About 'accountants small business'|Accountants in Canada: Creating a Business Instead of a Job
In order to maintain the competitive vitality of your small business it is fundamental that you are aware of all your costs, that you control them, and that you know how they compare with those of competitors who product the same product or provide the same service. Costs are a measure of the resources, or input needed to produce a product or service and bring it to the customers or clients. It is important to consider all costs, from the development of a new product or service through the service after the sale. By understanding all the costs, you can determine the price you need to charge for the product or service, in order to cover all your costs and generate a reasonable margin or profit for your company. In overall terms, net operating income is calculated as follows: Sales revenues minus the cost of sales equals gross margin. The gross margin minus selling and administrative expenses equals net operating income. From operating income you subtract other general expenses that are not directly allocable to sales but that nevertheless form part of the cost of running your business. These expenses include interest and bank charges, taxes, and non-operating losses. Cost of Sales Cost of sales consists of all costs that are clearly allocable to the products sold or the services rendered. Some of these costs are easily identified, such as the cost of materials and labor that enter directly into manufacturing a product. Other costs may be more difficult to allocate directly to a particular product or service, but it is important to identify them as precisely as possible. Direct and Indirect Costs Direct costs are those that can be allocated directly to the product or service. In a merchandising company that buys articles for resale, direct costs include the amount paid for the merchandise, the shipping and transportation costs, and storage or warehousing costs. When you buy and sell more than one type of product, it is important to allocate the costs that correspond to more than one type of product, for example the costs of shipping an order that includes several types of products, and the cost of warehousing various types of products. In manufacturing companies, direct costs include raw materials, supplies, and labor. What is important is to be able to measure the cost and assign it to specific products. In this type of business, cost accounting takes on added importance, in order to be able to calculate a unit cost that can be used to set the proper selling price and calculate the margin earned on each type of product. In a services business, direct costs are the hours each person spends providing the service, multiplied by the compensation each person receives. It is important to consider all costs, including salaries and wages, bonuses and awards, and benefits when calculating the hourly cost. There could be materials that are used in providing the service and these also form part of the direct cost. And when the services of contractors or other third parties are used, the amount paid for their services is also included in the direct cost. Indirect costs are those that cannot be allocated to a specific product or service but that nevertheless form part of operating costs. These costs can include utilities such as water, gas, and electricity, and insurance. They also include repairs and maintenance of machinery and equipment, and depreciation and amortization. Indirect costs can be allocated to products and services based on a predetermined method, which may be on a prorated basis. In a merchandising company you could divide the purchase cost of the merchandise by the number of items purchased during a month. Then you can allocate part of the indirect costs for the month on a prorated basis to the items sold during the month to determine the cost of sales. The remaining portion of the indirect costs would remain as part of the cost of inventory, for the items purchased but not sold during the month. In a manufacturing company, you could allocate the indirect costs that are measured based on the passage of time, such as rent, insurance, the base cost of utilities, and depreciation, based on the number of products manufactured during the same period, such as a month. These allocated indirect costs would then form part of the cost of the product. The cost associated with products sold during the month would be booked as cost of sales, and the cost associated with products manufactured but not sold during the month would be booked as part of the inventory cost. In a services business, the total indirect costs incurred during the month could be divided by the total number of hours worked during the month. These costs would then be prorated and allocated to cost of sales based on the proportion of hours worked during the month that can be billed to clients. The portion of indirect costs allocated to hours that cannot be billed would constitute an administrative or general expense. There are more precise ways to allocate indirect costs. For example, in a manufacturing company where machinery is used to manufacture a product, if you can determine how much machine time is required to produce one unit, or a certain quantity of units, and you can determine all the costs involved in operating the machinery (electricity, fuel, lubricants, water, repairs, maintenance, and depreciation) you can calculate an indirect cost per unit. This involves more effort in accounting for the costs, but when these costs are significant, it may be beneficial and even necessary. Depreciation Depreciation is the method used to spread the cost of investments in buildings, installations, machinery, and equipment over their useful life. There are specific rules that apply for the depreciation that can be claimed as a business expense, and therefore a deduction for tax purposes. For financial accounting purposes, it could be that the same method used for tax purposes may serve to calculate depreciation expense in your business. But if you want a more precise determination of the cost that your fixed assets involve, you will need to make the most accurate estimate possible of their useful life. Useful life depends on several factors including whether the asset is purchased new or used, the manufacturer's indications, the use that is made of the asset, the operators' know-how, the percentage of its capacity at which the equipment or machinery is operated, scheduled maintenance, the exposure of the asset to wear factors such as weather, and the company's policy with regard to scheduled replacements. To calculate depreciation you take the invested amount, that is the initial acquisition cost, and subtract the salvage value, which is the value you expect to recover from the asset when you no longer use it. This gives you the depreciable value. The depreciable value divided by the number of periods in which you expect to use the asset (its useful life) gives you the depreciation charge per period. Fixed and Variable Costs In addition to being direct or indirect, costs can also be fixed or variable. Variable costs fluctuate according to the quantity produced or the level of activity, while fixed costs remain constant, regardless of the level of production or activity. Rent and insurance are fixed costs - they are the same every month. Raw materials and supplies are generally considered variable costs. Salaries and wages can be fixed costs and also variable costs. Wages that are paid based on the amount of work done, or the number of units produced, are considered variable costs. The salaries of administrative personnel are generally fixed costs. In a manufacturing company, the number of workers may conform to production requirements, and in this case salaries and wages could be a fixed cost in the short term, but variable over the long term. The depreciation of equipment, machinery, and other installations used in manufacturing can be a variable cost if depreciation is calculated based on machine hours, for example. The depreciation of other assets, when calculated based on equal periods, would be a fixed cost. Total Cost and Unit Cost It is important to consider costs on a total as well as unit basis. A total cost may seem reasonable, and may leave a profit in one month, when a certain number of units are produced. But the same total cost in a month when fewer units are produced may be excessive. For example, if you had revenues of $50,000 one month, with a total manufacturing cost of $40,000, you were left with a gross margin of $10,000. In that month, you manufactured and sold 100 units at a price of $500 per unit, and a unit cost of $400. The next month, the manufacturing cost stayed the same at $40,000. But instead of manufacturing 100 units, you only manufactured 50. Now the unit cost is $800 ($40,000 / 50). If you sell the 50 units at the same price of $500, your total sales revenue would be $25,000 (50 units x $500) and with the total cost of $40,000 you would have a loss of $15,000. ABC - Activity Based Costing This system is oriented toward the activities carried out in the company, with the purpose of determining the value that each activity in each process adds. The activities are the set of elemental jobs and tasks whose realization determines the final products. The basic idea behind this method is that it is the activities and not the products that generate costs, and it is the products that consume the activities. And in this model, the indirect costs of supporting activities take on greater importance. According to this method: (1) the different supporting activities (indirect expenses) are identified and analyzed. (2) The corresponding costs are assigned to each activity, creating cost groupings. (3) Activity measures are found, that serve as the connection between the activities and the respective indirect costs, which can be related to the finished product. These activity measures must be defined in activity units that can be clearly identified. The activity measures, or "cost drivers" could include the number of production orders filled and the number of deliveries made, for example. A higher cost is allocated to those products that have demanded more cost drivers and therefore more of the company's resources. The activity based cost method is especially relevant for an operation in which indirect expenses make up a significant part of the cost of manufacturing a product. In an operation in which raw materials, supplies, and labor are the principal costs, and indirect expenses make up a less significant component, the traditional method of costing may provide a sufficiently precise cost determination. But it should be noted that the activity based cost system is designed to define the set of activities whose objective is to create value for the business. It is a system that generates the cost of the products, but is also used to analyze a company's value chain. The sets of activities that make up the overall productive processes are placed in sequential order to determine the cost that is accumulating in the chain, and the value that is added in each process. What to Do with Costs Once all the costs are identified, you can use this information to plan, budget, and forecast. Information on costs can be used to set the prices to be charged for the products and services your business offers. In a business that works on the basis of jobs or projects, this information will enable you to quote a price that covers all your costs and leaves you with an adequate profit margin. You need systems to record your actual costs. With these records you can compare your estimated and budgeted costs to the actual costs and perform a variance analysis. Based on this, you can take the necessary measures in managing your operation. |
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