Finance Book

There are many stories of identity theft coming in the media. Most of these stories are focused on individuals whose identities are stolen. However, no one seems to be interested in understanding the impact of identity theft on small businesses.

Surveys have shown that one in sixteen businesses is attacked by identity thieves.

Most of the small business owners are interested in developing their business and making profit. In the process, they tend to neglect the security aspect. This is more likely in case of newly started businesses. Many established businesses also do not have a plan to react to such theft.

It is important to understand how identity thieves can harm the security of your business.

1. The thieves can get access to your company’s checking accounts as well as business credit cards and take away the money.

2. Some smart thieves can open a new checking account and obtain credit in the name of your business. This credit can be a big risk to your business.

3. The employee information or client information of your business is also at risk. Theft of such information may lead to serious consequences. Such information may be sold to other thieves, and it will increase the risk tremendously. If the identity details and other personal information of the customers are stolen, customers may sue the business for damages.

4. There may be some other risks to your business. Someone may change the name of your business or address of your business to capture important incoming letters. It may result in large unauthorized purchases, difficulties in credit ratings and damage business credibility in gentle. If it is your personal business, your entire financial life is in danger.

5. There is a new law introduced recently – Fair and Accurate Credit Transactions Act (FACTA) which deals with the security of identities of customers and employees of all businesses. If any business is negligent about securing this information, it can be liable and can be prosecuted for heavy penalties.

Identity theft is no more a civil matter. Businesses can be prosecuted for criminal charges if they are negligent in securing the information of their clients or employees.

By: Chintamani Abhyankar

If you’re in a cash crunch and need to find some financing for your company here are three ways you may have overlooked.

1. Vendor Financing

Stretching out trade payables from, say 30 days to 60 days, is a pretty common method for companies to improve their cash flow. Usually vendors are not very happy when this happens, and some even voice their disapproval in no uncertain terms. Most businesses are small businesses and stretching out payables only hurts everyone in the long run. Think about it: if you are depending on one of your customers to pay you within 30 days, and that customer doesn’t pay for 90 days, it can significantly affect your cash flow. If it’s one of your major customers, the impact can be quite serious. You don’t have the cash to pay your bills and so a ripple effect is caused on down the line.

This suggestion is different. If you’ve established a good relationship with your vendors, sometimes it’s possible to get them to agree to finance part of your company by extending their terms for a particularly large order for an extended length of time. If you’re a new company with little or no history, you could approach vendors showing them your business plan and documentation of orders you’ve already received. If the vendor is convinced that your company will be successful, and one of their better customers in the future, they may be willing to give you a break now.

Another alternative is to guarantee the vendor that they will be your exclusive supplier for an agreed to length of time in exchange for longer credit terms. Or you can offer to pay slightly higher than market price in exchange for longer credit terms. This method can be dangerous, because it sets the precedence of a higher price. When the longer terms are no longer necessary, it may be a challenge to decrease the price you pay the vendor.

Occasionally, it’s possible to convince a vendor to exchange a trade payable owed to them for a note payable instead, or possibly an equity position in your company.

2. Customers That Prepay

If you have successfully demonstrated to your customers that you deliver your merchandise to them on time, as ordered, you may be able to persuade one or more of them to put a deposit on their future orders, perhaps as much as 50%. You can add an incentive by decreasing your price a bit in exchange for the deposit. Or you can throw in a bonus: if they’ve ordered 100 items you give them 10 extra. New customers can also be asked for a deposit, especially if it’s a large or custom order.

3.Trade And Barter

Barter is probably one of the oldest forms of commerce. It is simply the exchange of goods or services for other goods, instead of using cash as the medium. The trade can be directly between the two parties or the trade can go through a barter exchange.

The barter exchange usually works on a point system, one point for every dollar. The exchange has members who have agreed to barter their services and products. Let’s say you need a new lap top, but the computer store doesn’t need your product/service. You earn points by bartering with those individuals and businesses who do need your product/service. You accumulate points through the exchange. When you have enough for the lap top, you ‘buy’ the lap top with your accumulated points. The exchange sometimes takes a small percentage of the points as a fee for their services.

Don’t be limited in your thinking as to what can be bartered. Approach bartering as you would any other sale or purchase. Deal with reputable companies. Don’t feel you have to discount your product. The barter purchase is reflected on your income statement as an expense. The barter sale (what you trade) is reflected as revenue.

Barter organizations can be found on the web, just put in trade and barter organization. Many cities have locally operated barter organizations. Contact your local chamber of commerce. The yellow pages give listings as well.

Use these three methods of coming up with cash for your company.

By: Dee Power

Can you do your accounting the old fashioned way with a ledger book? Yes, you can, but with all the accounting software out there, why would you?In general, you probably wouldn’t, but I do know of a number of small businesses that have tracked their accounts in Excel for the first few years while waiting for the company to generate enough cash to buy an accounting package.I don’t recommend this strategy because basic accounting software is not that expensive and keeping appropriate track of your accounts is important for your business. Keeping a good account allows you to track your profitability by customer, allows you to understand how your employees spend their time, and allows you to understand how your marketing dollars drive your sales.Make sure when you get your software that you are able to: Track every revenue item and every expense by customer or job type.You are able to customize your expense categories.The reports that you can run will give you a good understanding of how money flows through your business.Keep time by employee and run reports showing time by customer.Download your data to your accountant’s software system.Have more than one seat license to use the product.The three packages often recommended for small businesses are QuickBooks Pro 2008, Peachtree Complete Accounting 2008, and for Mac users: Myob Accountedge 2007 for Mac Also Includes Network Edition. (QuickBooks Pro also has a Mac addition and MYOB has a PC addition).From my discussions with business owners, the majority start out with QuickBooks, but don’t like it that much. Peachtree seems to be the favorite, but it is not available on the Mac. Any of these packages are fine for a small business, but please make sure that you have an accountant help you set up your accounts if you do not understand accounting yourself. The software will only benefit you if you understand what it is telling you.Another note: if you are doing Department of Defense contracts, you must comply with the DCAA (Defense Contract Auditing Agency) accounting rules. A lot of specialty accounting firms would have you believe that you must have special software to be DCAA compliant. In many cases, special software will make it easier, especially if you have multiple contracts over multiple years. If you are just going for an SBIR or two, the above mentioned accounting packages can be used and can be DCAA compliant. Go to the DCAA website and click on the menu item: Standard Audit Programs. About half way down is the Preaward Survey of Prospective Contractor Accounting System. The DCAA will do an audit of your accounting system prior to beginning an award and this is the check list they will use to make sure your accounting system is up to their standards.

By: C. Worrall