Matsobanemetja Business Consulting Pty Ltd

EMPLOYER PAYROLL GUIDE

The main objective of a dedicated Payroll function in any organization is the satisfaction of people getting their paychecks on time, with the correct calculations.

What is the function of a payroll department?

Payroll professionals manage employees’ financial data and are typically responsible for processing paychecks and other payments, keeping time records, and handling any pay-related information for employees (like tax information, insurance deductions, or other factors that can affect an employee’s pay).

A payroll clerk’s duties include:

– Calculating pay for employees

– Using payroll software to manage employee pay and financial information

– Calculating taxes and deductions

– Producing and processing employee paychecks

– Tracking employee work time and keeping accurate records

– Initiating direct deposit payments

– Calculating unemployment or severance pay

– Verifying and resolving discrepancies in employee financial data or pay

– Keeping detailed digital or paper financial records to be reported

– Issuing pay statements and invoices

– Process, Reconciliation and distributing the financial documents and information such as EMP201, EMP501, IRP5, etc.

– Following financial reporting procedures and legal best practices as the payroll practices are guided by the department of labour.

What skills are required to be payroll clerk?

This is a highly specialized role, so there are specific skill sets that will be an asset to you in this field.

Math Skills: Although this is a highly administrative position, it also calls for very strong math skills. The payroll clerk is responsible for money going in and out to employees, so they really must be able to do financial math effectively and accurately.

Attention to Detail: Because of the emphasis on accuracy, a payroll clerk needs to be able to spot discrepancies or problems in financial documents or paychecks. Mistakes can have significant impacts on employees or the company, so an eagle eye is essential, whether the clerk is using advanced accounting software or good old-fashioned paper and calculators.

Problem Solving Skills: Part of the job is resolving issues that inevitably come up when money, math, and humans are involved. If there are discrepancies in amounts paid versus amounts owed, the clerk needs to be able to resolve the issue quickly and accurately.

What do you need to become a payroll clerk?

The baseline minimum combination is a high school degree and a stellar set of math skills, but many companies prefer their payroll clerk to have at least an associate’s degree in business, accounting, or finance.

What’s the outlook for payroll clerks?

Because these professionals have a strong and versatile set of skills and can work in any industry that has need of payroll processing, it’s a solid career choice in the financial services and administration field.

As a small business owner, please familiarize yourself with the labour laws in place. This will assist to stay out of trouble with the country’s labour law.

Requirements to register your employees for UIF, any individual that have worked for the business for more than 24 hours must be registered for UIF

At anytime the department of labour can decide to perform an audit in your business.

The below are what they will request from you as the employer :
– UIF registration number
– Proof of the Compensation Fund registration
– Copies of the employees contracts
– Copy Payslips.
– Time sheet

Registering with the Compensation Fund

According to the law ⚖️, an employer must insure his/her workers against occupational injuries or diseases contracted during the course of employment. CF is not insuring the employer’s business but, insuring the workers.

This is one of the utmost employers ‘s obligation.

Comply with the rules and regulations of the department of labour.

Matsobanemetja Business Consulting (Pty) Ltd – is an Accounting Firm that assist businesses and professionals will all their taxes need. We provide a full function.

You may please inquire with us by sending an email to enquiries@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd – Registered Accountant and Certified Tax Practitioner.

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email hello@matsobanemetja.blog

Accounting is the art of turning chaos into clarity and confusion into financial wisdom.”

– Michael Carter

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TAX BLOG: INCOME TAX AND VAT

1. Briefly explain the difference between Income Tax and Value Added Tax?
– Income tax is a direct tax levied by the governments (SARS – South African Revenue Services ) on businesses and individuals that conduct their operations inside their jurisdiction’s borders. It is a direct tax as a result of earnings/ Income.

– VAT – known as Value Added Tax. It is an indirect tax that is paid by everyone as consumers. It is charged at the goods and services. The South African rate is at 15%. Revenue is raised for the government by requiring certain traders (vendors), that carry on an enterprise to register for VAT.

2. In business, who is eligible to register for VAT ? And what are the requirements?
– There are two types of VAT registration i.e. Voluntary registration and Compulsory registration. Voluntary registration – the company must have made at least over 50k turnover per annum to qualify for the Vat registration.

Compulsory registration – the business must have made over 1 million per annum to register for the VAT.

The VAT (15%) charged by vendors on the supply of goods and services do not belong to the vendors / businesses but to the government. Thus if you have registered for VAT you are acting as an agency collecting the funds on behalf of SARS.

3. Are there any benefits you carry as a Vat registered vendor?
– Definitely not. There are no benefits because you will be acting as the collecting agency of the 15% amounts from the consumers on behalf of SARS.
The bit of enjoyment is that being a VAT registered vendor may afford you the opportunity to trade with the state owned institutions and corporations out there. Some of the tenders would require working with the businesses that are VAT registered so that they would also like to reduce their tax liability.

N.B. Under no circumstances you should think that the Vat amounts you charge on your invoices will assist you with increasing the profit. When you work out your product or service pricing do not include the element of Vat. Vat should only be added after the invoice amount.

4. With regards to compliance, tax return submissions what are the few differences with regards to Income Tax and Vat?
– Income Tax is required to be filed every financial year end of the business. As the business is a provisional taxpayer you will be required to submit the returns twice a year. Mainly via the Provisional Tax (IRP6) and main Financial year end – Income Tax (ITR14). Every 6 months. However with regards to the individual tax submissions, the tax season only opens once a year. For the individuals that are not provisional tax payers. The period range runs for 12 months that is from March to February of the following year.

VAT taxes are submitted every two months. You are required to calculate the VAT input against the VAT output which then the difference is paid over to SARS. They are very few times that you will receive a refund from SARS. It is structured in a manner that you will always be liable to pay. Hence you are the collecting agent.

5. What basic information do you need to be knowledgeable of as the business that is VAT registered?
– Prioritise knowing the compliance elements of this type of tax. Understanding that the paperwork/ supporting documents must always be on par with the rules and regulations of the receiver of revenue. Tax invoices must be prepared in an acceptable manner and as valid as per SARS. Otherwise, should an audit arise the invoice maybe rejected by SARS and they may add penalties to that effect. Period is also important in accounting. Make sure that your documents and transactions are dated, prepared with the utmost accuracy and timeously.

The transaction only happens when there Invoice is raised and the payment has been paid.

Careful not to declare VAT on the invoices that are unpaid.

You are only allowed to charge VAT when you are VAT registered and the VAT number has been issued. It is a criminal offence to charge VAT when you are not VAT registered.

Matsobanemetja Business Consulting (Pty) Ltd – is an Accounting Firm that assists businesses and professionals with all their taxes needs. We provide a full function.

You may please inquire with us by sending an email to enquiries@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd – Registered Accountant and Certified Tax Practitioner.

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

“A person doesn’t know how much he has to be thankful for until he has to pay taxes on it.”
Anonymous

PREPARING FOR THE FINANCIAL YEAR END AS THE BUSINESS

Most businesses have already entered their new financial year end since the first of March. Their year end being February. The fiscal year is 12 months long.

I have compiled this blog to make things easier for your next financial year end. With summarised points below.

1. Bank Reconciliation
To really avoid the unnecessary discrepancy of your books you need to make sure that transactions are captured daily, timeously and with accuracy. That way you will ensure that the reconciliation is correct and reflects the true status of the business. We encourage that the reconciliation be made on a monthly basis not wait for the financial year end.

2. Reconciling expenses paid with personal money
Let it be known that the business can coexist with the business owner. Provided that there is a very strict discipline built between the two entities. The funds that are deposited into the business account by the owner to cater for the business expenses are classified as Capital.
The two accounts that are affected is the liabilities and the expense accounts. Thus the reports that will be affected here will be the balance sheet and the profit and loss statement. A qualified bookkeeper or accountant will assist in explaining to you as the business owner what effect these accounts and reports play in your business.

3. Categorization of the transactions
The misallocation or transactions will obviously create the imbalances of the reports. Some transactions are not deductable business expenses, so you must make sure that they are not included in the profit and loss instead of going to the balance sheet. This is important to avoid under-paying your income tax to the authorities. We all know by now that this will be called fraud if the authorities were to find out.

4. Reconciliations of the debtors and creditors accounts
In accounting we use an accrual system, which means we are allowed to carry over some accounts to the next financial year. This will be great as you will avoid capturing non-paid invoices as income. Creditors need to be captured as well because those are the business obligations.

5. Writing off the bad debt
As a business of any size it is crucial that the invoices are to be paid and on time. Cashflow is the heartbeat of every business. Equally so, note that the debts not paid over a long period of time will have to be written off. Which means the profit and loss account will be affected. You will understand that this is imperative as I have previously indicated that unpaid invoices should not be captured as income. As much as this is a loss but the advantage is that the figure written off will reduce your profit thus the taxable income.

6. Count your stock
Obviously based on the nature of the business you will be operating, especially the retail kind of business stock takes need to be performed frequently. This will help in the management of inventory. Occurrences such as shrinkage are as a result of theft, damages, etc.

7. Reconciling the business payroll taxes and sales taxes
The emphasis of capturing transactions on time is so that the reconciliation should also be made on time to avoid disputes being rejected or penalties being added on your account as a result of not fixing the errors not within the reasonable time.

8. Calculating the depreciation
Non-current assets as much as they have a long lifetime span they also lose value over time. The reduction of the value is called the depreciation. This will be allocated on the profit and loss statement which then reduces the business profit thus the taxable income.

You will realise that with the proper allocation of the transactions, as much as a loss may occur but there is also a consolation of a reduced tax. Who wouldn’t want to enjoy such advantages?

Matsobanemetja Business Consulting (Pty) Ltd has a great package of a retainer contract that will make your business finance life easy while you concentrate on building and growing your business.

Enquire with us by sending an email to enquiries@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd – Registered Accountant and Certified Tax Practitioner.

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

“A person doesn’t know how much he has to be thankful for until he has to pay taxes on it.”
Anonymous

Questions to ask before you hire a Bookkeeper or an Accountant.

A bookkeeper and/or an accountant can help you reach the next level in business. This means it’s really important to find someone who is willing and excited to help you grow and grow with you.

Finding someone you trust will allow you to focus on business strategies knowing the financial side is handled.

1. What makes them qualified? Are they associate members or registered with any of the governing body?
If you’re looking for someone to help with data entry, you don’t need a ton of educational qualifications. Questions about their attention to detail are very helpful. If you are looking for someone to help you understand the numbers and use those numbers to make major business decisions, you’ll want to ask about their degree and work history to ensure they have the right education to help you get where you want to go.

2. What is the scope of work?
Is this person here to help you with data entry only, or will they help you interpret the numbers as well? Which are you looking for?

3. How do they communicate best? You want to find someone who jives with your communication style.
If you live in your email and the person you hire is always calling you, this may cause some tension and frustration. Finances are an important part of business ownership so it’s likely that you’ll be regularly communicating with your bookkeeper. Ask if they can communicate in a communication style that works best for you.

4. Will they be the one you actually work with?
If you’re interviewing a firm/company, the person you speak to may not be the person who does the work or who you will be communicating with on an ongoing basis. Be sure to ask so that you can set your expectations from the beginning. If the person you’re speaking to isn’t the one who will be involved in your work, you can ask to speak to your potential account representative.

5. What can you expect for response times?
If you email your bookkeeper, it’s important to have an expectation set of when you will hear back. You want to work with someone that you can get ahold of when you need them. Accounting is not emergency surgery, so you don’t need to find someone who is going to be waiting by the phone for your call, but you do want someone who will be quick to get back to you and get your questions answered.

6. What can you expect for delivery times?
It’s often misunderstood in the accounting industry that “month-end” financials are ready by the last day of the month. To properly reconcile and review a month of information, bookkeepers and accountants generally need a week or two depending on the amount of work and the rest of their client load. Setting this expectation from the beginning is important (for both parties).

7. How will they protect your information?
Working with a bookkeeper is intimate. They have access to a lot of your financial information and it’s important to know that the security of that information is just as important to them as it is to you. Make sure they have a plan to keep your information secure.

8. How are services priced?
It’s important to understand if they charge a fixed or hourly rate. If it’s hourly, you may get invoices that are higher than you budgeted for. Ask how they track time and if you can set limits for each month to ensure you stay in your budget.

Overall, you want to be sure that you are hiring someone that you will work well with. Someone who understands your needs, can meet you at your level and will be available to answer questions as they come up.

What you don’t want is someone who is going to make a bigger mess than you started with.

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

For more information: enquiries@matsobanemetja.co.za

“The best accountants are not just number-crunchers; they’re financial storytellers.”

– Jessica Turner

How to account for your taxes as a small business

Business tax returns can be complicated, and they vary based on the business structure.

Running a small business often requires you to perform a wide variety of tasks you might not have to perform at a large business, one of which is filing small-business taxes.

A business is a Provisional Tax payer thus income taxes are declared twice a year. Which is every 6 months. We therefore have IRP6 and ITR14
IRP6 (Provisional Tax) is the tax liability for the first 6 months of the financial year. The ITR14 is the final income tax liability declaration to close off the financial year end.

Enlist Professional Tax Preparer

If you’re completely clueless when it comes to small-business accounting, you’ll probably be best off hiring a tax preparer. There is a wide range of tax preparers from enrolled agents, to tax preparers, to certified public accountants (CPAs).

Make Sure You Get the Right Advice

If you don’t understand something, consult an expert. Consulting an unqualified individual can lead to costly mistakes later on.

If you are going to pay a professional tax preparer, make sure you can ‘interview’ them before committing to a relationship. You want to make sure they are a good fit for you personality-wise, as well as understanding your business.

Know Your Accounting Process

If you use a firm to file your taxes, chances are that they will help you get prepared for tax season before it actually hits. Many Accounting firms send out tax checklists to make sure you send everything they need to prepare your tax return. You can use these checklists to gather the necessary information and get ready for the firm to prepare your taxes.

Accounting firms also offer bookkeeping services. If you hate keeping up with your books and outsource this task to a firm, the accountants will likely have most of the necessary information to file your return already.

If you’re going to have a tax preparer fill out your tax return for you, do yourself a favor and don’t wait until the last minute. Tax preparers get busier as tax season moves on. If you get in early with organized documents, you’ll likely have a much easier process from start to finish.

Check the business Tax Compliance status on SARS e-Filing

It is important that you check if you have an active e-Filing profile for the business so you can be able to check the tax status of the business. This will ensure that you are aware of which tax periods are outstanding and file on the correct period.

Pay Attention to Timing When Filing Small-Business Taxes

Business owners like their customers to pay them in a timely fashion. Well, you and your company are the SARS (South African Revenue Services) customers. What do you think the tax institutions expects from you when it comes to tax payments? Timeliness.

Entrepreneurs often forget to pay estimated taxes during the year, especially during their first year in business. Most taxpayers focus on the year-end tax returns. In doing so, they forget that states require quarterly estimated tax payments where taxable income exists. Know what is due, to whom, and when.

Don’t Forget Sales Tax!

Sales tax can be a huge penalty hole for entrepreneurs. Don’t start creating a presence in a state and selling your products without ensuring that you’re in compliance with that state’s sales tax requirements. Find out what they are early on to avoid problems later.

Payroll Taxes

While payroll taxes are another biggie, they’re also easily outsourced. Many entrepreneurs outsource them to professional payroll providers whose services include the proper withholding and remittance of payroll taxes. This will not only make life simpler for you, but it will also ensure your taxes are done right the first time.

Establish a Sound Record-Keeping Process

When it comes to documentation and retention of receipts and invoices, there’s no such thing as overdoing it. Every deduction or credit that you take can be challenged by the IRS or a state during an audit. If you have the supporting documentation and can prove that the deductions were business-related, there’s a good chance that you’ll prevail.

As scary as taxes may sound, many others have been in your shoes before you. Learn from their mistakes and successes. Arm yourself with information — and with the support of tax professionals whenever appropriate.

The Bottom Line on How to File Small-Business Taxes

In the end, you’ll have to decide whether it’s worth your time to try to fill out your small-business tax return yourself, pay for tax software, or hire a tax preparer to do it for you. While buying software or hiring a preparer may cost you more money, it can save you a ton of time, which you know is valuable as a small-business owner.

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

For more information: enquiries@matsobanemetja.co.za

“The hardest thing in the world to understand is the income tax.”
Albert Einstein

Are you thinking of venturing into business this year?

New year, New ambitions. Are you thinking of starting a business this year?

Here are the basic finance details as far as compliance is concerned

1) I started the business using my money. How do I record that in the business books and how do I identify the funds?
– an obvious fact is that a business is an entity that is built by an individual out of nothing that belongs or owns by it. Thus it is bound to expect funding from various factors for it to start operating and be functional. It may be from funding institutions or from the founder.

The money that belong to the business owner we call it Capital. And it is recorded on the balance sheet section of the financial reports. You are simply indicating to the next person reading your financial reports that as much as the business has certain amount of funds a portion of it belongs to the owner therefore the business is obligated to pay that money back to the owner or shareholders.

Be careful not to capture the funds as an income. Yes the cash injected into the business will definitely have an effect on the business bank account but can never be categorized as income. Should this misallocation happen there will be few errors detected. You will over pay on your taxes, and that is eating on the business profit.

2) Some income from customers are paid into the business account and some into my personal account. Is that practice correct?
– definitely not correct but it is neither illegal. As soon as you decide to start a business and register it you need to make sure that all the transactions that have everything to do with business must reflect into the business bank account.

In the case where the funds are spreading across other accounts it simply mean they will be accounted under your personal tax number. There is no way we can consolidate the two entities even if you try to dig for reasons why such is done. Over and above that, as a finance professional we know that consolidating transactions that do not belong to the same entity is unlawful. Whatever you do, be mindful of these techniques.

4) How do I pay myself a salary as a business owner?
– a business that is started by a qualified, experienced and skilfull individual will not afford you at a go! Thus the concept of market related compensation is almost impossible. You need to make a compromise. You also don’t want to over burden the business cashflow because you want to draw a market related salary from a new small business.

My advice will be that you break down all your personal expenses enough to cover your monthly expenses. As the business progress and grow you can either choose to increase your salary if necessary. In conclusion – your personal expenses will be used to calculate the affordable salary.

5) Which line items are non-taxable in business?
– the business cannot operate without incurring operational expenses. Business overheads are deducted from the gross income. Example of such expenses are rates and taxes, fuel, bank charges, wages and salaries, etc.
Business is taxed based on the profit made, which it is called taxable income.
You cannot be taxed based on only the gross income hence you need to prepare the income statement prior you make the income tax return submission.

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

For more information: enquiries@matsobanemetja.co.za

“Our goal is to set the gold standard when it comes to compliance.”
Cathy Engelbert

Small Business Bookkeeping Tips

Happy New Year, we wish you a productive and successful new season with lots of profits 😊

I have compiled small business bookkeeping tips that will help you to be successful with processing your day to day accounts and office management.

The tips show you how to do bookkeeping and will increase your ability and knowledge to operate your business with skill.

1. Keep Business And Personal Banking Separate

All new business owners must make it a priority to open a new bank account for their business, preferably an account with online access, to keep business funds separate from personal funds.

Processing transactions for your personal expenses within the bookkeeping of your business is a waste of precious time.

It’s even worse if you are outsourcing and paying a bookkeeper to process your accounts with these personal expenses mixed in.

And they will have to be processed if they are mixed up with the business transactions. They have to be entered into the bookkeeping system and coded to drawings, taking up precious time that the bookkeeper could just spend entering business data.

If you need to use business money for personal expenses, just do a bulk transfer to your personal account on a regular basis like once a week so that the bookkeeper isn’t having to deal with a million small personal transactions and making you pay for their time.

2. Recognize Business Vs Personal Expenses

Drawings (Personal Expenses)

A sole trader or proprietor will most likely withdraw funds from the business account for personal use (drawings). This can be done in place of paying themselves a salary.

A good practice is to transfer one amount on a regular basis, such as once a week, from the business account into the personal account. The personal account is then used to buy the groceries, books, toys etc.

The business account can remain nice and tidy with only business transactions and the one regular drawing amount. This will also avoid the temptation to allocate a private expense to the business.

Private vs Business Expenses

A business owner needs to know and recognize what type of expenses can be claimed against the profit to reduce tax, and what can’t be.

An expense that is directly related to the operation of the business and towards producing income is usually tax deductible.

An expense that is for the owner’s personal pleasure is not.

3. Organize Your Business Documentation

Keeping the documentation for all business transactions is a high priority. They are called accounting source documents. Keeping them enables:-

Easy tracking for any future queries that might pop up, and

Proof (to an auditor or tax man) of what occurred.

Most tax departments require businesses to keep the documents that back up their tax claims for a minimum of 3 and often 5 years. These are documents such as invoices, receipts, wage records, etc. Search the internet for your local tax department website and type in something like ‘how long to keep records’.

The only way to keep the records is to have a very well-organised filing and archiving system. A box or basket full of randomly placed papers makes it much harder to locate what is needed, and will cause an unnecessary waste of time not to mention frustration.

4. Keep Track Of Cash Payments

Any cash received should be paid into the business bank account or petty cash before spending it.

It can be tempting to take the cash right away to purchase supplies but this might cause a mess in the bookkeeping system.

For example, the bookkeeper/owner might:-

Forget which customer paid the money which can lead to some embarrassment if the customer is phoned some weeks later for payment and they have already paid! It could also appear as tax evasion because the income is not being declared in the system.

Forget to include the purchase in the books – these expenses definitely need to be entered in to the accounts to help keep your taxes down!

Being forgetful about the above will result in the bookkeeping system not reflecting a true record of what has occurred.

5. Learn To Understand Monthly Bookkeeping Reports

It’s surprising how many business owners have no clue if what they are doing is working until it’s too late i.e. they suddenly find themselves with no money and huge debts.

You can avoid this scenario by being pro-active about keeping your bookkeeping system up to date and producing reports at least once a month.

Learn how to read and understand those reports.

If you are going to own and run a business you can’t ignore this aspect.

The two most important reports to start with are the Income Statement and the Balance Sheet.

6. Keep On Top Of Your Sales Invoicing

There is nothing worse than having a job done by someone, like a plumber, and then waiting for months for an invoice. Most conscientious people would like to get the bill paid.

It is extremely annoying having to call up a supplier to ask where the bill is.

This appears as dis-organisation to the customer, and from the plumber’s perspective can be detrimental to the business cash flow.

As soon as a job is complete, or at least by month’s end, prepare and send out the customer invoices so that the income can start rolling in, thus keeping the bank balance healthy and enabling payments to suppliers to be made when due.

The importance of invoicing customers in good time is a lifeline for the business because this is where the money is at. Keep at it and be organized about it!

7. Outsource Your Bookkeeping When It Becomes Too Hard To Handle

If you, the business owner, are also doubling as the office administrator/ bookkeeper and finding the bookkeeping too hard or don’t have enough time to do it, then outsource the whole lot.

Outsourcing is:

Cost Effective: Because you only need to pay for a couple of hours of work a month opposed to paying a regular wage, and

Accuracy: You are getting that necessary professional work done on your accounts so you can be confident they are correct.

You can outsource as little or as much as you want done.

Professional accountants and bookkeepers can further advise you on the actual state of your business finances and give you ideas on how to improve cash flow.

The great thing about experienced professional bookkeepers is that they are usually in a position to give you great business advice over and above your day to day bookkeeping needs.

Attend business meetings with you and your banker and help explain the accounts to the banker if you find it a little difficult

8. Be Involved In Bookkeeping Checks Even If You Employ A Good In-House Administrator

Are you a small business owner employing an office administrator to do the bookkeeping?

Do you think they’re great because everything they says about the books sounds just like they know what they’re doing and at least you don’t have to?

Just because your bookkeeper may know more than you about bookkeeping, doesn’t necessarily mean it’s being done right.

You need to take an active interest in the financial aspects of your business.

Don’t sit back and leave it all to the bookkeeper.

It’s not fair to them and your business could end up in dire financial strife due to incompetence or fraud by the bookkeeper (it does happen).

As your business grows bigger, implement certain ‘checks’ along the monthly bookkeeping cycle so that the burden is not placed on one person.

09. Pay Your Employees On Time

If you employ people in your business make sure you do the responsible thing and pay their wages or salaries on time. Employees rely on being paid on time to eat and pay their bills.

Make sure you file your payroll returns on time and make the payments on time. Don’t ‘forget’ to do these things. Filing or paying late can incur fines for your business (a real waste of your business funds).

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

For more information: enquiries@matsobanemetja.co.za

If you really want to grow as an entrepreneur, you’ve got to learn to delegate.
Richard Brandson

How do I know that I need a designated Bookkeeper?

If you’re spending more of your time as a CBO (Chief Bookkeeping Officer) than a CEO, then it’s time for a reality check.

1. Bookkeeping is taking up too much of your time

There’s a finite number of hours in the day so you need to be using them wisely in your business.

It’s not a sensible strategy to be spending the bulk of your time on things that you can outsource to a team member; your job is to focus on maximising profits!

2. You’re trying to scale

Are you bringing in a steady revenue month after month? Have you laid strong foundations for your business and brought in a team that works effectively? Do you feel ready to take your business to the next level?

Then I strongly urge you to outsource your bookkeeping!

Scaling up can be one of the most exciting times for your company – but also one of the riskiest.

I’ve seen businesses fail because they tried to scale too quickly. Or the wrong way. They’ve ended up in a worse situation than they started in – because they didn’t read the data.

So many entrepreneurs leap into scaling without taking the numbers into account. Maybe you’ve got a regular revenue stream. You might have even taken on extra staff in order to manage the increased workload. But if you’ve not considered someone to manage the extra financial reports then there’s a chance your attempts to scale will fall flat.

3. Your bookkeeping isn’t up to date

If you’ve let your books get out of order then I beg of you to hire a bookkeeper!

I’ve managed a ton of ‘cleanups’ for companies over my career and, let me be honest – they’re a pain in the butt. When the numbers haven’t been tracked for months on end, the task of organizing everything is definitely going to eat into your time.

Now, I’m not saying you can’t take on a task like this yourself. If you have the time, if you’re not afraid of some math and some work, then you can absolutely DIY your bookkeeping.

You might not have the budget for a monthly ongoing bookkeeping service, and that’s fine. You can contact me to discuss a one-time job to set you up. But you absolutely must keep on top of your finances if you want to bring home profits.

4. Your decisions are NOT based on your numbers

Whilst bookkeeping can be done yourself, it’s something you need to be consistent with.
Numbers don’t lie, and by consulting your financial data before you make any business decisions, you know you’ll be maintaining a profitable business.

If you’re not in the habit of using the data to guide your decision-making, then it’s time to outsource to someone who will.

5. You’re scared of the IRS!

I know, I know. Audits are never fun and most business owners dread them.

If you’re scared of what might be uncovered through an audit – then you need to hire a bookkeeper. Staying on top of your income and expenses – legally and legitimately – will keep you clean when the IRS comes to visit!

Owning a business can be hugely rewarding. But if you find that any of these signs apply to you then you need to consider outsourcing to a bookkeeper before the joy gets sucked out of what you do.

While you don’t need to outsource, and can take care of the books yourself, you must remember that bookkeeping is a necessity not a luxury.

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

For more information: enquiries@matsobanemetja.co.za

“Bookkeeping is the art of recording and organizing financial transactions – it is the foundation of any successful business.”
– Unknown

Capricorn FM Interview – #TaxMatters

I was again invited by the Capricorn FM for an Interview to discuss few compliance issues

1. I received an SMS from SARS that I am required to submit the business tax returns for a dormant company, what do I do?
Please note that if the business is registered, it is liable to submit the annual returns every financial year end. Sars will not know the activities happening in business unless the business is under an audit. Therefore as the business owner you are responsible to communicate the status of the business with the institution. In case where the business was economically inactive, you will submit the nil returns.

2. What to do after registering a company?
After the business have been registered, you will receive the company registration documents – CK. From the documents you need to identity the details reflecting on the docs. But most importantly the company registration date and the company ‘s financial year end. Every anniversary of the business you must file the CIPC Annual Returns. Every financial year end you are required to submit the financial reports of the business to account for the business taxes.

3. What are my expectations as a small business owner?
Beside operating the business, you need to be aware of all the legislative laws governing the companies of the country – SA. You don’t want to find yourself and the business at the wrong side of the law, as the defaults might cause the business not to be recognized, renders the entity non-compliant or accumulate penalties. Many businesses and institutions may not want to work or be affiliated with a company that do not follow the law. This will affect the growth of the business as many opportunities might be lost as a results.

4. What is the threshold for a business to declare their taxes?
As long as a business is registered, please declare the business income. It will be up to the information filled / exported into Efiling that will determine whether the business is paying any taxes or not. The tax brackets as well as the threshold to be applied.

5. How often do we file the business tax returns?
A business is a Provisional Tax payer thus the returns are filed twice a year. We file the Income tax and the Provisional tax. Short answer is we declare our taxes, every 6 months.

6. For an operating business, what is required to submit the annual tax returns?
In cases where the business is operating, as it should – we prepare the financial statements so we can be able to submit the tax returns. The most important reports for filing purposes is the Income Statement and the Balance Sheet.

7. What happens if I do not comply with the country’s legislative tax laws?
As indicated on the text messages that were sent out by the receiver of revenue, it is a criminal offence not to submit the tax returns. The institution responsible for the tax collections can choose to exercise their rights to persuade every tax payer to pay their taxes, to impose penalties on the entity, and any other options available at their disposal.

8. I have not been filing my tax returns, how do I remedy this?
By all means if you have any outstanding returns make sure that you file your returns so that you can be up to date. Where there are penalties to pay, please process the payments so that your entity status can be compliant.

9. I have not been using the business and the tax returns are not up to date. Can I opt for business deregistration?
Prior you deregister the company, you need to make sure that all the returns are up to date. In this case – both the tax returns and the CIPC AR. There is no short cut about it 

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

For more information: enquiries@matsobanemetja.co.za

“Paying tax is not a punishment. It’s a responsibility.”
— Chris Matthews

The Components of the Annual Financial Statements

When I teach small business owners the importance of Bookkeeping, I always highlight that they know the following categories by heart. That is: Assets, Liabilities, Income, Expense and Owners ‘s equity.

The reason I do that is because, the above-mentioned categories play a huge role in preparing the company Annual reports known as Annual Financial Statements – AFS.

Briefly, the importance of AFS is that you want to know the performance and the position of the business after a certain period. I also urge the business owners not to wait for a 12 months period before they prepare the reports. Preferably on a monthly basis. That way you also understand the business, risks to mitigate if any as well as improvements to be made. You do not want to wait for a year. It will be a little too late and so much would have been lost.

The four primary parts that forms the Annual Financial Statements are: Income Statement, Balance Sheet, Cashflow Statements and Statement of owner’s equity.

1. Income Statement
– explains the performance of the business. Consists of the operating and non-operating section. This report have all the the details of the company earnings as well as the company spending. Earnings in the form of sales generated/ revenues. Spending is operational expenses incurred in order for the business to operate. However prior we list the expenses we also have to take into account the COS – Cost of Sales. To simplify it, COS are the raw materials that are needed to be put together in order to have the end product. They are known as the non operational section of the report. Not all businesses will have this part of the report. It depends on the nature of business. The reason to minus the expenses from the business sales it is so that we can determine how much profit we are left with. That is the net profit of the business. The figure is also known as the taxable income by the receiver of revenue. From this report, you will be able to see if the business is profitable, stagnant or non-profitable, thus the performance.

2. Balance Sheet
– explains the position of the business. It consists of the Assets and Liabilities.
Assets are the items that the business owns. The use of assets is to generate an income. We have current assets and non-curremt assets. Current Assets are those items that change their position at anytime. For e.g. cash, stock,etc. While non-current Assets have a long time span in the business. For e.g. vehicles, machinery, property, etc. Though they lose their value over time but they help in generating income for the business over and over again. Liabilities are the people that the business owes. Such as loan, suppliers, tax, etc. We call them liabilities because you are obligated to pay back.

3. Cashflow Statements
– it pertains the inflow and outflow of cash in the business. The person reading this report they are able to determine your relationship with the money. As money comes into the business as sales/revenue or a loan – we also scrutinise the manner in which it leaves the business. The business funds must be used for the following reasons: Operational use, Investing and Financing. If anyone reads the cashflow statement and they find the discrepancies that are not of the above-mentioned reasons, they can conclude that you are then careless with the money. And this conclusion may block many opportunities for you. No one would like to risk doing business with an irresponsible individual. Thus, seriously be in check the relationship you have with the money.

4. Statement of Owner’s equity
– the main objective of this report is to indicate how much of the business owner is stored in the business. For e.g. the money that the owner inject into the business is called Capital. The transaction can be allocated on the balance sheet section of the financial statement. As it has the same effect as those of liabilities.

Let It be known that all these reports combined are called Annual Financial Statements. You cannot prepare one and name it AFS. They each give a specific status of the business.

These reports are also important to external parties such as the banks, Sars, investors, funding institutions, government, and many others.

If you need a consultation with us with regards to your business, any type of business – please reach out to us on email PA@matsobanemetja.co.za

Compiled by Ms. Dikeledi Seoloane on behalf of Matsobanemetja Business Consulting (Pty) Ltd

For more information: enquiries@matsobanemetja.co.za

“You have more independent eyes scrutinizing the decision-making and financial statements of companies.”
Steve Odland