Keith Murphy, Author at Planergy Software Tue, 02 Jul 2024 16:30:33 +0000 en-US hourly 1 https://wordpress.org/?v=6.6 https://planergy.com/wp-content/uploads/2021/07/Planergy-Symbol-150x150.png Keith Murphy, Author at Planergy Software 32 32 Vendor Analysis: What Is It, Process, Types, and Best Practices https://planergy.com/blog/vendor-analysis/ Fri, 19 Jan 2024 15:12:42 +0000 https://planergy.com/?p=15671 KEY TAKEAWAYS Choosing the right vendor for your needs should be based on criteria that align with your business needs and goals. Taking your time throughout the process ensures you get the best possible match. Vendor analysis is crucial for risk management. As a procurement professional, you know the importance of ensuring that all materials… Read More »Vendor Analysis: What Is It, Process, Types, and Best Practices

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What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

Vendor Analysis: What Is It, Process, Types, and Best Practices

Vendor Analysis: What Is It

KEY TAKEAWAYS

  • Choosing the right vendor for your needs should be based on criteria that align with your business needs and goals.
  • Taking your time throughout the process ensures you get the best possible match.
  • Vendor analysis is crucial for risk management.

As a procurement professional, you know the importance of ensuring that all materials and services delivered by vendors meet or exceed your standards for quality and performance.

That’s why vendor analysis is essential to any successful procurement process – it helps ensure that companies procure from reliable suppliers at competitive prices while adhering to applicable regulations.

In this blog post, we’ll explore vendor analysis, its underlying processes and types, and best practices when implementing this critical tool in your organization.

Read on to learn more about how effective vendor analysis can help you streamline your supply chain management efforts!

What is Vendor Analysis?

Vendor analysis evaluates and compares various suppliers based on their pricing, quality, reputation, reliability, and service delivery.

It’s an essential tool for businesses to identify the best suppliers for your business needs, and build strong, long-term partnerships with them.

What is vendor analysis

This is usually incorporated into the broader supplier evaluation and selection process when onboarding new suppliers. But it will also be incorporated into regular supplier reviews to consider if they are still the right preferred vendor for the company to use.

The criteria used in vendor analysis can vary depending on the business’s needs.

Common factors include cost-effectiveness, quality of goods or services, delivery lead times, customer service, regulatory compliance, flexibility, technical expertise, and the supplier’s financial stability.

Common criteria for vendor analysis

  • What is a Vendor Analysis Report?

    A vendor analysis report is a document that summarizes the findings of the vendor analysis process. It typically includes information about the supplier’s strengths and weaknesses, potential risks, and opportunities for improvement.

  • What Does a Vendor Analyst Do?

    A vendor analyst is responsible for conducting the vendor analysis. Their role involves researching potential suppliers, analyzing their offerings, and making recommendations to the business based on their findings. Vendor analysts are the people who conduct due diligence.

  • What Is Vendor Due Diligence?

    Vendor due diligence refers to the process of investigating a supplier before entering into a business agreement with them. It’s crucial to ensure that the supplier can fulfill their obligations and that they align with your company’s values and goals.

    Due diligence can help uncover potential issues, such as financial instability or legal troubles, that could impact the supplier’s ability to deliver.

    It also provides valuable insights into the supplier’s operations, which can inform negotiation strategies and decision-making.

  • Vendor Analysis vs. Vendor Assessment

    While both vendor analysis and vendor assessment aim to evaluate suppliers, there are slight differences between the two.

    Vendor analysis is a more comprehensive process that involves a detailed evaluation of various aspects of a supplier.

    On the other hand, a vendor assessment is usually a narrower process that focuses on assessing a supplier’s performance against specific criteria or standards.

The Vendor Analysis Process

This is a multi-step, in-depth business process designed to help you find the best vendor for your needs.

  1. Selection Criteria

    The selection criteria stage is where businesses identify potential vendors based on several factors:

    • Reputation: Look at online reviews, ratings, and feedback from other customers.
    • Quality: Assess the quality of products or services the vendor offers.
    • Efficiency: Evaluate how efficiently the vendor can deliver their products or services.
    • Capability: Determine if the vendor has the capacity to meet your business’s demands.
    • Stability: Examine the vendor’s financial health to ensure stability and reliability.
  2. Pre-Screening

    Pre-screening is a preliminary step to narrow down potential suppliers:

    • Background Checks: Conduct a thorough background check on the vendor. This includes checking their legal history, financial records, and media coverage.
    • Customer Reviews: Review experiences from existing customers. This can provide valuable insights into the vendor’s reliability, customer service, and product quality.
  3. Questionnaire

    A questionnaire can help businesses get detailed information about the vendor’s operations:

    • Processes: Ask about the vendor’s production processes, delivery timelines, and quality control measures.
    • Security: Inquire about the vendor’s security protocols, especially if they handle sensitive data.
    • Financials: Ask for details about the vendor’s financial stability, including their credit rating and financial statements.
    • Policies: Understand the vendor’s policies on issues like returns, refunds, and customer service.

    Based on the information you collect about your prospective vendors, you can create a shortlist of specific vendors you want to investigate further. Narrow it down to a few providers before moving to the next step.

  4. Site Visit

    A site visit allows businesses to get a firsthand look at a vendor’s operations:

    • Operations: Observe the day-to-day operations of the vendor. This can give you an idea of their efficiency, organization, and work culture.
    • Quality Control: Check the vendor’s quality control measures. This can include inspecting their facilities, equipment, and processes.
    • Management: Meet with the vendor’s management team. This can provide insights into their leadership style and business philosophy.

    Once you finish the site visits, you can move into narrowing down the list even further based on your findings. When you find a vendor or two that you’re most interested in working with, move into the negotiation phase.

  5. Negotiation

    The negotiation phase is where businesses discuss terms with the vendor:

    • Pricing: Discuss pricing options. Aim for a price that is fair for both parties and sustainable in the long term.
    • Terms and Conditions: Review the vendor’s standard terms and conditions. Negotiate changes if necessary to protect your business’s interests.
    • Service Level Agreement (SLA): Define the level of service you expect from the vendor. This should include specifics about delivery times, quality standards, and response times for issues or queries.
    • Exit Strategy: Discuss what will happen if the relationship needs to end. This should cover scenarios such as contract termination, transition of services, and resolution of outstanding issues.

    At the end of the negotiation phase, you should know which vendor you want to enter into a contract with.

    The vendor analysis process

Vendor evaluation is an important part of the process for all projects – because you want vendors who can meet your needs, and have the financial strength to stay in business a long time.

Different Types of Supplier Analysis

There are different types of vendor analysis, each with its unique focus. For instance, a cost-based analysis looks at the supplier’s pricing structure, while a capabilities-based analysis evaluates the supplier’s ability to meet specific requirements.

  • Cost-Based Analysis

    A cost-based analysis concentrates on the financial aspects of the deal, including suppliers’ pricing models, payment terms, and potential discounts or rebates.

    It helps identify if a supplier is offering value for money and aids in comparing different suppliers’ pricing strategies.

  • Capabilities-Based Analysis

    This analysis assesses a supplier’s ability to meet the specific needs of a business. This could include production capacity, technological capabilities, compliance with industry standards, and ability to meet delivery deadlines.

  • Performance-Based Analysis

    This type of analysis evaluates a supplier’s past performance. It considers factors like delivery punctuality, error rate, responsiveness to issues, and overall reliability.

    This is a good way to monitor how well a vendor meets your needs after working with them for a few months.

  • Strategic Analysis

    This analysis looks at a supplier’s strategic value to the business. It evaluates the potential for a long-term relationship, the supplier’s position in the market, and the risk and opportunities associated with the supplier.

  • Vendor Risk Analysis

    This analysis identifies potential risks associated with a supplier. These could be financial, operational, reputational, compliance-related, or supply chain risks. It’s crucial to ensure the business is prepared for any negative impacts a supplier could have.

    Different types of supplier analysis

Each type of vendor analysis provides valuable insights, and businesses often employ a combination of these to make the most informed decisions.

Best Practices for Effective Vendor Analysis

  • Involve Key Stakeholders

    Involving stakeholders in the vendor selection process is not just important; it’s crucial for the success of any business project.

    Stakeholders can include anyone who has an interest in the project or will be affected by its outcome, such as employees, managers, customers, and investors.

    Each stakeholder brings a unique perspective and set of expertise to the table, which can greatly enhance the decision-making process.

    Including stakeholders in vendor selection ensures that all relevant viewpoints are considered. For instance, while a procurement team might focus on cost, a product manager may prioritize quality, and a customer service representative might emphasize reliability.

    By incorporating these diverse perspectives, businesses can make more informed and balanced decisions aligning with their strategic objectives.

    Involving stakeholders also fosters a sense of ownership and commitment to the project. When stakeholders are part of the decision-making process, they are more likely to support and actively contribute to successfully implementing the chosen vendor solution.

    This cross-functional collaborative approach can lead to better project outcomes, increased stakeholder satisfaction, and stronger vendor relationships.

  • Use a Vendor Management System to Track Everything

    A vendor management system (VMS) can be an invaluable tool in managing supplier performance reviews and maintaining relationships.

    This system provides a centralized platform where all relevant procurement and vendor data about a supplier’s performance can be stored, tracked, and analyzed.

    Vendor management key performance indicators such as delivery times, quality of goods or services, responsiveness to issues, and cost-effectiveness can be monitored in real-time, providing you with actionable insights into each supplier’s performance.

    To conduct a supplier performance review using a VMS, set up the key metrics that matter most to your business.

    The system will then continually track these metrics, providing real-time updates. When it’s time for a review, the VMS can generate comprehensive reports detailing the supplier’s performance, highlighting areas of strength and those needing improvement.

    But a VMS isn’t just for tracking and reviewing performance; it’s also a powerful tool for maintaining and enhancing supplier relationships.

    Providing transparent feedback based on concrete data encourages open communication between you and your suppliers. You can work together to address any issues, improve performance, and optimize processes.

    Moreover, recognizing and rewarding high-performing suppliers can strengthen relationships and foster long-term partnerships. In this way, a VMS can play a pivotal role in managing and enhancing your supplier relationships.

  • Choose Metrics to Evaluate All Suppliers Against

    Choosing the right metrics to evaluate your suppliers is the first step toward effective supplier management.

    These metrics allow you to objectively measure and compare supplier performance, helping you identify the best suppliers for your business.

    What you choose will depend on your business model and goals, what product or service you’re trying to procure, and the type of analysis you’re conducting.

    These metrics are important because they directly impact your business’s ability to provide high-quality products or services to your customers.

    However, the importance of each metric may vary depending on your business’s specific needs and goals and the nature of your industry.

  • Leverage Vendor Scorecards to Compare Results

    Vendor scorecards are a powerful tool for evaluating and comparing suppliers. They provide a standardized format for collecting and displaying data on various qualitative supplier performance metrics, enabling you to quickly and easily assess supplier performance.

    A vendor scorecard might include data on:

    • Product or Service Quality

      Measured by defect rates, specifications compliance, and customer feedback.

    • Delivery Performance

      Measured by factors such as on-time delivery rate, order accuracy, and flexibility in handling changes or emergencies.

    • Cost Competitiveness

      Measured by factors such as price competitiveness, cost savings achieved, and payment terms.

    • Customer Service

      Measured by factors such as response time, problem resolution efficiency, and communication quality.

    Using vendor scorecards has several advantages over other supplier evaluation methods.

    It provides a clear, visual representation of supplier performance, makes it easy to compare different suppliers, and allows for ongoing tracking of supplier performance over time for easier and faster decision-making.

  • Analyze Your Current Suppliers – Not Just New Ones

    While it’s important to thoroughly evaluate potential new vendors, it’s equally important to continuously analyze your existing suppliers.

    This helps ensure that they continue to meet your performance standards and allows you to address any issues before they become significant problems.

    Regular supplier analysis can involve:

    • Regular Reviews: Conduct regular reviews of supplier performance based on your chosen metrics.
    • Feedback Sessions: Provide feedback to suppliers on their performance and discuss any areas for improvement.
    • Continuous Improvement Plans: Work with suppliers to develop and implement plans for continuous improvement.
  • Take Your Time – Do Not Rush Vendor Selection

    Choosing the right vendor is not just about finding the most cost-effective solution; it’s about ensuring that you receive high-quality services that meet your specific needs and contribute positively to your business’s overall productivity and efficiency.

    Rushing into vendor selection without proper due diligence can lead to subpar results, increased business risks, and potential losses in the long run.

Best practices for effective vendor analysis

Vendor Performance and Evaluation Can Make or Break Your Business

Regularly evaluating supplier performance is an essential part of any successful business.

It helps identify improvement areas, provides insight into how the vendor can better meet your needs and can improve long-term supplier relationships.

Regular evaluations should be performed by a knowledgeable individual familiar with the services being provided. The evaluation should include feedback from multiple departments or sources to ensure that all relevant data is considered.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Vendor Analysis: What Is It, Process, Types, and Best Practices appeared first on Planergy Software.

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Budgeting In UK Schools: MAT, Academy Budgeting Challenges and Best Practices https://planergy.com/blog/budgeting-in-schools-mats-academies/ Tue, 12 Dec 2023 14:59:45 +0000 https://planergy.com/?p=15550 KEY TAKEAWAYS School finance is complex, and budget monitoring is important to prevent overspending. Even using last year’s data to support the current year for your current budget may lead you astray without close monitoring, as factors change over time. Following best practices and facing challenges head-on can help. Understanding School Budgets A school budget… Read More »Budgeting In UK Schools: MAT, Academy Budgeting Challenges and Best Practices

The post Budgeting In UK Schools: MAT, Academy Budgeting Challenges and Best Practices appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

Budgeting In UK Schools: MAT, Academy Budgeting Challenges and Best Practices

Budgeting In UK Schools MAT

KEY TAKEAWAYS

  • School finance is complex, and budget monitoring is important to prevent overspending.
  • Even using last year’s data to support the current year for your current budget may lead you astray without close monitoring, as factors change over time.
  • Following best practices and facing challenges head-on can help.

Understanding School Budgets

A school budget is more than just a financial document. It’s a strategic tool that maps out the allocation of resources over a specified period, typically a school year.

With a well-planned budget, schools can anticipate revenues, plan for expenditures, and analyze whether there are enough funds to cover operational needs and educational programs for the upcoming financial year.

For instance, a school may allocate part of its budget to improve its science labs to enhance students’ learning experiences.

This decision would be reflected in the budget, showing how much funding will be directed towards this project.

The Significance of Budget Management in Schools

Budget management is the beating heart of every school administration. It ensures transparency, aids decision-making, and enables schools to allocate resources where needed.

Effective budget planning and management prepares schools for financial uncertainties and helps manage risks.

For example, if a school has a robust financial management system in place, it can better handle unexpected situations by budgeting for these variable expenses.

Sudden maintenance or repair work or the need for additional staffing costs due to long term sick leave are likely realities for schools that need to be factored into the budget.

The School Budgeting Process

The budgeting process in schools works similarly to any business budget. Creating a school budget is a meticulous process that involves several steps:

  1. Setting Objectives

    This foundational stage involves identifying what the school aims to achieve, from enhancing student services to upgrading facilities or investing in professional development for staff.

    These objectives should align with the school’s mission and long-term strategic plan.

    For instance, if a school’s mission is to provide a holistic education, an objective could be to allocate funds toward expanding arts programs or sports facilities.

  2. Estimating Income and Expenditure

    On the income side, this includes predicting revenues from various sources such as government funding (dedicated schools grants, for instance), donations, and fundraising activities.

    On the expenditure side, schools must forecast their expenses, including salaries, maintenance costs, supplies, and capital expenditures.

    This step requires careful consideration of past spending patterns, future projections, and current economic conditions.

    A school might, for example, anticipate an increase in energy costs due to rising prices and factor this into its expenditure forecast.

    If you’re unsure where to start, use the previous year as a benchmark. If this is your first year, look at similar schools in the area as a starting ground.

  3. Creating the Budget

    This document serves as a financial roadmap for the school year ahead, outlining how much will be spent in each category and where the funds will come from.

    This step requires collaboration and consensus-building among stakeholders, including school administrators, headteachers, and the local authority. It may also involve difficult decisions about where to allocate resources and what priorities to focus on.

  4. Implementing and Monitoring the Budget

    This involves distributing funds as outlined in the budget and regularly monitoring expenditures to ensure they align with the budget.

    For example, if a school has allocated a certain amount for classroom supplies, the purchasing department must ensure they stay within this limit when ordering supplies to prevent overspending.

  5. Review and Adjust

    At the end of the budget period, it’s time to review it and make adjustments for the next year. Carry out budget analysis reporting, investigate budget variances, and learn lessons to improve budget reporting and forecasting going forward.

    This review process involves comparing actual income and expenditures with the estimates and analyzing discrepancies.

    For example, if a school underestimated its maintenance costs, it would need to adjust these figures in the next budget.

    This continuous cycle of review and adjustment allows schools to improve their budgeting processes over time based on real-world experience and evolving needs.

    School budgeting process

How School Budgets are Divided

Schools typically divide their budgets into different categories.

  • Instructional Costs: Investing in Learning

    Instructional costs form the backbone of any school budget. These costs directly impact the quality of education provided to students. They include teacher salaries, textbooks, classroom supplies, and other learning materials.

    For instance, a school focusing on improving academic performance might allocate a significant portion of its budget toward instructional costs.

    This can involve investing in high-quality textbooks, hiring experienced teachers, or introducing new learning tools and technologies to enhance student engagement and learning outcomes.

  • Non-Instructional Costs: Supporting the School Ecosystem

    Non-instructional costs are equally vital for the smooth operation of a school.

    These day-to-day costs cover administrative expenses, maintenance of school buildings and grounds, and support providers like school nurses or counselors.

    Schools need to allocate sufficient funds to these areas to ensure a safe, clean, and supportive environment for students.

    For example, regular maintenance can prevent larger repair costs down the line. At the same time, investment in support services can help address student well-being and mental health, contributing to better academic outcomes.

  • Capital Expenditures: Building for the Future

    Capital expenditures refer to major costs related to infrastructure improvements or technology upgrades. These are often large, one-off expenses that require careful planning and budgeting.

    For example, a school might decide to refurbish its library or invest in a new IT system.

    While these costs can be substantial, they are critical investments in the school’s future, enhancing the learning environment and equipping students with modern, up-to-date facilities and resources.

    How school budgets are divided

A school might allocate 60% of its budget to instructional costs, 30% to non-instructional costs, and the remaining 10% to capital expenditures.

Multi-Academy Trusts (MATs) and Their Unique Budgeting Approach

Multi-Academy Trusts (MATs) manage their budgeting differently. They receive their school funding from the Department for Education (DfE), which might be fully or partially centralised.

These academies are often comprised of both primary schools and secondary schools, and are inspected by Ofsted, just like maintained schools.

Two key concepts in MAT budgeting are GAG pooling and top-slice budget allocation.

  1. GAG Pooling: A Strategy for Equity

    GAG pooling stands for General Annual Grant pooling. This is a strategic financial approach adopted by MATs in the UK to ensure a more equitable distribution of resources among their academies.

    Under this system, MATs pool their government-allocated funding into one central fund instead of directly distributing it to individual academies.

    This pooled fund is then redistributed based on each academy’s specific needs and circumstances within the trust.

    For example, an academy with more students with special educational needs might require additional resources to provide tailored support and services.

    Through GAG pooling, the MAT can allocate more funds to this academy, ensuring all students across the trust have access to the necessary resources.

    This approach moves away from a ‘my school’ mindset to an ‘all children in the MAT’ perspective.

    It allows resources to be directed to areas where they are most needed, promoting equity and ensuring that every student, regardless of which academy they attend, has the opportunity to succeed.

    However, it’s critical for MATs to manage this process transparently and consult with all stakeholders to ensure that the funds are being allocated fairly and effectively.

    Regular reviews and adjustments may also be necessary to respond to changing needs and circumstances within the trust.

    In essence, GAG pooling is about putting the collective needs of students first and using resources strategically to achieve the best possible outcomes for all.

    GAG pooling is becoming the most popular approach for trusts.

  2. Top-Slice Budget Allocation: Covering Central Services

    Top-slice budget allocation is a common practice in MATs that ensures the provision of essential central services.

    The term ‘top slice’ refers to a percentage of the total funding that is taken off the top – or deducted first – before the remaining funds are distributed among the academies within the trust.

    These top-sliced funds are used to cover the costs of central services provided by the MAT.

    These services can vary between trusts but often include areas such as human resources, legal support, financial management, strategic planning, and other overhead costs associated with running the trust.

    For example, if a MAT receives a total grant of £1 million and decides on a 5% top slice, £50,000 would be allocated to cover central services.

    The remaining £950,000 would then be distributed among the academies in the trust, either evenly or based on individual needs.

    This approach ensures that all academies within the trust have access to essential services and expertise, which can lead to cost savings and efficiencies.

    Instead of each academy having to fund these services independently, they can share the costs, allowing more funds to be directed toward teaching and learning.

    Multi academy trusts budgeting models

Though not for profit, school’s must be managed as businesses to ensure continuous smooth operation for students and staff.

Best Practices for Building a MAT School Budget

  • Know Your Schools Needs

    Understanding each academy’s unique needs, challenges, and opportunities within the trust is crucial.

    This includes knowing the demographics of students, specific requirements, and performance metrics. This in-depth knowledge allows for a more tailored and effective budgeting process.

  • Centralise Control of ‘Big-Ticket’ Items

    Large expenses that affect multiple academies within the trust should be managed centrally. This can lead to cost savings through economies of scale and ensure consistency across the trust.

    Examples of big-ticket items might include IT/ICT infrastructure or learning management systems.

    Putting this with your MATs governing body can get you better deals and helps avoid some of the common problems with education procurement, since you’re purchasing with a higher volume.

  • Have a Long-Term Plan

    While annual budgets are important, having a long-term financial plan is crucial.

    This rolling plan should look ahead at least three to five years, allowing the trust to plan for future investments, anticipate changes, and ensure financial sustainability.

  • Implement Robust Financial Monitoring

    Regular monitoring of actual income and expenditure against budget projections is essential.

    This allows for early identification of any issues or discrepancies and enables timely adjustments to be made. Financial reports should be clear, concise, and provided to all relevant stakeholders.

  • Use GAG Pooling and Top Slicing Strategically

    GAG pooling and top slicing are powerful tools for MATs.

    However, they need to be used strategically and transparently. Regular reviews and adjustments may be necessary to ensure funds are being allocated most effectively and fairly.

  • Engage Stakeholders

    Effective budgeting isn’t a solo activity. It requires input from various stakeholders, including the local authority, school leaders, headteachers, and governors.

    Regular communication and consultation can lead to a more informed and accepted budget.

  • Invest in Professional Development

    Investing in the financial skills and knowledge of those involved in budgeting can pay dividends.

    This can help ensure that budgets are realistic, strategic, and aligned with the trust’s educational objectives.

    Stay Informed of Policy Changes

    Government policies and funding arrangements can have significant implications for school budgets. Staying informed of any changes and understanding their impact is crucial.

Best practices for building a mat school budget

Navigating Challenges in School Budgeting

Budgeting in education comes with a unique set of challenges. These obstacles can be significant but can be navigated successfully with strategic planning and effective management.

  • Balancing Staffing Costs

    The largest expenditure for any school is staffing costs. Schools must ensure they have enough teachers to maintain a reasonable student-teacher ratio and provide quality education.

    However, budget constraints can make paying more staff salaries difficult. Increases in staffing costs that are not matched in funding means school budgets are increasingly stretched.

    Schools must balance hiring enough staff and staying within their budget.

    For instance, a school might decide to invest in professional development for existing staff to increase their teaching capacity instead of hiring additional staff.

    Another strategy could be employing part-time or substitute teachers to manage peak times.

  • Dealing with Funding Shortages

    Another major challenge is dealing with funding shortages. Many schools rely heavily on government funding, which may not always be sufficient or reliable.

    Schools need to have strategies in place to handle these situations.

    This can include seeking additional funding sources such as grants, donations, or fundraising activities.

    Schools may also consider cost-saving measures, like energy-efficient upgrades, to reduce utility costs.

  • Handling Unexpected Expenses

    Unexpected expenses are another hurdle in school budgeting. These can range from sudden repair work to unforeseen events like natural disasters or public health emergencies.

    Schools should aim to build a contingency fund into their budget to handle these situations.

    This provides a financial cushion that can help cover unexpected costs without disrupting the school’s operations or dipping into funds allocated for other areas.

The Bottom Line

Effective budget management is key to the successful operation of schools and academies.

By understanding key budgeting concepts and practices, schools can use their resources most efficiently and effectively as possible to support their educational goals.

From setting clear financial objectives to navigating challenges with resilience, school budgeting is a dynamic process that requires continuous learning and adaptation.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Budgeting In UK Schools: MAT, Academy Budgeting Challenges and Best Practices appeared first on Planergy Software.

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How To Establish & Build Business Credit https://planergy.com/blog/how-to-build-establish-business-credit/ Tue, 17 Oct 2023 10:52:09 +0000 https://planergy.com/?p=15411 KEY TAKEAWAYS Businesses don’t automatically receive a credit rating upon creation. An established business in good standing with the business credit reporting agencies will get better terms. Sole proprietors cannot establish a business credit file. Building and maintaining a strong business credit profile can be a game-changer for your company.  From securing better loan terms… Read More »How To Establish & Build Business Credit

The post How To Establish & Build Business Credit appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

How To Establish & Build Business Credit

How To Establish and Build Business Credit

KEY TAKEAWAYS

  • Businesses don’t automatically receive a credit rating upon creation.
  • An established business in good standing with the business credit reporting agencies will get better terms.
  • Sole proprietors cannot establish a business credit file.

Building and maintaining a strong business credit profile can be a game-changer for your company. 

From securing better loan terms to winning more clients, the benefits of good business credit are hard to ignore.

This comprehensive guide will dive into business credit, its importance, and how to establish and build your credit effectively.

Understanding Business Credit

Business credit, also known as commercial credit, measures a company’s ability to meet its financial obligations.

Similar to personal credit, business credit is tracked by credit bureaus and is reflected in a credit score. 

This score indicates the creditworthiness of a business and helps lenders, vendors, and other stakeholders make informed decisions when working with the company.

Deciphering Business Credit Scores

A business credit score is a numerical representation of a company’s creditworthiness. 

It’s typically calculated based on factors such as credit history, outstanding debts, payment history, and public records like bankruptcies, liens, or judgments.

The most well-known business credit scoring system is the Dun & Bradstreet PAYDEX score, which ranges from 1 to 100, with higher scores indicating better creditworthiness.

Other major business credit bureaus include Experian and Equifax, each with its own scoring system. The FICO Small Business Scoring Service (FICO SBSS) ranges from 0 to 300, for instance.

Personal vs. Business Credit Scores

While both business and personal credit reporting share the common goal of providing a measure of creditworthiness, there are a number of key differences between the two.

  • Credit Reporting Agencies

    Personal credit reports are generated by three major credit bureaus: Experian, Equifax, and TransUnion. These agencies track and record your personal credit history, which includes credit cards, mortgages, student loans, and other personal debts.

    On the other hand, business credit reports are typically generated by different agencies, the most prominent being Dun & Bradstreet, Experian Business, and Equifax Business.

    These bureaus track credit information related to businesses, such as business credit cards, trade credit from suppliers, and business loans.

  • Information Included in the Reports

    A personal credit report includes personal information like your name, Social Security number, addresses, and employment history. It also contains detailed information about your credit accounts, payment history, and any public records such as bankruptcies or tax liens.

    Business credit reports, however, focus on the business’s details. They include the business name, address, industry, and information about the company’s credit obligations and payment history. They may also contain information about the business’s public records, such as judgments, liens, or bankruptcies.

  • Scoring Models

    Personal credit scores typically range from 300 to 850, based on models like FICO or VantageScore. These scores take into account factors such as your payment history, amounts owed, length of credit history, types of credit used, and new credit.

    Business credit scores, however, can vary more widely depending on the scoring model used by the credit bureau. These scores consider factors such as the business’s payment performance, credit utilization, length of credit history, and the company’s size and industry risk.

  • Privacy

    Personal credit reports are protected by the Fair Credit Reporting Act (FCRA), which limits who can access your personal credit information and for what purposes. You’re also entitled to one free personal credit report from each of the three major bureaus every year.

    Business credit reports, however, do not have these same protections. Credit bureaus can sell business credit information to anyone willing to pay for it, and there’s no legal right to a free annual business credit report. This makes it even more crucial for businesses to monitor their business credit reports and ensure the information is accurate and up-to-date.

Personal vs business credit scores

Starting With an LLC

When you first form a limited liability company (LLC), it doesn’t automatically have a business credit score.

You’ll need to take steps to establish credit for your LLC, starting with setting up a separate business entity, opening a business bank account, and getting an Employer Identification Number (EIN) from the IRS.

Once these initial steps are taken, you can build your business credit profile by obtaining credit from vendors, securing loans, and making timely payments.

Note: A sole proprietorship cannot establish business credit, as it is not considered a separate legal entity from the person who operates it.

While entrepreneurs who are just getting started can benefit from a sole proprietorship because of how easy it is to start, it makes sense to form an LLC or corporation as a business grows.

Startups seeking venture capital or other forms of funding to expand their business must be an LLC or a corporation.

The Importance of Building Business Credit

Establishing and maintaining strong business credit offers several advantages. 

A good business credit score can help you secure better loan terms and lower interest rates, reducing borrowing costs.

This gives you additional flexibility and options for cash flow management, liquidity management, and for managing your working capital.

Lenders are more likely to approve larger loans and lines of credit if your business has strong credit. Suppliers often offer more favorable payment terms and discounts to businesses with good credit.

A solid credit profile can also make your business more attractive to potential investors and clients, who may view it as a sign of financial stability and competence.

Steps to Establish and Build Business Credit

Steps to establish and build business credit

  1. Register Your Business and Obtain an EIN

    For a business to establish its own credit, it must first be recognized as a separate entity from the owner. This involves registering your business with your state’s Secretary of State office. The type of registration (e.g., LLC, Corporation) will depend on your business structure.

    Next, you’ll need to get an EIN from the IRS. An EIN is like a Social Security number for your business and is used by the IRS to track your business’s tax obligations. It’s also required by most banks to open a business bank account, or run payroll.

    For example, if Joe wants to start his coffee shop as an LLC, he would first register his business with his state’s Secretary of State office.

    After receiving confirmation of his LLC status, he would apply for an EIN through the IRS website. Many companies that put together business filing packages for you charge for obtaining an EIN, but you can do it for free. Once you have it, don’t lose it! You’ll have to call the IRS to obtain it again.

  2. Open a Business Bank Account

    After your business is registered and has an EIN, the next step is to open a business bank account. This helps reinforce the separation between your personal finances and your business operations. It makes managing business expenses, tracking cash flow, and preparing for taxes easier.

    Let’s say, Joe, from our previous example, opens a business checking account under his coffee shop’s name and EIN. He uses this account to pay for all business-related expenses, such as buying coffee beans and paying employees. By doing this, he’s establishing a financial history for his business.

  3. Establish a Business Address and Phone Number

    Establishing a separate business address and phone number further reinforces your business as a distinct entity. It also provides credit bureaus with consistent information about your business. You can use a physical address or a registered agent service and set up a landline or virtual phone number for your business.

    For instance, Joe might rent a small office space for his coffee shop and list that address for all business registrations and applications. He might also set up a separate business phone line or use a VoIP service for business calls.

  4. Register with Business Credit Bureaus

    Registering with the major business credit bureaus—Dun & Bradstreet, Experian Business, and Equifax Business—helps ensure your business’s credit activity is accurately tracked. For example, Dun & Bradstreet issues a D-U-N-S number, a unique nine-digit identifier for businesses.

    Joe, wanting to build good business credit for his coffee shop, would request a D-U-N-S number for his business. Later, when he starts working with suppliers and lenders who report to these credit bureaus, his business’s credit activity will be associated with this number.

  5. Obtain Business Credit

    To start building your business credit history, obtain credit from suppliers, vendors, or lenders that report to the business credit bureaus. This could be a business credit card, a trade account with a supplier, or a small business loan.

    For instance, Joe might apply for a business credit card and use it for regular business expenses. Or he might set up a trade credit account with his coffee bean supplier, where he receives the beans now but pays for them 30 days later (net-30 terms). Both activities will help establish his business credit if reported to the credit bureaus.

  6. Pay Your Bills on Time

    There are many reasons to pay your bills on time, including to maintain strong vendor relationships. Maintaining a strong credit rating is another reason for this.

    Just like with personal credit, your payment history plays a significant role in your business credit score. Consistently paying your bills on time shows lenders and creditors that your business is reliable and financially stable.

    If Joe consistently pays his business credit card bill and trade credit account on time, this positive payment history will be reflected in his business credit score, making it easier for him to secure additional credit or loans in the future.

  7. Monitor Your Business Credit Report

    Regularly reviewing your business credit report allows you to catch any errors or discrepancies that could negatively impact your business credit score. It also helps you understand what actions improve your score and which might hurt it.

    For example, Joe might notice that one of his suppliers isn’t reporting his on-time payments to the credit bureaus. After noticing this, he might choose to switch to a supplier who does report payments, thus further building his business credit.

    As with personal credit, building credit for your business takes time. The better you score, the better your financing options become.

Fast Track to Business Credit for an LLC

To quickly establish business credit for your LLC, consider the following strategies:

  • Use a Business Credit Card

    Business credit cards are a powerful tool for building business credit quickly. They allow businesses to make purchases and pay them off over time, demonstrating reliability and creditworthiness to credit bureaus.

    For example, a business owner could use a business credit card to pay for routine expenses such as office supplies or utility bills. By paying off the balance each month, the business establishes a history of reliable payments, which can help improve its business credit score.

    Choosing a business credit card that reports to the major business credit bureaus is important. Also, manage the card responsibly – keep the balance low and make payments on time.

  • Secure a Small Business Loan or Line of Credit

    Securing a small business loan is another effective way to establish business credit. When a business takes out a loan and makes regular payments, it demonstrates to lenders that it can handle debt responsibly.

    For instance, a business owner might take out a small business loan to purchase new equipment. If they make their loan payments on time, this positive payment history will be reported to the credit bureaus, helping to build the business’s credit profile.

    Small business loans can be obtained from various sources, including banks, credit unions, and online lenders. Some businesses might also qualify for government-backed loans from the Small Business Administration (SBA), which often have lower interest rates and flexible terms.

  • Leverage Your Personal Credit

    In some cases, business owners with strong personal credit can leverage it to get business credit. This can be particularly useful for new businesses that haven’t had the chance to establish their own credit yet.

    For example, some lenders offer personal guarantee business loans, where the business owner’s personal credit score is used to guarantee the loan. If the business fails to repay the loan, the lender can seek repayment from the business owner personally.

    While this method can help businesses establish credit more quickly, it also carries risks. If the business fails to repay the loan, the business owner’s personal credit could be damaged. Therefore, this strategy should be used carefully and as a last resort.

Fast track to business credit for an LLC

Building Small Business Credit Takes Time and Effort

Building business credit takes time and effort, but the benefits are well worth the investment.

By following these steps and remaining diligent about managing your business finances, you’ll be well on your way to establishing and improving your company’s credit profile.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post How To Establish & Build Business Credit appeared first on Planergy Software.

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Horizontal vs. Vertical Integration: A Comprehensive Guide https://planergy.com/blog/horizontal-vs-vertical-integration/ Tue, 12 Sep 2023 13:23:33 +0000 https://planergy.com/?p=15325 KEY TAKEAWAYS Horizontal Integration: This business strategy involves acquiring or merging with companies at the same level in the supply chain, leading to increased market share, cost savings, diversification, and competitive advantage. Vertical Integration: By taking control of different stages of the production or distribution process, businesses can gain supply chain control, reduce costs, increase… Read More »Horizontal vs. Vertical Integration: A Comprehensive Guide

The post Horizontal vs. Vertical Integration: A Comprehensive Guide appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

Horizontal vs. Vertical Integration: A Comprehensive Guide

Horizontal Vs Vertical Integration

KEY TAKEAWAYS

  • Horizontal Integration: This business strategy involves acquiring or merging with companies at the same level in the supply chain, leading to increased market share, cost savings, diversification, and competitive advantage.
  • Vertical Integration: By taking control of different stages of the production or distribution process, businesses can gain supply chain control, reduce costs, increase efficiency, and differentiate their products and services.
  • Challenges and Risks: Both horizontal and vertical integration present unique challenges, such as integration difficulties, regulatory hurdles, increased complexity, capital intensity, reduced flexibility, and potential conflicts.
  • Strategic Considerations: Understanding and selecting the right integration strategy can significantly impact a company’s growth and success. Companies should carefully weigh each approach’s benefits, challenges, and risks to make informed decisions that align with their goals and objectives.

In today’s rapidly evolving business landscape, companies must continually adapt and innovate to stay ahead of the competition.

One way businesses can achieve this is through strategic expansion, which often involves either horizontal or vertical integration.

In this blog post, we will explore these two critical concepts, their benefits, challenges, and differences, and how they apply to modern-day businesses.

What is Horizontal Integration?

Horizontal integration refers to a company expanding its operations by acquiring or merging with other companies operating at the same supply chain level.

This approach allows businesses to grow their market power, diversify their product offerings, and achieve economies of scale.

Examples of Horizontal Integration

A classic example of horizontal integration is when Facebook acquired Instagram and WhatsApp. 

These acquisitions allowed Facebook to consolidate its dominance in the social media space, eliminate potential competitors, and expand its user base.

Amazon’s acquisition of Whole Foods in 2017 exemplifies a horizontal integration strategy, as it allowed the e-commerce giant to enter the grocery market and enhance its physical retail presence.

Disney’s acquisition of Pixar in 2006 marked a significant milestone in the entertainment industry, as it brought together two giants of animation.

The acquisition proved to be mutually beneficial for both companies. For Disney, it rejuvenated its animation division by gaining access to Pixar’s cutting-edge technology, creative talent, and innovative storytelling techniques.

This led to a series of successful animated films under the joint banner, such as “Up,” “WALL-E,” and “Inside Out.”

On the other hand, Pixar benefited from Disney’s vast distribution network, marketing expertise, and resources, which helped expand the reach and impact of Pixar’s films worldwide.

Ultimately, the strategic collaboration between Disney and Pixar resulted in a powerful synergy that strengthened both companies’ positions in the animation market and created memorable content for audiences globally.

Pixar isn’t the only noteworthy acquisition from Disney. The business expansion allowed Walt Disney Company to expand its content portfolio and increased its market share by acquiring 21st Century Fox in 2019.

In the technology sector, Microsoft’s acquisition of LinkedIn in 2016 enabled the company to expand its suite of business services, while Google’s purchase of YouTube in 2006 helped it solidify its presence in the online video market.

These examples demonstrate how acquiring companies at the same level of the value chain can lead to growth and competitive advantages.

What is Vertical Integration?

There are two main types of vertical integration: forward (downstream) integration and backward (upstream) integration.

Each type involves taking control of different levels of the production or distribution process to achieve various strategic objectives.

  • Forward (Downstream) Integration

    This type of vertical integration occurs when a company expands its control toward the end of the supply chain, moving closer to the final customer. This can involve activities such as acquiring or establishing distribution channels, retail outlets, or service centers.

    Forward integration allows a company to gain more control over sales, distribution, and customer relationships and can lead to increased market share, improved profit margins, and enhanced customer experiences.

    Example: A car manufacturer acquiring a chain of dealerships to sell its vehicles directly to consumers.

  • Backward (Upstream) Integration

    In contrast, backward integration refers to a company’s expansion toward the beginning of the supply chain, taking control of the production of raw materials or components used in its products.

    This can involve activities such as purchasing suppliers, acquiring mines or farms, or establishing manufacturing facilities. Backward integration enables a company to secure its supply chain, reduce production costs, enhance quality control, and potentially create barriers to entry for competitors.

    Example: A smartphone manufacturer acquiring a company that produces microchips or other essential components for its devices.

Examples of Vertical Integration

A well-known example of vertical integration is Apple’s decision to design and manufacture its chips in-house. 

By doing so, Apple gained greater control over its supply chain, reduced reliance on external suppliers, and enhanced its ability to innovate and differentiate its products.

Tesla’s decision to build its own battery factory, the Gigafactory, demonstrates a forward vertical integration strategy, as it allowed the electric vehicle manufacturer to secure its supply chain and reduce production costs.

In the fashion industry, Zara’s parent company, Inditex, manages its entire production process, from design to distribution, enabling it to quickly adapt to market trends and maintain tight control over quality and cost.

Netflix’s move into producing original content, such as “House of Cards” and “Stranger Things,” showcases a successful backward vertical integration as the streaming giant expanded its role from content distributor to content creator.

These examples highlight how companies can benefit from taking control of different stages of the production or distribution process through vertical integration strategies.

Understanding the differences between these growth strategies is crucial for any company considering making any move. Self-sufficiency has its benefits, but may also lead to a company’s downfall.

Benefits of Horizontal and Vertical Integration

Both horizontal and vertical integration offer unique advantages for businesses looking to expand:

  • Benefits of Horizontal Integration

    • Increased Market Share: Boosting Your Presence Through Acquisition and Mergers

      Horizontal integration allows companies to quickly gain a larger market share by acquiring or merging with competitors.

      This strategy can significantly increase a company’s presence, customer base, and overall market influence. A larger market share often leads to increased brand recognition, customer loyalty, and the ability to set prices favorably.

    • Cost Savings: Achieving Economies of Scale Through Consolidation

      One of the key benefits of horizontal integration is the potential for cost savings. By consolidating operations and leveraging shared resources, companies can achieve economies of scale, which result in lower costs per unit.

      This can lead to increased profit margins, greater financial stability, and the ability to invest in innovation and growth. Additionally, cost savings can be passed on to customers, making products and services more competitive in the marketplace.

    • Diversification: Reducing Risk by Expanding Product Offerings

      Horizontal integration can also help companies diversify their product offerings and reduce reliance on a single market segment.

      By expanding into new markets or adding complementary products and services, businesses can mitigate risks associated with changes in consumer demand, economic fluctuations, and industry disruptions.

      Diversification can also open up new revenue streams, making the company less vulnerable to downturns in any one area of the business.

    • Competitive Advantage: Eliminating Competition and Strengthening Market Position

      Finally, horizontal integration can provide a significant competitive advantage by eliminating competition and strengthening a company’s position in the market.

      By acquiring or merging with competitors, businesses can consolidate their market presence, making it more difficult for new entrants to gain a foothold. This strategy can also lead to increased bargaining power with suppliers and customers and the ability to dictate industry standards and trends.

      In short, horizontal integration can create a formidable market force that is difficult for competitors to challenge.

  • Benefits of Vertical Integration

    • Supply Chain Control: Gaining Greater Oversight and Quality Assurance

      Vertical integration allows companies to gain greater control over their supply chain, ensuring quality and timely delivery of products.

      By taking ownership of various stages in the production process, businesses can closely monitor quality standards, optimize inventory management, and reduce the risk of disruptions caused by external suppliers.

      This level of control can lead to increased customer satisfaction, brand reputation, and a competitive edge in the market.

    • Cost Reduction: Streamlining Production and Distribution Costs

      Eliminating intermediaries through vertical integration can often result in cost reductions associated with production and distribution.

      By owning multiple stages of the production process, businesses can minimize the markups and fees charged by third-party suppliers and distributors. This streamlined approach can lead to lower operating costs, increased profit margins, and more competitive customer pricing.

    • Increased Efficiency: Optimizing Processes and Communication

      Vertical integration enables companies to streamline processes and improve communication between different stages of production.

      By consolidating operations under one organizational umbrella, businesses can eliminate redundancies, enhance coordination, and foster a more collaborative environment.

      This increased efficiency can result in faster production times, reduced waste, and the ability to respond more quickly to changes in market demand.

    • Differentiation: Creating Unique Products and Services

      Owning various stages of the production process can enable businesses to create unique products and services that set them apart from competitors.

      Vertical integration allows companies to innovate and customize their offerings more effectively, as they have direct control over the entire production and distribution process.

      This can lead to the development of proprietary technologies, exclusive features, and tailored solutions that meet specific customer needs. Differentiation can help businesses establish a strong brand identity and build customer loyalty.

Benefits of horizontal and vertical integration

Challenges and Key Differences Between Horizontal and Vertical Integration

While both approaches offer significant benefits, they also present unique challenges and risks:

  • Horizontal Integration Challenges

    • Integration Difficulties: Navigating Operational, Cultural, and Legal Challenges

      Merging with or acquiring other companies can lead to several integration difficulties that must be carefully managed. Operational challenges may include consolidating systems, processes, and resources and aligning company goals and strategies.

      Cultural challenges may arise due to differences in organizational values, communication styles, and employee expectations. Creating a positive company culture will need to be managed over a more complex business structure.

      It might introduce new management challenges, like the need to manage a distributed workforce or the need to face the challenges of managing remote teams.

      Legal challenges can involve navigating regulatory requirements to avoid oligopolies and monopolies, contract negotiations, and potential disputes.

      Successful integration requires careful planning, open communication, and a willingness to adapt and compromise.

    • Regulatory Hurdles: Addressing Antitrust Concerns and Compliance

      Horizontal integration can sometimes attract antitrust scrutiny from regulatory authorities due to potential anti-competitive effects. Acquiring or merging with competitors can lead to market concentration, reduced competition, and the potential for monopolistic practices.

      To avoid regulatory hurdles, companies must carefully assess the competitive landscape, consider the impact of their actions on market dynamics, and ensure compliance with all relevant laws and regulations.

    • Increased Complexity: Managing Growth and Coordination Challenges

      Expanding horizontally can complicate a company’s operations, making managing and coordinating activities harder. As they grow, businesses may face communication, decision-making, and resource allocation challenges.

      Maintaining a unified vision and culture while integrating diverse teams, products, and markets can become increasingly difficult.

      To overcome these challenges, companies must invest in strong leadership, efficient systems and processes, and a culture of collaboration and continuous improvement.

  • Vertical Integration Challenges

    • Capital Intensive: Investing in Infrastructure, Technology, and Human Resources

      Vertical integration often requires significant infrastructure, technology, and human resources investments. Companies must be prepared to invest in facilities, equipment, and systems necessary to manage various stages of the production process.

      Additionally, they may need to hire and train new employees to handle the increased scope of operations. While these investments can lead to long-term benefits, they can also strain a company’s financial resources and require careful planning and risk management.

    • Reduced Flexibility: Adapting to Changing Market Conditions

      Owning multiple stages of the production process can make it more challenging for companies to adapt to changing market conditions.

      When a business is vertically integrated, it may be less able to quickly pivot its operations or outsource specific tasks in response to fluctuations in demand or shifts in industry trends.

      This reduced flexibility can make it harder for companies to stay agile and responsive to customer needs, which is crucial for maintaining a competitive edge in today’s fast-paced business environment.

    • Potential Conflicts: Navigating Internal Tensions and Aligning Interests

      Vertical integration can sometimes lead to conflicts of interest between different divisions within a company. For example, a division responsible for producing raw materials might prioritize its own profitability over the needs of the division responsible for manufacturing finished products, leading to internal competition and tension.

      To avoid these potential conflicts, companies must establish clear communication channels, align incentives and objectives across divisions, and foster a culture of collaboration and mutual support.

      This may involve implementing cross-functional teams, setting shared performance metrics, and promoting organizational transparency.

      Organizations that understand these differences and select the appropriate integration strategy can significantly impact your business’s growth and success.

      By carefully considering the benefits, challenges, and risks associated with horizontal and vertical integration, you can make informed decisions that align with your company’s goals and objectives.

Challenges and key differences between horizontal and vertical integration

How Companies Can Benefit from the Right Integration Strategy

Organizations must adapt to the changing business landscape by leveraging the right integration strategy. 

Horizontal integration can help these companies expand their customer base, diversify their product offerings, and enhance their market position.

Vertical integration can enable purchasing software providers to offer end-to-end solutions, improve supply chain efficiency, and differentiate themselves from competitors.

The choice between horizontal and vertical integration depends on your company’s specific goals, resources, and market dynamics. 

Using market opportunity analysis can help identify the right route to take.

By thoroughly understanding these concepts and considering their benefits, challenges, and risks, purchasing companies can make strategic decisions that drive growth, innovation, and long-term success.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Horizontal vs. Vertical Integration: A Comprehensive Guide appeared first on Planergy Software.

]]>
Budgeting Process: Steps and Best Practices for Planning a Budget https://planergy.com/blog/budgeting-process/ Tue, 05 Sep 2023 14:44:04 +0000 https://planergy.com/?p=15283 KEY TAKEAWAYS Budgeting is crucial to ensure your business has enough money to remain operational and earn profit. Using financial tools can help save time and resources while improving accuracy in the budgeting process. Whether you have a small business or a large corporation, the basic steps and best practices for managing budgets are the… Read More »Budgeting Process: Steps and Best Practices for Planning a Budget

The post Budgeting Process: Steps and Best Practices for Planning a Budget appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

Budgeting Process: Steps and Best Practices for Planning a Budget

Budgeting Process: Steps and Best Practices For Planning a Budget 

KEY TAKEAWAYS

  • Budgeting is crucial to ensure your business has enough money to remain operational and earn profit.
  • Using financial tools can help save time and resources while improving accuracy in the budgeting process.
  • Whether you have a small business or a large corporation, the basic steps and best practices for managing budgets are the same.

Budgeting is a vital aspect of financial management that helps businesses allocate resources effectively, control costs, and achieve their financial goals.

In this article, we will discuss the typical steps involved in the budgeting process, the challenges of forecasting, best practices for effective business budgeting.

We will also look at how spend management software, like Planergy, can help keep track of expenses and control spending within budget limits.

Why is Business Budgeting Important?

Business budgeting plays a crucial role in the financial success of a company. Regardless of size, all companies must have an annual budget for every fiscal year.

Larger companies may have a budget committee in charge of creating multiple types of budgets, including operating budgets and departmental budgets.

The end goal should be a detailed budget that covers everything you expect to spend, plus some excess for discretionary spending.

Budgeting should be part of regular financial planning. As you make budget decisions, consider:

  • Available funds
  • Capital expenditures and operating expenses, including variable and fixed costs
  • Plans for the next fiscal year

Use documents such as your:

  • Income statement
  • Cash flow statement
  • Utility bills
  • Payroll documents

These documents will help you develop your master budget. Use your business plan as a guide if it’s your first year in business. 

If you’ve been in business for a while, you can use information from the prior year to help you set up the budget.

This is the case unless you are using a zero based budgeting approach.

  • Sets Financial Goals and Objectives

    A well-prepared budget serves as a roadmap for your business’s financial growth. By setting clear financial targets, you can align your business strategies with your desired outcomes, such as increased revenue, reduced expenses, or higher profitability.

    Budgeting also helps you prioritize investments and allocate resources to achieve these objectives effectively.

  • Allocates Resources Efficiently

    Business budgeting lets you analyze your company’s financial needs and distribute resources accordingly.

    This ensures that each department or project receives adequate funding, vital for smooth operations and achieving your business goals.

    Efficient resource allocation also helps you avoid overspending and maintain a healthy cash flow.

  • Identifies Potential Financial Problems Before They Arise

    Regular budgeting lets you spot financial issues early on, such as declining sales, rising costs, or cash flow shortages.

    By identifying these problems in advance, you can take proactive measures to address them, such as cutting unnecessary expenses, renegotiating contracts, or seeking additional funding.

    This ensures that your business remains financially healthy and avoids costly issues down the line.

  • Modern Software Reduces Budgeting Time & Effort

    Many businesses still rely on outdated, manual budgeting methods, such as spreadsheets or pen and paper.

    This can be time-consuming and error-prone, leading to inaccuracies in financial forecasting. By using modern budgeting software, businesses can dramatically reduce the time and effort required to generate accurate budgets.

    Accurate real-time tracking and reporting on budget vs actual expenditure can avoid overspends and gives visibility of underspends so budgets can be adjusted or reallocated as needed.

    Business budgeting software automates many of the manual processes, allowing you to quickly develop comprehensive financial plans without sacrificing accuracy or detail.

    This can provide peace of mind that your business’ finances are well-managed and help enable more informed decision making, and easier financial reporting.

  • Measures Business Performance Against Established Benchmarks

    A budget is a benchmark against which you can compare your financial performance. This enables you to evaluate your company’s progress toward its financial goals and identify areas that need improvement.

    Regularly reviewing your budget and adjusting it based on your business’s performance helps you stay on track and make informed decisions.

  • Helps Decision-Making and Long-Term Planning

    Budgeting provides valuable insights into your business’s financial health and future prospects. These insights are essential for making strategic decisions, such as expanding into new markets, launching new products, or acquiring other businesses.

    Additionally, a well-structured budget can help you plan for long-term growth by identifying opportunities for cost reduction, revenue generation, and investment.

Why is business budgeting important

No matter what your budget looks like, set aside some funds to account for unexpected expenses or overages.

Steps in the Budgeting Process

Budgeting is a crucial aspect of financial management that helps businesses plan and allocate resources effectively. 

It typically involves the following steps:

  1. Setting Financial Objectives

    Start by determining your short-term and long-term financial goals, such as increasing revenue, reducing costs, or improving profitability.

    These objectives should be specific, measurable, achievable, relevant, and time-bound (SMART) to ensure they are realistic and attainable.

  2. Gathering Historical Data

    Review past financial statements, records, and reports to gain insights into your business’s financial performance and trends. This can include a budget analysis report and budget variance analysis.

    This information will help you identify areas of strength and weakness and opportunities for improvement and growth.

    Using spend management software, like Planergy, will allow you to gain real-time spend visibility and make better decisions.

  3. Forecasting Revenues and Expenses

    Based on historical data, market research, and industry trends, estimate future sales, costs, and other financial variables. Variable expenses can be difficult to budget for, so they need to be considered carefully.

    Consider factors such as seasonality, economic conditions, and changes in your business operations when making these projections.

  4. Preparing a Preliminary Budget

    Create a draft budget that outlines your projected revenues, expenses, and cash flow.

    This should include line items for each category of income and expenditure, as well as a summary of your overall financial position.

  5. Reviewing and Adjusting

    Analyze the preliminary budget to ensure it aligns with your financial objectives and accurately reflects your business’s anticipated financial performance.

    Make any necessary adjustments, such as reallocating resources or revising revenue projections, to create a more accurate and realistic budget.

  6. Implementation

    Once your budget is finalized, communicate it to relevant stakeholders, such as department heads, employees, and investors.

    Ensure that everyone understands the budget’s objectives and their role in achieving them. Integrate the budget into your business operations, using it as a guide for decision-making and resource allocation.

  7. Monitor and Review

    Regularly track your actual financial performance against the budget to identify any discrepancies or areas that require attention.

    Review your budget periodically and adjust as needed to account for changes in your business environment or financial performance.

    This ongoing monitoring and review process will help you stay on track and ensure that your budget remains an effective tool for managing your business’s finances.

Steps in the budgeting process

Budget Forecasting Challenges

  • Economic Uncertainty

    Unpredictable market conditions, such as consumer demand fluctuations, interest rate changes, or shifts in global economic trends, can impact your revenue projections and expense estimates.

    Economic uncertainty makes it difficult to accurately predict your business’s financial performance, which can lead to over- or underestimating your budgetary needs.

    To address this challenge, consider using multiple scenarios (optimistic, realistic, and pessimistic) in your budget forecasting process to account for potential variations in market conditions.

  • Inaccurate Historical Data

    Your budget forecasts rely heavily on historical reporting data to project future revenues and expenses. Incomplete or incorrect historical data can lead to flawed forecasts, resulting in unrealistic budget expectations and poor decision-making.

    To overcome this challenge, maintain accurate and up-to-date financial records, and review them regularly for errors or inconsistencies.

    Use industry benchmarks and market research to supplement your historical data and provide a more comprehensive view of your business’s financial outlook.

  • Changes in Business Operations

    Significant changes in your business operations, such as new product launches, acquisitions, or changes in your supply chain, can impact your budget projections.

    These changes may introduce new revenue streams or alter your cost structure, making it challenging to forecast your business’s financial performance accurately. For example, a significant increase in operations can result in a decrease in cash flow.

    To address this challenge, closely monitor any changes in your business operations and incorporate them into your budget forecasts.

    This may involve updating your revenue projections, adjusting your expense estimates, or reallocating resources to accommodate the changes.

Budget forecasting challenges

Benefits of Business Budgeting

  • Improved Financial Control

    Budgeting helps you monitor and manage your business’s finances more effectively. By setting financial targets and allocating resources accordingly, you can track your company’s performance and ensure it stays on track to achieve its goals.

    A well-prepared budget also enables you to identify areas where cost savings can be made, or resources can be reallocated to maximize efficiency.

  • Enhanced Decision-Making

    A well-prepared budget provides valuable insights for strategic planning and decision-making.

    By analyzing your projected revenues and expenses, you can identify growth opportunities, prioritize investments, and make informed decisions about your business’s operations.

    Budgets also serve as a reference point for evaluating the financial impact of various alternatives, helping you choose the most cost-effective and beneficial options for your company.

  • Better Risk Management

    By identifying potential financial issues early on, budgeting allows you to mitigate business risks and implement contingency plans.

    Regularly monitoring your budget helps you spot potential problems, such as cash flow shortages or declining revenues, before they become critical.

    This proactive approach to risk management allows you to address issues in a timely manner and minimize their impact on your business’s financial health.

  • Increased Profitability

    Effective budgeting helps optimize resource allocation and control costs, increasing profits.

    By carefully planning your expenses and analyzing your procurement spend you can identify areas where cost savings can be achieved, you can reduce unnecessary spending and improve your company’s bottom line.

    A well-structured budget can help you identify new revenue opportunities and invest in initiatives to drive growth and profitability.

Benefits of business budgeting

Best Practices for Business Budgeting

To ensure effective business budgeting you should consider following these best practices:

  • Involve Relevant Stakeholders

    Include employees from different departments to gather diverse perspectives and insights.

    Involving key stakeholders in the budgeting process ensures a more comprehensive understanding of the company’s financial needs and promotes buy-in and commitment to achieving budget goals.

  • Use Current, Accurate Data

    Base your revenue and expense projections on accurate, up-to-date information. If the information is not accurate or not up to date you can be sure your budget will have the same problem.

  • Be Realistic with Expectations

    Avoid overly optimistic or pessimistic assumptions that could lead to unrealistic expectations and poor decision-making. Use historical data and industry benchmarks to create a more reliable and achievable budget.

  • Adjust for Seasonality

    Consider seasonal fluctuations in sales and expenses when creating your budget. Many businesses experience variations in demand and costs throughout the year due to factors like holidays, weather, and consumer behavior.

    Incorporating these fluctuations into your budget can help you better plan for and manage resources during peak and off-peak periods.

  • Use a Rolling Forecast

    Update your budget regularly to account for market conditions and business operations changes. A rolling forecast is an approach where you continually update your projections for a set period (e.g., 12 months) as new data becomes available.

    This enables you to maintain a more accurate and up-to-date financial outlook, allowing for quicker strategy and resource allocation adjustments as needed.

Best practices for business budgeting

How Can Software Help You Manage Your Budget?

Spend management software like Planergy can help you manage your budget by:

  • Streamlining Data Collection

    Spend management software like Planergy can help you manage your budget by automatically importing financial data from various sources.

    This saves time and reduces errors by eliminating manual data entry and ensuring your budget is based on accurate, up-to-date information.

  • Facilitating Better Collaboration

    Enable team members to work together on business budget planning and review processes using spend management software.

    This fosters better communication and collaboration among stakeholders, allowing for a more comprehensive understanding of the company’s financial needs and promoting commitment to achieving budget goals.

  • Providing Real-Time Insights

    Generate reports and dashboards with spend management software that allows you to monitor your financial performance in real-time.

    This enables you to quickly identify trends, discrepancies, and areas of concern, allowing for more informed decision-making and timely adjustments to your budget and strategy.

  • Improving Expense Tracking

    Track expenses against your budget with ease using spend management software, and identify areas where spending can be controlled.

    This helps ensure your business stays within budget, allowing for more effective resource allocation and improved financial performance.

How software can help you manage your budget

Simplify Business Budgeting with Planergy

Effective business budgeting is crucial for managing your company’s finances, making informed decisions, and achieving financial goals.

By following best practices and leveraging spend management software like Planergy, you can create an accurate and comprehensive budget that supports your business’s long-term success.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Budgeting Process: Steps and Best Practices for Planning a Budget appeared first on Planergy Software.

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Expense Reporting: What Is It, Templates, and How To Fill A Report https://planergy.com/blog/expense-reporting/ Thu, 27 Jul 2023 11:34:09 +0000 https://planergy.com/?p=15106 KEY TAKEAWAYS Expense reporting is the process of documenting and submitting expenses incurred by an individual or an organization during business operations. Expense reporting has many benefits for businesses (including taxes and compliance.) Manual paper-based processes can work when you’re small but often become impractical. Software can help automate and streamline your processes. What Is… Read More »Expense Reporting: What Is It, Templates, and How To Fill A Report

The post Expense Reporting: What Is It, Templates, and How To Fill A Report appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

Expense Reporting: What Is It, Templates, and How To Fill A Report

Expense Reporting

KEY TAKEAWAYS

  • Expense reporting is the process of documenting and submitting expenses incurred by an individual or an organization during business operations.
  • Expense reporting has many benefits for businesses (including taxes and compliance.)
  • Manual paper-based processes can work when you’re small but often become impractical.
  • Software can help automate and streamline your processes.

What Is Expense Reporting?

Expense reporting is the process of documenting and submitting expenses incurred by an individual or an organization during business operations.

It involves keeping track of all expenses, such as travel expenses, office supplies, meals, and other expenses related to business operations, and then submitting a report to the appropriate party for reimbursement or accounting purposes.

Expense reporting is an important process for businesses as it helps to ensure that expenses are properly accounted for and that employees are reimbursed for legitimate business expenses promptly.

Additionally, expense reports can provide valuable insights into how much money is being spent on different categories of expenses, which can help organizations identify areas where they may be able to cut costs or optimize their spending.

Reasons to Use Expense Reports

Businesses may not think expense reports are necessary, but the truth is businesses of all sizes can benefit from them.Reasons to use expense reports

  • Employee Expense Reimbursement

    One of the primary reasons for expense reports is to reimburse employees for business-related expenses they have incurred on behalf of the company. This could include travel expenses, meals, accommodations, and other costs.

  • More Accurate Budgeting

    Expense reports can provide valuable data for budgeting purposes. By tracking expenses over time, companies can gain insights into where they are spending money and identify areas where they may need to cut costs or adjust their budget.

  • Compliance With Internal Controls

    Expense reports can help you ensure compliance with internal policies and external regulations. Companies can reduce the risk of fraud, errors, and noncompliance by requiring employees to document their expenses and obtain proper approvals.

  • Tax Requirements

    Expense reports are also used for tax purposes. By tracking business expenses, companies can deduct them from their taxable income and reduce their tax liability.

    IRS Requirements for Expense Tracking and Reporting

    The Internal Revenue Service (IRS) has specific rules and requirements for business expenses that can be deducted from taxable income.

    To be deductible, expenses must be ordinary and necessary expenses incurred during business operations. Here are some of the key requirements that the IRS has for expense reports:

    1. Substantiation

      The IRS requires that adequate records, such as receipts, bills, and invoices substantiate expenses. These records must show the expense’s amount, date, place, and business purpose.

    2. Business Purpose

      Expenses must have a business purpose. This means that they must be directly related to business operations, such as travel expenses for a business trip or office supplies for use in the office.

    3. Reasonableness

      Expenses must be reasonable in amount. This means that they should not be excessive or unnecessary for the business purpose. For example, a coach flight instead of a first-class seat, or a basic hotel room instead of a suite.

    4. Timeliness

      Expenses must be reported in a timely manner. The IRS requires that expenses be reported on a regular basis, typically within 60 days of the expense being incurred.

    5. No Personal Expenses

      Personal expenses cannot be deducted as business expenses. The IRS requires that expenses be exclusively for business purposes and not for personal benefit.

    IRS requirements for business expenses to be tax deductible

  • Spend Management Analysis

    Expense reports can provide valuable insights into how employees are using company resources.

    By analyzing the spend data, companies can identify trends and patterns in employee spending, which can help them make informed decisions about budgeting, procurement, and other business processes.

How To Implement an Expense Reporting Process

It’s up to your organization to define the expense reporting process in a way that makes sense for you and your industry.

Typically, employees will be given specific guidelines on what expenses are eligible for reimbursement, what documentation is required, and how to submit their expense reports. 

This might be covered by a corporate travel policy and employee expense reimbursement policy.

This can vary depending on the organization, but the process generally involves keeping receipts, filling out a form, or using an online tool to document expenses and then submitting the report to the appropriate person or department for review and approval.

Developing an expense reporting process for a company typically involves several steps.

How to implement an expense reporting process

  • Define Your Expense Policy and Procedures

    Start by establishing clear policies and procedures that define what expenses are eligible for reimbursement, what documentation is required, and how expense reports should be submitted and processed.

    This should be communicated clearly to all employees and stakeholders involved.

    As you define your company policies, consider the following:

    • What type of expenses will you cover?
    • What expenses are not eligible for employee reimbursement?
    • Will you allow employees to use a corporate card or purchasing card?
    • Will you allow employees to book their own business travel or have someone book it for them? What pricing limits will you enforce?
    • What should employees do during a business travel emergency? For example, the flight is overbooked, only first-class is available on another airline, etc.
    • Will you require paper receipts for all expenditures or allow employees to submit photos of receipts through a mobile app?
  • Choose an Expense Reporting System

    Next, determine the expense reporting system you’ll use. This could be a paper-based system, a Microsoft Excel spreadsheet, or a cloud-based expense management software.

    As you evaluate options, consider ease of use, functionality, security, cost, and integration with other systems, such as your ERP or accounting software.

    The ideal expense management solution will work with your accounting software and allow you to establish automated workflows for data entry and accounts payable.

  • Set Up Expense Categories

    Define and set up expense categories, such as travel, meals, entertainment, and office supplies. This will help ensure expenses are properly tracked and allocated in your general ledger.

  • Establish Approval Processes

    Next, establish an approval process for expense reports, which may involve multiple levels of approval depending on the expense amount or the employee’s position. This helps ensure that expenses are properly reviewed and authorized.

    A simple process looks like this:

    1. Employee Submits Expense Report

      The employee submits an expense report to the appropriate person or department, typically the employee’s supervisor or the finance department.

    2. Review of Expense Report

      The approver reviews the expense report to ensure all expenses are legitimate, necessary, and comply with company policies and procedures.

    3. Approval or Rejection of Expense Report

      The approver either approves the expense report, indicating that the expenses are acceptable and can be reimbursed, or rejects the report, indicating that some or all expenses are unacceptable.

    4. Corrections and Resubmission

      If the expense report is rejected, the employee may need to make corrections and resubmit the report for approval.

    5. Processing of Approved Expense Report

      Once the expense report is approved, the finance department will process the report and arrange for reimbursement of the approved expenses.

  • Communicate the Process

    After establishing the approval process for employee expenses, you must communicate the expense reporting process to all employees, including how to submit expenses and what to expect in terms of reimbursement.

    This should be done through employee handbooks, training sessions, and other communication channels.

  • Monitor and Evaluate the Process

    You should regularly monitor and evaluate the expense reporting process to ensure it works effectively and efficiently.

    This could involve tracking metrics such as expense report turnaround time, the accuracy of submissions, and the amount of reimbursement. Based on this feedback, the process can be refined and improved over time.

    For example, tracking everything in a spreadsheet may be the quickest and easiest way to handle things when you’re a small company. But as you scale, it will lose efficiency because it relies on manual data entry.

    Investing in expense reporting software makes more sense to streamline and automate the expense management process.

No matter which method you choose, having an expense reporting process in place helps keep operations running smoothly.

Basic Expense Report Template

[Company Logo]

Expense Report

Employee Information

  • Name:
  • Department:
  • Employee ID:
  • Date of Expense Report:

Expense Details

Date Description Category Amount Receipt Attached
         
         
         
         
         

Sub-Total: [Total amount of expenses]

Receipts Attached: [Yes/No]

Approvals

Employee Signature Date Manager Signature Date
       

Notes/Comments:

[Add any notes or comments regarding the expenses or the report]

This is just a basic template that is customizable to fit your company’s specific needs. 

The expense report should include all relevant information, such as the date, expense description, category, amount, and whether or not a receipt is attached.

It should also have spaces for the employee and manager’s signatures to certify the information as accurate and additional notes or comments to aid approval.

How Travel and Expense (T&E) Software Solutions Can Help

Travel and expense management can be difficult if you are using manual processes. 

Travel and expense (T&E) software can help businesses automate and streamline their expense reporting process.

how travel and expense t&e software solutions can help

  • Simplify Expense Reporting

    T&E software can make it easy for employees to submit expenses by providing a user-friendly interface for capturing and categorizing expenses.

    This can reduce the time and effort required to complete expense reports and ensure that all required information is included.

    You can also automate expense reporting, streamlining reimbursement approval and cutting down on the manual tasks in the process.

  • Eliminate Paper-based Processes

    T&E software can eliminate the need for paper-based expense reports and receipts, which can be time-consuming and error-prone. It is very easy to lose a receipt.

    Instead, employees can use mobile devices or web-based portals to submit expenses and attach electronic receipts. This can be done as soon as receipt is received, reducing the possibility of missing documents.

  • Ensure Compliance

    T&E software can help businesses ensure compliance with internal policies and external regulations by providing automated approval workflows, audit trails, and built-in compliance checks.

  • Provide Real-time Visibility

    T&E software can provide real-time visibility into expenses, allowing businesses to track spending and identify areas where costs can be reduced or optimized. This can help businesses make informed decisions about budgeting and procurement.

  • Streamline Reimbursement

    By automating the expense reimbursement process, T&E software can make it easy for businesses to reimburse employees for expenses. This can reduce the time and effort required to process reimbursements and ensure that employees are paid accurately and on time.

    Overall, T&E software can help businesses reduce the administrative burden of expense reporting and ensure that expenses are properly documented and compliant with internal policies and external regulations.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Expense Reporting: What Is It, Templates, and How To Fill A Report appeared first on Planergy Software.

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P-Cards: What Are Corporate Purchasing Cards and How Do They Work https://planergy.com/blog/p-card/ Fri, 14 Jul 2023 09:22:43 +0000 https://planergy.com/?p=15059 IN THIS ARTICLE What Are P-Cards? How Do P-Cards Work? Purchase Cards vs. Corporate Cards Benefits of Using P-Cards Drawbacks of P-Cards Best Practices for Your P-Card Program How to Get Purchase Cards for Your Company P-Card FAQs In today’s age of digitization and cashless transactions, the idea of using plastic instead of paper money… Read More »P-Cards: What Are Corporate Purchasing Cards and How Do They Work

The post P-Cards: What Are Corporate Purchasing Cards and How Do They Work appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Indirect Spend Guide", to learn:

  • Where the best opportunities for savings are in indirect spend.
  • How to gain visibility and control of your indirect spend.
  • How to report and analyze indirect spend to identify savings opportunities.
  • How strategic sourcing, cost management, and cost avoidance strategies can be applied to indirect spend.

P-Cards: What Are Corporate Purchasing Cards and How Do They Work

In today’s age of digitization and cashless transactions, the idea of using plastic instead of paper money is more appealing than ever. 

This is where procurement cards, also known as P-cards, come in.

Although P-cards have existed for decades, many remain unfamiliar with this payment tool. 

In this blog, we’ll explore what P-Cards are, how they work, and their pros and cons.

What Are P-Cards?

P-cards, short for purchasing cards, are essentially credit cards for businesses.

They are designed to enable employees to make purchases using a single credit card instead of going through the traditional procurement process – submitting purchase requisitions, receiving a purchase order, and processing payments.

P-cards are an efficient way of managing small and routine purchases without the need for paperwork and lengthy purchase approval processes.

How Do P-Cards Work?

When your company signs up for a P-card program, you receive a credit card with a preset spending limit. 

You’ll give the card to designated employees who can make purchases only up to the credit limit.

These cards work in-person and online, just like any other credit or debit card. 

Depending on the bank you use, your cards may have the Visa or Mastercard logo.

You can order multiple cards to distribute to multiple employees if desired. 

For example, you may wish to distribute cards to all department heads to keep with them at all times or have cards on hand to give employees while traveling for business.

Your procurement cards can be tied to a bank account or a credit card. The issuing bank sends payments to vendors within a few business days and invoices your company monthly.

P-Card transactions can be tracked in several ways:

  • By employee or P-Cardholder
  • By department
  • By merchant category

At the end of the billing cycle, the card provider bills your organization for all purchases made during that period. 

Most programs also provide you with reports that help track spending and monitor fraud or misuse.

Your organization also controls where purchases can be made and how much can be spent in a single transaction. 

It’s possible to set per-purchase limits as well as monthly spending caps.

Some providers also allow you to set spending restrictions on the types of allowable purchases, such as no travel, entertainment, or alcohol spending. 

These are set using merchant category codes, so that card users cannot attempt to bypass restrictions.

Purchase Cards vs. Corporate Cards

With the availability of corporate cards, why would you even consider using procurement cards? Corporate cards, or C-Cards, are issued to senior executives or employees with higher responsibilities within the company.

C-Cards usually have a higher spending limit than P-Cards, but their usage is monitored more strictly. Moreover, C-Cards can be used for small and large purchases and often come with many other features, including reward programs.

Pcards vs Corporate Cards

P-Cards are not prepaid cards, and they are not a corporate card. Both P-Cards and corporate cards are a type of commercial card, but it’s important to understand the differences for your business.

Benefits of Using P-Cards

  • Cost Effective to Manage Small Purchases

    When it comes to smaller expenditures like office supplies, going through the formal procurement and payment process could be time-consuming.

    If your processes are not refined enough you can end up spending more in employee labor costs than you would when allowing your office manager to make purchases via the Amazon Business account, for example.

    This cuts down on your overall procurement costs, allowing you to funnel the savings into other areas of your business.

  • Easy for Employees to Track Expenses

    Using a purchase card makes it easier for your staff to purchase what they need while tracking their business expenses, especially while traveling for business. (You can give them a travel card, a restricted type of P-Card, if you want to limit spending capabilities.)

    With easier expense tracking comes better employee compliance. And with more accurate records, you can get a clearer picture of your overall spending habits.

  • Savings and Rebates

    Most P-Card programs offer savings and rebates. The bank you use will determine available offers. These savings and rebates are similar to a personal credit card reward program, where you get a percentage in cash back.

    Your company may be able to earn anywhere from 1 to 3% cash back or savings from your purchases.

    The exact amount you’ll earn depends on factors such as:

    • Volume and amount of purchases
    • Number of cards issued
    • Payment speed
    • Average transaction size
    • Whether your company purchases certain expensive products

Benefits of Using Pcards

Drawbacks of P-Cards

  • Vulnerable to Fraud and Misuse

    Because P-Cards are not subject to the same level of scrutiny as regular procurement processes, employees may be tempted to use them for personal gain. Therefore, you must have proper P-Card policies and procedures to mitigate such risks.

    Work with your program manager to block purchases from certain merchants and set spending limits to prevent fraudulent charges.

  • Less Flexible than Corporate Cards

    Because purchase cards are tied to specific budgets or departments, you can’t use them to make cross-departmental or strategic purchases.

  • Could Make Overspending Easier

    With fewer purchases going through the formal procurement process, it is easy to lose track of spending.

    Maverick spend, or rogue spend, where purchases from suppliers who are not your preferred vendor for purchasing specific items may increase. This can result in less on-contract spend and reduce realized cost savings from strategic sourcing initiatives.

    You must be able to adhere to your budget requirements and regularly monitor the transactions.

    Failure to do so could mean you spend more than you meant to. While you can bounce back from minor overspending relatively easily, major overspending over a long period of time could spell disaster for your company. Monitoring carefully is a must.

Drawbacks of Using Pcards

Best Practices for Your P-Card Program

  1. Establish a Clear Usage Policy

    Having a well-defined P-Card policy is the first step on the road to success. This policy should be a clear guide for all employees who are issued a P-Card.

    It should outline the acceptable purchases, spending limits, documentation and receipt requirements, and the consequences of P-Card misuse.

    Make sure that this policy is understood by all employees and enforced consistently.

    • Define the roles and responsibilities of cardholders, including the authorized use of their card and the procurement process that applies to P-Card usage.
    • Set spending limits, frequency, and card usage instructions, including: frequency of P-Card use, spending limits, types of expenses that can be charged, and card usage protocols.
    • Outline account restrictions, ordering practices, and daily expenditure limits.
  2. Foster a Culture of Accountability

    Incorporating a culture of accountability within your organization can help prevent financial fraud, waste, and abuse.

    Having employees willing to report suspicious activity or expenditure immediately is critical for maintaining a healthy P-Card program.

    Ensure that employees understand their responsibilities and have procedures in place to report malfeasance – this can be through an anonymous telephone hotline, email, or other types of reporting mechanism.

  3. Train Your Employees

    Those with authority to make purchases with a P-Card should undergo P-Card training. While it might be self-explanatory to some, others can make costly mistakes that lead to problems.

    Investing time into P-Card training shows a commitment to compliance and helps prevent unintentional spending.

    Whether you do in-person or online training, include the basics of P-Card usage, reporting requirements, documentation and receipt requirements, and other relevant information in training sessions.

    Also, keep track of those who attend the trainings and who missed them.

  4. Create a Strong Approval Process

    Having a strict approval process helps avoid fraudulent or wasteful expenditures. Ensure that at least two people (a requestor and approver) are involved in each P-Card transaction.

    The approver should verify that the listed expense is reasonable and adds value to the business before approving the transaction.

    Keep a log of approvals and requests, electronically or physically, depending on the size of your company, to maintain a solid audit trail.

  5. Analyze and Review Your P-Card Usage Regularly

    Periodically review your P-Card expense usage to determine whether purchasing adds value to your organization. Identify any outliers, such as excessive spending or transactions outside your P-Card policy’s acceptable purchases.

    Having an appointed person or team to monitor P-Card spending regularly helps identify any red flags early and avoid any issues.

Best Practices for Your Pcard Program

Implementing best practices for your P-Card program is essential for any business using P–cards.

Not only does it offer a straightforward and effective way to manage your purchasing program, but it also prevents fraud, waste, and abuse.

It’s better to set up a clear policy, establish accountability, enforce training, implement a strong approval process, and regularly analyze your P-Card usage to ensure your card program remains healthy.

A little effort now saves time, money, and many headaches down the road.

How to Get Purchase Cards for Your Company

  • Research Issuing Banks

    Not all P-Card programs are created equally, so take some time to compare your options. Look at factors such as interest rates, fees, credit limits, and any available rewards or benefits.

    Think about what types of purchases you’ll make with the card, and choose the one that fits your business’s specific needs.

    Be sure to read the fine print carefully and ask the financial institution any questions you may have before deciding on which one to apply for.

  • Understand Policies and Restrictions

    Familiarize yourself with the policies and restrictions that come with the P-Card provider you are choosing. Each issuing company sets specific rules that users must follow when making purchases.

    It is essential to understand these guidelines to avoid unnecessary charges and penalties.

  • Review Eligibility Requirements

    Most issuers require that you have a good credit history and a consistent track record of timely payments.

    Additionally, you should be an authorized representative of your organization and have the ability to make financial decisions on behalf of your company.

  • Gather Necessary Documents

    Gather your essential documents for the application process. These usually include your tax identification number, proof of your business’s legal existence, and a copy of your company’s financial statements.

    Some issuers may also require additional information, so check with them beforehand.

  • Submit the Application

    Submit your P-Card application. You can typically do this online by filling out an application form and submitting the necessary supporting documents. Depending on the issuer, you may also be required to undergo a credit check.

  • Finalize Application Processing

    After submitting your application, following up with the issuer is essential to ensure your application is being processed.

    Typically, it takes between 7 to 14 days for the issuer to review your application and send a response. If your application is approved, you will receive your P-Card information and instructions on how to use it.

How to Get Pcards for Your Company

P-Card FAQs

What Is a P-Card Used for?

It is used for small corporate purchases or business travel. It gives employees access to company money for buying items their company requires.

What Is the Difference Between a Corporate and P-Card?

Corporate cards are issued to people higher in the company that have more to do with overall purchasing and spending. They usually have higher spending limits and fewer purchasing restrictions.

What Does P-Card Stand for?

P-Card stands for purchase card, purchasing card, or procurement card. It’s a type of commercial card.

What Is the Credit Limit for a P-Card?

Your credit limit depends on various factors, such as your total business revenue, the types of purchases, and issuing bank policies. Your P-Card administrator will inform you of your credit limit and any actions you can take to increase the limit later.

With an effective purchasing card program, your organization can realize cost savings and increased efficiency. P-Cards streamline the payments process and reduce manual labor costs associated with generating and submitting purchase orders.

In addition, they increase accuracy while ensuring that payment is made quickly.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our “Indirect Spend Guide”

Download a free copy of our guide to better manage and make savings on your indirect spend. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post P-Cards: What Are Corporate Purchasing Cards and How Do They Work appeared first on Planergy Software.

]]>
Accounts Payable: What Is It, Definition, Job Description, Process, and Software https://planergy.com/blog/accounts-payable/ Wed, 19 Apr 2023 11:16:29 +0000 https://planergy.com/?p=14866 IN THIS ARTICLE What Is Accounts Payable? Understanding Accounts Payable Accounts Payable Example Accounts Payable Job Description The Accounts Payable Process Other Important Accounts Payable Tasks Challenges in the Accounts Payable Process Benefits of Using AP Automation Software Popular Accounting Software Options Future Trends in Accounts Payable What Is Accounts Payable? Accounts payable is the… Read More »Accounts Payable: What Is It, Definition, Job Description, Process, and Software

The post Accounts Payable: What Is It, Definition, Job Description, Process, and Software appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Preparing Your AP Department For The Future", to learn:

  • How to transition from paper and excel to eInvoicing.
  • How AP can improve relationships with your key suppliers.
  • How to capture early payment discounts and avoid late payment penalties.
  • How better management in AP can give you better flexibility for cash flow management.

Accounts Payable: What Is It, Definition, Job Description, Process, and Software

Accounts Payable

What Is Accounts Payable?

Accounts payable is the money a company owes to its suppliers for goods and services received on credit.

Accounts payable is also the department within the finance team who are responsible for paying the invoices received from suppliers related to the company’s purchases.

From an accounting perspective, accounts payable is an account within the general ledger that tracks a company’s liabilities to pay short-term debt to it’s creditors.

Understanding Accounts Payable

When a company purchases goods and services on credit, it records them as accounts payable because they are liable to pay the vendor later.

Accounts payable is also sometimes referred to as trade debt or trade payables, but trade payables are actually a sub-set of accounts payable. 

Trade payables is related only to inventory related goods.

Is Accounts Payabale a Liability or an Asset?

Accounts payable is a current liability on the balance sheet that needs to be settled within one year, representing money owed to other entities in exchange for goods and services.

It should not be confused with accounts receivable, which refers to the money customers owe a business. This is an asset.

The accounts receivable ledger tracks these amounts owed and helps businesses keep track of payments due, monitor customer balances, and generate reports for accounting purposes.

AR is an important part of managing the finances of any business, but it can be considered as the opposite of AP.

What’s the Difference Between Accounts Payable and Notes Payable?

Accounts payable should also not be confused with notes payable.

Notes payable are long-term liabilities payable beyond 12 months while accounts payable should be payable within a 12-month period.

What’s the Difference Between an Accrued Expense and Accounts Payable?

Accrued expenses and accounts payable have some similarities, they are both monies owed for example, but there are also key differences between accrued expenses and accounts payable.

Accrued expenses are liabilities that have built up over time and the company is obligated to pay in the future. Invoices may not have been received yet and the amount owed may be estimated.

Accounts payable are liabilities related to ongoing expenses where invoices have been received and payment must be made in a defined period, usually within 12 months of the expense being incurred.

Is Accounts Payable a Credit or a Debit?

There is often confusion about if accounts payable is a credit or a debit. Accounts payable is a liability account and should have a credit balance.

But individual accounts payable records can be credit (at the point of purchase) or debit (when the payment is processed).

Accounts Payable Example

You make a purchase of $1,000 worth of stationary on behalf of the company from your supplier, AB Stationary.

Based on your agreed credit terms the purchase is on credit and will be due to be paid in 14 days.

This $1,000 will be added to your accounts payable ledger as a credit until against AB Stationary until the payment is processed.

When the payment is processed the accounts payable ledger will have a debit of $1,000 recorded.

This follows accrual accounting practices where expenses are recognized when they are incurred.

Accounts Payable Example

Accounts Payable Job Description

Working in accounts payable involves managing the company’s financial obligations to its suppliers.

The main tasks of an accounts payable clerk include:

  • Processing invoices
  • Verifying the accuracy and completeness of the information
  • Coding payments
  • Determining payment terms
  • Creating payment schedules

Accounts payable clerks may also be responsible for the following:

  • Preparing reports
  • Reconciling differences between invoices
  • Making payments to vendors
  • Managing vendor relations
  • Responding to inquiries
  • Resolving outstanding issues with suppliers

To be successful in an accounts payable role, individuals need relevant accounts payable skills.

They should possess strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.

They should also have a good understanding of accounting principles and experience working with accounting software.

As part of the job responsibilities of accounts payable professionals must monitor supplier invoices to ensure the accuracy and timeliness of payments.

They also provide timely updates on payment status to relevant stakeholders such as internal departments and external suppliers.

Accounts payable professionals may also be responsible for reconciling accounts with vendors or calculating any discounts available on payments made within specified deadlines.

They may also provide analysis of unpaid invoices to help identify potential issues with late payments or discrepancies in vendor charges.

If you are hiring in accounts payable you should consider appropriate accounts payable interview questions to help identify the right candidates.

The Accounts Payable Process

The accounts payable process is commonly considered to start when you receive an invoice.

Ideally, the accounts payable process will incorporate a PO process including tracking of receiving of goods and services covering the full procure-to-pay process.

This is also known as Full cycle accounts payable and ensures faster and more accurate invoice processing with fewer exceptions. If the invoice data matches.

  1. Receive and Review Vendor Invoice

    The AP process begins when an invoice is received from a vendor or supplier for goods or services the business purchased on credit terms.

  2. Assign Invoice for Processing

    After the invoice is received, it needs to be forwarded to an appropriate person for invoice processing.

    This might be a department manager, the company accountant, or an accounts payable specialist.

    If a company is clear on its purchase order about who should receive the invoice, this step can be avoided.

    AP automation software can automatically receive, process, and assign invoices to the right people.

  3. Enter Invoice Data Into the Accounting Software

    AP staff must then enter all the invoice data into the accounting software, including vendor details, items, quantities, cost, etc.

    All transactions must be recorded in the general ledger. AP staff must be able to keep track of all business expenses, payments, and reimbursements on all liability accounts.

    This step is easier with electronic invoicing and when AP automation software is in use.

    Invoice data can be scanned and extracted from the invoice using OCR technology and artificial intelligence and entered directly into the accounting system resulting in faster invoice processing times.

  4. Verify Invoice and Payment Information

    Once the information is in the system, accounts payable clerks analyze the payment terms, check for discounts that may be applicable per the contract, and other information that could affect payment accuracy before sending the invoice for approval.

  5. Match Invoice To PO and Receipt

    If you are following a 2-way matching process this will involve comparing the invoice to a PO.

    If you are following a 3-way matching process you will match against the PO and also the goods received note or other relevant receiving documents.

  6. Approve Invoice

    The invoice approval process will likely look different depending on how the invoice has been matched. Successfully 3-way matched invoices may not need any additional approval.

    Invoices that were not successfully matched or those with exceptions will likely need additional approval.

  7. Make Payment

    The AP department must ensure that all payments are authorized accurately and promptly.

    This will ensure invoices can be processed for payment at the optimal time for value and cash flow management.

    While some vendors may offer an early payment discount, it may not be feasible for you to leverage it.

    The payable department should know when it’s safe to take advantage of those discounts and when it is better to wait until the due date to make payment.

    Once the information is verified and payment is approved, the AP department will prepare vendor payments. Vendor payment details may use EFT payments, ACH transfers or wire transfers.

    They are typically outlined in the contract but generally include payment by check, bank transfer, wire, credit card, or debit card.

Accounts Payable Process

Other Important Accounts Payable Tasks

Reconcile Vendor Accounts

After issuing payment to the vendor, AP staff must periodically reconcile vendor accounts.

This process involves checking to ensure all invoices have been paid correctly and on time.

If there is a discrepancy, it involves reaching out to the vendor to solve the issue – whether it means receiving a refund, more product, or issuing another payment.

It is best to reconcile vendor accounts regularly.

Address Supplier Inquiries Promptly

Occasionally, suppliers may ask questions about when to expect an invoice payment. They may also have questions about orders, delivery, etc.

The accounts payable department must be able to address inquiries, manage invoice disputes, and forward concerns to the relevant department quickly to maintain quality vendor relationships.

Accounts Payable Reporting

Accounts payable reporting is an important part of accrual accounting. Tracking and reporting on AP transactions is key for the day-to-day activities of the department.

The reports generated can vary in different businesses.

This can include accounts payable KPI reports, accounts payable aging reports, accounts payable trial balance, and GRNI reports to help with GRNI Reconciliation.

Challenges in the Accounts Payable Process

There are many challenges in the accounts payable process that need to be managed carefully to ensure optimal performance.

Here is a list of some of the key challenges:

  • Manual Processes and Data Entry

    When your business manually manages bills and invoices, it can take time and resources.

    This becomes especially challenging when dealing with large amounts of data or foreign currencies/exchange rates.

    Manual processes also leave more room for human error which could result in incorrect payments or missed deadlines.

    Improving AP performance against accounts payable Benchmarks can be difficult, for example, if you’re trying to measure and improve your AP turnover ratio.

  • Lack of Visibility of Committed Spend

    Without proper visibility into cash flow, businesses could miss out on opportunities to optimize their costs or save money by taking advantage of discounting options from vendors.

    Better forecasting of payments in accounts payable can help improve cash flow management and liquidity management.

    Furthermore, without visibility into the accounts payable process, it may be difficult to track down duplicate payments or identify fraud attempts quickly enough to prevent them from occurring.

    Without upstream visibility of spend accounts payable forecasting will prove difficult and invoice approval times will be slow.

  • Inefficient Payment Processes

    This could include sending multiple payments for single invoices or waiting too long to pay vendors, resulting in late fees or other penalties.

    Inefficient payment processes also make it difficult to manage accounts payable cash flow because there’s no way to know how much money will be available at any given time.

    Additionally, inefficient payment processes increase the risk of making duplicate payments. It is hard to keep track of all invoices being processed at any given moment.

    Accounts payable automation helps address these challenges by handling invoice reconciliation (with automatic three-way matching to match invoices to receipts and invoices), approval workflows, and more.

  • Delays with Approving Invoices

    Each delay in a step of invoice processing has a knock-on effect with the result of delaying payment processing.

    The biggest delay of all is often caused by delays approving invoices. Who needs to approve this invoice?

    When you find out they don’t have enough information to approve so they need to check the details and get back to you.

    When all the required information is not available it becomes harder to approve invoices. An invoice arrives sometimes a month after the purchase.

    Without a system in place will people recall the agreed prices? Not always. That’s where full cycle accounts payable helps.

  • Managing Documents and Audit Trails

    Working with paper causes many problems, not least is that it goes missing. Paper invoices are no different. Lost in a pile, dropped when moving to another office.

    Centralizing and digitizing invoice processing automates the management of relevant documents. Invoices are captured and digitized automatically and backed up to the cloud.

    Additional documents can be linked similarly so you don’t need to maintain folders and folders of documents.

    Recording actions carried out in the accounts payable process can also be labor intensive.

    How do your auditors know correct approval processes were followed if you received that on a phone call and there is no audit trail?

Challenges in the Accounts Payable Process

Accounts payable is the lifeblood of a business. Without proper management of payables and receivables, a business will falter.

Benefits of Using AP Automation Software

Managing accounts payable can be complex and time-consuming, but it can become easier with the right software.

Accounts Payable software is designed to streamline and automate many tasks required to pay suppliers on time while minimizing human errors that could lead to inaccuracies or delays.

Planergy’s procure-to-pay software, incorporating AP automation software, makes AP automation easy. We connect with your accounting software or ERP to make managing procurement and accounting easier.

AP software allows companies to eliminate mundane tasks and focus their resources on more important projects.

AP automation software provides numerous benefits, including:

  • Cost Savings

    Automation eliminates the need for additional staff and the amount of time staff need to spend processing invoices.

    Accounts payable process costs can be greatly reduced resulting in significant savings.

  • Faster Cycle Time

    By automating approval workflows and invoice processing you will greatly reduce the time it takes to process invoices right through to payment.

    A lower invoice cycle time is a desirable outcome from improving AP processes.

    Tracking the change in accounts payable KPIs, like accounts payable days, accounts payable turnover, and days payable outstanding will show this improvement.

    Where there are no exceptions you could even embrace straight-through invoice processing.

  • Greater Efficiency

    Automation reduces invoice processing time and frees up time that would otherwise be spent on tedious tasks, allowing employees to work on more productive pursuits.

  • Better Accuracy and Reduced Errors

    Invoice process automation is far more accurate than manual processes, ensuring accuracy in data entry and other operations.

    Plus, it helps ensure you are moving towards a paperless accounts payable workflow, so you don’t have to worry about losing documents and reduces the risks of AP fraud.

  • Data Security

    Cloud software digitizes your records, digitally archives your documents, and ensures your financial data is securely backed up.

    It also allows your team to work remotely, giving you the benefits of remote working while reducing the risks of fraud.

  • Data Collection & Analysis

    As automation tracks each step within a process, it creates records that can be used to analyze performance and identify weaknesses or improvements that need to be made.

    The reports can help you see things like accounts payable write-offs and accounts payable recovery audits.

  • Scalable

    Manual processes limit how many invoices you can process per employee. When you exceed those levels you need to hire more staff and this can be challenging and time-consuming.

    Removing the manual processes and automating ensures your accounts payable team are ready to scale with the company much more easily.

  • Improves Forecasting

    The earlier you know your committed spend the easier it is to forecast for budgets and cash-flow.

    Spend visibility helps when preparing accounts payable accruals which in turn helps with month-end closing and when preparing year-end accounts.

Benefits of Using AP Automation Software

Popular Accounting Software Options

Popular accounting software used for managing accounts payable lack the functionality of a dedicated AP solution like Planergy.

But luckily there are integration options for all leading accounting software and ERP.

Popular solutions often used to manage AP include:

  • Microsoft Dynamics GP

    Microsoft Dynamics Great Plains is an installed business accounting or enterprise resource planning (ERP) software offering powerful yet easy-to-use tools that help manage customer relations and finances.

    It is still in common use in businesses and continues to be supported but Microsoft have announced there will be no further new features added after version 18.5, released in October 2022.

    The updated cloud offering from Microsoft is Microsoft Dynamics 365.

  • QuickBooks

    QuickBooks is a powerful financial management software hosting a wide range of features to help businesses stay on top of their accounts. Available in Online and Desktop versions.

    Planergy integrates with QuickBooks Online directly and has an integration with QuickBooks Desktop too.

  • Xero

    Xero is accounting software offering cloud-based access, making it easier for business owners to stay organized and in control of their finances.

    Xero has extensive options for integrating with additional software to extend it’s functionality. Planergy integrates with Xero to offer spend management and AP automation functionality.

  • Sage Intacct

    Sage Intacct is an award-winning cloud based accounting and financial management software with features designed to help businesses process payments, reconcile accounts and create accurate reports.

    Planergy integrates directly with Sage Intacct as well as other Sage software’s like Sage 200 and Sage 50.

  • NetSuite

    NetSuite is a leading cloud ERP that covers CRM, business accounting, and ecommerce but does not effectively cover AP Automation.

    Planergy has integration options for NetSuite customized to your specific NetSuite implementation.

Best Practices for Managing Accounts Payable

When managing accounts payable there are some key things you should do. Here is a list of accounts payable best practices to ensure you are processing invoices accurately and efficiently.

  • Standardize Invoice Processing

    No one is perfect, and there will be occasional mistakes, especially if you still use manual processes and your vendor is the same.

    You may be accidentally billed for more office supplies than you received or for a longer period of time than your contract indicates. Duplicate invoices are common. It is often not fraud but just a manual error by the staff at your supplier.

    Creating a standard process for how invoices are handled following best practices ensures that information stays consistent across the board. This consistency makes it easier to spot errors during invoice processing, and allows for faster validation.

  • Enforce Internal Controls

    A clear accounts payable policy should be defined with relevant internal controls for accounts payable and invoice processing. Compliance can be enforced more easily with dedicated software.

    This should include a set of procedures for invoice approval, incorporating segregation of duties, and a workflow that sends the invoices to the appropriate department, person, or team, such as the CFO, help to streamline the process.

    Automation can route invoices to the appropriate team member, and Planergy allows “Out of Office” settings that allow another user to temporarily step in with the same user permissions to keep things running smoothly while someone is on vacation or out on leave.

  • Negotiate Payment Terms with Suppliers

    To maximize your cash flow, your procurement team should negotiate more favorable pricing and payment terms with suppliers whenever possible.

    If you can take advantage of an early payment discount, that’s great, but the goal is to keep cash flow positive while having all of your bills paid on time to avoid late fees or penalties.

  • Use AP Automation

    Automated processes can reduce the time, effort, and cost associated with manual data entry by streamlining invoice management.

    This increases accuracy and reduces errors. Automation also eliminates manual tasks such as matching invoices to orders and purchase orders, which can save significant time and resources.

    Automation also improves the efficiency of accounts payable departments by updating payment terms with suppliers quickly and accurately.

    This can result in early payment discounts or other incentives that benefit the company’s bottom line.

    By reducing the risk of human error, automated accounting processes help ensure compliance with applicable laws and regulations. It can also help ensure you can track and improve on established KPIs.

  • Digitally Archive Documents

    Creating digital copies of your invoices and credit notes is important for accurate accounting. By automatically creating digital copies, you can effortlessly store them in a central repository for easy access.

    This reduces the chances of misplacing important documents, so you always have an up-to-date record of your transactions.

    Keeping supplier contracts in a central repository also keeps them readily available for review if any issues arise during the relationship.

    Having all contracts stored in one place makes it easier to stay on top of legal requirements and ensure compliance.

  • Monitor and Audit AP Regularly

    Keeping an eye on things ensures both you and your vendors comply with all the clauses in the contract. It also helps ensure you comply with reporting requirements, tax regulations, and other relevant industry standards.

    Implementing an accounts payable audit program to regularly review your internal processes will ensure compliance and performance does not slip.

    Accounts payable audit procedures are often overlooked but are important to maintain any improvements are built on.

  • Use Risk Management Techniques

    To further reduce the issues between you and your vendors, conduct a risk assessment and integrate risk management techniques, like proactive risk management.

    This can be done by establishing a threshold of acceptable levels of risk per contract and proactively monitoring those contracts on an ongoing basis.

    This can help identify issues early on, with the ability to take action before any major compliance problems arise.

    Additionally, integrating digital and automated processes for supplier management will help streamline the process and increase visibility.

Best Practices for Managing Accounts Payable

Future Trends in Accounts Payable

The future of accounts payable is focused on automation and digitalization.

Accounting departments are increasingly adopting automated processes to streamline operations, reduce costs, improve accuracy, and ensure compliance with regulatory requirements.

Integrating cloud-based platforms with accounts payable systems enables companies to manage their payments securely and efficiently.

Linking together procurement and accounts payable more effectively with procure-to-pay software that incorporates advanced AP automation will enable better collaboration between finance and procurement.

In the future, artificial intelligence (AI) and machine learning will be used to automate the accounts payable process further and improve accuracy.

New technologies such as blockchain will also provide secure ways for companies to make payments quickly and easily.

This is why now is the perfect time to implement AP automation and digitize accounts payable in your business.

What’s your goal today?

1. Use Planergy to manage purchasing and accounts payable

We’ve helped save billions of dollars for our clients through better spend management, process automation in purchasing and finance, and reducing financial risks. To discover how we can help grow your business:

2. Download our guide “Preparing Your AP Department For The Future”

Download a free copy of our guide to future proofing your accounts payable department. You’ll also be subscribed to our email newsletter and notified about new articles or if have something interesting to share.

3. Learn best practices for purchasing, finance, and more

Browse hundreds of articles, containing an amazing number of useful tools, techniques, and best practices. Many readers tell us they would have paid consultants for the advice in these articles.

Related Posts

The post Accounts Payable: What Is It, Definition, Job Description, Process, and Software appeared first on Planergy Software.

]]>
Electronic Payments: What Are They, Types, and Benefits https://planergy.com/blog/electronic-payments/ Thu, 23 Feb 2023 08:48:30 +0000 https://planergy.com/?p=14648 IN THIS ARTICLE What Are Electronic Payments? Types of Electronic Payments Benefits of Electronic Payments Advantages and Disadvantages of Various Electronic Payment Methods What Are Electronic Payments? Electronic payments are payment methods that involve the transfer of funds electronically rather than using physical money. Even paper checks are processed electronically now, so the money is… Read More »Electronic Payments: What Are They, Types, and Benefits

The post Electronic Payments: What Are They, Types, and Benefits appeared first on Planergy Software.

]]>

What's Planergy?

Modern Spend Management and Accounts Payable software.

Helping organizations spend smarter and more efficiently by automating purchasing and invoice processing.

We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

King Ocean Logo

Cristian Maradiaga

King Ocean

Download a free copy of "Preparing Your AP Department For The Future", to learn:

  • How to transition from paper and excel to eInvoicing.
  • How AP can improve relationships with your key suppliers.
  • How to capture early payment discounts and avoid late payment penalties.
  • How better management in AP can give you better flexibility for cash flow management.

Electronic Payments: What Are They, Types, and Benefits

Electronic Payments What Are They Types and Benefits

What Are Electronic Payments?

Electronic payments are payment methods that involve the transfer of funds electronically rather than using physical money.

Even paper checks are processed electronically now, so the money is immediately withdrawn from the account.

Types of Electronic Payments

Common types of electronic payments include credit and debit cards, mobile payment apps such as Apple Pay and Google Pay, online banking transfers, cryptocurrency (Bitcoin, Litecoin etc.), digital wallets (PayPal), direct debits, and gift cards.

These forms of payment offer greater convenience for both customers and businesses.

While some payment options require the user to have a formal bank account with a financial institution, others do not.

  • Credit and Debit Card Payments

    Credit and debit card payments allow customers to purchase goods or services online using their bank-issued credit or debit cards.

    Credit cards issued by banks and financial institutions are a type of revolving loan that allows customers to borrow money up to a predetermined limit.

    Debit cards, on the other hand, draw from a customer’s existing funds and can be linked to either checking or savings accounts.

    Both types of cards provide speed and convenience for customers, as well as added security features such as fraud protection.

    Two of the most popular names in global payment solutions are Mastercard and Visa.

    Your credit or debit cards may have either of these logos – signifying you can use them with whatever merchants accept them.

  • Bank Transfer Payments

    Bank transfers are a safe way to transfer money, especially when compared to a cash transaction. They are also faster, and can be used to make purchases.

    There are several ways to accomplish this, from phone banking to online payments.

    Also, be sure to double-check your recipient’s name and account number. If you have the wrong account, it can be tricky to retrieve the funds.

    One of the cheapest and fastest ways to make an electronic payment is by using a wire transfer. A wire transfer is an electronic funds transfer (EFT) that can be sent to anyone in the world.

    It works by withdrawing the funds from a sender’s bank account, and then sending them to a destination.

    There are two types of automated clearing house (ACH) transfers: regular, which take a few business days, and same-day. While regular ACH transfers are free, same-day transfers can be made for a small fee.

    The ACH network handled 29.11 billion payments in 2021, and the volume continues to grow. Many larger banks can process a single ACH payment in a matter of hours.

  • Virtual Card Payments

    Virtual card payments are a type of electronic payment where customers can purchase goods or services online with a virtual card instead of a physical card.

    A virtual card is a payment instrument that has the same attributes as a traditional credit or debit card but exists solely in an electronic format.

    Virtual cards can be generated and used instantly, making them an ideal online purchase solution. Additionally, they offer increased safety and security compared to using physical cards.

  • Digital Wallets

    Digital wallets offer an easy and convenient way for consumers to pay for goods and services online. These digital payments solutions eliminate the need for physical credit or debit cards.

    In addition to eliminating the need for plastic, the convenience and security of electronic payments also allow users to transfer funds internationally.

    Digital wallets are available for both individuals and businesses. They are a downloadable mobile app that enables customers to pay via phone.

    A digital wallet is an encrypted software application that allows consumers to store their personal and financial information. The information stored includes name, shipping address, credit card details, e-coupons, and tickets.

    Users can add a virtual card to their wallet and authorize it to make payments using their bank account. This helps reduce the risk of fraudulent transactions.

    Some credit card issuers offer enhanced rewards when customers use their digital wallets.

  • Cryptocurrency

    The cryptography of the blockchain system is the backbone of cryptocurrencies. It chains together a decentralized network of computers to create a distributed database.

    This allows for peer-to-peer transactions. Using cryptography also makes it almost impossible to counterfeit.

    Many countries have started to regulate cryptocurrencies. In the US, taxpayers are required to report the sale of cyrptocurrencies to the IRS on their annual tax returns.

    Although some countries have not adopted cryptocurrencies as a means of payment, interest in cryptocurrencies has grown in recent years.

    As a result, the cryptocurrency industry has increased in size. The cryptocurrency market is expected to reach $2.2 billion by 2026, with a compound annual growth rate of 7.1%.

    There are currently thousands of different cryptocurrencies. Many are used for online payments. Cryptocurrency advocates argue that a decentralized system will be more secure and efficient.

  • Cross-Border/FX Payments

    Cross-Border/FX Payments are payments that involve international currency transfers.

    These payments allow customers to send and receive funds in different currencies and ensure that the correct amount is delivered to the recipient.

    Cross-Border/FX Payments often have lower transaction fees than other forms of payments, making them an attractive option for customers looking to save money.

Types of Electronic Payments

Benefits of Electronic Payments

  • Improved Security

    Electronic payments improve security by providing an added layer of protection from fraud and identity theft.

    Compared to traditional forms of payment like cash or checks, electronic payments use encryption technology and secure servers that protect sensitive financial information from hackers.

    Additionally, electronic payments are less susceptible to counterfeiting than physical forms of payment, making them a safer option for businesses that want to protect their customers’ data and money.

  • Streamlined Processes, Reduced Costs, and Faster Transactions

    By transitioning to an electronic payment system, businesses can drastically reduce paper, ink, and postage costs while significantly reducing the time required for manual check printing and mailing.

    Adopting an e-payments strategy can potentially save your accounts payable department as much as 80% on payment processing fees.

  • Greater Flexibility for Consumers’ Payment Preferences

    With the variety of electronic payment options available, consumers can choose the payment types that work best for them.

    From one-time payments with an electronic check, to recurring direct deposits from employers, electronic payments put customers in control of how to make payments at the point of sale, whether they want to allow a one-time payment or consent to and enroll in recurring billing.

  • Easier Access To Global Markets

    Electronic payments make it easier for businesses to access international markets. Not only can payments be made quickly and securely, but small business owners can also benefit from reduced transaction costs, improved security and authentication protocols, and better compliance with local laws.

    Furthermore, the ability to accept payments in multiple currencies opens up new opportunities to reach customers worldwide without additional overhead expenses.

  • Increased Visibility and Control Over Payment Data

    Electronic payment systems offer invaluable insights into payment statuses, financial metrics, and comprehensive audit trails.

    These systems also minimize the costs associated with data entry errors and the likelihood of them occurring.

Benefits of Electronic Payments

Though electronic payment methods have numerous benefits, each method has its own pros and cons.

Advantages and Disadvantages of Various Electronic Payment Methods

  • ACH Debit Pull

    ACH debit pulls are a popular payment method for payroll and online payments. With this system, the payee initiates the “pull” of funds from the payer’s account using an electronic batch payment system.

    The benefits of ACH debit pulls include cost-efficiency, as it is usually free or at a low cost, and quick processing time.

    The downfall is the increased risk, since it requires vendors to have access to your bank account information.

  • ACH Credit Push

    ACH credit push is an electronic payment method often used for known vendor payments.

    Differentiating itself from ACH debit pull, the payer initiates the payment by “pushing” funds out of their account using an electronic batch system.

    Its benefits include low processing costs relative to credit cards, plus the option to choose between a one-time or recurring payments.

    However, banks charge a fee for ACH credit pushes, which makes them expensive to process; plus, because it involves real account information, it is higher risk and most often reserved for large corporations with a high payment volume.

    Moreover, ACH debit pulls and ACH credit pushes require additional administrative time for reconciling invoices due to the manual transfer of transaction data.

  • Credit Card

    Credit cards are a popular payment option for retail purchases, allowing cardholders to borrow money from the issuing bank up to a predetermined limit.

    The advantage of this payment method is that it involves merchant-initiated transactions paid directly from the cardholder’s credit line, making them quick and convenient.

    Some vendors may not accept credit cards because of higher processing fees. And because they involve just one string of numbers on a plastic card, they are more susceptible to fraud.

  • Debit Card

    Debit cards are commonly used for retail purchases, with the payment being “pulled” from the cardholder’s bank account as opposed to charged to the cardholder’s credit line, like in credit card payments.

    The advantages of using debit cards include the vendor having the certainty of payment, along with the time and effort savings that come along with it.

    However, compared to credit card payments, debit card processing fees aren’t much cheaper for the vendor.

  • Wire Transfer

    Wire transfers are real-time payments made for both domestic and international purchases, wherein the cash is instantly moved from one account to another.

    These transfers can be initiated in a matter of minutes and processed quickly, usually within the same day in the U.S., making them a more dependable option than paper checks.

    That said, wire transfers come with a hefty price tag and pose a major security risk to payers due to the immediacy of funds availability – making them an attractive target for those looking to hijack bank information.

  • Commercial Card

    Businesses issue commercial cards to employees to allow direct payment from a corporate line of credit for business purchases, typically T&E expenses and vendor payments.

    These cards are cost-efficient, quick, and offer good security. However, they can be tricky to follow up on and reconcile with invoices.

  • Purchasing Cards (P-Card)

    P-cards are similar to company cards, in that they allow purchases without requiring invoices.

    These cards usually come with tighter restrictions and spending caps than commercial cards. However, they are still low-cost, secure, and quick.

    One downside is that it can be challenging to audit individual P-card transactions for potential fraudulent activity or risk.

  • Virtual Cards

    Virtual cards are a payment method free of physical plastic, as businesses can generate a single-use 16-digit number authorized for a specific payment amount. This is how financing company Affirm, works with many online merchants.

    Advantages include no cost to the payer, fast transactions, and heightened security from tokenization – which keeps bank information from being compromised. Also, businesses can benefit from rebates when using virtual cards.

    Unfortunately, fewer vendors accept virtual cards compared to other electronic payment methods. We expect this to change in the future as more vendors understand the benefit virtual cards offer.

Automate Your Electronic Payments with PLANERGY

Using our automated system, you can automate invoice payments according to vendor terms, making sure payments are made on or before their due date.

You have more control over cash flow, and don’t have to worry about missing payments.

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