What is a Depreciation Review and When is it Needed

Understanding Depreciation Reviews and Why They Matter

A depreciation review ensures that a company’s fixed assets are accurately valued and reported. This process is particularly critical at year-end, as organisations prepare financial statements and ensure compliance with accounting standards. Conducting a timely review helps businesses account for their depreciation expenses and maintain an accurate balance sheet. In this article, we will explore what a depreciation review involves, when it should take place, and why it plays a key role in effective financial management.

What is a Depreciation Review?

A depreciation review assesses how an organisation’s assets are changing in value over time. Depreciation measures the gradual reduction in an asset’s worth as it is used, ages, or becomes obsolete. This review ensures that the reported depreciation expense aligns with the asset’s current usage and expected lifespan.

Rather than assessing each asset individually—which can be impractical—a review may look at typical depreciation schedules for asset categories, such as machinery, vehicles, or office equipment. Exceptions are made for high-value or complex capital assets that may require detailed individual evaluation. This approach balances efficiency with maintaining accurate records of accumulated depreciation and net book value.

Why is a Depreciation Review Needed?

Depreciation reviews are essential for maintaining financial accuracy and ensuring compliance with accounting rules. As fixed assets lose value over time, their depreciation expense must reflect the asset’s condition and usage. Conducting a review ensures that the reported values on the company’s balance sheet and income statement are correct and up to date.

One key purpose of a depreciation review is to ensure the cumulative depreciation aligns with the asset’s actual wear and tear. Without periodic reviews, businesses risk overstating or understating the value of their capital assets. This can impact financial planning, tax calculations, and the accuracy of the company’s net book value.

Regular reviews also help identify discrepancies, such as assets needing to be recorded correctly or changing their depreciation rate. This ensures that businesses optimise their capital allowances and prepare reliable financial statements for stakeholders.

When Should a Depreciation Review Take Place?

Many organisations choose to conduct a year-end depreciation review as part of their annual financial reporting process. The end of the calendar or financial year is a natural checkpoint for businesses to review their fixed assets and ensure that depreciation expenses are accurately recorded. This timing aligns with finalising the company accounts and preparing for audits or tax submissions.

However, depreciation reviews can also take place at other times during the accounting period. For example, mid-year reviews may be necessary when significant new assets are acquired, or when older physical assets require revaluation. Regular reviews help businesses stay compliant and make proactive decisions based on their assets’ net book value and overall market value.

Ultimately, the timing of a depreciation review depends on the size and nature of the business, but year-end remains the most common and practical time for conducting this essential financial process.

What Happens During a Depreciation Review?

A depreciation review involves assessing an organisation’s assets to calculate their depreciation expense accurately. The process begins by examining the balance sheet to identify all capital and physical assets subject to depreciation. Finance teams review the asset’s original cost, useful life, and current net book value.

During the review, key steps include:

• Verify asset records and ensure all new assets are accounted for.
• Checking the cumulative depreciation recorded to date.
• Evaluating whether the chosen depreciation methods (e.g., straight-line or declining balance method) remain appropriate.
• Adjusting depreciation rates to reflect changes in usage or market value.

Finally, any adjustments are recorded as a journal entry in the company accounts to update financial statements. Accurate reviews help businesses meet compliance requirements and reflect realistic asset valuations on the balance sheet and income statement.

Key Methods for Calculating Depreciation

Accurate depreciation reviews rely on selecting the appropriate depreciation methods. The two most common methods are the straight line method and the declining balance method. Each approach impacts the annual depreciation expense differently, depending on the asset’s usage and condition.

The straight line method spreads the depreciable amount of an asset evenly over its useful life. It’s straightforward and widely used for assets where wear and tear is consistent.

In contrast, the declining balance method applies a higher depreciation rate in the earlier years of an asset’s life. This accelerated method is particularly useful for assets that lose value more rapidly in their initial years.

Choosing the right method ensures that businesses accurately record depreciation and maintain reliable financial records on their balance sheet and income statement.

Straight Line Depreciation Method Explained

This method is one of the simplest ways to calculate depreciation expenses. It evenly distributes the cost of an asset over its useful life, ensuring consistent charges to the company accounts for each period.

The formula is straightforward:

Annual Depreciation Expense = (Original Cost – Salvage Value) / Useful Life

For example, if an asset’s purchase price minus its salvage value is £12,000, and its useful life is 4 years, the annual depreciation expense will be £3,000. This method is ideal for assets where the wear and tear is consistent throughout their lifespan, making it easy to record depreciation accurately.

By providing predictable figures, the straight-line method simplifies financial planning and ensures that asset values are reflected clearly on the balance sheet.

Declining Balance Method Overview

The declining balance method is an accelerated depreciation approach that applies a higher depreciation rate in the earlier years of an asset’s life. This reflects the reality that many assets lose value more quickly when they are new.

Unlike the straight-line method, the declining balance method calculates the annual depreciation expense as a percentage of the asset’s net book value at the start of each period. The formula is:

Depreciation Expense = Net Book Value × Depreciation Rate

For example, an asset with an initial value of £10,000 and a 30% depreciation rate will incur £3,000 in depreciation for the first year. The expense decreases each year as the net book value declines.

This method is particularly useful for assets such as machinery or equipment, where wear and tear is most significant in the earlier years of use.

Who is Responsible for Completing a Depreciation Review?

A business’s finance team, accountants, or external auditors typically conduct a depreciation review. These professionals ensure that depreciation expenses are accurately calculated and reflected in the company accounts.

Key responsibilities include:

• Reviewing asset records and verifying that all new assets have been included.
• Assessing capital assets’ current net book value against their accumulated wear and tear.
• Evaluating the appropriateness of depreciation rates and depreciation methods used.
• Ensuring compliance with accounting rules and financial reporting standards.

Regular collaboration between finance teams and auditors is critical to maintaining accurate company balance sheet and income statement data. Accurate reviews ensure the business meets financial obligations while providing reliable information for decision-making.

Outcomes of a Depreciation Review

A successful depreciation review ensures that a company’s financial records accurately reflect the state of its assets. This process results in updated figures for depreciation expenses, accumulated depreciation, and net book value. These adjustments directly impact the

balance sheet and income statement.

Key outcomes include:

• Correctly reporting total depreciation to date for all capital assets.
• Identifying assets that require adjustments in their depreciation rate or revaluation due to changes in usage or market value.
• Ensuring compliance with financial regulations and improving accuracy in company accounts.

Regular reviews also help businesses plan for asset replacements, allowing for better budgeting and strategic decision-making. By aligning depreciation charges with real asset usage, companies gain a clearer picture of their financial health.

Key Considerations for Intangible and Physical Assets

When conducting a depreciation review, it’s essential to distinguish between physical assets and intangible assets. While physical assets like machinery and buildings are depreciated over time, intangible ones such as patents and intellectual property are amortised using similar principles.

For physical assets, businesses assess factors like usage, wear and tear, and current market value. This ensures that the depreciation expense reflects the asset’s actual condition and usefulness.

In contrast, intangible assets require reviews to evaluate their remaining useful life and alignment with the business’s goals. Though these assets do not physically degrade, their value often diminishes over a given period due to market changes or obsolescence.

Considering both asset types during reviews ensures accurate company accounts and provides a comprehensive view of an organisation’s net book value.

Addressing Depreciation in Year of Revaluation

A common question during a depreciation review is whether depreciation charges should still be applied in the year of asset revaluation. The answer depends on the accounting policies adopted by the organisation.

When an asset is revalued, its net book value may change significantly. In such cases, depreciation is typically recalculated based on the asset’s new value and its remaining useful life. This ensures the depreciation expense recorded aligns with the updated asset value on the balance sheet.

It is important to note that revaluations do not eliminate depreciation. Instead, they adjust the base value from which depreciation measures are applied. This ensures compliance with financial standards and provides a realistic view of the asset’s condition and remaining life.

Benefits of Regular Depreciation Reviews

Conducting regular depreciation reviews provides numerous benefits to businesses. It ensures financial accuracy, compliance, and a clear understanding of an organisation’s assets and their value. Businesses can improve budgeting and decision-making processes by aligning depreciation expenses with asset usage.

Key benefits include:

• Accurate reporting of net book value and balance sheet depreciation.
• Optimising capital allowances to maximise tax benefits.
• Identifying underperforming or obsolete capital assets for timely replacement.
• Ensuring compliance with accounting rules and financial reporting standards.

By reviewing depreciation charges regularly, organisations can make informed decisions about asset management, resource allocation, and overall financial strategy.

Common Challenges in Depreciation Reviews

Despite their importance, depreciation reviews can present several challenges for businesses. One of the primary issues is determining the correct depreciation rate for each asset. Misjudging this can lead to inaccurate depreciation expenses and distort the company’s balance sheet and income statement.

Other challenges include:

• Managing cumulative depreciation on older assets that may no longer reflect their market value.
• Ensuring that all new assets are included in the company accounts and assigned the appropriate depreciation methods.
• Revaluing assets when usage or conditions change, which requires recalculating net book value.

To overcome these challenges, businesses must maintain detailed asset records, review their accounting rules regularly, and work closely with finance professionals to ensure compliance and accuracy.

Conclusion

Regular depreciation reviews are essential for ensuring that a business’s depreciation expenses accurately reflect the value and condition of its assets. By reviewing cumulative depreciation, updating net book value, and selecting appropriate depreciation methods, businesses can maintain compliance and improve financial planning.

Whether performed at year end or during other periods, depreciation reviews play a key role in producing accurate balance sheet and income statement records. This allows businesses to optimise their asset management strategies and make informed decisions.