Inventory & Accounts Receivable Benchmarking Author: Ed Rehkopf
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1 Inventory & Accounts Receivable Benchmarking Author: Ed Rehkopf 2009 Club Resources International
2 Table of Contents Background Purpose Source of Information Data Collected Benchmarks Spreadsheet Saving and Printing Copies Spreadsheet Instructions Sample Spreadsheet Year-to-Date Club Resources International
3 Inventory & Accounts Receivable Benchmarking Background. For general information on benchmarking, you are encouraged to read Basics of Benchmarking prior to establishing a system of benchmarks for your operation. Purpose. Inventory and Accounts Receivable benchmarking allows the club to monitor the inventories and inventory turns by retail outlet. It also allows the computation of cost of goods sold by outlet and tracks it over time. Lastly, it allows monitoring of aged receivables over time. Source of Information: Manual inputting from Controller. The following information is tracked by the Controller: 1. The dollar amount of inventory and sales in different retail operations or categories. 2. The cost of goods sold for each retail operation or categories. 3. The dollar amount of receivables at 30, 60, and 90 days. Data Collected The data collected and the data source for Inventory and Accounts Receivable benchmarking are summarized in the following table along with the proposed time periods to summarize the information. Data Collected $ Amount of Inventory by Retail : $ Amount of Sales by Retail : $ Amount of Costs of Goods Sold by Retail : Collection S u m m a r i z e d Frequency Mo YTD Data Source Monthly X X Physical Inventories Monthly X X Sales Reports Monthly X X Cost of Goods Calculations Accounts Receivable at 30, 60, and 90 days Monthly X X Accounts Receivable Detail 2009 Club Resources International 1
4 Benchmarks Benchmark Underlying Data Calculation Purpose % Cost of Goods Sold by Retail Inventory Turns per Period by Retail % of Accounts Receivable at 30, 60, and 90 days Sales per Period by Inventory per Period by Retail Receivables At 30, 60, 90 days Cost of Goods per Period by Sales per Period by Retail Total Club Receivables Cost of Goods divided by Sales by Sales divided by Inventory Receivables at 30, 60, and 90 days divided by Total Club Receivables times 100 Shows the % cost of goods of each retail sale Shows the number of times the inventory is turned in a Period Shows the distribution of Receivables by age Spreadsheet Club Resources International has designed an MS Excel spreadsheet to track inventory and accounts receivable benchmarks. The spreadsheet is to allow you to enter data only in the data entry cells; all other cells are protected to avoid inadvertent erasure or modification of the formulas. Saving and Printing Copies It is recommended that Department Heads save each year s spreadsheet as a separate Excel file allowing you to keep an electronic copy of each year s month to month detail. This permits you to go back and electronically copy data from previous years for any sort of comparative analysis that you might wish to do in the future. Department Heads may also want to keep a handy paper copy reference. Each tab has been formatted to print on one or more numbered pages. Simply double-check the PRINT PREVIEW option under the FILE menu to ensure the material fits onto the page(s) properly. Adjust as necessary and then print. Spreadsheet Instructions Individual spreadsheets have been designed for fifteen areas of club operations. Each area has a designated Manager or Department Head with the assigned responsibility to ensure that the necessary data is collected and recorded consistently and accurately. [Benchmarking Responsibilities], A-5502, spells out benchmarking responsibilities. See the sample spreadsheet is on the following Club Resources International 2
5 Inventory & Accounts Receivable Benchmarks Year-to-Date Spreadsheet Inventory and Accounts Receivable Analysis Club: Oak Hill Club 2007 Inventories Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec AVG Golf Shop 96,958 96, ,042 98,017 Tennis Shop 11,985 11,771 12,258 12,005 38,994 35,311 35,776 36,694 3,319 3,701 3,185 3,402 17,667 17,183 15,125 16,658 12,858 12,406 12,406 12,557 Total 181, , , ,332 Merchandise Sales Golf Shop 11,302 3,305 17,996 10,868 Tennis Shop ,808 77,556 80,831 75,398 4,033 4,958 5,884 4,958 9,450 10,572 12,061 10,694 6,374 7,293 7,768 7,145 Total 99, , , ,674 Cost of Goods Sold Golf Shop 10,790 2,391 12,419 8,533 Tennis Shop ,072 29,100 30,018 30,063 1,535 1,330 1,441 1,435 2,885 4,954 4,648 4,162 2,034 2,471 2,743 2,416 Total 48,656 41,004 51, ,179 % Cost of Goods Sold Golf Shop 95.5% 72.3% 69.0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 78.5% Tennis Shop 116.0% 114.5% 69.3% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 93.1% 45.8% 37.5% 37.1% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 39.9% 38.1% 26.8% 24.5% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 28.9% 30.5% 46.9% 38.5% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 38.9% 31.9% 33.9% 35.3% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 33.8% Total 49.0% 39.3% 41.4% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 43.0% Inventory Turns Golf Shop #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0.11 Tennis Shop #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0.57 Total #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0.61 Accounts Receivable 30 day 71,931 93,692 67, day 17,926 16,598 12, day 3,804 3,154 3,488 Total 93, ,444 83, % of Total 30 day 76.8% 82.6% 81.0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 60 day 19.1% 14.6% 14.9% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 90 day 4.1% 2.8% 4.2% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! Total 100.0% 100.0% 100.0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 2009 Club Resources International 3
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