Budgeting and Forecasting for Business

Every business needs to plan ahead by forecasting the future. Done well, it is a powerful tool for steering and controlling the company. However, in too many cases, the process seems never-ending, is plagued with conflict and manoeuvring, and leads to short tempers & injured feelings.  

It is incumbent on you to approach it in a way which minimises the workload and the potential for stress. This article sets out some proven approaches to the process and helps you to deal with the vagaries of budgetary behaviour and game playing.  It is written from the point of view of a CFO.

Key Points

• Budgeting and forecasting is a business process before it is a financial one
• Plan and organise your process to the utmost
• Leave time for revisions and debate
• Use technology to the best effect
• Be alive to the behavioural aspects of budgeting
• Ensure the maximum involvement of operating managers

Cash Management for Business

Introduction

‘Cash is the life blood of a business.’ ‘Without cash a business will die.’ ‘Turnover vanity, profit sanity, cash flow reality.’ All terrible clichés, but no less true for all that. Keeping the cash flowing is the indispensable task of the finance function, on which the whole enterprise depends.

I've written an article here on how to manage cash flow in a business.

This article won’t tell you how to prepare a cash flow forecast – there are plenty of accounting manuals that can do that. It will tell you how to manage and improve your process so that you can maximise your business’s cash flow.

Key Points

• Cash management is the indispensable task of the finance function
• Make the bank manager your friend
• Involve selling and buying departments in improving cash flow
• Watch for fraud
• Forecast and monitor your cash performance

Board Presentations for Finance Professionals

The monthly results meeting is your chance to shine. You are centre stage; everyone will be listening to you and taking a detailed interest in what you say. Get it wrong and you will be written off as ineffective or incompetent. Get it right and the board will recognise your credibility, professionalism, and value to the business. It is a career-enhancing opportunity which is available to few other disciplines. This article outlines what you need to do before, during and after the meeting.

Before the meeting

Like any other activity, careful planning and preparation will give you the best results. Ensure that there is adequate time between your completion of the management accounts and the board meeting for you to carry out these preparation activities.

Flawless presentation

The reports that you will issue are going to be scrutinised in detail. Ensure that they are flawless:

• Tables add up correctly
• Formatting is consistent
• Cross references are correct. You need to be one step ahead of the smart director who will be looking out for inconsistencies in your figures.
• Grammar, syntax and spelling are completely correct. Use the automated checkers on your computer, but don't rely on them exclusively. If you aren't confident in your own written skills, get someone else to scrutinise the reports.
• Above all, you are relying on the management accounts to be correct and credible.

Logistics

If reports are to be distributed in paper form, check that each copy has all the correct pages before sending. Take a few spares with you to the meeting.

If the results are to be presented on a projector, ensure you have a back up plan in case of technology failure.

• A spare projector would be ideal.
• Ensure there are at least 2 computers available that could run the presentation.
• Have the presentation files on a memory stick for fast changeover.
• Have a hard copy of the presentation for your own reference. If the technology fails completely, you can quickly get paper copies run off.
• Practice connecting the computer to the projector and loading the presentation until you are completely comfortable with how it works.

Get to the meeting room early & stake out a good spot with plenty of space.

Check that the chairman has organised adequate seating, refreshments and coffee breaks.

Script

Think carefully about what you want to say & how you are going to say it. Reading out your report line by line will send the audience to sleep. You need to highlight the most salient points and invite questions.

You should always comment on sales & profit performance, on variance to budget and/or forecast, on changes from last year and on any unusual trends. Otherwise, if an item is on target, or has been discussed at a previous meeting, there's no need to raise it.

You do want to raise items that are unexpectedly good or bad, or where there is action needed.

Discussion

If you are going to raise a subject that may lead to criticism of another attendee of the meeting, you should always warn him or her about it beforehand. You should provide any counter-evidence and help develop the 'case for the defence'. Raising a subject without doing this will get you a reputation for being untrustworthy.

Consider what areas of the report are likely to be questioned and have your explanations ready. Also consider what areas are likely to lead to discussion and have additional evidence available if necessary.

If there are areas of particular controversy, it may be worth rehearsing what you are going to say. Better still is to practice your speech with somebody outside the business, if possible.

Additional data

You should have a data file prepared containing more detailed information than there is in the report. If you prepare this carefully, you should be ready for any questions that come your way.

During the meeting

Provided you've done your preparation thoroughly, the meeting itself should go smoothly.

• Stick to your script
• Answer questions as you go along, referring to your data file as required.
• Ensure you get over all the points you wanted to make.

If you are asked a question to which you don't know the answer, you should never bluff, but instead say 'I don't have the answer to that here, but will look it up and get back to you.'

If someone asks you a question that requires you to refer to your data file, you should set yourself a 20 second limit to find the information. Spending longer than that leafing through the file will make you appear disorganised and not on top of the numbers. Stop after 20 seconds and say. 'No, I don't have that with me. I'll look it up and get back to you.'

It's fine to say that once or twice a meeting, but any more and you probably haven't prepared in all the right areas.

Make notes during the meeting on actions and follow up questions allocated to you.

After the meeting

As soon as you can, take a few minutes to reflect on how you could have done better:

• Having different information available
• Answering questions in a different way
• Presenting the information more clearly

Be self-critical, but don't beat yourself up too much. You will have another meeting in a month's time at which you will be able to correct these faults. People will be impressed if they see you developing and learning from past experience.

If you have committed to get back to people with information, make sure you do that promptly.

Review any other actions from the meeting and ensure they are dealt with.

On a longer time frame, you should constantly be reviewing the contents of the reports that you present. Ask people what they need. Always be looking to remove items if they are not required. Most board reports are far too long and information could easily be removed without compromising the standard.

Your CEO is the key customer for the board report and you should consult him or her regularly about content.

Conclusion

Actors are only as good as their last performance. In presenting the monthly results, you have twelve opportunities a year to demonstrate your skill. Make sure you are constantly improving the way you do it and your true worth will be recognised.

Key Points

• Presenting monthly results is a golden opportunity for self promotion and career development
• Planning and preparation must be exact and thorough
• Have back up materials that will help you answer foreseeable questions
• After the meeting, reflect and learn from your experiences
• Follow up any actions promptly

Article Source: http://EzineArticles.com/7922863

Month End Closing - How to Have a Better Process

Month End closing is the bane of the finance person’s life – but also our main raison d’être. We have to meet demands for ever more detailed information, all of which must be understood and explained, in ever shorter time scales, while carrying on with our day to day responsibilities and not compromising professional standards. It’s no wonder we get stressed.

Fortunately there are some well proven techniques for making the process easier and more efficient. And because it happens twelve times a year, we have plenty of practice to get it right.  

The golden rules for stress-free closing:

·         Plan.          It needs to go like a military operation.

Everyone involved has to know what they are doing every day, & to have Finance on their back if they fall behind. A key step is to issue a timetable in advance to everyone involved.

·         Delegate.   Don’t do it all yourself, use the team and other departments.

Using other departments may take some persuasion and negotiation, but it’s about people taking responsibility for their areas. Finance is responsible for accounting, but not for sales, stock, purchasing etc & people in those areas have to play their part in the process.

·         Use technology.

                Almost any process can be improved with better use of IT.

·         Shorten time scales.

              It may sound like a recipe for more stress, but the quicker you can finish, the more time in a month you have when you aren’t doing closing. There’s also a lot that can be done before the end of the month.

·         Learn.        A continuous improvement approach must be adopted.

              All the time be looking for ways to make things quicker and more efficient. If you have an idea, make sure you write it down and put it into effect the following month. It may only save you a couple of minutes, but if you make a lot of small improvements, there can be a big difference in the closing process.

There's even more detailed guidance and suggestions here.

Review of Xero Accounting software

Introduction

I've recently implemented Xero accounting at a client, migrating from a larger legacy system.  This article is a review of our experience which I hope will be useful for anyone considering the same move.

The software was developed in New Zealand, but now has 200,000 users around the world.  The UK version seems perfectly adapted, and I didn't detect any kiwi flavour at all.

Getting started

It couldn't be easier to get started.  You go to xero.com, create a free account and you immediately have your own demo company on which you can try out the software to your heart's content.  Once you're ready to go live, you give Xero your credit card details, register your company and follow the very clear wizards for getting things set up.  Migrating data from a legacy system is always a challenge, but Xero makes it as easy as it can be.

Look & Feel

Xero has a very clean appearance with screens displayed in calming blue, cream & white.  Their slogan is 'beautiful accounting software'.  I can only say it hasn't started to grate yet.

Ease of use & help screens.

When you sign in, you get a dashboard showing key information on cash, customers and suppliers.  I didn't find this particularly useful, but it can be customised.

You can quickly find your way around, although the menu structure isn't always completely intuitive.  For example, the main thing a lot of users will want to do is to enter a purchase invoice.  To do this, you have to click 'Accounts > Purchases' & you're then presented with a subsidiary dashboard screen.  It's not immediately obvious that '+New' is the button you need.

That is a quibble.  Once you've gone through the menus a few times, everything becomes very easy.   And the screens where the work is done are extremely clear and user friendly.

Customer & supplier master data is held in a single 'Contacts' area, which is unusual.  Contacts are all stored by name rather than having account numbers.  I can imagine this causing difficulty if you have contacts with similar names - perhaps branches of the same company.

However, Xero scores very highly on user help.  Most screens contain a brief explanation of what to do.  These explanations can be hidden once you are familiar.  The more detailed on-line help manual is the clearest and most comprehensive I have ever seen, well written and fully searchable.  There's only been one occasion when I wasn't able to find what I needed.  A quick email to the support desk got me an answer within an hour.

Functionality

Xero covers all of the basics - general, sales and purchase ledgers plus cash book.  There is a good range of standard reports included.  Also available, although not used by us to date, are modules for payroll, expenses and fixed assets.  Xero doesn't have the ability to handle stock control, sales orders or purchase orders.   However, there is a wide range of addons which are endorsed by Xero and claim to be fully compatible with it.  These can also be used to add features such as point of sale and CRM.

Bank statements can be loaded into the system very easily and Xero suggests matches with open transactions in a way that simplifies the reconciliation process.

More generally, practically any kind of data can be uploaded or downloaded.  There are lots of time saving tools that keep re-keying to a minimum.

If you want to use cost centres, or introduce any other dimension of analysis into your accounts, there is a feature Xero call 'Tracking'.  Any transaction can have a tracking code attached to it and there are reports available to analyse by these codes.  This feature could benefit from stronger controls.  There are no warning messages if you forget to enter a tracking code where there should be one.

A big plus for Xero is that they actively encourage feedback and, based on user feedback, they are constantly making improvements to the software.  These improvements are added automatically at no additional charge.  That's very different from the model we are used to where every few years you have to pay for a massive disruptive upgrade.

There's a lively online forum for Xero users.

Forms design

It's very quick and easy to design your own forms such as sales invoices and remittance advices.  These look professional and incorporate all of the right details, including logos.

Security & performance

Adding users is very easy with a quick exchange of emails. There are only 2 levels of security and it's not possible to fine tune the screens than any particular user can access.  We ended up having to give everyone the highest level of security.  Because the system is online, you can give access to an accountant or external adviser without having to disturb day to day operations.

There's a very clear audit trail.  You can see who's been in the system and for how long.

The software is in the cloud, so can be accessed from anywhere with an internet connection.  Very helpful if you love working from home.  Our broadband's not the fastest, but I never experienced any unacceptable delays in response times, suggesting the software is well engineered.  We haven't experienced any system downtime at all.  The security measures explained on Xero's website are high grade.  I wasn't able to find anyone critical of Xero's performance in this area.

Cost of ownership

Xero are aiming to grow a huge market share by pricing themselves very competitively.  They charge just £24 per company per month for use of the software, reduced to £19 if you don't need to account in foreign currency.  This covers any number of users and unlimited access to support and help.

Conclusion

The key criterion in any software decision is that the software meets the detailed business needs.  Assuming Xero fits the bill, then it's a superb choice because of its ease of use, security and low cost.  It's easy to see why so many people are switching to it.  I'm happy to join them and to recommend the product very strongly.

Cloud Accounting

Xero is currently the leading cloud accounting software package.  I've recently implemented it for a client.  In this article, I set out the pros and cons of moving accounting into the cloud.  A future article will be a review of Xero specifically.

What is Cloud Accounting?

Since computerised accounting was invented, it has involved buying software, installing it on a computer at your own premises, being responsible for keeping it up to date, backing up data, paying a fee for support and periodically paying out again for upgrades to the software.

Cloud accounting does away with all of these steps.  The business user enters into a contract with a cloud provider, paying a straight monthly fee.  The software is held on the provider's server and accessed over an internet connection.  All the user's data is also stored remotely and the provider is responsible for backups.  Software updates are provided automatically at no additional cost.

To date, it has mainly been developed for small and medium businesses.  As well as Xero,  KashFlow and FreeAgent are well known suppliers.  Package software providers such as Sage and QuickBooks have adapted their offerings for the cloud.  The approach is also moving upscale with solutions becoming available for larger enterprises.

Advantages

The over-riding factor in deciding which accounting software to use is functionality - does it meet the business needs?  This is a far more important factor than where it is hosted.  On the assumption that a cloud solution meets this requirement, the following are the advantages over a conventional packaged software approach:-

Cost.  UK pricing for the three leading providers is a maximum of £25 per month per company, regardless of the number of users or number of transactions.  This compares very favourably with the hundreds or thousands of pounds of up-front cost required for a packaged solution.  Furthermore, there are no hardware costs or further charges when upgrades are required.

Security.  The cloud providers deploy state of the art security methods, which are likely to be far stronger than anything a small or medium business could afford.  There is a much lower risk of data loss than with a packaged solution.

Support and upgrades.  Cloud companies offer unlimited on-line support.  It is therefore in their interests to make the software work as well as possible.  Upgrades to the software are made automatically and for free.

Capacity for growth.  There is no limit on the amount of data storage.  Running out of disk space and upgrading servers are problems for the cloud provider.

Availability.  The system can be accessed from anywhere there is an internet connection, at any time.

Disadvantages

Single point of failure.  If your internet connection goes down, you have no accounting system.  This is a worry if you're in an area where the connection is flaky.  That said, broadband availability is becoming a key utility, rather like water or electricity supply and, in most places, 100% uptime is the norm.

Upgrades.  If you don't like any of the upgrades that the provider has installed, that's hard luck.  There's no possibility of rolling back to a previous version of the software.

Dependence on supplier.  If the supplier goes bust, you lose your accounting data.  A periodic download of data to a local computer is good practice.

Less drastically, with cloud accounting you are locked into the supplier who may start gouging you with price increases.  This is also of course true of packaged software suppliers.  It's important to carry out due diligence on your cloud provider, as you would with any other strategic partner.

Response times.  A slow internet connection may lead to unacceptable response times from the server.  In practice, the software is engineered to minimise loads on the connection and very few users report this as a problem.

Conclusion

When looking for accounting software, the primary consideration is that it meets the business requirements.  If a cloud solution can give a business what it needs, it is likely to find that the advantages strongly outweigh the disadvantages.  Many people have reached this conclusion and use of cloud accounting is currently doubling every year.

Technological Change

Despite economic depression, technological innovation continues to occur at an increasing rate.  Here's a quick primer on some of the latest developments which have caught the eye and which have the potential to upset many existing industries. Google's self-driving cars, for instance, sound great for reducing accidents and making travelling easier.  If you make your living driving a taxi or a truck, though, it may not be so positive for you.