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Liability, Long Term and Short Term (Current) Liabilities
Definitions, Meaning Explained, Balance Sheet Examples

 

In accounting, "liability" is essentially just another term for "debt," Companyies carry all of their iabilities the Balance sheet, where analysts compare long term debt to short term debt.

Balance sheet liabilities reveal the firm's level of liquidity and leverage.

What are Liabilities in Accounting?

In business, a liability is a legally binding claim on the assets of a business firm or individual. In this sense, Liability is essentially an accounting term for debt.

Businesses firms carry liabilities on the Balance sheet under two major headings. Firstly, Balance sheet debt appears under Current  liabilities (or Short term liabilities). These debts may include Notes payable in 90 days, or Accrued wages—payment owed but not yet paid to employees. Secondly, Balance sheet debt also appears under Long term liabilities (or Non current liabilities) such as 5-year, 10-year, or longer term notes or bonds sold to the public.

A company's total liabilities are the sum of its short and long term liabilities. In brief, liabilities represent the totality of a company's outstanding debt.

Explaining Liability in Context

This article further defines and explains the the liability concept along with its role in financial accounting, creating leverage, and defining capital and financial structure in the context of debt-related terms and liability-focused financial metrics.

Liability
Current Liabilities
Long Term Liabilities
Balance Sheet
Financial Structure
Capital Structure
Liquidity
Liquidity
Debt Position
Liabilities Accounts
Working Capital
Current Ratio
Quick Ratio
Debt to Equity Ratios
Debt to Assets Ratio

 

Contents

Related Topics

 

Liabilities Role on the Balance Sheet

All of the firm's Liabilities accounts and their balances are taken together as one term in the so-called Accounting Equation.

Assets = Liabilities + Owners equities

The equation also carries the name Balance Sheet Equation because its three terms—Assets, Liabilities, and Owner’s equities—are the three top level sections of the Balance sheet. Exhibit 1, below, is a simple Balance sheet example showing how these terms provide structure for the statement.

The Balance Sheet deserves its name, moreover, because the balance between left and right sides of the equation always holds. Double-entry accounting ensures that both sides of the equation are always equal. Increases or decreases to one side of the equation always pair with equal compensating increases or decreases on the other. 

In a nutshell, the equation says that the company has certain assets to work with, and that these come from two kinds of sources

  1. Liabilities (borrowing, or other debt)
  2. Owners Equity, including Retained earnings and Contributed capital from issue of stock.
Grande Corporation                            Figures in $1,000's
Balance Sheet at 31 December 20YY   
ASSETS
Current Assets
LT Investments & Funds
Property, Plant & Equip
Intangible Assets
Other Assets
Total Assets


9,609
1,460
9,716
1,222
   68

Asset






22,075
Structure
   
    LIABILITIES
Current Liabilities

 3,464
 
 
  Long Term Liabilities
Total Liabilities
 5,474
8,938
   
OWNERS EQUITY
Contributed Capital
Retained Earnings
Total Owners Equity

3,464
 5,474

Capital



13,137
Structure
   
Total Liabilities & Equities
               Financial Structure
22,075

 

Exhibit 1. The components of asset structure, financial structure, and capital structure (capitalization) all appear on the firm's Balance sheet.

The Balance sheet summarizes three categories of the firm's accounts: Assets accounts, Liability accounts, and Equities accounts. As a result the Balance sheet also describes the firm's financial structure, and capital structure (capitalization).

Everyone Takes Interest in Liabilities

Short term and long term liabilities are both of keen interest to the firm's Board of Directors, officers, senior managers, stock and bond holders, and employees. Potential investors, industry analysts and competitors also pay very close attention to the firm's liabilities.

When, for instance, a company's Current liabilities are large relative to its Current assets (assets that are relatively liquid), everyone sees that the company has a shortage of working capital. As a result, the firm may have trouble meeting near term financial obligations. If the working capital shortage is severe, the firm may even have trouble meeting payroll.

When the company's Long term liabilities are large relative to its Balance sheet Equities, the firm is said to be highly leveraged. Leverage increases earning power in a healthy economy. In a poor economy, however, everyone knows that the highly leveraged company may have trouble servicing its debt load. The firm may have trouble paying interest on its bank loans and it may not be able to meet bond its payment obligations.

Liabilities Define Capital and Financial Structures

Red and blue borders in Exhibit 1 show how Balance sheet Liabilities accounts serve to define both capital structure and financial structure.

  • Capital structure (capitalization) represents the company’s financial framework, that is, the sources of the firm's underlying value. This value consists of total securities issued such as bonds, debentures, long term liabilities or debt, and preferred and common stock, as well as owners equities.
  • Financial structure is a broader picture of this framework, which includes all of the above but also current term liabilities such as Accounts payable.

Both sets of liabilities accounts—financial structure and capital structure—in turn determine the level of financial leverage operating for the firm.

Liabilities and Equities Determine Financial Leverage

In investing and in business generally, leverage refers to the use of borrowed funds to generate earnings. In business, of course, borrowed funds represent debt, or liabilities.

Balance sheet liabilities and equities, moreover, enable the analyst to measure leverage quantitatively. Measuring leverage is essentially a matter of comparing the funds supplied by creditors (the firm's Liabilities) to the funds supplied by owners (Owner's Equities). If creditors provide more funding than owners, the firm is said to be highly leveraged.

Both creditors and owners share enterprise risks and rewards, but in proportion to their share of the funding.

Leverage in a Poor Economy

Leverage decreases earning power when business is poor. In a poor economy, debt service for borrowed funds may cost more than the borrowed funds are capable of earning. As a result, earnings may not even cover interest due for borrowed funds.

In such cases, potential lenders will probably view the highly leveraged firm as a poor credit risk. They will likely decide that the firm is in no position to take on, and service, still more debt.

Leverage in a Strong Economy

Leverage increases earning power when business is good. In a strong economy, or when the business is otherwise doing well, owners expect to earn more on borrowed funds than they pay for the cost of borrowing. This in fact is the reason owners use leverage.

Further Reading on Structures, Leverage, and Liabilities Metrics

For more on evaluating the role of liabilities in a company's financial health, see the section Liability Focused Financial Metrics, below. See the article Capital and Financial Structures for more on the impact of leverage on company profitability. And, the article Leverage illustrates leverage power and leverage risks with quantitative examples.

Current Liabilities
What are Short Term Liabilities?

A current liability, or short term liability is a bill to pay or debt coming due in the near term, usually within one year or less. Current liabilities appear under Liabilities on the Balance sheet where they contrast with Long term liabilities. 

The Chart of Accounts for business firms normally includes Current liabilities accounts for…

  • Accrued salaries due: Salary and wages owed but not yet paid to employees.
  • Accounts payable: Bills the firm must pay shortly, usually within 30 days but never more than a year.
  • Notes payable, short term.
  • The current portion of long term debt due for payment within the year.
  • Other accrued expenses due for payment within the year.
  • Unearned revenues: Funds the firm has received from customers for goods or services, that have not yet been delivered. Unearned revenues eventually become Earned revenues—Current assets instead of Current liabilities—only when the seller delivers paid-for goods and services to the buyer.
  • Taxes payable.

Current Liabilities Contribute to Liquidity, Financial Structure, and Overall Debt Position.

Not surprisingly, Balance sheet Current liabilities are central components of financial metrics that measure liquidity—the firm's ability to meet near-term financial obligations. Sections below, for instance, illustrate three such liquidity metrics: Working Capital, Current Ratio, and Quick Ratio.

Current liabilities also help define the firm's financial structure. This structure, essentially, reveals the balance between the two possible sources of funding for the firm's asset base and operations: Firstly, Equity funding and Secondly, Liability (debt) funding. As the liability portion of total funding increases, leverage increases. Note that Current liabilities do not contribute to another structure, Capital structure (see the following section).

Current liabilities also contribute to metrics that describe the firm's overall debt position. Sections below illustrate two such metrics involving Current liabilities: The Total Debt to Assets Ratio, and the Debt to Equity Ratio.

Long Term Liabilities
Non Current Liabilities and Long Term Debt

A Long-term liability (Non current liability, or Long-term debt), is a bill to pay or other debt coming due the long term. In business, "long term" is usually understood to mean one year or more in the future. Long-term liabilities appear under Liabilities on the Balance sheet where they contrast with Current liabilities. 

The Chart of Accounts for a business firm may include Long term liabilities accounts for…

  • Long-term notes payable.
  • Mortgages payable.
  • Bank notes payable.
  • Bonds payable.
  • Any other long term debt.

Long term liabilities help define two structures outlined in Exhibit 1 above: The firm's Financial structure and its Capital structure.

  • Both structures reveal the balance between two sources the firm has available for funding its asset base (i.e., for capitalization). These sources are Equity funding and Liability (debt) funding. As the liability portion of total funding increases, leverage increases.
  • The only difference between these two structures is that financial structure includes Current Liabilities and Long term liabilities, while the only liabilities in caplital structure are Long term liabilities.

Long term liabilities of course contribute to metrics that describe the firm's overall debt position. Examples illustrating three such metrics appear below as the Total Debt to Assets Ratio, Total Debt to Equity Ratio, and Long Term Debt to Equity ratio.

Detailed Balance Sheet Example
With Current and Long Term Liabilities

The detailed Balance sheet example in Exhibit 2, below, reports account balances at one point in time—normally the end of a reporting period. Liabilities accounts appear under two sub-headings: Current Liabilities and long Term Liabilities.

Grande Corporation                                   Figures in $1,000's
Balance Sheet at 31 December 20YY   
ASSETS
Current Assets
   Cash
   Short term investments
   Accounts Receivable
      Less allowance doubtful accts
      Net accounts receivable
   Notes receivable short term
   Inventories
      Raw materials
      Work in progress
      Finished goods/merchandise
      Operating & office supplies
            Total Inventories
   Prepaid exp, insurance, def taxes
          Total Current Assets




1,969
   137



    611
1,692
3,664
      19


1,369
  137


1,832
     20





5,986
  265
















9,609
Long Term Investments and Funds
   Common stock held
   Preferred stock held
   Bonds Held / Sinking funds
   Other Long Term Investments
          Total Long Term Investments
    
  493
  184
  364
  419





1,460
Property, Plant & Equipment
   Factory Manufacturing Equipment
      Less accumulated depreciation
      Net factory mfr equipment
   Store Equip / Selling Assets
      Less accumulated depreciation
      Net store/selling equipment
   Computer systems
      Less accumulated depreciation
      Net computer systems
           Total Property, Plant & Equip
 
5,983
 2,782

5,456
 1,292

4,721
 2,370




3,201

4,164


  2,351










9,716
Intangible Assets
   Copyrights
   Trademarks and Patents
   Goodwill
          Total Intangible Assets
    
1,014
108
  100




1,222
Other Assets
                    Total Assets
         68
22,075
LIABILITIES
Current Liabilities
   Accounts payable
   Notes payable, short term
   Current portion of long term debt
   Accrued expenses, Interest payable
   Unearned revenues
   Taxes payable Other withholding
          Total Current Liabilities



 1,642
    912
    349
     146
     274
    141








3,464
Long Term Liabilities
   Bank notes payable
   Bonds payable, other LT liabilities
          Total Long Term Liabilities
                    Total Liabilities
     
912
 4,562



 5,474
8938
OWNERS EQUITY
Contributed Capital
   Preferred stock
   Common stock
   Contributed capital excess of par
          Total Contributed Capital

Retained Earnings
          Total Owners Equity


3,798
4,184
 1,457





9,439

 3,698








13,137
          Total Liabilities and Equities
    22,075
 

Exhibit 2. Detailed version of the same Balance sheet presented above as Exhibit 1. The top level section Liabilities has two subsections: Current Liabilities and Long Term Liabilities.

Liabilities Accounts in the Accounting System Chart of Accounts

Bookkeepers and accountants record and report liabilities as transactions in Liability accounts. The company's complete inventory of accounts is called its Chart of Accounts. The firm's accounting system exists primarily for the purpose of keeping these accounts up to date, and for periodically reporting account activities and status. In this regard, the accountant's role is literally "Keeper of the accounts."

The vast majority of firms, worldwide, create a Chart of Accounts in order to practice accrual accounting, an approach that utilizes double-entry methods. Under this approach, all accounts in the Chart belong to one of five categories: Three kinds of so-called Balance sheet accounts and two kinds of Income statement accounts. 

Balance Sheet Accounts

Liability accounts appear among the Balance sheet accounts:

1. Asset accounts: Things of value that are owned and used by the business. 
    Example: Cash on hand
    Example: Accounts receivable
2. Liability accounts: Debts the business owes.
    Example: Accounts payable
    Example: Salaries payable
    Example: Notes payable
3. Equity accounts: The owner's claim to business assets.
    Example: Owner capital
    Example: Retained earnings

Liability Account Transactions

Every financial transactions enters the accounting system as a change in an account.  Nearly all companies, moreover, use double-entry book keeping, by which each transaction causes equal and offsetting changes in two accounts. The entry in one account called a debit and the change in another account called a credit.

For liability accounts, a debit (DR) decreases the account balance, while a credit (CR) increases the account balance. Most people are familiar with this terminology through their own personal bank checking accounts, for which the bank registers deposits to the account as credits, and withdrawals as debits. The terminology is correct from the bank's point of view, because the depositor's checking account is for the bank a liability account.

Liability account values, moreover, build through multiple transactions, as accrued liabilities (an accounting term referring to unpaid expenses also known as accrued expenses).

Example Transactions

At the end of an accounting period, for instance:

  • A company may have incurred tax liabilities for earnings made during the period, but not yet paid.
  • The company may owe its own employees salaries and wages for work performed, but not yet paid.
  • The company may be repaying a loan and be mid way between payment due dates, meaning it already owes the lender more interest (for the part of the payment period already past), which it will pay with the next loan payment .

These are all accrued liabilities. Considering the as-yet unpaid employee salaries and wages, for instance, the bookkeeper's journal entries might appear like this at the end of the year (account names and numbers refer to the example chart of accounts used throughout this encyclopedia):

Grande Corporation
Journal for Fiscal Year 20YY
Date Account Debit
Credit
31-Dec-20YY
30-Dec-20YY
 720  Salary & wage expense
 234       Payroll payable
$1,110,250  
$1,110,250

"Salary and wage expense" is an Expense category account, so a debit entry increases this account balance by the debit amount. "Payroll payable" is a Liability category account, for whihc a credit entry increases account balance (see Double-entry system for more explanation).

Transactions Impact the Income statement and Balance Sheet

For the Income statement, such salary and wage transactions contribute to the total salary and wage expenses for the accounting period. The firm will subtract all of these salary and wage expenses (including the salary and wage expenses incurred but not yet paid to employees) from the period's Sales revenues, in order to calculate margins and profits.

On the company's Balance sheet, however, the "Payroll Payable" entry will contribute to current liabilities. It might be added in under a higher level more general listing for "Accrued liabilities" or, on a Balance sheet with substantial detail, it might appear as a current liability item of its own, 'Payroll payable.'

Frequently Used Liability-Focused Financial Metrics

A company's liabilities are of keen interest to its Board of Directors, Senior Management, employees, stock and bondholders, potential investors—and its competitors. They may be especially interested in liability-focused financial metrics for several reasons. They may be concerned with the firm's…

  • Ability to meet near-term financial obligations.
  • Ability to service (i.e., pay interest on) its long term debt and still earn acceptable margins and profits.
  • Credit rating and ability to raise more funds either through borrowing (bank loans or bonds) or equity financing.

Sections below illustrate and explains five metrics that address debt-related concerns.

  • Three Liquidity metrics: Working capital, current ratio, and quick ratio.
  • Two metrics that describe the firm's debt position and level of leverage: Total debt to assets ratio, and Debt to equity ratio.

Three Liquidity Metrics Involving Debt

Liqudity metrics primarily address questions like this:

Is the firm prepared to meet it's near-term financial obligations?

Firms must in the next few days or weeks pay salaries and wages due to employees. They must pay in the near term for their own purchases in the near term, including goods and services they buy "on credit." They must meet day-to-day operating expenses, such as utilities bills and internet service charges. They may have to pay floor space rental or lease charges on a monthly basis. And, they must pay service providers in the short term, such as outside consultants, contract labor, public accountants, cleaning services, and building maintenance firms. Firms make these payments out of their own Current assets.

Liquidity metrics measure the firm's ability meet such payment needs in the near term.

All three liquidity metrics in this section require as input the same three Balance sheet figures. These figures are easily to find in both Balance sheet examples above, Exhibit 1 and Exhibit 2.

Current Assets: $9,609 
Current Liabilities: $3,464
Inventories: $5,986

Debt and Liquidity Metric 1
Working Capital

Working capital is a figure in currency units such as dollars, pounds, euro, or yen. The metric calculates simply as the the difference between Current assets and Current liabilities:

Working capital = Current assets – Current liabilities
                             =  $9,609 – $5986
                             = $3,623

How much working capital is sufficient? Company management will attempt to address that question by projecting their current liabilities for the next fiscal quarter or year and the expected cash inflows for the same period.

Debt and Liquidity Metric 2
Current Ratio

The current ratio metric is builds from the same input data as the working capital metric. Here, however, current ratio is the ratio resulting from dividing Current liabilities into Current assets:

Current ratio = Current assets / Current liabilities
                       = $9,609 / $5986
                        = 1.61

This company's current ratio may be cause for concern among analysts, because a current ratio value of 2.0 is a generally used "rule of thumb" requirement for healthy liquidity. A current ratio under 1.0 may be a cause for alarm.


Debt and Liquidity Metric 3
Quick Ratio / Acid-Test Ratio

The most severe liquidity test of the three appearing here is the quick ratio, or acid-test ratio. This ratio is similar to the current ratio, except that the inventories figure is subtracted from current assets before performing division. The idea is that inventories are the least liquid of the current assets components:

Quick ratio = (Current assets – Inventories ) / (Current liabilities) 
                     = ($9,609 –  $3,464)  /  $5986
                     = 1.03

Here, too, this company's acid-test ratio might be cause for concern. Analysts generally consider an acid-test ratio of about 1.1 as a minimum healthy level.

Three Leverage and Debt Metrics


Leverage & Debt Position Metric 1
Total Debt to Assets Ratio

What proportion of the company's total funding is provided by creditors? The total debt to assets ratio metric addresses this question. This metric compares two Balance sheet entries, total liabilities (i.e., total debt) and total assets.

This example uses the following data from the sample Balance sheets in Exhibit 2 above and Exhibit 2 below;

Total liabilities: $8,938,000 
Total assets: $22,075,000

Total debt to assets ratio, or Debt ratio
             = Total liabilities / Total Assets   
             = $8,938,000 / $22,075,000
             = 0.405

The example result 0.405 means that  creditors supply 40.5% of the company's funding.

Debt to Assets Ratio or Debt Ratio Rule of Thumb: 

If the company needs to approach creditors for still more funding, potential lenders will very likely compare this debt ratio to the industry average. If the value is above the industry average, potential creditors may require the company to raise more equity capital before lending (thus raising the asset base, lowering the debt ratio, and providing more security for lenders if the business fails).

Leverage & Debt Position Metric 2
Total Debt to Equities Ratio

Debt to equity ratios measure the extent to which owner's equities can protect creditors' claims, should the business fail. Two debt to equity ratios appear here.

The first of these debt to equity ratios, total debt to stockholders equities, is the strongest of these measures, that is, it provides the most conservative view of creditor protection.  This ratio compares two Balance sheet entries, Total stockholders equities and Total liabilities.

The corresponding figures for this example from the Exhibit 2 sample Balance sheet below are:

Total liabilities:  $8,938,000 
Total stockholders equities: $13,137,000

Total debt to equities ratio
             = Total Liabilities / Total stockholders equities
             = $8,938,000 / $13,137,000
             = 0.680

Leverage & Debt Position Metric 3
Long Term Debt to Equities Ratio

The second debt to equities ratio, long term debt to stockholders equities,  is more properly a measure of leverage, because the debt figure contains only debt to lenders, or long term debt, (as opposed to total debt, which includes debt to vendors, employees, and tax authorities as well as debt to lenders).

The corresponding figures for this example from the sample Balance sheet below are:

Total Long term liabilities:  $5,474,000 
Total stockholder's equities: $13,137,000

Total Long term debt to equities ratio
             = Total long term liabilities / Total stockholders equities   
             = $5,474,000 / $13,137,000
             = 0.417

Rules of Thumb for two debt to equities ratios

Average debt to equities ratios vary widely between industries, and between companies within industries. Potential lenders will compare a company's debt to equities ratios to industry standards, but will also consider carefully the sources of the existing debt as well as the the company's prospects for repayment. In other words, potential investors will consider the risks associated with existing debt as an important factor in addition to the debt to equity ratios themselves.

With the above rule of thumb in mind, potential lenders generally consider a total debt to equities ratio of 0.40 or lower as "good," and a long term debt to equities ratio of 0.30 or lower as good. As the company's debt to equities ratios rise above these values, loans become more difficult to acquire.