Category Archives: Uncategorized

What Makes Your Company Successful?

According to the AICPA in conjunction with the CIMA (Chartered Institute of Management Accountants), it’s your people.

Rocket science, right?  Why do we need to keep wasting money doing studies like this to come to that conclusion?  The March 2012 issue of the Journal of Accountancy summarized some of the main findings of the research, and one particular quote completely took me aback:

The most critical theme to come from this research:  “Senior business leaders agree that it is understanding and unlocking the value of the human dimension that is most critical to an organization’s success.”

It goes on to say that the employees and customers will have a much greater impact on determining the future success of a business than financial markets, government, and regulators.  Again, this seems obvious to me.  The value of trained, experienced employees far exceeds their “fully loaded” cost, and the impact of those people either being unhappy or leaving is truly a large negative impact to the bottom line.   Unhappiness creates apathy and the rippling effect will influence many aspects of the business.  The list of negative effects can be endless, but here are just a few important ones:

  • Potential negative impact on peer employees and subordinates, directly or indirectly
  • Decreased productivity
  • Lack of attention to detail which results in poor work
  • Relations with customers and/or vendors can be compromised  due to the lack of attention and detail

The facts are that employees ARE the most important asset of your company, regardless of how many millions of dollars of machinery and buildings you have. Treating them as such will allow them to fulfill the strategic vision you have in mind.  People who are happy in their work go the extra mile and make the extra effort to help the Company.  They will be more productive, make for positive internal and external customer experiences, stick with the company longer and they care.

The results of this report are not something that every employer out there should not already know.  If you tell employees “you are lucky to be here—work harder and longer,”  you are (or already have) created an acrimonious environment that inherently breeds e a culture where people will never take their productivity up to the next level.

You have accountants analyzing every number imaginable related to the efficiency of the machines and labor and downtime, the list goes on.  Is anyone truly assessing the cost of your unhappy employees?  Do you even recognize it?

By: Jennifer Kinzel, CPA, CMA, CGMA

Federal Census Bureau: Did You Know?

You may have heard on the news this week that the Census Bureau released information associated with the 1940 Census. By law, personal information is withheld from the public for 72 years after collection. Genealogists all over the world jumped online on Monday (except those of us that work at accounting firms – it is April after all) to see what new and different information became available for their family trees.

But, the U.S. Census Bureau collects much more information than just where people are living on April 1st in the first year of each decade. On the Census Bureau home page, the Quick Facts section shows the population in Ohio was at 11,544,951 in 2011, which is up slightly from 2010. How many veterans?  936,383 in Ohio, 32,483 in Lucas County.  How long is the mean travel time to work in Lucas County?  19.8 minutes.   How many building permits were issued in 2010 in Lucas County?  210.

The Census Bureau’s economic indicators are heavily relied on, and while the news is not all good, new orders for manufactured goods in February 2012 increased $6.0 billion or 1.3%.  Manufacturing and Trade Inventories and Sales also showed a slight increase in January 2012, up 0.4% from December 2011, and month-end inventories were up 0.7% (http://www.census.gov/cgi-bin/briefroom/BriefRm).

The Local Employment Dynamics (LED) provides data on local labor market conditions, supplies statistics on employment including job creation, turnover, and earnings by industry, age and sex, and it also provides dynamic information on the rapidly changing economy.

In most states, including Ohio, you can also review Quarterly Workforce Indicators (QWI) – the most recent information is from 2011’s first quarter.  In Lucas County, for example, the QWI reports employment of 19,131 people in the manufacturing sector, with a turnover rate of 5.9%.  Monthly earnings averaged from all employees in this sector in Lucas County were $5,572 – up from $5,378 for the previous three quarters’ average.

Industry Snapshots in just about every NAICS code are also available… but data from 2007 doesn’t seem relevant.   These snapshots are updated every five years, so in late 2012, about 5 million businesses will receive 2012 Economic Census forms to complete.  This time, we will be able to complete them online or in paper form; they are due back in February 2013.  (More on that as we get closer to Economic Census reporting time.)

All this data may be overwhelming, but since our tax dollars are paying for the compiling and reporting of the information, it behooves us to at least know it’s out there and use it when and where we can in making decisions that affect our businesses.

By: Sharon Trabbic, COO

Monitor Cash Flow For a Healthy Bottom Line

If you want your business to grow and remain competitive, a solid financial plan and a well-conceived strategy can mean the difference between boom and bust.

The obvious place to start is with a cash-flow analysis.

Review your company’s cash flow statements to understand the cycle of inflows and outflows that stem from accounts receivables, inventory, accounts payable and credit terms. This helps identify any problem areas that need improvement.

A cash flow statement also highlights important distinctions, such as the differences between cash and sales or inventory. A ledger full of credit sales may look good on your Statement of Income, but that won’t help if you can’t pay your employees until you collect on those accounts.

By the same token, a warehouse full of inventory may represent great potential, but the electric company wants to be paid in cash, not with a gross of glow-in-the-dark shoe horns. Once you have analyzed your company’s cash flow statement, you need to create a cash flow projection.

This is an important cash management tool that lets you see when expenditures are likely to be too high or when you can expect a cash surplus and may want to arrange some short-term investments. The cash flow projection also provides a good idea of how much capital investment your business may need.

Cash flow statements and projections help your business in other ways, too:

  • If you are going to approach a lender for financing or potential investors for a cash infusion, they are going to want to see a cash flow statement based on generally accepted accounting principles (GAAP), as well as a cash flow projection based on industry averages, solid business assumptions, and market trends.
    The cash flow statement demonstrates how you manage your available cash. If you have borrowed from the lender before, the loan officer is going to want to see what you did with that earlier cash. If you managed the money well, your cash flow statement will provide the evidence.
  • If your business hits seasonal low-cash cycles every year, cash flow statements and projections will highlight those periods.With that information you can shop around for low-interest short-term financing to help keep your company running smoothly through those anticipated lean times. If your company hasn’t projected those cash crunch cycles, your choices become limited. You may wind up letting your bills slide and damaging vendor relationships, or you may be scrambling to arrange emergency financing that is likely to carry a high interest rate.

Knowing when you are approaching the threshold of a traditionally high or low cash period also can help you determine the timing for launching a product or service or the need to trim or expand your company’s staff.

Meantime, your company’s cash flow projection will show you, as well as potential lenders and investors, what to expect six months or a year from now. Cash flow projections are the key to making smart and profitable business decisions.

But, you may be thinking: My company has a Statement of Income. Why does it need a cash flow statement?

Cloud Technology Here to Stay

Cloud computing is a general term for anything that involves the delivery of computing as a service rather than a product.  Cloud computing is playing an important role in information technology – it has already been accepted by small and medium businesses; larger organizations are also beginning to embrace the advantages of the cloud.    Shared software, documents and other information are provided to computers, tablets and smartphones as a utility (like the electricity grid) generally over the Internet.

The shift to cloud computing is giving companies more flexibility in their IT systems, reports a Microsoft executive. It is generally sold on demand, and a user can have as much or as little of the service as they want at any given time.

End users access cloud-based applications through a web browser or mobile app.  Cloud application providers strive to give better service and performance than if the software programs were installed locally end-user computers.

Thousands of public and private cloud services have emerged in the last decade.  A public cloud sells to anyone on the Internet.  You may be familiar with Amazon Web Services (the largest public service for virtual servers and storage in the world) or Google Docs, Apple’s iCloud, Dropbox and Mozy – all are gaining in popularity and acceptance in the business world.    Private cloud computing limits service access or the customer has some control and/or ownership of the service.

William Vaughan Company subscribes to a virtual private secure cloud-based storage of our client and firm documents.  We have been using this service since 2005 – it is called GoFileRoom which is owned and operated by Thomson Reuters.    Because our files are located on virtual secure servers, our clients have the ability to access their personal documents, tax returns, and other items electronically by logging on to our protected portal.   Keeping documents “in the cloud” has been found to be more secure and reliable than paper copies which can be damaged or lost and infinitely easier to retain for long periods of time.  If you are not taking advantage of this service for storage of your tax returns and other documents prepared by William Vaughan Company, please call or email your accounting professional today.  It’s very easy to set up!

If you would like to learn more about public or private cloud computing, technology giant Microsoft has published the benefits and success stories on their website accessible here.

By: Sharon Trabbic, COO

Welcome New Hires!

As we get deeper into tax season, we would like to take this opportunity to introduce you to our new hires which include a staff accountant, interns, and season tax preparers.

Aubrey Forche is a Staff Accountant who began her career with the firm in January of 2012. Aubrey graduated from the University of Toledo with a Bachelors degree in Business and Innovation. Aubrey’s areas of specialization are Accounting and Information Systems. She will soon be pursuing her goal of obtaining her C.P.A. Prior to William Vaughan Company she worked in client services for PNC Financial Institution. There she worked with an extensive clientele in need of a wide range of financial services. Aubrey built great rapports with many people and continues to enjoy creating new relationships.

Our four interns: Jessica Homan, Tyler Ulreich, Curtis Heitkamp, and Ella Simon.

Finally, we have our seasonal tax preparers: Jeff Quinlan, Lauren Burkhardt, Kerri Wuertz, and Ben Blaesing.

Welcome aboard!

How Long Should Records Be Kept?

Just how long you should keep records is partly a matter of judgment and combination of state and federal statutes of limitations. Federal returns can be audited for up to three years after filing (six years if underreported income is involved), so all records substantiating tax deductions should be kept at least that long.

Here are recommended retention periods for various records:

RECORDS                                                     RETENTION PERIOD

Cancelled checks                                                       7 years

Credit Card Receipts                                               7 years

Paid Invoices                                                              7 years

Bank Deposit Slips                                                    7 years

Bank Statements                                                       7 years

Tax Returns (uncomplicated)                                7 years

Tax Returns (all others)                                       Permanent

Employment Tax Returns                                       7 years

Expense Records                                                       7 years

Financial Statements                                             Permanent

Contracts                                                                  Permanent

Minutes of Meetings                                       Life of company, plus 7 years

Corporate Stock Records                                       Permanent

Employee Records                                            Period of employment, plus 7 years

Depreciation schedules                                     Life of assets, plus 7 years

Real Estate Records                                           Ownership period, plus 7 years

Journal & General Ledger                                 Life of company, plus 7 years

Inventory Records                                                      7 years

Home purchase & improvement                       Ownership period, plus 7 years

Investment Records                                            Ownership period, plus 7 years

Requirements for computer-maintained records are generally the same as for manually kept record.

Welcome to our blog!

With so many constant changes affecting the accounting practice, it might be hard to keep them all straight. Or to pinpoint which change effects you specifically and how. Well, your accounting team at William Vaughan Company has created this blog as the ultimate resource to keep you updated on pertinent and ground breaking accounting and industry news. But you’ll find more than just that here. Look for posts about firm updates including what we’re doing in the community and firm sponsored events.

Feel free to suggest topics that you want more insight on. And enjoy our accountants’ announcements!