Download MBA Finance 3rd Semester Management Accounting

Download MBA Finance (Master of Business Administration) 3rd Semester Management Accounting


UNIT ? I

MANAGEMENT ACCOUNTING



INTRODUCTION:

A business enterprise must keep a systematic record of what happens from day-

tot-day events so that it can know its position clearly. Most of the business

enterprises are run by the corporate sector. These business houses are required

by law to prepare periodical statements in proper form showing the state of

financial affairs. The systematic record of the daily events of a business leading

to presentation of a complete financial picture is known as accounting. Thus,

Accounting is the language of business. A business enterprise speaks through

accounting. It reveals the position, especially the financial position through the

language called accounting.

MEANING OF ACCOUNTING:

Accounting is the process of recording, classifying, summarizing, analyzing and

interpreting the financial transactions of the business for the benefit of

management and those parties who are interested in business such as

shareholders, creditors, bankers, customers, employees and government. Thus, it

is concerned with financial reporting and decision making aspects of the

business.

The American Institute of Certified Public Accountants Committee on

Terminology proposed in 1941 that accounting may be defined as, "The art of

recording, classifying and summarizing in a significant manner and in terms of

money, transactions and events which are, in part at least, of a financial

character and interpreting the results thereof".


BRANCHES OF ACCOUNTING:

Accounting can be classified into three categories:

1. Financial Accounting

2. Cost Accounting, and

3. Management Accounting

FINANCIAL ACCOUNTING:

The term ,,Accounting unless otherwise specifically stated always refers to

,,Financial Accounting. Financial Accounting is commonly carries on in the

general offices of a business. It is concerned with revenues, expenses, assets and

liabilities of a business house. Financial Accounting has two-fold objective, viz,

1. To ascertain the profitability of the business, and

2. To know the financial position of the concern.

NATURE AND SCOPE OF FINANCIAL ACCOUNTING:

Financial accounting is a useful tool to management and to external users such

as shareholders, potential owners, creditors, customers, employees and

government. It provides information regarding the results of its operations and

the financial status of the business. The following are the functional areas of

financial accounting:-

1. Dealing with financial transactions:

Accounting as a process deals only with those transactions which are measurable

in terms of money. Anything which cannot be expressed in monetary terms does

not form part of financial accounting however significant it is.




2. Recording of information:

Accounting is an art of recording financial transactions of a business concern.

There is a limitation for human memory. It is not possible to remember all

transactions of the business. Therefore, the information is recorded in a set of

books called Journal and other subsidiary books and it is useful for management

in its decision making process.

3. Classification of Data:

The recorded data is arranged in a manner so as to group the transactions of

similar nature at one place so that full information of these items may be

collected under different heads. This is done in the book called ,,Ledger. For

example, we may have accounts called ,,Salaries, ,,Rent, ,,Interest,

Advertisement, etc. To verify the arithmetical accuracy of such accounts, trial

balance is prepared.

4. Making Summaries:

The classified information of the trial balance is used to prepare profit and loss

account and balance sheet in a manner useful to the users of accounting

information. The final accounts are prepared to find out operational efficiency

and financial strength of the business.

5. Analyzing:

It is the process of establishing the relationship between the items of the profit

and loss account and the balance sheet. The purpose is to identify the financial

strength and weakness of the business. It also provides a basis for interpretation.

6. Interpreting the financial information:It is concerned with explaining the

meaning and significance of the relationship established by the analysis. It

should be useful to the users, so as to enable them to take correct decisions.
7. Communicating the results:

The profitability and financial position of the business as interpreted above are

communicated to the interested parties at regular intervals so as to assist them to

make their own conclusions.

LIMITATIONS OF FINANCIAL ACCOUNTING:

Financial accounting is concerned with the preparation of final accounts. The

business has become so complex that mere final accounts are not sufficient in

meeting financial needs. Financial accounting is like a post-mortem report. At

the most it can reveal what has happened so far, but it can not exercise any

control over the past happenings. The limitations of financial accounting are as

follows:-

1. It records only quantitative information.

2. It records only the historical cost. The impact of future uncertainties has

no place in financial accounting.

3. It does not take into account price level changes.

4. It provides information about the whole concern. Product-wise, process-

wise, department-wise or information of any other line of activity cannot

be obtained separately from the financial accounting.

5. Cost figures are not known in advance. Therefore, it is not possible to fix

the price in advance. It does not provide information to increase or

reduce the selling price.

6. As there is no technique for comparing the actual performance with that

of the budgeted targets, it is not possible to evaluate performance of the

business.
7. It does not tell about the optimum or otherwise of the quantum of profit

made and does not provide the ways and means to increase the profits.

8. In case of loss, whether loss can be reduced or converted into profit by

means of cost control and cost reduction? Financial accounting does not

answer this question.

9. It does not reveal which departments are performing well? Which ones

are incurring losses and how much is the loss in each case?

10. It does not provide the cost of products manufactured

11. There is no means provided by financial accounting to reduce the

wastage.

12. Can the expenses be reduced which results in the reduction of product

cost and if so, to what extent and how? No answer to these questions.

13. It is not helpful to the management in taking strategic decisions like

replacement of assets, introduction of new products, discontinuation of

an existing line, expansion of capacity, etc.

14. It provides ample scope for manipulation like overvaluation or

undervaluation. This possibility of manipulation reduces the reliability.

15. It is technical in nature. A person not conversant with accounting has

little utility of the financial accounts.

COST ACCOUNTING:

An accounting system is to make available necessary and accurate information

for all those who are interested in the welfare of the organization. The

requirements of majority of them are satisfied by means of financial accounting.

However, the management requires far more detailed information than what the
conventional financial accounting can offer. The focus of the management lies

not in the past but on the future.

For a businessman who manufactures goods or renders services, cost accounting

is a useful tool. It was developed on account of limitations of financial

accounting and is the extension of financial accounting. The advent of factory

system gave an impetus to the development of cost accounting.

It is a method of accounting for cost. The process of recording and

accounting for all the elements of cost is called cost accounting.

The Institute of Cost and Works Accountants, London defines costing as, "the

process of accounting for cost from the point at which expenditure is incurred or

committed to the establishment of its ultimate relationship with cost centres and

cost units. In its wider usage it embraces the preparation of statistical data, the

application of cost control methods and the ascertainment of the profitability of

activities carried out or planned".

The Institute of Cost and Works Accountants, India defines cost accounting as,

"the technique and process of ascertainment of costs. Cost accounting is the

process of accounting for costs, which begins with recording of expenses or the

bases on which they are calculated and ends with preparation of statistical data".

To put it simply, when the accounting process is applied for the elements of

costs (i.e., Materials, Labour and Other expenses), it becomes Cost Accounting.

OBJECTIVES OF COST ACCOUNTING:

Cost accounting was born to fulfill the needs of manufacturing companies. It is a

mechanism of accounting through which costs of goods or services are

ascertained and controlled for different purposes. It helps to ascertain the true

cost of every operation, through a close watch, say, cost analysis and allocation.

The main objectives of cost accounting are as follows:-
1. Cost Ascertainment

2. Cost Control

3. Cost Reduction



4. Fixation of Selling Price

5. Providing information for framing business policy.

1. Cost Ascertainment:

The main objective of cost accounting is to find out the cost of product, process,

job, contract, service or any unit of production. It is done through various

methods and techniques.

2. Cost Control:

The very basic function of cost accounting is to control costs. Comparison of

actual cost with standards reveals the discrepancies (Variances). The variances

reveal whether cost is within control or not. Remedial actions are suggested to

control the costs which are not within control.

3. Cost Reduction:

Cost reduction refers to the real and permanent reduction in the unit cost of

goods manufactured or services rendered without affecting the use intended. It

can be done with the help of techniques called budgetary control, standard

costing, material control, labour control and overheads control.

4. Fixation of Selling Price:

The price of any product consists of total cost and the margin required. Cost data

are useful in the determination of selling price or quotations. It provides detailed

information regarding various components of cost. It also provides information
in terms of fixed cost and variable costs, so that the extent of price reduction can

be decided.

5. Framing business policy:

Cost accounting helps management in formulating business policy and decision

making. Break even analysis, cost volume profit relationships, differential

costing, etc are helpful in taking decisions regarding key areas of the business

like-

a. Continuation or discontinuation of production

b. Utilization of capacity

c. The most profitable sales mix

d. Key factor

e. Export decision

f. Make or buy

g. Activity planning, etc.

NATURE AND SCOPE OF COST ACCOUNTING:

Cost accounting is concerned with ascertainment and control of costs. The

information provided by cost accounting to the management is helpful for cost

control and cost reduction through functions of planning, decision making and

control. Initially, cost accounting confined itself to cost ascertainment and

presentation of the same mainly to find out product cost. With the introduction

of large scale production, the scope of cost accounting was widened and

providing information for cost control and cost reduction has assumed equal

significance along with finding out cost of production. To start with cost

accounting was applied in manufacturing activities but now it is applied in

service organizations, government organizations, local authorities, agricultural

farms, extractive industries and so on.
Cost accounting guides for ascertainment of cost of production. Cost accounting

discloses profitable and unprofitable activities. It helps management to eliminate

the unprofitable activities. It provides information for estimate and tenders. It

discloses the losses occurring in the form of idle time spoilage or scrap etc. It

also provides a perpetual inventory system. It helps to make effective control

over inventory and for preparation of interim financial statements. It helps in

controlling the cost of production with the help of budgetary control and

standard costing. Cost accounting provides data for future production policies. It

discloses the relative efficiencies of different workers and for fixation of wages

to workers.

LIMITATIONS OF COST ACCOUNTING:

i)

It is based on estimation: as cost accounting relies heavily on

predetermined data, it is not reliable.

ii)

No uniform procedure in cost accounting: as there is no

uniform procedure, with the same information different results

may be arrived by different cost accounts.

iii)

Large number of conventions and estimate: There are number

of conventions and estimates in preparing cost records such as

materials are issued on an average (or) standard price, overheads

are charged on percentage basis, Therefore, the profits arrived

from the cost records are not true.

iv)

Formalities are more: Many formalities are to be observed to

obtain the benefit of cost accounting. Therefore, it is not

applicable to small and medium firms.

v)

Expensive: Cost accounting is expensive and requires

reconciliation with financial records.
vi)

It is unnecessary: Cost accounting is of recent origin and an

enterprise can survive even without cost accounting.

vii)

Secondary data: Cost accounting depends on financial

statements for a lot of information. Any errors or short comings

in that information creep into cost accounts also.

MANAGEMENT ACCOUNTING

Management accounting is not a specific system of accounting. It could be any

form of accounting which enables a business to be conducted more effectively

and efficiently. It is largely concerned with providing economic information to

mangers for achieving organizational goals. It is an extension of the horizon of

cost accounting towards newer areas of management. Much management

accounting information is financial in nature but has been organized in a manner

relating directly to the decision on hand.

Management Accounting is comprised of two words ,,Management and

,,Accounting. It means the study of managerial aspect of accounting. The

emphasis of management accounting is to redesign accounting in such a way

that it is helpful to the management in formation of policy, control of execution

and appreciation of effectiveness.

Management accounting is of recent origin. This was first used in 1950 by a

team of accountants visiting U. S. A under the auspices of Anglo-American

Council on Productivity

Definition:

Anglo-American Council on Productivity defines Management Accounting as,

"the presentation of accounting information in such a way as to assist

management to the creation of policy and the day to day operation of an

undertaking"
The American Accounting Association defines Management Accounting as "the

methods and concepts necessary for effective planning for choosing among

alternative business actions and for control through the evaluation and

interpretation of performances".

The Institute of Chartered Accountants of India defines Management

Accounting as follows: "Such of its techniques and procedures by which

accounting mainly seeks to aid the management collectively has come to be

known as management accounting"

From these definitions, it is very clear that financial data is recorded, analyzed

and presented to the management in such a way that it becomes useful and

helpful in planning and running business operations more systematically.

OBJECTIVES OF MANAGEMENT ACCOUNTING:

The fundamental objective of management accounting is to enable the

management to maximize profits or minimize losses. The evolution of

management accounting has given a new approach to the function of accounting.

The main objectives of management accounting are as follows:

1. Planning and policy formulation:

Planning involves forecasting on the basis of available information, setting

goals; framing polices determining the alternative courses of action and deciding

on the programme of activities. Management accounting can help greatly in this

direction. It facilitates the preparation of statements in the light of past results

and gives estimation for the future.






2. Interpretation process:

Management accounting is to present financial information to the management.

Financial information is technical in nature. Therefore, it must be presented in

such a way that it is easily understood. It presents accounting information with

the help of statistical devices like charts, diagrams, graphs, etc.

3. Assists in Decision-making process:

With the help of various modern techniques management accounting makes

decision-making process more scientific. Data relating to cost, price, profit and

savings for each of the available alternatives are collected and analyzed and

provides a base for taking sound decisions.

4. Controlling:

Management accounting is a useful for managerial control. Management

accounting tools like standard costing and budgetary control are helpful in

controlling performance. Cost control is effected through the use of standard

costing and departmental control is made possible through the use of budgets.

Performance of each and every individual is controlled with the help of

management accounting.

5. Reporting:

Management accounting keeps the management fully informed about the latest

position of the concern through reporting. It helps management to take proper

and quick decisions. The performance of various departments is regularly

reported to the top management.

6. Facilitates Organizing:

"Return on Capital Employed" is one of the tools of management accounting.

Since management accounting stresses more on Responsibility Centres with a
view to control costs and responsibilities, it also facilitates decentralization to a

greater extent. Thus, it is helpful in setting up effective and efficiently

organization framework.

7. Facilitates Coordination of Operations:

Management accounting provides tools for overall control and coordination of

business operations. Budgets are important means of coordination.

NATURE AND SCOPE OF MANAGEMENT ACCOUNTING:

Management accounting involves furnishing of accounting data to the

management for basing its decisions. It helps in improving efficiency and

achieving the organizational goals. The following paragraphs discuss about the

nature of management accounting.

1. Provides accounting information:

Management accounting is based on accounting information. Management

accounting is a service function and it provides necessary information to

different levels of management. Management accounting involves the

presentation of information in a way it suits managerial needs. The accounting

data collected by accounting department is used for reviewing various policy

decisions.

2. Cause and effect analysis.

The role of financial accounting is limited to find out the ultimate result, i.e.,

profit and loss; management accounting goes a step further. Management

accounting discusses the cause and effect relationship. The reasons for the loss

are probed and the factors directly influencing the profitability are also studied.

Profits are compared to sales, different expenditures, current assets, interest

payables, share capital, etc.
3. Use of special techniques and concepts.

Management accounting uses special techniques and concepts according to

necessity to make accounting data more useful. The techniques usually used

include financial planning and analyses, standard costing, budgetary control,

marginal costing, project appraisal, control accounting, etc.

4. Taking important decisions.

It supplies necessary information to the management which may be useful for its

decisions. The historical data is studied to see its possible impact on future

decisions. The implications of various decisions are also taken into account.

5. Achieving of objectives.

Management accounting uses the accounting information in such a way that it

helps in formatting plans and setting up objectives. Comparing actual

performance with targeted figures will give an idea to the management about the

performance of various departments. When there are deviations, corrective

measures can be taken at once with the help of budgetary control and standard

costing.

6. No fixed norms.

No specific rules are followed in management accounting as that of financial

accounting. Though the tools are the same, their use differs from concern to

concern. The deriving of conclusions also depends upon the intelligence of the

management accountant. The presentation will be in the way which suits the

concern most.

7. Increase in efficiency.

The purpose of using accounting information is to increase efficiency of the

concern. The performance appraisal will enable the management to pin-point
efficient and inefficient spots. Effort is made to take corrective measures so that

efficiency is improved. The constant review will make the staff cost ? conscious.

8. Supplies information and not decision.

Management accountant is only to guide and not to supply decisions. The data is

to be used by the management for taking various decisions. ,,How is the data to

be utilized will depend upon the caliber and efficiency of the management.

9. Concerned with forecasting.

The management accounting is concerned with the future. It helps the

management in planning and forecasting. The historical information is used to

plan future course of action. The information is supplied with the object to guide

management for taking future decisions.

LIMITATIONS OF MANAGEMENT ACCOUNTING:

Management Accounting is in the process of development. Hence, it suffers

form all the limitations of a new discipline. Some of these limitations are:

1. Limitations of Accounting Records:

Management accounting derives its information from financial accounting, cost

accounting and other records. It is concerned with the rearrangement or

modification of data. The correctness or otherwise of the management

accounting depends upon the correctness of these basic records. The limitations

of these records are also the limitations of management accounting.

2. It is only a Tool:

Management accounting is not an alternate or substitute for management. It is a

mere tool for management. Ultimate decisions are being taken by management

and not by management accounting.


3. Heavy Cost of Installation:

The installation of management accounting system needs a very elaborate

organization. This results in heavy investment which can be afforded only by

big concerns.

4. Personal Bias:

The interpretation of financial information depends upon the capacity of

interpreter as one has to make a personal judgment. Personal prejudices and

bias affect the objectivity of decisions.

5. Psychological Resistance:

The installation of management accounting involves basic change in

organization set up. New rules and regulations are also required to be framed

which affect a number of personnel and hence there is a possibility of resistance

form some or the other.

6. Evolutionary stage:

Management accounting is only in a developmental stage. Its concepts and

conventions are not as exact and established as that of other branches of

accounting. Therefore, its results depend to a very great extent upon the

intelligent interpretation of the data of managerial use.

7. Provides only Data:

Management accounting provides data and not decisions. It only informs, not

prescribes. This limitation should also be kept in mind while using the

techniques of management accounting.

8. Broad-based Scope:

The scope of management accounting is wide and this creates many difficulties

in the implementations process. Management requires information from both
accounting as well as non-accounting sources. It leads to inexactness and

subjectivity in the conclusion obtained through it.

MANAGEMENT ACCOUNTANT

Management Accountant is an officer who is entrusted with Management

Accounting function of an organization. He plays a significant role in the

decision making process of an organization. The organizational position of

Management Accountant varies form concern to concern depending upon the

pattern of management system. He may be an executive in some concern, while

a member of Board of Directors in case of some other concern. However, he

occupies a key position in the organization.

In large concerns, he is responsible for the installation, development and

efficient functioning of the management accounting system. He designs the

frame work of the financial and cost control reports that provide with the most

useful data at the most appropriate time. The Management Accountant

sometimes described as Chief Intelligence Officer because apart form top

management, no one in the organization perhaps knows more about various

functions of the organization than him. Tandon has explained the position of

Management Accountant as follows:

"The management accountant is exactly like the spokes in a wheel, connecting

the rim of the wheel and the hub receiving the information. He processes the

information and then returns the processed information back to where it came

from".

Role of Management Accountant

Management Accountant, otherwise called Controller, is considered to be a part

of the management team since he has the responsibility for collecting vital

information, both from within and outside the company. The functions of the
controller have been laid down by the Controllers Institute of America. These

functions are:

1. To establish, coordinate and administer, as an integral part of

management, an adequate plan for the control of operations. Such a plan

would provide, to the extent required in the business cost standards,

expense budgets, sales forecasts, profit planning, and programme for

capital investment and financing, together with necessary procedures to

effectuate the plan.

2. To compare performance with operating plan and standards and to report

and interpret the results of operation to all levels of management, and to

the owners of the business. This function includes the formulation and

administration of accounting policy and the compilations of statistical

records and special reposts as required.

3. To consult withal segments of management responsible for policy or

action conserving any phase of the operations of business as it relates to

the attainment of objective, and the effectiveness of policies,

organization strictures, procedures.

4. To administer tax policies and procedures.

5. To supervise and coordinate preparation of reports to Government

agencies.

6. The assured fiscal protection for the assets of the business through

adequate internal; control and proper insurance coverage.

7. To continuously appraise economic and social forces and government

influences, and interpret their effect upon business.


Duties and Responsibilities of Management Accountant

The primary duty of Management Accountant is to help management in taking

correct policy-decisions and improving the efficiency of operations. He

performs a staff function and also has line authority over the accountants. If

management accountant feels that a decision likely to be taken by the

management based on the information tendered by him shall be detrimental to

the interest of the concern, he should point out this fact to the concerned

management, of course, with tact, patience, firmness and politeness. On the

other hand, if the decision taken happens to be wrong one on account t of

inaccuracy, biased and fabricated data furnished by the management accountant,

he shall be held responsible for wrong decision taken by the management.

Controllers Institute of America has defined the following duties of

Management Accountant or controller:

1. The installation and interpretation of all accounting records of the

corporative.

2. The preparation and interpretation of the financial statements and reports

of the corporation.

3. Continuous audit of all accounts and records of the corporation wherever

located.

4. The compilation of costs of distribution.

5. The compilation of production costs.

6. The taking and costing of all physical inventories.

7. The preparation and filing of tax returns and to the supervision of all

matters relating to taxes.
8. The preparation and interpretation of all statistical records and reports of

the corporation.

9. The preparation as budget director, in conjunction with other officers and

department heads, of an annual budget covering all activities of the

corporation of submission to the Board of Directors prior to the

beginning of the fiscal year. The authority of the Controller, with respect

to the veto of commitments of expenditures not authorized by the budget

shall, from time to time, be fixed by the board of Directors.

10. The ascertainment currently that the properties of the corporation are

properly and adequately insured.

11. The initiation, preparation and issuance of standard practices relating to

all accounting, matters and procedures and the co-ordination of system

throughout the corporation including clerical and office methods,

records, reports and procedures.

12. The maintenance of adequate records of authorized appropriations and

the determination that all sums expended pursuant there into are properly

accounted for.

13. The ascertainment currently that financial transactions covered by

minutes of the Board of Directors and/ or the Executive committee are

properly executed and recorded.

14. The maintenance of adequate records of all contracts and leases.

15. The approval for payment(and / or countersigning ) of all cheques,

promissory notes and other negotiable instruments of the corporation

which have been signed by the treasurer or such other officers as shall

have been authorized by the by=laws of the corporation or form time to

time designated by the Board of Directors.
16. The examination of all warrants for the withdrawal of securities from the

vaults of the corporation and the determination that such withdrawals are

made in conformity with the by-laws and /or regulations established

from time by the Board of Directors.

17. The preparation or approval of the regulations or standard practices,

required to assure compliance with orders of regulations issued by duly

constituted governmental agencies.

RESPONSIBILITY ACCOUNTING

"Responsibility Accounting collects and reports planned and actual accounting

information about the inputs and outputs of responsibility centers".

It is based on information pertaining to inputs and outputs. The resources

utilized in an organization are physical in nature like quantities of materials

consumed, hours of labour, etc., are called inputs. They are converted into a

common denominator and expressed in monetary terms called "costs", for the

purpose of managerial control. In a similar way, outputs are based on cost and

revenue data. Responsibility Accounting must be designed to suit the existing

structure of the organization. Responsibility should be coupled with authority.

An organization structure with clear assignment of authorities and

responsibilities should exist for the successful functioning of the responsibility

accounting system. The performance of each manager is evaluated in terms of

such factors.

RESPONSIBILITY CENTRES

The main focus of responsibility accounting lies on the responsibility centres. A

responsibility centre is a sub unit of an organization under the control of a

manager who is held responsible for the activities of that centre. The

responsibility centres are classified as follows:-
1) Cost Centres,

2) Profit Centres and

3) Investment centres.

Cost Centres

When the manager is held accountable only for costs incurred in a responsibility

centre, it is called a cost centre. It is the inputs and not outputs that are

measured in terms of money. In a cost centre records only costs incurred by the

centre/unit/division, but the revenues earned (output) are excluded form its

purview. It means that a cost centre is a segment whose financial performance

is measured in terms of cost without taking into consideration its attainments in

terms of "output". The costs are the planning and control data in cost canters.

The performance of the managers is evaluated by comparing the costs incurred

with the budgeted costs. The management focuses on the cost variances for

ensuring proper control.

A cost centre does not serve the purpose of measuring the performance of the

responsibility centre, since it ignores the output (revenues) measured in terms of

money. For example, common feature of production department is that there are

usually multiple product units. There must be some common basis to aggregate

the dissimilar products to arrive at the overall output of the responsibility centre.

If this is not done, the efficiency and effectiveness of the responsibility centre

cannot be measure.

Profit Centres

When the manager is held responsible for both Costs (inputs) and Revenues

(output) it is called a profit centre. In a profit centre, both inputs and outputs are

measured in terms of money. The difference between revenues and costs

represents profit. The term "revenue" is used in a different sense altogether.
According to generally accepted principles of accounting, revenues are

recognized only when sales are made to external customers. For evaluating the

performance of a profit centre, the revenue represents a monetary measure of

output arising from a profit centre during a given period, irrespective of whether

the revenue is realized or not.

The relevant profit to facilitate the evaluation of performance of a profit centre

is the pre?tax profit. The profit of all the departments so calculated will not

necessarily be equivalent to the profit of the entire organization. The variance

will arise because costs which are not attributable to any single department are

excluded from the computation of the departments profits and the same are

adjusted while determining the profits of the whole organization.

Profit provides more effective appraisal of the managers performance. The

manager of the profit centre is highly motivated in his decision-making relating

to inputs and outputs so that profits can be maximized. The profit centre

approach cannot be uniformly applied to all responsibility centres. The

following are the criteria to be considered for making a responsibility centre into

a profit centre.

A profit centre must maintain additional record keeping to measure inputs and

outputs in monetary terms. When a responsibility centre renders only services to

other departments, e.g., internal audit, it cannot be made a profit centre. A profit

centre will gain more meaning and significance only when the divisional

managers of responsibility centres have empowered adequately in their decision

making relating to quality and quantity of outputs and also their relation to costs.

If the output of a division is fairly homogeneous (e.g., cement), a profit centre

will not prove to be more beneficial than a cost centre.

Due to intense competition prevailing among different profit centres, there will

be continuous friction among the centres arresting the growth and expansion of
the whole organization. A profit centre will generate too much of interest in the

short-run profit to the detriment of long-term results.

Investment Centres

When the manager is held responsible for costs and revenues as well as for the

investment in assets, it is called an Investment Centre. In an investment centre,

the performance is measured not by profits alone, but is related to investments

effected. The manager of an investment centre is always interested to earn a

satisfactory return. The return on investment is usually referred to as ROI, serves

as a criterion for the performance evaluation of the manager of an investment

centre. Investment centres may be considered as separate entities where the

manager are entrusted with the overall responsibility of inputs, outputs and

investment.

TRANSFER PRICING

When profit centres are to be used, transfer prices become necessary in order to

determine the separate performances of both the ,,buying profit centres.

Generally, the measurement of profit in a profit centre is further complicated by

the problem of transfer prices. The transfer price represents the value of

goods/services furnished by a profit centre to other responsibility centres within

an organization. When internal exchanges of goods and services take place

among the different divisions of an organization, they have to be expressed in

monetary terms which are otherwise called the transfer price.

Thus, transfer pricing is the process of determining the price at which goods are

transferred from one profit centre to another profit centre within the same

company.

If transfer prices are set too high, the selling centre will be favored whereas if set

too low the buying centre exercise which does not effect the overall profitability
of the firm. However, in certain circumstances, transfer pricing may have an

indirect effect on overall company profitability by influencing the decisions

made at divisional level.

The fixation of appropriate transfer price is another problem faced by the profit

centres. The transfer price forms revenue for the selling division and an element

of cost of the buying division. Since the transfer price has a bearing on the

revenues, costs and profits or responsibility canters, the need for determination

of transfer prices becomes all the more important. But the transfer price

determination involves choosing one among the various alternatives available

for the purpose.

These are three objectives that should be considered for setting-out a transfer

price.

(a) Autonomy of the Division. The prices should seek to maintain the

maximum divisional autonomy so that the benefits, of decentralization

(motivation, better decision making, initiative etc.) are maintained. The

profits of one division should not be dependent on the actions of other

divisions,

(b) Goal congruence: The prices should be set so that the divisional

managements desire to maximize divisional earrings is consistent with

the objectives of the company as a whole. The transfer prices should not

encourage suboptimal decision-making.

(c) Performance appraisal: The prices should enable reliable assessments

to be made of divisional performance.

There are two board approaches to the determination of the transfer price and

they are: (1) cost-based and (2) market based. Based on the broad classification,
there are five different types of transfer prices they are" (1) cost (2) cost plus a

normal mark-up; (3) incremental cost; (4) market price and (5) negotiated price..

Transfer Pricing Methods

(i)

Market based transfer pricing: Where a market exists outside the

firm for the intermediate product and where the market is

competitive

(i.e., the firm is a price taker) then the use of market price as the

transfer price between divisions will generally lead to optimal

decision-making.

(ii)

Cost based pricing: Cost based transfer pricing systems are

commonly used because the conditions for setting ideal market prices

frequently do not exist; for example, there may be no intermediate

market which does exist may be imperfect. Providing that the

required information is available, a rule which would lead to optimal

decision for the firm as a whole would be to transfer at marginal cost

up to the point of transfer, plus any opportunity cost to the firm as

whole. The two main cost derived methods are those based on full

cost and variable cost.

(iii)

Full cost transfer pricing: this method, and the variant which is full

costs plus a profit mark-up, has the disadvantage that suboptimal

decision-making may occur particularly when there is idle capacity

within the firm. The full cost (or cost plus) is likely to be treated by

the buying division as an input variable cost so that external selling

price decisions, may not be set at levels which are optimal as far as

the firm as a whole is concerned.

(iv)

Variable cost transfer pricing: Under this system transfers would

be made at the variable costs up to the point of transfer. Assuming
that the variable cost is a good approximation of economic marginal

cost then this system would enable decisions to be made which

would be in the interests of the firm as a whole. However, variable

cost based prices will result in a loss for the setting division so

performance appraisal becomes meaningless and motivation will be

reduced.

(v)

Negotiated transfer pricing: Transfer prices could be set by

negotiation between the buying and selling divisions. This would be

appropriate if it could be assumed that such negotiations would result

in decisions which were in the interests of the firm as a whole and

which were acceptable to the parties concerned.

Relevant points

(1) Transfer pricing is the pricing of internal transfers between profit centres.

(2) Ideally the transfer prices should, promote goal congruence, enable

effective performance appraisal and maintain divisional autonomy.

(3) Economy theory suggests that the optimum transfer price would be the

marginal cost equal for buying divisions marginal revenue product.
Transfer prices should always be base on the marginal costs of the
supplying division plus the opportunity costs to the organization as a
whole.

(4) Because of information deficiencies, transfers pricing in practice does not

always follow theoretical guidelines. Typically prices are market based,
cost based or negotiated.

(5) Where an appropriate market price exists then this is an ideal transfer

price. However, there may be no market for the intermediate product, the
market may be imperfect, or the price considered unrepresentative.

(6) Where cost based systems are used then it is preferable to use standard

costs to avoid transferring inefficiencies.

(7) Full cost transfer pricing for full cost plus a mark up) suffers from a

number of limitations,; it may cause suboptimal decision-making, the price
is only valid at one output level, it makes genuine performance appraisal
difficult.
(8) Providing that variable cost equates with economic marginal cost then

transfers at variable cost will avoid gross sub optimality but performance
appraisal becomes meaningless.

(9) Negotiated transfer prices will only be appropriate if there is equal

bargaining power and if negotiations are not protracted.



CONCLUSION

Transfer price policies represent the selection of suitable methods relating to the

computation of transfer prices under various circumstances. More precisely,

transfer pricing should be closely related to management performance

assessment and decision optimization. But the problem of choosing an

appropriate transfer pricing for the two functions of management-performance

measurement and decision optimization ?does not hold any simple solution.

There is no single measure of transfer price that can be adopted under all

circumstances.

ACTIVITIES:

1. Bring out the differences between the Financial Accounting and Cost

Accounting

2. Ascertain the differences between the Financial Accounting and Management

Accounting

3. Find out the differences between the Cost Accounting and Management

Accounting

4. Extract the differences between the Financial Accounting and Management

Accounting.




QUESTIONS:

1.

What do you understand by ,,Management Accounting?

2.

State the objectives of Management Accounting.

3.

Discuss in detail the nature and scope of management accounting.

4.

How can financial accounting be made useful for the management
accounting?

5.

What do you understand by Financial Controller (Management

Accountant)? What are his functions?

6.

State the limitations of financial accounting and point out how

management accounting helps in overcoming them.

7.

"Accounting provides information various users". Discuss accounting as

an information system.

8.

What is Responsibility Accounting? Explain the significance of

Responsibility Accounting.

9.

What is Transfer Pricing? Discuss the importance of Transfer Pricing.

10. Write a note on the following:

i.

Cost Centre

ii.

Profit Centre

iii.

Investment Centre

iv.

Market based transfer pricing

v.

Cost based transfer pricing

vi.

Full cost transfer pricing

vii.

Negotiated transfer pricing

viii.

Variable cost transfer pricing
UNIT - II

2.1 BUDGETS AND BUDGETORY CONTROL

Introduction:

To achieve the organizational objectives, an enterprise should be managed

effectively and efficiently. It is facilitated by chalking out the course of action in

advance. Planning, the primary function of management helps to chalk out the

course of actions in advance. But planning is to be followed by continuous

comparison of the actual performance with the planned performance, i. e.,

controlling. One systematic approach in effective follow up process is

budgeting. Different budgets are prepared by the enterprise for different

purposes. Thus, budgeting is an integral part of management.

Definition of Budget:

,,A budget is a comprehensive and coordinated plan, expressed in financial

terms, for the operations and resources of an enterprise for some specific period

in the future. (Fremgen, James M ? Accounting for Managerial Analysis)

,,A budget is a predetermined detailed plan of action developed and distributed

as a guide to current operations and as a partial basis for the subsequent

evaluation of performance. (Gordon and Shillinglaw)

,,A budget is a financial and/or quantitative statement, prepared prior to a

defined period of time, of the policy to be pursued during the period for the

purpose of attaining a given objective. (The Chartered Institute of

Management Accountants, London)

Elements of Budget:

The basic elements of a budget are as follows:-

1. It is a comprehensive and coordinated plan of action.
2. It is a plan for the firms operations and resources.

3. It is based on objectives to be attained.

4. It is related to specific future period.

5. It is expressed in financial and/or physical units.

Budgeting:

Budgeting is the process of preparing and using budgets to achieve management

objectives. It is the systematic approach for accomplishing the planning,

coordination, and control responsibilities of management by optimally utilizing

the given resources.

,,The entire process of preparing the budgets is known as Budgeting (J. Batty)

,,Budgeting may be said to be the act of building budgets (Rowland & Harr)

Elements of Budgeting:

1. A good budgeting should state clearly the firms expectations and

facilitate their attainability.

2. A good budgeting system should utilize various persons at different

levels while preparing the budgets.

3. The authority and responsibility should be properly fixed.

4. Realistic targets are to be fixed.

5. A good system of accounting is also essential.

6. Wholehearted support of the top management is necessary.

7. Budgeting education is to be imparted among the employees.

8. Proper reporting system should be introduced.

9. Availability of working capital is to be ensured.
Definition of Budgetary Control:

CIMA, London defines budgetary control as, "the establishment of the budgets

relating to the responsibility of executives to the requirements of a policy and

the continuous comparison of actual with budgeted result either to secure by

individual action the objectives of that policy or to provide a firm basis for its

revision"



,,Budgetary Control is a planning in advance of the various functions of a

business so that the business as a whole is controlled. (Wheldon)



,,Budgetary Control is a system of controlling costs which includes the

preparation of budgets, coordinating the department and establishing

responsibilities, comprising actual performance with the budgeted and acting

upon results to achieve maximum profitability. (Brown and Howard)

Elements of budgetary control:

1. Establishment of budgets for each function and division of the

organization.

2. Regular comparison of the actual performance with the budget to know

the variations from budget and placing the responsibility of executives to

achieve the desire result as estimated in the budget.

3. Taking necessary remedial action to achieve the desired objectives, if

there is a variation of the actual performance from the budgeted

performance.

4. Revision of budgets when the circumstances change.

5. Elimination of wastes and increasing the profitability.




Budget, Budgeting and Budgetary Control:

A budget is a blue print of a plan expressed in quantitative terms. Budgeting is a

technique for formulating budgets. Budgetary Control refers to the principles,

procedures and practices of achieving given objectives through budgets.

According to Rowland and William, ,,Budgets are the individual objectives of a

department, whereas Budgeting may be the act of building budgets. Budgetary

control embraces all and in addition includes the science of planning the budgets

to effect an overall management tool for the business planning and control.

Objectives of Budgetary Control

Budgetary Control assists the management in the allocation of responsibilities

and is a useful device to estimate and plan the future course of action. The

general objectives of budgetary control are as follows:

1. Planning:

(a) A budget is an action plan as it is prepared after a careful study and research.

(b) A budget operates as a mechanism through which objectives and policies are

carried out.

(c) It is a communication channel among various levels of management.

(d) It is helpful in selecting a most profitable alternative.

(e) It is a complete formulation of the policy of the concern to be pursued for

attaining given objectives.

2. Co-ordination:

It coordinates various activities of the business to achieve its common

objectives. It induces the executives to think and operate as a group.


3. Control:

Control is necessary to judge that the performance of the organization confirms

to the plans of business. It compares the actual performance with that of the

budgeted performance, ascertains the deviations, if any, and takes corrective

action at once.

Installation of Budgetary Control:

There are certain steps necessary to install a good budgetary control system in

an organization. They are as follows:

1. Determination of the Objectives

2. Organization for Budgeting

3. Budget Centre

4. Budget Officer

5. Budget Manual

6. Budget Committee

7. Budget Period

8. Determination of Key Factor

1. Determination of Objectives:

It is very clear that the installation of a budgetary control system presupposes

the determination of objectives sought to be achieved by the organization in

clear terms.

2. Organization for Budgeting:

Having determined the objectives clearly, proper organization is essential for the

successful preparation, maintenance and administration of budgets. The
responsibility of each executive must be clearly defined. There should be no

uncertainty regarding the jurisdiction of executives.

3. Budget Centre:

It is that part of the organization for which the budget is prepared. It may be a

department or any other part of the department. It is essential for the appraisal of

performance of different departments so as to make them responsible for their

budgets.

4. Budget Officer:

A Budget Officer is a convener of the budget committee. He coordinates the

budgets of various departments. The managers of different departments are

made responsible for their departments performance.

5. Budget Manual:

It is a document which defines the objectives of budgetary control system. It

spells out the duties and responsibilities of budget officers regarding the

preparation and execution of budgets. It also specifies the relations among

various functionaries.

6. Budget Committee:

The heads of all important departments are made members of this committee. It

is responsible for preparation and execution of budgets. The members of this

committee may sometimes take collective decisions, if necessary. In small

concerns, the accountant is made responsible for the same work.

7. Budget Period:

It is the period for which a budget is prepared. It depends upon a number of

factors. It may be different for different concerns/functions. The following are
the factors that may be taken into consideration while determining budget

period:

a. The type of budget,

b. The nature of demand for the products,

c. The availability of finance,

d. The economic situation of the cycle and

e. The length of trade cycle

8. Determination of Key Factor:

Generally, the budgets are prepared for all functional areas of the business. They

are inter related and inter dependent. Therefore, a proper coordination is

necessary. There may be many factors that influence the preparation of a budget.

For example, plant capacity, demand position, availability of raw materials, etc.

Some factors may have an impact on other budgets also. A factor which

influences all other budgets is known as Key factor. The key factor may not

remain the same. Therefore, the organization must pay due attention on the key

factor in the preparation and execution of budgets.

Types of Budgeting:

Budget can be classified into three categories from different points of view.

They are:

1. According to Function

2. According to Flexibility

3. According to Time


I. According to Function:

(a) Sales Budget:

The budget which estimates total sales in terms of items, quantity, value,

periods, areas, etc is called Sales Budget.

(b) Production Budget:

It estimates quantity of production in terms of items, periods, areas, etc. It is

prepared on the basis of Sales Budget.

(c) Cost of Production Budget:

This budget forecasts the cost of production. Separate budgets may also be

prepared for each element of costs such as direct materials budgets, direct labour

budget, factory materials budgets, office overheads budget, selling and

distribution overheads budget, etc.

(d) Purchase Budget:

This budget forecasts the quantity and value of purchase required for production.

It gives quantity wise, money wise and period wise particulars about the

materials to be purchased.

(e) Personnel Budget:

The budget that anticipates the quantity of personnel required during a period for

production activity is known as Personnel Budget.

(f) Research Budget:

The budget relates to the research work to be done for improvement in quality of

the products or research for new products.


(g) Capital Expenditure Budget:

The budget provides a guidance regarding the amount of capital that may be

required for procurement of capital assets during the budget period.

(h) Cash Budget:

This budget is a forecast of the cash position by time period for a specific

duration of time. It states the estimated amount of cash receipts and estimation

of cash payments and the likely balance of cash in hand at the end of different

periods.

(i) Master Budget:

It is a summary budget incorporating all functional budgets in a capsule form. It

interprets different functional budgets and covers within its range the

preparation of projected income statement and projected balance sheet.

II. According to Flexibility:

On the basis of flexibility, budgets can be divided into two categories. They are:

1. Fixed Budget

2. Flexible Budget

1. Fixed Budget:

Fixed Budget is one which is prepared on the basis of a standard or a fixed level

of activity. It does not change with the change in the level of activity.

2. Flexible Budget:

A budget prepared to give the budgeted cost of any level of activity is termed as

a flexible budget. According to CIMA, London, a Flexible Budget is, ,,a budget

designed to change in accordance with level of activity attained. It is prepared

by taking into account the fixed and variable elements of cost.
III. According to Time:

On the basis of time, the budget can be classified as follows:

1. Long term budget

2. Short term budget

3. Current budget

4. Rolling budget

1. Long-term Budget:

A budget prepared for considerably long period of time, viz., 5 to 10 years is

called Long-term Budget. It is concerned with the planning of operations of the

firm. It is generally prepared in terms of physical quantities.

2. Short-term Budget:

A budget prepared generally for a period not exceeding 5 years is called Short-

term Budget. It is generally prepared in terms of physical quantities and in

monetary units.

3. Current Budget:

It is a budget for a very short period, say, a month or a quarter. It is adjusted to

current conditions. Therefore, it is called current budget.

4. Rolling Budget:

It is also known as Progressive Budget. Under this method, a budget for a year

in advance is prepared. A new budget is prepared after the end of each

month/quarter for a full year ahead. The figures for the month/quarter which has

rolled down are dropped and the figures for the next month/quarter are added.

This practice continues whenever a month/quarter ends and a new month/quarter

begins

.
PREPARATION OF BUDGETS:

I. SALES BUDGET:

Sales budget is the basis for the preparation of other budgets. It is the forecast of

sales to be achieved in a budget period. The sales manager is directly

responsible for the preparation of this budget. The following factors taken into

consideration:

a. Past sales figures and trend

b. Salesmens estimates

c. Plant capacity

d. General trade position

e. Orders in hand

f. Proposed expansion

g. Seasonal fluctuations

h. Market demand

i. Availability of raw materials and other supplies

j. Financial position

k. Nature of competition

l. Cost of distribution

m. Government controls and regulations

n. Political situation.



Example

1. The Royal Industries has prepared its annual sales forecast, expecting to

achieve sales of Rs.30,00,000 next year. The Controller is uncertain about the

pattern of sales to be expected by month and asks you to prepare a monthly
budget of sales. The following sales data pertained to the year, which is

considered to be representative of a normal year:

Month

Sales (Rs.)

Month

Sales (Rs.)

January

1,10,000

July

2,60,000

February

1,15,000

August

3,30,000

March

1,00,000

September

3,40,000

April

1,40,000

October

3,50,000

May

1,80,000

November

2,00,000

June

2,25,000

December

1,50,000

Prepare a monthly sales budget for the coming year on the basis of the above data.

Answer:

Sales Budget

Month

Sales (given) Sales estimation based on cash sales ratio given

January

1,10,000 (1,10,000/25,00,000) x 30,00,000 = 1,32,000

February

1,15,000 (1,15,000/25,00,000) x 30,00,000 = 1,38,000

March

1,00,000 (1,00,000/25,00,000) x 30,00,000 = 1,20,000

April

1,40,000 (1,40,000/25,00,000) x 30,00,000 = 1,68,000

May

1,80,000 (1,80,000/25,00,000) x 30,00,000 = 2,16,000

June

2,25,000 (2,25,000/25,00,000) x 30,00,000 = 2,70,000

July

2,60,000 (2,60,000/25,00,000) x 30,00,000 = 3,12,000

August

3,30,000 (3,30,000/25,00,000) x 30,00,000 = 3,96,000

September

3,40,000 (3,40,000/25,00,000) x 30,00,000 = 4,08,000

October

3,50,000 (3,50,000/25,00,000) x 30,00,000 = 4,20,000

November

2,00,000 (2,00,000/25,00,000) x 30,00,000 = 2,40,000

December

1,50,000 (1,50,000/25,00,000) x 30,00,000 = 1,80,000

Total

25,00,000 30,00,000
Note: Sales budget is prepared based on last years month-wise sales ratio.

Example:

2. M/s. Alpha Manufacturing Company produces two types of products, viz.,

Raja and Rani and sells them in Chennai and Mumbai markets. The following

information is made available for the current year:

Market

Product

Budgeted Sales

Actual Sales

Chennai Raja

400 units @ Rs.9 each

500 units @ Rs.9 each

,,

Rani

300 units @ Rs.21 each

200 units @ Rs.21 each

Mumbai Raja

600 units @ Rs.9 each

700 units @ Rs.9 each



Rani

500 units @ Rs.21 each

400 units @ Rs.21 each



Market studies reveal that Raja is popular as it is under priced. It is observed that

if its price is increased by Re.1 it will find a readymade market. On the other

hand, Rani is over priced and market could absorb more sales if its price is

reduced to Rs.20. The management has agreed to give effect to the above price

changes.

On the above basis, the following estimates have been prepared by Sales

Manager:



% increase in sales over current budget

Product

Chennai

Mumbai

Raja

+10%

+ 5%

Rani

+ 20%

+ 10%

With the help of an intensive advertisement campaign, the following additional

sales above the estimated sales of sales manager are possible:


Product

Chennai

Mumbai

Raja

60 units

70 units

Rani

40 units

50 units



You are required to prepare a budget for sales incorporating the above estimates.

Answer:

Sales Budget





Budget for

Actual sales

Budget for

Area

Product

current year

future period

Units Price Value Units Price Value Units Price Value

Rs.

Rs.

Rs.

Rs.

Rs.

Rs.



Raja

400

9

3600

500

9

4500

500

10

5000

Chennai Rani

300

21

6300

200

21

4200

400

20

8000

Total

700



9900

700



8700

900



13000



Raja

600

9

5400

700

9

6300

700

10

7000

Mumbai Rani

500

21

10500 400

21

8400

600

20

12000

Total

1100



15900 1100



14700 1300



19000



Raja

1000

9

9000 1200

9

10800 1200

10

12000

Total

Rani

800

21

16800 600

21

12600 1000

20

20000

Total



1800



25800 1800



23400 2200



32000

Sales








Workings:

1. Budgeted sales for Chennai:



Raja

Rani

Units

Units

Budgeted Sales

400

300

Add: Increase

(10%) 40 (20%) 60



440

360

Increase due to advertisement

60

40

Total

500

400

2. Budgeted sales for Mumbai:



Raja

Rani

Units

Units

Budgeted Sales

600

500

Add: Increase

(5%) 30 (10%) 50



630

550

Increase due to advertisement

70

50

Total

700

600

II. PRODUCTION BUDGET:

Production = Sales + Closing Stock ? Opening Stock

Example:

3. The sales of a concern for the next year is estimated at 50,000 units. Each unit

of the product requires 2 units of Material ,,A and 3 units of Material ,,B. The

estimated opening balances at the commencement of the next year are:

Finished Product

:

10,000 units

Raw Material ,,A

:

12,000 units

Raw Material ,,B

:

15,000 units
The desirable closing balances at the end of the next year are:

Finished Product

:

14,000 units

Raw Material ,,A

:

13,000 units

Raw Material ,,B

:

16,000 units

Prepare the materials purchase budget for the next year.

Answer:

Production Budget

Estimated Sales

50,000 units

Add: Estimated Closing Finished Goods

14,000 ,,



64,000 ,,

Less: Estimated Opening Finished Goods

10,000 ,,

Production

54,000 ,,

Materials Purchase Budget





Material ,,A

Material ,,B

Material Consumption

1,08,000 units 1,62,000 units

Add: Closing stock of materials

13,000 ,,

16,000 ,,



1,21,000 ,,

1,78,000 ,,

Less: Opening stock of materials

12,000 ,,

15,000 ,,

Materials to be purchased

1,09,000 ,,

1,63,000 ,,

Workings:

Materials consumption:

Material ,,A

Material ,,B

Material required per unit of production

2 units

3 units

For production of 54,000 units

1,08,000

1,62,000




III. CASH BUDGET:

It is an estimate of cash receipts and disbursements during a future period of

time. "The Cash Budget is an analysis of flow of cash in a business over a

future, short or long period of time. It is a forecast of expected cash intake and

outlay" (Soleman, Ezra ? Handbook of Business administration).

Procedure for preparation of Cash Budget:

1. First take into account the opening cash balance, if any, for the

beginning of the period for which the cash budget is to be prepared.

2. Then Cash receipts from various sources are estimated. It may be

from cash sales, cash collections from debtors/bills receivables,

dividends, interest on investments, sale of assets, etc.

3. The Cash payments for various disbursements are also estimated. It

may be for cash purchases, payment to creditors/bills payables,

payment to revenue and capital expenditure, creditors for expenses,

etc.

4. The estimated cash receipts are added to the opening cash balance, if

any.

5. The estimated cash payments are deducted from the above proceeds.

6. The balance, if any, is the closing cash balance of the month

concerned.

7. The closing cash balance is taken as the opening cash balance of the

following month.

8. Then the process is repeatedly performed.
9. If the closing balance of any month is negative i.e the estimated cash

payments exceed estimated cash receipts, then overdraft facility may

also be arranged suitably.

Example:

4. From the following budgeted figures prepare a Cash Budget in respect of

three months to June 30, 2006.

Month

Sales

Materials

Wages

Overheads

Rs.

Rs.

Rs.

Rs.

January

60,000

40,000

11,000

6,200

February

56,000

48,000

11,600

6,600

March

64,000

50,000

12,000

6,800

April

80,000

56,000

12,400

7,200

May

84,000

62,000

13,000

8,600

June

76,000

50,000

14,000

8,000

Additional information:

1. Expected Cash balance on 1st April, 2006 ? Rs. 20,000

2. Materials and overheads are to be paid during the month following the

month of supply.

3. Wages are to be paid during the month in which they are incurred.

4. All sales are on credit basis.

5. The terms of credits are payment by the end of the month following the

month of sales: Half of credit sales are paid when due the other half to be

paid within the month following actual sales.

6. 5% sales commission is to be paid within in the month following sales

7. Preference Dividends for Rs. 30,000 is to be paid on 1st May.
8. Share call money of Rs. 25,000 is due on 1st April and 1st June.

9. Plant and machinery worth Rs. 10,000 is to be installed in the month of

January and the payment is to be made in the month of June.



Answer:

Cash Budget for three months from April to June, 2006

Particulars

April

May

June

Rs.

Rs.

Rs.

Opening Cash Balance

20,000

32,000

(-) 5,600

Add: Estimated Cash Receipts:







Sales Collection from debtors

60,000

72,000

82,000

Share call money

25,000

25,000



1,05,000

1,04,600

1,01,400

Less: Estimated Cash Payments:







Materials

50,000

56,000

62,000

Wages

12,400

13,000

14,000

Overheads

6,800

7,200

8,600

Sales Commission

3,200

4,000

4,200

Preference Dividend

---

30,000 ---

Plant and Machinery

---

---

10,000

72,400

1,10,200

98,800

Closing Cash Balance

32,600

(-) 5,600

2,600






Workings:

1. Sales Collection:

Payment is due at the month following the sales. Half is paid on due and other

half is paid during the next month. Therefore, February sales Rs. 50,000 is due

at the end of March. Half is given at the end of March and other half is given in

the next month i.e., in the month of April. Hence, the sales collection for the

month of April will be as follows:

For April ? Half of February Sales (56,000 x ?) = 28,000



- Half of March Sales (64,000 x ?) = 32,000

Total Collection for April





= 60,000

Similarly, the sales collection for the months of May and June may be

calculated.

2. Materials and overheads:

These are paid in the following month. That is March is paid in April, April is

paid in May and May is paid in June.

3. Sales Commission:



It is paid in the following month. Therefore,



For April ? 5% of March Sales (64,000 x 5 /100) = 3,200



For May ? 5% of March Sales (80,000 x 5 /100) = 4,000

For April ? 5% of March Sales (84,000 x 5 /100) = 4,200

IV. FLEXIBLE BUDGET:

A flexible budget consists of a series of budgets for different level of activity.

Therefore, it varies with the level of activity attained. According to CIMA,
London, A Flexible Budget is, ,,a budget designed to change in accordance with

level of activity attained. It is prepared by taking into account the fixed and

variable elements of cost. This budget is more suitable when the forecasting of

demand is uncertain.

Points to be remembered while preparing a flexible budget:

1. Cost can be classified into fixed and variable cost.

2. Total fixed cost remains constant at any level of activity.

3. Total Variable cost varies in the same proportion at which the level of

activity varies.

4. Fixed and variable portion of Semi-variable cost is to be segregated.

Example:

5. The following information at 50% capacity is given. Prepare a flexible

budget and forecast the profit or loss at 60%, 70% and 90% capacity.

Fixed expenses:

Expenses at 50% capacity (Rs.)

Salaries

5,000

Rent and taxes

4,000

Depreciation

6,000

Administrative expenses

7,000

Variable expenses:



Materials

20,000

Labour

25,000

Others

4,000

Semi-variable expenses:



Repairs

10,000

Indirect Labour

15,000

Others

9,000
It is estimated that fixed expenses will remain constant at all capacities. Semi-

variable expenses will not change between 45% and 60% capacity, will rise by

10% between 60% and 75% capacity, a further increase of 5% when capacity

crosses 75%.



Estimated sales at various levels of capacity are:





Capacity







Sales (Rs.)





60%







1,10,000





70%







1,30,000





90%







1,50,000

Answer:

FLEXIBLE BUDGET

(Showing Profit & Loss at various capacities)



Capacities

Particulars

50%

60%

70%

90%

Rs.

Rs.

Rs.

Rs.

Fixed Expenses:









Salaries

5,000

5,000

5,000

5,000

Rent and taxes

4,000

4,000

4,000

4,000

Depreciation

6,000

6,000

6,000

6,000

Administrative expenses

7,000

7,000

7,000

7,000

Variable expenses:









Materials

20,000

24,000

28,000

36,000

Labour

25,000

30,000

35,000

45,000

Others

4,000

4,800

5,600

7,200

Semi-variable expenses:









Repairs

10,000

10,000

11,000

11,500
Indirect Labour

15,000

15,000

16,500

17,250

Others

9,000

9,000

9,900

10,350

Total Cost

1,05,000

1,14,800

1,28,000

1,49,300

Profit (+) or Loss (-)



(-) 4,800

(+) 2,000

(+) 700

Estimated Sales



1,10,000

1,30,000

1,50,000



Example:

6. The following information relates to a flexible budget at 60%

capacity. Find out the overhead costs at 50% and 70% capacity and also

determine the overhead rates:

Particulars

Expenses at 60% capacity

Variable overheads:

Rs.

Indirect Labour

10,500

Indirect Materials

8,400

Semi-variable overheads:



Repair and Maintenance

7,000

(70% fixed; 30% variable)

Electricity

25,200

(50% fixed; 50% variable)

Fixed overheads:



Office expenses including

70,000

salaries

Insurance

4,000

Depreciation

20,000

Estimated direct labour hours

1,20,000 hours


Answer:

FLEXIBLE BUDGET



50 % Capacity

60% Capacity 70% Capacity

Rs.

Rs.

Rs.

Variable overheads:







Indirect Labour

8,750

10,500

12,250

Indirect Materials

7,000

8,400



Semi-variable overheads:







Repair and Maintenance (1)

6,650

7,000



Electricity (2)

23,100

25,200



Fixed overheads:







Office expenses including salaries

70,000

70,000

70,000

Insurance

4,000

4,000

4,000

Depreciation

20,000

20,000

20,000

Total overheads

1,39,500

1,45,100

1,50,700

Estimated direct labour hours

1,00,000

1,20,000

1,50,000

Overhead rate per hour (Rs.)

1.395

1.21

1.077

Workings:

1. The amount of Repairs and maintenance at 60% Capacity is Rs. 7,000.

Out of this, 70% (i.e Rs. 4,900) is fixed and remaining 30% (i.e Rs.

2,100) is variable. The fixed portion remains constant at all levels of

capacities. Only the variable portion will change according to change in

the level of activity. Therefore, the total amount of repairs and

maintenance for 50% and 70% capacities are calculated as follows:




Repairs and maintenance

50%

60%

70%

Fixed (70%)

4,900

4,900

4,900

Variable (30%)

1,750

2,100

2,450



6,650

7,000

7,350

Total



2. Similarly, electricity expenses at different levels of capacity are calculated as

follows:



Electricity

50%

60%

70%

Fixed (50%)

12,600

12,600

12,600

Variable (50%)

10,500

12,600

14,700



23,100

25,200

27,300

Total



ZERO BASE BUDGETING (ZBB)

It is a management technique aimed at cost reduction. It was introduced by the

U. S. Department of Agriculture in 1961. Peter A. Phyrr popularized it. In 1979,

president Jimmy Carte issued a mandate asking for the use of ZBB by the

Government.

ZBB - Definition:

"It is a planning and budgeting process which requires each manager to justify

his entire budget request in detail from scratch (Zero Base) and shifts the burden

of proof to each manager to justify why he should spend money at all. The

approach requires that all activities be analyzed in decision packages, which are

evaluated by systematic analysis and ranked in the order of importance". ? Peter

A. Phyrr.
It implies that-

Every budget starts with a zero base

No previous figure is to be taken as a base for adjustments

Every activity is to be carefully examined afresh

Each budget allocation is to be justified on the basis of anticipated

circumstances

Alternatives are to be given due consideration

Advantages of ZBB:

1. Effective cost control can be achieved

2. Facilitates careful planning

3. Management by Objectives becomes a reality

4. Identifies uneconomical activities

5. Controls inefficiencies

6. Scarce resources are used beneficially

7. Examines each activity thoroughly

8. Controls wasteful expenditure

9. Integrates the management functions of planning and control

10. Reviews activities before allowing funds for them.

PERFORMANCE BUDGETING:

It involves evaluation of the performance of the organization in the context of

both specific as well as overall objectives of the organization. It provides a
definite direction to each employee and a control mechanism to top

management.

Definition:

Performance Budgeting technique is the process of analyzing, identifying,

simplifying and crystallizing specific performance objectives of a job to be

achieved over a period of the job. The technique is characterized by its specific

direction towards the business objectives of the organization. ? The National

Institute of Bank Management.

The responsibility for preparing the performance budget of each department lies

on the respective departmental head. It requires preparation of performance

reports. This report compares budget and actual data and shows any existing

variances. To facilitate the preparation the departmental head is supplied with

the copy of the master budget appropriate to his function.

MASTER BUDGET:

Master budget is a comprehensive plan which is prepared from and summarizes

the functional budgets. The master budget embraces both operating decisions

and financial decisions. When all budgets are ready, they can finally produce

budgeted profit and loss account or income statement and budgeted balance

sheet. Such results can be projected monthly, quarterly, half-yearly and at year

end. When the budgeted profit falls short of target it may be reviewed and all

budgets may be reworked to reach the target or to achieve a revised target

approved by the budget committee.






Exercise:

1. From the following particulars, prepare production cost budget for June,2006.

Particulars

Opening Stock

Closing stock

(1-6-2006)

(30-6-2006)

Finished Goods

1200 units

1600 units

Raw Material ,,A

5,000 kgs.

4,800 kgs.

Raw Material ,,B

2,000 kgs.

3,100 kgs.

Raw Material required (per unit)

4 kgs. @ Rs.8 per kg.

2 kgs. @ Rs.25 per kg.

Budgeted sales for the month ? 7,000 units.

(Answer: Raw Material ,,A ? Rs. 2,35,200; Raw Material ,,B ? Rs. 3,97,500)



2. From the following figures prepare Raw Materials Purchase Budget.

Materials (in Units)

Particulars

A

B

C

D

Estimated Opening Stock

16,000

6,000

24,000

2,000

Estimated Closing Stock

20,000

8,000

28,000

4,000

Estimated Consumption

1,20,000

44,000

1,32,000

36,000

Standard Price per unit

0.25 p

0.05 p

0.15 p

0.10 p

(Answer: Material ,,A ? Rs. 31,000; Material ,,B ? Rs. 2,300; Material ,,C ?

Rs.20,400 and Material ,,D ? Rs. 3,800)

3. Parker Ltd. manufactures two brands of pen Hero and Zero. The sales

department of the company has three departments in different areas of the

country.



The sales budget for the year ending 31st December 1999 were:
Hero ? Department I 3,00,000; Department II 5,62500; Department III 1,80,000

and Zero ? Department I 4,00,000; Department II 6,00,000; Department III

20,000. Sales prices are Rs. 3 and Rs.1.20 in all departments.

It is estimated that by forced sales promotion the sale of Zero in department I

will increase by 1,75,000. It is also expected that by increasing production and

arranging extensive advertisement, Department III will be enabled to increase

the sale of Zero by 50,000. It is recognized that the estimated sales by

department II represent an unsatisfactory target. It is agreed to increase both

estimates by 20%. Prepare a Sales Budget for the year 2000.

(Answer: Hero ? Rs.34,65,000 and Zero ? Rs.16,38,000)

4. Bajaj Co. wishes to arrange overdraft facilities with its bankers during the

period from April to June 2006 when it will be manufacturing mostly for stock.

Prepare a Cash Budget for the above period from the following data, indicating

the extent of the band overdraft facilities the company will require at the end of

each month.

(a)

Month

Sales

Purchases

Wages

Rs.

Rs.

Rs.

February

90,000

62,400

6,000

March

96,000

72,000

7,000

April

54,000

1,21,000

5,500

May

87,000

1,23,000

5,000

June

63,000

1,34,000

7,500

(b) 50% of Credit sales are realized in the month following the sales and the

remaining 50% in the second month following.

(c) Creditors are paid in the month following the month of purchase.
(d) Lag in payment of wages ? one month.

(e) Cash at bank on 1st April, 2006 estimated at Rs. 12,500.

Answer: Closing balance for April ? Rs. 26,500; May Rs. (25,500) and June Rs.
(83,000)

5. Draw up a Cash Budget for January to March 2006 from the following
information:

(a). Cash and bank balance on 1st January, 2006 ? Rs. 2,00,000.

(b). Actual and budgeted sales:

Actual 2005

Rs.

Budgeted 2006

Rs.

September

6,00,000

January

8,00,000

October

6,50,000

February

8,20,000

November

7,00,000

March

8,90,000

December

7,50,000





(c). Purchases ? actual and budgeted:

Actual 2005

Rs.

Budgeted 2006

Rs.

September

3,60,000

January

4,80,000

October

4,00,000

February

4,00,000

November

4,80,000

March

5,00,000

December

4,50,000





(d). Wages ? actual and budgeted:





Month

Wages (Rs.)

Expenses (Rs.)

Actual 2005

November

1,50,000

50,000

,, ,,

December

1,50,000

60,000

Budgeted 2006 January

1,80,000

60,000

,, ,,

February

1,80,000

80,000

,, ,, March

2,00,000

80,000
(e) Special items:



(i) Advance Payment of tax in March 2006 ? Rs. 50,000



(ii) Plant to be acquired and paid in January 2006 ? Rs. 1,00,000

(f) Assume 10 % sales and purchases are on cash basis.

(g) Lag in payment of wages ? ? month

(h) Lag in payment of expenses ? ? month

(i) Period of credit allowed to debtors ? 2 month

(j) Period of credit allowed by creditors ? 1 month

(Answer: January ? Rs.1,32,000; February ? Rs.1,62,000 and March ? Rs.

2,41,000)

6. From the following forecasts of income and expenditure, prepare a cash

Budget for the month January to April, 2006.



Sales

Purchases

Wages Manufacturing Administrative

Selling

(Credit)

(Credit)

expenses

expenses

expenses

Months



Rs.

Rs.

Rs.

Rs.

Rs.

Rs.

2005 Nov.

30,000

15,000

3,000

1,150

1,060

500

Dec.

35,000

20,000

3,200

1,225

1,040

550

2006 Jan.

25,000

15,000

2,500

990

1,100

600

Feb.

30,000

20,000

3,000

1,050

1,150

620

Mar.

35,000

22,500

2,400

1,100

1,220

570

Apr.

40,000

25,000

2,600

1,200

1,180

710

Additional information is as follows:

1. The customers are allowed a credit period of 2 months.

2. A dividend of Rs. 10,000 is payable in April.
3. Capital expenditure to be incurred: Plant purchased on 15th of January

for Rs.5,000;

4. A building has been purchased on 1st March and the payments are to be

made in monthly instalments of Rs. 2,000 each.

5. The creditors are allowing a credit of 2 months.

6. Wages are paid on the 1st of the next month.

7. Lag in payment of other expenses is one month.

8. Balance of cash in hand on 1st January, 2006 is Rs. 15,000

(Answer: Closing balance for January ? Rs. 18,985; February Rs. 28,795;

March Rs. 30,975 and April Rs. 23,685)

7. From the following budget date, forecast the cash position at the end of April,

May and June 2006.

Months

Sales (Rs.) Purchases (Rs.) Wages (Rs.) Mis. Expenses (Rs.)

February

1,20,000

84,000

10,000

7,000

March

1,30,000

1,00,000

12,000

8,000

April

80,000

1,04,000

8,000

6,000

May

1,16,000

1,06,000

10,000

12,000

June

88,000

80,000

8,000

6,000

Additional information:

1. Sales: 20% realized in the month of sale; discount allowed 2%. Balance

realized equally in two subsequent months.

2. Purchases: These are paid in the month following the month of supply.

3. Wages: 25% paid in arrears following month.

4. Miscellaneous expenses: Paid a month in arrears.
5. Rent: Rs.1,000 per month paid quarterly in advance due in April.

6. Income Tax : First instalment of advance tax Rs. 25,000 due on or before

15th June.

7. Income from investments: Rs. 5,000 received quarterly in April, July,

etc.

8. Cash in hand: Rs. 5,000 on 1st April, 2006.

(Answer: April ? Rs. 5,680; May ? Rs. (-) 7,084 and June ? Rs. (-) 62,936



8. The Expenses for the production of 5,000 units in a factory are given as

follows:

Particulars

Per unit (Rs.)

Materials

50

Labour

20

Variable Overheads

15

Fixed Overheads (Rs. 50,000)

10

Administrative Overheads (5% variable )

10

Selling expenses (20% fixed)

6

Distribution expenses (10% fixed)

5

Total cost of sales per unit

Rs. 110

You are required to prepare a budget for the production of 7,000 units.

(Answer Total cost of sales Rs. 7,69,000; Total cost of sales per unit Rs. 109.94)

9. Draw up a flexible budget for the overhead expenses on the basis of the

following data and determine the overhead rate at 70%, 80% and 90% plant

capacity.

Particulars

At 70 %

At 80%

At 90%
capacity

capacity

capacity

Variable overheads:



Rs.



Indirect Labour

-

12,000

-

Stores including spares

-

4,000

-

Semi-variable overheads:







Power (30% fixed; 70%

-

20,000

-

variable)

Repairs (60% fixed; 40%

-

2,000

-

variable)

Fixed overheads:







Depreciation

-

11,000

-

Insurance

-

3,000

-

Salaries

-

10,000

-

Total Overheads

-

62,000

-

Estimated direct labour hours

-

124000

-

hrs

(Answer: Overhead rate at 70% - Rs. 0.536; at 80% - Rs. 0.50 and at 90% - Rs.

0.472)

10. The cost of an article at a capacity level of 5,000 units is given under ,,A

below. For a variation of 25% in capacity above or below this level, the

individual expenses as indicated under ,,B below:

Cost per unit Rs. 12.55. Find out the cost per unit and total cost for production

levels of 4,000 units and 6,000 units. Also show the total cost and unit cost for

5,000 units






Particulars

,,A

,,B"

Rs.

Rs.

Material cost

25,000 (100% varying)

Labour cost

15,000 (100% varying )

Power

1,250 (80% varying)

Repairs and maintenance

2,000 (75% varying)

Stores

1,000 (100% varying)

Inspection

500 (20% varying)

Depreciation

10,000 (100% varying)

Administration overheads

5,000 (25% varying)

Selling overheads

3,000 (25% varying)

Total

62,750

.(Answer: Total Cost at 4,000 units ? Rs. 51,630; at 5,000 units ? Rs. 62,750 and

at 6,000 units ? Rs. 73,870. Cost per unit is Rs.12.908; Rs.12.55 and Rs. 12.31

respectively.)

11. The expenses of budgeted production of 20,000 units in a factory are

furnished below:

Particulars

Per unit (Rs.)

Materials

140

Labour

50

Variable overheads

40

Fixed overheads

20

Variable expenses (direct)

10

Selling expenses (10% fixed)

26

Distribution expenses (20% fixed)

14

Administrative expenses

10
Prepare a Flexible Budget for the production of 16,000 units and 12,000 units.

Indicate cost per unit at both the levels.

(Answer: Cost per unit at 16,000 units ? Rs.318.85; at 12,000 units ? Rs.333.60)

2.2 STANDARD COSTING

STANDARD: According to Prof. Erie L. Kolder, "Standard is a desired

attainable objective, a performance, a foal, a model".

STANDARD COST: Standard cost is a predetermined estimate of cost to

manufacture a single unit or a number of units during a future period.

The Chartered Institute of Management Accountants, London, defines "Standard

Cost" as, "a pre-determined cost which is calculated from managements

standards of efficient operation and the relevant necessary expenditure. It may

be used as a basis for price fixing and for cost control through variance

analysis".

STANDARD COSTING: It is defined by I.C.M.A. Terminology as, "The

preparation and use of standard costs, their comparison with actual costs and the

analysis of variances to their causes and points of incidence".

According to the Chartered Institute of Management Accountants, London

Standard Costing is "the preparation and use of Standard Cost, their comparison

with actual costs, and the analysis of variances to their causes and points of

incidence".

The study of standard cost comprises of:

1.

Ascertainment and use of standard costs.

2.

Comparison of actual costs with standard costs and measuring the
variances.

3.

Controlling costs by the variance analysis.
4.

Reporting to management for taking proper action to maximize
the efficiency.



BUDGETARY CONTROL AND STANDARD COSTING

Both standard costing and budgetary control aim at maximum efficiency and

managerial control. Budgetary control and standard costing have the common

objective of controlling business operations by establishing pre-determined

targets, measuring the actual performance and comparing it with the targets, for

the purposes of having better efficiency and of reducing costs. The two systems

are said to be interrelated but they are not inter-dependent. The budgetary

control system can function effectively even without the system of standard

costing in operation but the vice-versa is not possible.

STANDARD COSTING AS A CONTROLLING TECHNIQUE

It is essential for management to have knowledge of costs so that decision can

be effective. Management can control costs on information being provided to it.

The technique of standard costing is used for building a proper budgeting and

feedback system. The uses of standard costing to management areas follows.

1. Formulation of Price and Production Policies

Standard Costing acts as a valuable guide to management in the fixation of price

and formulation production polices. It also assists management in the field of

inventory pricing, product, product pricing profit planning and also in reporting

to higher levels.

2. Comparison and Analysis of Data

Standard Costing provides a stable basis for comparison of actual with standard

costs. It brings out the impact of external factors and internal causes on the cost

and performance of the concern. Thus, it helps to take remedial action.
3. Cost Consciousness

An atmosphere of cost consciousness is created among the staff. Standard

costing also provides incentive to workers for efficient performance.

4. Better Capacity to anticipate

An effective budget can be formulated for the future by once knowing the

deviations of actual costs from standard costs. Data are available at an early

stage and the capacity to anticipate about changing conditions is developed.

5. Better Economy, Efficiency and Productivity

Men, machines and materials are more effectively utilized and thus benefits of

economies can be reaped in business together with increased productivity.

6. Delegation of Authority and Responsibility

The net profit is analyzed and responsibility can be placed on the person in

charge for any variations from the standards. It discloses adverse variations and

particular cost centre can be held accountable. Thus, delegation of authority can

be made by management to control the affairs in different departments.

7. Management by `Exception'

The principle of "management by exception can be applied in the business.

This helps the management in concentrating its attention on cases which are off

standard, i.e., below or above the standard set. A pattern is provided for the

elimination of undesirable factors causing damage to the business.

SETTING THE STANDARD

While setting standard cost for operations, process or products, the following

preliminaries must be gone through:
1. Establish Standard Committee comprising Purchase Manager, Personnel

Manager, and Production Manager. The Cost Accountant coordinates

the functions.

2. Study the existing costing system, cost records and forms in use.

3. A technical survey of the existing methods of production should be

undertaken.

4. Determine the type of standard to be used.

5. Fix standard for each element of cost.

6. Determine standard costs of r each product.

7. Fix the responsibility for setting standards.

8. Account variances properly.

9. Ascertain the deviations by comparing the actual with standards.

10. Take necessary action to ensure that adverse variances are not repeated.

DETERMINATION OF STANDARD COSTS



The following preliminary steps are considered before setting standards:

(a) Establishment of cost centre

(b) Classification and codification of accounts

(c) Types of standards

(d) Setting the standards.

(a) Establishment of cost centre. For fixing responsibility and defining the

lines of authority, cost centre is necessary. "A cost centre is a location,

person or item of equipment (or group of these) for which costs may be
ascertained and used of the purpose of cost control". With the help of cost

centre, the standards are prepared and the variances are analyzed.

(b) Classification and codification of accounts. Accounts are classified

according to different items of expenses under suitable heading. Each

heading may be given codes and symbols. Coding is useful for speedy

collection and analysis.

(c) Types of standards. The different types of standards are given below:

(i)

Basic standard. It is a fixed and unaltered for an indefinite period for

forward planning. According to I.C.M.A London, it is "an underlying

standard from which a current standard can be developed". From this

basic standard, changes in current standard and actual standard can be

measured.

(ii)

Current standard. It is a short-term standard, as it is revised at regular

intervals. I.C.M.A. London refers to it as "a standard which is

established for use over a short period of time and is related to current

conditions". This standard is realistic and helpful to business. It is useful

for cost control.

(iii)

Normal standard. It is an average standard, and is based on normal

conditions which prevail over a long period of a trade cycle. I.C.M.A

defines it as "the average standard which, it is anticipated, can be

attained over a future period of time, preferably long enough to cover

one trade-cycle". It is used for planning and decision making during the

period of trade cycle to which it is related. It is very difficult to apply in

practice.

(iv)

Ideal standard. I.C.M.A. defines it as "the standard which can be

attained under the most favorable condition possible". It is fixed and
needs a high degree of efficiency, best possible conditions of

management and performance. Existing conditions and conditions

capable of achievement should be taken into consideration. It is difficult

to attain this ideal standard.

(v)

Expected standard. It is a practical standard. I.C.M.A defines it as,

"the standard which, it is anticipated, can be attained during a future

specified budget period". For setting this standard, due weightage is

given for all the expected conditions. It is more realistic than the ideal

standard.

(d)

Setting the standards. After choosing the standard, the setting of

standard is the work of the standard committee.

The cost accountant

has to supply the necessary cost figures and co-ordinate the activity

committee. He must ensure that the setting standards are accurate.

Standards cost is determined for each element of the following costs.

(i)

Direct Material cost. Standard material cost is equal to the standard

quantity multiplied by the standard price. The setting of standard costs

for direct materials involves

(a)

Standard Material Quantity. For each product or part or the

process, mechanical calculation or mechanical analysis is made.

The allowance for normal wastage or loss must be fixed very

carefully. Similarly, where different kinds of materials are used

as a mix for a process, a standard material mix is determined to

produce the desire quality product.

(b)

Standard Material Price. Setting of material standard price is

done by the cost accountant and the purchase manager. The

current standard is the desirable and effective for fixing the price.
Normally one year is the period for fixation of standard price. If

there are more fluctuations in prices, then revision of standard

price is necessary. Before fixing the standard, the following

points must be considered:

Prices of materials in stock

Price quoted by suppliers

Trade and cash discounts received

Future prices based upon statistical data

Material price already contracted

(ii)

Setting standard for Direct Labour. The standard labour cost is

equal to the standard time for each operation multiplied by the

standard wage rate. Setting of standard cost of direct labour

involves:

(a) Fixation of standard time

(b) Fixation of standard rate

(a) Fixation of standard time: Standard time is fixed by time or

motion study or past records or test runs or estimates. Labour

time is fixed by the work study engineer. While fixing standard

time, normal ideal time is allowed for fatigue, normal delays or

other contingencies.

(b) Fixation of standard rate. With the help of the personnel

manager, the accountant determines the standard rate. Fixation of

standard rate is influenced by (i) Unions policy (ii) Demand for

labour (iii) Policy the be followed. (iv) Method of wage payment.
(iii)

Setting standard for Overhead. Overheads are divided

into fixed, variable and semi-variable. Standard overhead

rate is determined on the basis of past records and future

trend of prices. It is calculated for a unit or for an hour.

Standard variable overhead rate=



Standard variable overhead for the budge Period

----------------------------------------------------------------------

Budgeted production units or budgeted hours for the
budgeted period (or some other base)



Standard fixed overhead rate=





Standard overheads for the budget period

Budgeted production units or budgeted hours for the
budgeted period (or some other base)





REVISION OF STANDARDS

Standard cost may be established for an indefinite period. There are no definite

rules for the selection for a particular period. If the standards are fixed for a

short period, it is expensive and frequent revision of standards will impair the

utility and purpose for which standard is set.

At the same, if the standard is set for a longer period, it may not be useful

particularly in the days of high inflation and large fluctuations of rates in case of

materials and labour.

Standards have to be revised from time to time taking into consideration

changing circumstances. The circumstances may change on account of technical

innovations, changed market conditions, increase or decrease in plant capacity,
developing new products or giving up unprofitable production lines. If

variations from actual occur in practice, they may be due to controllable or

uncontrollable causes. Standards should be revised only on account of those

causes which are beyond the control of the management. Changes in product

design, supply of labour and material, changes in market conditions for a long

period, trade or cyclical variations would impel the management to revise the

standards. The objective, while comparing the actual performance with the

standard performance and revising standards, is to facilitate better control over

costs and improve the overall working and profitability of the organization.

Apart from the above, basic standards are revised in the course of time under the

following circumstances, when:

1. There are permanent changes in the method of production ?designs

and specifications.

2. Plant capacity is changed

3. There is a large variation between the standard and the actual.

BUDGETARY CONTROL AND STANDARD COSTING

The systems of budgetary control and standard costing have the common

objective of controlling business operations by establishing pre-determined

targets, measuring the actual performance and comparing it with the targets, for

the purposes of having better efficiency and of reducing costs. The tow systems

are said to be interrelated but they are not inter-dependent. The budgetary

control system can function effectively even without the system of standard

costing in operation but the vice-versa is not true. Usually, the two are used in

conjunction with each other to have most fruitful results. The distinction

between the two systems is mainly on account of the field or scope and

technique of operation.
Budgeting

Standard costing



1. Budgetary control is concerned 1. Standard Costing is related with

with the operation of the business

the control of the expenses and

as a whole and hence its more

hence it is more intensive

extensive

2. Budget is a projection of financial 2. Standard cost is the projection of

accounts

cost accounts

3. It does not necessarily involve 3. It requires standardization of

standardization of products.

products.

4. Budgetary control can be adopted 4. It is not possible to operate this

in part also.

system in parts

5. Budgeting can be operated without 5. Standard costing cannot exist with

standard costing.

out budgeting.

6. Budgets determine the ceilings of 6. Standards are minimum targets

expenses above which actual

which are to be attained by actual

expenditure should not normally

performance at specific efficiency

rise.

level.

2.3 VARIANCE ANALYSIS

It involves the measurement of the deviation of actual performance form the

intended performances. It is based on the principle of management by exception.

The attention of management is drawn not only to the variation in monetary gain

but also to the responsibility and causes for the same.

Favourable and Unfavourable variances

Variances may be favorable (positive or credit) or unfavorable (or negative or

adverse or debit) depending upon whether the actual cost is less or more than the

standard cost.

Favorable variance: When the actual cost incurred is less than the standard cost,

the deviation is known as favorable variance. The effect of the favorable

variance increases the profit. It is also known as positive or credit variance.
Unfavorable variance: When the actual cost incurred is more than the standard

cost, the variance is known as unfavorable or adverse variance. It refers to

deviation to the loss of the business. It is also known as negative or debit

variance.

Controllable and Uncontrollable variance:

Variances may be controllable or uncontrollable, depending upon the

controllability of the factors causing variances.

Controllable variance: It refers to a deviation caused by such factors which

could be influenced by the executive action. For example, excess usage of

materials, excess time taken by a worker, etc. When compared to the standard

cost it is controllable as the responsibility can be fixed on the in-charge.

Uncontrollable variance: When variance is due to the factors beyond the

control of the concerned person (or department), it is uncontrollable. For

example, the wage rate increased on account of strike, government restrictions,

change in market price etc. Only revision of standards is required to remove

such in future.

Uses

The variance analysis are important tools of cost control and cost reduction and

they generate and atmosphere of cost consciousness in the organization.

1. Comparison of actual with standard cost which reveals the efficiency

or inefficiency of performance. The inefficiency or unfavorable

variance is analyzed and immediate actions are taken.

2. It is a tool of cost control and cost reduction

3. It helps to apply the principle of management by exception.
4. It helps the management to maximize the profits by analyzing the

variances into controllable and uncontrollable; the controllable

variances are further analyzed so as to bring a cost reduction,

indirectly more profit.

5. Future planning and programmes are based on the variance analysis.

6. Within the organization, a cost consciousness is created along with

the team spirit.

Computation of variances

The causes of variance are necessary to find remedial measures; and therefore a

detailed study of variance analysis is essential. Variances can be found out with

respect to all the elements of cost, i.e., direct material, direct labour and

overheads. The following are the common variances, which are calculated by

the management. Sub-divisions of variances really give detailed information to

the management in order to control the cost.

1. Material variances

2. Labour variances

3. Overhead variances (a) variable (b) fixed

Material variance:

The following are the variances in the case of materials

a) Material Cost Variance (MCV). It is the difference between the standard

cost of direct materials specified for the output achieved and the actual cost of

direct materials used. The standard cost of materials is computed by multiplying

the standard price with the standard quantity for actual output; and the actual

cost is computed by multiplying the actual price with the actual quantity. The

formula is:
Material Cost Variance (or) MCV:



(Standard cost of materials - Actual cost of materials used)

(or)

(Standard Quantity for actual output x Standard Price) - (Actual Quantity x

Actual Rate)







(or)

(SO x SP) - (AQ x AP)

b) Material Price Variance (MPV). Material price variance is that portion of

the direct materials cost variance which is the difference between the standard

price specified and the actual price paid for the direct materials used. The

formula is:

Material Price Variance:

(Actual Quantity consumed x Standard Price) ? (Actual Quantity consumed x

Actual Price)







(or)

Actual Quantity consumed (Standard Price - Actual Price)

(or)

MPV= AQ (SP-AP)

c). Material Usage (Quantity) Variance (MUV). It is the deviation caused by

the standards due to the difference in quantity used. It is calculated by

multiplying the difference between the standard quantity specified and the actual

quantity used by the standard price.

Thus material usage variance is "that portion of the direct materials cost

variance which is the difference between the standard quantity specified for the

production achieved, whether completed or not, and the actual quantity used,

both valued at standard prices".




Material Usage or Quantity Variance:

Standard Rate (Standard Quantity - Actual Quantity)

















(or)





MUV = SR (SQ-AQ)

d) Material Mix Variance (MMV). When two or more materials are used in

the manufacture of a product, the difference between the standard composition

and the actual composition of material mix is the material mix variance. The

variance arises due to the change in the ratio of material and the standard ratio.

The formula is:

Material Mix Variance = Standard Rate (Standard Mix ? Actual Mix)

Standard is revised due to the shortage of a particular type of material.

The formula is:

MMV = Standard Rate (Revised Standard Quantity - Actual Quantity)

Revised Standard Quantity (RSQ) =





Total weight of actual mix



------------------------------------------------ x Standard Quantity





Total weight of standard mix

After finding out this revised standard mix it is multiplied by the revised

standard cost of standard mix and then the standard cost of actual mix is

subtracted form the result.

Example:1

The standard cost of material for manufacturing a unit a particular product is

estimated as 16kg of raw materials @ Re. 1 per kg.
On completion of the unit, it was found that 20kg. of raw material costing Rs.

1.50 per kg. has been consumed.

Compute Material Variances.

Answer:

MCV = (SQ x SP) - (AQ x AP)

= (16 x Rs.1) - (20 x Rs.1.50)











= Rs.16 - Rs.30











= Rs. 14 (Adverse)

MPV = (SP ? AP) x AQ



= (1 ? 1.50) x 20











= Rs. 10 (Adverse)

MUV = (SQ ? AQ) x SP



= (16 ? 20) x 1











= Rs. 4 (Adverse)

Example:2

Calculate the materials mix variance from the following:

Material



Standard





Actual

A



90 units at rs12 each

100 units at rs. 12 each

B



60 units at rs.15 each

50 units at rs. 16 each

Answer:

Material

Standard

Actual



Qty Rate Amount

Qty Rate Amount

A

90 12 1080

100 12 1200

B

60 15 900

50 16 800



150 1980

150 2000




MMV = SR (SQ-AQ)

Material ,,A: MMV = Rs.12 (90-100)







= Rs 12 x10







= Rs. 120(A)

Material ,,B: MMV = Rs. 15 (60-50)







= Rs. 15 x 10







= Rs 150 (F)

Total MMV = Rs. 120(A) + Rs. 150 (F)

= Rs. 30 (F)

(e) Material Yield Variance: It is that portion of the direct material usage

variance which is due to the difference between the standard yield specified and

the actual yield obtained. The variance arises due to abnormal contingencies like

spoilage, chemical reaction etc. Since the variance is a measure of the waste or

loss in the production, it known as material loss or waste variance.

ICMA, LONDON, it is defined as " the difference between the standard yield of

the actual material input and the actual yield, both valued at the standard

material cost of the produce". in case actual yield is more than the standard

yield, the material yield variance is favourable and, if the actual yield is less than

the standard yield, the variance is unfavourable or adverse.

(i) When actual mix and standard mix are the same, the formula is:

MYV = Standard Yield Rate (Standard Yield - Actual Yield)

or = Standard Revised Rate (Actual Loss - Standard Loss)


Here Standard Yield Rate =











Standard cost of standard mix











---------------------------------------











Net standard output

Net standard output = Gross output ? Standard loss

(ii) When the actual mix and the standard mix differ from each other, the
formula is:



Standard Rate =







Standard cost of revised standard mix





-----------------------------------------------------------------









Net Standard Output

Material Yield Variance=





Standard Rate (Actual Standard Yield ? Revised Standard Yield)



Labour Variances

Labour Variances arise because of (I) Difference in Actual Rates and Standard

Rates of Labour and (Ii) The variation in Actual Time taken y workers and the

Standard Time allotted to them for performing a job. These are computed on the

same pattern as that of Material Variances. For Labour Variances by simply

putting the word "Time" in place of "Quantity" in the formula meant for

Material Variances. The various Labour Variances can be analysed as follows:

(A) Labour Cost Variance

(B) Labour Rate Variance

(C) Labour Time Or Efficiency Variance

(D) Labour Idle Time Variance

(E) Labour Mix Variance Or Gang Composition Variance
a) Labour Cost Variance (LCV)

This variance represents the difference between the Standard Labour Costs and

the Actual Labour Costs for the production achieved. If the Standard Cost is

higher, the variation is favourable and vice versa. It is calculated as follows:

Labour Cost Variance: = (Standard Cost of Labour - Actual Cost of Labour)

= (Standard Time x Standard Rate) - (Actual Time x Actual Rate)





= (ST x SR) - (AT x AR)

b) Labour Rate Variance (LRV)

It is the difference between the Standard Rate of pay specified and the Actual

Rate Paid. According to ICMA, London, the variance is "the difference

between the standard and the actual direct Labour Rate per hour for the total

hours worked. If the standard rate is higher, the variance is Favourable and vice

versa.

Labour Rate Variance = Actual Time (Standard Wage Rate x Actual Wage Rate)

V







=AT (SR-AR)

C) Labour Time Or Labour Efficiency Variance (LEV)

It is the difference between the Standard Hours for the actual production

achieved and the hours actually worked, valued at the Standard Labour Rate.

When the workers finish the specific job in less than the Standard Time, the

variance is Favourable. If the workers take more time than the allotted time, the

variance is Adverse.

Labour Efficiency Variance (LEV):

=Standard Rate (Standard Time - Actual Time)
=SR (ST-AT)

d) Idle Time Variance: It arises because of the time during which the Labour

remains idle due to abnormal reasons, i.e. power failure, strikes, machine

breakdown, shortage of materials, etc. It is always an Adverse variance

Labour Idle Time Variance = Actual Idle Time x Standard Hourly Rate

e) Labour Mix Variance or Gang Compostion Variance (LMV):

It is the difference between the standard composition of workers and the actual

gang of workers. It is a part of labour efficiency variance. It corresponds to

material mix variance. It enables the management to study the labour cost

variance occurred because of the changes in the composition of labour force.

The rates of pay of the different categories of workers-skilled, semi-skilled and

unskilled are different. Hence, any change made in composition of the workers

will naturally cause variance. How much is variance due to the change, is

indicated by Labour Mix Variance.



(i) When the total hours i.e. time of the standard composition and actual

composition of workers does not differ the formula is:

Labour Mix variance= (Standard Cost of Standard Mix) - (Standard cost of

Actual Mix)

(ii) When the total hours i.e. time of the standard composition and actual

composition of workers differs, the formula is:

Labour Mix variance

Total Time of Actual mix

.................................. x Std cost of Std. mix) - (Std. cost of Actual Mix)

Total Time of Standard mix
If, on account of short availability of some category of workers, the standard

composition is itself revised, then Labour Mix Variance will be calculated by

taking revised standard mix in place of standard mix.

Labour Yield Variance (LYV)

It is just like Material Yield Variance. It is the difference between the standard

labour output and actual output of yield. It is calculated as below:

Labour Yield Variance

=Standard cost per unit {Standard production of Actual mix - Actual

Production}

OVERHEAD VARIANCE

Overhead Cost Variance

It is the difference between standard overheads for actual output i.e. Recovered

Overheads and Actual Overheads. It is the total of both fixed and variable

overhead variances. The variable overheads are those costs which tend to vary

directly in proportion to changes in the volume of production. Fixed overheads

consist of costs which are not subject to change with the change in the volume

of production. The variances under overheads are analysed in two heads, viz

Variable Overheads and Fixed Overheads:

Overheads Cost Variance= Standard Total Overheads-Actual Total Overheads

The term overhead includes indirect material, indirect labour and indirect

expenses and the variances relate to factory, office or selling and distribution

overheads. Overhead variances are divided into two broad categories: (i)

Variable overhead variances and (ii) Fixed overhead variances. To compute

overhead variances, the following terms must be understood:


a) Standard overhead rate per unit

Budgeted overheads

= ........................

Budgeted output



b) Standard overheads rate per hour

Budgeted overheads

= ...........................

Budgeted hours



c) Standard hours for actual output







Budgeted hours







......................... x Actual output







Budgeted output



d) Standard output for actual time







Budgeted output







......................... x Actual hours







Budgeted hours

e) Recovered or Absorbed overheads = Standard rate per unit x Actual output

f) Budgeted overheads = Standard rate per unit x budgeted output

g) Standard overheads = Standard rate per unit x Standard output for actual time

h) Actual overheads = Actual rate per unit x Actual output






VARIABLE OVERHEAD VARIANCE



Variable cost varies in proportion to the level of output, while the cost is

fixed per unit. As such the standard cost per unit of these overheads remains the

same irrespective of the level of output attained. As the volume does not affect

the variable cost per unit or per hour, the only factors leading to difference is

price. It results due to the change in the expenditure incurred.

(i)

Variable Overhead Expenditure Variance:

It is the difference between actual variable overhead expenditure incurred and

the standard variable overheads set in for a particular period. The formula is:-

{Actual Hours Worked x Standard Variable Overhead Rate per hour}-Actual

Variable overheads

(ii)

Variable Overhead Efficiency Variance:

It shows the effect of change in labour efficiency on variable overheads

recovery. The formula is:- Standard

Rate

(Standard

Quantity-Actual

Quantity)

Standard Overhead Rate= (Standard Time for Actual output- Actual Time)

(iii)

Variable Overhead Variance

It is divided into two: Overhead Expenditure Variance and Overhead Efficiency

Variance. The formula is:-

Variable overhead Expenditure Variance + Variable overhead Efficiency

variance

FIXED OVERHEAD VARIANCE (FOV):

Fixed overhead variance depends on (a) fixed expenses incurred and (b) the

volume of production obtained. The volume of production depends upon (i)
efficiency (ii) the days for which the factory runs in a week (calendar variance)

(iii) capacity of plant for production.



FOV = Actual Output (Fixed Overhead Rate - Actual Fixed Overheads)

(a)

Fixed Overhead Expenditure Variance. (Budgeted or cost Variance).

It is that portion of the fixed overhead which is incurred during a particular

period due to the difference between the budgeted fixed overheads and the

actual fixed overheads.

Fixed Overhead expenditure variance=Budgeted fixed overhead-Actual fixed

overhead

(b)

Fixed Overhead Volume Variance. This variance is the difference

between the standard cost of overhead absorbed in actual output and the

standard allowance for that output. This variance measures the over of under

recovery of fixed overheads due to deviation of actual output form the budgeted

output level.

(i)

On the basis of units of output:

Fixed Overhead Volume Variance = Standard Rate (Budgeted Output-Actual

Output)









OR





=Budgeted Cost ?Standard Cost)











OR



= (Actual Output x Standard Rate)-Budgeted fixed overheads

(ii)

On the basis of standard hours:

Fixed Overhead Volume Variance



=Standard Rate per hour (Budgeted Hours-Standard Hours)

Standard Hour = Actual Output + Standard Output per hour
Example: 3

A manufacturing concern furnished the following information:

Standard: Material for 70kg, finished products:100kg; Price of materials:Re.1

per kg

Actual: Output: 2,10,000 kg; Material used: 2,80,000; cost of material:

Rs.5,52,000.

Calculate:-

(a) Material Usage Variance (b) Material Price Variance (c) Material Cost

Variance

Answer:

1. Standard quantity:

For 70kg standard output

Standard quantity of material = 100 kg

2,10,000 kg of finished products



2,10,000 x 100

= ............................................ =3,00,000 kg





70

2. Actual Price per kg





2,52,000





=.................. = Re. 0.90





2,80,000

(a) Material Usage or Quantity Variance



=SP (SQ-AQ)







=Re.1 (3,00,000-2,80,000)







=Re.1 * 20,000







= Rs.20,000 (Favourable)
(b) Material Price Variance







= AQ (SP - AP)







=2, 80,000 (Re.1 ? Re.0.90)







=2, 80,000 * 0.10 paise







= Rs. 28,000 (Favourable)

(C) Material Cost Variance (MCV):

= (SQ x SP) - (AQ x AP)



= (3, 00,000 x 1) ? (2,80,000 x 0.90)



= Rs. 3, 00,000 ? Rs.2,52,000



= Rs. 48,000 (Favorable)







Example: 4



Standard mix for production of "X





Material A: 60 tonnes @ Rs. 5 per tonne





Material B: 40 tonnes @ Rs.10 per tonne



Actual mixture being:





Material A: 80 tonnes @ Rs.4 per tonne





Material B: 70 tonnes @ Rs. 8 per tonne.



Calculate

(a) Material Price Variance

(b) Material sub-usage Variance, and

(c) Material Mix Variance
Answer:

(a) Material Price Variance







= AQ (SP - AP)



Material A= 80 (5-4) = Rs.80 (Favourable)



Material B= 70 (10-8) = Rs. 140 (Favourable)



MPV = 80 +140 -= Rs 220 (Favourable)

(b) Revised standard quantity=





Total weight of actual mix



------------------------------------------------ * standard quantity





Total weight of standard mix

RSQ for material ,,A

150

= ......... * 60 = 90 tonnes







100

RSQ for material ,,B

150

= ......... * 40 = 60 tonnes







100

Material sub usage (Revised usage) Variance =



Standard Price (Standard. Quantity ? Revised Standard Quantity)



RUV for material ,,A= 5(60-90) = 150 (Adverse)



RUV for material ,,B = 10(40-90) = 200(Adverse)





MRV = 150+200= Rs. 350 (Adverse)

Material Mix Variance = Standard Rate x (Revised std. Quantity - Actual qty.)


MVV for material ,,A= 5(90-80) =50 (Adverse)

MVV for material ,,B= 10(60-70) =100 (Adverse)







MVV=50-100=-50=Rs.540 (Adverse)

Example: 5

Vinak Ltd. produces an article by blending two basic raw materials. It operates a

standard costing system and the following standards have been set for new

materials.



Material



Standard Mix

Standard price per kg



A



40%



Rs. 4.00



B



60%



Rs. 3.00

The standard loss in processing is 15%

During April 1994 the company produced 1700 kgs of finished output. The

position of stocks and purchases for the month of April 1994 is as under:

Material

Stock on 1-4-94

Stock on 30-4-94

Purchased

during

April 1994





Kgs



kgs



kgs



kgs

A



35



5



800



3400

B



40



50



1200

3000

Calculate: Material Price Variances, Material Usage Variances, Material yield

variances, Material Mix Variances and Total Material Cost Variances.








Answer:

Finished output 1,700 kgs. Standard Loss in processing 15%.



Therefore, input is









100

1,700 x ........ = 2000kgs



85

For an input of 2,000 kgs., the standard cost will be as follows



A - 40% of 2000 = 800 kgs. at Rs. 4.00 = Rs. 3,200



B - 60% of 2,000 =1,200 kgs at Rs.3.00 = Rs. 3,600







.............

.................







2,000kgs

Rs.6,800



Loss 15%

300kgs

-







.............

.................

Finished output

1,700 kgs

Rs. 6,800









6,800

Standard Yield Rate =.........= Rs. 4 per kg







1,700



Actual Costs:

A - 35+800-5 = 830kgs. consumed 35 x 4 (assumed) = Rs. 140.00





795 x 4.25 (purchase price) = Rs. 3,378.75















................















Rs. 3,518.75



B 40+ 1,200-50=1190kgs. consumed 40 x 3 (assumed)= 120.00






















1150

x

2.50(purchase

price)

=2,875.00









...........



.............

Total





2,020





6,513.75

Less: Loss





320





_









.........





...........

Finished output



1,700





6,513.75



Material Price Variance = AQ (SP-AP)



A = 830 x 4 = 3,320 - 3,518.75 = Rs.198.75 (A)



B = 1,190 x 3=3,570 - 2,995 = Rs. 575.00 (F)











.................











Rs. 376.25 (F)











..................

Material Usage Variance = SP(SQ-AQ)

A = 4 (800-830)

=120(A)

B= 3 (1,200-1,190) =30(F)









..........









Rs. 90(A)

Material Yield Variance = SYR* (AY-SY)

=4(1,700-1,717)=68(A)

If SY For 2,000 kgs. input SY=1,700

Then, For 2,020 kgs. input SY = ?

2,020









=............. x 1,700=1,717 kgs }









2,000


Material Mix Variance = SP (RSQ-AQ)

Revised standard quantity=



Total weight of actual mix



------------------------------------------------ x Standard Quantity



Total weight of standard mix









2.020





For ,,A = 800 x ............ = 808



2,000







2,020



For ,,B= 1,200 x ..............=1,212







2,000





MMV - For ,,A = 4 (808-803) = 88(A)



For ,,B = 3 (1,212-1,190) = 66(F)











..... ...................







Rs. 22(A)









........................



Material Cost Variance



= (SC - AC) = (6,800 - 6,513.75) = Rs. 286.25(F)

Labour Variance:

Example: 6

With the help of following information calculate

(a) Labour Cost Variance
(b) Labour Rate Variance

(c) Labour Efficiency Variance

Standard hours: 40@ Rs. 3 per hour

Actual hours: 50@ Rs. 4 per hour

Answer:

(a) Labour Cost Variance = (Standard Time x Standard Rate) - (Actual Time x
Actual Rate)







= (40 x Rs.3) ? (50 x Rs.4)







= (Rs.120 - 200) = Rs.80







= Rs.80 (Adverse)

(b) Labour Rate Variance = Actual Time (Standard Rate x Actual Rate)







= 50 (Rs.3 - Rs.4) = Rs. 50







= Rs. 50 (Adverse)

(c) Labour Efficiency Variance = Standard Rate (Standard Time-Actual Time)

= Rs.3 (40-50) = Rs.30

= Rs.30 (Adverse)

Example; 7

The Labour budget of a company for a week is as follows:

20 skilled men @ 50 paise per hour for 40 hours

=400

40 skilled men @ 30 paise per hour for 40 hours

=480















........















880















........

The actual labour force was used as follows:

30 skilled men @ 50 paise per hour for 40 hours` =600

30 skilled men @ 35 paise per hour for 40 hours

=420















.......















1,020
Analyses labour variances.

Answer:

1. Labour Rate Variance

= AT (SR - AR)

(a) Skilled men



= 1,200 (Rs.50 - Rs.50) = 0

(b) Unskilled men

= 1,200 (Rs.30 - Rs.35) = Rs.60 (A)

2. Labour Mix variance

= SR (ST - AT)

(a) Skilled men



= Rs.0.50 (800 -1200) = Rs.200 (A)

(b) Unskilled men



= Rs.0.30 (1600 -1200) = Rs.120 (F)

Total Labour Cost Variance = Standard labour cost - Actual cost







= 880-1020 = 140 (A)

Example; 8



Standard labour hours and rate for production of Article A are given

below:



Hrs.

Rate (Rs.)

Total

Skilled worker

5

1.50 per hour

7.50

Unskilled worker

8

0.50 per hour

4.00

Semi-skilled worker

4

0.75 per hour

3.00



Actual data

Rate per hour

Total

Articles produced 1,000 units





Skilled worker 4,500 hrs

2.00

9,000

Unskilled worker 10,000 hrs

0.45

4,500

Semi skilled worker 4,200 hrs

0.75

3,150

Calculate: Labour Cost Variance, Labour Rate Variance, Labour

Efficiency Variance and Labour Mix Variance


Answer:

(a) Labour Cost Variance

= (Standard Time x Standard Rate) - (Actual Time x Actual Rate)

Standard Time for Actual Production =Actual Units x ST.

Skilled Worker = 1,000 x 5 = 5000 Hrs.

Unskilled worker = 1,000 x 8 = 8,000 Hrs.

Semi-skilled worker= 1,000 x 4 = 4,000 Hrs.



Labour Cost Variance

Skilled worker

= (5000 x Rs.1.50) ? (4,500 x 2)







= Rs.7,500 ? Rs.9,000 = Rs.1,500 (A)

Unskilled worker

= Rs. (8,000 x Rs.0.50) ? (10,000 x 0.45)







= 4,000 - 4,500 = Rs.500 (A)

Semi skilled worker = (4,000 x Rs.0.75) ? (4,200 x Rs.0.75)







= 3,000-3,150) = Rs.150 (A)

Total Labour Cost Variance = Rs.2150 (A)



(b) Labour Rate Variance = Actual Time (Standard Rate x Actual Rate)

Skilled worker

= 4500 (1.50 - 2) = Rs.2250 (A)

Unskilled worker

= Rs.4,200 (0.75 ? 0.75) = Nil

Semi skilled worker = 1,000 (0.50 - 0.45) = Rs.500 (F)

Total Labour Rate Variance = Rs.1,750 (A)



(c) Labour mix variance: = SR (Revised std. Mix of Actual hours worked) ?
Actual Mix

Revised std. Mix of Actual hours worked







Std Mix







=........................... x Total Actual Hrs.






Total Std. Hours







5,000



Skilled worker = ............... x 18,700 = 5,500 Hrs





17,000











8,000

Unskilled worker

=............ x 18,700 = 8,800 Hrs.







17,000









4,000



Semi skilled worker =............ x 18,700 = 4,400 Hrs







17,000



Labour Mix Variance:



Skilled worker

= 1.50 (5,500 - 4,500) = Rs.1,500 (F)

Unskilled worker

= 0.50 (8,800-10,000) = Rs.600 (A)

Semi skilled worker = 0.75 (4,400 - 4,200) = Rs.150 (F)

Total Labour Mix Variance = Rs.1050 (F)



(d) Labour Efficiency Variance = SR (ST for Actual output ? Revised Std.
Hrs)

Skilled worker

= 1.50 (5,000 - 5,500) = Rs.750 (A)

Unskilled worker

= 0.50 (8,000 - 8,800) = Rs.400 (A)

Semi skilled worker = 0.75 (4,000 - 4,400) = Rs.300 (A)

Total Labour Efficiency Variance = Rs. ,450 (A)


Overhead Variance:

Example: 9

S.V. Ltd has furnished you the following data:













Budget

Actual July 1994

No. of working days





25



27

Production in units







20,000



22,000

Fixed overheads







Rs.30,000



Rs.31,000

Budgeted fixed overhead rate is Re. 1 per hour. In July 1994, the actual hours

worked were 31,500.

Calculate the following variance: (i) Efficiency Variance (ii) Capacity variance

(iii) Volume variance (iv) Expenditure variance and (v) Total overhead variance.

Answer:







Budgeted overhead

Recovered overhead =........................ x Actual output







Budgeted output







30,000







=........... x 22,000







20,000











= 33,000

(i) Efficiency Variance = Standard Rate per hour (Standard hours for actual

production ? Actual hours)









= Re. 1 x (33,000 ? 31,500)









= Rs.1,500 (F)




(ii) Capacity Variance = Standard Rate per hour x (Actual hours - Budgeted

hours)









= Standard overheads - Budgeted overheads











= Re. 1 x (31,500 ? 30,000)









= Rs.1500 (F)

(iii) Volume variance = Recovered overhead ? Budgeted overheads









= Rs. 33,000 ? Rs. 30,000









= Rs. 3,000 (F)

(iv) Expenditure variance = Budgeted overheads ? Actual overheads

\





= Rs.30,000 ? Rs.31,000









= Rs.1,000 (A)

(v) Total overhead variance = Recovered overhead ? Actual overheads











= Rs.33,000 ? Rs.31,000











= Rs.2,000 (F)



Example: 10

Vinak Ltd.has furnished you the following for the month of August 1994.



Budget

Actual

Output (Units)

30,000

32,500

Hours

30,000

33,000

Fixed hours

Rs. 45,000

50,000

Variable overhead

Rs. 60,000

68,000

Working days

25

26

Calculate the variances.








Answer:

Standard Overhead Rate per Unit

Budgeted Overheads

=....................................







Budgeted Output









30,000







............= 1 hours







30,000

Total standard overhead rate per hour









Budgeted overheads









=..........................









Budgeted hours











1,05,000







= ............. = Rs.3.50 per hour









30,000



Standard fixed overhead rate per hour









Budgeted fixed overheads









= ................................









Budgeted hours











45,000









= .......... = Rs.1.50









30,000


Standard variable overhead rate per hour









Budgeted variable overheads









=.....................................









Budgeted hours











60,000









= ........... = Rs.2









30,000

Overhead cost variance = Recovered overheads ? Actual overheads

Recovered overhead = Actual output x Standard Rate per unit







= 32,500 x Rs.3.50 = Rs.1,13,750

Overhead cost variance = 1,13,750 ? 1,18,000







= Rs.4,250 (A)

Variable overhead cost variance = Recovered overheads ? Actual overheads









= 32,500 hrs x Rs.2 ? Rs.68,000









= Rs.3,000 (A)

Fixed overhead cost variance = Recovered overheads ? Actual overheads









= 32,500 hrs x Rs.1.50 ? Rs.50,000









= 48,750 ? 50,000









=Rs.1,250 (A)

Expenditure variance = Budgeted overheads ? Actual overheads







= Rs.45,000 ? Rs.50,000







= Rs.5000 (A)
Volume variance

= Recovered overheads- Budgeted overheads







= 32500 hrs x Rs.1.50 ? 45,000







= 48,750 ? 45,000







= Rs.3,750 (F)

Efficiency variance = Recovered overheads- standard overheads











OR

Standard rate (Standard hours for actual output ? Actual hours)







= 1.50 (32,500 ? 33,000)







= Rs.750 (A)

Capacity variance = standard overheads ? Budgeted overheads











Or





= Standard Rate (Actual hours - Budgeted hours)





= Rs.1.50 (33,000 ? 30,000)





= Rs.4,500 (F)

Calendar variance = Extra / Deficit hours worked x Standard Rate.

One extra day has been worked.

.. The Total number of extra hours worked







30,000







= ........... = 1,200







25









=1,200 x 1.50 = Rs.1,800 (F)
Note:

1. (F) ? Favourable; (A) ? Adverse (or) Unfavaourable

2. When Standard is more than the Actual, it is favourable variance

3. When Actual is more than the Standard, it is unfavourable or

adverse variance

4. In place of ,,Time, the term ,,Hours may also be used.

Disposal of Variances:



Cost variances are disposed of in one of the following ways:

1. Transfer to profit and loss account, keeping work-in-progress, finished

goods and cost of sales at standard cost.

2. Transfer to cost of sales, thus practically converting the standard cost of

sales into actual cost of sales.

3. Prorating to cost of sales and inventories, either on the basis of units or

value, so that both the inventories and cost of goods sold will be shown

at actual costs.

Exercises:

1.

Following is the data of a manufacturing concern. Calculate:-

Material Cost Variance, Material Price Variance and Material usage variance.

The standard quantity of materials required for producing one ton of output is 40

units. The standard price per unit of materials is Rs. 3. During a particular period

90 tons of output was undertaken. The materials required for actual production

were 4,000 units. An amount of Rs. 14,000 units. An amount of Rs.14, 000 was

spent on purchasing the materials.
(MCV:Rs.3,200(A), MPV: Rs.2,000 (A), MUV Rs.1,200 (A)

2

The standard materials required for producing 100 units is 120 kgs. A

standard price of 0.50 paise per kg is fixed 2,40,000 units were produced during

the period. Actual materials purchased were 3,00,000 kgs. at a cost of Rs.

1,65,000. Calculate Materials Variance. ( MCV - 21,000)

3

From the data given below, calculate: Material Cost Variance, Material

Price Variance and Material Usage Variance

Products

Standard

Standard

Actual Quantity

Actual

Quantity (units)

Price Rs.

(units)

Price

A

1,050

2.00

1,100

2.25

B

1,500

3.25

1,400

3.50

C

2,100

3.50

2,000

3.75

(MCV (-) Rs.550 (A), MPV: (-) Rs.1,125 (A), MUV(-) Rs.575 (A)

4

From the following information, calculate material mix variance:



Standard

Actual

Materials

Quantity

Price per unit

Quantity

Price per unit

(units)

Rs.

(units)

Rs.

A

40

10

50

12

B

60

5

50

8

(Materials Mix Variance: Rs.50 (A)










5

Calculate material mix variance form the data given as such:



Standard

Actual

Materials

Quantity

Price per unit Quantity

Price per unit

(units)

Rs.

(units)

Rs.

A

50

2.00

60

2.25

B

100

1.20

90

1.75

Due to the shortage of material A, the use of material ,,A was reduced by 10%

and that of ,,B increased by 5% Ans: (Material Mix Variance = -12 (A)

6.

From the following data calculate various material variances:



Standard

Actual

Materials

Quantity

Price per unit

Quantity

Price per unit

(units)

(units)

Rs.

Rs.

A

80

8.00

90

7.50

B

70

3.00

80

4.00

(MCV; Rs.145 (A), MPV: Rs.35 (A), MUV: Rs.110 (A), MMV: Rs.3.3 (F)

7.

From the following information, Calculate material yield variance:



Standard

Actual

Materials

Quantity

Price per unit Quantity

Price per unit

(units)

Rs.

(units)

Rs.

A

80

5

60

4.50

B

70

9

90

8.00

......



.....

150



150

There is a standard loss of 10%. Actual yield is 125 units. (MYV: Rs.76.3 (A)

8.

The standard Mix of a product is as under:


A

60 units at 15p per unit





Rs.9



B

80 units at 20 P. per unit





Rs.16





C

100 units at 25P per unit





Rs. 25





.......









........

240

Rs. 50

Ten units of finished product should be obtained from the above mentioned mix.

During the month of January, 1978, ten mixes were completed and the

consumption was as follows:

A

640 units at 15p per unit





Rs.128



B

960 units at 20 P. per unit





Rs.144





C

840 units at 25P per unit





Rs. 252





.......









........

2,440









Rs.524

.......









.........

The actual output was 90 units. Calculate various material variances.

(MCV: Rs.74 (A), MPV: Rs.26 (A), MUV: Rs.48 (A), MMV: Rs.0.35 (F)

9.

Vinak Ltd. produces an articles by blending two basic raw materials. It

operates a standard costing system and the following standards have been set

for raw materials.

Material



Standard Mix

Standard price per kg.

A





40%





Rs.4.00

B





60%





Rs. 3.00
The standard loss in processing is 15%. During April, 1980, the company

produced 1,700 kg of finished output. The position of stock and purchase for the

month of April, 1980 are as under:

Material

Stock on 1-4-80

Stock on 30-4-80

Purchased

during















April, 1980



kg





kg





kg

Cost

Rs.

A

35





5





800

3,400

B

40





50





1,200 3,000

Calculate the following variances:

Material Cost Variance, Material Price Variance, Material Usage Variance,

Material Yield Variance and Material Mix Variance.

(MCV: Rs.286 (F), Material Price Variance: Rs. 376.75 Favourable, Material

Usage Variance. Rs.90 unfavoruable, Material Mix Variance: Rs. 22 Adverse)

10.

In a manufacturing concern, the standard time fixed for a month is 8,000

hours. A standard wage rate of Rs. 2.25 P. per hour has been fixed. During one

month, 50 workers were employed and average working days in a month are 25.

A worker works for 7 hours in a day. Total wage bill of the factory for the

month amounts to Rs. 21,875. There was a stoppage of work due to power

failure (idle time) for 100 hours. Calculate various labour variances.

(LCV: Rs.3875 (A), Rate of pay variance: Rs. 2187.50 (A), LEV: Rs.1462.50

(A)

Idle Time Variance: Rs.225 Adverse.)

11.

The information regarding the composition and the weekly wage rates of

labour force engaged on a job scheduled to be completed in 30 weeks are as

follows:


Standard

Actual

Category of

No. of

Weekly wage

No. of

Weekly wage

wokers

workers

rate per

workers

rate per

worker

worker





Rs.



Rs.

Skilled

75

60

70

70

Semi skilled

45

40

30

50

Unskilled

60

20

80

20



The work was completed in 32 weeks. Calculate various labour

variances.

12. The following data is taken out from the books of a manufacturing concern.

Budgeted labour composition for producing 100 articles

20 Men @ Rs. 1.25 hour for 25 hours

30 women @ 1.10 per hour for 30 hours

Actual labour composition for Producing 100 articles

25 Men @ Rs. 1.50 per hour for 24 hours

25 women @ Re. 1.20 per hour for 25 hours



Calculate: (i) Labour Cost Variance, (ii) Labour Rate Variance, (iii) Labour

Efficency Variance, (iv) Labour Mix Variance.

Ans:(Labour Cost Variance: Rs. 35 Adverse, Labour Rate Variacne Rs. 212.50

Adverse, LEV:Rs.177.50 Favourable and LMV: Rs.24.38 unfavourable)




13.

Calculate labour variances from the following data:

Standard

Actual

Out put in units







2,000

2,500

Number of workers employed



50

60

Number of working days in a month

20

22

Average wage per man per month (Rs.)

280

330

Ans: LCV Rs.2300 (A), LRV Rs. 1320 (A), LEV Rs 980 (A)

14.

From the following information compute;

(i)

Fixed Overhead Variance

(ii)

Expenditure Variance

(iii)

Volume Variance

(iv)

Capacity Variance

(v)

Efficiency Variance

Budget

Actual





Fixed overheads for November



Rs. 20,000

20,400



Units of production in November



10,000

10,400



Standard time for 1 unit





= 2 hours



Actual Hours Worked





=20,100 hours



Ans: Fixed Overhead Variance: Rs. 300 (A), Expenditure Variance: Rs. 400 (A),

Volume Variance: Rs. 100 (F), Capacity Variance: Rs. 800 (F), Efficiency

Variance: Rs. 700 (A)




15.

From the following information, calculate various overhead variances:

Budget`

Actual



Output in units







12,000

14,000



Number of working days





20

22



Fixed Overheads







36,000

49,000



Variable Overheads





24,000

35,000



There was an increase of 5% in Capacity.







(Total Overhead cost Variance: Rs.14,000 (A), Variable Overhead Variance: Rs.

7,000 (A), Fixed Overhead Variance: Rs.7000 (A),Expenditure Variance: Rs.

13,000 (A), Volume Variance: Rs.6000 (F), Capacity Variance: Rs.1,800 (F),

Calendar Variance: Rs.32,780 (F), Efficiency Variance: Rs.420 (F)

Unit III

Lesson I

Marginal Costing ? Basic Concepts

Structure of the Lesson:

The lesson is structured as follows:

Introduction

Definition

Features of Marginal Costing

Assumptions in Marginal Costing

Characteristics of Marginal Costing

Advantages of Marginal Costing
Limitations of Marginal Costing

Marginal Costing and Absorption Costing

Distinction between Absorption Costing and Marginal Costing

Differential Costing

Marginal Cost

Features of Marginal Cost

Marginal Cost Statement

Marginal Cost Equation

Contribution:

Profit / Volume Ratio

Angle of incidence:

Profit goal:

Operating leverage



Objectives of the Lesson:

On completion of this lesson, you should be able to define and explain the

following concepts:



Marginal Costing



Absorption Costing or Full Cost Costing



Differential Costing



Marginal Cost


Fixed Cost



Variable Cost



Contribution



P / V ratio



Margin of Safety



Angle of Incidence

Introduction

By analyzing the behaviour of costs in relation to changes in volume of output it

becomes evident that there are some items of costs which tend to vary directly

with the volume of output, whereas there are others which tend to vary with

volume of output, are called variable cost and those remain unaffected by

change in volume of output are fixed cost or period costs.

Marginal costing is a study where the effect on profit of changes in the volume

and type of output is analysed. It is not a method of cost ascertainment like job

costing or contract costing. It is a technique of costing oriented towards

managerial decision making and control.

Marginal costing, being a technique can be used in combination with other

technique such as budgeting and standard costing. It is helpful in determining

the profitability of products, departments, processes, and cost centres. While

analyzing the profitability, marginal costing interprets the cost on the basis of

nature of cost. The emphasis is on behaviour of costs and their impact on

profitability.




Definition

Marginal costing is defined by the ICWA, India as "the ascertainment of

marginal costs and of the effect on profit of changes in volume or type of output

by differentiating between fixed costs, and variable costs"

Batty defined Marginal Costing as, "a technique of cost accounting which pays

special attention to the behaviour of costs with changes in the volume of output"

Kohlers Dictionary for Accounting defines Marginal Costing "as the

ascertainment of marginal or variable costs to an activity department or

products as compared with absorption costing or direct costing"

The method of charging all the costs to production is called absorption costing.

Kohlers dictionary for Accountants defines it as "the process of allocating all

or a portion of fixed and variable production costs to work ? in ? process, cost

of sales and inventory". The net profits ascertained under this system will be

different from that under marginal costing because of



Difference in stock valuation



Over and under ? absorbed overheads

Direct costing is defined as the process of assigning costs as they are incurred

to products and services

Features of Marginal Costing

The following are the special features of Marginal Costing:



Marginal costing is a technique of working of costing which is used in

conjunction with other methods of costing (Process or job)



Fixed and variable costs are kept separate at every stage. Semi ?

Variable costs are also separated into fixed and variable.


As fixed costs are period costs, they are excluded from product cost or

cost of production or cost of sales. Only variable costs are considered as

the cost of the product.



As fixed cost is period cost, they are charged to profit and loss account

during the period in which they incurred. They are not carried forward to

the next years income.



Marginal income or marginal contribution is known as the income or

profit.



The difference between the contribution and fixed costs is the net profit or

loss.



Fixed costs remains constant irrespective of the level of activity.



Sales price and variable cost per unit remains the same.



Cost volume profit relationship is fully employed to reveal the state of

profitability at various levels of activity.



Assumptions in Marginal Costing

The technique of marginal costing is based on the following assumptions:

1.

All elements of costs can be divided into fixed and variable.

2.

The selling price per unit remains unchanged at all levels of activity.

3.

Variable cost per unit remains constant irrespective of level of output and

fluctuates directly in proportion to changes in the volume of output.

4.

Fixed costs remain unchanged or constant for the entire volume of

production.

5.

Volume of product is the only factor which influences the costs.
Characteristics of Marginal Costing

The essential characteristics and mechanism of marginal costing technique may

be summed up as follows:

1. Segregation of cost into fixed and variable elements: In marginal costing,

all costs are segregated into fixed and variable elements.

2. Marginal cost as product cost: Only marginal (variable) costs are charged

to products.

3. Fixed costs are period costs: Fixed cost are treated as period costs and are

charged to costing profit and loss account of the period in which they are

incurred.

4. Valuation of inventory: The work ? in ? progress and finished stocks are

valued at marginal cost only.

5. Contribution is the difference between sales and marginal cost: The

relative profitability of the products or departments is based on a study of

"contribution" made by each of the products or departments.



Advantages of Marginal Costing

Marginal costing is an important technique of managerial decision making.

It is a tool for cost control and profit planning. The following are the advantages

of marginal costing technique:

1.

Simplicity

The statement propounded under marginal costing can be easily followed as it

breaks up the cost as variable and fixed.


2.

Stock Valuation

Stock valuation cab be easily done and understood as it includes only the

variable cost.

3.

Meaningful Reporting

Marginal costing serves as a good basis for reporting to management. The

profits are analyzed from the point of view of sales rather than production.

4.

Effect on Fixed Cost

The fixed costs are treated as period costs and are charged to Profit and Loss

Account directly. Thus, they have practically no effect on decision making.

5. Profit Planning

The Cost ? Volume Profit relationship is perfectly analysed to reveal efficiency

of products, processes, and departments. Break ? even Point and Margin of

Safety are the two important concepts helpful in profit planning.



6. Cost Control and Cost Reduction

Marginal costing technique is helpful in preparation of flexible budgets as the

costs are classified into fixed and variable. The emphasis is laid on variable cost

for control. The constant focus is on cost and volume and their effect on profit

pave the way for cost reduction.

7. Pricing Policy

Marginal costing is immensely helpful in determination of selling prices under

different situations like recession, depression, introduction of new product, etc.

Correct pricing can be developed under the marginal costs technique with the

help of the cost information revealed therein.
8. Helpful to Management

Marginal costing is helpful to the management in exercising decisions regarding

make or buy, exporting, key factor and numerous other aspects of business

operations.

Limitations of Marginal Costing

Following are the limitations of marginal costing:

Classification of Cost

Break up of cost into fixed and variable portion is a difficult problem. More

over clear cost division of semi ? variable or semi ? fixed cost is complicated

and cannot be accurate.

Not Suitable for External Reporting

Since fixed cost is not included in total cost, full cost is not available to

outsiders to judge the efficiency.

Lack of Long ? term Perspective

Marginal costing is most suitable for decision making in a short term. It

assumes that costs are classified into fixed and variable. In the long term all the

cost are variable. Therefore it ignores time element and is not suitable for long

term decisions.

Under Valuation of Stock

Under marginal costing only variable costs are considered and the output as

well as stock are undervalued and profit is distorted. When there is loss of stock

the insurance cover will not meet the total cost.




Automation

In these days of automation and technical advancement, huge investments are

made in heavy machinery which results in heavy amount of fixed costs.

Ignoring fixed cost in this context for decision making is irrational.

Production Aspect is Ignored

Marginal costing lays too much emphasis on selling function and as such

production aspect has been considered to be less significant. But from the

business point of view, both the functions are equally important.

Not Applicable in all Types of Business

In contract type and job order type of businesses, full cost of the job or the

contract is to be charged. Therefore it is difficult to apply marginal costing in all

these types of businesses.

Misleading Picture

Each product is shown at variable cost alone, thus giving a misleading picture

about its cost.

Less Scope for Long ? term Policy Decision

Since cost, volume, and profits are interlinked in price determination, which can

be changed constantly, development of long term pricing policy is not possible.

Marginal Costing and Absorption Costing

Absorption costing charges all the costs i.e., both the fixed and variable fixed to

the products, jobs, processes, and operations. Marginal costing technique

charges variable cost. Absorption is not any specific method of costing. It is

common name for all the methods where the total cost is charged to the output.
Absorption Costing is defined by I.C.M.A, England as "the practice of charging

all costs, both fixed and variable to operations, processes, or products"

From this definition it is inferred that absorption costing is full costing. The full

cost includes prime cost, factory overheads, administration overheads, selling

and distribution overheads.



Distinction between Absorption Costing and Marginal Costing

Absorption Costing

Marginal Costing

1. Total cost technique is the practice

1. Marginal costing charges only
variable cost to products, process, or

of charging all cost, both variable and

operations and excludes fixed cost

fixed to operations, process or products. entirely.

2. It values stock at the cost which

2. It values stock at total variable cost

includes fixed cost also.

only. This results in higher value of
stock under absorption costing than in

3. It is guided by profit which is the

marginal costing.

excess of sales over the total costs in

3. It focuses its attention on

solving managerial problems

Contribution which is excess of sales

4. In total cost technique, there is a

over variable cost.

problem of apportionment of fixed

4. It excludes fixed cost. Therefore,
there is no question of arbitrary

costs which may result in under or over apportionment.

recovery of expenses.



The difference between marginal costing and absorption costing is shown with

the help of the following examples.






Illustration No: 1 Cost of Production

(10000 units)

Per Unit Total

(Rs. P) (Rs)

Variable cost 1.50 15000

Fixed Cost 0.25 2500

---------

Total cost 17500

---------

Sales 5000 units at Rs. 2.50 per unit Rs. 125000

Closing stock 5000 units at Rs. 1.75 Rs. 8750

Solution:

Under absorption costing, the profit will be calculated as follows:

Rs.

Sales 12500

Closing stock 8750

-----------

21250

Less: Total cost 17500

-----------

Profit 3750

----------








Under marginal costing method, the profit will be calculated as follows:

Rs.

Sales 12500

Less: Marginal

Cost of 5000 units (5000 X 1.50) 7500

-----------

5000

Less: Fixed cost 2500

-----------

Profit 2500

----------

Closing stock will be valued at Rs.7500 only at marginal cost.

Illustration No: 2

The monthly cost figures for production in a manufacturing company are as
under:

Rs.

Variable cost 120000

Fixed cost 35000

-------------

Total cost 155000

-------------

Normal monthly sales is Rs. 200000/-. Actual sales figures for the three separate

months are:

Ist Month IInd Month IIIrd Month

Rs. 200000 Rs. 165000 Rs. 235000




If marginal cost is not used, stocks would be valued as follows:

Ist Month IInd Month IIIrd Month

Opening Stock Rs. 108500 Rs. 108500 Rs. 135625

Closing Stock Rs. 108500 Rs. 135625 Rs. 108500

Prepare two tabulations side by side to summarize these results for each of the

three months basing one tabulation on marginal costing theory and the other

tabulation along side on absorption cost theory.

Solution:



Marginal Costing

Absorption Costing

Ist IInd IIIrd Ist IInd IIIrd

Month Month Month Month Month
Month

Opening













Stock ( Rs)

84000 84000 105000 108500 108500 135625

Variable













Cost ( Rs)

120000 120000 120000 120000 120000 120000

Fixed













Cost ( Rs)

-

-

-

35000 35000 35000

Total ( Rs)

204000 204000 225000 263500 263500 290625

Less:













Closing

84000 105000 84000 108500 135625 108500

Stock

(Rs.)

Cost of













Sales (A)

120000 99000 141000 155000 127875 182125















Sales (B)

200000 165000 235000 200000 165000 235000
Contribution











(B ? A)

80000 66000 94000 45000 37125 52875

Less:













Fixed













Cost (Rs)

35000 35000 35000 -

-

-

Profit ( Rs)

45000 31000 59000 45000 37125

52875



Note: Stocks at marginal cost is based on variable portion of the monthly total

cost given as follows:

120000

Marginal cost in Rs.108500 = 108500 X ------------- = Rs. 84000

155000



120000

Marginal costs in Rs. 135625 = 135625 X ----------- = Rs. 105000

155000



Differential Costing

The concept of differential cost is a relevant cost concept in those decision

situations which involve alternative choices. It is the difference in the total costs

of two alternatives. This helps in decision making. It can be determined by

subtracting the cost of one alternative from the cost of another alternative.

Differential costing is the change in the total cost which results from the

adoption of an alternative course of action. The alternative may arise on account

of sales, volume, price change in sales mix, etc decisions. Differential cost

analysis leads to more correct decisions than more marginal costing analysis. In
this technique the total costs are considered and not the cost per unit.

Differential costs do not form part of the accounting system while marginal

costing can be adapted to the routine accounting itself. However, when

decisions involve huge amount of money differential cost analysis proves to be

useful.

In the illustration given below, differential cost at levels of activity has been

shown:

Alternative I Alternative II Differential cost

Activity level 80% 100%

Sales (Rs) 80000 100000 20000

-----------------------------------------------------

Direct materials 40000 50000 10000

Direct labour 16000 20000 4000

Variable overheads 4000 5000 1000

Fixed overheads 3000 3000 -

------------------------------------------------------

Cost of sales 63000 78000 15000

------------------------------------------------------

Differential cost is generally confused with marginal cost. Of course, these two

techniques are similar in some aspects but these also differ in certain other

respects.










Similarities

(i) Both the differential cost analysis and marginal cost analysis are based on

the classification of cost into fixed and variable. When fixed costs do not

change, both differential and marginal costs are same.

(ii) Both are the techniques of cost analysis and presentation and are used by the

management in formulating policies and decision making.

Dissimilarities

(i) Marginal cost may be incorporated in the accounting system where as

differential cost are worked out for reporting to the management for taking

certain decisions.

(ii) Entire fixed cost are excluded from costing where as some of the relevant

fixed costs may be included in the differential cost analysis.

(iii)In marginal costing, contribution and p/v ratio are the main yardstick for

evaluating performance and decision making. In differential cost analysis

emphasis is made between differential cost and incremental or decremental

revenue for making policy decisions.

(iv) Differential cost analysis may be used in absorption costing and marginal

costing.

Marginal Cost

Marginal cost is the cost of producing one additional unit of output. It is the

amount by which total cost increases when one extra unit is produced or the

amount of cost which can be avoided by producing one unit less.

The ICMA, England defines marginal cost as, "the amount of any given volume

of output by which the aggregate cost are charged if the volume of output is

increased or decreased by one unit".
In practice, this is measured by the total cost attributable to one unit. In this

context, a unit may be single article, a batch of articles, an order, a stage of

production, a process etc., often managerial costs, variable costs are used to

mean the same.

Features of Marginal Cost



It is usually expressed in terms of one unit.



It is charged to operation, processes, or products.



It is the total of prime cost plus variable overheads of one unit.

Marginal Cost Statement

In marginal costing, a statement of marginal cost and contribution is prepared to

ascertain contribution and profit. In this statement, contribution is separately

calculated for each of the product or department. These contributions are totaled

up to arrive at the total contribution. Fixed cost is deducted from the total

contribution to arrive at the profit figure. No attempt is made to apportion fixed

cost to various products or departments.

Marginal Cost Equation

For convenience the element of cost statement can be written in the form of an

equation as given below:

Sales ? Variable Cost = Fixed Cost plus or minus Profit or Loss.

Or

Sales ? Variable Cost = Fixed Cost plus or minus Profit or Loss

In order to make profit, contribution must be more than fixed cost and to avoid

loss, contribution should be equal to fixed cost.

The above equation can be illustrated in the form of a statement.
Marginal Cost Statement

Rs.

Sales xxxxx

Less: Variable Cost (xxxx)

------------

Contribution xxxxx

Less: Fixed Cost (xxxx)

-------------

Profit / Loss xxxx

------------

Illustration No.3:

A company is manufacturing three products X, Y and Z. It supplies you the

following information:

Products

--------------------------------------------

X Y Z

(Rs) (Rs) (Rs)

Direct Materials 2500 10000 1000

Direct Labour 3000 3000 500

Variable Overheads 2000 5000 2500

Sales 10000 20000 5000



Total fixed overheads Rs. 3000/-






Prepare a marginal cost statement and determine profit and loss.



Solution:

Marginal Cost Statement

Products

----------------------------------------------------------

X Y Z Total

(Rs) (Rs) (Rs) (Rs)

Sales (A) 10000 20000 5000 35000

------------------------------------------------------------

Direct materials 2500 10000 1000 13500

Direct Labour 3000 3000 500 6500

Variable Overheads 2000 5000 2500 9500

------------------------------------------------------------

Marginal Cost (B) 7500 18000 4000 29500

------------------------------------------------------------

Marginal Contribution

(A ? B) 2500 2000 1000 5500

Less:FixedCost 3000

--------

NetProfit 2500

--------

Contribution:

Contribution is the difference between selling price and variable cost of one

unit. The greater contribution from the selling unit indicates that the variable

cost is less compared to selling price. Total contribution is the number of units
multiplied by contribution per unit. Contribution will be equal to the total fixed

costs at break even point where profit is zero.

Illustration No.4:

Calculate contribution and profit from the following details:

Sales Rs. 12000

Variable Cost Rs. 7000

Fixed Cost Rs. 4000

Solution:

Contribution = Sales ? Variable cost

Contribution = Rs. 12000 ? Rs. 7000 = Rs. 5000

Profit = Contribution ? Fixed Cost

Profit = Rs. 5000 ? Rs. 4000 = Rs. 1000

Profit / Volume Ratio

This is the ratio of contribution to sales. It is an important ratio analysing the

relationship between sales and contribution. A high p/v ratio indicates high

profitability and low p/v ratio indicates low profitability. This ratio helps in

comparison of profitability of various products. Since high p/v ratio indicates

high profits, the objective of every organisation should be to improve or

increase the p/v ratio.








P / V Ratio = Contribution / Sales x 100 or C / S x 100

(Or)

Fixed Cost + Profit

-----------------------

Sales

(Or)

Sales ? Variable Cost

-------------------------

Sales



When profits and sales for two consecutive periods are given, the following
formula can be applied: Change in Profit

--------------------

Change in Sales



P / V ratio is also used in making the following type of calculations:

a) Calculation of Break even point.

b) Calculation of profit at a given level of sales.

c) Calculation of the volume of sales required to earn a given profit.

d) Calculation of profit when margin of safety (discussed below) is given.

e) Calculation of the volume of sales required to maintain the present level of

profit if selling price is reduced.

Margin of safety:

The excess of actual or budgeted sales over the break-even sales is known as the

margin of safety.

Margin of safety = actual sales - break-even sales
So this shows the sales volume which gives profit. Larger the margin of safety

greater is the profit.

Budget sales - break-even sales

Margin of safety ratio = ----------------------------

Budget sales



(Or)



Profit

----------

P/V Ratio



When margin of safety is not satisfactory, the following steps may be taken into

account:

a)

Increase the volume of sales.

b)

Increase the selling price.

c)

Reduce fixed cost.

d)

Reduce variable cost.

e)

Improve sales mix by increasing the sale of products with

P/V ratio.

The effect of a price reduction will always reduce the P / V ratio, raise the break

? even point shorten the margin of safety.

Angle of incidence:

This is obtained from the graphical representation of sales and cost. When sales

and output in units are plotted against cost and revenue the angle formed

between the total sales line and the total cost line at the break-even point is

called the angle of incidence.
Large angle indicates a high rate of profit while a narrow angle would show a

relatively low rate of profit.

Profit goal:

To earn a desired amount of profit i.e., a profit goal can be reached by the

formula given below



Fixed cost + Desired profitability

Sales volume to reach profit goal = --------------------------------

Contribution ratio



If the profit goal is stated in terms of profit after taxes



Fixed cost + {(desired after-tax
profit)/1-tax rate}

Sales volume to reach profit goal = --------------------------------

Contribution ratio



Operating leverage: An important concept in context of the CVP analysis is

the operating leverage. This refers to the use of the fixed costs in the operation

of a firm, and it accentuates fluctuations in the firm's operating profit due to

change in sales. Thus the degree of operating leverage may be defined as the

percentage change in operating profit (earning before interest and tax) on

account of a change in sales.






% Change in operating profit

Degree of Leverage DOL= --------------------------------------

% Change in sales

(Or)



Change in EBIT

-------------

EBIT

Degree of Leverage DOL= --------------------------------------

Change in sales

------------

Sales

Test Yourself:

1. What is marginal costing? What are its main features?

2. Define marginal cost?

3. What is absorption costing?

4. State the differences between absorption costing and marginal costing.

5. State the limitations of marginal costing.

6. What is contribution? What are the uses of contribution to management?

7. What is margin of safety? How is it calculated?

8. What is angle of incidence? What does it indicate?

9. What are the advantages and disadvantages of marginal costing?




Problems

1. The selling price of a particular product is Rs.100 and the marginal cost is

Rs.65. During the month of April, 800 units produced of which 500 were sold.

There was no opening at the commencement of the month. Fixed costs

amounted to Rs. 18000. Provide a statement using a) Marginal costing and b)

Absorption costing, showing the closing stock valuation and the profit earned

under each principle.

2. From the following information, calculate the amount of contribution and

profit.

Rs.

Sales 1000000

Variable cost 600000

Fixed cost 150000



3. Determine the amount of fixed cost from the following.

Rs.

Sales 300000

Variable cost 200000

Profit 50000

4. Determine the amount of variable cost from the following.

Rs.

Sales 500000

Fixed cost 100000

Profit 100000




References

1. Dr .S. Ganeson and Tmt. S. R. Kalavathi, Management Accounting,

Thirumalai Publications, Nagercoil.

2. T.S. Reddy and Y. Hari Prasad Reddy Management Accounting, Margam

Publications, Chennai.

3. Anthony, Robert: Management Accounting, Tarapore-wala, Mumbai.

Lesson II

Marginal Costing and CVP Analysis

Structure of the Lesson:

The lesson is structured as follows:



Introduction



Break Even Chart



Profit Volume Graph



Cost-volume-profit relationship with the help of an example



Basic Assumptions of Cost ? Volume Profit Analysis



Uses and limitations of Break even analysis

Objectives of the Lesson:

On completion of this lesson, you should be able;



Explain CVP Analysis



Know the construction of BEP chart



Define BEP


Explain CVP Analysis with example



List out the uses and limitations of BEP

Introduction

Break-even analysis is the form of CVP analysis. It indicates the level of sales at

which revenues equal costs. This equilibrium point is called the break even

point. It is the level of activity where total revenue equals total cost. It is

alternatively called as CVP analysis also. But it is said that the study up to the

state of equilibrium is called as break even analysis and beyond that point we

term it as CVP analysis.

Cost ? Volume Profit analysis helps the management in profit planning. Profits

are affected by several internal and external factors which influence sales

revenues and costs.

The objectives of cost-volume profit analysis are:

i)

To forecast profits accurately.

ii) To help to set up flexible budgets.

iii) To help in performance evaluation for purposes of control.

iv) To formulate proper pricing policy.

v)

To know the overheads to be charged to production at various levels.

Volume or activity can be expressed in any one of the following ways:

1.

Sales capacity expressed as a percentage of maximum sales.

2.

Sales value in terms of money.

3.

Units sold.

4.

Production capacity expressed in percentages.


5.

Value of cost of production.

6.

Direct labour hours.

7.

Direct labour value.

8.

Machine hours.

The factors which are usually involved in this analysis are:

a)

Selling price

b)

Sales volume

c)

Sales mix

d)

Variable cost per unit

e)

Total fixed cost



Break Even Chart

These depict the interplay of three elements viz., cost, volume, and profits. The

charts are graphs which at a glance provide information of fixed costs, variable

costs, production / sales achieved profits etc., and also the trends in each one of

them. The conventional graph is as follows:

This is a simple break even chart. The procedure for drawing the chart is as

follows:










1) Depict the X - axis as the volume of sales or capacity or production.

2) Depict the Y ? axis as the costs or revenue.

3) Having known the ,,0 level of activity the same fixed cost is incurred, the

fixed cost line is depicted as being parallel to the X ? axis.

4) At ,,0 level of activity, the total cost is equal to fixed cost. Therefore the

total cost line starts from the point where the fixed cost line meets the Y ?

axis.

5) Next plot the sales line starting from ,,0 .

6) The meeting point of the sales and the total cost line is the Break Even

Point.

It is also called Break Even Point because at that point there is no profit and loss

either.

The costs are just recovery by sales. If a perpendicular line is drawn to the X-

axis from the BEP, the meeting point of the perpendicular and X- axis will show

the break even volume in units. If a perpendicular line is drawn to meet the Y-

axis from the BEP, the meeting point shows the break even volume in money

terms.

Other details shown in the break even charts are:

Angle of Incidence

This is the angle of intersection between the sales line and the total cost line.

The larger the angle the greater is the profit or loss, as the case may be.




Margin of Safety

This is the difference between the actual sales level and the break even sales. It

represents the "cushion" for the company. The larger the distance between the

break even sales volume and the actual sales volume, the company can afford to

allow the fall in sales without the danger of incurring losses. If the margin of

safety is low i.e., if the distance between the actual sales line and the break even

sales line is too short, even a small fall in the sales volume will drive the

company into the loss area.

The position of break even point should be ideally closer to the y ? axis. This

will mean that even a small increase in sales will immediately make the

company break even. I t should be noted that beyond the break even point all

contribution (Sales ? Marginal Cost) will directly increase the profits.

Profit Volume Graph

Profit volume graph is a pictorial representation of the profit volume

relationship. It shows profit and loss account at different volumes of sales. It is

simplified form of break even chart as it clearly represents the relationship of

profit to volume of sales. It is possible to construct a profit volume graph for

any data relating to a business firm where a break even chart can be drawn. A

profit volume graph may be preferred to a break even chart as profit or losses

can be directly read at different levels of activity.

The construction of profit volume graph involves the following steps:

1. Scale of sale is selected on horizontal axis and that for profit or loss are

selected on vertical axis. The area below the horizontal axis is the loss area and

that above it is the profit area.

2. Points of profits of corresponding sales are plotted and joined. The resultant

line is profit / loss line


Illustration No. 1

Draw up a profit ? volume of the following:

Sales Rs. 4 Lakhs

Variable cost Rs. 2 Lakhs

Fixed cost Rs. 1 Lakhs

Profit Rs. 1 Lakhs



Solution















The calculation of BEP is based on some assumptions. They are as follows:

1.The costs are classified as fixed and variable costs.

2.The variable costs vary with volume and the fixed costs remain constant.

3.The selling price remains constant in spite of the change in volume.

4.The productivity per employee also remains unchanged.

Break-even point can be calculated in terms of units or in terms of rupees.




Fixed Costs

Break-Even Point (in Rupees) = -------------

P/V Ratio

(OR)

Fixed Costs

Break-Even Point (in Rupees) = ------------- ----------

Marginal cost per unit/1- Selling price per unit

Fixed Costs

Break-Even Point (in units) = ------------------------

Contribution per unit

Where contribution is sales - variable cost and P/V Ratio is Contribution

divided by sales.

Cost-volume-profit relationship with the help of an example

The relationship between cost volume and profit are well defined in CVP

analysis. With the given example we can elaborately see the relationship

AB Company is a single product manufacturer whose selling price is Rs. 20 per

unit and the variable cost is Rs. 12 per unit. The annual fixed cost is Rs. 160000.

The number of units produced and sold is 20000. Now if we analyse the CVP

relationship

The contribution per unit is = Selling price -variable cost

= 20 - 12 = Rs.8/-

The total contribution for 20000 units is = 8 x 20000 = 160000

Since the profit = total contribution - fixed cost, we get nil profit. 160000-

160000=0
This is the break even point where the total cost is equal to the total revenue and

the company has no profit and no loss.

Let us see a few alternatives

If the fixed cost is Rs. 120000, then the company may earn a profit of Rs.

(160000-120000) = 40000. If the fixed cost is Rs.200000, then it may end in a

loss of Rs (200000-160000) = 40000

If the variable cost per unit is increased, say to Rs. 15 in the existing condition,

then the contribution will come to Rs (20000 x (20-15) = 100000 and that will

result in a loss of Rs. 160000-100000 =40000. If the variable cost per unit is

decreased say to Rs.10 then the contribution will come to Rs.20000x (20-10) =

200000. Then the profit will be 200000-160000=40000

The above proves that the variation in the costs varies the profitability of the

firm.

If the cost decreases, profit increases and vice versa.

Now we can see how the change in volume alters the profitability. If the sales

volume is 10000 instead of 20000 as above and the all the other conditions

being the same, the result will be (10000x8) - 160000 = 80000 loss. Likewise

if the volume is increased to 30000 it will result in a profit of Rs 30000x8 -

160000 = 80000. This shows that the profit increases with the increase in

volume when other conditions are unchanged.

Basic Assumptions of Cost ? Volume Profit Analysis

Cost volume profit (C-V-P) analysis, popularly referred to as breakeven

analysis, helps in answering questions like: How do costs behave in relation to

volume? At what sales volume would the firm breakeven? How sensitive is

profit to variations in output? What would be the effect of a projected sales
volume on profit? How much should the firm produce and sell in order to reach

a target profit level?

A simple tool for profit planning and analysis, cost-volume-profit analysis is

based on several assumptions. Effective use of this analysis calls for an

understanding of the significance of these assumptions which are discussed

below:

The behaviour of costs is predictable. The conventional cost-volume-profit

model is based on the assumption that the cost of the firm is divisible into two

components; fixed costs vary variable costs. Fixed costs remain unchanged for

all ranges of output; variable costs vary proportionately to volume. Hence the

behaviour of costs is predictable. For practical purposes, however, it is not

necessary for these assumptions to be valid over the entire range of volume. If

they are valid over the range of output within which the firm is most likely to

operate ? referred to as the relevant range ? cost volume profit analysis is a

useful tool.

The unit selling price is constant. This implies that the total revenue of the firm

is a linear function of output. For firms which have a strong market for their

products, this assumption is quite valid. For other firms, however, it may not be

so. Price reduction might be necessary to achieve a higher level of sales. On the

whole, however, this is a reasonable assumption and not unrealistic enough to

impair the validity of the cost-volume- profit model, particularly in the relevant

range of output.

The firm manufactures a stable product ? mix. In the case of a multi-product

firm, the cost volume profit model assumes that the product ? mix of the firm

remains stable. Without this premise it is not possible to define the average

variable profit ratio when different products have different variable profit ratios.

While it is necessary to make this assumption, it must be borne in mind that the
actual mix of products may differ from the planned one. Where this discrepancy

is likely to be significant, cost-volume-profit model has limited applicability.

Inventory changes are nil. A final assumption underlying the conventional cost-

volume-profit model is that the volume of sales is equal to the volume of

production during an accounting period. Put differently, inventory changes are

assumed to be nil. This is required because in cost-volume-profit analysis we

match total costs and total revenues for a particular period.

Uses and limitations of Break even analysis

Uses of BE analysis are as follows:

1.It is a simple device and easy to understand.

2.It is of utmost use in profit planning.

3.It provides the basic information for further profit improvement studies.

4.It is useful in decision making and it helps in considering the risk implications

of alternative actions.

5.It helps in finding out the effect of changes in the price, volume, or cost.

6.It helps in make or buy decisions also and helpful in the critical circumstances

to find out the minimum profitability the firm can maintain.

The limitations of BE analysis is:

1.The basis assumptions are at times base less. For example, we can say that the

fixed costs cannot remain unchanged all the time. And the constant selling price

and unit variable cost concept are also not acceptable.

2.It is difficult to segregate the cost components as fixed and variable costs.

3.It is difficult to apply for multinational companies.
4.It is a short-run concept and has a limited use in long range planning.

5.It is a static tool since it gives the relationship between cost, volume and profit

at a given point of time and

6.It fails to predict future revenues and costs.

Despite the limitation it is remains an important tool in profit planning due to

the simplicity in calculation.

Illustration No. 2

From the following data calculate:

(a) P/V Ratio (b) Variable Cost and (c) Profit



Rs.

Sales 80000

Fixed expenses 15000

Break even point 50000

Solution:

Calculation of P/V Ratio

Break even point =Fixed Cost / P/V Ratio

50000 = 15000 / P/V Ratio = 15,000 / 50,000 = 3/10 or 30%

Calculation of variable cost

Contribution = Sales x P/V

= 80,000 x 30 / 100 = Rs.24000

Variable cost = Sales ? Contribution



Rs.80000 ? Rs.24000 = Rs.56000

Calculation of Profit
Profit = Contribution ? Fixed cost

= Rs.24000 ? Rs.15000 = Rs.9000

Illustration No. 3

From the following data, calculate the break-even point of sales in rupees:

Selling price Rs.20

Variable cost per unit:

Manufacturing Rs.10

Selling Rs.5

Overhead (fixed):

Factory overheads Rs.500000

Selling overheads Rs.200000

Solution:

Selling price per unit: Rs. 20

Variable Cost per unit:

Manufacturing: Rs. 10

Selling: Rs.5

Rs.15

--------

Contribution per unit Rs. 5

Contribution ratio = Rs.5 / Rs.20 =25%

Fixed overheads Factory- Rs.500000

Selling- Rs.200000
--------------

Rs.700000

Break even sales in rupees = Fixed overheads /Contribution ratio

= Rs.700000/25%

= Rs.2800000

Break even sales in units = FC/Contribution per unit

= Rs. 700000/Rs.5

= 140000 units

Illustration No. 4

The following data have been obtained from the records of a company

I Year II Year

Rs. Rs.

Sales 80000 90000

Profit 10000 14000

Calculate the break-even point.

Solution:

Changes in profit

P/V Ratio = ------------------------------- x 100

Changes in sales

= 14000 ? 10000

--------------------- X 100 = 40%

90000- 80000


Contribution = Sales x P/V Ratio = 90000 x 40% = Rs.36000

To find the break-even point, we should first find out the fixed cost because

B.E.P = Fixed cost / P/V Ratio

Fixed cost = Contribution ? Profit

= 36000- 14000 = 22000

{This can be cross checked by using the first years figures (80000 x 40%) ?

10000}

Therefore B.E.P. = Fixed cost / P/V Ratio

= 22000/40% = Rs. 55000

Illustration No. 5

A.G. Ltd., furnished you the following related to the year 1996.

First half of the year (Rs.) Second half of the year (Rs.)

Sales 45,000 50,000

Total Cost 40,000 43,000



Assuming that there is no change in prices and variable cost and that the fixed

expenses are incurred equally in the 2 half year periods, calculate for the year

1996:

(a) The profit volume ratio (b) Fixed expenses (c) Break even sales and (d) %

of margin of safety.




Solution:



First

half Second half (Rs.) Change in sales and profit

(Rs.)

(Rs.)

Sales

45,000

50,000

5,000

Less Cost

40,000

43,000

3,000

Profit

5000

7000

2000



a) P/V ratio=Change in profit / Change in sales x 100

=2000 / 5000 x 100 = 40%.

Contribution during the first half=Sales x P/V Ratio

=Rs.45000 x 40% = Rs.18000

b)Fixed cost = Contribution ? ProfitFor1sthalfyear=18,000 ? 5,000 = Rs.13,000

Fixed cost for the full year =13,000 x 2 = Rs.26000

c) Break even sales=Fixed cost / P/V Ratio for the year1996=26000 / 40% =

Rs.65000

d)Margin of safety=Sales ? Break even sales for the year1996(MOS)=95000 ?

65000 = Rs.30000

Percent of margin of safety=Margin of safety / Sales for the year x 100

=30000 / 95000 x 100

Note: (1) Since fixed expenses are incurred equally in the 2 half years,

Rs.13000 is multiplied with 2 to get fixed cost of the full year.





(2)Sales of both 1st and 2nd half years are added and are taken as actual sales i.e.,

Rs.95000 to calculated margin of safety.




Illustration No.6

From the following information relating to Palani Bros. Ltd., you are required to

find out:

P/V Ratio (b) Break even point (c) Profit (d) Margin of safety (e) Volume of

sales to earn profit of Rs.6000.

Rs. Total Fixed Cost

4500

Total variable cost

7500

Total

Sales

15000

Solution:

Marginal Cost and Contribution Statement



Amount



(Rs.)

Sales 15000

Less:Variablecost 7500

--------

Contribution 7500



Less: Fixed cost 4500

--------

Profit 3000

(a)P/V ratio =Contribution / Sales x 100

= 7500 / 15000 x 100 = 50%
(b)Break even sales = Fixed expenses / P/V Ratio

= 4500+ 6000 / 50% = Rs.21000

Illustration No. 7

The sales turnover and profit during two years were as follows:

Year Sales (Rs.) Profit (Rs.)

1991 140000 15000

1992 160000 20000



Calculate:

(a) P/V Ratio (b) Break-even point (c) Sales required to earn a profit of

Rs.40000

(d) Fixed expenses and (e) Profit when sales are Rs.120000

Solution:

When sales and profit or sales and cost of two periods are given, the P/V ratio is

obtained by using the ,,Change formula

Fixed cost can be found by ascertaining the contribution of one of the periods

given by multiplying sales with P/V Ratio. Then, contribution ? Profit can

reveal the fixed cost.

Ascertaining P/V ratio using the change formula and finding cost are the

essential requirements in these types of problems.

a) P/V ratio

= Change in profit / Change in sales x 100

Change in profit=20000 ? 15000 = Rs. 5000
Change in sales

= 160000 ? 140000 = Rs.20000

P/V Ratio = 5000 / 20000 x 100 = 25%

b) Break-even point = Fixed expenses / P/V ratio Fixed expenses =

contribution ? profit

Contribution = Sales x P/V Ratio

Using1991sales, contribution=140000 x 25 / 100 = Rs.35000

Fixed Expenses=35,000 ? 15,000 = Rs.20000

Note: The same fixed cost can be obtained using 1992 sales also.

Break-even point=20,000 / 25%= Rs.80000

c) Sales required to earn a profit of Rs.40000.

Required sales = Required profit + Fixed cost / P/V Ratio

=40,000 + 20,000 / 25% = Rs.240000

d) Fixed expenses=Rs.20000 (as already calculated)

e) Profit when sales are Rs.120000

Contribution=Sales x P/V Ratio

=120000 x 25/100=Rs.30000

Profit=Contribution ? Fixed Cost

=30,000 ? 20,000= Rs.10000.

Illustration No. 8

From the following information, calculate
a. Break-even point

b. Number of units that must be sold to earn a profit of Rs.60000 per year.

c. Number of units that must be sold to earn a net income of 10% on sales

Sales Price-Rs.20 per unit

Variable cost-Rs.14 per unit

Fixed cost-Rs.79200

Solution:

Contribution per unit = Sales price per unit ? Variable cost per unit

=20 ? 14 = 6.

P/V Ratio = Contribution / Sales x 100 = 6 / 20 x 100 = 30%

(a)Break even point in units = Fixed expenses/contribution per unit

= 79200 / 6 = 13,200 units.

Break even point (in rupees) =Fixed expenses / P/V Ratio



= 79200 / 30%

= Rs.264000

(b) Number of units to be sold to make a profit of Rs.60,000 per year :

Required sales = Fixed expenses + Required Profit / P/V Ratio

= 79200 + 60000 / 30%

= Rs.464000

Units = 464000 / Selling Price

= 464000 / 20 = 23200 units.
(c) Number of units to be sold to make a net income of 10% on sales

If `x is number of units:

20x = Fixed Cost + Variable Cost + Profit

20x = 79200 + 14x + 2x

20x ? 16x = 79200

x=79200 / 4 = 19800 units

Proof: Sales = 19800 x 20 = 396000

less: Variable cost 19800 x 14 = 277200

----------

Contribution = 118000

Less: Fixed Cost = 79200

----------

Profit = 39600

----------

Profit as a % of sales = 39600 / 396000 x 100 = 10%

Illustration No. 9

You are given the following data for the year 1986 for a factory.

Output: 40000 units

Fixed expenses: Rs.200000

Variable cost per unit: Rs.10

Selling price per unit: Rs.20
How many units must be produced and sold in the year 1987, if it is anticipated

that selling price would be reduced by 10%, variable cost would be Rs.12 per

unit, and fixed cost will increase by 10%? The factory would like to make a

profit in 1987 equal to that of the profit in 1986.

Solution:
Margin Cost and contribution statement for the year 1986

Particulars

Rs.





8,00,000

Sales





40,000 x 20

Less :

4,00,000

Variable Cost





40,000 x 10





4,00,000

Contribution

Less :

2,00,000

Fixed Cost









2,00,000

Profit



Calculation of units to be produced and sold in 1987 to make the same

profit as in 1986:

New Selling Price=20 ? (20 x 10%) = 20 ? 2 = Rs.18

New variable cost = Rs.12 (given New fixed cost=200000 + (200000 x 10%)

=200000 + 20000 = 220000

New P/V Ratio=Sales ? Variable Cost / Sales x 100

=18 ? 12 / 18 x 100 = 33 1/3 %

Required sales=Required profit + Fixed expenses / P/V Ratio

=200000 + 220000 / 33 1/3 %

=Rs.1260000

Units to be sold=Required Sales / New Selling Price

=1260000 / 18 = 70,000 units.






Illustration No. 10

The P/V Ratio of a firm dealing in precision instruments is 50% and margin of

safety is 40%. You are required to work-out break even point and the net profit

if the sales volume is Rs.5000000. If 25% of variable cost is labour cost, what

will be the effect on BEP and profit when labour efficiency decreases by 5%.

Solution:

Calculation of Break-even point

Margin of safety is 40% of sales = 5000000 x 40 / 100 = Rs.2000000

Break-even sales

= Sales ? Margin of safety



=

5000,000 ? 2000000



=

Rs.3000000

Calculation of fixed cost

Break-even Sales

= Break-even sales x p/v ratio





= 3000000 x 50 / 100 = Rs.1500000

(2)Calculation of profit

Contribution = Sales x P/V Ratio = 5000000 x 50 / 100 = Rs.2500000

Net Profit =Contribution ? Fixed Cost = 2500000 ? 1500000 = Rs.1000000

(3) Effects of decrease in labour efficiency by 5%

Variable cost = Sales ? Contribution = 5000000 ? 2500000 = Rs.2500000

Labour cost =2500000 x 25 / 100 = Rs.625000

New labour cost when labour efficiency decreases by 5%

= 625000 x 100 / 95 = Rs.657895
= 657895 ? 625000 = Rs.32895



Net Variable Cost =2500000 + 32,895=Rs.2532895

Contribution = 5000000 ? 2532895 = Rs.2467105

Profit = Contribution ? Fixed cost

= 2467105 ? 1500000=Rs.967105

New P/V=2467105 / 5000000 x 100=49.3421 %

New BEP= Fixed Cost / P/V





= 1500000 / 49.3421 = Rs.3040000

Note: If for 100 units labour cost is Rs.100, 5% decrease in efficiency makes

the labour to produce only 95 units in the same time.

Cost of 95 units = Rs.100

Cost of 100 units=100 x 100 / 95= 1052635

Original labour cost has to be multiplied with 100 / 95 to get new labour cost.



Illustration No. 11

From the following find out the break even point

P Q R





Selling price Rs 100 80 50

Variable cost Rs. 50 40 20

Weightage 20% 30% 50%

Fixed cost Rs 1480000




Solution:

P Q R





1. Selling price Rs 100 80 50

2. Variable cost Rs. 50 40 20

3. Weightage 20% 30% 50%

4. Contribution (1-2) 50 40 30

5. P/V Ratio (4/1) 50% 50% 60%

6. Fixed cost (14.8lacx3) 2.96 4.44 7.4

7. BEP (6/5) 5.92 lac 8.88 lac 12.33 lac

Combined p/v ratio = 50% x20% + 50% x30% + 60%

x50%

10% + 15% +

30% = 55%



Combined BEP will be = Fixed cost / 55%

= 1480000 /55% = Rs. 2690909

Illustration No. 12

Raviraj Ltd. Manufactures and sells four types of products under the brand

names of A, B, C and D. The sales mix in value comprises 33 1/3%, 41 2/3%,

16 2/3% and 8 1/3% of products A, B, C and D respectively. The total budgeted

sales (100%) are Rs. 60,000 per month.

Operating costs are
Variable cost:

Product A 60% of selling price

B 68% of selling price

C 80% of selling price

D 40% of selling price

Fixed cost: Rs. 14,700 per month

Calculate the break even point for the products on an overall basis and also the

B.E. Sales of individual products. Show the proof for your answer.

Solution:

P/V Ratio for individual products = 100-% of variable cost to sales

A = 40 %( 100-60)

B = 32 %( 100-68)

C = 20 %( 100-80)

D = 60 %( 100-40)














Calculation of Composite P/V Ratio

(1)

(2)

(3)

(4)

(Col 3 x Col 4)

Products

Sales

% to total sales P/v Ratio

Composite

P/V Ratio

A

20000

33 1/3%

40%

13.33%

B

25000

41 2/3%

32%

13.33%

C

10000

16 2/3%

20%

3.33%

D

5000

8 1/3%

60%

5.00%

60000

(After adjusting 35%



fractions)



Total Fixed cost

Composite BEP in Rs. = -----------------

Composite P / V Ratio



Rs. 14,700

= --------- = Rs. 42,000

35%

Proof of validity of composite B.E.P

Break even sales of:

A Rs. 42000 x 33 1/3% = Rs. 14000 14000 x 40% = 5600
B Rs 42000 x 41 2/3% = Rs. 17500 17500 x 32% = 5600

C Rs. 42000 x 16 2/3 % = Rs. 7000 7000 x 20% = 1400

D Rs. 42000 x 8 1/3% = Rs. 3500 3500 x 60% = 2100

Total contribution 14700

Total fixed cost 14700

Profit/Loss Nil

Test yourself

1.What is break even point? How do you calculate it?

2. What do you understand by cost volume profit analysis? What is its

significance?

3.What is composite break even point?

4. What is a break even chart? How isit useful?

5.Mention the assumptions underlying a break even chart?

Problems

1. Calculate BEP in units and value for the following:

Total cost Rs. 50000

Total variable cost Rs. 30000

Sales (5000 units) Rs. 50000

2. A Ltd. has two factories X and Y producing same article whose selling price

is Rs. 150 per unit. Other details are:

X Y

Capacity in units 10000 15000
Variable cost per unit (Rs) 100 120

Fixed expenses (Rs) 300000 210000

Determine the BEP for the two factories assuming constant sales mix also

composite BEP.

3.From the following data calculate

a.

Break even point (Units)

b.

If sales are 10% and 15% above the break even sales volume

determine the net profit.

Selling price per unit - Rs.10

Direct material per unit - Rs. 3

Fixed overheads - Rs. 10000

Variable overheads per unit ? Rs.2

Direct labour cost per unit - Rs. 2

References

1.Dr .S. Ganeson and Tmt. S. R. Kalavathi, Management Accounting,

Thirumalai Publications, Nagercoil.

2.T.S. Reddy and Y. Hari Prasad Reddy Management Accounting, Margam

Publications, Chennai.

3. N. Vinayakam and I.B. Sinha, Management Accounting ? Tools and

Techniques, Himalaya Publishing House, Mumbai.








Lesson III

Marginal Costing and Decision-making

Structure of the Lesson:

The following lesson is structured as follows:

Introduction

Fixation of selling price.

Make or buy decision

Selection of a suitable product mix.

Alternative methods of production.

Profit planning

Suspending activities i.e., closing down

Objectives of the Lesson:



On completion of this lesson, you should be able;

Know the role of marginal costing in decision making

Explain managerial decisions which are taken with the help of marginal

costing decisions in different situations.




Introduction

During normal circumstances, Price is based on full cost, a certain desired

margin, or profit. But in certain special circumstances, products are to be sold at

a price below total cost based on absorption costing. In such circumstances, the

price should be fixed on the basis of marginal cost so as to cover the marginal

cost and contribute something towards fixed cost. Sometimes it becomes

necessary to reduce the selling price to the level of marginal cost.

The most useful contribution of marginal costing is that it helps management in

vital decision making. Decision making essentially involves a choice between

various alternatives and marginal costing assists in choosing the best alternative

by furnishing all possible facts. The information supplied by marginal costing

technique is of special importance where information obtained from total

absorption costing method is incomplete.

The following are some of the managerial decisions which are taken with the

help of marginal costing decisions:

Fixation of selling price.

Make or buy decision

Selection of a suitable product mix or sales mix.

Key factor:

Alternative methods of production.

Profit planning

Suspending activities i.e., closing down




Fixation of selling price

One of the main purposes of cost accounting is the ascertainment of cost for

fixation of selling price. Price fixation is one of the fundamental problems

which the management has to face. Although prices are determined by market

conditions and other factors, marginal costing technique assists the management

in the fixation of selling prices under various circumstances which is as follows.

a) Pricing under normal conditions.

b) Pricing during stiff competition.

c) Pricing during trade depression.

d) Accepting special bulk orders.

e) Accepting additional orders to utilize idle capacity.

f) Accepting orders and exporting new materials.

Decision to Make or Buy

It is a common type of business decision for a company to determine whether to

make to buy materials or component parts. Manufacturing or making often

requires a capital investment so that a decision to make must always be made

whenever the expected cost savings provide a higher return on the required

capital investment that can be obtained by employing these funds in an

alternative investment bearing the same risk. In practice, difficulties are

encountered in identifying and estimating relevant costs and in calculating non-

cost considerations.

In case a firm decides to get a product manufactured from outside, besides

savings in cost, it must also take into account the following factors:

(a) Whether the outside supplier would be in a position to maintain the quality

of the product?
(b) Whether the supplier would be regular in his supplies?

(c) Whether the supplier is reliable? In other words is the financially and

technically sound?

Selection of a Suitable Product Mix or Sales Mix

When a concern manufactures a number of products a problem often raises as to

which product mix or sales mix will give the maximum profit. In other words,

what should be the best combination of varying quantities of the different

products/? Which would be selected from amongst the various alternative

combinations available? Such a problem can be solved with the help of

marginal contribution cost analysis: the product mix which gives the best

optimum mix. Eg, let us consider the following analysis made in respect of three

products manufactured in a company:



Product I (Rs)

Product II (Rs)

Product III (Rs)

Per unit sales price

25

30

18

Materials

6

8

2

Labour

5

4

6

Variable Overheads

4

3

5

Marginal cost

15

15

13

Marginal

10

15

5

contribution





Out of the three products, product II gives the highest contribution per unit.

Therefore, if no other factors no others factors intervene, the production

capacity will be utilized to the maximum possible extent for the manufacture of

that product. Product I ranks second and so, after meeting the requirement of

Product II, the capacity will be utilized for product I. What ever capacity is

available thereafter may be utilized for Product III.
Key Factor

Firms would try to produce commodities which fetch a higher contribution or

the highest contribution. This assumption is based on the possibility of selling

out the product at the maximum. Sometimes it may happen that the firm may

not be able to push out all products manufactured. And, sometimes the firm may

not be able to sell all the products it manufactured but production may be

limited due to shortage of materials, labour, plant, capacity, capital, demand,

etc.

A key factor is also called as a limiting factor or principal budget factor or

scarce factor. It is factor of production which is scarce and because of want of

which the production may stop. Generally sales volume, plant capacity,

material, labour etc may be limiting factors. When there is a key factor profit is

calculated by using the formula



When there is no limiting factor, the production can be on the basis of the

highest P / V ratio. When two or more limiting factors are in operation, they will

be seriously considered to determine the profitability.

Contribution

Profitability = -------------------------

Key factor (Materials, Labour, or Capital)



Alternative Methods of Production

Sometimes management has to choose from among alternative methods of

production, i.e., mechanical or manual. In such circumstances, the technique of

marginal costing can be applied and the method which gives the highest

contribution can be adopted.
Profit Planning

Profit planning is the planning of the future operations to attain maximum profit

or to maintain level of profit. Whenever there is a change in sale price, variable

costs and product mix, the required volume of sales for maintaining or attaining

a desired amount of profit may be ascertained with the help of P / V ratio.

Fixed Cost + Profit

Expected Sales = -------------------------

P / V Ratio

Suspending Activities i.e., closing down

When a firm is operating for loss sometime, the management has to decide upon

its shut down.

a) Complete shut down: The firm may be permanently closed any intention to

revive it. Such a decision is warranted.

i) When the selling price does not even cover the variable cost: or

ii) The demand for the output is very low and the future prospects are bleak.

Complete shut down saves the management from the fixed of running the

factory or division or firm.

b) Partial or temporary shut down: Here the intention is to close down for

sometime and reopen the firm when circumstances favour it. Some fixed cost

will continue in the form of irreducible minimum, like Skelton staff to maintain

the factory, some managerial remuneration, salaries, irreplaceable technical

experts, etc. The saving from the partial shut down should be compared with the

position if the firm continues. If there is substantial savings, shut down may be

preferable. Minor savings in expenditure does not warrant shut down because

reviving a firm is a cumbersome process.
Decision to Make or Buy

Illustration No. 1

An automobile manufacturing company finds that the cost of making Part No.

208 in its own workshop is Rs.6. The same part is available in the market at

Rs.5.60 with an assurance of continuous supply. The cost data to make the part

are:

Material Rs.2.00

Direct labour Rs.2.50

Other variable cost Rs.0.50

Fixed cost allocated Rs.1.00

----------

Rs.6.00

----------

Should be part be made or brought?

Will your answer be different if the market price is Rs.4.60? Show your

calculations clearly.

Solution:

To take a decision on whether to ,,make or buy the part, fixed cost being

irrelevant is to be ignored. The additional costs being variable costs are to be

considered.

Materials Rs.2.00

Direct labour Rs.2.50

Other variable cost Rs.0.50

---------

Total variable cost Rs.5.00

----------
The company should continue ,,to Make the part if its market price is Rs.5.60

,,Making results in saving of Rs.0.60 (5.60 ? 5.00) per unit.

(b)The company should ,,Buy the part from the market and stop its production

facilities which become ,,Idle if the production of the part is discontinued

cannot be used to derive some income.



Note: The above conclusion is on the assumption that the production facilities

which become ,,Idle if the production of the part is discontinued cannot be used

to derive some income.

However, if the ,,Idle facilities can be leased out or can be used to produce

some other product or part which can result in some amount of ,,contribution,

that should also be considered while taking the ,,Make or buy decision.

Key Factor

Illustration No. 2

Two businesses S.V.P. Ltd., and T.R.R. Ltd., sell the same type of product in
the same type of market. Their budgeted Profit and Loss Accounts for the
coming year are as follows:

S.V.P. Ltd. T.R.R. Ltd.

Rs. Rs.

Sales 150000 150000

Less: Variable cost 120000 100000

Fixed cost 15000 35000

------------ ------------

Budgeted Net Profit 15000 15000

------------ ------------


You are required to:

Calculate break-even point of each business

Calculate the sales volume at which each business will earn Rs.5000/- profit.

State which business is likely to earn greater profit in conditions of:

Heavy demand for the product

Low demand for the product

Briefly give your reasons.

Solution:

Marginal Cost and Contribution Statement

Particulars

SVP Ltd. Rs.

TRR Ltd. Rs.

Sales

150000

150000

Less :

120000

100000

Variable Cost

Contribution

30000

50000

Less :

15000

35000

Fixed Cost

Profit

15000

15000

(a) Calculation of break-even point





P/V Ratio = Contribution / Sales x 100

30000 / 150000 x 50000 / 150000 x
100

100



= 20%

= 33 1/3 %







Break even point = Fixed cost / PV 15000 / 20 x 100

35000 / 33 1/3 x

Ratio

100



= Rs.75,000

= Rs.1,05,000







(b) Sales required to earn profit of





Rs.5,000




Required Sales = Required Profit + Fixed cost / P/V Ratio



5000 + 15000 / 20

5000 + 35000 / 33
1/3 x 100

x 100



= Rs.1,00,000

= Rs.1,20,000



(c) (1)In condition of heavy demand, a concern with higher P/V Ratio can earn

greater profits because of higher contribution. Thus TRR Ltd., is likely to earn

greater profit.

(2) In conditions of low demand, a concern with lower break even point is likely

to earn more profits because it will start making profits at lower level of sales.

Therefore in case of low demand SVP Ltd., will make profits when its sales

reach Rs.75000, whereas TRR Ltd., will start making profits only when its sales

reach the level of Rs.105000.

Illustration No. 3

The following particulars are extracted from the records of a company.



Product A

Product B

Sales (per unit)

Rs.100

Rs.120

Consumption of material

2 Kg.

3 Kg.

Material cost

Rs.10

Rs.15

Direct wages cost

15

10

Direct expenses

5

6

Machine hours used

3

2

Overhead expenses :





Fixed

5

10

Variable

15

20

Variable
Direct wages per hour is Rs.5. Comment on the profitability of each product

(both use the same raw materials) when:

(i) Total sales potential in units is limited.

(ii) Production capacity (in terms of machine hours) is the limiting factor.

(iii)Material is in short supply.

Sales potential in value is limited.

Solution:

Statement showing key-factor contribution

Particulars

Product A Per unit ? Rs.

Product B per unit ?
Rs.

Selling Price

100

120

Less : Variable cost









10

15

Materials





15

10

Direct Wages









5

6

Direct Expenses





15

20

Variable overhead

45

51

Contribution per unit









55

69

Contribution per machine hour 55 / 3

69 / 2



18.33



34.5

Combination per kg. of 55 / 2

69

/

3



27.5

material

23

P/V Ratio

55/100 x 100 = 55%

69/120 x 100 =
57.5%






Comments on the profitability of products `A' and `B' on the basis of

different key-factors

When total sales potential in units is limited, product ,,B will be more profitable

compared to ,,A as its ,,Contribution per unit is more by Rs.14 (69 ? 55).

When production capacity in terms of machine hours is the limiting factor,

product ,,B is more profitable as its ,,contribution per hour is more by Rs.16.17

(34.5 ? 18.33)

When raw material is in short supply product ,,A is more profitable as its

,,contribution per kg is higher by Rs.4.5 (27.5 ? 23)

When sales potential in value is the limiting factor product ,,B is better as its

P/V Ratio is higher than that of product ,,A.

Note: Contribution per unit can be divided with any given ,,Key Factor or

,,Limiting factor to obtain ,,Key-factor contribution (K.F.C.). The Product

which gives higher contribution in terms of key-factor is decided to be better

and more profitable

Illustration No. 4

S & Co. Ltd., has three divisions, each of which makes a different product.

The budgeted data for the next year is as follows:

Divisions

A (Rs.)

B (Rs.)

C (Rs.)

Sales

1,12,000

56,000

84,000









Costs :







Direct Material

14,000

7,000

14,000

Direct Labour

5,600

7,000

22,400
Variable overhead

14,000

7,000

28,000









Fixed Costs

28,000

14,000

28,000

Total Costs

61,600

35,000

92,400



The management is considering closing down Division C. There is no

possibility of reducing variables costs. Advise whether or not division C

should be closed down.



Solution:

Divisions

A (Rs.)

B (Rs.)

C (Rs.)

Sales

112000

56000

84000









Less : Variable Costs :







Direct Material

14000

7000

14000

Direct Labour

5600

7000

22400

Variable overhead

14000

7000

28000



33600

21000

64000



78400

35000

20000

Less : Fixed Costs

28000

14000

28000









Loss

50400

21000

8000



Since Division C is giving a positive contribution of Rs.20000/- it should not be

discharged.
Test Yourself:

Discuss the role of marginal costing in taking managerial decisions.

What is key factor? What is it importance?

Explain the different factors to be considered while taking a make or buy

decision.

When is selling below cost is permissible or necessary?

How do you decide upon the optimal sales mix?



Problems

Present the following information to management:

The managerial product cost and the contribution per unit and ii. The total

contribution and profits resulting from each of the sales mixes:

Product per unit

Rs.

Direct materials A 10

Direct materials B 9

Direct wages A 3

Direct wages B 2

Fixed expenses - Rs. 800

(Variable expenses are allotted to products 100% of direct wages)

Sales Price - A Rs. 20

Sales Price - B Rs. 15

Sales mix:

100 units of product A and 200 of B

150 units of product B and 150 of B

200 unit of product A and 100 of B

Recommend which of the sales mixes should be adopted.

Pondicherry Trading Corporation is running its plant at 50% capacity. The
management has supplied you the following details:

Cost of Production

Per Unit (Rs)

Direct materials

4

Direct labour

2

Variable overheads 6

Fixed overheads (Fully absorbed)

4

------

16

Production per month 40000 units

Total cost of production

40000 X Rs. 16

640000

Sales price 40000 X Rs. 14

560000

---------------

Rs. 80000

----------------

An exporter offers to purchase 10000 units per month at Rs. 13 per unit and the

company is hesitating in accepting the offer due to the fear that it will increase

its already large operating losses.

Advise whether the company should accept or decline this offer.

References



1. Dr .S. Ganeson and Tmt. S. R. Kalavathi, Management Accounting,

Thirumalai Publications, Nagercoil.



2. T.S. Reddy and Y. Hari Prasad Reddy Management Accounting, Margam

Publications, Chennai.


3. Barfield, Jessie, Celly A. Raiborn and Michael R. Kenney: Cost Accouting;

Traditions and Innovations, South - Western College Publishing, Cincinnati,

Ohio.



UNIT ? IV

SECTION ? A

ANALYSING FINANCIAL STATEMENTS

Objectives: In this section, we will introduce you to the meaning and types of

financial statements; analysis and interpretation of financial statements; types of

financial statements; steps involves in financial statements analysis; techniques

of financial analysis; limitations of financial analysis; ratio analysis and cash

flow analysis. This section is theory cum practical problems of financial

statements analysis. After you workout this section, you should be able to:

develop the ability to analyze the financial statements of any

organization.

obtain a better understanding of firms position and performance.

MEANING AND TYPES OF FINANCIAL STATEMENTS

A financial statement is an organized collection of data according to logical and

consistent accounting procedures. Its purpose is to convey an understanding of some

financial aspects of a business firm. It may show a position at a moment of time as in the

case of a balance sheet, or may reveal a series of activities over a given period of time, as

in the case of an Income Statement.

Thus, the term 'financial statements' generally refers to two basic statements: (i)

the Income Statement and (ii) the Balance Sheet. A business may also prepare

(iii) a Statement of Retained Earnings, and (iv) a Statement of Changes in
Financial Position in addition to the above two statements.

The meaning and significance of each of these statements is being explained

below:

1.

Income Statement

The Income statement (also termed as Profit and Loss Account) is generally

considered to be the most useful of all financial statements. It explains what has



Financial Statements





Income

Balance

Statement of

Statement of Changes

Statement

Sheet

Retained

in Financial Position

Earning



EEEEEEarni
ngs

happened to a business as a result of operations between two balance sheet

dates. For this purpose it matches the revenues and costs incurred in the process

of earning revenues and shows the net profit earned or less suffered during a

particular period.

The nature of the 'Income' which is the focus of the Income Statement can be

well understood if a business is taken as an organization that uses 'inputs' to

'produce' output. The outputs are the goods and services that the business

provides to its customers. The values of these outputs are the amounts paid by

the customers for them. These amounts are called 'revenues' in accounting. The

inputs are the economic resources used by the business in providing these goods

and services. These are termed as 'expenses' in accounting.




2. Balance Sheet

It is a statement of financial position of a business at a specified moment of

time. It represents all assets owned by the business at a particular moment of

time and the claims of the owners at outsiders against those assets at that time. It

is in a way a snapshot of the financial condition of the business at that time.

The important distinction between an income statement and a Balance Sheet is

that the Income Statement is for a period while Balance Sheet is on a particular

date. Income Statement is, therefore, a flow report, as contrasted with the

Balance Sheet which is a static report. However both are complementary to each

other.

3. Statement of Retained Earnings

The term retained earnings means the accumulated excess of earnings over

losses and dividends. The balance shown by the Income Statement is transferred

to the Balance Sheet through this statement, after making necessary

appropriations. It is thus a connecting link between the Balance Sheet and the

Income Statement. It is fundamentally a display of things that have caused the

beginning of the period retained earnings balance to be changed into the one

shown in the end- of the period balance sheet. The statement is also termed as

Profit and Loss Appropriation Account in case of companies.

4. Statement of Changes in Financial Position (SCFP)

The Balance Sheet shows the financial condition of the business at a particular

moment of time while the Income Statement discloses the results of operations

of business over a period of time. However, for a better understanding of the

affairs of the business, it is essential to identify the movement of working capital

or cash in and out of the business. This information is available in the statement

of changes in financial position of the business. The statement may emphasize
any of the following aspects relating to change in financial position of the

business:

i.

Change in working capital position. In such a case the statement is

termed as SCFP (Working Capital basis) or popularly Funds Flow

Statement.

ii.

Change in cash position. In such a case the statement is termed as

SCFP (Cash basis) or popularly Cash Flow Statement.

iii.

Change in overall financial position. In such a case the statement is

termed simply as Statement of Changes in Financial Position (SCFP).

ANALYSIS AND INTERPRETATION OF FINANCIAL STATEMENTS

Financial Statements are indicators of the two significant factors:

i.

Profitability, and

ii.

Financial soundness

Analysis and interpretation of financial statements, therefore, refers to such a

treatment of the information contained in the Income Statement and the Balance

Sheet so as to afford full diagnosis of the profitability and financial soundness of

the business.

.

A distinction here can be made between the two terms - 'Analysis' and

,,interpretation. The term' Analysis' means methodical classification of the data

given in the financial statements. The figures given in the financial statements

will not help one unless they are put in a simplified form. For example, all items

relating to 'Current It Assets' are put at one place while all items relating to

'Current Liabilities' are put at another place. The term 'Interpretation' means

explaining the meaning and significance of the data so simplified. However,

both' Analysis' and 'Interpretation' are complementary to each other.
Interpretation requires Analysis, while Analysis is useless without Interpretation.

Most of the authors have used the term' Analysis' only to cover the meanings of

both analysis and interpretation, since analysis involves interpretation.

According to Myres, "Financial statement analysis is largely a study of the

relationship among the various financial factors in a business as disclosed by a

single set of statements and a study of the trend of these factors as shown in a

series of statements." For the sake of convenience, we have also used the term

'Financial Statement Analysis' throughout the chapter to cover both analysis and

interpretation. '

TYPES OF FINANCIAL ANALYSIS

Financial Analysis can be classified into different categories depending upon (i)

the material used, and (ii) the modus operandi of analysis.

1.

On the Basis of Material Used

According to this basis, financial analysis can be of two types:

(i) External Analysis. This analysis is done by those who are outsiders for the

business. The term outsiders include investors, credit agencies, government

agencies and other creditors who have no access to the internal records of the

company. These persons mainly depend upon the published financial statements.

Their analysis serves only a limited purpose. The position of, these analysts has

improved in recent times on account of increased governmental control over

companies and governmental regulations requiring more detailed disclosure of

information by the companies in their financial statements.

(ii) Internal Analysis. This analysis is done by persons who have access to the

books of account and other information related to the business. Such an analysis

can, therefore, be done by executives and employees of the organization or by

officers appointed for this purpose by the Government or the Court under
powers vested in them. The analysis is done depending upon the objective to be

achieved through this analysis.

2.

On the basis of modus operandi

According to this, financial analysis can also be of two types:

(i) Horizontal Analysis. In case of this type of analysis, financial statements for

a number of years are reviewed and analyzed. The current year's figures are

compared with the standard or base year. The analysis statement usually

contains figures for two or more years and the changes are shown regarding

each item from the base year usually in the fom1 of percentage. Such an analysis

gives the management considerable insight into levels and areas of strength and

weakness. Since this type of analysis is based on the data from year to year

rather than on one date, it is also tern as 'Dynamic Analysis'.

(iii) Vertical Analysis. In case of this type of analysis a study is made of the

quantitative relationship of the various items in the financial Statements on a

particular date. For example, the ratios of different items of costs for a particular

period may be calculated with the sales for that period. Such an analysis is

useful in comparing the performance of several companies in the same group', or

divisions or department in the same company. Since this analysis depends on the

data for one period, this is not very conducive to a proper analysis of the

company's financial position. It is also called 'Static Analysis' as it is frequently

used for referring to ratios developed on one date or for one accounting period.

It is to be noted that both analyses-vertical and horizontal-can be done

simultaneously also. For example, the Income Statement of a company for

several years may be given. Horizontally it may show the change in different

elements of cost and sales over a number of years. On the other hand, vertically

it may show the percentage of each element of cost to sales.
STEPS INVOLVED IN FINANCIAL STATEMENTS ANALYSIS

The analysis of the financial statements requires:

(i)

Methodical classification of the data given in the financial statements.

(ii)

Comparison of the various inter-connected figures with each other by

different 'Tools of Financial Analysis'.

.

Each of the above steps has been explained in the following pages.

Methodical Classification

In order to have a meaningful analysis it is necessary that figures should be

arranged properly. Usually instead the two-column (T form) statements, as

ordinarily prepared the statements are prepared in single (vertical) column form

"which should throw up significant figures by adding or subtracting". This also

facilitates showing the figure of a number of firms or number of years side by

side for comparison purposes.

TECHNIQUES OF FINANCIAL ANALYSIS

A financial analyst can adopt one or more of the following techniques/tools of

financial analysis:

1.

Comparative Financial Statements

Comparative financial statements are those statements which have been

designed in a way so as to provide time perspective to the consideration of

various elements of financial position embodied in such statements. In these

statements figures for two or more periods are placed side by side to facilitate

comparison.

Both the Income Statement and Balance Sheet can be prepared in the form of

Comparative Financial Statements.
(i) Comparative Income Statement. The Income Statement discloses Net

Profit or Net Loss on account of operations. A Comparative Income Statement

will show the absolute figures for two or more periods, the absolute change from

one period to another and, if desired, the change in terms of percentages. Since

the figures for two or more periods are shown side by side, the reader can

quickly ascertain whether sales have increased or decreased, whether cost of

sales has increased or decreased, etc. Thus, only a reading of data included in

Comparative Income Statements will be helpful in deriving meaningful

conclusions.

(ii) Comparative Balance Sheet. Comparative Balance Sheet as on two or more

different dates can be used for comparing assets and liabilities and finding out

any increase or decrease in those items. Thus; while in a single Balance Sheet

the emphasis is on present position, it is on change in the comparative Balance

Sheet. Such a Balance Sheet is very useful in studying the trends in an

enterprise. The preparation of comparative financial statements can be well

understood with the help of the following example:

Example (i): From the following Profit and Loss Account and the Balance

Sheet of Swadeshi Polytex Ltd. for the year ended 31st December, 1997 and

1998, you are required to prepare a Comparative Income Statement and a

Comparative Balance Sheet.
Profit and Loss Account



(In LAkhs of Rs.)

Particulars

1997

1998 Particulars

1997

1998

To Cost of Goods sold

600

750

By Net Sales

800

1,000

To Operating Expenses:











Administration Expenses

20

20







Selling expenses

30

40







To Net Profit

150

190







800

1,000

800

1,000



BALANCE SHEET

As on 31 sf December (In Lakhs of Rs)

Liabilities

1997

1998

Assets

1997

1998

Bills Payable

50

75 Cash

100

140

Sundry Creditors

150

200 Debtors

200

300

Tax Payable

100

150 Stock

200

300

6% Debentures

100

150 Land

100

100

6% Preference Capital

300

300 Building

300

270

Equity Capital

400

400 Plant

300

270

Reserves

200

245 Furniture

100

140



1,300

1,520

1,300

1,520

Solution:

Swadeshi Polytex Limited






COMPARATIVE INCOME STATEMENT

for the years ended 31st december 1997 and 1998 (In Lakhs of Rs.)

Absolute Percentage

increase or

increase or

Particulars

decrease

decrease

in

in

1997

1998

1998

1998

Net Sales

800

1,000

+200

+25

Cost of Goods Sold

.600

750

-150

+25

Gross Profit

200

250

+50

+25

Operating Expenses:

-

-

-



Administration Expenses

20

20

-

-

Selling Expenses

30

40

+10

+33.33

Total Operating Expenses

50

60

10

+20

Operating Profit

150

190

+40

+26.67

Swadeshi Polytex Limited
















COMPARATIVE BALANCE SHEET

As on 31st december 1997, 1998 (Figures in lakhs of rupees)

Absolute

Percentage

increase

increase(+)

or

Assets

1997

1998

or decrease

decrease

(-) during

during

1998

1998

Current Assets:







Cash

100

140

40

+40

Debtors

200

300

100

+50

Stock

200

300

100

+50

Total Current Assets

500

740

240

+50

Fixed Assets:







Land

100

100

-

-

Building

300

270

-30

-10

Plant

300

270

-30

-10

Furniture

100

140

+40

+40

Total Fixed Assets

800

780

-20

-2.5

Total Assets

1,300

1,520

220

+17

Liabilities & Capital:







Current Liabilities







Bills Payable

50

75

+25

+50

Sundry Creditors

150

200

+50

+33.33

Tax Payable

100

150

+50

+50

Total Current Liabilities

300

425

+125

41.66

Long term Liabilities








6% Debentures

100

150

+50

+50

Total Liabilities

400

575

+175

+43.75

Capital & Reserves









6% Pref. Capital

300

300

-

-

Equity Capital

400

400

-

-

Reserves

200

245

45

22.5

Total Shareholders' Funds

900

945

45

5

Total Liabilities and Capital 1,300

1,520

220

17



Comparative Financial Statements can be prepared for more than two periods or

more than two dates. However, it becomes very cumbersome to study the trend

with more than two periods data. Trend percentages are more useful in such

cases.

The American Institute of Certified Public Accountants has explained the utility

of repairing the Comparative Financial Statements as follows:

The presentation of comparative financial statements is annual and other reports

enhances the usefulness of such reports and brings out more clearly the nature

and trend of rent changes affecting the enterprise. Such presentation emphasizes

the fact that statement for a series of periods is far more significant than those of

a single period and that the accounts of one period are but an installment of what

is essentially a continuous history. In anyone year, it is ordinarily desired that

the Balance Sheet, the Income Statement and the Surplus Statement be given for

one or more preceding years as well as for the current year."

The utility of preparing the Comparative Financial Statements has also been

realized in our country. The Companies Act, 1956, provides that companies

should give figures for different items for the previous period, together with
current period figures in their Profit and loss Account and Balance Sheet.

2.

Common-size Financial Statements

Common-size Financial Statements are those in which figures reported are

converted into percentages to some common base. In the Income Statement the

sale figure is assumed to be 100 and all figures are expressed as a percentage of

this total.

Example (ii): On the basis of data given in example (i), prepare a Common-size

Income statement and Common Size Balance Sheet of Swadeshi Polytex Ltd.,

for the years ended 31st March, 1997 and 1998.

Swadeshi Polytex Limited

COMPARATIVE BALANCE SHEET

(As on 31st december 1997, 1998) (Figures in lakhs of rupees)

Particulars

1997

1998

Net Sales

100

100

Cost of Goods Sold

75

75

Gross Profit



25



25

Opening Expenses:











Administration Expenses

2.50

2

Selling Expenses

3.75

4

Total Opening Expenses



6.25



6

Operating Profit



18.75



19


Interpretation: The above statement shows that though in absolute terms, the

cost of goods sold has gone up, the percentage of its cost to sales remains

constant at 75%. This is the reason why the Gross Profit continues at 25% of the

sales. Similarly, in absolute terms the amount 01 administration expenses

remains the same but as a percentage to sales it has come down by 5%. Selling

expenses have increased by 0.25%. This all leads to net increase in net profit of

0.25% (i.e. from 18.75% to 19%).

Swadeshi Polytex Limited

COMPARATIVE BALANCE SHEET

As on 31st december 1997, 1998 (Figures in lakhs of rupees)

Particulars



1997





1998



%

%

Assets



100





100



Current Assets:













Cash



7.70





9.21



Debtors



15.38





19.74



Stock



15.38





19.74



Total Current Assets



38.46





48.69



Fixed Assets:













Building



23.07





17.76



Plant



23.07





17.76



Furniture



7.70





9.21



Land



7.70





6.68



Total Fixed Assets



61.54





51.41



Total Assets



100





100


Current Liabilities













Bills Payable



3.84





4.93



Sundry Creditors



11.54





13.16



Taxes Payable



7.69





9.96



Total Current Liabilities



23.07





27.95



Long Term Liabilities













6% Debentures



7.69





9.86



Capital & Reserves:













6% Preference Share Capital



23.10





19.72



Equity Share Capital



30.76





26.32



Reserves



15.38





16.15



Total Shareholders Funds



69.24





62.19



Total Liabilities and Capital



100





100





Interpretation: The percentage of current assets to total assets was 38.46 in

1997. It has gone up to 48.69 in 1998. Similarly the percentage of current

liabilities to total liabilities (including capital) has also gone up from 23.07 in

1997 to 27.95 in 1998. Thus, the proportion of current assets has increased by a

higher percentage (about 10) as compared to increase in the proportion of

current liabilities (about 5). This has improved the working capital position of

the Company. There has been a slight deterioration in the debt-equity ratio

though it continues toil very sound. The proportion of shareholder's funds in the

total liabilities has come down from 69.24% to 62.19% while that of the

debenture-holders has gone up from 7.69% to 9.86%.

Comparative Utility of Common-size Financial Statements: The

comparative common size financial statements show the percentage of each item

to the total in each period but not variations in respective items from period to
period. In other words common-size financial statements when read horizontally

do not give information about the trend of individual items but the trend of their

relationship to total. Observation of these trends is not very useful because there

are no definite norms for the proportion of each item to total. For example, if it

is established that inventory should be 30% of total assets, the computation of

various ratios to total assets would be very useful. But since there are no such

established standard proportions, calculation of percentages of different items of

assets or liabilities to total assets or total liabilities is not of much use. On

account of this reason common size financial statements are not much useful for

financial analysis. However, common-size financial statements are useful for

studying the comparative financial position of two or more businesses.

However, to make such comparison really meaningful, it is necessary that the

financial Instatements of all such companies should be prepared on the same

pattern, e.g., all the companies should be more or less of the same age, they

should be following the same accounting practices, the method of depreciation

on fixed assets should be the same.

3.

Trend Percentages

Trend percentages are immensely helpful in making a comparative study of the

financial statements for several years. The method of calculating trend

percentages involves the calculation of percentage relationship that each item

bears to the same item in the base year. Any year may be taken as the base year.

It is usually the earliest year. Any intervening year may also be taken as the base

year. Each item of base year taken as 100 and on that basis the percentages for

each of the items of each of the fears is calculated. These percentages can also

be taken as Index Numbers showing relative changes in the financial data

resulting with the passage of time.

The method of trend percentages is a useful analytical device for the
management since by substituting percentages for large amounts; the brevity and

readability are achieved. However, trend percentages are not calculated for all of

the items in the financial statements. They are usually calculated only for major

items since the purpose is to highlight important changes.

While calculating trend percentages, care should be taken regarding the

following matters:

1. The accounting principles and practices followed should be constant throughout

the period for which analysis is made. In the absence of such consistency, the

comparability will be adversely affected.

2. The base year should be carefully selected. It should be a normal year and be

representative of the items shown in the statement.

3. Trend percentages should be calculated only for items having logical

relationship with one another.

4. Trend percentages should be studied after considering the absolute figures on

which they are based; otherwise, they may give misleading results. For example,

one expense .may increase from Rs. 100 to Rs. 200 while the other expense may

increase from Rs. 10,000 to Rs. 15,000. In the first case trend percentage will

show 100% increase while in the second case it will show 50% increase. This is

misleading because in the first case the change though 100% is not at al

significant in real terms as compared to the other. Similarly, unnecessary doubts

may be created when the trend percentages show 100% increase in debt while

only 50% increase in equity. This doubt can be removed if absolute figures are

seen, e.g., the amount of debt may increase from Rs. 20,000 to Rs. 40,000 while

that of equity from Rs. 1,00,000 to Rs. 1,50,000. .

5. The figures for the current year should also be adjusted in the light of price level

changes as compared to the base year, before calculating the trend percentages.
In case this is not done, the trend percentages may make the whole comparison

meaningless. For example, if prices in the year 1998 have increased by 100% as

compared to 1997, the increase in sales in 1998 by 60% as compared to 1997

will give misleading results. Figures of 1998 must be adjusted on account of rise

in prices before calculating the trend percentages.

Example (iii): From the following data relating to the assets side of the Balance

Sheet of Kamdhenu Ltd., for the period 31st Dec., 1995 to 31st December, 1998,

you are required to calculate the trend percentage taking 1995 as the base year.

(Rupees in thousands)





Assets

1995

1996

1997

1998

Cash

100

120

80

140

Debtors

200

250

325

400

Stock-in-trade

300

400

350

500

Other Current Assets

50

75

125

150

Land

400

500

500

500

Building

800

1,000

1,200

1,500

Plant

1,000

1,000

1,200

1,500



2,850

3,345

3,780

4,690

Solution








COMPARATIVE BALANCE SHEET

As on december 31, 1995-96

Assets

December 31

Trend Percentage

(Rs. in thousands)

Base year 1995

1995 1996 1997 1998 1995 1996 1997 1998

Current Assets:

















Cash

100

120

80

140

100

120

80

140

Debtors

200

250

325

400

100

125

163

200

Stock-in-trade

300

400

350

500

100

133

117

167

Other

Current

50

75

125

150

100

150

250

300

Assets

Total

Current

650

845

880 1,190

100

129

135

183

Assets



















Fixed Assets

Land

400

500

500

500 100

125

125

125

Building

800 1,000 1,200 1,500 100

125

150

175

Plant

1,000 1,000 1,200 1,500 100

100

120

150

Total

Fixed 2,200 2,500 2,900 3,500 100

114

132

159

Assets

4. Funds Flow Analysis

Funds flow analysis has become an important tool in the analytical kit of

financial analysts, credit granting institutions and financial managers. This is

because the Balance Sheet of a business reveals its financial status at a particular

point of time. It does not sharply focus those major financial transactions which

have been behind the Balance Sheet changes. For example, if a loan of Rs.2,

00,000 was raised and pail during the accounting year, the balance sheet will not

depict this transaction However, a financial analyst must know the purpose for
which the loan was utilized and the source from which it was obtained. This will

help him in making a better estimate about the company's financial position and

policies.

Funds flow analysis reveals the changes in working capital position. It tells

about the sources from which the working capital was obtained and the purposes

for which is used. It brings out in open the changes which have taken place

behind the Ice Sheet. Working capital being the life-blood of the business, such

an analysis is extremely useful. The technique and the procedure involved in

funds flow analysis has been discussed in detail later in the book.

5.

Cost-Volume-Profit Analysis

Cost-Volume-Profit Analysis is an important tool of profit planning. It studies

the relationship between cost, volume of production, sales and profit. Of course,

it is not strictly a technique used for analysis of financial statements. However, it

is an important tool for the management for decision-making since the data is

provided by both cost and financial records. It tells the volume of sales at which

firm will break-even, the effect on profit on 'account of variation in output,

selling price and cost, and finally, the quantity to be produced and sold to reach

the, target profit level.

6.

Ratio Analysis

This is the most important tool available to financial analysts for their work. An

accounting ratio shows the relationship in mathematical terms between two

interrelated accounting figures. The figures have to be interrelated (e.g., Gross

Profit and Sales, Current Assets and Current Liabilities), because no useful

purpose will be served if ratios are calculated between two figures which are not

at all related to each other, e.g., sales and discount on issue of debentures.

A financial analyst may calculate different accounting ratios for different
purposes.

LIMITATIONS OF FINANCIAL ANALYSIS

Financial analysis is a powerful mechanism which helps in ascertaining the

strengths and nesses in the operations and financial position of an enterprise.

However, this analysis is subject to certain limitations. Most of these limitations

are because of the limitations of the financial statements themselves. These

limitations are as follows:

1.

Financial Analysis is only a Means

Financial analysis is a means to an end and not the end itself. The analysis

should be used as a starting point and the conclusion should be drawn not in

isolation, but keeping view the overall picture and the prevailing economic and

political situation.

2.

Ignores Price Level Changes

Financial statements are normally prepared on the concept of historical costs.

They do not reflect values in terms of current costs. Thus, the financial analysis

based on such financial statements or accounting figures would not portray the

effects of price level changes over the period.

3.

Financial Statements are Essentially Interim Reports

The profit shown by Profit and Loss Account and the financial position as

depicted by the Balance Sheet is not exact. The exact position can be known

only when the business is closed down. Again, the existence of contingent

liabilities and deferred revenue expenditure make them more imprecise.

4.

Accounting Concepts and Conventions

Financial statements are prepared on the basis of certain accounting concept and

conventions. On account of this reason the financial position as disclosed by
statements may not be realistic. For' example, fixed assets in the balance sheet,

shown on the basis of going concern concept. This means that value placed on&

assets may not be the same which may be realized on their sale. On account

convention of conservatism the income statement may not disclose true income

of the business since probable losses are considered while probable incomes are

ignored.

5.

Influence of Personal Judgment

Many items are left to the personal judgment of the accountant. For example, the

method of depreciation, mode of amortization of fixed assets, treatment of

deferred revenue expenditure - all depend on the personal judgment of the

accountant. The soundness of such judgment will necessarily depend upon his

competence and integrity. However convention of consistency acts as a

controlling factor on making indiscreet personal judgments.

6.

Disclose only Monetary Facts

Financial statements do not depict those facts which cannot be expressed in

terms of money. For example, development of a team of loyal and efficient

workers, enlightened management, the reputation and prestige of management

with the public are matters which are of considerable importance for the

business, but they are nowhere depicted by financial statements.

RATIO ANALYSIS

Ratio Analysis is a very important tool of financial analysis. It is the process of

establishing a significant relationship between the items of financial statements

to provide a meaningful understanding of the performance and financial position

of a firm.

Meaning of Ratio

Since, we are using the term 'ratio' in relation to financial statement analysis; it
may properly mean 'An Accounting Ratio' or 'Financial Ratio'. It may be defined

as the mathematical expression of the relationship between two accounting

figures. But these figures must be related to each other (i.e., these figures must

have a mutual cause and effect relationship) to produce a meaningful and useful

ratio. For example, the figure of turnover cannot be said to be significantly

related to the figure of share premium. It indicates a quantitative relationship

which the analyst may use to make a qualitative judgment about the various

aspects of the financial position and performance of a concern. It may be

expressed as a percentage or as a rate (i.e., in 'x' number of times) or as a pure

ratio, e.g., if gross profit on sales of Rs. 1,00,000 is Rs. 20,000, the ratio of gross

Rs 20

.

000

,

profit to sales is 20%. .

ie

100

Rs. 00

,

1

000

,

In another example of Capital Turnover Ratio, if Sales with a Capital Employed

of Rs. 20,000 is Rs. 1, 00,000, the Capital Turnover Ratio may be expressed as 5

times i.e., Rs. 1, 00,000 / Rs. 20,000. In the case of a Current Ratio, if current

assets are Rs. 1,00,000 and current liabilities are Rs. 50,000, Current Ratio may

be expressed as 2 : 1 i.e., Rs. 1,00,000 : Rs. 50,000.

In view of the requirements of various users (e.g., Short-term Creditors, Long-

term Creditors, Management, Investors) of the ratios, one may classify the ratios

into the following four groups:

Liquidity Ratios, Solvency Ratios, Activity Ratios and Profitability Ratios

Liquidity Ratios

These ratios measure the concern's ability to meet short-term obligations as and

when they become due. These ratios show the short-term financial solvency of

the concern. Usually the following two ratios are calculated for this purpose:

1.

Current Ratio and 2. Quick Ratio
1. Current Ratio

(a) Meaning: This ratio establishes a relationship between current assets and

current liabilities.

(b) Objective: The objective of computing this ratio is to measure the ability of

the firm to meet its short-term obligations and to reflect the short-term financial

strength / solvency of a firm. In other words, the objective is to measure the

safety margin available for short-term creditors.

(c) Components: There are two components of this ratio which are a under:

(i)

Current Assets which mean the assets which are held for their

conversion into cash within a year and include the following:

Cash Balance

Bank Balances

Marketable Securities

Debtors (less Provision)

Bills Receivable (less Provisions)

Stock of all types, viz., Raw-
Materials

Prepaid Expenses

Work-in-progress, Finished Goods

Incomes accrued but not due

Short-term Loans and Advances

Advance Payment of tax



(Debit Balances)

Tax reduced at source (Debit

Incomes due but not received

Balance)

(ii) Current Liabilities which mean the liabilities which are expected to be

matured within a year and include the following:



Creditors for Goods



Creditors for Expenses



Bills Payable





Bank Overdraft



Short-term Loans and Advances

Income received-in-advance



Provision for Tax





Unclaimed dividend
(d) Computation: This ratio is computed by dividing the current assets by the

current liabilities. This ratio is usually expressed as a pure ratio e.g. 2 : I. In the

form of a formula, this ratio may be expressed as under:



.



Current Assets

Current Ratio =







Current Liabilities

(e) Interpretation: It indicates rupees of current assets available for each rupee

of current liability, Higher the ratio, greater the margin of safety for short-term

creditors and vice-versa. However, too high / too low ratio calls for further

investigation since the too high ratio may indicate the presence of idle funds

with the firm or the absence of investment opportunities with the firm and too

low ratio may indicate the over trading/under capitalization if the capital

turnover ratio is high.

Traditionally, a current ratio of 2: 1 is considered to be a satisfactory ratio. On

the basis of this traditional rule, if the current ratio is 2 or more, it means the

firm is adequately liquid and has the ability to meet its current obligations but if

the current ratio is less than 2, it means the firm has difficulty in meeting its

current obligations. The logic behind this rule is that even if the value of current

assets becomes half, the firm can still meet its short-term obligations.

However, the traditional standard of 2: I should not be used blindly since there may be

firms having current ratio of less than 2, which are working efficiently and meeting their

short-term obligations as and when they become due while the other firms having

current ratio of more than 2, may not be able to meet their current obligations in time.

This is so because the current ratio measures the quantity of current assets and not their

quality. Current assets may consist of doubtful and slow paying debtors and slow

moving and obsolete stock of goods. That is why, it can be said that current ratio is no

doubt a quick measurement of a firm's liquidity but it is crude as well.
(f) Precaution: While computing and using the current ratio, it must be ensured

(a) that the quality of both receivables (debtors and bills receivable) and

inventory has been carefully assessed and (b) that all current assets and current

liabilities have been properly valued.

Example (iv): The Balance Sheet of Tulsian Ltd. as at 31 st March 19X1 is as

under:

Liabilities

Rs.

Assets



Rs.

Equity Share Capital

1,00,000

Land & Building



6,00,000

18% Pref. Share capital 1,00,000

Plant & Machinery

5,00,000

Reserves

60,000

Furniture & Fixtures

. 1.00,000

Profit & Loss A/c

2,40,000





12,00,000

15% Debentures

8,00,000

Less: Depreciation

2 00 000

Trade Creditors

40,000





10,00,000

Bills Payable

30,000

Trade Investments (long-term)

1,00,000

Outstanding Expenses 20,000

Stock



95,000

Bank overdraft

10,000

Debtors

3,40,000

Provision for Tax

2,40,000

Less: Provision

30,000

3,10,000





Marketable Securities

10,000





Cash



10,000





Bills receivables



10,000





Prepaid Expenses



5,000





Preliminary Expenses

60,000

Underwriting







40,000

Commission



16,40,000



16,40,000

Net Sales for the year 19XI-19X2 amounted to Rs. 20.00.000. Calculate Current
Ratio.

Solution:


















Current Assets =Stock + Debtors - Provision on Debtors +Marketable Securities

+ Cash + B/R + Prepaid Expenses

= Rs. 95,000 + Rs. 3,40,000 - Rs. 30,000 + Rs. 10,000 + Rs. 10,000 + Rs.

10,000 + Rs. 5,000 = Rs. 4,40,000

Current Liabilities= Trade Creditors + B/P + O/s Exp + Bank O/D + Provision

for Tax = Rs. 40,000 + Rs. 30,000 + Rs. 20,000 + Rs. 10,000 + Rs. 2,40,000

= Rs. 3,40,000





Current Assets



Rs. 4,40,000

Current Ratio =





= = 22:17







Current Liabilities

Rs.3,40, 000

2. Quick Ratio

(a) Meaning: This ratio establishes a: relationship between quick assets and

current liabilities.

(b) Objective: The objective of computing this ratio is to measure the ability of

the firm to meet its short-term obligations as and when due without relying upon

the realization of stock.

(c) Components There are two components of this ratio which are as under:

(i) Quick assets: which mean those current assets which can be converted

into cash immediately or at a short notice without a loss of value and

include the following:



Cash Balances





Bank Balances



Marketable Securities



Debtors



Bills Receivable





Short-term Loans and Advances

(ii) Current liabilities: (as explained earlier in Current Ratio)
(d) Computation This ratio is computed by dividing the quick assets by the

current liabilities. This ratio is usually expressed as a pure ratio e.g., 1: 1. In the

form of a formula, this ratio may be expressed as under:















Quick Assts

Quick Ratio =







Current Liabilities

(e) Interpretation: It indicates rupees of quick assets available for each rupee of

current liability. Traditionally, a quick ratio of 1:1 is considered to be a

satisfactory ratio. However, this traditional rule should not be used blindly since

a firm having a quick ratio of more than 1, may not be meeting its short-term

obligations in time if its current assets consist of doubtful and slow paying

debtors while a firm having a quick ratio of less than 1, may be meeting its

short-term obligations in time because of its very efficient inventory

management.

(f) Precaution: While computing and using the quick ratio, it must be ensured,

(a) that the quality of the receivables (debtors and bills receivable) has been

carefully assessed and (b) that all quick assets and current liabilities have been

properly valued.

Example (v): Current Assets Rs.2,00,000, Inventory Rs.40,000, Working

Capital Rs.1, 20 000. Calculate the Quick Ratio.

Solution: Current Liabilities = Current Assets - Working Capital

= Rs. 2,00,000 - Rs. 1,20,000 = Rs. 80,000

Quick Assets = Current Assets - Inventory

= Rs. 2,00,000 - Rs. 40,000 = Rs. 1,60,000





Quick Assets

RS.l,60,000

Quick Ratio =









= 2:1

Current Liabilities

Rs. 80000




SOLVENCY RATIOS

These ratios show the long-term financial solvency and measure the enterprise's

ability to pay the interest regularly and to repay the principal (i.e. capital

amount) on maturity or in pre-determined installments at due dates. Usually, the

following ratios are calculated to judge the long-term financial solvency of the

concern.

Debt-Equity Ratio

(a) Meaning: This ratio establishes a relationship between long-term debts and

share-holders' funds.

(b) Objective: The objective of computing this ratio is to measure the relative

proportion of debt and equity in financing the assets of a firm.

(c) Components: There are two components of this ratio, which are as under:

(i)

Long-term Debts, which mean long-term loans (whether secured or

unsecured (e.g., Debentures, bonds, loans from financial institutions).

(ii)

Shareholders' Funds which mean equity share capital plus preference

share capital plus reserves and surplus minus fictitious assets (e.g.,

preliminary expenses).

(d) Computation: This ratio is computed by dividing the long-term debts by the

shareholders' funds. This ratio is usually expressed as a pure ratio e.g., 2: 1. In

the form of a formula, this ratio may be expressed as under:



.

.



Long - term Debts



Debt-Equity Ratio =









Shareholders 'Funds

(e) Interpretation: It indicates the margin of safety to long-term creditors. A
low debt equities ratio implies the use of more equity than debt which means a

larger safety margin for creditors since owner's equity is treated as a margin of

safety by creditors and vice versa.

Example (vi): Capital Employed Rs. 24,00,000, Long-term Debt Rs. 16,00,000

Calculate the Debt-Equity Ratio.

Solution: Shareholders' 'Funds = Capital Employed - Long-ter

= Rs. 24,00,000 - Rs. 16,00,000 = Rs. 8,00,000







Long-term Debts

Rs. 16,00,000

Debt-Equity Ratio =





=





= 2 :1

Shareholders ' Funds Rs 8,00,00

Example (vii): Capital Employed Rs. 8,00,000, Shareholders' Funds Rs.

2,00,000 Calculate the Debt Equity Ratio.

Solution: Long-term Debt

= Capital Employed - Shareholders' Funds

= Rs. 8,00,000 - Rs. 2,00,000 = Rs. 6,00,000



Long-term Debts

- Rs. 6,00,000

Debt equity Ratio =



=





= 3:1

Shareholders Funds Rs. 2,00,000

Debt Total Funds Ratio

This ratio is a variation of the debt-equity ratio and gives the similar indications

as the debt-equity ratio. In this ratio, the outside long-term liabilities are related

to the total capitalization of the firm and not merely to the shareholders' funds.

This ratio is computed by dividing the long-term debt by the capital employed.

In the form of a formula, this ratio may be expressed as under:
Long-term Debt

Debt-Total Funds Ratio =



Capital Employed

Where, the Capital Employed comprises the long-term debt and the

shareholders' funds.

Interest Coverage Ratio (or Time-interest Earned Ratio or Debt-Service

Ratio)

(a) Meaning: This ratio establishes a relationship between net profits before

interest and taxes and interest on long-term debt.

(b) Objective: The objective of computing this ratio is to measure the debt-

servicing capacity of a firm so far as fixed interest on long-term debt is

concerned.

(c) Components: There are two components of this ratio which are as under:



(i)

Net profits before interest and taxes;

(ii)

Interest on long-term debts.

(d) Computation: This ratio is computed by dividing the net profits before

interest and taxes by interest on long-term debt. This ratio is usually expressed

as 'x' number of times. In the form of a formula, this ratio may be expressed as

under:

Net Profit before interest and taxes

Interest Coverage Ratio =



Interest on Long-term debt

(e) Interpretation: Interest coverage ratio shows the number of times the
interest charges are covered by the profits out of which they will be paid. It

indicates the limit beyond which the ability of the firm to service its debt would

be adversely affected. For instance, an interest coverage of five times would

imply that even if the firm's net profits before interest and tax were to decline to

20% of the present level, the firm will still be able to pay interest out of profits.

Higher the ratio, greater the firm's ability to pay interest but very high ratio may

imply lesser use of debt and/or very efficient operations.

Example (viii): Net Profit before Interest and Tax Rs. 3,20,000, Interest on long

term debt Rs. 40,000. Calculate Interest Coverage Ratio.

Solution:

Net Profit before Interest and Taxes

Interest Coverage Ratio =

Interest on Long-term Debt

Rs.3,20,000







=







= 8 Times

Rs.40,000 8 Times

ACTIVITY RATIOS

These ratios measure the effectiveness with which a firm uses its available

resources. These ratios are also called 'Turnover Ratios' since they indicate the

speed with which the resources are being turned (or converted) into sales.

Usually the following turnover ratios are calculated:

I. Capital Turnover Ratio

II. Fixed Assets Turnover Ratio,

III. Net Working Capital Turnover Ratio IV. Stock Turnover Ratio

V. Debtors Turnover Ratio.

VI. Creditors Turnover Ratio.
Capital Turnover Ratio

(a) Meaning: This ratio establishes a relationship between net sales and capital

employed.

(b) Objective: The objective of computing this ratio is to determine the

efficiency with which the capital employed is utilized.

(c) Components: There are two components of this ratio which are as under:

(i)

Net Sales which mean gross sales minus sales returns; and

(ii)

Capital Employed which means Long-term Debt plus Shareholders'

Funds.

(d) Computation: This ratio is computed by dividing the net sales by the capital

employed. This ratio is usually expressed as 'x' number of times. In the form of a

formula this ratio may be expressed as under:

Net Sales

Capital Turnover Ratio =

Capital Employed

(e) Interpretation: It indicates the firm's ability to generate sales per rupee of

capital employed. In general, the higher the ratio the more efficient the

management and utilization of capital employed. A too high ratio may indicate

the situation of an over-trading (or under. capitalization) if current ratio is lower

than that required reasonably and vice versa.

Fixed Assets Turnover Ratio

(a) Meaning: This ratio establishes a relationship between net sales and fixed

assets.

(b) Objective: The objective of computing this ratio is to determine the
efficiency with which the fixed assets are utilized.

(c) Components: There are two components of this ratio which are as under:



(i) Net Sales which means gross sales minus sales returns;



(ii) Net Fixed (operating) Assets which mean gross fixed assets minus

depreciation thereon.

(d) Computation This ratio is computed by dividing the net sales by the net

fixed assets. This ratio is usually expressed as 'x' number of times. In the form of

a formula, this ratio may be expressed as under:



Net Sales

Fixed Assets Turnover Ratio =

Net Fixed Assets

(e) Interpretation: It indicates the firm's ability to generate sales per rupee of

investment in fixed assets. In general, higher the ratio, the more efficient the

management and utilization of fixed assets, and vice versa. It may be noted that

there is no direct relationship between sales and fixed assets since the sales are

influenced by other factors as well (e.g., quality of product, delivery terms,

credit terms, after sales service, advertisement and publicities.)

Example (ix): Fixed Assets (at cost) Rs. 7,00,000, Accumulated Depreciation

till date Rs. 1,00,000, Credit Sales Rs. 17,00,000, Cash Sales Rs., 1,50,000,

Sales Returns Rs. 50,000. Calculate Fixed Assets Turnover Ratio.

Solution: Net Sales

= Cash Sales + Credit Sales - Sales Returns

= Rs. 1,50,000 + Rs. 17,00,000 - Rs. 50,000 = Rs. 18,00,000

Net Fixed Assets = Fixed Assets (at cost) - Depreciation
= Rs. 7,00,000 - Rs. 1,00,000 = Rs. 6,00,000





Net Sales

Rs. 18,00,000 .

Fixed Assets Turnover Ratio =





=



= 3 Times





Net Fixed Assets

Rs. 600000

Example (x): Capital Employed Rs. 2,00,000, Working Capital Rs. 40,000,

Cost of goods sold Rs. 6,40,000, Gross Profit Rs. 1,60,000. Calculate Fixed

Assets Turnover Ratio.

Solution: Net Sales = Cost of Goods Sold + Gross Profit

= Rs. 6,40,000 + Rs. 1,60,000 = Rs. 8,00,000

Net fixed Assets = Capital Employed - Working Capital

= Rs. 2,00,000 - Rs. 40,000 = Rs. 1,60,000











Net Sales

Rs. 8,00,000 .

Fixed Assets Turnover Ratio =



=



= 5 Times

Net fixed Asset Rs. 1,60,000

Working Capital Turnover Ratio

(a) Meaning: This ratio establishes a relationship between net sales and

working capital.

(b) Objective: The objective of computing this ratio is to determine the

efficiency with which the working capital is utilized.

(c) Components: There are two components of this ratio which are as under:

(i) Net Sales which mean gross sales minus sales returns; and



(ii) Working Capital which means current assets minus current liabilities.
(d) Computation: This ratio is computed by dividing the net sales by the

working i capital. This ratio is usually expressed as 'x' number of times. In the

form of a formula, this ratio may be expressed as under:

Net Sales

Working Capital Turnover Ratio =

Working Capital

(e) Interpretation: It indicates the firm's ability to generate sales per rupee of

working capital. In general, higher the ratio, the more efficient the management

and utilization of, working capital and vice versa.

Example (xi): Current Assets Rs. 6,00,000, Current Liabilities Rs. 1,20,000,

Credit Sales Rs. 12,00,000, Cash Sales Rs. 2,60,000, Sales Returns Rs. 20,000.

Calculate Working Capital Turnover Ratio.

Solution:

Net Sales = Cash Sales + Credit Sales - Sales Returns



= Rs. 2,60,000 + Rs. 12,00,000 - Rs. 20,000 = Rs. 14,40,000

Working Capital

= Current Assets - Current Liabilities

= Rs. 6,00,000 - Rs. 1,20,000 = Rs, 4,80,000



Net Sales

Rs. 14,40,000

Working Capital Turnover Ratio =

=



=3 Times

Working Capital Rs. 4,80,000

Stock Turnover Ratio

(a) Meaning: This ratio establishes a relationship between costs of goods sold

and aver age inventory.
(b) Objective: The objective of computing this ratio is to determine the

efficiency with which the inventory is utilized.

(c) Components: There are two components of this ratio which are as under:



(i) Cost of Goods Sold, this is calculated as under.



Cost of Goods Sold = Opening Inventory + Net Purchases + Direct



Expenses - Closing Inventory = Net Sales - Gross Profit



(ii) Average Inventory which is calculated as under:



Average Inventory = (Opening Inventory plus Closing Inventory)/2

(d) Computation: This ratio is computed by dividing the cost of goods sold by

the average inventory. This ratio is usually expressed as 'x' number of times. In

the form of a formula, this ratio may be expressed as under: -



Cost of Goods Sold



Stock Turnover Ratio =











Average Inventory

(e) Interpretation: It indicates the speed with which the inventory is converted

into sales. In general, a high ratio indicates efficient performance since an

improvement in the ratio shows that either the same volume of sales has been

maintained with a lower investment in stocks, or the volume of sales has

increased without any increase in the amount of stocks. However, too high ratio

and too low ratio calls for further investigation. A too high ratio may be the

result of a very low inventory levels which may result in frequent stock-outs and

thus the firm may incur high stock-out costs. On the other hand, a too low ratio

may be the result of excessive inventory levels, slow-moving or obsolete

inventory and thus, the firm may incur high carrying costs. Thus, a firm should

have neither a very high nor a very low stock turnover ratio, it should have a
satisfactory level. To judge whether the ratio is satisfactory or not, it should be

compared with its own past ratios or with the ratio of similar firms in the same

industry or with industry average.

(f) Stock Velocity- This velocity indicates the period for which sales can be

generated with the help of an average stock maintained and is usually expressed

in days. This velocity may be calculated as follows:

Average stock

Stock Velocity = __________________________________







Average Daily cost of Goods Sold



12 months /52 weeks /365 days

Or __________________________________



Stock Turnover Ratio

CASH FLOW ANALYSIS

Cash flow analysis is another important technique of financial analysis. It

involves preparation of Cash Flow Statement for identifying sources and

applications of cash; Cash flow statement may be prepared on the basis of actual

or estimated data. In the latter case, it is termed as 'Projected Cash Flow

Statement', which is synonymous with the term 'Cash Budget'. In the following

pages we shall explain in detail in preparation of cash flow statement, utility and

limitations of cash flow analysis etc.

MEANING OF CASH FLOW STATEMENT

A Cash Flow Statement is a statement depicting change in cash position from

one period to another. For example, if the cash balance of a business is shown
by its Balance Sheet on 31st December, 1998 at Rs. 20,000 while the cash

balance as per its Balance Sheet on 31st December, 1999 is Rs. 30,000, there has

been an inflow of cash of Rs. 10,000 in the year 1999 as compared to the year

1998. The cash flow statement explains the reasons for such inflows or outflows

of cash, as the case may be. It also helps management in making plans for the

immediate future. A Projected Cash Flow Statement or a Cash Budget will help

the management in ascertaining how much cash will be available to meet

obligations to trade creditors, to pay bank loans and to pay dividend to the

shareholders. A proper planning of the cash resources will enable the

management to have cash available whenever needed and put it to some

profitable or productive use in case there is surplus cash available.

The term "Cash" here stands for cash and bank balances. In a narrower sense,

funds are also used to denote cash. In such a case, the term "Funds" will exclude

from its purview all other current assets and current liabilities and the terms

"Funds Flow Statement" and "Cash Flow Statement" will have synonymous

meanings. However, for the purpose of this study we are calling this part of

study Cash Flow Analysis and not Funds Flow analysis.

PREPARATION OF CASH FLOW STATEMENT

Cash Flow Statement can be prepared on the same pattern on which a Funds

Flow Statement is prepared. The change in the cash position from one period to

another is computed by taking into account "Sources" and" Applications" of

cash.

Sources of Cash

Sources of cash can be both internal as well as external:

Internal Sources- Cash from operations is the main internal source. The Net

Profit shown by the Profit and Loss Account will have to be adjusted for non-
cash items for finding out cash from operations. Some of these items are as

follows:

i) Depreciation. Depreciation does not result in outflow of cash and, therefore,

net profit will have to be increased by the amount of depreciation or

development rebate charged, in order to find out the real cash generated from

operations.

(ii) Amortization of Intangible Assets. Goodwill, preliminary expenses, etc.,

when written off against profits, reduce the net profits without affecting the cash

balance. The amounts written off should, therefore, be added back to profits to

find out the cash from operations.

iii) Loss on Sale of Fixed Assets. It does not result in outflow of cash and,

therefore, should be added back to profits.

iv) Gains from Sale of Fixed Assets. Since sale of fixed assets is taken as a

separate source of cash, it should be deducted from net profits.

v) Creation of Reserves. If profit for the year has been arrived at after charging

transfers to reserves, such transfers should be added back to profits. In case

operations show a net loss, such net loss after making adjustments for non-cash

items will be shown as an application of cash.

Thus, cash from operations is computed on the pattern of computation of 'Funds'

from operations, as explained in an earlier chapter. However, to find out real

cash from operations, adjustments will have to be made for 'changes' in current

assets and current liabilities arising on account of operations, viz., trade debtors,

trade creditors, bills receivable, bills payable, etc.

For the sake of convenience computation of cash from operations can be studied

by taking two different situations:

(1) When all transactions are cash transactions, and
(2) When all transactions are not cash transactions.

When all Transactions are Cash Transactions:

The computation of cash from operations will be very simple in this case. The

net profit as shown by the Profit and Loss Account will be taken as the amount

of cash from operations as shown in the following example:

Example (xii):

PROFIT AND LOSS ACCOUNT (for the year ended 31st Dec.1998)

Dr.















Cr.



Rs.



Rs.

To Purchases

15,000



50,000

To Wages

10,000

By Sales

To Rent

500



To Stationery

2,500

To Net Profit

22,000



50,000



50,000

In the example given above, if all transactions are cash transactions, i.e., all

purchases' and expenses have been paid for in cash and all sales have been

realized in cash, the cash from operations will be Rs. 22,000. i.e., the net profit

shown in the Profit and Loss Account. Thus, in case of all transactions being

cash transactions, the equation for computing cash from operations can be made

out as follows:





Cash for Operations = Net Profit





When all Transactions are not Cash Transactions:


In the example given above, we have computed cash from operations on the

basis that all transactions are cash transactions. It does not really happen in

actual practice. The business sells goods on credit. It purchases goods on credit.

Certain expenses are always outstanding and some of the incomes are not

immediately realized. Under such circumstances, the net profit made by a firm

cannot generate equivalent amount of cash. The computation of cash from

operations in such a situation can be done conveniently if it is done in two

stages:

(i)

Computation of funds (i.e., working capital) from operations.

(ii)

Adjustments in the funds so calculated for changes in the current

assets (excluding cash) and current liabilities.

We are giving below an illustration for computing 'Funds' from operations.

However, since there are no credit transactions, hence the amount of 'Funds'

from operations is as a matter of cash from operations as shown below:

TRADING AND PROFIT AND LOSS ACCOUNT

for the year ending 31st March, 1998

Dr.



















Cr.



Rs.



Rs.

Rs.

To Purchases

20,000

By Sales



30,000

To Wages

5,000







To Gross Profit c/d

5,000









30,000





30,000

To Salaries

1,000

By

Gross

5,000
Profit/b/d

To Rent

1,000

By Profit on sale



out building

To Depreciation on Plant

1,000

Book

10,000

Value

To Loss on sale of 500

Sold for

15,000 5,000

furniture

To Goodwill written off

1,000







To Net Profit

5,500









10,000





10,000



Calculate the cash from operations.

Solution:

CASH FROM OPERATIONS



Rs.

Rs.

Net Profit as per P & L Account



5,500

Non-cash items (items which do not result in



Add

outflow of cash):

Depreciation

1,000



Loss on sale of furniture

500



Goodwill written off

1,000

2,500
Non-cash items (items which do not result In

8,000

Inflow of cash):

Profit on sale of building



5,000

Less:

(Rs. 15,000 will be taken as a separate source of

cash)

Cash from operations



3,000



Adjustments for Changes in Current Assets and Current Liabilities

In the illustration given above, the cash from operations has been computed on

the same pattern on which funds from operations are computed. As a matter of

fact, the fund from operations is equivalent to cash from operations in. this case.

This is because of the presumption that all are cash transactions and all goods

have been sold. However, there may be credit purchases, credit sales,

outstanding and prepaid expenses, etc. In such a case, adjustments will have to

be made for each of these items in order to find out cash from operations. This

has been explained in the following pages:

(i)

Effect of Credit Sales. In business, there are both cash sales and

credit sales. In case, the total sales are Rs. 30,000 out of which the

credit sales are Rs. 10,000, it means sales have contributed only to

the extent of Rs. 20,000 in providing cash from operations. Thus,

while computing cash from operations, it will be necessary that

suitable adjustments for outstanding debtors are also made.

(ii)

Effect of Credit Purchases. Whatever has been stated regarding

credit sales is also applicable to credit purchases. The only difference

will be that decrease in creditors from one period to another will
result in decrease of cash from operations because it means more

cash payments have been made to the creditors which will result in

outflow of cash. On the other hand, increase in creditors from one

period to another will result in increase of cash from operations

because less payment has been made to the creditors for goods

supplied which will result in increase of cash balance at the disposal

of the business.

(iii)

Effect of Opening and Closing Stocks. The amount of opening

stock is charged to the debit side of the Profit & Loss Account. It

thus reduces the net profit without reducing the cash from operations.

Similarly, the amount of closing stock is put on the credit side of the

Profit and Loss Account. It thus increases the amount of net profit

without increasing the cash from operations.

(iv)

Effect of Outstanding Expenses, Incomes received in Advance,

etc. The effect of these items on cash from operations is similar to the

effect of creditors. This means any increase in these items will result

in increase in cash from operations while any decrease means

decrease in cash from operations. This is because net profit from

operations is computed after charging to it all expenses whether paid

or outstanding. In case certain expenses have not been paid, this will

result in decrease of net profit without a corresponding decrease in

cash from operations. Similarly, income received in advance is not

taken into account while calculating profit from operations, since it

relates to the next year. It, therefore, means cash from operations will

be higher than the actual net profit as shown by the Profit and Loss

Account. Consider the following example:


Example (xiii):

Net Profit for the year 1998



10,000

Expenses outstanding as on 1.1.1998



2,000

Expenses outstanding as on 31.12.1998



3,000

Interest received in advance 1.1.1998



1,000

Interest received in advance 31.12.1998



2,000

The Cash from Operations will be computed as follows:

Net Profit for the year



10,000

Add: Expenses outstanding on 31.12.1998



3,000



Income received in advance on 31.12.1998



2,000







15,000

Less: Expenses outstanding on 1.1.1998

2,000





Interest received in advance on 1.1.1998

1,000

3,000

Cash from Operations



12,000



Alternatively, Cash from Operations can be computed as follows:

Net profit for the year



10,000

Add: Increase in Outstanding Expenses



1,000

Add: Increase in Interest received in Advance



1,000



Cash from Operations



12,000

Thus, the effect of income received in advance and outstanding expenses on

cash from operations can be shown as follows:


+ Increase in outstanding expenses
+ Increase in income received in advance

Cash from Operations = Net Profit - Decrease in outstanding expenses

- Decrease in income received in advance





(v) Effect of Prepaid Expenses and Outstanding Incomes. The effect' of

prepaid expenses and outstanding income on cash from operations is similar to

the effect of debtors. While computing net profit from operations, the expenses

only for the accounting year are charged to the Profit and Loss Account.

Expenses paid in advance are not charged to the Profit and Loss Account. Thus,

pre-payment of expenses does not decrease net profit for the year but it

decreases cash from operations. Similarly, income earned during a year is

credited to the Profit arid Loss Account whether it has been received or not.

Thus, income, which has not been received, but which has become due,

increases the net profit for the year without increasing cash from operations.

This will be clear with the help of the following example:

Example (xiv):

Rs.



Gross Profit

30,000



Expenses paid

10,000



Interest received

2,000

The expenses paid include Rs. 1,000 paid for the next year. While interest of Rs.

500 has become due during the year, but it has not been received so far. The net

profit for the year will be computed as follows:




PROFIT AND LOSS ACCOUNT



Rs.

Rs.



Rs.

Rs.

To Expenses paid

10,00



By Gross Profit



30,000

0

Less:

Prepaid 1,000 9,000







expenses

To Net Profit



23,500

By Interest received 2,000







Add:

Interest 500

2,500

accrued





32,500





32,500

Now, the cash from operations will be computed as follows:

Rs.



Net Profit for the year

23,500

Less: Prepaid Expenses

1,000



Outstanding Interest

500

1,500



Cash from operations



22,000

External Sources

The external sources of cash are:

(i)

Issue of New Shares. In case shares have been issued for cash, the net

cash received (i.e., after deducting expenses on issue of shares or

discount on issue of shares) will be taken as a source of cash.

(ii)

Raising Long-term Loans. Long-term loans such as issue of debentures,

loans from Industrial Finance Corporation, State Financial Corporations,
I.D.B.I., etc., are sources of cash. They should be shown separately.

(iii)Purchase of Plant and Machinery on Deferred Payments. In case plant

and machinery has been purchased on a deferred payment system, it

should be shown as a separate source of cash to the extent of deferred

credit. However, the cost of machinery purchased will be shown as

an application of cash.

(iv) Short-term Borrowings-Cash Credit from Banks. Short-term borrowings,

etc., from banks increase cash available and they have to be shown

separately under this head.

(v) Sale of Fixed Assets, Investment, etc. It results in generation of cash and

therefore, is a source of cash.

Decrease in various current assets and increase in various current liabilities

may be taken as external sources of cash, if they are not adjusted while

computing cash from operations.

Applications of Cash

Applications of cash may take any of the following forms:

(i)

Purchase of Fixed Assets. Cash may be utilized for additional fixed

assets or renewals or replacement of existing fixed assets.

(ii)

Payment of Long-term Loans. The payment of long-term loans such

as loans from financial institutions or debentures results in decrease

in cash. It is, therefore, an application of cash.

(iii)

Decrease in Deferred Payment Liabilities. Payments for plant and

machinery purchased on deferred payment basis have to be made as

per the agreement. It is, therefore, an application of cash.

(iv)

Loss on Account of Operations. Loss suffered on account of business
operations will result in outflow of cash.

(v)

Payment of Tax. Payment of tax will result in decrease of cash and

hence it is an application of cash.

(vi)

Payment of Dividend. This decreases the cash available for business

and hence it is an application of cash.

(vii) Decrease in Unsecured Loans, Deposits, etc. The decrease in these

liabilities denotes that they have been paid off to that extent. It

results, therefore outflow of cash.





Increase in various current assets or decrease in various current liabilities may

be shown as applications of cash, if changes in these items have not been

adjusted while finding out cash from operations.

Format of a Cash Flow Statement

A cash flow statement can be prepared in the following form.

CASH FLOW STATEMENT for the year ending on.................

Balance as on 1.1.19..







Cash Balance

..........





Balance

...........



Add: Sources of Cash:

___





Issue of Shares







Raising of Long-term Loans



.........



Sale of Fixed Assets



.........


Short-term Borrowings



..........



Cash from operations:



..........



Profit as per Profit and Loss Account

..........



Add/Less: Adjustment for Non-cash Items

.............



Add: Increase in Current Liabilities

...............



Decrease in Current Assets

............



Less: Increase in Current Assets

--

............



Decrease in Current Liabilities

............

--





Total Cash available (1)

--

............

Less: Applications of Cash:



--



Redemption of Redeemable Preference Shares

........



Redemption of Long-term Loans

..........

Purchase of Fixed Assets

........

Decrease in Deferred Payment Liabilities

............

Cash Outflow on account of Operations

.............

Tax paid

............

Dividend paid

...........

Decrease in Unsecured loans, Deposits, etc.,

............

Total Applications (2)

............

Closing Balances*

.............

Cash balance
Bank balance

* These totals should tally with the balance as shown by (1) - (2).



DIFFERENCE BETWEEN CASH FLOW ANALYSIS AND FUNDS

FLOW ANALYSIS

Following are the points of difference between a Cash Flow Analysis and a

Funds Flow Analysis:

(1) A Cash Flow Statement is concerned only with the change in cash position

while a Funds Flow Analysis is concerned with change in working capital position

between two balance sheet dates. Cash is only one of the constituents of working

capital besides several other constituents such, as inventories, accounts receivable,

prepaid expenses.

(2)

A Cash Flow Statement is merely a record of cash receipts, and

'disbursements. Of course, it is valuable in its own way but it fails to

bring to light many important changes involving the disposition of

resources. While studying the short-term solvency of a business one is

interested not only in cash balance but also in the assets which are easily

convertible into cash.

(3)

Cash flow analysis is more useful to the management as a tool of

financial analysis in short period as compared to funds flow analysis. It

has rightly been said that shorter the period covered by the analysis,

greater is the importance of cash flow analysis. For example, if it is to be

found out whether the business can meet its obligations maturing after 10

years from now, a good estimate can be made about firm's capacity to

meet its long-term obligations if changes in working capital position on

account of operations are observed. However, if the firm's capacity to
meet a liability maturing after one month is to be seen, the realistic

approach would be to consider the projected change in the cash position

rather than an expected change in the working capital position.

(4)

Cash is part of working capital and, therefore, an improvement in cash

position results in improvement in the funds position but the reverse is

not true. In other words, "inflow of cash" results in "inflow of funds" but

"inflow of funds" may not necessarily result in "inflow of cash". Thus

sound funds position does not necessarily mean a sound cash position

but a sound cash position generally means a sound funds position.

(5)

Another distinction between a cash flow analysis and a funds flow

analysis can be made on the basis of the techniques of their preparation.

An increase in a current liability or decrease in a current asset results in

decrease in working capital and vice versa. While an increase in a

current liability or decrease in current asset (other than cash) will result

in increase in cash and vice versa,



Some people, as stated earlier, use term 'Funds' in a very narrow sense of cash

only. In such an event the two terms 'Funds' and 'Cash' will have synonymous in

meanings.

UTILITY OF CASH FLOW ANALYSIS

A Cash Flow Statement is useful for short-term planning. A business enterprise

needs sufficient cash to meet its various obligations in the near future such as

payment for purchase of fixed assets, payment of debts maturing in the near

future, expenses of the business, etc. A historical analysis of the different

sources and applications of cash will enable the management to make reliable

cash flow projections for the immediate future. It may then plan out for
investment of surplus or meeting the deficit, if any. Thus, a cash flow analysis is

an important financial tool for the management. Its chief advantages are as

follows:

1. Helps in Efficient Cash Management

Cash flow analysis helps in evaluating financial policies and cash position. Cash

is the basis for all operations and hence a projected cash flow statement will

enable ill management to plan and co-ordinate the financial operations properly.

The management can know how much cash is needed, from which source it will

be derived, how much can be generated internally and how much could be

obtained from outside.

2. Helps in Internal Financial Management

Cash flow analysis provides information about funds which will be available

from operations. This will help the management in determining policies

regarding internal financial management, e.g., possibility of repayment of long-

term debt, dividend policies, planning replacement of plant and machinery, etc.

3. Discloses the Movements of Cash

Cash flow statement discloses the complete story of cash movement. The

increase in or decrease of, cash and the reason therefore can be known. It

discloses the reasons for low cash balance in spite of heavy operating profits or

for heavy cash balance in spite of low profits. However, comparison of original

forecast with the actual results highlights the trends of movement of cash which

may otherwise go undetected.

4. Discloses Success or Failure of Cash Planning

The extent of success or failure of cash planning can be known by comparing

the projected cash flow statement with the actual cash flow statement and

necessary remedial measures can be taken.
LIMITATIONS OF CASH FLOW ANALYSIS

Cash flow analysis is a useful tool of financial analysis. However, it has its own

limitations. These limitations are as under:

(1) Cash flow statement cannot be equated with the Income Statement. An Income

Statement takes into account both cash as well as non-cash items and, therefore, net

cash flow does not necessarily mean net income of the business.



(2) The cash balance as disclosed by the cash flow statement may not represent the

real liquid position of the business since it can be easily influenced by postponing

purchases and other payments.



(3)

Cash flow statement cannot replace the Income Statement or the Funds

Flow Statement. Each of them has a separate function to perform.



In spite of these limitations, it can be said that cash flow statement is a useful

supplementary instrument. It discloses the volume as well as the speed at which

the cash flows in the different segments of the business. This helps the

management in knowing the amount of capital tied up in a particular segment of

the business. The technique of cash flow analysis, when used in conjunction

with ratio analysis, serves as a barometer in measuring the profitability and

financial position of the business.

The concept and technique of preparing a Cash Flow Statement will be clear

with the help of the following illustration.

Cash from Operations

From the following balances, you are required to calculate cash from operations:
December 31



1997

1998

Rs.

Rs.

Debtors

50,000

47,000

Bills Receivable

10,000

12,500

Creditors

20,000

25,000

Bills Payable

8,000

6,000

Outstanding Expenses

1,000

1,200

Prepaid Expenses

800

700

Accrued Income

600

750

Income received in Advance

300

250

Profit made during the year

-

1,30,000







Solutions:







CASH FROM OPERATIONS





December 31st

1997

1998

Rs.

Rs.

Profit made during the year



1,30,000
Add:





Decrease in Debtors

3,000



Increase in Creditors

5,000



Increase in Outstanding Expenses

200



Decreases in prepaid expenses

100

8,300





1,38,300

Less:

Increase in Bills Receivable

2,500



Decrease in Bills payable

2,000



Increases in Accrued Income

150



Decrease in Income received in advance

50

4,700

Cash from Operations



1,33,600



SECTION ? B

Contemporary Issues in Management Accounting: Value Chain Analysis;

Activity-Based Costing; Quality costing; Target and Life-Cycle Costing.

In this section, we will introduce you to Value chain analysis; Activity based

costing; Quality costing; the concept, phases and benefits of Target costing;

Life-cycle costing (Production and Project). After you workout this section, you

should be able to:

develop the power of understanding the important issues in the

area of Management Accounting.
decide the use of costing in Management Accounting.

VALUE CHAIN ANALYSIS

Value chain is the linked set of value-creating activities from the basic raw

material sources for suppliers to the ultimate end-use product delivered into the

final customers' hands. No individual firm is likely to span the entire value

chain. Each firm must be understood in the context of the overall value chain of

value-creating activities. Note that the value chain requires an external focus,

unlike conventional management accounting in which the focus is internal to the

firm. According to Michael Porter, a business unit can develop a sustainable

competitive advantage based on cost or on differentiation or on both, as shown

in the following diagram.

Developing Competitive Advantage:



Differentiation



Differentiation

with Cost

Advantage

Superior

Advantage





Relative

Stuck-in-the

Low Cost

Differentiation

Middle

Advantage

Position



Inferior

Relative Cost Position
The primary focus of the low-cost strategy is to achieve low cost relative to

competitors. Cost leadership can be achieved through, for example, economies

of scale of production, learning curve effects, tight cost control, cost

minimization in R&D, service sales force, or administration. Examples of

companies following the low-cost strategy are Nirma in detergents, Shiva in

computers, and Times in wrist watches.

The differentiation strategy consists in differentiating the product by creating

something perceived as unique. Product differentiation can be achieved through

brand loyalty, superior customer service, dealer network, and product design and

features. Examples of companies following the differentiation route are

Hindustan Lever in detergents, WIPRO in computers and Titan in wrist watches.

Whether or not a firm can develop and sustain differentiation or cost advantage

or differentiation with cost advantage depends on how well the firm manages its

value chain relative to the value chain of its competitors. Value chain analysis is

essential to determine exactly where in the chain customer value can be

enhanced or costs lowered.

Note that no single firm spans the entire value chain in which it operates.

Typically, a firm is only apart of the larger set of activities in the value delivery

system. The value chain concept highlights four profit improvement areas:

l.

Linkages with suppliers

2.

Linkages with customers

3.

Process linkages within the value chain of a business unit

4.

Linkages across business unit value chain within.



ACTIVITY-BASED COSTING
Applying overhead costs to each product or service based on the extent to which

that product or service causes overhead cost to be incurred is the primary

objective of accounting for overhead costs. In many production processes, when

overhead is applied to products using a single pre-determined overhead rate

based on a single activity measure. With Activity-Based Costing (ABC),

multiple activities are identified in the production process that is associated with

costs. The events within these activities that cause work (costs) are called cost

drivers. Examples of overhead cost drivers are machine setups, material-

handling operations, and the number of steps in a manufacturing process.

Examples of costs drivers in non-manufacturing organizations are hospital beds

occupied, the number of take-offs and lending for an airline, and the number of

rooms occupied in a hotel. The cost drivers are used to apply overhead to

products and services when using ABC.

The following five steps are used to apply costs to products under an ABC

system:

1.

Choose appropriate activities

2.

Trace costs to activities

3.

Determine cost drivers for each activity

4.

Estimate the application rate for each cost driver

5.

Apply costs to products.



These steps are discussed in more detail above.

Choose Appropriate Activities

Involve producing a product or providing a service. The various activities within

an organization. The first step of ABC is to choose the activities that will be the
intermediate cost objectives of overhead costs. These activities do not

necessarily coincide with existing departments but rather represent a group of

transactions that support the production process. Typical activities used in ABC

are designing, ordering, scheduling, moving materials, controlling inventory,

and controlling quality.

Each of these activities is composed 'of transactions that result in costs. More

than one cost pool can be established for each activity. A cost pool is an account

to record the costs of an activity with a specific cost driver.

Trace Costs to Activities

Once the activities have been chosen, costs must be traced to the cost pools for

different activities. To facilitate this tracing, cost drivers are chosen to act as

vehicles for distributing costs. These cost drivers are often called resource

drivers. A pre-determined rate is estimated for each resource driver.

Consumption of the resource driver in combination with the pre-determined rate

determines the distribution of the resource costs to the activities.

Determine Cost Drivers for Activities

Cost drivers for activities are sometimes called activity drivers. Activity drivers

represent the event that causes costs within an activity. For example, activity

drivers for the purchasing activity include negotiations with vendors, ordering

materials, scheduling' their arrival, and perhaps inspection. Each of these

activity drivers represents costly procedures that are performed in the purchasing

activity. An activity driver is chosen for each cost pool. If two cost pools use the

same cost driver, then the cost pools could be combined for product-costing

purposes.

Cooper has developed several criteria for choosing activity drivers. First, the

data on the cost driver must be easy to obtain. Second, the consumption of the
activity implied by the activity driver should be highly correlated with the actual

consumption of the activity. The third criterion to consider is the behavioral

effects induced by the choice of the activity driver. Activity drivers determine

the application of costs, which in turn can affect individual performance

measures.

The judicious use of more activity drivers increases the accuracy of product

costs. Ostrenga concludes that there is a preferred sequence for accurate product

costs. Direct costs are the most accurate in applying costs to products. The

application of overhead costs through cost drivers is the next most accurate

process. Any remaining overhead costs must be allocated in a somewhat

arbitrary manner, which is less accurate.

Estimate Application Rates for each Activity Driver

An application rate must be estimated for each activity driver. A pre-determined

rate is estimated by dividing the cost pool by the estimated level of activity of

the activity driver. Alternatively, an actual rate is determined by dividing the

actual costs of the cost pool by the actual level of activity of the activity driver.

Standard costs, could also be used to calculate a pre-determined rate.

Applying Costs to Products

The application of costs to products is calculated by multiplying the application

rate times the usage of the activity driver in manufacturing a product or

providing a service.

Examples of Activity-Based Costing

Modison Motors Inc. produces electric motors. The company makes a standard

electric-starter motor for a major auto manufacturer and also produces electric

motors that are specially ordered. The company has four essential activities:

design, ordering, machinery, and marketing. Modison Motors incurs the
following costs during the month of, January:

Standard Motors

Special Order Motors

Direct Labor

Rs. 10,00,000



Rs. 2,00,000

Direct materials

Rs. 30,00,000



Rs. 10,00,000

Overhead:







Indirect labour



Rs. 35,00,00

Depreciation of building



Rs. 2,00,000

Depreciation of equipment

Rs.



10,00,000

Maintenance



Rs. 3,00,000

Utilities



Rs.



10,00,000





Rs.



60,00,000

Traditional cost accounting would apply the overhead costs based on a single

measure of activity. If direct labor dollars were used, then the overhead rate

would be Rs.60, 00,000 / (Rs.10, 00,000 + Rs.2, 00,000), or Rs.5, per direct-

labor dollar. Hence: Overhead to standard motors

= (Rs.5/Direct-labor dollar)(Rs. 10,00,000 of direct labor)

= Rs. 50,00,000

Overhead to special-order motors

= (Rs.5/Direct-labor dollar)(Rs.2,00,000 of direct labor) = Rs. 10,00,000
With ABC, activities are chosen and the overhead costs are distributed to cost

pools within these activities through resource drivers. The costs of activities are

then applied to products through activity drivers. Suppose that Modison Motors

uses the following activities: designing, ordering, machining, and marketing.

Each activity has one cost pool. The overhead costs are distributed to the cost

pools of the activities using the following resource drivers:

Overhead Account

Resource Driver

Indirect labor

Labor dollars

Depreciation of building

Square feet of building

Depreciation of equipment

Machine time

Maintenance

Square feet of building

Utilities

Amps used

The usages of the resource drivers by activity are:

Designin Orderin



Machining Marketing Totals

g

g

10,00,00

Labor Dollars

20,000

1,00,000

1,30,000

3,50,000

0

Sq.ft

of 50,000 30,000 1,00,000 20,000

2,00,000

building

Machine time

0

0

10,00,000

0

10,00,000

Amps

2,00,000 1,00,000 16,00,000

1,00,000

20,00,000

The resource driver application rates are calculated by dividing overhead costs

by total resource driver usage:
Overhead Resource

Cost of

Total Driver Application

Account

Driver

Overhead Usage

Rate

Indirect labor Labor dollars Rs.35,00,000 Rs.3,50,000

Rs,10/ Labor dollar

Depreciation Square feet of

2,00,000

2,00,000

Rs.1/sq.ft.

of building building

Sqft

Depreciation

50.000

Machine time 10,00,000

Rs.20/hr.

of machinery

hrs.

Sq.

ft.

of

2,00,000

Maintenance

3,00,000

Rs.1.50/sq.ft.

building

sqft.

20,00,000

Utilities

Amps used

10.00.000

0.50/amp

amps

By multiplying the application rate times the resource usage of each activity,

overhead costs can be allocated to the different activities. For example, the cost

of the indirect labor allocated to the designing activity is Rs. 10/labor dollar

times Rs. 10,000 in labor, or Rs. 100,000.



Designing Ordering Machining

Marketing Totals



Rs.

Rs.

Rs.

Rs.

Rs.

Indirect labor 10,00,000 2,00,000

10,00,000

13,00,000

35,00,000

Depreciation 50,000 30,000 1,00.000

20,000

2,00,000

of building

Depreciation



10,00,000



10,00,000

of equipment

Maintenance 75,000

45,000

1,50,000

30.000

3,00,000
Utilities

1,00,000

50,000

8,00,000

50,000

10,00,000

Totals

12,25.000 3,25,000

30,50,000

14,00,000

60,00,000



Once the overhead costs have been distributed to the activity cost pools, activity

drivers must be chosen to apply the costs to the .products. Suppose the following

activity drivers are chosen:

Activity

Activity Driver

Designing

Design changes

Ordering

Number of orders

Matching

Machine time

Marketing

Number of contract with customer

Modison Motors uses actual costs and activity levels to determine the

application rates shown below:

Costs 0f

Total Driver

Activity Driver

Application Rate

Activity

Usage

Design changes

RS.12,25,000 12,250 changes

Rs. 1 00 /change

Number 0f orders 3.25,000

6,500 orders

RS.50 /order

Machine time

30,50.000

152.5 hours

RS.2000 / hour

Number of contracts 14.00,000

7,000 contracts

Rs.200 /contract

The application rates are then multiplied by the cost driver usage for each

product to determine the costs applied to each product.

Product

Activity

Application Rate Driver Usage

Cost
Standard

Designing

Rs. 100/change

225 changes

Rs.22,500



Ordering

Rs.50/order

150 orders

7,500



Machining Rs.2000/hour

100 hours

200,000



Marketing Rs.200/contract

200 contracts

40,000

Total overhead costs applied to the standard electric motors

Rs.270,000

Special-

Designing

1000 changes

Rs.100,000

Rs.100/change

ordered









Ordering Rs.50/order

500 orders

25,000



Machining RS.2000 / hour

52.5 hours

105,000



Marketing Rs.200 /contract

500 contract

100,000

Total overhead costs applied to the special-order motors

Rs.330,000

The ABC method applied a much higher amount of the overhead cost to the

special-order electric motors than when all overhead was applied by direct-labor

dollar (Rs.330, 000 versus Rs.100, 000). The reason for the greater overhead

application to the special-order electric motors is the greater usage of the

activities that enhance the manufacturing of the electric motors during their

production. Use of direct-labor dollars to allocate overhead does not recognize

the extra overhead requirements of the special-order electric motors.

Misapplication of overhead could lead to inappropriate product line decisions.

The greater the diversity of requirements of products on overhead-related

services and other overhead costs, the greater the need for an ABC system.

Other Benefits of Activity-Based Costing

ABC is valuable for planning, because the establishment of an ABC system
requires a careful study of the total manufacturing or service process of an

organization. ABC highlights the causes of costs. An analysis of these causes

can identify activities that do not add to the value of the product. These activities

include moving materials and accounting for transactions. Although these

activities cannot be completely eliminated, they may be reduced. Recognition of

how various activities affect costs can lead to modifications in the planning of

factory layouts and increased efforts in the design process stage to reduce future

manufacturing costs.

An analysis of activities can also lead to better performance measurement.

Workers on the line often understand activities better than costs and can be

evaluated accordingly. At higher management levels, the activities can be

aggregated to coincide with responsibility centers. Managers would be

responsible for the costs of the activities associated with their responsibility

centers.

Weaknesses of Activity-Based Costing

First, ABC is based on historical costs. For planning decisions, future costs are

generally the relevant costs. Second, ABC does not partition variable and fixed

costs. For many short run decisions, it is important to identify variable costs.

Third, ABC is only as accurate as the quality of the cost drivers. The distribution

and application of costs becomes an arbitrary allocation process when the cost

drivers are not associated with the factors that are causing costs. And finally,

ABC tends to be more costly than the more traditional methods of applying

costs to products.

QUALITY COSTING

The benefits from increased product quality come in lower costs for reworking

discovered defective units and from more satisfied customers who find fewer

defective units. The cost of lowering the tolerance for defective units results
from the increased costs of using a better production technology. These costs

could be due to using more highly skilled and experienced workers, from using a

better grade of materials, or from acquiring updated production equipment.

A quality-costing system monitors and accumulates the costs incurred by a firm

in maintaining or improving product quality.

Measuring Quality Costs

The quality costs discussed here deal with costs associated with quality of

conformance as opposed to costs associated with quality of design. Quality of

design refers to variations in products that have the same functional use.

Quality of Conformance refers to the degree with which the final product meets

its specifications. In other words, quality of conformance refers to the product's

fitness for use. If products are sold and they do not meet the consumers'

expectations, the company will incur costs because the consumer is unhappy

with the product's performance. These costs are one kind of quality costs that

will be reduced if higher-quality products are produced. Thus higher quality may

mean lower total costs when quality of conformance is considered.

The costs associated with quality of conformance generally can be classified

into four types: prevention costs, appraisal costs, internal failure costs, and

external failure costs. The prevention and appraisal costs occur because a lack of

quality of conformance can exist. The internal and external failure costs occur

because a lack of quality of conformance does exist.

Prevention Costs are the costs incurred to reduce the number of defective units

produced or the incidence of poor-quality service. Prevention costs begin with

the designing and engineering of the product or service. Designers and engineers

should work together to develop a product that is easy to assemble with a

minimal number of mistakes.
Appraisal Costs are the costs incurred to ensure that materials, products, and

services meet quality standards. Appraisal costs begin with the inspection of raw

materials and part from vendors. Further inspection costs are incurred

throughout the production process. Quality audits and reliability tests are

performed on products and services to determine if they meet quality standards.

Appraisal costs also occur through field inspections at the customer site before

the final release of the product.

Internal Failure Costs are the costs associated with materials and products that

fail to meet quality standards and result in manufacturing losses. These defects

are identified before they are shipped to customers. Scrap and the costs of

spoiled units that cannot be salvaged are internal failure costs. The cost of

analyzing, investigating and reworking defects is also internal failure costs.

Defects create additional costs because they lead to down time in the production

process.

External Failure Costs are the costs incurred when inferior-quality products or

services are sold to customers. These costs begin with customer complaints and

usually lead to warranty repairs, replacement, or product recall.

The problem management faces is choosing the desired level of product quality.

If all the costs can be measured accurately, then the desired level of product

quality occurs when the sum of prevention, appraisal, and failure costs is

minimized. Quality costs are minimized at a specific percentage of planned

defects.

The magnitude of quality costs has prompted many companies to install quality-

costing systems to monitor and help reduce the costs of achieving high-quality

production. Several examples follow.

Quality at Bavarian Motor Works (BMW)
Quality Costs in Banking

Reducing Quality Costs at TRW

Cost of a faulty electrical component at Hewlett-Packard

Although the concepts of quality costing are easy to understand, the cost

measurement of many quality efforts is difficult. Many of the costs are not

isolated in a traditional cost accounting system, and some costs are opportunity

costs that are not part of a historical cost accounting system.

Quality cost reports provide management with only a partial picture of the costs

of quality. Management would also like to know the potential trade-off among

the different types of quality costs relating to new technologies. Cost trade-offs

are not part of a historical cost accounting system, and estimates of these cost

trade-offs must be made.

Typical Quality Cost Report

Current months cost Percentage of Total

Prevention costs:





Quality training

Rs.2,000

1.3%

Reliability engineering

10.000

6.5

Pilot studies

5,000

3.3

Systems development

8,000

5.2

Total prevention

RS.25,000

16.3%

Appraisal costs:





Materials inspection

Rs. 6,000

.3.9%

Supplies inspection

3,000

2.0
Reliability testing

5,000

3.3

Laboratory

25,000

16.3

Total appraisal

Rs. 39,000

25.5%

Internal failure costs:





Scrap

Rs.15,000

9.8%

Repair

18,000

11.8

Rework

12,000

7.8

Down time

6.000

3.9

Total internal failure

Rs. 51.000

33.3%

External failure costs:





Warranty costs

Rs. 14.000

9.2%

Out-of-warranty

repairs 6.000

3.9

and replacement

Customer complaints

3.000

2.0

Product liability

10.000

6.5

Transportation losses

5,000

3.3

Total external failure

Rs. 38.000

24.9%

Total quality costs

Rs.153,000

100.0%

Total Quality Control

Total quality control (TQC) is a management process based on the belief that

quality costs are minimized with zero defects. The phrase quality is free is

commonly advocated by proponents of TQC, who argue that the reduction of
failure costs due to improved quality outweigh additional prevention and

appraisal costs.

It is not surprising, then, that U.S. Auto Manufacturers have recently become

leaders in advocating TQC.

TQC begins with the design and engineering of the product. Designing a product

to be resistant to workmanship defects may not be incrementally more costly

than the present design process, but the reduction in other quality costs can be

substantial.

TQC is often associated with just-in-time (JIT) manufacturing. Under JIT each

worker is trained to be a quality inspector. Therefore teams specializing in

quality inspection become unnecessary. With suppliers delivering high-quality

parts and materials, a company can substantially reduce if not eliminate

appraisal costs.

Total quality control is sometimes referred to as total quality management

(TQM) because a completely new orientation must be taken by management to

make TQC successful. New performance measures that reinforce quality

improvements must be initiated. Standard cost variance such as the materials

price variance and labor efficiency variance tend to emphasize price and

quantity rather than quality and should not be used to reward employees. The

productivity measures described in the next section are more useful in

motivating workers to achieve both quality and productivity.

TARGET COSTING

Introduction

Target costing has recently received considerable attention. Computer Aided

Manufacturing-International defines target cost as "a market-based cost that is

calculated using a sales price necessary to capture a predetermined market
share." In competitive industries a unit sales price would be established

independent of the initial product cost. If the target cost is below the initial

forecast of product cost, the company drives the unit cost down over a designed

period to compete.

Target cost = Sales price (for the target market share) - Desired profit

Japanese cost management is known to be guided by the concept of target cost.

Management decides, before the product is designed, what a product should

cost, based on marketing (rather than manufacturing) factors. The following

write-up on target costing for the Sony Walkman describes the target costing

approach.

The Walkman: Setting the price before the Cost

Sony's Walkman was a classic example of how a company uses the "PROFITS =

SALES - COSTS" equation to full advantage: First set the price at which the

customer will buy, then bring down your costs so you can make profits. "I

dictated the selling price (of the Walkman) to suit a young person's pocketbook,

even before we made the first machine," wrote Sony Corp. Chairman Akio

Morita in his book Made In Japan. "I said I wanted the first models ... to retail

for no more than Yen 30,000. The accountants protested but I persisted. I told

them I was confident we would be making our new product in very large

numbers and our cost would come down as volume climbed."

The target costing philosophy leads to a market-driven approach to accounting.

Target costs are conceptually different from standard costs. Standard costs are

predetermined costs built up from an internal analysis by industrial engineers.

Target costs are based on external analysis of markets and competitors. Several

Japanese firms are known to compute two separate variances, one comparing

actual costs with target costs and other comparing actual costs with standard

costs.
While introducing a new product, a company might test the market to determine

the price it can charge in order to be competitive with products already on the

market of similar function and quality. A target cost is the maximum

manufactured cost for a product. It is arrived at by subtracting its expected

market price from the required margin on sales.

Target costing is a market-driven design methodology. It estimates the cost for a

product and then designs the product to meet that cost. It is used to encourage

the various departments involved in design and production to find less expensive

ways of achieving similar or better product features and quality.

It is a cost management tool which reduces a product's costs over its entire life

cycle. Target costing includes actions management must take to: establish

reasonable target costs, develop methods for achieving those targets, and

develop means by which to test the cost effectiveness of different cost-cutting

scenarios.

There are several phases to the methodology.

Conception (Planning) Phase

Based upon its strategic business plans, a company must first establish what type

of product it wishes to manufacture.

Traditionally (before target costing), once the type of product was determined,

its development was assigned to the product design department. Then the

produced product was sent to the costing department, which assessed the cost of

the design and frequently found it more expensive to produce than the market

would tolerate.

The design was then returned to the design department with instructions to

reduce its costs, usually by promising its quality. The product design was sent

back and forth between the two departments until consensus was reached. The
product was then sent to the manufacturing department, which often concluded

that it was impossible to manufacture it in its proposed e. It was then sent back

to the design department, so on. Much time, money and effort were spent [ore

the product reached the production stage. As a result, profit suffered.

Under target costing, a product's design begins at the opposite end. It first

establishes a price at which the product can be competitive and then assigns a

team to develop cost scenarios and search for ways to design d manufacture the

product to meet those cost constraints. Several steps must be taken in order to

establish a reasonable target cost.

i)

Market research should be done to determine several factors. First,

the products of competitors' should be analyzed with regard to price,

quality, service and support, delivery, and technology. After a

preliminary test of competitor's product, it is necessary to establish

the features consumers value in this type of product, and the

important features that are lacking.

ii)

After preliminary testing, a company should be able to pinpoint a

market niche it believes is undersupplied, and in which it believes it

might have some competitive advantage. Only then can a company

set a target cost close to competitors' products of similar functions

and value. The target cost is bound to change in the development and

design stages. However, the new target costs should only be allowed

to decrease, unless the company can provide added features that add

value to the product.

Development Phase

The company must find ways to attain the target cost. is involves a number of

steps.
1.

First, an in-depth study of the most competitive product on the market

must be conducted. This study will show what materials were used and

what features are provided, and it will give an indication of the

manufacturing process needed to complete the product.

Once a better understanding of the design has been achieved, the

organization can target the costs against this "best" design. But its

competition will probably be engaged in similar analysis and will further

improve its product toward this "best" design. It is necessary when

performing comparative cost analysis, and trying to establish the

competitor's cost structure, that adequate attention be paid to the

competitive advantages of the competitor, such as technology, location,

and vertical integration.

2.

After trying to identify the cost structure of the competitor, the company

should develop estimates for the internal cost structure of its own

products. This is most effectively done by analyzing internal costs' of

similar products already being produced by the company and should take

into account the different needs of the new product in assessing these

costs.

3.

After preliminary analysis of the cost structures of both the competition

and itself, the company should further define these cost structures in

terms of cost drivers. Focusing on cost drivers can help reduce waste,

improve quality, minimize non-value-added activities, and identify

ineffective product design. The use of multiple drivers leads both to a

better understanding of the inputs and resources required to produce

products, and a better cost analysis through more detailed cost

information.

When enough cost information is available, the product development team is
able to generate cost estimates under different scenarios. After this, the

designers, manufacturers, marketers, and engineers on the team should conduct

a session of brainstorming to generate ideas on how to substantially reduce costs

(by smoothing the process, using different materials, and so on) or add a number

of different features to the product without increasing target costs. In these

brainstorming sessions, no idea is rejected, and the best ideas are integrated into

the development of the product.

Production Phase

In these stages, target costing becomes a tool for reducing costs of existing

products. It is highly unlikely that the design, manufacturing, and engineering

groups will develop the optimal, cost-efficient process at the beginning of

production. The search for better, less expensive products should continue in the

framework of continuous improvement.

1.

The ABC technique can be useful as a tool for target costing of existing

products. ABC assists in identifying non value-added activities and can

be used to develop scenarios on how to minimize them. Target costing at

the activity level makes opportunities for cost reduction highly visible.

2. Target costing is also strongly linked to consumer requirement, and tries to

identify the features such as performance specifications, services, warranties, and

delivery consumers want products to provide. These consumers may also be

questioned about which features they prefer in products, and how much they are

worth to them. The surveys on preferable features and value of these features help

management do cost-benefit analysis on different features of a product, and then try

to reduce costs on features that are not ranked highly.

3.

Target costing also provides incentives to move toward less expensive

means of production, as well as production techniques that provide a

more even flow of goods. JIT provides an environment where there is
better monitoring of costs and product quality as well as access to ideas

for continues improvement and better production strategies.

BENEFITS OF TARGET COSTING

1.

The process of target costing provides detailed information on the costs

involved in producing a new product, as well as a better way of testing

different cost scenarios through the use of ABC.

2.

Target costing reduces the development cycle of a product. Costs can be

targeted at the same time the product is being designed, bringing in the

resources of the manufacturing and finance departments to ensure that all

avenues of cost reduction are being explored and that the product is

designed for manufacturability at an early stage of development.

3.

The internal costing model, using ABC, can provide an excellent

understanding of the dynamics of production costs and can detail ways to

eliminate waste, reduce non-value-added activities, improve quality,

simplify the process, and attack the root causes of costs (cost drivers). It

can also be used for measuring different cost scenarios to ensure that the

best ideas available are incorporated from the outset into the production

design.

4.

The profitability of new products is increased by target costing through

promoting reduction in costs while maintaining or improving quality. It

also helps in promoting the requirements of consumers, which leads to

products that better reflect consumer needs and find better acceptance

than existing products.

5.

Target costing is also used to forecast future costs and to provide

motivation to meet future cost goals.

6.

Target costing is very attractive because it is used to control costs before
the company even incurs any production costs, which save a great deal

of time and money.

7.

There is one major drawback to target costing. It is difficult to use with

complex products that require many subassemblies, such as automobiles.

This is because tracking costs becomes too complicated and tedious, and

cost analysis must be performed at so many levels.

LIFE CYCLE COSTING

CAM-l defines life-cycle costing as "the accumulation of costs for activities that

occur over the entire life cycle of a product, from inception to abandonment by

the manufacturer and the customer," Life-cycle analysis provides a framework

for managing the cost and performance of a product over the duration of its life.

The life-cycle commences with the initial identification of a consumer need and

extends through planning, research, design, development, production, and

evaluation, and use, logistics support in operation, retirement, and disposal.

Life-cycle is important to cost control because of the interdependencies of

activities in different time periods. For example, the output of the design activity

has a significant impact on the cost and performance of subsequent activities.

Cost systems have focused primarily on the cost of physical production, without

accumulating costs over the entire design, manufacture, market, and support

cycle of a product. Resources committed to the development of products and the

manufacturing process represents a sizeable investment of capital. The benefits

accrue over many years, and under conventional accounting, are not directly

identified with the product being developed. They are treated instead as a period

expense and allocated to all products. Even companies which use life-cycle

models for planning and budgeting new products do not integrate these models

into cost systems. It is important to provide feedback on planning effectiveness

and the impact of design decisions on operational and support costs. Period
reporting hinders management's understanding of product-line profitability and

the potential cost impact of long-term decisions such as engineering design

changes. Life-cycle costing and reporting provide management with a better

picture of product profitability and help managers to gauge their planning

activities.

Product Life Cycle Costing:

The cycle begins with the identification of new consumer need and the invention

of a new product and is often followed by patent protection and further

development to make it saleable. This is usually followed by a rapid expansion

in its sales as the product gains market acceptance. Then competitors enter the

field with imitation and rival products and the distinctiveness of the new product

starts diminishing. The speed of degeneration differs from product to product.

The innovation of a new product and its degeneration into a common product is

termed as the 'life cycle of a product'.

Characteristics

The major characteristics of product life-cycle concept are as follows:

The products have finite lives and pass through the cycle of

development, introduction, growth, maturity, decline and deletion at

varying speeds.

Product cost, revenue and profit patterns tend to follow predictable

courses through the product life cycle. Profits first appear during the

growth phase and after stabilizing during the maturity phase, decline

thereafter to the point of deletion.

Profit per unit varies as products move through their life cycles.

Each phase of the product life-cycle poses different threats and
opportunities that give rise to different strategic actions.

Products require different functional emphasis in each phase - such as an

R&D emphasis in the development phase-arid a cost control emphasis in

the decline.

Activities in product life cycle

Typically the life cycle of a manufactured product will consist of the following

activities:

1. Market research 2. Specification 3. Design 4. Prototype manufacture

5. Development of the product Tooling 7. Manufacturing 8. Selling

9. Distribution 10. Product support through after sales service

10. Decommissioning or Replacement.

Phases in Product Life-Cycle

There are five distinct phases in the life cycle of a product as shown.

Introduction phase: The Research and engineering skills lead to product

development and when the product is put on the market and its awareness and

acceptance are minimal. Promotional costs will be high, sales, revenue low and

profits probably negative. The skill that is exhibited in testing and launching the

product' will rank high in this phase as critical factor in securing success and

initial market acceptance. Sales of new products usually rise slowly at first.

Despite little competition profits are negative or low. This owns to high unit

costs resulting from low output rates, and heavy promotional investments

incurred to stimulate growth. The introductory stage may last from a few months

to a year for consumer goods and generally longer for industrial products.

Growth phase: In the growth phase product penetration into the market and
sales will increase because of the cumulative effects of introductory promotion,

distribution. Since costs will be lower than in the earlier phase, the product will

start to make a profit contribution. Following the consumer acceptance in the

launch phase it now becomes vital to secure wholesaler/retailer support. But to

sustain growth, consumer satisfaction must be ensured at this stage. If the

product is successful, growth usually accelerates at some point, often catching

the innovator by surprise.

Profit margins peak during this stage as 'experience curve' affects lower unit

costs and promotion costs are spread over a larger volume.

Maturity phase: This stage begins after sales cease to rise exponentially. The

causes of the declining percentage growth rate the market saturation eventually

most potential customers have tried the product and sales settle at a rate

governed by population growth and the replacement rate of satisfied buyers. In

addition there are no new distribution channels to fill. This is usually the longest

stage in the cycle, and most existing products are in this stage. The period over

which sales are maintained depends upon the firm's ability to stretch, the cycle

by means of market segmentation and finding new uses for it.

Profits decline in this stage because for the following reasons.

The increasing number of competitive products.

The innovators find market leadership under growing pressure.

Potential cost economies are used up.

Prices begin to soften as smaller competitors struggle to obtain market

share in an increasingly saturated market.

Sales growth continues but at a diminishing rate because of the diminishing

number of potential customers who remain last of the unsuccessful competing
brands will probably withdraw from the market. For this reason sales are likely

to continue to rise while the customers for the withdrawn brands are mopped up

by the survivors. In this phase there will be stable prices and profits and the

emergence of competitors. There is no improvement in the product but changes

in selling effort are common, profit margin slip despite rising sales.

Saturation phase: As the market becomes saturated, pressure is exerted for a

new product and sales among with profit begin to fall. Intensified marketing

effort may prolong the period of maturity, but only by increasing costs

disproportionately.

Decline phase: Eventually most products and brands enter a period of declining

sales. This may be caused by the following factors:

Technical advances leading to product substitution.

Fashion and changing tastes.

The average length of the product life cycle is tending to shorten as a

result of economic, technological and social change.

Turning point indices in product life cycle

The following checklist indicates some of the detailed information necessary to

identify turning points in the product life cycle:

Market saturation

Is the growth rate of sales volume declining?

What is the current level of ownership compared to potential?

Are first time buyers a declining proportion of total sales?

Nature of competition

How many competitors have entered or plan to enter?
Is long-term over capacity emerging?

Are prices and profit margins being cut?

Are advertising and promotional elasticity declining and price

elasticity increasing?

Alternative products and technologies

Are new products being created in this industry or others which may

meet consumer needs more effectively?

Is significant technical progress taking place which threatens existing

products?

Project Life Cycle Costing:

The term 'project life cycle cost' has been defined as follows: 'It includes the

costs associated with acquiring, using, caring for and disposing of physical

assets, including the feasibility studies, research, design, development,

production, maintenance, replacement and disposal, as well as support, training

an operating costs generated by the acquisition, use, maintenance and

replacement of permanent physical assets'.

Project life cycle costs

Product life cycle costs are incurred for products and services from their design

stage through development to market launch, production and sales, and their

eventual withdrawal from the market. In contract project life cycle costs are

incurred for fixed assets, i.e. for capital equipment and so on. The component

elements of a project's cost over its life cycle could include the following:



Acquisition cost, i.e. costs of research, design, testing, production,

construction, or purchase of capital equipment.


Transportation and handling costs of capital equipment



Maintenance costs of capital equipment



Operations costs, i.e. the costs incurred in operations, such as energy

costs, and various facility and other utility costs.



Training costs i.e. operator and maintenance training.



Inventory costs i.e. cost of holding spare parts, warehousing etc.



Technical data costs, i.e. costs of purchasing any technical data.



Retirement and disposal costs at the end of life or the capital

equipment life.

Management Accountants' Role in Project Life Cycle Costing

Project life-cycle costing is a new concept which places new demands upon the

Management Accountant. The development of realistic project life cycle costing

models will require the accountant to develop an effective working relationship

with the operational researcher and the systems analyst, as well as with those

involved in the terrotechnological system, particularly engineers. Engineers

require a greater contribution from accountants in terms of effort and interest

throughout the life of a physical asset. A key question for many accountants will

be whether the costs of developing realistic life cycle costs will outweigh the

benefits to be derived from their availability. Lifecycle costing in the

management of Physical Assets, much value can be obtained by thinking in life-

cycle costing concepts whenever a decision affecting the design and operation of

a physical asset is to be made.

The concept project life cycle costing has become more widely accepted in

recent years. The philosophy of it is quite simple. It involved accounting for all

costs over the life of the decision which is influenced directly by the decision.
Terrotechnology is concerned with pursuit of economic life cycle costs. This is

quite simply means trying to ensure that the assets produce the highest possible

benefit for least cost. To do this, it is necessary to record the cost of designing,

buying, installing, operating, and maintaining the asset, together with a record of

the benefits produced. Most organizations keep a record of the initial capital

costs, if only for asset accounting purposes.

Uses of project life cycle costing

The project life cycle costing is especially useful in the following:

Projects operate in capital intensive industries

Projects have a sizable, on-going constructing program

Projects dependent on expensive or numerous items of plant with

consequent substantial replacement programs

Projects considering major expansion

Projects contemplating the purchase/design/ development of expensive

new technology

Projects sensitive to disruption due to down-time.

SELF ? ASSESSMENT QUESTIONS (SAQs)

1. What are Common-size Financial Statements?

2. Example the salient features of the various methods of Financial

Statements.

3. What tools are used to analyze the financial statements?

4. What significant inferences are brought out by the statement of cash

flow?
5. What are the limitations of cash flow statements?

6. What are the categories under which the various ratios are grouped?

7. What does Debt-equity Ratio indicate?

8. What is an activity cost pool?

9. Describe the benefits of Target Costing.

10. Describe the major characteristics of product life cycle concept.

Reference:

1. Garrison, Ray H. and Eric W. Noreen: Management Accounting.

2. N. Vinayakam and I. B. Sinha: Management Accounting ? Tools and

Techniques.

3. Hansen, Don R. and Maryanne M. Moreen: Management Accounting.

4. P. C. Tulsian: Financial Accounting.

5. IGNOU Course Material.

6. Journal of Management Accounting (Various Issies).

7. CA Study Material.
Unit V

Reporting to Management

Objectives of the study:



The objectives of this unit are to help one understand, in general



The general format of report and Reporting



Importance of Reporting in the Finance field.

Contents Design:





5.1. Introduction.

5.2. Objectives of Reporting.

5.3. Principles of Reporting.



5.4. Importance of Reporting.

5.5. Qualities of a good Report.

5.6. Types of Reports.

5.7. Forms of Report.

5.8. Reports submitted to various levels of Management.

5.9. Management reporting requirements.

5.10. General format of reports.

5.11. Summary.

5.12. References.




5.1. INTRODUCTION

5.1. The term 'reporting' conveys different meanings on different circumstances.

In a narrow sense it means: supplying facts and figures. On the other hand, when

a committee is appointed to study a problem, a report is taken to mean : review

of certain matter with its pros and cons and offering suggestions. In case of

dealing with routine matters, a report refers to supplying the information at

regular intervals in standardized forms. A report is a means of communication

which is in written form and is meant for use of management for the purpose of

planning decision-making and controlling.

Simply stated it is a communication of result by a subordinate to superior. It

serves as a feedback to the management. The contents of report, the details of

the data reported and the method of presentation depend upon the size and type

of the business enterprise, extent of power delegated to subordinates and the

existence of various levels of management for whom information is meant.

5.2. OBJECTIVES OF REPORTING;

Traditionally, reporting was aimed at showing compliance with the budget.

While this function is met in countries with a parliamentary tradition and

adequate audit capacity, in other countries, improving compliance remains the

priority challenge. Nevertheless, transparency and accountability call for wider

scope of reporting. A budget reporting system should provide a means of

assessing how well the government is doing. Ideally, therefore it should answer

following questions.

Budgetary integrity. Have resources been used in conformity with legal

authorizations and mandatory requirements? What is the status of resources

and expenditures (uncommitted balances and undisbursed commitments)?


2.Operating performance. How much do programs cost? How were they

financed? What was achieved? What are the liabilities arising from their

execution? How has the government managed its assets?

Stewardship. Did the governments financial condition improve or

deteriorate?

What provision has been made for the future?



Systems and control. Are there systems to ensure effective compliance,

proper management of assets and adequate performance?



Reports are an important instrument for planning and policy formulation. For

this purpose, they should provide information on ongoing programs and the

main objectives of government departments. Reports can also be used for public

relations and be a source of facts and figures. They give an organization the

opportunity to present a statement of its achievements, and to provide

information for a wide variety of purposes.

Reporting must take into account the needs of different groups of users

including:

(i) the Cabinet, core ministries, line ministries, agencies, and program

managers;

(ii) the legislature; and

(iii) outside the government, individual citizens, the media, corporations,
Universities, interest groups, investors, and creditors.

According to surveys carried out in several developed countries,2 all users need

comprehensive and timely information on the budget. The executive branch of

government needs periodic information about the status of budgetary resources

to ensure efficient budget implementation and to assess the comparative the

costs of different programs. Citizens and the legislature need information on

costs and performance of programs that affect them or concern their

constituency. Financial markets need cash based information, etc.

5.3. PRINCIPLES OF REPORTING



Reports prepared by the government for internal and external use are governed

by the following principles:



1. Completeness. The measures, in the aggregate, should cover all aspects of
the reporting entity's mission.



Legitimacy. Reports should be appropriate for the intended users and

consistent in form and content with accepted standards.

User friendliness. Reports should be understandable to reasonably informed

and interested users, and should permit information to be captured quickly and

communicated easily. They should include explanations and interpretations for

legislators and citizens who are not familiar with budgetary jargon and

methodological issues. Financial statements can be difficult for non accountants;

where possible, charts and illustrations should be used to improve readability.

Of course, reports should not exclude essential information merely because it is

difficult to understand or because some report users choose not to use it.


Reliability. The information presented in the reports should be verifiable and

free of bias and faithfully represent what it purports to represent. Reliability

does not imply precision or certainty. For certain items, a properly explained

estimate provides more meaningful information than no estimate at all (for

example, tax expenditures, contingencies, or superannuation liabilities).

Relevance. Information is provided in response to an explicitly recognized

need. The traditional function of year-end reports is to allow the legislature to

verify budget execution. The broader objectives of financial reporting require

that reports take into account the different needs of various users. A frequent

criticism of government financial reports is that they are at the same time

overloaded and useless.



6. Consistency. Consistency is required not only internally, but also over time,

that is, once an accounting or reporting method is adopted, it should be used for

all similar transactions unless there is good cause to change it. If methods or the

coverage of reports have changed or if the financial reporting entity has

changed, the effect of the change should be shown in the reports.



7.Timeliness. The passage of time usually diminishes the usefulness of

information. A timely estimate may then be more useful than precise

information that takes longer to produce. However, the value of timeliness

should not preclude compilation and data checking even after the preliminary

reports have been published.


8. Comparability. Financial reporting should help report users make relevant

comparisons among similar reporting units, such as comparisons of the costs of

specific functions or activities.



Usefulness. Agency reports, to be useful both inside and outside the agency,

reports should contribute to an understanding of the current and future activities

of the agency, its sources and uses of funds, and the diligence shown in the use

of funds.



5.4 IMPORTANCE

In cost accounting, there are three important divisions, viz., cost ascertainment,

cost presentation, and cost control. Cost presentation serves as a link between

cost ascertainment and cost control. The management of every organisation is

interested in maximisation of profit through minimisation of wastages, losses,

and ultimately cost. So management will have to be furnished with frequent

reports on all functional areas of business to achieve these objectives.

One of the important functions of cost accounting is to provide the required

information to all levels of management at the appropriate time. The various

aspects of reporting such as: nature of reports to be prepared, the details of

information to be included and mode of presentation, are all decided at the time

of installation of cost accounting system. In fact, cost ascertainment. and cost

control are designed in such a way that they suit the scheme of information to be

presented so that they serve all levels of management but not the other way

round.

Efficient reporting is critical to an enterprise for many reasons, including:
1.Performance Measurement. Reporting enables company performance to be

evaluated on many levels, including:

2.Enterprise Performance. Consolidated executive reporting enables

executives to determine the success of their corporate vision and resulting

initiatives.

3.Divisional Performance. Management reporting provides managers with a

team performance report that can be used to manage and evaluate the results

against

forecasts.

4.Asset Performance. Detailed reporting provides individual personnel and

their managers with either an individual or asset performance report to manage

and evaluate the results against forecasts.

5.Capital Utilization Optimization. Reporting enables management to

compare and prioritize assets to optimize capital utilization.

6.Informed Decision Making. Reporting provides a basis for forecast

development, goal setting, result evaluation and management, and informed

decision-making. These decisions can range from corporate-wide initiatives and

divisional budgeting considerations to the hiring and firing of individual

personnel.

7. Through reporting, management can steer the enterprise towards optimal

profitability. In order for profitability to be optimal, it is critical that enterprise

reporting is informative, timely, accurate and available with simplified access to

the required detail. This allows management to take an active role to ensure

continuous fiscal improvement and cost efficacy.




5.5.QUALITIES OF A GOOD REPORT.

The draft of the report should be reviewed for an appropriate number of times so that the

errors are completely avoided. While reviewing the draft, certain guidelines are to be

followed, as indicated below:

1. The text of the report should be free from ambiguity.

2.

The text should convey the intended message.

3.

Because the readers are with different profiles, the style and presentation

of the text of the report should suit the profile of the targeted group of

readers; otherwise, the purpose of the report will be lost.

4.

The content of the report should fully reveal the scope of the research in

logical sequence without omitting any item and at the same time it

should be crisp and clear.

5.

The report should be organized in hierarchical form with chapters, main

sections, subsections within main sections, etc.,

6.

There should be continuity between chapters and also between sections

as well subsections.

7.

The abstract at the beginning should reveal the essence of the entire

report which gives the overview of the report.

8.

The chapter on conclusions and suggestion is again enlarged version of

the abstract with more detailed elaboration on the inferences and

suggestions.

9.

A reading of abstract and conclusion of a report should give the clear

picture of the report content to the readers.

10. Avoid using lengthy sentences unless warranted.
11. Each and every table as well as figure should be numbered and it must be

referred in the main text.

12. The presentation of the text should be lucid so that every reader is able to

understand and comprehend the report content without any difficulty.

13. The report should have appropriate length. The research report can be

from 300 to 400 pages, but the technical reports should be restricted to

50 to 75 pages.

A good report should satisfy the following requisites in order to enable the

receiver of report to understand and get interested in the report.

(a) Title: This contains the subject-matter of the report. It should be brief but

not vague. Where a lengthy report is to be prepared the subject-matter is to be

presented in various ,

paragraphs under different sub-titles.

(b) Period: It should mention the duration covered by the report.

(c) Units of measurement: In case of quantitative information is to be

reported the units in which quantities are expressed should be clear. For

example, production in tonnes. sales in lakh rupees, idle time in hours.

(d) Date: The date on which the report is presented is to be mentioned. This

helps receiver of the report to know what changes must have occurred during the

time lag of period covered under the report and date of presentation of report.

(e) Name: The report must contain the name of the person by whom a report is

prepared, the name of person to whom it is meant and the names of those for

whom copies are sent.
(f) Standard: The reports prepared must meet the standard expected by its

receiver. Use of highly technical words may not be readily understood by lower

level management.

(g) Use of diagrams: Wherever possible the reports must be illustrated by

diagrams and charts in addition to description of the report. This facilitates ready

understanding.

(h) Recommendations: Recommendations are to be offered to facilitate the

reader as to what course of action is to be taken to set right the defects.

(i) Promptness: The reports should be prepared periodically and submitted to

all levels of management promptly. It is said that report delayed is report denied.

If the time lag between the period of preparation and period of submission is

more it may give rise to wrong decisions.

(j) Accuracy: The information furnished in the report must be accurate. It is

important to avoid furnishing unnecessary details in the report.

(k) Comparison: A comparative study must be incorporated in the report so as

to facilitate the receiver of the report to know the progress and prospects of the

performance. Comparison can be based on past performance or predetermined

performance.

(I) Economy: The expenses incurred in maintaining reporting system must be

less than the benefits derived there from or loss sustained by not reporting.

(m) Simplicity: The report should be brief, clear and simple to understand.

The form of report should be designed to suit different levels of management.

Where it is inevitable to prepare a lengthy report, a brief synopsis should

precede the report.
(n) Controllability: Where variances are incorporated it is essential to stress

on controllable aspects and to drop out uncontrollable element. But this depends

upon the circumstance under which the report is prepared.

(o) Source of information: The source of information must be included in

the report.

5.6.TYPES OF REPORTS

Reports are classified into different types according to different bases. This is

shown in the following chart:

TYPES OF REPORT







On the basis of purpose On the basis of period of submission On the basis of

function



External

Internal Routine Special Operating Financial

Report Report Report Report



Report

Report



I. On the Basis of Purpose

On the basis of purpose, reports can be classified into two types, viz., (a)

External report, and (b) Internal report.
(a) External report: External report is prepared for meeting the requirements of

persons outside the business, such as shareholders, creditors, bankers,

government, stock exchange and so on. An example of external report is the

published accounts, viz., profit and loss account and balance sheet. External

report is brief in size as compared to internal report and they are prepared as per

the statutory requirements.

(b) Internal report: Internal report is meant for different levels of management.

This can again be classified into three types: (a) Report meant for top level

management, (b) Report meant for middle level management, and (c) Report

meant for lower level management. Report to top level management should be

in summary form giving an overall view of the performance of the business.

Whereas external reports are prepared annually, internal reports are prepared

frequently to serve the needs of management. Internal report need not conform

to any standard form as it is not statutorily required to be prepared.

II. On the Basis of Period of Submission

According to this basis. reports can be classified into two types, viz., (I) Routine

reports, and (2) Special reports.

(a) Routine reports: They are prepared periodically to cover normal activities

of the business. They are submitted to different levels of management according

to a time schedule fixed. While some reports are prepared and submitted at a

very short intervals, some are prepared and submitted at a long interval of time.

Some examples of routine reports relate to monthly profit and loss account,

monthly balance sheets, monthly production. purchases, sales, etc.

(b) Special reports: Special reports are prepared to cover specific or special

matters concerning the business. Most of the special reports are prepared after

investigation or survey. There is no standard form used for submitting this

report. Some of the matters which are covered by special reports are: causes for
production delays, labour disputes, effects of machine breakdown, problems

involved in capital expenditure, make or buy problems, purchase or hire of fixed

assets, price fixation problems, closing down or continuation of certain

departments, cost reduction schemes, etc.

III. On the Basis of Function

According to the purpose served by the reports, it can be classified into two

types, viz., -(a) operating report, and (b) financial report.

(a) Operating report: These reports are prepared to reveal the various

functional results. These reports can again be classified into three types, viz., (a)

Control reports, which are prepared to exercise control over various operation of

the business, (b) Information report, which are prepared for facilitating planning

and policy formulation in a business, (c) Venture measurement report which is

prepared to show the result of a specific venture undertaken as for example a

new product line introduced.

(b) Financial report: Such reports provide information about financial position

of the undertaking. These reports may be prepared annually to show the

financial position for the year as in the case of balance sheet or periodically to

show the cash position for a given period as in the case of fund flow analysis

and cash flow analysis.

The following list briefly defines several other types of reports.

1.Physical Description Report

Physical description reports describe the physical characteristics of a machine, a

device, or some other type of object. They also explain the relationship of one

part of the object to other parts so that the reader can visualize the object as a

unit. Physical description reports are many times combined with process,

analysis, or investigation reports.
2.Process Report

Process reports explain how products are produced, tests are completed, or

devices operate by describing the details of procedures used to perform a series

of operations. Process reports may be general or detailed. General process

reports are addressed to persons not directly involved in performing the process.

Detailed process reports are designed to give the readers all the necessary

information needed to complete the process.

3.Analytical Report

Analytical reports critically examine one or more items, activities, or options.

They are structured around an analysis of component parts or other common

basis for comparison between options. This type of report usually results in

conclusions and recommendations.

4.Examination Report

Examination reports are used to report or record data obtained from an

examination of an item or conditions. Examination reports differ from one

another in subject matter and length. Some are similar to analytical reports but

are less complicated because the information is obtained from personal

observations. Examination reports are logically organized records investigating

topics such as accidents or disasters. They are usually prepared for people

knowledgeable about the subject and not for the general reader.

5.Laboratory Report

Laboratory reports record and communicate the procedures and results of

laboratory activities. Equipment, procedures, findings, and conclusions are

clearly presented at a level appropriate for readers with some expertise in the

subject. They are sometimes presented in laboratory notebooks using neatly

handwritten text and charts.
6. Literature Review

Literature reviews are logically organized summaries of the literature on a given

subject. It is important that they are correctly documented and accurately

represent the scope and balance of the available literature. Conclusions drawn

reflect the collection as a whole and should appropriately reflect various points

of view. Overuse of direct quotations should be avoided.

7. Design Portfolio

Design portfolios are organized presentations of preliminary and final designs of

items such as mechanisms, products, and works of art. When part of an

educational activity, they may also include an analysis of the problem, review of

related designs, evaluation, and other information. The presentation may be in

the form of notes, sketches, and presentation illustrations.

8. Detail Report

Detail Report: Prints a text report outlining each audit question as well as the

scoring criteria and responses entered for each question. Compliance level is

calculated as a percentage at the end of the report.

9. Graphical Report (points): Compares your possible score (in compliance

points) to your actual score in a bar graph format. Then calculates your

compliance score as a percentage and sorted by audit section number.

10. Graphical Report (%): Compares your possible score (percentage) to your

actual score in a bar graph format.

11. Non-Compliance Report: Prints a listing of the audit questions on which

you failed to reach compliance. Includes the audit section number for each

question and the actual score vs. possible score.
12. Non-Compliance Graphical Report: Prints a bar graph report of those

audit questions on which you failed to reach compliance.

13. Summary Report

A report allowing users to summarize responses based on the selection from four

fields.

14. Trend Report

A report allowing users to view trends over a defined time frame.

Management Reporting



A research report can be classified into decision-oriented (technical) report and

research - oriented report. Further, the research-oriented report can be classified

into survey-based research report and algorithmic research report.

1 Decision-oriented (Technical) Report

The steps of preparing decision-oriented report are presented below:

i. Identification of the problem

ii. Establishment objectives

iii. Generation of decision alternatives

iv. Evaluation of decision alternatives

v. Selection of the best decision alternative

vi. Development of action plan

vii. Provision for correction plan after implementation of the decision.


2. Survey-based Research Report

The main body of the report for the survey-based research contains the

following:

i. Problem definition

n. Objectives of the research

ill. Research methodology

iv. Data analysis

v. Interpretation of results and suggestion

vi. Conclusions.

3. Algorithmic Research Report

There are problems, viz., production scheduling, JIT, supply chain management,

line balancing, layout design, portfolio management, etc., exist in reality. The

solution for each of the above problems can be obtained through algorithms. So,

the researchers should come out with newer algorithms or improved algorithms

for such problems. For a combinatorial problem, the researcher should attempt

to develop an efficient heuristic. The algorithmic research report can be

classified into the following categories:

1.

.Algorithmic research report for combinatorial problem

2.

.Exact algorithmic research report for polynomial problem.

Algorithmic research report with modeling for combinatorial problem

The main body of this type of research report will contain the following:

i. Problem identification

ii. Literature review
iii. Objectives of the research

iv. Development of mathematical model

v. Design of algorithm (heuristic)

vi. Experimentation and comparison of the algorithm with the model in terms

of solution accuracy

vii. Experimentation and comparison of the algorithm with the best existing

algorithm (heuristic) in terms of solution accuracy

viii. Case study

ix. Conclusions.

In this type of research, the results of the algorithm will be compared with the

optimal results of the mathematical model as well as with the results of the best

existing algorithm to check its solution accuracy through a carefully designed

experiment

Note: In a research related to combinatorial problems in new and complex area,

development of a mathematical model to obtain the optimal solution may not be

easy. Under such situation, the results of the algorithm (heuristic) should be

compared with that of the best w existing heuristic alone for checking its

solution accuracy through a carefully designed experiment

Exact algorithmic research report for polynomial problem

The main body of this type of research report will contain the following:

i.

Problem identification

ii.

Literature review

iii. Objectives of the research
iv. Design of exact algorithm

v.

Experimentation arid comparison of the exact algorithm with the best

existing exact algorithm in terms of computational time

vi. Case study

vii. Conclusions.

In a research related to polynomial problem, the researcher will have to develop

an efficient exact algorithm in terms of computational time and compare it with

the best existing exact algorithm for that problem through a carefully designed

experiment. The comparison in terms of solution accuracy does not apply here

because all exact algorithms will give optimal solution.

5.7 FORMS OF REPORT

Reporting of information management takes different forms. They are explained

below:

1. Oral Report

An oral report is not very popular as it does not serve any evidence and cannot

be referred to in future. Oral report may take the form of a meeting with

individuals or a conference.

2. Descriptive Reports

These are written in narrative style. They are frequently supported by tables and

charts to illustrate certain points covered in the report. One important point that

must be considered in drafting this form of report is the language. The language

used must be simple, easy to understand and lucid. Where the report is very

long, it must be suitably divided into paragraphs with headings. They must cover

all the principles of .good report discussed earlier.


3. Comparative Statement

This form of report is used for preparing the routine report. Under this method

the particulars of information are shown in a comparative form, i.e., the actual

results an compared with planned results and the deviations between the two arc

indicated. The various tools used to prepare this form of report arc comparative

financial statements, ratio analysis, fund flow analysis and so on.

4. Diagrammatic and Graphic representation

This is more popular form of preparing reports. They occupy lesser space and

gives at a glance the whole picture about a particular aspect of study. They also

facilitate in comparative study and shows the trend over a period of time. This

form of report can b used where a report contains presentation of statistical

numbers and other facts and figures It overcomes the language barrier and is

very easily understood by everyone. Of course when large numbers are

involved, it is to be reduced by selecting a convenient scale Diagrammatic

representation involves the following forms:

(a) Bar diagram: They make use of horizontal and vertical axes to show the

magnitude of values, quantity and period. Bar diagrams are of the following

types.

(i) Simple bar diagram: These are most popularly used in preparing reports.

The consider only length but not the width to indicate the change. In formation

relating to volume of production, cost of production sales, etc. for different years

can be shown under this form.

(ii) Multiple bar diagram: This type of diagram is used to report related

matters such as production and sales, sales and profit, advertisement and sales

and so on.
(iii) Sub-divided bar diagram: This form of diagram is used to report matters

which involved different component parts as for example, the cmponents of

total cost of production such as prime cost, factory cost, office cost, cost ,of

sales.

(iv) Percentage bar diagrams: These diagrams depict the information on a

percentage basis.

(b) Pre-diagram: They take the form of circles instead of bars. They facilitate

comparison besides depicting the actual information under review.

5. Break-even Chart

This type of chart is prepared to show the relationship between variable and

fixed cost and sales. It shows the point of no-profit and no-loss or where total

cost equals total revenue received.

6. Gantt Chart

This chart was first introduced by Heny L. Gantn. It is a special type of bar

diagram under which bars are drawn horizontally. This chart shows the bars of

planned schedule and attained performance. They are largely used to denote

utilisation of machine capacity.

5.8.REPORTS

SUBMITTED

TO

VARIOUS

LEVELS

O?

MANAGEMENT

1. Top Level Management

The top level management comprises of board of directors, managing director,

and other executives who are concerned with determination of objectives and

formulation of policies. Top management is to be furnished with reports at

regular intervals in order to enable them to exercise control over the activities of
the business. The following are some of the matters to be reported to board of

directors.

a) Master budget which covers all functional budgets for taking remedial actions

where there are significant deviations from budgeted figures.

b) Various functional budgets prepared by various departmental managers for

holding departmental managers for any shortfall in their performance.

c) Capital expenditure budget and cash budget to know the extent of variances

for taking remedial measures.

d) Reports relating to production and sales, which shows the trend of the

performance of business.

e) Report covering important ratios such as stock turnover ratio, fixed assets

turnover ratio, liquidity ratio, solvency ratio, profitability ratios, etc. to know the

improvement in business.

f) Appraisal of various projects undertaken by the organisation.

2. Middle Level Management

It comprises of different departmental managers such as production manager,

purchase manager, sales manager, chief accountant, etc. These managers require

reports to improve the efficiency of their respective departments. The following

are some of the matters reported to production manager:

(a) Report relating to actual capacity utilised as compared to budgeted capacity.

(b) Report relating to actual output as against standard output.

(c) Labour and machine capacity utilised.

(d) Idel time lost.

(e) Report on scraps, wastages and losses in production.
(/) Report relating to stock of raw materials, work-in-progress and finished

goods.

(g) Report relating to cost of production, operation of different departments.

The following are some of the matters reported to sales manager:

(a) Report relating to number of orders executed, orders received and orders on

hand.

(b) Reports relating to actual sales and budgeted sales and actual selling and

distribution expenses and budgeted selling and distribution expenses.

(c) Summary of selling expenses incurred in different territories and their

corresponding sales.

(d) Gross profit earned on different products and in different areas.

(e) Market survey reports.

(/) Report relating to present and potential demand.

The following are some of the matters reported to financial manager:

(a) Report relating to cash position.

(b) Summary of receipts and payments.

(c) Report relating to outstanding debts on credit sales.

(d) Report on debts due on credit purchases.

(e) Monthly profit and loss account.

(/) Quarterly report on capital expenditure.




3. Lower Level Management

The lower level management include supervisors, foremen and inspectors who

are concerned with the operations of the factory. They are interested in

increasing the efficiency of the production departments. The reports that are to

be sent to them are variances relating to planned and actual performance. The

report must also emphasise cost control aspects.

5.9.MANAGEMENT REPORTING REQUIREMENTS

(a) General.

This document prescribes management reports required if the offer requests

progress payments and a progress payments clause is included in the

subcontract. They are in addition to technical reports required under the

subcontract, but must be consistent with data furnished under those

requirements. Preferred formats for the Billing Plan/Management Report and the

Milestone Schedule and Status Report are attached.

(b) Description of Reports.

(1) BILLING PLAN/MANAGEMENT REPORT, FORM

This report shows the planned rate of progress payment billings and billings for

accepted supplies under each major task for the remainder of the subcontract

performance period. For each task, the planned billings are to be projected in

monthly increments for each of the twelve months of the current or succeeding

fiscal year, and in fiscal year increments thereafter for the remainder of the

subcontract. (Projected billings should be directly related to the activities

scheduled to be performed during each billing period, as reflected on the

Milestone Schedule and Status Report.) or schedule. Each time it is necessary to

alter the plan, a new plan and narrative explanation for the change will be

provided to the Company.
(B) As a monthly report, this document provides a comparison of the planned

billings with the actual billings for work performed as of the cut-off period for

the report. Variances from the plan are computed, and explanations for variances

exceeding + 10% will be provided by the Seller in the Narrative Highlights

Report. In addition, upon the occurrence of a variance exceeding + 10%, the

Seller must reevaluate the estimated billings for the balance of the current fiscal

year and to the completion of the subcontract. Narrative explanations must be

provided for significant changes to these estimated billings.

(2) MILESTONE SCHEDULE AND STATUS REPORT

This is used as both a baseline plan and status report.

As a baseline plan, it establishes the Seller's schedule for accomplishing the

planned events and milestones of each reporting category identified in the

subcontract.

As a status report, it measures status or progress against the baseline plan. It will

reflect planned and accomplished events, milestones, slippages, and changes in

schedule.

(3) NARRATIVE HIGHLIGHTS REPORT .

The Narrative Highlights Report permits management presentation of the

technical aspects of subcontract performance along with an overview of

significant project highlights, accomplishments, and problems. The report will

continue discussions of items identified in the previous report through

completion of an activity or resolution of a problem. Typical reporting elements

to be covered by brief statements are:

(A) Major accomplishments and significant highlights.

(B) Major subcontract awards, including award date, subcontract amount, and
scheduled completion date.

(C) Developments affecting estimates and schedules. This will specifically

include explanations of deviations from the Billing Plan which exceed + 10%

and deviations from Milestone Schedule Plan which exceed 30 days.

(D) Revised estimates or schedules.

(E) Technical problems encountered and resolution actions proposed.

(F) Planned major accomplishments during the next 60 days.

5.10.General Format of a Report:

The mechanical format of a report consists of three parts: the preliminaries, the

text, and the reference materials. The length of any of these three parts is

conditional on the extent of the study.

1. The Preliminaries

(a) Title page

(b) Preface, including acknowledgments (if desired or necessary)

(c) Table of contents

(d) List of tables

(e) List of Figures or illustrations

2. The Text

(a) Introduction (introductory chapter or chapters)

(b) Main body of the report (usually divided into chapters! and sections)

(c) Conclusion


3. The Reference Material

(a) Bibliography









The order of these may be

(b) Appendix (or Appendixes)





reversed.

(c) Index (if any)

THE PRELIMINARIES

1. TITLE PAGE

Most universities and colleges prescribe their own form of title page for theses,

dissertations and research papers and these should be complied with in all

matters of content and spacing. Generally, the following information is required:

Written Report

(a) Title of the report

(b) Name/s of the writer/s

2. PREFACE

The preface (often used synonymously with foreword) may included: the

writer's purpose in conducting the study, a brief resume of the background,

scope, purpose, general nature of the research upon which the report is being

based and acknowledgments.

3. TABLE OF CONTENTS

The table of contents includes the major divisions of the report: the introduction,

the chapters with their subsections, and the bibliography and appendix. Page

numbers for each of these. divisions are given. Care should be exercised that

titles of chapters and captions of subdivisions within chapters correspond

exactly with those included in the body of the report. In some cases, sub-

headings within chapters are not included in the table of contents. It is optional
whether the title page, acknowledgments, list of tables and list of Figures are

entered in the table of contents. The purpose of a table of contents is to provide

an analytical overview of the material included in the study or report together

with the sequence of presentation. To this end, the relationship between major

divisions and minor subdivisions needs to be shown by an appropriate use of

capitalisation and indentation or by the use of a numeric system.

A table of contents is necessary only in those papers where the text has been

divided into chapters or several subheadings. Most short written assignments do

not require a table of contents. The basic criterion for the inclusion of

subheadings under major chapter division is whether the procedure facilitates

the reading of a report and especially the location of specific sections within a

report.

4. LIST OF TABLES

After the table of contents, the writer needs to prepare a list of tables. The

heading LIST OF TABLES, should be centered on a separate page by itself.

5. LIST OF FIGURES (OR ILLUSTRATIONS)

The list of Figures appears in the same form as the list of tables. The page is

headed LIST OF FIGURES, without terminal punctuation, and the numbers of

the Figures are listed at the left of the page under the heading Figure.

6. INTRODUCTION

An introduction should be written with considerable care: with two major aims

in view: introducing the problem in a suitable context, and arousing and

stimulating the reader's interest. If introductions are dull, aimless, confused,

rambling, and lacking in precision, direction and specificity; there is little

incentive for the reader to continue reading. The reader begins to expect an
overall dullness and aimlessness in the whole paper. The length of an

introduction varies according to the nature of the research project.

7. MAIN BODY OF THE REPORT

There are certain general principles which should be followed:

(a) Organise the presentation of the argument or findings in a logical and orderly

way, developing the aims stated or implied in the introduction.

(b) Substantiate arguments or findings.

(c) Be accurate in documentation.

8.CONCLUSION

The conclusion serves 'the important function of tying together the whole thesis

or assignment. In summary form, the developments of the previous chapters

should be succinctly restated, important findings discussed and conclusions

drawn from the whole study. In addition, the writer may list unanswered

questions that have occurred in the course of the study and which require further

research beyond the limits of the project being reported. The conclusion should

leave the reader with the impression of completeness and of positive gain.

9. BIBLIOGRAPHY

The bibliography follows the main body of the text and is a separate but integral

part of a thesis, preceded by a division sheet or introduced by a centered

capitalized heading BIBLOGRAPHY. Pagination is continuous and follows the

page numbers in the text. In a written assignment, the word bibliography may

be a little pretentious and the heading REFERENCES may be an adequate

alternative.




10. APPENDIX

It is usual to include in an appendix such matters as original data, tables that

present supporting evidence, tests that have been constructed by the research

student, parts of documents or any supportive evidence that would detract from

the major line of argument and would make the body of the text unduly large

and poorly structured. Each appendix should be clearly separated from the next

and listed in the table of contents.

11. INDEX

If an index is included, it follows the bibliography and the appendix. An index is

not required for a written assignment or for an unpublished thesis. If a thesis is

subsequently published as a book, monograph or bulletin, an index is necessary

for any or of complexity.

12. THE ABSTRACT

An abstract consists of the following parts:

1.

A short statement of the problem.

2.

A brief description of the methods and procedures used in collecting the

data.

3. A condensed summary of the findings of the study.



The length of the abstract may be specified, for example, 200 words. Usually an

abstract is short.

13.THE FINAL PRODUCT

From the outset, the aim is, at the production of a piece of work of high quality.

The text should be free of errors and untidy corrections. Paper of standard size

(usually quarto) and good quality should be used.
5.11.SELF ASSESMENT QUESTIONS

1. What are the different types of report? Explain them in brief.

2. Discuss the guidelines for reviewing the draft of a report.

3. What are the qualities of a research report? Explain them in brief.

4. Give a sample cover page of a research report.

5. Discuss the items of the introductory pages in detail.

6. Give a sample table of-contents of a survey based research report.

7. Give a sample table of contents of an algorithmic research report.

8. What are the items under the text of a research report? Explain them in brief.

9. Discuss the guidelines for preparing bibliography.

10. Give a brief account of typing/printing instructions while preparing a

research report.

11. Discuss the guidelines for oral presentation of a research report.

12. Assume a research topic of your choice and give the complete format of its

research report.

13. What do you understand by the term "reporting to management" ?.

Discuss briefly the matters that you would deal with while reporting to the board

of directors.

14. Discuss the general principles to be observed while preparing reports.

15. Describe the various forms of reporting to management.

16. Distinguish between routine and special reports. State the various matters

which are sent to management under routine and special reports.
17. Explain different types of reports submitted to the management of an

organisation.

18. Explain the information submitted to different levels of management.

5.12. REFERENCES:

1. Anthony, Robert: Management Accounting, Tarapore-wala, Mumbai.

2. Barfield, Jessie, Celly A. Raiborn and Michael R. Kenney: Cost Accouting;

Traditions and Innovations, South - Western College Publishing, Cincinnati,

Ohio.

3. N. Vinayakam and I.B. Sinha, Management Accounting ? Tools and

Techniques, Himalaya Publishing House, Mumbai.

4. Decoster, Don T. and Elden L. Schater: Management Accounting: A Decision

Emphasis, John Wiley and Sons Inc., New York.

5. Garrison, Ray H. and Eric W. Noreen: Management Accounting, Richard D.

Irwin, Chicago.

6. Hansen, Don R. and Maryanne M. Moreen: Management Accounting, South-

western College Publishing, Cincinnati, Ohio.


This post was last modified on 14 March 2022