Small Business Accounting Basics

When it comes to accounting, many small business owners think it's boring and unimportant. They'd rather focus on things they think are more critical to their business, such as product development, marketing, etc. However, as a matter of fact, accounting is a very important factor for a small business to succeed. Without accounting, your small business might not reach its full potential, and you might get yourself into some trouble.

At least there are two very important reasons that you should have a good accounting system for your small business.

First of all, business accounting is a way for you to keep records on your business performance. By reviewing and analyzing your accounting data, you can see how well your business has performed during a certain period of time. Also, your accounting data can help you to discover trends that might help you to uncover the strengths and weaknesses of your business, which might assist you in making better business decisions to grow your small business.

Secondly, business accounting is necessary for filling your business tax returns. When the time comes to fill the tax forms for your small business, it'd be nice to have a clean and complete business record handy so that you can fill in the numbers easily and correctly. Also, if for any reason the IRS decides to audit you, you will be required to provide accounting records for your business.

In addition, if you need additional funding to grow your business, your potential lenders might ask you to provide your accounting records to evaluate your business.

Small business accounting is not a very difficult task. You can maintain your records in very simple manner, such as a ledger, as long as the records are accurate. Also, currently there are some very popular small business accounting software you can purchase, such as QuickBooks and Peachtree. However, if you feel a ledger is not enough or if you don't feel like using computer software yourself, you can consider asking professional help. You can hire a professional bookkeeper to do the accounting works for you. This way you can save time for yourself and can also be sure that the work will be done more professionally.

Why the KISS principle of Bookkeeping is so important

"Keep it simple sooo…" The top three things most businesses want to know are:

1. Where have we been - have we made any money? 2. Where are we today - do we have any cash and if not where is it? 3. Where are we going - do I know where I am making or loosing money?

If you keep your bookkeeping simple then it will be easy to manage and understand your financial position. With software applications today financial statements are built in out of the box, can be printed, saved and e-mailed in PDF file formats. Some software does a better job of printing professional looking financial statements. Peachtree does a great job on presentation, is easy to customize and fix errors. FRX for MAS 90 and MAS 200 are very powerful for businesses that need a comprehensive mid market solution. Once you learn how to understand financial statements you will not be able to live without them.

First let's look at your profit and loss. Are all sales recorded in the appropriate category or are they all recorded? Are all the expenses required to make your sales also recorded? How does your company's gross profit margin compare with other companies in your industry? These are some of the basic things as a business you should be reviewing on a monthly schedule. Too many general ledger account numbers makes it difficult to post transactions to the correct account. Do set up what you need but be careful, microscopic detail can make it difficult to analysis direct expenses against sales.

Next let's talk about cash. Do you have a manual control total outside of your accounting system? What would happen if your computer crashed and you could not access your bank balances in your accounting application? Are you performing monthly bank reconciliations? With software today there is no reason that a business owner, child or spouse can not have a bank reconciliation completed within a matter of an hour or two, once you receive the bank statement or print it online from your banks web site. If you are making money then your cash may be tied up in inventory, receivables or payables. Do these subsidiaries tie to your trial balance? If you don't know how to perform bank reconciliations or tie subsidiaries to your trial then ask your consultant or accountant to teach you.

Lastly, there are simple steps as a business owner you can take to check your financial health monthly. This review process takes less than 20 minutes and confirms your financial statements include all the activity that affects your profit and loss. Once your financial information is complete you should analyze what your most profitable services or products are. If you are performing this monthly reconciliation then you may just need a plan to help market your most business segments or decrease expenses for your less profitable business segments. This monthly reconciliation is critical if you are seeking additional funding from banks or private sources, they want to see that you have the ability to pay back their money.

If you want to learn the complete KISS principle of bookkeeping JCS Computer Resource, Inc. www.jcscomputer.com will be hosting progressive online workshops focused on the KISS principle of Bookkeeping. The first session begins on January 23rd and runs monthly thru December of 2009. You can attend all or just the topics you feel you need. This series of workshops is designed to give the non accountant a basic understanding of your company financials or for anyone who wants to brush up on their bookkeeping skills. Kay Flanery has been helping businesses understand this KISS concept for almost 30 years. Kay's approach to bookkeeping is the KISS method and she has a wealth of knowledge she wants to share with your business. Come learn basic accounting on line from the comfort of your office, gain a better understanding of your financial statements and help your business understand your financial position so you can manage the future of your business. Progressive Topics Workshop - 12 monthly sessions, 30 minutes with 10 min Q & A Session I. 01/23/2009 What are financial statements? a. Balance sheet b. Income Statement c. Why are they important? II. 02/20/2009 What is Accounting Method? a. Cash Basis b. Accrual Basis c. What's the difference? OR Why do I care? III. 03/20/2009 Accounting Principles (mnemonic of 10 principles Becker CPA review course) a. Matching b. Consistency c. On-going concern IV. 04/24/2009 Analyze financial statements - OR how to make the financials a tool you cannot live without! a. Compared to prior year b. Compared to budget c. Why Budget? V. 05/22/2009 Analyze financial statements - part II a. Gross profit b. Industry standards - how does my business compare to others in same industry VI. 06/26/2009 Manage Accounts Receivable OR Don't lose your shirt to your dead beat customers a. Terms of sale & credit limits b. Credit check c. Billing & collection tips d. Finance Charges & prompt payment discounts VII. 07/24/2009 Manage Accounts Payable a. Vendor terms b. Prompt payment discounts c. Loans or credit cards VIII. 08/21/2009 Organize all that paper a. Sales & customer info b. Bills - paid or unpaid c. How long to keep records IX. 09/25/2009 Inventory & Services a. What is profitable? What is not profitable? b. Prevent out of stock c. Prevent over - stock d. What is inventory turn-over? Why do I care? X. 10/25/2009 Budgeting a. Getting started if you have never done it b. Benefits XI. 11/20/2009 Month-end "close" procedure a. Check list b. Why should I do this? XII. 12/18/2009 Year-end "close" procedure a. Check list b. Why should I do this? If you are interested in attending these workshops each session is $24.95 email kflanery@jcscomputer.com The workshops will run from 3:00pm to 4:00pm Central Time Zone. Let me close with one last statement. "No one and I mean no one will be as concerned about having correct information for your business the way you will."