Call The Dr Now! 7 Crucial Steps To Your Business Accounts Health Check!

Are you feeling unwell? (cough, cough) How do you know when to visit the doctor? How do you know when your business accounts aren’t feeling well?

Then it is time to discuss the 7 crucial processes to review your business accounts for any hidden issues.

1. Bank Accounts

It is important to reconcile your business bank accounts regularly. Reconciling your business accounts regularly avoids any documents being misplaced before reconciling and it also detects potentially fraudulent entries early. Whilst your bank account now reconciles to your statement ensuring you review the un-presented items on your bank reconciliation report and you can also investigate any long outstanding transactions or unusual items that you know have occurred. Keeping in mind that these transactions may be duplicates.

2. Creditors

Always remember to review the creditor’s detailed report and if an invoice appears that you’ve already paid, then it is possible that the payment may have been allocated incorrectly and require appropriate action or the invoice could possibly be a duplicate.

Also, ensure that you have not forgotten to pay a supplier. Whilst these things can happen and a supplier might not have contacted you for the payment it doesn’t mean they’re not grumbling about it.

3. Debtors

Always review the debtor’s detailed report and if an invoice appears that you’ve already received payment for it, then the deposit may have been allocated incorrectly and require action or the invoice could be a duplicate.

Contact any outstanding customers that may have forgotten to make payment or not received your invoice. If you’re using Xero or QBO, setup friendly automatic reminders to email the client a few days prior to the invoice being due and again if the invoice is outstanding until payment has been received

4. Payroll

Check the balance of the liability account “Wages Payable’ is $0. If there is a balance, then there is a difference between the payroll system and the payments to employees or the allocations in your software.

Consider setting up ABA files. Which you can export from your payroll software and upload to your internet banking. This improves efficiency as you no longer have to pay each employee separately, and it will also reduce typing errors.

5. Superannuation Payable

Check that the balance of the liability account “Superannuation Payable’ at the beginning of the quarter against payments made in the current quarter. If there is a difference, its possible that a payment has been returned or a payment has not been made.

6. Suspense accounts

Occasionally a usual transaction might occur that is allocated to suspense and that we intend to deal with later. Next thing we know the BAS is due and we need to lodge it, but have transactions in suspense. The longer these transactions are left, the more difficult it is for someone to recall the exact nature/provide documentation for the transaction. If you’re ever in doubt, contact your accountant for assistance

7. User Access

Always update your passwords. It seems every other month a large corporate website has had its logins compromised. Updating your password regularly can avoid any potential security threat.

Review the strength of passwords. For example. a 6 character password will be cracked in minutes, however, a password that is 12 characters can take months if not years to crack. The length of the password exponential increases its strength. You could even try a song lyric as a password.

Make sure you review the users in your software and whether their access is appropriate a along with login patterns

Following the steps above can improve the accuracy of your accounts immediately so I’d say do yourself a favour and stay on top of your accounts regularly to avoid a potential headache in 12 months’ time.

By Daniel Dowse, B.Bus (Acc), CPA

If you have any questions on how to do any of the above or would like some assistance in preparing a month end procedure, please don’t hesitate to contact us.

Contacts us for a complimentary review of your current business structure

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