Learn about financial statements and reports including profit and loss, cash flow and balance sheets. Show
Understanding financial statementsFinancial statements are historical. They show you how your business has been operating in areas such as profitability, cash flow, assets and liabilities. There are 3 major financial statements to understand:
These statements are important to help you:
You should produce financial statements regularly and keep them up to date. Profit and loss statementsA profit and loss statement, also known as an income statement, shows the profitability of your business over a specific period. It can cover any period of time, but is most commonly produced monthly, quarterly or annually. A profit and loss statement is a useful tool for monitoring business activity.
Contents of a profit and loss statementYour profit and loss statement will generally be split into 2 sections:
RevenueThe most important part of the revenue section of your profit and loss statement is total sales. Secondary revenue and other income can be unpredictable, so you should focus on your primary sales revenue to grow your business. Secondary sources of revenue can include:
Note how much sales have risen or fallen since your previous profit and loss statement. Breaking sales figures down into individual products or product lines will help you see which products are performing well and which products need attention. Always look to maintain or increase revenues over time. A pattern of falling revenue may indicate that your business is in trouble. ExpensesThe 2 main sets of figures in the expenses section of a profit and loss statement are:
Aim to minimise your business costs wherever possible. Rising material costs could mean you need to find a different supplier, or find more efficient production methods. Some increases are inevitable, with inflation likely to cause costs to increase across a market over a period of time. Operating expenses can be harder to reduce. For example, if your rent rises it may not be practical to move to alternative premises, or moving may be more expensive than paying the increased rent amount. Check your profit and loss statement for any sudden or unexpected spikes in costs, rather than gradual increases over time (due to factors such as inflation and annual employee pay rises). How to calculate profitUse your profit and loss statement to extract important figures to explain your business's profitability:
Balance sheetsA balance sheet (also known as a statement of financial position) is a summary of all your business assets (what your business owns) and liabilities (what your business owes). At any point in time, it shows you how much money you would have left over if you sold all your assets and paid off all your debts. This is also known as ‘owner's equity’. There are 3 sections in a balance sheet, represented by the following: Formula: Owner's equity = Assets - Liabilities It is called a balance sheet because, at any given moment, each side of this equation must 'balance' out. AssetsCash flow statementsA cash flow statement shows how much cash is moving in and out of your business over a period of time. This reflects the 'liquidity' of your business. Having enough cash available to pay your debts and buy materials and assets is an important part of business planning. A cash flow statement will quickly tell you if you are likely to have any issues in this area. Cash flowing in is most often the money you get from sales, but it may also be from:
Your outgoing cash includes expenses such as:
Read more about managing cash flow and cash-flow invoices and payments. There are normally 3 sections in a cash flow statement, each relating to a different area of your business. Which of the following shows the financial position of a business over a period of time?The Balance Sheet is considered a "snapshot" of company's current financial position. Shows a company's sources and uses of cash as well as the net change in cash for a company in a given period.
What is the name of the report that shows the financial position of a business over a period of time and calculates the net income or loss for tax purposes?A balance sheet provides a snapshot of a firm's financial position at a specific point in time, while an income statement – also known as a profit and loss statement – measures performance over a period of time. Accounting software helps to manage both of these financial statements.
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