invoice, the system will create a **Prepayment Journal** and a **Journal** for each amortized amount.  ![Screen Shot 2022-11-10 at 3.58.49 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-11-10%20at%203.58.49%20PM.png?width=688&height=335&name=Screen%20Shot%202022-11-10%20at%203.58.49%20PM.png) #### Create a prepayment amortization schedule through a journal entry Similar to recording a supplier invoice, you can enter a journal entry to record the prepayment expense.  1. Navigate to **Accounting\>General Ledger\>Journals** and **Create a New Journal**. 2. On the Journal line item, click the **Prepayment** icon ![Screen Shot 2022-11-03 at 11.24.02 AM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-11-03%20at%2011.24.02%20AM.png?width=24&height=26&name=Screen%20Shot%202022-11-03%20at%2011.24.02%20AM.png) to launch the Prepayment Amortization page.    ### Postings for Prepayment Expense Scenario: An invoice for an insurance premium is paid on September 1st. The invoice total is $12,000.00 and the premium is for 3 months, starting on October 1st. The expense is recorded on September 1st as:  |   | **Account** | **Accounting Month** | **Debit** | **Credit** | | --- | --- | --- | --- | --- | | DR | Insurance Expense | Sep/2022 | 12,000.00 |   | | CR | Accounts Payable | Sep/2022 |   | $12,000.00 |   Based on the Prepayment schedule, the system will also make the following entries: |   | **Account** | **Accounting Month** | **Debit** | **Credit** | | --- | --- | --- | --- | --- | | **Prepayment Journal** | | | | | | DR | Prepayment Control Account | Sep/2022 | $12,000.00 |   | | CR | Insurance Expense | Sep/2022 |   | $12,000.00 | | **Monthly Amortization Journals** | | | | | | DR | Insurance Expense | Oct/2022 | $4,000.00 |   | | CR | Prepayment Control Account | Oct/2022 |   | $4,000.00 | | DR | Insurance Expense | Nov/2022 | $4,000.00 |   | | CR | Prepayment Control Account | Nov/2022 |   | $4,000.00 | | DR | Insurance Expense | Dec/2022 | $4,000.00 |   | | CR | Prepayment Control Account | Dec/2022 |   | $4,000.00 |   - [Product Updates](https://knowledgebase.counta.com/knowledge/product-updates?hsLang=en#main-content) - 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