Tag Archives: Management Accounts

What’s the difference…?

Recently I was at a networking lunch where I was asked why a business would use my services instead of relying on their usual accountant.

It’s clear from the number of accountants who have introduced me to their clients that I’m not their competition. I don’t replace the services that a traditional accountant offers; I work alongside them to improve the information they have to work with and help their clients understand the figures.

The first thing to recognise is that a large number of businesses don’t need my help.

A lot of businesses follow quite a simple model; they buy in goods, add a set margin and sell on. (Simple doesn’t mean easy; it’s just not difficult to understand) There’s a few accounting jobs there that have to be got right but so long as the margin is right, and costs are kept under control the business will run successfully using the standard accounting reports.

The same applies to established businesses who understand what makes them profits. If doing what they’ve always done works for them, then they don’t need my help. (I’m happy to work with them, but they probably don’t feel the need.)

So which businesses does that leave?

I specialise in helping food manufacturing businesses where working out the cost of the product is more complicated and where making one key product creates a number of other products which are often less profitable or harder to sell.

In these sorts of cases the answers that business owners need doesn’t come from analysing the year end accounts differently, or from producing the accounts more often. The figures required come from changing what you measure in order to get information that shines a light on what’s happening inside the business.

– Does it matter how much the total gross margin is if you make a huge profit on one product, but lose most of it on the others? Questions that management accountants answer

– Would you be able to sell more units at a slightly lower price and actually increase your bottom line?

– What will happen to profit if you increase sales by gaining a new customer but need to employ more people and change your delivery method?

It’s all too easy to allow customer demand to dictate how a business grows, but if you have the right information you can make sure that the business is developing in the way that the owners and management want it to.

It’s when they want that kind of information, plus my experience of working in business, managing finance teams and understanding the accounting information that businesses come to me.

Stand and Deliver!

If you’re in business the chances are you love sales.

Sales mean customers value your hard work, your innovation, your creativity – what’s not to love?!Cash is king for business

In the modern world very few businesses sell without offering credit to their customers. (If you’re a retailer who accepts cards then potentially someone else offers credit to your customers…)

In this case more sales are good but what you really need to focus on is more payments from customers.

One of the things I’ve noticed is that when businesses grow everything gets busier. It’s amazing how sales go up and all of a sudden customers take longer to pay. When you send out more invoices somehow more go missing in the post (*although this might just be an excuse for late payment…).

The result of this is that although you are busier, needing to buy more materials and pay more wages there may not be any more cash at hand to pay the bills.

So how do you manage customer credit? Here’s my action plan:

PREVENTION

Make sure you have chosen to offer credit to each customer, not just let them have the goods on a promise that they’ll pay later.

Do you know the customer? Have you done business with them before? It seems simple, but first impressions from a face to face meeting can tell you a lot about the customer.

Also take time to look at their business premises, does it look organised and well looked after?

Using credit applicationsYou probably have a new customer form to record delivery and contact addresses etc. It’s a good idea to include your standard payment terms (eg 30 days) and ask for trade references from existing suppliers.

Credit checks can also be helpful, and there are a huge number of different agencies who offer these services. However the best option is to make the decision based on your own impressions.

UP TO DATE

This is the number one thing about accounts – you can only make good decisions if your information is up to date. It’s worth paying for a book keeping service to make sure that you can rely on your accounts.

INFORMATION

Once you’ve offered credit to customers and your accounts are up to date you need to keep track of who owes what:
– How much do they owe?
– When did they last pay?
– Are they buying regularly but not paying regularly?
– Have they been buying regularly and then stopped, without paying what they owe?
– Are there some invoices which seem to have been overlooked for payment? (Maybe they have genuinely been lost in the post?)

Don’t let issues go unchecked. Maybe this seems arduous, but this information should mostly come from your book keeper/ accounting software.

COMMUNICATION

It’s important to share some of your information with your customers.
– Send out statements regularly, at least once a month.
– Send copies of old invoices if they appear to have been overlooked, email makes this really easy.

If it’s proving difficult to get money out of certain customers you need to rely on the personal relationship we discussed before. Phone contact is usually more effective than letters, it is harder to ignore.Keep up phone contact with customers

On the phone, be realistic. Being rude might get you paid this time, but will probably not keep the customer in the longer term.
Ask what the situation is, is there a problem? Try to respond creatively to what you’re told – if bills are paid on a certain day of the month you could work around that. If there’s a hold up due to a delay in your customer’s customer paying you could take that into account.

Do keep a record of your conversations though; do you always get the same excuses or the same promises? If you end up needing to consult a solicitor because you can’t get the customer to pay you will need to have a record of what you have done to try to recover the debt, but this is the very worst case scenario. Cash is king

It really is worthwhile thinking about your process for keeping track of customer credit – you’ve already done all the hard work to find the customer and make the sale so getting the payment is the final piece of the jigsaw.