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Chapter 17 Operations, Budgeting, and Taxes

Entrepreneurial Finance: Fundamentals of Financial Planning and Management for Small

Business, First Edition. M. J. Alhabeeb.

© 2015 John Wiley & Sons, Inc. Published 2015 by John Wiley & Sons, Inc.

17.1 Operations

The term “operations” or “operating system” means the process of converting inputs to

outputs. It is to say, transforming material, labor, capital, energy, and other inputs into

goods and services. Since those goods and services are meant to serve and benefit

consumers, we can say that the operating system is the set of productive activities that

would yield certain outputs of some value to consumers. In other words, it is the value

producing system of the business. Operations management would then be the planning and

control of that conversion process. Depending on what kind of value is needed, or what type

of product consumers need, the inputs would be identified, and the process would be

determined. There would be so many inputs to the production process but we can generally

say that all inputs can be in one way or another identified by the major categories: people,

capital, material, energy, and time. People would cover physical labor and mental capacity

such as intelligence, knowledge, skills, and information. Capital would include money,

equipment, building, technological systems, and the like. Energy would mean natural or

artificial energies (excluding people's energy) such as electricity, gas, solar, wind, water,

nuclear, and the like. Material includes all physical goods necessary for production, and

finally time includes the actual and perceived time. The production process would

transform a set of inputs into output. Output can be either a physical good such as an

agricultural produce such as vegetables and fruits, or industrial products such as a piece of

furniture, an automobile, an appliance, a book, toy, or a needle. Output can also be a service

of value to consumers such as cleaning, repairing, hairdressing, or legal or dental services.

Some outputs are a mix of products and services such as the case of a restaurant output. It is

the meal plus the service of waiting and the comfort and pleasure of the place. Figure 17.1

shows the operations process as to how inputs are transformed into output. The feedback is

an operational control system that would complete the circle of operations by maintaining a

continuous line of communication in the opposite direction. It can be:

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1. informational line which provides information on how the process of transformation is

doing;

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Figure 17.1 Business Operation

2. corrective line which evaluates every step of the way and straightens out any deviation

from the designed standard;

3. reinforcing line which monitors and rewards the system's efficiencies.

17.2 Material and Supplies: Buying or Making?

For any manager who wants to service an efficient operation in order to make and sell a

product profitably, there are three major concerns:

• the right quantity and quality of material needed for production;

• the right cost of these materials to the firm;

• the right time at which these materials are ready for production line.

Whether it would be better to buy or make what is needed for materials and supplies would

depend primarily on the cost to the firm. However, beyond the cost, there are other

considerations such as:

• The quality of material. It is wise for the firm to follow the quality wherever it can be

found whether by buying or by making.

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• If there is a process secret that the firm does not want to reveal. The firm might prefer

to make the material at home, even if the process of making is costly.

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• Keeping production on schedule by securing the right timing of getting the needed

material ready for production line. This may be achieved either by buying the material

or making them.

• If the firm has an unused capacity that can be adapted to make the material, it would be

a good reason to lean toward making rather than buying.

• If the firm has a vendor or supplier who can supply the material as part of a previous

obligation or commitment, then it would be better to buy.

• If the material can only be obtained and secured by an outside source, then it would be

wise to contract it out, and have peace of mind.

Among the managerial tools to control material utilization are:

Material requirements planning (MRP), which is an operational tool to control the

activities of order, storage, delivery, condition, and timing of material that is required

for production to achieve operational efficiency.

Just-in-time (JIT), which is an inventory system by which only the material needed for

production, at a certain time, on a certain line, are delivered then and there without the

need for using any inventory system. This operational system would not only increase

the efficiency of operation, but also reduce the inventory cost, or eliminate it all

together.

Inventory control is an essential part of operations management but it has been discussed

in Chapter 12.

17.3 Product Quality

Product quality is the extent to which a product can satisfy its own consumers. It is all the

attributes and features within the product, which are responsible for registering the degree

of consumer's contentment/discontentment with the product. Product quality would have

two sides to it.

1. The objective quality which refers to the technical specifications and physical features,

which define the product performance such as speed, horsepower, torque, and load of

an engine.

2. The subjective quality which is the consumer's perception of the product features. Some

of it is purely subjective, such as the preference of design and color of a car, and some

of it is relatively subjective. This relative subjectivity of a product can be illustrated by

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the difference between two customers on a specific objective feature of a product such

as the case of one consumer who prefers a car with more speed and the one who

prefers it with less speed.

What has been popular in the last few decades is the approach to quality called Total quality

management (TQM), which refers to a complete and continuous commitment to improve all

the quality elements and aspects. TQM would specifically require a quality-focused

mentality of management in order to deliver a product that is in good quality all around,

and gain the ultimate consumer's satisfaction and loyalty.

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Let us think about this approach to the quality of auto repair service. A good or bad quality

of service would not only mean how effective the technical repair job is, but also the quality

of a host of other attached elements to it such as the quality of the spare parts, the efficiency

and friendliness of the reception and management, price and billing process, ambiance of

the waiting area, time of waiting, and the additional services offered such as a corner for

kids, restrooms, coffee, and many other elements that would collectively constitute an

integrative measure of quality for consumers. The TQM approach utilizes three elements:

consumer, organization, and tools.

Since the concern in this book is the firm, we can say a few words on the organization and

tools. For the organization's side, the argument is that making the quality of a product a

major concern for the firm cannot be achieved without an organizational structure that fits

well for such a goal. It needs a quality-oriented culture and management, which is totally

geared toward this end. Lip service by upper managers about quality would not do anything

unless the whole organizational environment is willing and capable of carrying on the

mission of a superior quality. As for the tools, the holistic approach requires a commitment

to quality, which cannot be fulfilled by only talk or dreams. It would require the right

infrastructure to help achieve it. It would need the right technology, the proper tools,

methods, and procedures, the right technical and organizational system, the proper

training, and the right timing with the proper testing and inspection system.

Quality Control

The concept of quality control started historically to be associated with the standard

product inspection which has been routinely done for centuries to check the goodness of

large production such as the agricultural produce. The major purpose of inspection is, of

course, to eliminate any bad product from reaching the consumer. During the 1920s and

1930s, pioneers, such as W. Shewhart, H. F. Dodge, and H. G. Roming, developed the first

statistical methods such as the control chart and the acceptance sampling table, which were

considered the first quality control techniques. But, quality control did not come up on the

radar until after World War II when W. Edwards Deming went to Japan to teach his

techniques to control product quality. He was followed by J. M. Juran, who was the first to

connect quality control to the involvement of the upper management. The pioneering books

of “Total Quality Control” and “Quality is Free” were published by A. V. Feigenbaum and P.

Crosby in 1961 and 1979, respectively. It was not until 1988 that the US government

recognized the significance of quality by creating the national achievement awards of

Malcolm Baldrige National Quality Awards (MBNQA). Nowadays the electronic industry

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uses a method called Six Sigma to control product defects and reduce it to fewer than 3.4

defects per million units. On the international scene, increasing numbers of reputable firms

strive to get certified as ISO9000 firms to honor the international standards of product

quality. ISO stands for International Standardization Organization.

Statistical Methods to Control Quality

These are quantitative methods, which would make product inspections easier, faster, more

effective, and less expensive. The methods would involve making measurement,

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establishing and monitoring standards, and even taking corrective action within the

production process. They are all about choosing the right sample of product, inspecting it

against the pre-established standards, and determining if the process should continue or be

interrupted and corrected. The following are the major techniques.

Control Chart

A control chart is a geographical representation of data over time showing the possible

upper and lower limits the data can have. It is a reference point to be compared to any

entry of new data. If the average of a new sample falls within the limits, and if no erratic

behavior of the data is registered, and if the upper and lower limits do not fall far away

from the standard limit, the new data is deemed to be normal and under control. Otherwise

it would indicate the need for certain correction in order to fall again within the normal

limits. Although their technique is old, today's advances in computer statistics and graphics

made it much more efficient as a method of quality control.

Acceptance Sampling

This technique involves taking a random sample from a large population of products to

determine a degree of acceptance. The ultimate objective here is to strike a balance between

minimizing the cost of inspection (by avoiding a full inspection), and maximizing the

reliability of a relatively small random sample. Generally, the larger the sample, the higher

the reliability, and the higher the cost, and vice versa.

Statistical Process Control

This technique is to establish a certain tolerance level for variation in measurement that

would naturally occur in manufacturing processes. Suppose we are talking about a bottling

system that is supposed to deliver 16.9 oz. of soda in each bottle. Normally, there are many

reasons by which the amount of soda would not be exactly uniform in all bottles. Among

these reasons would be mechanical or electrical or operator related. The statistical process

can plot the variations and show if they fall within the established tolerance level. If a

certain number of bottles show that the soda level is being off of the tolerance level, the

system must look for the reason and correct it.

Budgeting

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Recall that operational control requires establishing a certain performance standard to

achieve the firm's objectives. That performance standard would usually serve as a building

block in budgeting. A budget is a preliminary detailed table of financial estimations for a

future period. It is designed to control the firm's activities toward achieving its business

goals, given that those goals are realistic, attainable, and drawn based on the best projection

of the future sales and revenues. The proper business budget can serve as:

a major tool to control business performance so that it conforms with the pre-

established organization standard;

a planning device to pinpoint the firm's objectives in sales, revenues, expenditures, and

profits, as well as in growth, costs, and employment;

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ble 17.1 Example of a Small Business Budget

a communication tool, which is uniquely and individually tailored to reflect the

organizational structure and confirm the responsibilities and accountabilities of each

and every section of the business.

Therefore, business budget can be looked at as a master plan for the integrated

performance of the firm, as it pursues its fundamental objectives. Table 17.1 shows a

simplistic example of a small business budget that is expecting an annual sales of $750,000.

17.4 Budgetary Variance and Flexible Budgeting

Since the typical budget is made based on estimations for the next period of time and

according to many business indicators, some or all of the budget items may turn out to be

either more or less than what has been put in the budget. The difference between the

estimated and actual figures is called the budgetary variance. It is defined as the positive or

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negative deviation of the actual budgetary item from the established amount in the budget.

Table 17.2 shows an example.

Generally speaking, any efficient management would try its best to stay as close as possible

to the budget, and avoid all sorts of exceeding the budgeted amounts. However, most likely,

some variations would occur, not necessarily to indicate misbudgeting, but they could very

well indicate some unforeseen changes that would require more funds. In the budgetary

variance shown in Table 17.2, some categories did not change so that the actual amounts

stayed equal to the budgeted amount, such as in interest, insurance, and rent. Some came

higher than the budgeted amounts, such as the administrative expenses, utilities, material,

equipment, repair and maintenance, and advertising. These items need to be looked at very

carefully to pinpoint the reason why they went up. Logically, most of them were supposed

to have been planned, so no surprises were expected. Other categories are less than what

was budgeted, such as

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payroll and payroll taxes, and vehicles. Although this is a pleasant change, it would still

need to be studied and explained. Overall, the actual budget came at $9910 more than the

planned budget. That is an overspending by 1.6%. Although it is not terribly bad, it would

still need some attention and corrective action so that the next budget would come either as

planned or less, but should not be more.

Table 17.2 Example of a Small Business Budgetary Variance

One of the methods to minimize the potential variance is to draw the budget based on two

or three probable volumes of sales. In this case, the actual numbers would most likely be

very close to one of the two or three probabilities which grant the budget a reasonable

degree of flexibility. Another method is to devise a rolling budget by which the period of 12

months would continue as months are replaced as they pass. For example, when January of

the current year is passed, January of the next year gets in the budget. In this case, a budget

would continue to cover 12 months all the time.

17.5 Types of Budgets

The following are the most essential budgets in business.

Operating Budget

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It is also called sales budget for its emphasis on estimating the expected volume of sales and

the revenues out of them. It also includes detailed estimations of material, labor, and all

other expenses so as to give an expected picture of the profits to be made in the next period.

Since all estimations can flow from the sales and revenue forecasts, we can say that this

budget would represent the core of all budgets. For example, if the budget team expects the

sales next year to increase by 30% over the current year, they must prepare the entire firm

and all its capacities to meet this expectation and urge all departments to draw up their own

specialized budgets accordingly. Production has to increase, which requires more material,

labor, hours, energy, and whatever else it may need. Inventory capacity has to increase,

marketing and distribution channels

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have to coordinate their efforts, equipment and transportation have to respond, and so on.

The opposite chain effects would occur if the sales are predicted to be less than the current

year. All the responses from all departments would be to work out a budget that would

accommodate the expected reduction in sales and revenues and to shrink their available

funds.

Cash Flow Budget

This is the budget that focuses on the two streams of cash: (1) all cash which comes in on

inflows (received) and (2) all cash which goes out or outflows (paid). Being a budget for the

next period would depend on the projected estimations on both the inflows and outflows. It

would also indicate if the firm is expected to be short of cash so that some arrangements can

be taken to borrow the needed funds or to pursue more investors. To secure a safe and

successful cash plan, the budget planners must prepare the following two major budgets

that the firm would need to pay its vital obligations.

1. Cash for the normal operation of business. This would satisfy the daily and weekly cash

requirements such as in the case of securing certain amount for “cash on hand” that

would pay for the usual day-to-day needs.

2. Cash for the maintenance obligations. This part would satisfy the long term expenses

such as rent, payroll, insurance, utilities, services, and taxes. Usually these kinds of

expenses are due monthly, they could be quarterly in some cases such as the insurance

premium, and they could also be annual such as the taxes.

Table 17.3 shows an example of what the cash flow budget may contain.

The following is an example of estimating how much the firm expects to collect from sales

on credit during the first 6 months of the year. Suppose that the firm predicts its total sales

in the period of January to June to be

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and suppose that in the light of past experience, the firm would expect that only 40% of its

sales are going to be by direct cash, while the rest (60%) would be on credit, and can be

collected according to the following fashion.

Table 17.4 shows how much cash the company can collect during the first 6 months.

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Table 17.3 Example of a Cash Flow Budget

Table 17.4 Collectible Cash for 6 Months

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17.6 Considerations for Budgetary Control

Aside from the significance of preparing well-written budgets, the following considerations

might be helpful, especially for the small business budgetary control.

• To increase the firm's performance efficiency, efforts should be concentrated on the

extreme discrepancies from the standard expectations. Energy, time, and money should

not be wasted on the ordinary problems. Budgetary control, therefore, has to be cost

effective. This is to say that you should not spend on tightening the budget more than

the tightening can save for you.

• All budgets have to be timely in order to pinpoint the problems and take corrective

action when and where it is needed.

• Longer term accounts receivable or slow accounts may prove to be worthwhile to be

examined and explored for the possibilities to improve on them and keep their

customers. Experience showed that slow accounts may cost the company much more

than bad debt that would eventually be written off.

• It would be wise to have the company's records audited annually to ensure proper

performance not only budget wise but also in terms of internal and operational

performance. Financial auditing is usually done by an independent certified public

accountant (CPA) who would be hired from outside the firm. A financial audit is a

professional review of all the financial records to verify their validity, discover

discrepancies, and suggest improvements. Internal and operational audits are often

done by an insider as an appraisal of the firm's functional areas of operation and its

organizational structure.

• Last but not least, it would also be wise to pay attention to feedback as an element of

control whether it is observational, oral, or written in order to establish proper and

healthy channels of evaluative communication.

Taxes

Besides taxes on individuals, business taxes are the second major source of federal and state

revenues. As much as they are essential for government, they basically mean less money

available for businesses and ultimately fewer opportunities for the firm to improve and

grow. Therefore, taxation is a vital concern for business planning, for it would significantly

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affect the firm's performance and success, growth, and survival. The following are the areas

where taxes become one of the firm's big concerns.

Firms must pay business taxes to federal and state government.

Firms must act as a tax collector for government by organizing and executing the task

of payroll withholdings, which is a costly process for the firm.

Business owners must pay their own income tax which could create a double taxation

unless this issue is resolved by changing the form of business ownership.

Business owners must pay additional taxes such as taxes on income earned on

investments outside their firm. Also, they must pay taxes on property transfers in cases

of inheriting the ownership to their heirs.

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All of these tax-related issues makes it very important for the firm to know what taxes are to

be paid, how to manage them, and if there are any ways to minimize them within the limits

of the law.

17.6 Types of Taxes

Firm's Own Business Taxes

The major part of this category is the taxes imposed on business earnings by federal

government as well as by state and local governments. It would also include excise taxes

imposed by the federal and state governments such as on automobiles, trademarks, patents,

inventories, licenses, and permits.

Sales Taxes

These taxes are imposed on consumers for purchasing goods. However, the selling

businesses are required to collect and remit them to the state and local governments. The

goods subject to sales tax, and tax rates vary from state to state. Table 17.5 shows the

current rates of sales tax throughout the United States.

Employment-Related Taxes

Employee's Income Tax

Firms are obligated to withhold certain amounts from the earnings of its employees for

their income taxes for a period of 1 year. At the end of the year (or by January 31 of the year

following the tax year), firms would provide each employee with a statement containing all

the amounts withheld by the payroll office. This statement is called the W-2 form which

employees use to complete their tax filing. Upon completing a tax return form, employees or

their tax preparers would figure out if their due taxes are larger or smaller than the amount

which has been withheld. If it turns out that the taxes due is larger, the employees must

include the difference with their tax forms and send them to the IRS. If the taxes are smaller

than the amount withheld, the difference would be a refund that the IRS would send back to

the taxpayer.

Table 17.5 Current Rates of Sales Tax in the United States

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The amount that is withheld by employers would depend on the employee's income,

number of exemptions, length of pay period, and marital status. The number of exemptions

would be claimed by each employee at the time of employment when he/she files a

statement called the Employee's Withholding Allowance Certificate or W4. The exemptions

figure is determined based on the number of dependents that each employee claims.

Table 17.6 lists the major federal tax forms for a small business.

Table 17.6 Major Federal Tax Forms for a Small Business

Social Security and Medicare Taxes

According to the Federal Insurance Contributions Act (FICA), an employer has to collect

6.25% of each employee's total earnings for social security and another 1.45% for medicare.

The employer must also match the total of 7.65% so that the amount that would be sent to

the IRS would total 15.3% of each employee's earnings. The firm would send those

contributions for all employees each quarter when it files the Federal Form #941. For those

small business owners who are self-employed, they have to contribute the entire 15.3% as

they match it for themselves as both an employer and employee.

Unemployment Tax

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This tax is paid by businesses to the federal government as an insurance for those who

become unemployed. It is 6.2% per $7,000 in wages. The states also decide on another part

of this tax that would be used to pay workers when they get laid off. Business firms would

pay this tax by filing form #940 or the Employer's Annual Federal Unemployment Tax

Return (FUTA).

Worker's Compensation

This is an insurance that has to be offered by employers for employees against job-related

death or injuries.

Owner's Taxes

In addition to paying income taxes on their earnings, owners would pay taxes on any cash

withdrawn from the business. Owners also pay taxes on the selling price if they sell their

business. They most likely pay double taxes according to the 1986 Tax Reform Act which

subjects most sales of assets to double taxation.

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Table 17.7 Taxes paid under C-Corporation Versus S- Corporation

17.7 Taxes and Forms of Business Ownership

As was discussed earlier in the chapter on business ownership, the form of business

ownership makes a significant difference in the amount of taxes paid. The issue of double

taxation has been resolved with the forms of business which are called pass-through forms.

They are business entities which do not pay business taxes separately but they pass income

through to their individual owners. Those individuals would then be paying their own

income taxes. The tax gain offered by this adjustment to business ownership would come

from two sides: (1) by eliminating the double taxation, and (2) being subject to an individual

tax rate which is normally lower than the corporate rate.

Partnerships and limited liability companies (LLC) still have to file form 1065 with the IRS

just to report the volume of income that was passed through to owners. Owners would also

receive a copy of K-1 schedule of form 1065 as a statement of their income just like what the

W-2 does.

Similar to partnerships and LLCs, s-corporation is also considered a pass-through business

entity, in comparison to the traditional c-corporation which has to file Form 1120-US

Corporate Income Tax Return separately and independent from its owners, who file for

their own individual tax return. Table 17.7 calculates the difference in taxes for a $75,000

taxable income earned in a traditional form of business ownership such as a c-corporation

and tax improved form of business ownership such as s-corporation.

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This example shows that the traditional form of business such as a c-corporation would pay

$37,875 taxes on a $75,000 earning. That is a little more than half of its earnings, while the

tax-improved form, such as the s-corporation, would pay only $18,750, which is a quarter of

the earnings.

17.8 Considerations and Strategies

• Taxes, as an amount to be paid, and as a management process, can be very costly to a

small business. It is, therefore, essential to try to minimize such a cost as

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much as possible. It would be crucial here for a small business owner–manager to fully

understand the difference between tax avoidance and tax evasion. Tax avoidance is a

legal act to reduce the taxes due using lawful means. It is to smartly take advantage of

all the allowances and opportunities offered by the tax system. It is basically using the

knowledge and skills of the tax savvy experts to utilize all the possibilities to minimize

what the firm pays as taxes. It would require honesty and full willingness to disclose all

material and methods used in calculating the taxes due. On the other hand, tax evasion

is an unlawful act. It would be considered a crime subject to prosecution and

punishment for it is basically escaping the responsibility to pay taxes by

misrepresenting the facts, concealing the evidence, cheating, or submitting false

reports. Tax evasion can be deadly for a small business and it would cost much more

than any benefit which might be squeezed out of trying it.

• Firms can increase their profits by reducing as much as possible their taxable income,

hence, their taxes. This can be done by being very familiar with the tax system and its

rules. Classifying all the firm's expenditures and knowing which of them is tax

deductible is the key. According to the IRS, any expenses that are essential to the

operation of business would qualify to be tax deductible, and therefore, the firm would

be legally entitled to use them in reducing their taxable income and minimizing their

tax bill, which ultimately increases their profits. The following are examples of the tax-

deductible expenses.

Production expenses such as material, labor, supplies, and transportation.

Salaries and compensation related directly to production.

Value of assets with a life span of 1 year or less, and an annual portion of the value of

any asset with a life span of more than 1 year. This portion is called the depreciation

which is formally defined as the annual cost of the use of an asset that lasts more than 1

year.

The estimated cost of using a home office for business.

Cost of using vehicles, which are specifically used for the business.

Cost of bad debt as long as it can be shown that the normal efforts of collecting those

accounts have all failed.

Interests on loans obtained directly to finance the business.

Travel expenses as long as they are specifically business related.

Value of taxes paid to the state and local governments, and those paid to governments

abroad, as long as they are directly related to business operation.

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Needless to say that a professional knowledge and experience in taxes is needed in order to

be sure that any of the categories above is tax deductible and accepted by the IRS.

• According to section 179-Deduction, a business which has just started is allowed to write

off some of the first year business expenses, such as the cost of equipment necessary to

start the business.

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• To be effective in managing taxes and other accounting and bookkeeping functions, it

would be wise to separate business bank accounts, loans, and credit from those which

are personal. This is particularly important for home businesses which may witness the

most mix up with personal finances and other affairs.

• To file tax returns, a business would need to have its own 9-digit identification number

called EIN or Employer Identification Number which can be obtained from the IRS. This

number is also necessary for other financial needs such as opening bank accounts,

applying for loans, hiring, starting a retirement plan, and more. While this number is

issued at the federal level, states may assign their own tax identification numbers called

BRN or Business Registration Number that is necessary to set up the unemployment

insurance and other tax purposes. Also, for remitting sales tax to the state, businesses

need to have another identification number called Resale Number.

• Last but not least, it is wisely significant for the small business to solicit the help of tax

professionals in order to make sure everything is done properly and efficiently. It is not

only necessary to avoid costly mistakes but also necessary to explore and utilize all the

proper and legal ways and method to avoid paying high tax bills.

17.10 Summary

Chapter 17 addressed operations, budgeting, and taxes. It started by defining operations or

operating system, and recognizing the importance of operations management. It then

addressed the essential question on whether it is better off for a firm to make or to buy

what it needs of materials for its own production. Product quality and quality control were

next to be discussed. A definition and brief history of quality control were provided, as well

as a brief description of each of the three major statistical techniques of quality control,

which are the control chart, acceptance sampling, and the statistical process control.

The next section in this chapter was budgeting. What is a budget, budgeting, and what

purpose they serve was the first topic to discuss. It was followed by the budgetary variance

and flexible budgeting. Type of budgets included the operating budget and cash flow

budget, both with detailed examples, and the section ended with providing important

considerations for the budgeting control in a small business. The last section in this chapter

was taxes. The topics addressed here were Why are taxes a big concern for the firm, and

what are they? The chapter listed and briefly described four common taxes which any

business firm may deal with—business tax, sales tax, employment-related taxes, and

business owner's taxes. For the employment-related taxes, the chapter listed employees'

income tax, Social Security and Medicare tax, unemployment tax, and workers'

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compensation tax. The following topic was how changing the form of business ownership

impacts how much tax a business firm pays. Last were some recommendations and

strategies for any firm to minimize the amount of taxes it pays while staying within the legal

limits and honoring the tax duties.

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