有效的商业记录保存系统的5个步骤

CCRRA系统:捕获,检查,审查,记录,行动

Group of colleagues st而且ing around a table looking at business 记录s.
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火枪手/盖蒂图片社

You’ve probably heard the expression, “Garbage in, garbage out.“它最初适用于计算机硬件和软件, 但它也适用于365App下载手机版的财务方面. You have to create a financial system that clears out the garbage if you want to succeed.

Your system should give you accurate 而且 useful information so you can see how you're doing 而且 you know when to 行为. 这五个简单的步骤将帮助你建立一个简单的财务 记录 系统:捕获、检查、记录、审查和行动.

捕获的信息

如果它不存在,它就不存在. Get in the habit of capturing everything as you start your business. 过一段时间,它就会变成自动的.

“捕获” is the most difficult step 而且 it's the most important part of the process. Keep track of every amount you spend on your business 而且 every amount you take in as sales. Take care to keep personal 而且 business expenditures separate even if you always pay your business back when you pay personal 费用s out of that account.

Don’t worry at this point about doing anything with the information. 只要养成收集的习惯就行了. Be sure everything you capture includes a description of the item, the amount, 而且 the date

检查以确保信息完整和正确

Spend an hour every two weeks or so going through everything you've captured 而且 made sure that all the information is ready for 记录ing.

确保你包含了足够的细节 费用 大概是为了准确记录. 一张“纸张,3美元.55,7 /12英寸可能还不够. 这报纸是干什么用的? Was this a newspaper you bought for the office or did you buy a ream of paper for the computer?

Set up a specific time for a "检查 everything" appointment with yourself at the end of alternate weeks—for example, 每隔一周的周五. Don’t wait too long or it will become more difficult to remember information.

记录信息并保存

Recording means putting your financial information into a usable form. Turn everything you've 检查ed over to your bookkeeper to 记录 or 记录 it yourself. 做这个月.

Input the information into a spreadsheet or accounting software. You might find that online software works best for you—you 而且 your bookkeeper can both see the information 而且 discuss it. Just be sure you get everything 记录ed each month so you can 审查 it.

巩固和审查信息

After your financial information has been 记录ed each month, 打印四份报告:一份资产负债表, 损益表(p&l),一个 应收账款账龄报表,以及应付帐款报告.

Include a comparison with the same report information from last month with each report. Pay special attention to specific information within these reports.

The most important financial statements are your profit 而且 loss statement 而且 cash flow analysis.

根据你所知道的行动

“行动”可能意味着如果一切看起来都很好,什么都不做. 但在其他时候,这可能意味着做出改变.

Create trigger points where the information compels you to 行为. 如果你看到 负债 每个月在你的资产负债表上增加三个月, 这可能意味着资产或支出也在增加. 削减开支.

如果你看到 that a particular 费用 is increasing as a percentage of sales on your income statement, 问问你自己为什么. You might want to cut spending on other 费用s to maintain your profit level if the increase is necessary.

对出现在你面前的付款慢的人要有主见 应收账款账龄报表. The longer you let a debt go unpaid, the less likely it becomes that you'll ever receive the money. 建立一个收款系统,以确保你及时得到报酬. Don't let slow payers assume that you don’t want your money because they haven't heard from you in a while.

As for your accounts payable (your bills), pay what you can as quickly as you can. 提前付款通常可以获得折扣. 如果你付不起所有的账单, pay those that will cause you to incur penalties or that will affect your credit rating if you're not prompt.

即使账单是别人付的, you're ultimately responsible for making sure your business debts are paid.

你的365App下载手机版信用评级

如果你想留着你的 业务独立from your personal financial life, you'll need to work toward getting a business credit rating. 微暗的 & 布拉德斯特里特(D&B), Equifax, 而且 Experian are the primary business credit bureaus.

保存纪录作税务用途

Another important reason to keep excellent business 记录s: tax time. Well organized 记录s make your tax preparations easier 而且 help prove 费用s if you are 经审计的 国税局、你所在的州或其他税务部门. 365App已经 具体要求 为了税务目的,你必须保留商业记录多长时间.

底线

即使你不熟悉金融系统, you should be able to set this one in motion 而且 keep it running with minimal effort. 最困难的部分是收集信息. After you've formed the “collection habit,” you’ll find the rest will come along.

记住CCRRA: 捕获 为您的365App下载手机版提供财务信息, 检查 每隔一周, 记录 而且 审查 那么,每月的信息 行为 as necessary to keep your financial situation moving along smoothly.

You’ll minimize the “garbage” 而且 the problems that come with it 而且 you'll maximize your financial situation if you follow this simple five-step system. A well-organized financial system should keep your business viable for many years to come.

文章来源

  1. 分数. "会计 & 现金流资源.”2月访问. 4, 2021.

  2. 分数. "了解三大商业信贷局.”2月访问. 4, 2021.