Deferred Tax and Tax Reform

This is going to be entertaining.

We have a few clients that have substantial deferred tax assets – mostly from net operating losses (NOL) carried forward during their start-up period.  Tax losses for corporations are typically carried back two years and carry forward 20.  The problem is that when the adjustment was made, the assumed tax rate was above 25%.

Why is this a problem?

Lets say that a company had a $400,000 loss in 2016.  The assumed tax rate for book purposes was 25% and so is carrying forward NOL of $100,000 from that loss.  the adjustment to initially record this was

Deferred tax asset           $100,000
Income tax benefit                               $100,000

The income tax benefit is part of the income tax expense (benefit) line on the P&L statement.

2017 was a breakeven year, no income or loss for book purposes so the tax expense (benefit) recorded is $0.

But there is a problem.

Congress is enacting sweeping tax reform which indicates that the new tax rates are going to be 20% for 2018 and beyond.

GAAP requires that assets be reviewed for impairment at least annually.  Well, this deferred tax of $100,000 is an asset.  So is it impaired?

Since the law has not been signed as of today, it is not set in stone.  So one argument is that, since you are not sure of the actual change, you shouldn’t reduce the asset value.  However, is it more than remotely possible that the tax law will change?  And if so, should the impairment be recorded?

Since both houses of congress have passed a corporate tax law which reduces taxes and the president has indicated that tax reform will be signed, all indications are that corporate tax law will change.  And since, in this case, the law is expected to be in force for 2018, it appears that new tax rates are more than remotely possible.  It is probably a near certainty.

So what do we do?

I think businesses need to look at their deferred tax accounts and ask if the carrying amounts are correct for their upcoming year ends, even if the tax law is not passed prior to 12/31/17.  Just as importantly, I think if your company has a September, October, or November year end you probably need to look at those accounts and determine if the amounts accurately reflect possible changes.

In this particular case the client should probably record an entry to reduce the deferred tax asset to $80,000.  The adjustment would be in the current year as the original adjustment was correct given the known fact patterns.  So an adjustment of the prior periods tax benefit would not be correct.

You will also want to make sure you either update your tax footnote or add one to explain the changes and how your company implemented them.

The good news is that this adjustment should not have a major impact on bank loan covenants as most base their covenants on EBITDA – earnings before interest, taxes, depreciation, and amortization.  No matter what the tax adjustment, EBITDA won’t change.

However, there may be still be a gotcha to this as it appears there is possibly going to be a limit to the deductibility of interest expense.  Latest read was that it was capped at 30% of profit before interest.  If this holds up, then it is possible that, in the example above, there might actually be taxes due.

Lets say that the Company made $50,000 before interest expense.  The interest expense was $50,000 which led to the breakeven.  If they cap interest, then for tax purposes, taxable income is $35,000 (50,000 X (1-30% cap)) which leads to income taxes due of $7,000.  But for book purposes, the tax effect was zero, leading to the $7,000 being added to the deferred tax asset – at the same time you are reducing it for the reduction in rates.

And you thought accounting was boring.

Like I said, entertaining.

Have a great day.

Cost of Goods Sold

Happy Tuesday.  Today I am having lunch with Delena Meyer of Way Enough Decision Coaching.  I was fortunate enough to work with her at my last Company where we had to work through some growing pains. For an Organization facing pressures (aren’t we all) it is worth bringing in an outside consultant to bring a different viewpoint and work with the management team to find ways to move forward together.  I will have more to write about Way Enough Decision Coaching tomorrow but I strongly recommend her if you want a coach who can cut to the chase.  Her number is 360.281.4743.  Give her a call and let her know you were referred by John.

Cost of Goods Sold

Inventory is typically the largest dollar value of current assets in many small businesses.  This is especially true in retail, wholesale, construction and manufacturing.  When goods are sold, the dollar value of the items is adjusted from inventory to cost of goods sold (CoGS).  Which by the way, typically means that cost of goods sold is the largest “expense” item on the Income Statement.

I can hear my editor now, “John, if it is such an important number, why aren’t you tracking it on the Dashboard?”

The answer is, of course, that we are tracking it – using the amount in Accounts Payable as a reasonable substitute.  The goods in a business are almost universally purchased on terms so a healthy business will typically have inventory approximately equal to the amounts owed vendors.

I will spend more time on inventory in a later blog post, but the big take-away for today is that CoGS represents a significant item and it is the largest opportunity for error and irregularity in small business.

A Client Story on CoGS

About 2009, the firm had a client, ABC (named changed to protect the innocent) which was a specialty manufacturer.  The Company had borrowed a substantial amount of money from the Bank and had also bought out a major shareholder and owed on a term note.  The Bank required ABC to have a reviewed financial statement.  The information below is what the financial statements reported each year.

2005 2006 2007
Inventory
Raw Material       5,000,000    5,500,000    5,200,000
WiP       2,000,000    1,800,000    1,600,000
Finished Goods       1,000,000    1,300,000    1,000,000
Total Inventory       8,000,000    8,600,000    7,800,000
Revenues      18,000,000  19,500,000  20,500,000
CoGS      14,000,000  15,400,000  16,500,000
Gross Profit       4,000,000    4,100,000    4,000,000
Profit Margin 22.2% 21.0% 19.5%
Net Profit      (2,500,000)   (2,750,000)   (1,500,000)

The 2008 Surprise Change to Cost of Goods

The client sent over their internal financial statements and trial balance in February 2009 showing the following information:

2007 2008
Inventory
Raw Material    5,200,000    6,000,000
WiP    1,600,000    1,750,000
Finished Goods    1,000,000    1,250,000
Total Inventory    7,800,000    9,000,000
Revenues  20,500,000  21,000,000
CoGS  16,500,000  14,500,000
Gross Profit    4,000,000    6,500,000
Profit Margin 19.5% 31.0%
Net Profit   (1,500,000)    1,250,000

The first thing the staff noticed was that CoGS dropped by $2,000,000.  When you look a little deeper, you realize that inventory increased by $1,200,000.  For the professional, this looks a little suspicious so we started digging.  By asking the following questions (and others) we discovered the truth.

  • How can sales remain flat while CoGS drops by 12%?  Is there a new customer willing to pay a hefty premium?
  • Did ABC stop what it was doing at the end of the year and physically count the inventory?  Who reviewed the count sheets?
  • What are 2009 sales projections for ABC?  Given that we are in a tight credit situation, will sales grow in excess of 20% over 2008 to justify the investment in inventory?

The answers we received sadly required the firm to withdraw from the engagement.  But the point of the story is that as a small business, you should ensure your management team is on top of things like Cost of Goods Sold.  The balance is potentially large, there are huge dollar amounts flowing through the account and a small change in the margins can impact your profitability – and potentially your banking relationship.

My recommendations for staying on top of your CoGS:

  1. Require a full physical inventory count at year-end.  No matter how good your accounting system, a physical count helps keep the computerized data synced.
  2. Review your gross profit margin monthly.  If you are averaging 40% gross profit and it suddenly dips to 30% for no reason, ask questions.  It may be legitimate, it could be a posting error, or it could be something like fraud.
  3. Go out and spot count a few high dollar inventory items and compare your count to the accounting system.  You doing it yourself will show your team how important you think inventory and CoGS is to your business.
  4. Don’t try to hide a business problem by adjusting your CoGS.  In the story, the business had to show a reasonable profit margin in 2008 or the bank was going to place ABC in Special Assets.  ABC still ended up in Special Assets. Also, the CFO was terminated, shareholder/manager compensation was reduced by 80% and the business could no longer pay the notes to the retired shareholders.  4 years later the Company was liquidated for about $0.15 cents on the dollar.  A few years later I ran into the banker and he said that the Bank may have been willing to work things out with ABC had they not tried to fool them. Sad.

If your business sells goods, your CoGS plays an important part of your profitability.  It is intimately tied to your inventory levels and can be challenging to stay on top of.  Knowing how CoGS is related to your revenues and feeds out of your inventory can help you grow profitably and with fewer headaches.  Talk with your accounting professional if you have questions or feel free to send me an email if you would like to discuss this article or anything else regarding your business.

Have a great day.

Accounting for Revenue

Happy Monday!  I hope you enjoyed your weekend.  Here in Vancouver it was nice and warm, upper 90’s both days, and it was a weekend with the boys which made it even better.  Did you do anything fun?

Revenues in Small Business

The accounting for revenues in a small business can be a little tricky.  Depending on your industry, sending out an invoice does not automatically make the amount “revenues” under Generally Accepted Accounting Principles (GAAP).  However, for your purposes as the small business owner, sending out that invoice as early as possible can be extremely important for your cash flows.

The 3 Reasons Not to Record the Invoice as Revenue

Under GAAP, revenues and costs are supposed to be matched so that someone outside your business who reads your financial statements – such as your banker when you apply for a loan – can understand your costs in relation to your income.  But there are other reasons to consider not recording some invoices as revenues at the time of invoicing your customer.

  • The Invoice is for a Deposit on Work to be Completed Much Later

At my last Company, we often charged a deposit of 50% to secure time on the master schedule.  Since many of these projects were worth over $20,000, the plan was to ensure the Customer had “Skin in the Game”.  From a cash flow perspective, it was great to get the money in before we had to start ordering materials and parts.  From an accounting perspective, however, we faced several potential issues.

  • Customer wanted to cancel the work

Eventually, a customer cancels the work that they requested.  If you are lucky enough to have the customer cancel in the same month, then there is no problem as the receipt of the money and the repayment happens in the same month and they cancel each other out.  But what if the customer cancels 2 months later?  Your Income Statement looks odd as Month 1 reports all this income and then Month 2 shows either a negative income for that amount or you show some sort of discount or allowance or perhaps you have a refunds account.  If it is only you looking at the financial statement, then it is probably not a problem, but if you have someone like your banker or insurance agent looking, you have to explain, which may cause them to question your accounting. Plus, the risk is your Company spent the money and has to scramble to find funds to repay the deposit. 

  • Labor and materials are not being used on the project for 3-9 months

This is somewhat along the lines of what we discussed above.  In month 1 you record all your income and then month 4 you have all your expenses, you cannot really tell how well you are doing by looking at your financial statement.  If you are trying to run your Company by the numbers, this may cause you to think things are going well in Month 1 and not-so-well in Month 4.  By using some method for project accounting, you can see how well your projects are doing over time, but these will not roll-up to your Income Statement.

  • The Invoice is for Work to be Done Over Time

Think Ongoing Contract like in a gym membership.  Lets say you give your customer a chance to pay monthly or offer a discount to pay in advance for a whole year.  Those who take advantage of the discount are still going to use the gym (well potentially use the gym but that is a different matter) over the next 12 months.  To match up with the members who pay monthly, you may want to make sure that your accounting team keep a different schedule (perhaps in Excel) which tracks who has paid and the charge per month for the year.

Revenues in small business are not always easy.  If you are the only person who will ever look at your books, then you can keep them anyway you want and work with your outside accounting firm at year-end to get the numbers right for tax purposes.  There are benefits to running your books to record revenues when invoiced, but there are perhaps many challenges to this as well.  Talk with your accounting professional for advice on the best way for your business.

If you have questions and would like a free, no obligation consultation, write me using the contact form below and we can have a conversation about your concerns and how to address them.

← Back

Thank you for your response. ✨

Have an awesome Monday.