THE FINANCIAL PLAN (Continued….):PRO FORMA INCOME STATEMENTS, PRO FORMA CASH FLOW

<< THE FINANCIAL PLAN:OPERATING AND CAPITAL BUDGETS

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Entrepreneurship MGT602

Lesson 31

THE FINANCIAL PLAN (Continued....)

OPERATING AND CAPITAL BUDGETS

Before developing the pro forma income statement, the entrepreneur should prepare

operating and capital budgets.

If the entrepreneur is a sole proprietor, he or she will be responsible for the budgeting

decisions.

In a partnership, or where employees exist, the initial budgeting process may begin with

one of these individuals.

Final determination of budgets will ultimately rest with the owners or entrepreneurs.

In the preparation of the pro forma income statement, the entrepreneur must first develop

a sales budget, an estimate of the expected volume of sales by month.

From sales forecasts, the entrepreneur will determine the cost of these sales.

Estimated ending inventory will also be included.

Production or Manufacturing Budget.

This budget provides a basis for projecting cash flows for the cost of goods produced.

The important information in this budget is the actual production required each month

and the needed inventory to allow for changes in demand.

This budget reflects seasonal demand or marketing programs, which can increase demand

and inventory.

The operating budget is an important document, as the pro forma income statement will

only reflect the actual costs of goods.

Operating Budget.

Next the entrepreneur can focus on operating costs.

Fixed expenses (incurred regardless of sales volume) include rent, utilities, salaries, interest,

depreciation, and insurance.

The entrepreneur will need to calculate variable expenses, which may change from month

to month depending on sales volume, such as advertising and selling expenses.

Capital budgets are intended to provide a basis for evaluating expenditures that will

impact the business for more than one year.

A capital budget may project expenditures for new equipment, vehicles, or new facilities.

These decisions can include the computation of the cost of capital and the anticipated

return on investment using present value methods.

The entrepreneur should enlist the assistance of an accountant.

PRO FORMA INCOME STATEMENTS

Sales is the major source of revenue; since other activities relate to sales, it is usually the

first item defined.

In preparing the pro forma income statement, sales by month must be calculated first.

Market research, industry sales, and trial experience might provide the basis for

these figures.

Forecasting techniques, such as a survey of buyers' intentions or expert opinions,

can be used to project sales.

The costs for achieving increases in sales can be higher in early months.

Sales revenues for an Internet start-up are often more difficult to project.

A giftware Internet start-up could project the number of average hits expected per

day or month based on industry data.

From the number of "hits" it is possible to project the number of consumers who

will buy products and the average dollar amount per transaction.

Entrepreneurship MGT602

The pro forma income statements also provide projections of all operating expenses for

each month of the first year.

1. Selling expenses as a percentage of sales may also be higher initially.

2. Salaries and wages should reflect the number of personnel employed, as well as their

roles in the organization.

3. Any unusually expenses, such as those for a key trade show, should be flagged and ex-

plained at the bottom.

In addition to the first year's statement, projections should be made for years 2 and 3.

Investors generally prefer to see three years of income projections.

Some expenses will remain stable over time, like depreciation, utilities, rent,

insurance, and interest.

When calculating the projected operating expense, it is important to be

conservative for initial planning purposes.

For the Internet start-up, capital budgeting and operating expenses will involve equipment

purchasing or leasing, inventory, and advertising expenses.

Many of the recent Internet start-ups have not earned a profit.

PRO FORMA CASH FLOW

Cash flow is not the same as profit.

Profit is the result of subtracting expenses from sales.

Cash flow results from the difference between actual cash receipts and cash

payments.

Cash flows only when actual payments are made or received.

For an Internet start-up, the same transaction would involve the use of a credit card in

which a percentage of the sale would be paid as a fee to the credit card company.

On many occasions, profitable firms fail because of lack of cash; therefore, using profit as

a means of success may be deceiving.

There are two standard methods used to project cash flow.

In the indirect method some adjustments are made to the net income based on

the fact that actual cash may not have actual been receive or disbursed.

The direct method, a simple determination of cash in less cash out, gives a fast

indication of the cash position of the new venture at a point in time.

It is important for the entrepreneur to make monthly projections of cash, pro forma cash

flow.

If disbursements are greater than receipts in any time period, funds will have to be

borrowed or cash reserve tapped.

Large positive cash flows may need to be invested in short term sources.

Usually the first few months of start-up will require external cash in order to

cover cash outlays.

The most difficult problem with projecting cash flows is determining the exact monthly

receipts and disbursements.

Some assumptions will need to be made and should be conservative so enough

funds can be maintained to cover the negative cash months.

These cash flows will also assist in determining how much money will need to be

borrowed.

The pro forma cash flow is based on best estimates and may need to be revised to ensure

accuracy.

It is useful to provide several scenarios, each based on different levels of success.

Entrepreneurship MGT602

PRO FORMA BALANCE SHEET

The entrepreneur should also prepare a projected balance sheet depicting the condition of

the business at the end of the first year.

The pro forma balance sheet summarizes the assets, liabilities, and net worth of

the entrepreneurs.

Every business transaction affects the balance sheet.

The balance sheet is a picture of the business at one moment in time and does not

cover a period of time.

Assets.

Assets represent everything of value that is owned by the business.

The assets are categorized as current or fixed.

Value is not necessary replacement cost-it is the actual cost expended

for the asset.

Current assets include cash and anything that will be converted into

cash within a year.

Fixed assets are those that will be used over a long period of time.

Management of receivables, or money owed by customers, is important

to the business' cash flow of the business.

Liabilities.

Liabilities accounts represent everything owed to creditors.

Current liabilities are due within a year.

Others are long-term debts.

It is often necessary to delay payments of bills in order to more effectively

manage cash flow.

Owners Equity.

This amount represents the excess of all assets over all liabilities.

Owners equity represents the net worth of the business.

Any profit from the business will also be included in the net worth as retained

earnings.

BREAK-EVEN ANALYSIS

It is helpful for the entrepreneur to know when a profit may be achieved.

Break-even analysis is a technique for determining how many units must be sold

in order to break even.

The firm has fixed cost obligations that must be covered by sales volume in order

for a company to break even.

The break-even point is that volume of sales at which the business will neither

make a profit nor incur a loss.

The break even sales point is the volume of sales needed to cover total variable

and fixed expenses.

The break-even formula is:

B/E (Q) = TFC

SP-VC/unit (marginal contribution)

As long as the selling price is greater than the variable costs per unit, some

contribution can be made to cover fixed costs.

The major weakness in calculating the break-even is determining whether a cost is

fixed or variable.

Costs such as depreciation, salaries and wages, rent, and insurance are usually

fixed.

Materials, selling expenses, and direct labor are most likely variable costs.

When the firm produces more than one product, break-even may be calculated for each

product.

The entrepreneur can try different states of nature, such as different selling prices to see

the impact on break-even and profits.

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