Financial management is often not given the respect it deserves in determining the long term success of your business venture. While budgeting and forecasting may seem tedious, it is an area of your business where you cannot cut corners.
I am no financial whiz; I have simply learnt the hard way that this is an area of the business you have to pay attention too.
I’m sure you’ve heard a thousand times before that cash is king, but for me there are a few fundamentals that keep your business healthy.
1Make the right choices
The more you sell the more money you need for cash flow. This is where you start, by choosing your products and suppliers very carefully. With anything product based, it’s essential that you negotiate hard on the terms of payment.
Even if you have cashflow, always use other people’s money to free up yours, especially if it’s without interest (free money).
There are a lot of pitfalls on contracts so if you are not a specialist, make sure you get good advice. Although I do encourage getting a facility from your suppliers, watch out that you don’t over extend yourself.
2Budgeting and forecasting
Start your financial planning with sales forecasts and budgets and be brutally honest. The more realistic you are with your sales forecasts and overheads the better chance you have of reaching them.
Every business plan looks great on a whiteboard! Take your sales/profit projections and cut them in half and if you can still turn a profit then you on the right track.
3Financial goal setting
Financial understanding and management is also about setting goals, not the purchase of a Ferrari kind of goal, but determining the amount of margin on products, the amount of staff, and staff salaries to deliver on what you sell, sales targets and incentives, skill sets required, operational running costs, possible CAPEX, predicting market changes and possible effects on margins and bottom line, forecasting for slow months, forecasting cash flow, obtaining the best rates from suppliers, negotiating terms to assist with cash flow, making sure you don’t over borrow.
You also need a financial management system set up that provides you the information you need to run your business.
4Get the right skills
Getting a great and trustworthy accountant is essential, even if it’s on a contract basis initially. A debtor’s clerk is a great investment, especially if you have a big book. What you forecast and budget needs to be measured, at least monthly to understand where you are.
This not only provides valuable information on how you need to manage your spending, profits and cash flow; it gives insightful information about how different areas in your business are performing.
5Plan for every eventuality
That “feel good high” on an exceptional sales month is often followed by high fives and big spending before the money is banked. An order book of sales can easily fall to half for many reasons.
Oversold solutions, bad credit record, buyer’s remorse etc., so be sure to put measures in place to reduce eventualities such as these. Always judge cash on hand as money in the bank, not on an order book.
Retain cash for those slow months. While you may be on a roll and think it will always happen, in reality slow sales months do come; make sure you have enough cash flow to see them through.
6The numbers are everyone’s business
Make saving money and running efficiently everyone’s business. By incentivising people and departments to reduce costs and reinvent the efficiencies of your business, you are sure to win.
You cannot singlehandedly watch every cent and oversee every process, so work on a profit split of money saved. This will create a culture where everyone has a vested interest in the company’s financial wellbeing.
Here are some tips I believe every business entrepreneur should watch out for:
- Never trust anyone else to release payments out your bank account.
- Renegotiate with your suppliers on a regular basis, and make sure to pass on some of that savings to your clients. retaining an existing client is cheaper than finding a new one.
- Keep 3 months’ cash flow in the bank no matter how good sales get, and don’t forget to increase that cash flow with your overheads.
- Growth and increased sales costs money, don’t over extend yourself, even with the promise of big profits.
Lastly, no savings is too small. Lots of little crumbs make a big bread.
Financial Literacy Key To Business Success – Especially In A Tough Economy
What can South African SMMEs do to position themselves for success in tough economic times? Arming their people with basic financial literacy is a good place to start argues UCT Graduate School of Business Associate Professor Mark Graham.
In times of economic hardship, good financial and management skills in a business can make all the difference. According to a recent article in Business Day, international investors are sniffing about South African SMMEs that have proven themselves to be well-run during this time of subdued economic growth – and are also attractively undervalued.
Strong balance sheets and stable management in an environment of slow growth economy with low liquidity adds up to some bargain long-term investment opportunities for international consortiums it seems. Among those who have been involved in investment or buyout offers in the past few months are Clover and Interwaste.
It seems self-evident to suggest that well-run businesses attract investment and success. But what actually makes a business – of any size – well-run in the first place?
There is obviously no short answer to this; good leadership, a clear strategy and a strong and motivated workforce all play their part, but one factor that is often overlooked is financial acumen – throughout the organisation. While the accountants and members in the finance team are expected to understand the numbers, this is not always a core competency required in other departments. Yet, having a good working knowledge of finance at every decision-making level, from new managers to members of the board, can be key.
Even if people don’t need to know a lot about finance in their day-to-day job, the more conversant they are on the subject, the better off they – and the business – will be, according to Richard Ruback, a professor at Harvard Business School and the co-author of the HBR Guide to Buying a Small Business. “If you can speak the language of money, you will be more successful,” he says simply.
Financial savvy will give the marketing manager the ability to demonstrate not only that something is a good idea/product or service, but that it makes financial sense too, for example. And it will make sure that the people in the HR team understand more clearly why reducing staff churn is a good idea not only for company culture but for the bottom line as well.
A knowledge of some basic financial decision-making tools (the all-important balance-sheet, for example) and an appreciation of the difference between profitability and cash flow will ensure that non-financial managers are more likely to effectively participate in business strategy and decision-making. Someone who understands the financial statements of a business understands the business in a way that is not otherwise possible. It’s like looking beneath the hood of a car and understanding how it all fits together and why the car can move forward – or not.
Such people can more confidently identify potential problems and inefficiencies before they impact the overall financial performance, because those warnings are almost invariably reflected in the financials first – and often at departmental level. Critically, they can also help identify financial irregularities, enabling them to call out and stop fraud and corruption in its tracks.
Equipping its people with financial skills is therefore a good strategy for a business looking to position itself for growth and investment. And it makes sense for individuals too – Joe Knight, a partner and senior consultant at the Business Literacy Institute in the US and the co-author of Financial Intelligence, says that an absence of financial savvy is “career-limiting.”
Let’s not ignore the fact that there are challenges however. Finance matters tend to scare a great many people. Traditionally, these areas of knowledge carry the stigma of being impenetrable, and financial literacy is not ideally developed at early levels. According to a study by the Financial Services Board, South Africa currently has a financial literacy rate of just 51%.
This means that roughly one out of every two people is likely to prefer to abdicate from financial decision-making – leaving it to the “numbers” people. But with some intervention and training it is possible to empower individuals to decode these mysteries and get to grips with the language of finance.
All things being equal, it’s not pure luck that allows some businesses to operate well and thrive while others fail. Well-run businesses are generally run by well-informed people. In short, decision-makers who don’t understand basic financial concepts and the language of finance simply don’t know what is going on.
While the SA government is currently talking up the need for foreign direct investment to rescue the country from the economic doldrums, there is much that ordinary businesses can do to position themselves for success. And ensuring that their people are adequately equipped to understand the nuances of business through the language of finance is perhaps a good place to start.
Trade Agreement Tips That Will Save You Costs
If you are looking to benefit from trade agreements, you need to keep the following advice in mind.
Trade benefits all parties involved. When a country has scarcity of certain resources or lack the capacity to satisfy their own needs, they have the opportunity to trade the resources which they produce in surplus, for the products they need or want.
When goods are transferred from one country to another, it stimulates the economy as products and money is switched between hands. Over the years, the competitive nature of moving goods from one country to the other, negotiating prices and opening new markets has caused certain agreements to immerge to promote trade between the member countries.
A trade agreement is an arrangement between two or more nations in order for goods to move more easily between borders with mutually beneficial tariffs imposed on imports. These agreements ensure that duty tax is removed or reduced on condition that the importer and exporter provide the correct documents. This is all the more reason for traders to familiarise themselves with the current trade agreements in place.
Tip1# Know Whether You Export To Or Import From A Country With A Trade Agreement
There are a few trade agreements that you need to be aware of which will significantly cut duty tax. The Southern Africa Development Community (SADC) Free Trade Agreement (FTA) is one of them. The fifteen SADC member states included in the agreement enjoy an impressive 85% free trade on goods.
Another trade agreement commonly used by South Africans is the South African Customs Union (SACU) which allows duty tax free movements of goods. This means zero duty tax is payable on trade between these countries. Trade agreements with European countries include the SADC-EU Economic Partnership Agreement (EPA) and the SACU European Free Trade Association (EFTA). We have prepared a list of all the trade agreements as well as the countries involved here.
Tip 2# Know Which Certificate Of Origin Is Necessary For The Specific Trade Agreement
Only traders who can prove that goods were produced or processed in a member country may benefit from these agreements. This is why importers and exporters need to submit paperwork attesting that the goods were made in the country listed as the beneficiary of the trade agreement. The proof provided is called a ’Certificate of Origin’.
A certificate of origin often abbreviated to C/O or CoO is a printed form or electronic document completed by the exporter and certified by a recognised issuing body, validating that the goods in a particular export shipment have been produced, manufactured or processed in a particular country.
The exporter has to submit proof that either a) the products were wholly obtained from that country; this means all components and manufacturing originated in that country, or b) that it is sufficiently processed in the country of origin.
In other words, although some components might have been imported, the product was sufficiently transformed, or value was added in such a way that the final item can be deemed as new or original. Furthermore, if a company was registered in one country and the manufacturing plant in another, the certificate of origin would be issued from the manufacturing plant’s country. There are various certificates of origins used for different countries. Read here for more details about the different documents required to ensure you benefit from lower duty tax.
#Tip 3: Ensure The Certificate Of Origin Is Completed In The Right Manner
These documents must be completed correctly. Most of the information provided has to come from the exporter. If the wrong information has been reported, it can influence the relationship between the importer and exporter negatively.
Common mistakes when filling out a Certificate of Origin may include:
- Identifying the wrong country of origin
- Using the wrong H.S. code
- Providing an incorrect or incomplete and rather ambiguous description of the goods
- Not including a description on how the cargo is packed or reporting a total weight that does not include packaging
- Exporting goods made from imported material and not sufficiently processed to be deemed as originating from the exporting country.
A lot of information can be misrepresented on the certificate of origin. For this reason, we recommend making use of companies specialising in trade administration to ease the stress and to ensure that all the t’s are crossed and i’s are dotted.
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The new “Backing You” campaign extends this commitment to support small business owners through the challenges of business ownership – with a little help from Danny DeVito.
“The importance of small business is personal to me. At a young age, I watched both my parents and my sister build their own business from the ground up and struggle to balance family obligations with growing their businesses,” says DeVito.
“When Intuit QuickBooks approached me for this campaign, I felt this was a way that I could give back to this very important industry, show them how to make their lives easier and make them laugh along the way too.”
QuickBooks gives you a set of business tools that’ll do all the hard work for you, making sure you get the time to do what really matters to you. “Because collecting receipts is so 80s, and who has time to chase payments?” says Danny.