Managing Business Finances & Accounting

Does your business accept cash, credit cards and checks? As a business owner, you need to be smart about how you handle these transactions. Learn about how you can manage these transactions.

Accepting Cash Only

Cash is the most commonly accepted and reliable form of payment for a business. Many small businesses operate as "cash only" merchants. Years ago this wouldn't have been uncommon, but with advances in technology, business owners must ask themselves if they're hurting their bottom line by limiting payment options.
If you're thinking about starting a cash only business or if you're considering expanding your current payment options, be aware of the pros and cons of only accepting cash.
Pros of accepting only cash:

·       Cash payments ensure that businesses receive funds immediately. With each transaction, your business immediately receives the appropriate payment amount without the worry of waiting periods or not getting paid at all.

·       Cash is the simplest form of payment and therefore involves less bookkeeping. For a business, that not only means less stress and hassle, but it also may save money in the time and labor it would take for a bookkeeper to record other payments methods.

·       There is limited risk of fraud when accepting cash only. There are cases of counterfeit cash payments, but compared to other payment methods, fraud is much less common in cash transactions.

·       Cash only businesses don't have to worry about third parties or fees associated with other payment options.

Cons of accepting only cash:

·       Customers who do not have enough cash on them will have to walk away from a purchase they would otherwise make.

·       Your business may lose customers by only accepting cash. As card payments become more and more popular, many consumers expect this to be an option when making purchases. If they find that a particular business only accepts cash, they may feel inconvenienced and shop elsewhere.

·       Keeping large sums of cash on your business's premises increases the amount of time you'll spend managing finances and also creates an added security risk.

·       In the US the IRS requires that you file a Form if your business receives more than $10,000 in cash from one buyer as a result of a single transaction or two or more related transactions. The same rule applies to cash equivalents such as traveler's checks, bank drafts, cashier's checks, and money orders.  The form requires the name, address, and Social Security number of the buyer.

The nature of some small businesses may make it smarter to stay cash only. Flea markets, street vendors, and lawn service providers are just a few examples of common cash only small businesses. At the end of the day, you will have to decide which payment options will create the most success for your business.

Accepting Checks

Although credit and debit card payments are on the rise, the expenses and additional record-keeping involved with card payments are not ideal for all businesses. If you want to expand your customer payment options beyond cash but aren't ready to make the leap to card payments, accepting checks is another option to consider. 
To protect the financial health of your business, understand the laws that regulate check payment policies.
Policies for Accepting Checks
If your business accepts personal checks, establish a detailed check acceptance policy to help identify and avoid bad checks. Don't just make a document and file it away--be sure to train your employees on the new policies and post reminders in visible and prominent locations.
Common check policies include variations of these guidelines:

·       Checks must be from a local or in-state bank

·       Checks should not be written and accepted for more than the purchase amount

·       Checks should not be accepted that are starter checks, unnumbered checks, or non-personalized checks

·       Accepted checks should be deposited as quickly as possible. Banks may refuse to honor checks dated back six months or more

Instruct your employees to carefully examine every personal check for information that is essential for cashing the check:

·       Personalization - The customer's complete name and address must appear on the check

·       Date - The check date must be current.  Do not accept post- or future-dated checks

·       Bank I.D. numbers - The check must have a bank identification number, or routing transit number, that runs across the bottom, along with the customer's account number and check number.  This information is used by a bank to identify the transaction and resolve payment issues

·       Payee - The "Pay to the Order of" section must indicate your business's name

·       Dollar amounts - Both the written and numeric amounts must match

·       Customer Signature - The check should be signed in your presence and verified with photo identification

Verifying
Verifying identification can help your business safeguard against fraud.  However, some state laws regulate which forms of identification businesses can require to see.  Depending on your business location, it may be illegal to require customers to show a credit card as a condition for accepting their check.  Commonly accepted forms of identification often include a state-issued driver's license, I.D. card, or military I.D.
Follow these tips when verifying customer identification:

·       Make sure the signature on the customer's identification matches the signature on the customer's check

·       Use discretion when recording personal information like phone numbers, identification numbers and expiration dates

·       Trust your instincts and be on the lookout for suspicious behavior or fraud "red flags." For questionable transactions, call the customer's bank to verify legitimacy of a check

Bounced Checks
What should you do if a check is returned because a customer's account is closed, or has insufficient funds to pay for the transaction? In addition to instituting a check policy, some new businesses are employing the help of electronic check verification companies to identify flagged individuals. For a monthly fee, businesses can compare a customer's name against a databases of individuals that are known to have written bad, stolen or forged checks.
Even with precautionary measures in place, businesses that accept checks may still have a bad check occasionally slip by. If a check fails to clear on your first attempt, your bank will generally attempt a second deposit. In some cases, the customer can quickly resolve the problem by transferring or depositing funds to cover a bounced check. If the issue is not resolved by the customer, you can consult your local law enforcement agency to understand your rights and options. Some states require businesses to mail a registered letter and allow a designated waiting period to lapse before further action is taken.
If the issue remains unresolved, consider filing a suit with a small claims court or employing a collection agency to resolve the payment. Many businesses choose to employ a collection agency to avoid a lengthy and expensive court settlement.
Dissatisfied Customers
Occasionally, you'll find a customer has stopped payment on a check if they believe the products or services bought did not live up to expectations. If this is true, customers may be entitled to a refund or a reduction of the amount owed.

Accepting Credit Cards

Credit and debit cards are popular, convenient, flexible, and have become increasingly important in business commerce. If your business is considering what forms of payment to accept, or if you'd like to expand the payment options of your cash-only business, be sure to go over the pros and cons of accepting card payments.
Pros of Accepting Card Payments:

·       Card payments are evolving into the most common method of customer payment.

·       Businesses can easily accept card payments.

·       The convenience of using credit cards generally increases the likelihood of consumer "impulse purchases," which ultimately contributes to an increase in a business's average sale. Customers are more likely to make these purchases if they have access to credit or their available bank account funds.

Cons of Accepting Card Payments:

·       Card payments come with an increased risk of fraud. Although there are laws and security measures that help protect and secure customer information, card payments are inherently more susceptible to foul play than cash. Read more about your responsibilities to protect your customers' privacy and secure their personal information.

·       Businesses that accept card payments encounter small processing fees for purchase transactions. These fees seem insignificant but they can certainly add up, especially if your business accepts a lot of small purchases on credit cards. Setting up the necessary equipment to accept cards also carries additional costs.

·       Card transactions add another layer of detail to your business's bookkeeping practices. Your business will have to take into account the additional time and resources it takes to maintain these records.

The Bottom Line
Accepting card payments will, at least initially, cost your business money and add extra processes in your daily operations. Many small business owners look at this as a necessary operating expense. As card payments become more popular, customers will likely begin to expect a plastic option as a rule, rather than a courtesy.

Migration to EMV Chip Card Technology and Your Small Business

U.S. credit card companies are making the transition from magnetic stripe technology to cards with chips. Chip cards are payment cards that have an embedded chip, offering increased security when your customers use the chip to pay in store.  Chip cards are based on a global card payment standard called EMV, which stands for Europay, MasterCard and Visa, currently used in more than 80 countries around the world.  The United States is now in the process of making the migration to EMV technology.
In an effort to reduce fraud, EMV Chips are becoming the standard for integrated circuit cards (IC cards), IC card capable point-of-sale terminals, and automated teller machines.   Chip card transactions offer advanced security for in-store payments by making every transaction unique.  Chip cards are also much harder to counterfeit or copy.  If the card data and one-time card are stolen, the information cannot be used to create counterfeit cards and commit fraud.

Extending Credit to Your Customers

By extending credit to your customers, you give them the option to purchase products or services today and pay for them at a later date. When your business accepts credit card payments and personal checks or invoices customers, it is essentially extending credit on the assumption that customers have the funds to pay for the transaction.
When you extend credit to customers through card payments, the credit card company manages the risk. When you extend credit through invoices or personal checks, you are responsible for verifying and accepting payments and managing the risks that come with them.
Extending credit through invoices is common in some industries such as construction or manufacturing, but may not be practical for every business. To decide if extending credit is right for your business, weigh the associated rewards and risks.

·       The option of credit enables customers to focus less on prices, enhances customer relations, and has the potential to generate more sales.

·       Extending credit costs money. When you sell something on credit, you will not have payment on hand and will need to temporarily recoup the cost from other areas of your operating capital.

·       If customers don’t pay, you could be in for a long settlement process that may not end in your favor.

·       Ask yourself if you have a significant business need to extend credit. Extending credit could be the factor that keeps your business afloat if it makes it easier for your customers to buy from you. Nevertheless, if it isn’t necessary it may not be worth the extra time and paperwork.

Establish Credit Practices
Before you extend credit to customers, be sure to establish detailed policies and understand consumer protection laws.

·       Determine to whom you will extend credit such as individual customers or other businesses. Run credit checks on all customers before you agree to extend credit.

·       Develop clear, consistent payment guidelines. Your bills should indicate when payment is due, when it will be considered delinquent, and who to contact with questions.

·       Determine how you will bill or invoice customers. Will you or your employees mail requests for payment yourselves, or will you hire another company to handle invoicing?

·       Create a plan for collecting late or defaulted payments. Regardless of the type of application or documents you use for credit transactions, be sure to get all of your customers' information in writing. In return, provide them with a copy of your payment policy, which spells out how penalties will be applied to late payments and how you will handle unpaid bills. It's important to have this documentation in case a fraudulent or delinquent credit transaction occurs.

Comply With Consumer Credit Laws
If your business extends credit to customers, you should become aware of consumer credit laws. The Federal Trade Commission (FTC) enforces the nation’s consumer protection laws. These laws regulate how you advertise interest rates, how much time you have to respond to billing-mistake claims, how aggressive you can be when attempting to collect a debt, and other aspects of extending credit and debt collections.
Dealing With Bankrupt Customers and Collecting Debt
What happens when a customer refuses to pay a bill? When you've gone beyond adding late penalties and you still haven't seen any payment, check with your local consumer protection agency to understand your options and state laws. This information will help you decide if you should report these actions to the police, employ a collection agency, or attempt to settle the payment by other means. Depending on your local laws and the severity of the delinquent transactions, it may be cheaper to simply swallow the debt.
You may find yourself in a situation where a customer to whom you've extended credit declares bankruptcy. In this instance, the debtor then has the benefit of an automatic stay immediately upon filing a bankruptcy petition. This stay stops you from taking any further action of trying to collect the debt unless or until the bankruptcy court decides otherwise.
If a money judgment is awarded to you in court, further action may still be needed to receive payment. Such action may include contacting the defendant, or in some cases, providing information about the defendant to a law enforcement officer so that they can assist you in collecting the debt.
The best way to solve these situations is by preventing them from happening through strict credit policies and by conducting appropriate evaluations of credit risks before extending any credit.
Mechanics' Liens
Mechanics' and materialmen's liens have specific regulations that apply to their industries in cases where credited customers fail to make their payments. Liens exist in most states to provide special collection rights to those who provide services or building materials used to improve real property. If the debt is not paid, the lien can be foreclosed and the property sold to pay the obligation. For more information on the specific laws that govern these debts, visit your state's Department of Consumer Affairs or Protection.

Online Payment Services

Online payment services allow business and consumers to exchange money electronically over the Internet. With an online payment service, your business can receive payment from virtually any customer with an email account. Online payment services have recently become very popular with businesses and consumers.
Advantages of Online Payment Services
Online payment services can either replace or supplement your decision to accept credit and debit cards. Opening an online payment account is often faster and easier than setting up a Merchant Account (which is required to accept credit and debit card payments). Online payment accounts typically incur smaller fees than a traditional Merchant Account, which can have a big impact on businesses with many small transactions. From a customer-service perspective, it's beneficial to have multiple payment options available. Online payment services are also user-friendly and can simplify the payment process by storing customer card information or billing customers at a later date.
Disadvantages of Online Payment Services
As with all payment methods, online payment services have their drawbacks. Most of these services redirect customers to a payment service website to complete a transaction. Being forced to leave your business's website can be confusing for customers - especially those new to online shopping - and could make them abandon a purchase they may have otherwise made.
Your business may not get enough value out of offering both an online payment service and accepting card payments. On the other hand, limited payment options may turn some customers away. Finding the right balance of payment options is something that is unique for every business.
Security Concerns
Major providers of online payment services have developed features like two-factor authentication to help businesses enhance e-commerce security. Two-factor authentication requires businesses to enter a six-digit code in addition to their password, making third-party scams rare. As e-commerce becomes more popular, security features will continue to evolve. Be sure to research service provider plans for the most current security technology.
Shopping Cart Services
Online payment services require a virtual shopping cart. Virtual shopping carts allow businesses to accept orders on multiple products from their website. A shopping cart can calculate the total, tax, and shipping costs of an order, in addition to collecting customer account and shipping information.
Some online payment service providers offer free shopping cart services to businesses. If your online payment service does not provide a free, secure shopping cart option, third-party shopping cart services can be used.
Managing Your Business Credit

2.     Establish a business credit history. When they are starting up, many small businesses use their personal credit and finances to get their
business going. But they should establish a credit history by putting expenses (such as a business phone line) in their business name and using a commercial bank account to pay their bills.

3.     Pay bills on time – and understand other factors that influence your credit rating. In order to improve your commercial credit scores
and build a positive payment history, the most important thing to do is pay your bills on time. Be very careful not to overextend your business, and use any line of credit judiciously. While payment behavior is important, credit ratings are based on multiple factors. D&B, for example, maintains 150 factors that go into a credit rating, such as industry, revenues and number of employees.

4.     Monitor your business credit file and keep it up to date. According to D&B, the credit score of about one in three businesses declines over just a three-month period. By monitoring your business credit file, you will be aware of any change in your ratings before it affects your relationships with customers, suppliers and financial institutions. You should keep your credit file current and accurate, reflecting changes such as location, number of employees, outstanding suits/liens and revenue - all of which impact your credit rating

5.     Monitor your customers’ and vendors’ credit. Monitoring credit reports that provide a clear and complete picture of the credit standing of your customers can help you to determine how much credit, and on what terms, you should extend

Why small businesses should manage their business credit

Small business owners are entrepreneurs. They are successful because of their ideas, their passion, their drive. But they generally aren’t accountants, and as a result they are often unaware of just how important actively managing business credit is to their success.
Small business owners agree that cash flow management is one of their top concerns.
Actively managing their business credit can help small businesses ensure positive cash flow by:

·       Securing more financing at better terms. Good credit can ensure that small businesses get financing when they need it. According to the SBA, insufficient or delayed financing is the second most common reason for business failure. And, since most loan decisions below $100k are automated, the business credit file will often dictate the amount and terms of a loan. For businesses with poor credit ratings, top national banks may increase credit card interest rates on average from 9% to 18% and loan interest rates on average from 8% to 12%.

·       Ensuring you get needed supplies at affordable terms. Suppliers evaluate your credit and make decisions about how much credit to extend to you – perhaps a $30K credit line could have been $60K with a stronger business credit file. Good business credit can ensure that you get the supplies you need under the best possible terms, freeing up more money for your business.

·       Making smarter credit decisions on your customers. Knowing the credit of customers enables small businesses to provide better terms to creditworthy customers and avoid doing business with customers who pay slowly – both of which can lead to improved cash flow.

·       Protecting yourself against business identity theft. Actively managing your business credit file helps you ensure that fraudulent or incorrect information is not in the file. 15-30% of all commercial credit losses are due to fraudulent activity. It’s important that your business credit file truly reflects how good your credit is, and that you are aware of any inaccuracies and missing data so you can address them promptly.