Do you know whether you will have enough cash to make payroll next month? How about the month after that?
If you’re running a start-up, do you know your burn rate—that is, how fast you are going through your cash?
Do you know how profitable your company’s products or services really are? Do you know that you can be running a profitable business and still run out of cash?
If you’re thinking about buying a new piece of equipment—a truck, a computer system, a machine—do you know how to figure the likely return on your investment?
They can’t know exactly how long a piece of equipment will last, so they don’t know how much of its original cost to record in any given year. The art of accounting and finance is the art of using limited data to come as close as possible to an accurate description of how well a company is performing. Accounting and finance are not reality; they are a reflection of reality
when revenue should be recorded (or “recognized,” as accountants like to say). Here are some possibilities:
• When a contract is signed
• When the product or service is delivered
• When the invoice is sent out
• When the bill is paid
Xerox, which played a game with revenue recognition on such a massive scale that it was later found to have improperly recognized a whopping $6 billion of sales. The issue? Xerox was selling equipment on four-year contracts, including service and maintenance.
operating expense reduces profit immediately and that a capital expenditure spreads the hit over several accounting periods. You can see the temptation here. Wait. You mean if we take all those office supply purchases and call them capital expenditures, we can make ourselves look a lot more profitable? This is the kind of thinking that got WorldCom, for example, into trouble
Most capital expenditures are depreciated (land is an example of one that isn’t). Accountants attempt to depreciate the item over what they believe will be its useful life.
Some years back, airlines realized that their planes were lasting longer than anticipated. So the industry’s accountants changed their depreciation schedules to reflect that longer life. As a result, they subtracted less depreciation from revenue each month. And guess what? The industry’s profits rose significantly
your banker will want to know the details of depreciation if you ever apply for a loan.
If your company has more than one store, plant, or branch office, you may want to see income statements for each one.
An income statement, like a report card in school, is always for a span of time: a month, quarter, year, or maybe yearto-date. Some companies produce income statements for a time span as short as a week.
“Actual” Versus “Pro Forma”. Sometimes pro forma means that the income statement is a projection. But pro forma can also mean an income statement that excludes any unusual or one-time charges.
the “sales” line is usually followed by “cost of goods sold,” or COGS. In a service business, the line is often “cost of services,” or COS. If that line is a large fraction of sales, chances are you’ll want to watch COGS or COS very closely. But you better know exactly what goes into it. As we’ll see, accountants have some discretion about how they categorize various expenses.
Most lines with labels like that aren’t material to the bottom line anyway. And if they are, they ought to be explained in the footnotes.)
you might decide that selling expenses shouldn’t be more than 12 percent of sales. If the number creeps up much above 12 percent, you’ll want the sales manager to explain why. It’s the same with the budget and variance numbers. (“Variance” just means difference.) Financially savvy entrepreneurs and managers always identify variances to budget and find out why they occurred.
Amortization is the same basic idea as depreciation, but it applies to intangible assets. Items such as patents, copyrights, and goodwill.
gross profit, operating profit, and net profit.
Taxes don’t really have anything to do with how well you are running your company. And interest expenses depend on whether the company is financed with debt or equity
So operating profit, or EBIT, is a good gauge of how well you and your management team are running your business. It measures both overall demand for the company’s products or services (sales) and the company’s efficiency in delivering those products or services (costs). Bankers and outside investors look at operating profit to see whether the company will be able to pay its debts and earn money for its shareholders.
goals is to increase profitability, another is to increase equity.
the equity section of the balance sheet shows the accumulation of profits or losses left in the business; the line is called retained earnings (losses) or sometimes accumulated earnings (deficit)
Equity is the shareholders’ stake in the company as measured by accounting rules. It’s also called the company’s book value.
Sometimes a balance sheet includes an item labeled “allowance for bad debt” that is subtracted from accounts receivable. This is the accountant’s estimate—usually based on past experience—of the dollars owed by customers who don’t pay their bills.
Say you started an entertainment company thirty years ago, and you bought land around Los Angeles for $500,000. The land could be worth $5 million today—but it will still be valued at $500,000 on the balance sheet. Sophisticated investors like to nose around in public companies’ balance sheets in hopes of finding such undervalued assets.
In the go-go years of 2000 and 2001, Tyco was buying companies at breakneck speed—more than six hundred in those two years alone.
If your company owes $100,000 to a bank on a long-term loan, maybe $10,000 of it is due this year. So that’s the amount that shows up in the currentliabilities section of the balance sheet. The line will be labeled “current portion of long-term debt” or something like that. The other $90,000 shows up under “long-term liabilities.”
net profit increases equity unless it is paid out in dividends. By the same token, a net loss decreases equity. If a business loses money every month, liabilities will eventually exceed assets, creating negative equity. Then it is a candidate for bankruptcy court.
Every sale recorded on the income statement generates an increase either in cash (if it’s a cash sale) or in receivables. Every payroll dollar recorded as COGS or in operating expenses represents a dollar less on the cash line or a dollar more on the accrued-expenses line of the balance sheet. A purchase of materials adds to accounts payable
• Is the company solvent? That is, do its assets outweigh its liabilities, so that owners’ equity is a positive number?
• Can the company pay its bills? Here the important numbers are current assets, particularly cash, compared with current liabilities. More on this in part 5, on ratios.
• Has owners’ equity been growing over time? A comparison of balance sheets for a period of time will show whether the company has been moving in the right direction.
If owners’ equity is rising, is that because the company has required an infusion of capital, or is it because the company has been making money?
the two most important measures for the entrepreneur who is just starting out are cash flow and burn rate
How does Buffett do it? Many people have written books attempting to explain his investing philosophy and his analytical approach. But in our opinion it all boils down to just three simple precepts. First, he evaluates a business based on its long-term rather than its shortterm prospects. Second, he always looks for businesses he understands. (This led him to avoid dot-com investments.) And third, when he examines financial statements, he places the greatest emphasis on a measure of cash flow that he calls owner earnings.
Privately held companies can also do stock buybacks—for example, when an owner or investor is bought out of the business.
reconciliation means getting the cash line on a company’s balance sheet to match the actual cash the company has in the bank
Some companies have looked at free cash flow for years. Warren Buffett’s Berkshire Hathaway is the bestknown example, though Buffett calls it owner earnings.
First, get your cash flow statement. Next, take net cash from operations, and deduct the amount invested in capital equipment, as shown in the investment section of the statement. That’s all there is to it—free cash flow is simply the cash generated by operating the business minus the money invested to keep it running.
It might have helped us all back in the dot-com craze, when so many new companies had negative operating cash and huge capital investments. Their free cash flow was a big negative number, and their cash needs were covered only because investors were throwing lots of dollars into the pot. Buffett, who was nearly alone back then in relying on free cash flow, never invested in any of those companies.
You can use free cash flow to pay down debt, buy a competitor, or increase salaries (including your own).
days sales outstanding (DSO). bill-and-hold
would-be acquirers —look at ratios such as price-to-earnings or, for a private company, a given multiple of annual EBITDA. That helps them decide whether a company is valued high or low in comparison with similar companies.
You can compare ratios with industry averages (check with your industry trade group or association).
If you can reduce inventory or speed up collection of receivables, you will have a direct and immediate impact on your company’s cash position.
Ask your accountant and banker what numbers they study when they look at your business.
First, take a company’s return on equity. Multiply that figure by the ratio of retained earnings to dividends. The result gives you the sustainable growth percentage that can be funded internally at current debt ratios.
One is to increase net profit margin, either by raising prices or by delivering goods or services more efficiently. A second is to increase the asset turnover ratio. That opens up another set of possible actions: reducing average inventory, reducing days sales outstanding, and reducing the purchase of property, plant, and equipment. Third, you can increase your ability to grow without giving up equity by increasing the use of debt.
a hurdle rate—the return they require before they will make the investment
figuring the cost of its debt (the interest rate). Say a company can borrow at 4 percent (after taking into account the fact that it can deduct interest payments from its taxes)
This is a common phenomenon: often people analyze investments only to justify them.
In the case of a new machine, total costs would include the purchase price, shipping costs, installation, factory downtime, debugging, and so on. You will also need to determine the machine’s useful life. You might talk to the manufacturer and to others who have purchased the equipment to help you answer that question.
calculate the net present value of the project using this hurdle rate. If you haven’t yet established a rate, decide on one. (It obviously needs to be higher than the interest rate on the loan you are applying for.)
speeds up the cash conversion cycle
working capital = current assets – current liabilities
days sales outstanding, or DSO—that is, the average number of days it takes to collect on these receivables.
“2/10 net 30” means that customers get a discount of 2 percent if they pay their bill in ten days and no discount if they wait thirty days.
one day of sales in our sample company is just over $24,000. Reducing DSO from fifty-five days to fifty-four in this company would thus increase cash by $24,000. That’s cash that can be used for other things in the business.
This business requires working capital of around $1.8 million just to finance its operations.
An aging analysis will present you with just these kinds of figures: total receivables under thirty days, total for thirty to sixty days, and so on. It’s usually worth checking out that analysis as well as your overall DSO number to get the full picture of your receivables.
financial intelligence quotient is higher
they changed our commission plan. We used to be paid on sales, and now we’re paid when the sales are collected.
There’s a famous book called Warfighting, prepared by staff members of the U.S. Marine Corps, that was first published in 1989 and since then has become a bible of sorts for special forces of all kinds. One theme of the book is that marines in combat are always faced with uncertainty and rapidly changing conditions. They can rarely rely on instructions from above; instead they must make decisions on their own. So it’s imperative that commanders spell out their broad objectives and then leave decisions about implementation to junior officers and ordinary marines in the field.
Like every start-up, it experienced periodic difficulties and crises, and more than once the company’s accountant told Joe that it couldn’t survive another period of turbulence. But somehow it always did. Finally, the accountant confessed to Joe, “You know, I think the reason why you get through these difficult times is because you train your employees and share the finances with them. When times are tough, the company rallies together and finds a way to fight through it.”
Explain where the numbers come from, why they’re important, and how everybody affects them. Track the trend lines over time. Once that begins to occur, try taking it to the next level: forecast where the numbers will be in the coming month or quarter. You’d be amazed how people begin to take ownership of a number once they have staked their credibility on a forecast. (We’ve even seen companies where employees have set up a betting pool on where a given number will be!)
when should you add employees? How fast should you add them? Which skill sets do you need most urgently? Where and how will you look for candidates? Which candidate will you choose for each position?
fastfood chains. Many of them operate on a franchise model, but some, such as Starbucks, own all their own stores.
open-book management (OBM)
SARBANES-OXLEY If you are reading this book, your company probably isn’t publicly traded. So right now, at least, you probably don’t have to deal with the law known as Sarbanes-Oxley.
They must include an “internal controls report” in their annual report to shareholders, addressing management’s responsibility in maintaining adequate controls over financial reporting and stating a conclusion about the effectiveness of the controls.
The average cost for companies is $5 million; for large companies such as General Electric, it maybe as much as $30 million.