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Our Key Services
• Bookkeeping & BAS Compliance
• Finance Training and System Implementation
• Management Accounting
• Strategy and Planning
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To provide a bookkeeping and management financial support service to a small group of select clients, at a fair value.
Our Goals -
• Maximise your profit
• Comply with relevant statutory requirements
• Reduce your business risk
• Have more time to run your business
“We are very happy with the outcome Mike has achieved working on a part time basis as Accountant for our organisation. We now have a weekly cash flow projection updated on a regular basis”… read more >
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The owners and operators of a profitable, well run services organisation employing over 50 staff, are concerned about their lack of management information. They are comfortable using MYOB for processing invoices, payments and payroll. There is potentially a lot of useful data in MYOB, however they are lacking key reports that will help them answer the following important questions.
1) How much cash is available for distribution to the shareholders? They want to avoid surprises and last minute requests to return cash to the business, due to unexpected bills such as the quarterly BAS.
2) What profit is the business making each month? The MYOB accounts are not prepared on the same basis as the annual tax return and are not a reliable indicator of monthly profit.
3) What is the profit contribution from each office and each profit centre? Income and expenses for each office and product are not recorded in MYOB, and there is no reporting tool to facilitate this type of management information.
4) How is the business tracking against expectation? The organisation does not have a monthly budget, and reporting of current year results to previous year results is limited.
5) Is there potential for cost savings to be made? With expenses not being tracked consistently and allocated to cost centres, it is difficult for the managers to identify areas where cost savings can be made. Also, assistance from an experienced Management Accountant can provide a fresh insight into business processes and potential expense reduction.
The following management information solutions were put into place to help the owners better manage their business and accurately track and project cash flow.
Case Study 1 – A profitable medium sized business with lots of data, but no information
1) How much cash is available for distribution to the shareholders?
A weekly cash flow projection is updated on a fortnightly basis. The projection shows the expected cash income and outflows by week for the next 12 weeks. A sample is shown below, with four projection weeks included for illustrative purposes.
2) What profit is the business making each month?
The monthly accounts are now prepared on the same basis as the annual tax return and provide a reliable measure of monthly profit. By working closely with the organisation’s Tax Accountant, the key end of period adjustments were identified and built into the monthly MYOB processes. There were significant timing adjustments relating to the ATO rules for income recognition. Simple adjustments to the way invoices were processed in MYOB solved the problem. The changes also helped reduce the Tax Accountant fees with less work required at year end by the Tax Accountant.
3) What is the profit contribution from each office and each profit centre?
Income and expenses for each office and profit centre are now captured in MYOB and reported using the power of Excel’s pivot table capability. The organisation has several offices and provides two service types. The MYOB chart of accounts was restructured to enable the required information to be easily recorded. The bookkeeping staff were trained on how to record transactions against the correct account and with the assistance of MYOB’s recurring transaction tool the overall workload was reduced.
Due to MYOB’s limited ability to report by profit centre, the data contained in MYOB is exported to excel. To help ensure the integrity of the information provided to management, the data is reconciled back to MYOB. Then Excel’s powerful pivot table reporting functionality and graphics capability can be used to provide management with a wide range of user friendly reporting options.
For example, the following graph of income by office provides a valuable insight into the sales performance of the business.
• Total income is trending upwards in the second six months of the financial year, after a downward trend in the first half of the year.
• The improvement in income is entirely due to Office1, with income from Office2 continuing to decline over the year.
4) How is the business tracking against expectation?
After a 12 months period of processing information the same way, the actual results for the current year were able to be compared to the previous year. Working with management, a budget was also developed for the organisation. This process enabled management to focus on key cost areas and see the impact of spending decisions on future profit. In particular, the development of an annual marketing budget reduced the need to make ad hoc decisions on individual advertising and sponsorship initiatives. The actual results for each month were then tracked against the budget for each line item.
For example, the following report shows the total sales income for Office 2 against budget and against the previous year. The figures below show the individual months and the year-
To further put the figures in perspective it would be good to know how the current year sales results compare to the previous year and how they compare to a target or budget.
The table and graph below shown that the sales income for Office 2 is significantly lower ($600K or 17.6%) than the previous year, particularly in the period from January to June. However, the budget for FY15 allowed for a transfer of key sales staff from Office 2 to Office 1 in the second half of the year. Compared to budget the actual results for FY15 are slightly better ($30K or 1.1%) than expected for Office 2.
It may be that Office 1 is underperforming against budget?
The report also includes the actual cash for the previous two weeks and the year-
5) Is there potential for cost savings to be made?
As part of steps 3 and 4 above a detailed review of all expenses was performed. This included analysis of key business processes and a review of staffing levels. A number of cost savings were identified including,
• Savings in fleet motor vehicle expenses by implementing a fuel card system.
• Savings in FBT by implementing MV logbooks.
• Savings in FBT by better tracking of entertainment expenditure
• Savings in insurance premium funding expenses, resulting from better cash management.
• Savings in advertising and sponsorship expenses due to improved tracking of actual expenditure, identification of areas of overlap, and a review of the overall strategy in this key area.
• A reduction in administration staff due to a reallocation of responsibilities and tasks between offices and staff members.
• Savings in external IT support expenses following a review of the support request process.
• Savings in printing and copying expenses following a review of internal processes and renegotiating printer lease and operating expenses.
Case Study 1
Case Study 2
List of Case Studies
(Please note that for Client confidentiality reasons the amounts shown in the following examples are for illustrative purposes only and do not represent any actual information.)