Does your business needs an outside accountant?
It all depends. If you require an audited or reviewed financial statement, then, yes, you need a CPA. In any event, it is always a good idea to maintain a relationship with an accountant no matter how small your business. Whether your accountant is a CPA is up to you. The real question is: To what extent do you need outside accounting services? That also depends on you and the nature of your business.
I always start with the admonition: The Buck Stops With You! You cannot afford to dissociate yourself from understanding the meaning of your financial statements. If you solely rely on your accounting staff or accountant for completely accurate financial data, then you are asking for trouble. If you are going to own or manage a business, then you have a responsibility to learn how to speak the language of business. The language of business is accounting knowledge.
How involved you become in the accounting process will be determined by time schedules, your mental pre-disposition, desire for control, cash flow, etc. One scenario, if you can afford it, is to hire an internal accounting staff to prepare financial statements on a monthly basis and have an external accountant check them over. Another common scenario is to prepare part of the compilation yourself, such as preparing a sales journal and a cash disbursements journal, and then hire an outside accountant to prepare a bank reconciliation and the financial statements for you. Some do this on a monthly basis, others quarterly. Some business owners do the books themselves all year and turn them over to the accountant at the end of the year to verify the balances and do the depreciation entry for tax purposes.
There are numerous ways to work with an accountant. Regardless, you should learn enough about accounting to be able to communicate intelligently with your accountant. Since you are intimately involved in your business you may recognize danger signals that not even your accountant will see.
Selecting an accountant
Relying on the yellow pages to find an accountant can be risky. The best way to find any professional is by a referral. However, you need to interview prospective accountants before signing on. One of the first priorities is to find out what their experience level is. Your business may have very specific accounting and tax issues that require a certain amount of expertise. Perhaps you have a manufacturing concern. What does the accountant know about raw materials, work-in-process, and finished goods inventory accounting? Does the accountant know how to set up job-costing and overhead burdens? Ask for references from other like-kind businesses.
Keep in mind, that you may go to an established firm with a good reputation, but with whom are you going to have a relationship? Is your account large enough to warrant a relationship with a partner? You need to feel confident with the person assigned to your account. Perhaps a smaller firm with four or five accountants who are all seasoned veterans might work better.
You will also want someone with whom you can relate. The ability to communicate is a crucial factor. Your accountant may be technically proficient but can you understand what he or she is telling you? Does he or she listen when you ask questions? Don't be afraid to ask for someone else if you are having difficulty communicating.
Another important criterion is "accessibility". Is your accountant too busy to talk to you? Can you get your questions answered within a reasonable period of time? Do you feel important to him or her? Situations may arise where you need information immediately to make an important business or tax decision, will your accountant respond quickly?
Last, but not least, are the accountant's billing practices. Billing practices vary from firm to firm. Some firms are very aggressive and put tremendous pressure on staff and partners to bill every minute they can. Some firms require a review process before any work goes out the door. This means that every person who performs any work on your account, including the person who puts the stamp on your envelope, bills you for it.
How To Choose The Right Accountant
An accountant is a professional who keeps track of the financial records of a business or an individual. There are a number of individuals and businesses who use the services of an accountant all year round. There are other individuals who only hire an accountant to help get all of their finances in order before their tax returns are due. There are millions of accountants located all around the world. With many cities and towns having at least ten professional accountants it is often difficult for many individuals to decide which accountant they should hire.
Learning how to choose an accountant for personal or business use is a fairly easy process. There are a number of factors that should be considered before the services of an accountant are actually hired. The best way to get started on hiring an accountant is by finding a number of them in the area. It is possible to hire an accountant that is not located in the same area as an individual or business; however, many individuals feel that it is easier to deal with an accountant who is local.
There are a number of ways that an individual or business can find an accountant. The most popular way is through research. Many professional accountants are listed in the local phone or they advertise their business online. When using a phone book to find an accountant individuals should look in the yellow pages or the business directory of their phone book. The majority of accountants are listed under the heading of Accounting and Bookkeeping. It is also possible for an accountant to be found by using an online business directory. Online business directories work in the same way that a traditional phone book does; however, they are often nationwide and sometimes include feedback from previous customers. Feedback ratings of a particular company may come in handy when trying to find an reputable accountant to do business with. Many individuals also find an accountant by asking for recommendations from family, friends, and coworkers.
Personal recommendations are a great way to learn about an accountant that is professional and highly recommend; however, individuals and business owners are encouraged not to just take the word of someone that they know. A large number of accountants offer free consultations to the general public. Individuals and business owners are encouraged to use a free consultations to learn more about an accountant. If a free consultation is not available many professional accountants do not mind answering a number of questions over the phone or in an email.
The most important thing to consider when looking to choose an accountant is their qualifications. There are many states that require their accountants to become certified before operating a business, but there are others that do not regulate the way that accountants operate. A certified public accountant (CPA) is often a professional individual who was trained and has a large amount of accounting experience. Many certified public accountants charge more for their services, but at the same time they often offer better results.
There are many accountants who handle a wide variety of case loads; however, there are some that only specialize in a specific area of accounting or deal with a certain type of client. Individuals and business owners are encouraged to speak with an accountant to determine if their services can be applied to their individual needs. There are many accountants who only specialize in personal accounting while others may only work with business owners.
It is also important to determine if an accountant is working on their own or if they are a part of a larger accounting team. While each may have their advantages it is possible that a large accounting firm may mean that multiple accountants will be working on your finances. There are many individuals who only want to work with one accountant instead of multiple accountants. Working one on one with a specific accountant often allows individuals to feel like they are getting the appropriate amount of attention and it also creates less confusion and errors.
Learning how to choose an accountant for personal or business use is a fairly easy process. There are a number of factors that should be considered before the services of an accountant are actually hired. The best way to get started on hiring an accountant is by finding a number of them in the area. It is possible to hire an accountant that is not located in the same area as an individual or business; however, many individuals feel that it is easier to deal with an accountant who is local.
There are a number of ways that an individual or business can find an accountant. The most popular way is through research. Many professional accountants are listed in the local phone or they advertise their business online. When using a phone book to find an accountant individuals should look in the yellow pages or the business directory of their phone book. The majority of accountants are listed under the heading of Accounting and Bookkeeping. It is also possible for an accountant to be found by using an online business directory. Online business directories work in the same way that a traditional phone book does; however, they are often nationwide and sometimes include feedback from previous customers. Feedback ratings of a particular company may come in handy when trying to find an reputable accountant to do business with. Many individuals also find an accountant by asking for recommendations from family, friends, and coworkers.
Personal recommendations are a great way to learn about an accountant that is professional and highly recommend; however, individuals and business owners are encouraged not to just take the word of someone that they know. A large number of accountants offer free consultations to the general public. Individuals and business owners are encouraged to use a free consultations to learn more about an accountant. If a free consultation is not available many professional accountants do not mind answering a number of questions over the phone or in an email.
The most important thing to consider when looking to choose an accountant is their qualifications. There are many states that require their accountants to become certified before operating a business, but there are others that do not regulate the way that accountants operate. A certified public accountant (CPA) is often a professional individual who was trained and has a large amount of accounting experience. Many certified public accountants charge more for their services, but at the same time they often offer better results.
There are many accountants who handle a wide variety of case loads; however, there are some that only specialize in a specific area of accounting or deal with a certain type of client. Individuals and business owners are encouraged to speak with an accountant to determine if their services can be applied to their individual needs. There are many accountants who only specialize in personal accounting while others may only work with business owners.
It is also important to determine if an accountant is working on their own or if they are a part of a larger accounting team. While each may have their advantages it is possible that a large accounting firm may mean that multiple accountants will be working on your finances. There are many individuals who only want to work with one accountant instead of multiple accountants. Working one on one with a specific accountant often allows individuals to feel like they are getting the appropriate amount of attention and it also creates less confusion and errors.
Setting Up Your Chart of Accounts
While installing your new accounting software you have most likely been asked whether you would like to use one of the default charts of accounts included with the program or develop your own. Unless you are very familiar with setting up a set of financial books you will want to choose from one of the selections offered. And even if you have the experience choosing one of the defaults will save you a great deal of time. But you may ask what if I don't need all these accounts and how do I know which accounts I should keep. And should I use a numbering system or not? Let me help you by explaining just what a Chart of Accounts is and how to adjust the default list to your needs.
First of all a Chart of Accounts in its simplest definition is a list of accounts used to track all financial transactions that flow through a business. This list is typically broken in to eight segments: Assets, Liabilities, Equity, Income, Cost of Goods Sold, General and Administrative Expenses, Other Income and Other Expenses. You might see Equity referred to as Capital, Cost of Goods Sold referred to as Direct Costs, and General and Administrative Expenses referred to as Expenses. Companies that wish to track Sales Expenses such as commissions, salaries and related expenses of sales personnel and other costs related directly to sales activity might also add a Sales Expense segment.
The first three segments represent the accounts you will find on a Balance Sheet and they will be broken down into sub-segments. Under Assets you will find sub-segments for Current Assets, Fixed Assets and sometimes Other Assets. Current Assets accounts are used for assets that can be readily liquidated into cash, such as cash, investments, accounts and notes receivables, and deposits. You may choose when setting up more than one cash account or receivable account to create a further segment. This will allow you to summarize all your cash accounts, for example, on your balance sheet while keeping a separate recording account for each bank account. Fixed Assets accounts are used to record the cost of items purchased that have a useful life that extends beyond one year. The Fixed Assets segment also includes contra-accounts (reduction of the value of an asset) that are used to record the depreciation of your fixed assets. These contra-accounts are typically named "Allowance for Depreciation - (name of type of fixed asset)". You should have a fixed asset account and corresponding depreciation account for each type of fixed asset you purchase. Some examples are vehicles, office equipment and furniture, building or leasehold improvements. The Other Assets segment is used for all other types of assets.
Likewise the Liabilities segment is broken into Current Liabilities and Long-Term Liabilities. Current liabilities represent the company's liabilities that are to be paid in less than one year. Examples are Accounts Payable, Payroll Tax Liabilities, and Note Payables. Long Term Liabilities represent liabilities that are to be paid over a longer term than one year such as mortgages, vehicles loans and other long term debt.
The third segment of the balance sheet is the Equity, or Capital, segment. This segment consists of accounts that record the owner's, partners or shareholders investments, draws of profits taken from the company by the investors and the net earnings of the company. For each owner or partner within a business entity there should be an individual investment account and draw account. When a company is incorporated than the capital investment by the shareholders is recorded into capital stock accounts. These accounts may be broken down further if different types of stock are issued. The Retained Earnings account is used to record the profit, or loss, the company has earned from the beginning of its existence. Usually you will not be posting to this account, as this is the account your software program will use to close out your end of year income statement accounts.
Moving on to the Income Statement segments, you will want to have in the Income segment accounts to record each type of income you earn in the course of your business. You may want to break out your sales income into more than one account if you have more than one type of service or product. For example if you are a general contractor you may want to track how sales compare between remodeling and new homes.
Cost of Goods Sold or Direct Costs are those expenses that relate directly to the sale of a product or service. Again if you are a contractor these typically would include payroll and payroll expenses of your workers, materials, subcontractors, permits, general liability and workman's compensation insurance, equipment rentals, etc. They would not include rent or office supplies.
General and Administrative Expenses are business expenses incurred that are not dependent on the sale of a product or service. They include rent, phone, office payroll and payroll expenses, employee benefits, office supplies, utilities, etc.
Other Income typically includes non-sales income such as interest income. Federal and State Income Taxes and any related interest and penalty expenses are what you will find in the Other Expense segment.
Now that you have an idea of how a Chart of Accounts if typically set up, how do you pick and choose what accounts to keep and which to delete? Print out the default list and go through it choosing the accounts you think you will need. You will need at least one cash account, an account receivable and accounts payable account. If you do not have employees and don't ever expect to have any than by all means delete all accounts with payroll in the name.
First of all a Chart of Accounts in its simplest definition is a list of accounts used to track all financial transactions that flow through a business. This list is typically broken in to eight segments: Assets, Liabilities, Equity, Income, Cost of Goods Sold, General and Administrative Expenses, Other Income and Other Expenses. You might see Equity referred to as Capital, Cost of Goods Sold referred to as Direct Costs, and General and Administrative Expenses referred to as Expenses. Companies that wish to track Sales Expenses such as commissions, salaries and related expenses of sales personnel and other costs related directly to sales activity might also add a Sales Expense segment.
The first three segments represent the accounts you will find on a Balance Sheet and they will be broken down into sub-segments. Under Assets you will find sub-segments for Current Assets, Fixed Assets and sometimes Other Assets. Current Assets accounts are used for assets that can be readily liquidated into cash, such as cash, investments, accounts and notes receivables, and deposits. You may choose when setting up more than one cash account or receivable account to create a further segment. This will allow you to summarize all your cash accounts, for example, on your balance sheet while keeping a separate recording account for each bank account. Fixed Assets accounts are used to record the cost of items purchased that have a useful life that extends beyond one year. The Fixed Assets segment also includes contra-accounts (reduction of the value of an asset) that are used to record the depreciation of your fixed assets. These contra-accounts are typically named "Allowance for Depreciation - (name of type of fixed asset)". You should have a fixed asset account and corresponding depreciation account for each type of fixed asset you purchase. Some examples are vehicles, office equipment and furniture, building or leasehold improvements. The Other Assets segment is used for all other types of assets.
Likewise the Liabilities segment is broken into Current Liabilities and Long-Term Liabilities. Current liabilities represent the company's liabilities that are to be paid in less than one year. Examples are Accounts Payable, Payroll Tax Liabilities, and Note Payables. Long Term Liabilities represent liabilities that are to be paid over a longer term than one year such as mortgages, vehicles loans and other long term debt.
The third segment of the balance sheet is the Equity, or Capital, segment. This segment consists of accounts that record the owner's, partners or shareholders investments, draws of profits taken from the company by the investors and the net earnings of the company. For each owner or partner within a business entity there should be an individual investment account and draw account. When a company is incorporated than the capital investment by the shareholders is recorded into capital stock accounts. These accounts may be broken down further if different types of stock are issued. The Retained Earnings account is used to record the profit, or loss, the company has earned from the beginning of its existence. Usually you will not be posting to this account, as this is the account your software program will use to close out your end of year income statement accounts.
Moving on to the Income Statement segments, you will want to have in the Income segment accounts to record each type of income you earn in the course of your business. You may want to break out your sales income into more than one account if you have more than one type of service or product. For example if you are a general contractor you may want to track how sales compare between remodeling and new homes.
Cost of Goods Sold or Direct Costs are those expenses that relate directly to the sale of a product or service. Again if you are a contractor these typically would include payroll and payroll expenses of your workers, materials, subcontractors, permits, general liability and workman's compensation insurance, equipment rentals, etc. They would not include rent or office supplies.
General and Administrative Expenses are business expenses incurred that are not dependent on the sale of a product or service. They include rent, phone, office payroll and payroll expenses, employee benefits, office supplies, utilities, etc.
Other Income typically includes non-sales income such as interest income. Federal and State Income Taxes and any related interest and penalty expenses are what you will find in the Other Expense segment.
Now that you have an idea of how a Chart of Accounts if typically set up, how do you pick and choose what accounts to keep and which to delete? Print out the default list and go through it choosing the accounts you think you will need. You will need at least one cash account, an account receivable and accounts payable account. If you do not have employees and don't ever expect to have any than by all means delete all accounts with payroll in the name.
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