Unconventional Budgeting

Budgeting in a small business is a neglected area. It is only when business plans are required that the business owner will prepare a cash flow forecast or budget.

Most businesses divorce the budget from the cash flow forecast. In fact, the cash flow forecast is only furnished when requested by the bank in most cases. Businesses have yet to learn that the cash flow forecast is a valuable tool for analyzing internal finances.

Collapse a budget and cash flow forecast into ONE. And allow the cash flow forecast to serve as your business's financial map, for the next 12 months. Budgets are vigorously implemented, only when a business starts shedding cash. And major expenses are cut, drastically, when the owners and their accountants draw up budgets.

A budget will target, run away expenses, in an attempt to bring it under control. The main expenses to normally go would be staff costs (lay offs), insurance, advertising and stationery. Telephones are barred and transports costs are reduced radically. So the budget is expense focused.

Furthermore, if a budget was drawn up for previous years, it is highly likely that, sales could have been too optimistic, and cognizance was not taken of credit sales and its impact on cash flow. Hence my departure from accepted practice, and proposing combined cash flow and budget.

Overheads/ Cash outflow

I concede, that high overheads, is a killer for many small businesses. But the obsession with overheads is not going to save your business. You in business to grow sales and not to be bogged down by high overheads! If phone calls are barred, or the advertising budget is slashed, more problems would be created, than solved. Evaluate carefully if an expense is linked to business growth, and think twice, before slashing that expense. Say you incur an advertising cost of $ 10 000.00 per year, and it can be proven that it brings in $ 20 000.00 in revenue. Reducing the budgeted amount by $5000 will affect sales adversely. If revenue is down, increase the advertising budget. If you lack skills, budget for more, not less, employees. And increase the telephone budgeted amount, you need that phone, to call more prospects. Of course, weak advertising campaigns, unproductive calls, and lazy staff cannot be entertained. Budget accordingly, but be very analytical in your approach.

Cash Inflow

Very little emphasis is placed on the cash income component, in a forecast. The cash inflow is only relevant in relation to how it affects cash outflow. If the inflow is too low, an adjustment is made to outflow. Rather remain focused on how cash inflow can be boosted as opposed to reducing outflows. Be optimistic about your cash inflows, not your revenues.

Don't project for expected revenues, project for cash revenues, deposits, advances, sale of assets, based on current trends. A picture will begin to emerge of what your true cash requirements truly are in the business. If the report reveals that limited cash resources would be available, it means that more creative methods should be devised to increase cash flow, not radical reductions in cash outflows!

It might seem foolish to spend more on certain expenses, when cash flow is slow, but panic and fear is your worst enemy in a time of crisis.

If businesses don't grow, they contract and die. The quickest way to shrink is to radically reduce important overheads.

Most businesses that reduce overheads, drastically, continue to remain stuck in a cash flow crisis! Energy (cash)flows where attention goes...

Capital Budget - 6 Steps To Building A Better

Understanding how organizational priorities translate to capital projects and to budget line items requires an objective, quantitative data-driven that aligns project criteria with strategic business goals and objectives. How will your organization determine which capital projects to fund next year? How will you determine the priority of needs? And when the inevitable unanticipated requirement arises - be it an emergency equipment replacement or a new management mandate - how will you determine the impact on the budget?

Most organizations struggle with questions such as these as they undertake the process of developing capital plans and budgets. Despite their best efforts to make this process objective and transparent, in reality, it can often be highly subjective and political. In some cases, high-profile projects may garner the lion's share of funding. In others, the "squeaky wheel" gets the grease, possibly at the expense of greater overall organizational priorities.

Understanding how organizational priorities translate to capital projects and to budget line items requires an objective, data-driven process that aligns project criteria with strategic business goals and objectives. It also requires a process flexible enough to adapt to the inevitable mid-course corrections and unplanned spending needs that arise over the course of the year.

Making Your Capital Budget Bullet-Proof

The six-step process below, which VFA employs with its clients, helps organizations create consensus about overall business values and priorities, use these to rate the value of capital projects, and ultimately creation of capital budgets that deliver the greatest business value.

A prerequisite to this process is accurate and complete data about the current condition and the renewal and maintenance requirements of your organization's capital assets. Your budget depends on the quality and integrity of this data. This information may be collected by your own facility personnel, outside assessors or a combination of both. But everyone should employ consistent methodology for gathering this data. All stakeholders should also have some level of access to this data through a centralized database, along with the tools to analyze requirements and estimate funding needs, promoting accurate "bottom up" budget projections.

• Step 1: Establish a Team

Define a core group responsible for establishing key goals, objectives and responsibilities. The team will typically include representatives from Finance, Facilities, Operations and Executive Management. Depending on your organization, it may also include representatives from each line of business or each region.

• Step 2: Create a Common Understanding

The members of your budget team will have different backgrounds, skills sets and perspectives on the capital planning process. Provide them with "basic training" in the language of capital assets, including assessment terminology, asset and requirement categorization methods, cost estimation techniques, key performance metrics and how they are calculated, and requirements for various funding sources.

• Step 3: Identify Evaluation Criteria

With organizational goals and priorities clearly in mind, the group should determine the specific criteria that will be used to evaluate requirements and to assigned priorities. These may include such factors as building use, building system, requirement category, current facility condition, and the impact of remediation on the facility condition index. For example, one municipal government identified life and safety issues as the top priority in evaluating capital requirements.

• Step 4: Prioritize Projects

With prioritization criteria established, the team can begin ranking facility requirements based on business importance factors. VFA often uses the pair-wise comparison method to simplify the choices clients face in prioritizing projects. Pair-wise comparison rates factors such as Urgency, FCI Score, Category, System Type, and Building Use, and then ranks and weights those items as a basis for prioritizing capital projects. This method may also be used to prioritize items within a category, for example, comparing and ranking different types of building uses, from administration to classroom to research. The capital budget is then based on the rankings and weighted scores from the pair-wise comparisons.

• Step 5: Create the Budget

With a ranked list of projects in place, the capital budget process boils down to where your organization "draws the line" for funding. Invariably, there will not be enough to cover all your capital improvement projects. With a ranked list of projects by priority, it is easy to see what the current funding level will address, and what will be deferred till the next budget cycle.

• Step 6: Communicate the Plan

The capital budgeting process invariably requires defending that budget to decision-makers. By following an objective, data-driven process, you can communicate the rationale for budget decisions, down to the specific requirement level, and demonstrate the impact of different funding levels to the CEO, CFO, board of directors, and other key stakeholders. You can also readily communicate the impact of changes that may occur over the course of the year, and how they impact current capital projects.

By basing your capital budget on overall organizational priorities, quantifying those priorities, and consistently applying them to your capital projects, your organization can ensure that the squeaky wheel won't drive derail your capital strategy, and that capital investments it chooses will add the greatest possible business value and support organizational objectives today and in the future.

Estimating The Financial Position

Budgeting involves the planned allocation of funds to various departments in a business organization. Budgeting is often done by enterprises on a periodic basis. In simpler terms, it means planning for and estimating the financial position of an organization in a given time period.

The process of budgeting is very basic. Budgeting helps keep track of the health of a business, be it big or small. An individual with a basic income can also plan his budget. A simple rule for making a financial statement is keeping the accounts very simple. The expenses can be noted on a day-to-day basis; these expenses can be clubbed under one subcategory.

The usefulness of a budget depends on the reliability of the information used to create it. Unrealistic estimates of prices, yields, or input quantities would lessen the accuracy of the budget and could possibly lead to a faulty financial decision.

The process of budgeting can help make sound management decisions in any organization, if the information used for making the statement is reliable. If the process is undertaken on a one-year cycle, one should plan the next budget at least three months prior to the end of the current one. If the budgeting is for much shorter periods, for instance one month, one should begin preparing next month’s budget within one to two weeks prior to the start date.

As per business terminologies there are six broad types of budgets made by enterprises, namely, sales budget, production budget, material purchase budget, staff budget, overheads budget, and capital expenditure budget.

Most organizations use structured planning to yield maximum results in key areas, including return-on sales, revenue growth, asset management and equity. Many businesses carry out the process almost on a daily basis, and include the majority of the activities associated with business planning, such as growth areas, competitors, cash flow and profit.

One of the prime benefits of carrying out annual business planning is that it gives organizations the opportunity to understand the performance, and also helps in realizing the factors affecting it. It also helps to make continuous improvements and anticipate problems, and offers sound financial information on which to base decisions, improved clarity and focus.

Venture capital in Small Business

Capital budgeting is very important in small business venture capital. It is the process of making investment in capital expenditure. Capital expenditure refers to expenditure and the benefits that are expected over a period of time, especially exceeding one year. The chief characteristic of capital expenditure is that expenses are incurred aggressively at one point in time. The benefits are realized at different points in time in the future. Capital expenditure decisions are also called long-term investment decisions.

Capital budgeting is very important in small business venture capital. It is the process of making investment in capital expenditure. Capital expenditure refers to expenditure and the benefits that are expected over a period of time, especially exceeding one year. The chief characteristic of capital expenditure is that expenses are incurred aggressively at one point in time. The benefits are realized at different points in time in the future. Capital expenditure decisions are also called long-term investment decisions.

The decisions concerning capital budgeting are crucial because they are long-term oriented and are irreversible in nature. The efficient running of a firm is reflected by the way decisions are made for the effective utilization of the firm’s financial resources. Such capital budgeting decisions are considered to be of paramount importance in heavy investment, long-term commitment of funds and impact on profitability.

The capital budgeting decisions generally involve very large amounts of capital funds. However, the availability of such funds is very limited. It is essential that thoughtful and wise decisions be made concerning investment of capital funds. This would, result in flow of profits for the firm. Capital budgeting involves employment of capital funds in the activities of the firm on a long-term basis. This increases the financial risk involved in such investment decisions, and necessitates careful and efficient planning. This is because, any wrong and unwise decision may prove disastrous for the small business venture capital firm.

Capital investment

While evaluating the profitability of venture capital investment proposals under the capital budgeting techniques such as Net Present Value (NPV) and Internal Rate of return are used. It should be noted here that these sophisticated methods use the “cost of capital” as the criterion to accept or reject an investment proposal.

Under the NPV method, the cost of capital is used to discount the future cash flows, whereas under the Internal Rate of return method, the cost of capital is compared with the calculated Internal rate of return in order to determine the efficacy of the capital investment proposals.

The minimum required rate of return that a firm must earn on its investments in order to keep the present wealth of the shareholders unchanged or keep the market value of the firm’s equity shares is referred to as “cost of capital”. In the context of evaluating the investment projects, cost of capital refers to the discount rate used for evaluating the desirability of the investment proposals.

Cost of capital plays a crucial role in the sphere of capital budgeting decisions. It serves as an important basis for financial appraisal of new capital investment proposals. For instance, the cost of capital is compared with the discounted rate of return to determine whether the proposed project satisfies one of the minimum acceptable standards. The expected rate of returns on a project must be greater than the cost of capital.

If the cost of capital of a firm is known, it is possible to make a fair estimation of the amount of risks that is involved in the company’s investment projects. For instance, if a firm were required to pay more than the market rate of interest in order to procure funds from the investors, this would show investors that the earnings rate of the firm is moderate or less and that the firm has limited opportunities to develop in future.

Planning expenditures

Capital budgeting is a process of planning expenditures incurred on assets whose cash flow is expected to range beyond one year. In other words, it is defined as a process that requires planning for setting up budgets on projects expected to have long-term implications. It can be used for processes such as the purchase of new equipment or launching of a new product in the market. Businesses prefer to intricately study a project before taking it on, as it has a great impact on the company’s financial performance.

Some of the projects that use capital budgeting are investments in property, plants, and equipment, large advertising campaigns, and research and development projects.

The success of a business depends on the capital budgeting decisions taken by the management. The management of a company should analyze various factors before taking on a large project. Firstly, management should always keep in mind that capital expenditures require large outlays of funds. Secondly, firms should find modes to ascertain the best way to raise and repay the funds. The management should also keep in mind that capital budgeting requires a long-term commitment.

The requirement for relevant information and analysis of capital budgeting has paved the way for a series of models to assist firms in amassing the best of the allocated resources. One of the oldest methods used is the payback model; the process determines the length of time required for a business to recover its cash outlay. Another model, known as return on investment, evaluates the project based on standard historical cost accounting estimates.

Popular methods of capital budgeting include net present value (NPV), discounted cash flow (DCF), internal rate of return (IRR), and payback period.

While working with capital budgeting, a firm is involved in valuation of its business. By valuation, cash flow is identified and discounted at the present market value. In capital budgeting, valuation techniques are undertaken to analyze the impact of assets instead of financial assets.

The importance of capital budgeting is not the mechanics used, such as NPV and IRR, but is the varying key involved in forecasting cash flow. The importance of capital budgeting is not only its mechanics, but also the parameters of forecasting the incurrence of cash in the business.

Managing Your Money

Managing Your Money

One of the biggest challenges adults encounter is learning about money. No matter how much money you may have, you still have to worry about managing your money so that you can save for retirement, college for your children, and any other desire you may have. The good news is that you don’t have to do this on your own. There are many qualified professionals that are trained specifically to help you with managing your money, and making the most of your income, no matter how little or how much you make.

For smaller amounts of money, you may be able to manage your bills and expenses on your own. If you are bad with figures, and tend to forget to pay bills, there are software programs made specifically to help with managing your money. These will often alert you when bills are due, and keep a running tab of your expenses. You can get a clear picture of your financial position this way.

For larger sums of money, you need to be a whiz at budgeting and money management to get the most bang for your buck. If this isn’t your strong suit, then you need help. You can find this help as close as your local bank. You can also find investment firms and consultants in your community that will assess your needs, and help you make the best decisions for managing your money. They may wisely guide you towards investing in stocks and bonds. The stock market can be a tricky place, but if you have someone smart and experienced helping you with managing your money, it’s a good gamble.

If dealing directly with the stock market isn’t for you, there are other ways you can go about managing your money so you have a good nest egg when you retire. You can use a 401k. Most employers help you set this up, and some will match what you contribute each week or each month. An investment company invests this money for you. You can choose high-risk stocks, or go for the safer, lower yielding stocks and bonds. You can also earn interest on your money by putting them in money market accounts at your bank. This is a great way to go about managing your money for retirement or education with little to no risk. These accounts are like savings accounts, but they require a minimum balance. The interest rates on money market accounts are higher than your average savings or checking account.

No matter how you go about managing your money, the important thing is that you look at all your options and make the best decision for you and your family. If you want to save for college, or for your dream vacation, let your advisor know what you want and when you want it. They can then spell out your options for you.