Pre paid expense qualify

1. annual maintenance charges means there should be an agreement between the organisation and service provider. based on the charges which is covered in the agreement we can recognise the exp as on reporting date. suppose agreement entered on 1-10-2016. 

Entry on 31-3-2017

maintenance Charges a/c   Dr   XXX                      (amount for 6 months, from 1-10-2016 to 31-3-2017)

      O/s Charges                                     XXX

Entry on the date of payment (bill amount)

Maintenance charges A/c   Dr    XXX                      (from 1-4-2017 to 30-9-2017)

O/s Charges A/c                 Dr     XXX

       To Bank A/c                                       XXX

No need to recognise on monthly basis. 

If no agreement, we can get the information from service providers from time to time. you can get rough copy of services received and total cost incurred upto reporting date. that copy can be useful for evidence for the entry.