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Buying a home can be a wise financial decision because it allows you to make an investment rather than spending money on rent each month and getting nothing to keep in return. As a homeowner, you have the potential to build equity as you make mortgage payments each month. You also might see your home’s value increase if you make improvements or market home values rise. In many areas of the country, being able to afford a home is a challenge. Home values are high, and if you are still at the start of your career, your income might price you out of the market. If you are not ready to buy a home on your own, it is worth considering buying a home with a friend.
Advantages of buying with a friend
You are more likely to qualify for a mortgage on a home if you have two incomes and two savings accounts that you can tap into for the down payment and closing costs.
Buying with a friend allows single people who would only want one or two bedrooms to buy in neighborhoods where there aren’t any smaller homes available.
You can share the cost of utilities, taxes, insurance, and upkeep on the home, helping you both have low ongoing costs.
Disadvantages of buying with a friend
You will be in a difficult financial situation if your friend does not make payments on time because missed payments affect your credit score.
You will need to sort out among yourselves how you will pay for needed repairs and improvements, and how you will decide what projects to undertake.
One of you may want to move, and you will have to figure out what to do with the home you own together.
Methods for buying
The typical method for buying a home together is to apply for a mortgage together and have both of your names on the property title. You can either be listed as tenants in common, which allows you to own different shares of the property or as joint tenants, which is an equal split. This method has the advantage of giving all buyers specific legal rights to the property. If one of you has an especially strong financial situation, you could have just that person apply for the mortgage. The lender will then consider only that buyer’s credit score, income, and cash on hand for the down payment. You can then work out an arrangement for how you will handle the payments between yourselves.
Exit strategies: How to move on
It is inevitable that eventually, one of you will want to move for a new job, change in relationship status or just to have their own place. Therefore, you need to have a plan in place for what you will do if or when this happens. You might agree to get the property appraised and allow one of you to buy out the other’s ownership interest. Alternatively, you might sell the property together and split the proceeds. Legally, co-owners can typically sell their interest in the property to someone else, so you should discuss whether you want to keep this available as an exit strategy and whether to place constraints on any new co-owner.
Making it work to buy a home together
If you are serious about buying a home together, hire a lawyer to create a contract that includes all the details. You should identify the contribution each party made to the downpayment and how responsibilities for making your monthly mortgage payment break down. Also, document which of you will claim the mortgage interest tax deduction, how you will finance home repairs, and any guidelines for shared home use. If you have a legal contract, it will be easier to settle any disputes that arise later and hopefully make owning a home a positive experience for everyone.
Buying a Home with a Friend
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Buying a Home with a Friend
For many people nearing retirement age, their 401(k) account is their biggest asset. It represents many years of contributions, along with the earnings these contributions have generated from investments over the years. When you have all this money sitting around, you may have a time when you want to withdraw funds from your 401(k) before you reach retirement age. Perhaps you are facing an unexpected expense or a financial hardship, or maybe you want to make a big purchase. It is possible to withdraw money from your 401(k) before retirement, but it can be very costly to you, depending on the situation.
Rules for 401(k) withdrawals
The typical rules for 401(k) withdrawals are that you must wait until you are age 59-1/2 before you may begin making withdrawals without penalty. However, most employers have additional rules for their 401(k) plans that allow you to make earlier withdrawals of contributed amounts, but not the earnings from those contributions. In order to make withdrawals without penalty, you must be in a hardship situation with an immediate financial need, which might include:
Unreimbursed medical expenses for you, your spouse, or your dependents
Purchasing or repairing damage to your personal residence
Payments to avoid eviction from a primary residence or foreclosure on a primary residence
Paying college expenses or room and board for you, your spouse, or your dependents
Funeral expenses
Other types of immediate and substantial financial needs
These early withdrawals will reduce the balance of your account now and will significantly affect your balance at retirement. Withdrawn amounts will not generate any additional earnings between the time of withdrawal and your retirement. Take the long-term financial implications of your early withdrawal into account. In addition, you may have short-term costs in the form of penalties for early withdrawals.
Penalties associated with withdrawals
In general, you must pay a 10% penalty on the amount of your withdrawal if you are not yet 59-1/2 years old. You’ll pay this penalty when you file your tax return. You’ll also be responsible for any income taxes you owe on the withdrawal amount. If you have a Roth 401(k) account, you will not owe income taxes on the withdrawal, but you may still owe the 10% penalty.
Exceptions to early withdrawal penalties
There are some specific cases in which you can make early withdrawals without having to pay the 10% penalty. However, you still have to pay any income tax due on the withdrawal. These special exception cases include:
Medical costs that exceed 10% of your adjusted gross income for the year
You are totally and permanently disabled
A court order to give money to your child, other dependent, or ex-spouse
Leaving the workforce when at least 55 years of age
Setting up “substantially equal” withdrawals (usually based on life expectancy) that must continue for at least five years or until you are age 59-1/2. This is based on IRS rule 72(t)
You are a military reservist being called to active duty
Borrowing from your 401(k)
Before you withdraw money from your 401(k), consider whether you might be better off borrowing from the account instead. Many employers allow you to borrow up to the lesser of $50,000 or half of your account balance. You pay interest on the loan, but that interest goes back into your 401(k) account. However, keep in mind that if you leave your job, voluntarily or not, the loan will become due immediately. If you do not pay it back, you will face the early withdrawal penalties.
Weigh all factors to make your decision
Overall, when possible, you should not withdraw funds from your 401(k) until you reach retirement age. Even then, you should consider leaving the funds in your account until full retirement age to allow them to continue growing during these years of peak earnings. If you are in a financial emergency and qualify to make a hardship withdrawal, keep the tax implications in mind when planning the amount to withdraw. If you still have working years ahead of you, consider taking a loan instead to avoid the early withdrawal penalty and help replenish your retirement account and limit your financial repercussions.
Should You Withdraw Funds from Your 401(k)?
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Should You Withdraw Funds from Your 401(k)?
If you have ever added up the total amount you pay in interest on all your debts each year, you probably ended up shaking your head in disgust. It is frustrating to pay interest on money you have borrowed, especially if you have debts that are being charged a high interest rate. The debt avalanche strategy can help you get out of debt while paying as little interest as possible by tackling the debts with the highest interest rates first.
How the debt avalanche strategy works
The debt avalanche method focuses on the power of each dollar to eliminate debt that is being charged a high interest rate. To get started, list all of your debts in order of interest rate, with the highest interest rate at the top of your list. Then, while making just the minimum payment on all your other debts, make as big of a payment as you can each month on the debt with the highest interest rate. Once you pay that off, start focusing your effort on the debt with the next highest rate and keep repeating the process until you are out of debt.
Are you the type of person who should use the debt avalanche strategy?
Do you like the satisfaction of knowing you are using your money as efficiently as possible to repay your debts? The debt avalanche method helps you cut down the amount of interest you are paying as quickly as possible.
Do you have the discipline to stick to your debt repayment plan for the long haul? The debt avalanche method does not always have a quick win because your highest interest debt may have a large balance, which could take many months, or even years, to pay off.
Do you have self-control with the way you spend your money? You will need to stick to a budget and carefully manage your bills to make the most of the debt avalanche and achieve your long-term financial goal of getting out of debt.
The Avalanche Debt Repayment Method
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The Avalanche Debt Repayment Method
As a parent, you hold primary responsibility for training your children in the skills they’ll need as adults. One of these major skills is saving money, and if you start early, you can ingrain principles and habits in your kids that will give them a strong financial footing for their future. Many problems with debt are the direct result of not knowing how to save money well, so teach your kids about saving from an early age.
Basic principles
As soon as kids understand what money is, they’ll be ready to learn what they can do with it. It is your job to discuss with them the concepts of spending versus saving. Talk to them about how every time someone wants to buy something, he needs to have enough money for it. Because some things cost a lot of money, you might not have enough if you did not save some of the money you got before. Your kids will be a lot more likely to take hold of these principles if you are practicing them too. When you make a big purchase, like a family vacation, talk about how you had saved up for it. You can even discuss saving when they ask for something you cannot afford, and you tell them they cannot get it because you are saving the money for a particular purchase.
Earning interest
Saving money under the mattress, in a cookie jar, or in a piggy bank is not the best way to do it. Kids should understand that they can earn even more money on the money they are saving. This concept is at the foundation of retirement savings, and even if you do not frame it in that context, it is still valuable for your kids to learn. Help your child understand what it means to earn interest by helping them open a savings account at your local credit union or bank. Many banks or credit unions have accounts designed specifically for children that yield relatively high interest rates on their low balances, and don’t charge any fees either. Make a habit of looking over the account statement with your child each month so she can see the interest deposits and watch the money add up. Older kids can also learn about earning interest through certificates of deposit, bonds, and other long-term investments.
Saving up to buy
Help your kids put all of these principles into practice in their lives by encouraging them to save up to buy the things they want. Help them research how much something will cost and make sure they have a place to put saved money. Then, every time they get money, whether from an allowance, working or receiving it as a gift, ask them how much of it they want to save for the item they plan to buy. This works for everything from small toys to bigger items like electronics, special trips, a car, and college. Hopefully, as your kids get age, they’ll start applying the principles even without prodding.
Learning to Save
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Learning to Save
Your customers are the foundation of your business success. You stay profitable by selling. That means engaging with customers and building trust and loyalty. To make a solid relationship happen, you need to provide great customer service. How you do that is both simple and complicated. The heart of effective customer service is treating customers like you would like to be treated. However, as always, it gets more involved when you try to figure out the details. Many firms just use the platitude “The customer is always right” as a basis for managing customer relationships. Other companies use detailed checklists, which can predictably lead to canned responses. Neither approach is the remedy for long-term success.
The Right Mindsets
You need a combination of these two approaches in order for your customer service to be top notch. First, let’s look at the mindsets you want to cultivate in yourself, your managers and in staff who deal one-on-one with customers.
Come from a place of abundance.
This is not just new age thinking. If you feel successful, you can afford to be generous to your customers. They pick up on this immediately. It engenders a feeling of security when you are generous. It can be as simple as a free refill on coffee or giving a refund. In the long run, you will benefit from using generous business policies and practices.
Make the most of every interaction.
Each personal interaction gives you a chance to make your company, service, and brand memorable to a customer. They in turn will pass their impressions, good or bad, onto a wide range of people in their network. It might seem inefficient to take the time to interact with someone who may not even buy from you. However, that does not take into effect the ripple effect of each and every contact you and your staff have with a person.
Tips for Providing Great Customer Service
Here are five concrete tips for providing the best possible customer service.
Listen to complaints and act on them quickly.
Word-of-mouth about a bad interaction spreads quickly. Defuse it by answering your customer’s complaints immediately.
Find out what your customers need by listening to them.
This can be done in person when they come into your store, when they email you about locating a hard-to-find product, and when they talk to each other via social media. The more you listen, the better you know what they are looking for and what you need to provide to keep them coming back.
Identify customer needs and provide them.
You do this by keeping abreast of industry trends in trade publications and reading the results of surveys. Write a survey and get customers to fill it out by offering a discount on future purchases. This is taking the idea of listening to your customers a simple step further.
Make each customer feel important.
Use their name, so they feel like an individual to you, not just one of the teeming masses you claim as a customer. Thank them at the time they buy from you and follow up by offering special promo codes for future business.
Ask for feedback.
Then act on it and respond to it with individual customers. Have a suggestion box prominently displayed in your brick-and-mortar store. Have an easy-to-use contact form on your website. Check back regularly to see how the product is doing for them.
Your customers may not always be right, but they are your customers, the people who ultimately pay your salary. Be decent to them, fair, and caring, and you will inspire trust and loyalty.
Providing Great Customer Service
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Providing Great Customer Service
Zoning laws play a major role in where you set up and conduct your business. Being aware of what is in force in your area will save you money and frustration. To remain in good legal standing, your business must be in compliance with your local ordinances, so it pays to stay abreast of those that will impact your business.
Reasons Laws Exist
Zoning laws and ordinances do not exist just to bedevil your business plans. It may seem that way when you cannot operate out of your home or have your factory expansion plans halted. Most ordinances are passed to keep neighborhoods livable and preserve property values. This is why you cannot build a commercial building on a piece of property zoned for residential use. For that matter, you may not be able to construct a home in a rural area if it is against the local agricultural zoning regulations. To be proactive, find out what the current zoning laws are in the areas you are considering doing business. Modify your plans to fit the rules. Alternatively, hire a lawyer and attempt to get a change in local ordinances passed.
Business Impact
Zoning laws can have a significant impact on home-based businesses. Starting in your home is logical for many new businesses. You are small enough to not need separate offices and not paying rent reduces overhead substantially. If all you need is the kitchen table or even a room in your house, you probably won’t have to worry. However, your local regulations may make it a difficult proposition if you are making products or want to sell to customers from your home. On the other hand, if customers visit to conduct business or employees work out of your home, you may face problems. This is because it can affect:
Parking in your neighborhood
Traffic levels on local streets
Noise levels
Inviting strangers into the neighborhood
All of these may not be relevant to your business, but it is important to know what the laws are and to figure out ahead of time the impact they can have on your plans.
Zoning Laws
There are several categories of zoning regulations, including:
Residential
Industrial
Commercial
Recreational
Agricultural
Each has a multitude of subcategories. This is what makes zoning laws so complicated for the small business owner to figure out. To be sure that you are in compliance, the help of a lawyer or real estate professional is invaluable. Among the most common types of restrictions that local laws establish are:
Building height
Building size
How close one building can be to another
Types of facilities and permitted uses
Where on a piece of property you can locate structures
For example, a retail store is covered by several zoning laws that limit how big the building is and how many parking spots it needs.
Permit Requirements
You can ask for a conditional-use permit if you work out of a structure not zoned for business. You obtain one by filing for a zoning variance or conditional use permit or even a zoning change. This conditional use permit lets you operate your business for the time being in the location, even though the zoning does not permit it. You will have to pay a filing fee, which can cost several hundred or several thousand dollars, depending on the municipality. Have a lawyer work with you and the governing locality to give yourself a chance to get the conditional use permit changed to something more permanent. Staying in compliance with local ordinances and zoning regulations makes it possible to conduct business legally at the location you choose. If you are caught not following the regulations, you may be subject to a substantial fine. It is not worth the hassle. Work with a lawyer, find out what each area requires, and locate your business accordingly.
Laws and Local Ordinances That Impact Your Business
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Laws and Local Ordinances That Impact Your Business
Hanging onto your money and handling it competently is a challenge from the time you are a youngster getting an allowance to when you become a small business owner. For an owner, it can be the make or break factor for being able to stay in business, let alone turning a profit and growing.
Why Is Money Management Essential?
Even if you have an accountant, you still need to know how to handle your money. That means understanding the basics of bookkeeping, knowing how to make and keep a budget, and paying your bills on time. Competence in money management sets your business up for growth. With it, you pay bills on time and earn a solid credit score. Banks, credit unions, and investors will look positively on you when it comes time to borrow or invest. The more adept you are in managing your money, the better your cash flow will be. That is the lifeblood that keeps your business vigorous. Money from customers and investors needs to keep circulating, paying employees, settling accounts with your suppliers, and keeping the taxman happy. Here is a look at how you can master money management in your business.
Basic Steps to Take To Manage Money
Use a business bank account.
Whatever the size of your business, even if you are just one person working on a laptop at the local coffee shop, you need to open a business bank account. Run all money that is business related through this account. That means all payments from customers go into it, and all bills from suppliers get paid out of it. This is essential for the organization and to create an accurate picture for tax purposes.
Use an accounting system.
Set up your accounting books right away. Do it yourself using Fresh Books, QuickBooks or another accounting software. You can farm the entire process out to an accountant, handle part of it yourself and have the accountant handle taxes, or take care of the entire process yourself. Whichever method you choose, understand how the software operates, keep on top of what money is coming in and going out, and don’t get behind on logging transactions.
Set up a payment system.
You need an effective way to accept money for your product or service. This can be as simple as using Paypal, or more complex using a shopping cart and merchant account. The more payment options you give customers, the easier it will be to collect what is due.
Offer credit sparingly.
Extend credit wisely and conservatively. Check the credit score of your customers before giving them credit. Be clear and consistent with your credit-granting criteria. This will save you hours of angst trying to collect and keep the cash flowing.
Learn how to estimate a job.
Estimates should be as accurate as possible. Understand what your overhead is, how many hours a job will take you, and the minimum you need to quote to make a profit. If you consistently charge too little in an attempt to keep money coming in, you are leaving money on the table, or worse, you run the risk of eventually going out of business. To make sure you are making enough money, track time and expense for every job. Many accounting programs, like QuickBooks, let you produce a job-costing report for every job you handle. Review the reports weekly to make sure you are charging correctly.
Keep your overhead to a minimum.
Hire staff only when you can afford it and need them. If they sit around with nothing to do, you lose money. When you are starting out, don’t set up your office in expensive quarters. Spend just what you need to make clients comfortable if they come in, but avoid high-cost decorating schemes. Put your extra money into research and development of new products and marketing. Invest in areas that will produce a true profit.
Make a budget and stick to it.
Budgets provide structure, which every business needs. They help you decide how much to spend in each area and how much to earmark for growth. Base the budget on expenses from previous years, how the market is doing, how much your suppliers are charging, and your overhead. Be sure to include money for emergencies and to fund future growth. Taking a proactive stance toward handling money radically reduces the risk that you will be caught unawares by a big expense. It will let you keep adequate cash flowing through your business, letting your business prosper and grow.
Money Management
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Money Management
At a certain point, every businessperson needs to know what his company is worth. While it might sound simple, accurate business valuation is quite complex. No prospective buyer is going to take your word for how well your company is doing. When you claim your business is profitable and has great potential, you need to back up those statements with numbers and documentation. Whether you are considering purchasing an existing business, selling your business, looking to attract investors or thinking about going public, here is a look at how to approach the process of valuing your business.
Reasons for Valuing
Two common reasons for needing a business valuation is because you want to sell your business, or someone has made an offer to purchase it. However, other financial circumstances might require it, like a divorce, disagreement about the value of an estate, or a problem with gift taxation. When you need to figure out what your business is worth, three common approaches for calculating the value of your business are:
Asset-based
Income-based
Market-based
Each model is appropriate in specific circumstances.
Asset Approach
With this model, you calculate the net value of all the assets your business owns, taking into account depreciation, and the result is your firm’s value. Assets include land, buildings, equipment, inventory, copyrights and trademarks, customer lists, and improvements to the physical structure. The owner’s discretionary cash for a single year called the owner benefit, is also included in the total asset figure. This method should also account for liabilities, such as outstanding loan balances and accounts payable. These liabilities should be deducted from total assets to yield a net asset value. Prospects love assets like these because they are built-in insurance. If cash flow slows down after he buys, he can sell assets to bring in money. This is the sensible method for retail and manufacturing firms, which are considered asset-heavy. It is usually not the best one to use for a small business.
Income Approach
With the income approach, which is also called capitalization of income, you focus your attention on cash flow and the return on investment. For example, if your business has revenue of a million dollars and $750,000 in expenses, you will have an income of $250,000. However, businesses are typically not valued based on a single year of income, but their ability to produce continued earnings in future years. The capitalization method uses a capitalization rate and anticipated earnings to value the business. Different industries typically use different standard capitalization rates as a basis for valuation. However, the capitalization rate for your business might be lower or greater than the industry average based on a number of key financial and operational factors. These include things such as business growth, competitive environment, management team and an earnings history. The capitalization rate eventually used for your business will be used as an earnings multiplier. As an example, a capitalization rate of 33% will yield a three-times earnings valuation, and a rate of 50% will yield a two-times earnings value.
Market Approach
This method is much like what realtors use when tempting buyers to purchase a home. The realtor shows prospects comparisons of what similar homes in particular neighborhoods have sold for in the recent past. Similarly, with a market approach for your business, you use sales figures based on industry averages as a multiplier. This makes it the most subjective of the three approaches. The challenge with this method is that it is easy to over or underestimate the value. A prime example is the internet company with an inflated value, selling for many times its estimated gross revenue before they have made a penny in profit.
Documenting Your Work
Most every prospect interested in your company will expect proper documentation. When they have an accountant or lawyer perform due diligence before deciding to buy or invest, they will want to check the numbers that tell the financial story of of your business. They want to review at least the following:
Basic financial reports
Sales reports
Personnel organization charts
Job descriptions
Production reports
Manuals that cover plant and office operations
Naturally, the more complete your company’s documentation is, the higher your prospect’s comfort level will be. By the same token, if you do not have a complete set of books, it sets up danger flags to potential buyers.. This is not reassuring to someone who wants to buy a moneymaking concern. In summary, figuring out how much your business is worth is one that makes the most of a prospect’s perception of the business. It is not a mere number-crunching exercise. In fact, experts consider it more art than science. A sensible prospect will use professionals to help him determine the value of your business. That can mean employing the expertise of an appraiser, broker, accountant or lawyer, or all of them. It is important that you, as the owner, sit down with them and go over your financials and other documentation. This gives you a chance to ask and answer questions, point out intangibles and help them get an accurate understanding of what makes your business so potentially valuable. It also lets you get a close-up view of how they arrived at the business value they did, making you more comfortable with the end valuation.
Valuing Your Business
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Valuing Your Business
Keeping your records up-to-date, in a safe place and for the required legal period is tedious, but essential for your small business. Whether you store them in a shoebox in a manila envelope or use an advanced electronic storage retrieval system, you need a reliable way to keep your records. The size and complexity of your business will dictate what methods you use. The important thing is to have a system in place from the beginning and to use it routinely.
Why the Need for Recordkeeping?
The primary reasons a small business needs to keep accurate records are:
Detail tracking
Planning
Legal compliance
Tax preparation
Detail tracking means keeping an eye on your customers, inventory, and sales. Without this data to refer to, you’ll never know if you are profitable or making progress towards profitability. Keeping in touch with new and old customers, monitoring what types of goods they buy, and when, helps you plan your production schedule and marketing efforts. The more personal attention you can give a customer, the more favorably they will view you and your company. When you keep detailed records, you can reference them and keep an eye on preferences and buying habits. Planning is done by tracking where you’ve been, where you are and where you are going with your business. You do that by looking at the day-to-day activities and financial records of your company. It is harder to plan next year’s inventory if you do not have the data about what you ordered this year and last year, and how it sold. Documentation for legal compliance and tax preparation can have grave consequences for your firm if they are not complete. These issues are looked at in more detail below.
Legal Compliance
The primary records you need for legal compliance are contracts, leases, other legal agreements, licenses, and permits. Contracts come in a variety of forms:
Service contracts
Sales contracts
Financing contracts
Leasing contracts
Purchasing contracts
It is important to have them available so you can check the terms, conditions and obligations of both parties. You need to follow the terms of the contract in order to keep them legally in force. Always keep the original copy of all legally executed contracts for your legal safety. Government agencies at the local, state, federal and even internationally issue licenses and permits that may be instrumental for your business. Examples include a license to operate your business in a given municipality, a seller’s permit, home occupation permit or food preparation permit. States license certain professionals like doctors, accountants, and architects. You might be legally required to display these permits at your place of business. Contractors might be required to show proof of insurance. If you cannot produce the right licenses and other documents, you can be liable for fines or litigation.
Payroll and Personnel
There is a broad range of federal, state, and local laws that require any business with employees to produce current and old records for payroll and employment. You need to track many types of information, including:
Hiring practices and how you evaluate prospective employees
Social security numbers
Hours worked
Deductions from and additions to wages
Income tax withholding
Injury reports
All types of employment records
Fair Labor Standards Act required information
Wages paid
The method and basis of paying wages
This is a lot of records to keep for the average small business. Hiring a payroll service simplifies the process, as does using accounting and financial software. You can also reduce your record keeping by using an employment agency or by working with independent contractors.
Tax Requirements
Tax requirements at the local, state, and federal level are complicated and ever-changing. A new business can be overwhelmed by the demands of tax collectors. You need to keep your new records organized, but you also need to hang on to old ones. New records are essential for filling out tax forms for the current quarter and year, but forms going several years back can also be demanded by officials when they audit. Getting the help of a professional accountant to keep your records up-to-date and organized is an investment in peace of mind. When tax collectors from any government level come calling, you will not have to put your business on hold while you try to figure out where everything is. Records should be kept only as long as the government demands and then shredded. For example, tax returns need to be kept on file permanently. However, employee withholding records should just be kept for seven years. Keeping records longer than is mandated for compliance can put you at risk of litigation. It also uses up space and takes time to keep in good condition and organized. So keep your records for the mandated period, and then get rid of them. Your records, whether employment, legal or financial, contain the day-to-day story of your business. You need them to make realistic, useful plans for the future. You must be able to produce them to stay in compliance with legal requirements. Setting up a system for organizing and storing them, then using the system consistently, are essential steps for the prosperity of your company.
Recordkeeping Basics
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Recordkeeping Basics
Selling products or goods to customers is the reason many companies are in business. To be successful, that means you must have the products on hand for them to purchase. However, to be profitable, you will have to make efficiency with inventory control integral to the success of your business. The topic may seem unexciting when compared to sales, marketing, and product innovation. However, inventory management needs to be treated as a critical part of your everyday business endeavors, one that is at the frontline to customer satisfaction. To help you get a handle on this core part of your business, here is a look at the ins and out of managing your inventory.
Types of Inventory
Inventory is your product stock, the goods you sell, and any materials you need to run your business successfully. Depending on your type of business, there are different types of inventory.
Raw materials
Raw materials are typically commodities such as minerals, chemicals, steel, wood or basic food items that your business uses to create components or finished products. They may also be things you purchase from external suppliers that have already been assembled or manufactured, such as nuts and bolts, electronic components, and canned food. Raw materials can also include goods that are only partially finished, which you then take to completion. For example, if you sell vegetable juice, the raw materials include vegetables, flavorings like sugar or spices, preservatives, and the juice container you sell. The raw materials for a computer company would include circuit boards, diodes, chips, and the housing for these components.
Work-in-Progress Materials
What you have in the form of materials and parts that are waiting for you to transform them into something else are considered work-in-process materials. It also refers to partially assembled items that are in line to be made into a finished product. Goods that you have finished, but haven’t packaged yet are also work-in-progress materials. Using the earlier example, cucumbers and carrots are raw material inventory for the juice company. When they have been transported from the storage area and into the assembly line, they now become work-in-progress inventory.
Finished products
These are items that are ready to be shipped or sold to customers, which can include retailers or wholesalers. These can be stored on the shop floor or in a special storage area.
Other Types of Inventory
Your company needs a range of goods on hand to stay in business, including items for maintenance and repair, as well as those needed to stay in operation. These types of inventory are given names that designate their purpose.
Transit inventory is the name for products moved from the warehouse to the factory.
Buffer inventory refers to items kept on hand so you will not run out because of poor quality or slow delivery.
Anticipation inventory means items that you stock up on in case there is sudden demand. This often happens in the build up to the Christmas shopping season.
Inventory Costs
It costs money for you to purchase inventory, process it, store it, and sell it. In order to make a profit, you must include these costs with other operational costs, balancing all of them against the price you charge for the product. Inventory costs can be broken down into different types as well:
Purchase costs.
This is the most basic cost. For a retailer, it means buying finished products. For some factories, it means buying parts that they can assemble. For other companies, it means buying raw materials they work with to produce their products. The way to control this cost is to find reliable suppliers with prices you can afford.
Processing costs.
This refers to the cost of assembling or processing the materials you buy from outside companies. The cost involves labor for the processing and utility costs for the work area.
Distribution costs.
Most companies need to ship their products to market in order to sell them and get paid. These are called distribution costs. Most large companies use warehouses to store goods for later distribution. Distribution costs include freight or shipping, by truck or rail, for example, as well as local delivery costs.
Inventory holding costs.
This refers to the costs associated with storing your inventory at your place of business or in a warehouse. Items like rent, operational costs for the space and insurance would go into inventory holding costs.
Shrinkage costs.
Anything that makes a product not salable is called shrinkage. This can be poor quality, theft, or spoilage.
Best Practices for Managing Inventory
The better you closely manage your inventory, the more efficient and profitable your company can become. Here is a look at three strategies that will help you stay on top of your inventory.
Don’t keep too much in stock.
If you have too much inventory on hand, you’ll have lots of cash tied up in its purchase. Additionally, you will have added costs for storage. Idle inventory can also become obsolete or get damaged. The way to avoid these situations is by keeping on top of your sales projections through proper forecasting.
Track your inventory accurately.
Maintain good records as inventory moves through your business. Make sure to take into consideration unusable inventory due to damage or poor quality. Monitor pilferage and other forms of shrinkage. You need accurate records of what you have on hand in order to control costs, maintain customer satisfaction and reach sales goals.
Use reliable software to track inventory.
An Excel spreadsheet might work if you are just starting out, but it is easy to mistakenly delete a file. It is more reliable to use Quickbooks, Peachtree or one of the other inventory management programs available. They make it easy to track what you have on hand, both at an item level, as well as its associated dollar value. If you want to keep your customers happy, you need to have inventory available to meet their needs. Holding excess amounts of inventory, however, can be costly and put a strain on your company’s finances. Regular inventory monitoring, strong forecasting, and detailed cost tracking will help you manage inventory levels properly. How you manage your inventory can make all the difference in the world in terms of profit margins and the competitiveness of your business. It is worth your full attention.
Managing Your Inventory
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Managing Your Inventory
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