Whether budgets seem to be effective and how they can be made more effective are
crucial issues for managers. We shall examine this topic in detail in the next chapter,
after we have seen how budgets can be used to help managers to exercise control.
Until recently it would have been a heresy to suggest that budgeting was not of central
importance to any business. The benefits of budgeting, mentioned earlier in this
chapter, have been widely recognised and the vast majority of businesses prepare
annual budgets. However, there is increasing concern that, in today’s highly dynamic
and competitive environment, budgets may actually be harmful to the achievement of
business objectives. This has led a small but growing number of businesses to abandon
traditional budgets as a tool of planning and control.
Various charges have been levelled against the conventional budgeting process. It is
claimed that budgets
l cannot deal with a fast-changing environment, and are often out of date before the
start of the budget period;
l focus too much management attention on the achievement of short-term financial
targets. Instead, managers should focus on the things that create value for the
business (for example, innovation, building brand loyalty, responding quickly to
competitive threats, and so on);
l reinforce a ‘command and control’ structure that concentrates power in the hands
of senior managers and prevents junior managers from exercising autonomy. This
may be particularly true where a top-down approach, that allocates budgets to
managers, is being used. Where managers feel constrained, attempts to retain and
recruit able managers can be difficult;
l take up an enormous amount of management time that could be better used. In
practice, budgeting can be a lengthy process that may involve much negotiation,
reworking and updating, and may add little to the achievement of business objectives;
l are based around business functions (sales, marketing, production, and so on).
However, to achieve the business’s objectives, the focus should be on business pro-
cesses that cut across functional boundaries and reflect the needs of the customer;
l encourage incremental thinking by employing a ‘last year plus x per cent’ approach

term. These are often very demanding (‘stretch’) targets, based on benchmarks that
have been set by world-class businesses.
The new ‘beyond budgeting’ model promotes a more decentralised, participative
approach to managing the business. It is claimed that the traditional hierarchical man-
agement structure, where decision making is concentrated at the higher levels of the
hierarchy, encourages a culture of dependency where meeting the budget targets set by
senior managers is the key to managerial success. This traditional structure is replaced
by a network structure where decision making is devolved to ‘front-line’ managers. In
the new structure a more open, questioning attitude among employees is encouraged.
There is a sharing of knowledge and best practice, and protective behaviour by man-
agers is discouraged. In addition, rewards are linked to targets based on improvement
in relative performance rather than to meeting the budget. It is claimed that this new
approach allows greater adaptability to changing conditions, improves performance
and increases motivation among staff.
Figure 6.8 sets out the main differences between the traditional and ‘beyond
budgeting’ planning models.
Real World 6.8 looks at the management planning systems at Toyota, the well-known
Japanese motor vehicle business, a business that does not use conventional budgets.
Beyond conventional budgeting
BEYOND CONVENTIONAL BUDGETING
205
REAL WORLD 6.8
Steering Toyota
Peter Bunce is at the forefront of those who argue that budgeting systems have an
adverse effect on the ability of businesses to compete effectively. The following is an out-
line of Toyota’s planning and control systems, written by him:
Toyota is a well-known example of a sense-and-respond organisation. Instead of pushing prod-
ucts through rigid processes to meet sales targets, its operating systems start from the customer
– it is the customer order that drives operating processes and the work that people do. The point
is that in sense-and-respond companies, predetermined plans and performance contracts are an

seeking an alternative to budgets will turn into a flood. However, it is clear that in today’s
highly competitive environment a business must be flexible and responsive to changing
conditions. Management systems that in any way hinder these attributes will not survive.
It is worth remembering that, despite the criticisms, budgeting remains a very widely
used technique. Real World 6.3 provides evidence for this. Furthermore, a glance
through the annual report of virtually any well-known business will reveal that budget-
ing is used and is not, therefore, regarded as an impediment to success. Real World 6.9
is an account of a round table discussion at a Better Budgeting forum held in 2004.
Long live budgets!
It could be argued that Toyota’s ‘Original Business Plan’ (see Real World 6.8) is
really a budget by another name. The definition of a budget is a business plan, as we
saw earlier in the chapter.
Real World 6.10 provides survey evidence of senior finance staff that reveals consider-
able support for budgets. Nevertheless, many recognised that budgeting is not always well
managed and acknowledged some of the criticisms of budgets that were mentioned earlier.
LONG LIVE BUDGETS!
207
REAL WORLD 6.9
Alive and kicking
A round table discussion at a Better Budgeting Forum held in London in March 2004 was
attended by representatives of 32 large organisations, including BAA (the airport operator),
the BBC, Ford Motors, Sainsbury (the supermarket business) and Unilever (the household
goods group).
The report of the forum discussions said:
If you were to believe all that has been written in recent years, you’d be forgiven for thinking that
budgeting is on its way to becoming extinct. Various research reports allude to the widespread
dissatisfaction with the bureaucratic exercise in cost cutting that budgeting is accused of having
become. Budgets are pilloried as being out of touch with the needs of modern business and
accused of taking too long, costing too much and encouraging all sorts of perverse behaviour.
Yet if there was one conclusion to emerge from the day’s discussions it was that budgets are

process (generally using a spreadsheet rather than custom-designed software).
Source: ‘Perfect how you project’, BPM Forum, 2008.
The main points of this chapter may be summarised as follows:
A budget is a short-term business plan, mainly expressed in financial terms.
l Budgets are the short-term means of working towards the business’s objectives.
l They are usually prepared for a one-year period with sub-periods of a month.
l There is usually a separate budget for each key area.
Uses of budgets
l Promote forward thinking.
l Help co-ordinate the various aspects of the business.
l Motivate performance.
l Provide the basis of a system of control.
l Provide a system of authorisation.
The budget-setting process
l Establish who will take responsibility.
l Communicate guidelines.
l Identify key factor.
l Prepare budget for key factor area.
l Prepare draft budgets for all other areas.
l Review and co-ordinate.
l Prepare master budgets (income statement and statement of financial position
(balance sheet)).
l Communicate the budgets to interested parties.
l Monitor performance relative to budget.
SUMMARY
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Preparing budgets
l There is no standard style – practicality and usefulness are the key issues.
l They are usually prepared in columnar form, with a column for each month (or

Periodic budget p. 180
Continual budget p. 180
Rolling budget p. 180
Master budget p. 181
Management by exception p. 184
Budget committee p. 186
Budget officer p. 186
Incremental budgeting p. 192
Budget holder p. 192
Discretionary budget p. 192
Zero-base budgeting (ZBB) p. 193
Activity-based budgeting (ABB) p. 201
Key terms
‘
FURTHER READING
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Answers to these questions can be found in Appendix C at the back of the book.
Define a budget. How is a budget different from a forecast?
What were the five uses of budgets that were identified in the chapter?
What do budgets have to do with control?
What is a budget committee? What purpose does it serve?
6.4
6.3
6.2
6.1
Exercises 6.5 to 6.8 are more advanced than 6.1 to 6.4. Those with coloured numbers have
answers in Appendix D at the back of the book. If you wish to try more exercises, visit the
students’ side of the Companion Website at
www.pearsoned.co.uk/atrillmclaney.

REVIEW QUESTIONS
EXERCISES
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Required:
Draw up the following for the six months ending 30 September:
(a) A finished inventories budget, showing just physical quantities.
(b) A raw materials inventories budget showing both physical quantities and financial values.
(c) A trade payables budget.
(d) A trade receivables budget.
(e) A cash budget.
You have overheard the following statements:
(a) ‘A budget is a forecast of what is expected to happen in a business during the next year.’
(b) ‘Monthly budgets must be prepared with a column for each month so that you can see the
whole year at a glance, month by month.’
(c) ‘Budgets are OK but they stifle all initiative. No manager worth employing would work for a
business that seeks to control through budgets.’
(d) ‘Activity-based budgeting is an approach that takes account of the planned volume of activity
in order to deduce the figures to go into the budget.’
(e) ‘Any sensible person would start with the sales budget and build up the other budgets from
there.’
Required:
Critically discuss these statements, explaining any technical terms.
A nursing home, which is linked to a large hospital, has been examining its budgetary control
procedures, with particular reference to overhead costs.
The level of activity in the facility is measured by the number of patients treated in the
budget period. For the current year, the budget stands at 6,000 patients and this is expected
to be met.
For months 1 to 6 of this year (assume 12 months of equal length), 2,700 patients were
treated. The actual variable overhead costs incurred during this six-month period are as follows:

Assets £
Cash at bank 60,000
Share capital
£1 ordinary shares 60,000
During June, the business intends to make payments of £40,000 for a leasehold property,
£10,000 for equipment and £6,000 for a motor vehicle. The business will also purchase initial
trading inventories costing £22,000 on credit.
The business has produced the following estimates:
1 Sales revenue for June will be £8,000 and will increase at the rate of £3,000 a month until
September. In October, sales revenue will rise to £22,000 and in subsequent months will be
maintained at this figure.
2 The gross profit percentage on goods sold will be 25 per cent.
3 There is a risk that supplies of trading inventories will be interrupted towards the end of the
accounting year. The business therefore intends to build up its initial level of inventories
(£22,000) by purchasing £1,000 of inventories each month in addition to the monthly
purchases necessary to satisfy monthly sales requirements. All purchases of inventories
(including the initial inventories) will be on one month’s credit.
4 Sales revenue will be divided equally between cash and credit sales. Credit customers are
expected to pay two months after the sale is agreed.
5 Wages and salaries will be £900 a month. Other overheads will be £500 a month for the first
four months and £650 thereafter. Both types of expense will be payable when incurred.
6 80 per cent of sales revenue will be generated by salespeople who will receive 5 per cent
commission on sales revenue. The commission is payable one month after the sale is agreed.
7 The business intends to purchase further equipment in November for £7,000 cash.
8 Depreciation will be provided at the rate of 5 per cent a year on property and 20 per cent
a year on equipment. (Depreciation has not been included in the overheads mentioned in
5 above.)
Required:
(a) State why a cash budget is required for a business.
(b) Prepare a cash budget for Linpet Ltd for the six-month period to 30 November.

element of each Zenith is £0.30. Fixed overheads, including depreciation of £25,000, total
£47,000 a month. All labour and overheads are paid during the month in which they arise.
6 Cash in hand. At 1 August the business plans to have a bank balance (in funds) of £20,000.
Required:
Prepare the following budgets:
(a) Finished inventories budget (expressed in units of Zenith) for each of the three months July,
August and September.
(b) Raw materials inventories budget (expressed in kilograms of the raw material) for the
two months July and August.
(c) Cash budget for August and September.
Newtake Records Ltd owns a chain of 14 shops selling compact discs. At the beginning of June
the business had an overdraft of £35,000 and the bank had asked for this to be eliminated
by the end of November. As a result, the directors have recently decided to review their plans
for the next six months.
The following plans were prepared for the business some months earlier:
May June July August Sept Oct Nov
£000 £000 £000 £000 £000 £000 £000
Sales revenue 180 230 320 250 140 120 110
Purchases 135 180 142 94 75 66 57
Administration expenses 52 55 56 53 48 46 45
Selling expenses 22 24 28 26 21 19 18
Taxation payment 22
Finance payments 5 5 5 5 5 5 5
Shop refurbishment – – 14 18 6 – –
Notes:
1 The inventories level at 1 June was £112,000. The business believes it is preferable to main-
tain a minimum inventories level of £40,000 of goods over the period to 30 November.
2 Suppliers allow one month’s credit. The first three months’ purchases are subject to a con-
tractual agreement, which must be honoured.
3 The gross profit margin is 40 per cent.

January February March April May June
Operating costs (£000) 6 8 10 12 12 12
Prolog expects to receive no credit for operating costs. Additional shelving for storage will be
bought, installed and paid for in April, costing £12,000. Corporation tax of £25,000 is due at the
end of March. Prolog anticipates that trade receivables will amount to two months’ sales rev-
enue. To give its customers a good level of service, Prolog plans to hold enough inventories at
the end of each month to fulfil anticipated demand from customers in the following month. The
computer manufacturer, however, grants one month’s credit to Prolog. Prolog Ltd’s statement
of financial position (balance sheet) appears below.
Statement of financial position (balance sheet) at 31 December
£000
Non-current assets 80
Current assets
Inventories 112
Trade receivables 200
Cash –
312
Total assets 392
Equity
Share capital (25p ordinary shares) 10
Retained profit 177
187
Current liabilities
Trade payables 112
Taxation 25
Overdraft 68
205
Total equity and liabilities 392
Required:
(a) Prepare a cash budget for Prolog Ltd showing the cash balance or required overdraft for

retail outlets.
4 The maximum production capacity of the business is 7,000 units a month. There is no
possibility of increasing this output.
5 Assembly of each Fuel Miser will take 10 minutes of direct labour. Direct labour is paid
at the rate of £7.20 an hour during the month of production.
6 The components are each expected to cost the following:
A £2.50
B £1.30
C £0.80
7 Indirect costs are to be paid at a regular rate of £32,000 each month.
8 The cash at the bank at 1 January will be £2,620.
The planned sales volumes must be met and the business intends to pursue the following
policies for as many months as possible, consistent with meeting the sales targets:
l Finished inventories at the end of each month are to equal the following month’s total sales
to retail outlets, and half the total of the following month’s sales to the motor manufacturer.
l Raw materials at the end of each month are to be sufficient to cover production requirements
for the following month. The production for July will be 6,800 units.
l Suppliers of raw materials are to be paid during the month following purchase. The payment
for January will be £21,250.
l Customers will pay in the month of sale, in the case of sales to the motor manufacturer, and
the month after sale, in the case of retail sales. Retail sales during December were 2,000 units
at £12 each.
Required:
Prepare the following budgets in monthly columnar form, both in terms of money and units
(where relevant), for the six months of January to June inclusive:
6.8
EXERCISES
215
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also take a look at standard costing and its relationship with budgeting. We shall see
that standards provide the building blocks for budgets.
INTRODUCTION
7
When you have completed this chapter, you should be able to:
l Discuss the role and limitations of budgets for performance evaluation and
control.
l Undertake variance analysis and discuss possible reasons for the variances
calculated.
l Discuss the issues that should be taken into account when designing an
effective system of budgetary control.
l Explain the nature, role and limitations of standard costing.
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In Chapter 6, we saw that budgets provide a useful basis for exercising control over a
business. Control involves making events conform to a plan and, since the budget is
a short-term plan, making events conform to it is an obvious way to try to control the
business. We saw in Chapter 6 that, for most businesses, the routine is as shown in
Figure 7.1.
Budgeting for control
If plans are drawn up sensibly, we have a basis for exercising control over the busi-
ness. We must, however, measure actual performance in the same terms as those in
which the budget is stated. If they are not in the same terms, proper comparison will
not be possible.
Exercising control involves finding out where and why things did not go according
to plan and then seeking ways to put them right for the future. One reason why things
may not have gone according to plan is that the budget targets were unachievable. In
this case, it may be necessary to revise the budgets for future periods so that targets
become achievable.
This last point should not be taken to mean that budget targets can simply be

required minimum temperature. Figure 7.2 depicts the stages in a feedback control sys-
tem using budgets.
There is an alternative type of control, known as feedforward control. Here pre-
dictions are made as to what can go wrong and steps taken to avoid any undesirable
outcome. The preparation of budgets, which we discussed in Chapter 6, provides an
example of this type of control. Preparing a particular budget may reveal a problem
Types of control
TYPES OF CONTROL
219
‘
‘
REAL WORLD 7.1
No medals for budgeting
The government’s dramatic increase this spring in the budget for the 2012 Olympic
games, almost tripling the £3.3bn cost to the taxpayer estimated at the time of winning the
2005 bid, has put the event on a ‘firmer financial footing’, says a report by the National
Audit Office (NAO).
Nevertheless, the revised £9.3bn London Olympics budget contains ‘significant areas
of uncertainty’ that could drive costs up, unless effective controls are exercised. Sir John
Bourn, head of the NAO, warned the government it still had to ‘work to contain funding
and achieve value for money’. He highlighted areas of uncertainty affecting costs, includ-
ing the design specifications and future use of the Olympic venues, the level of price infla-
tion in the construction sector and the contracts negotiated by suppliers.
The NAO, in effect, gives the revised budget its seal of approval, saying it ‘should be
sufficient’ to cover the estimated costs of the games, provided – a ‘most important
proviso’ – the assumptions on which the budget is based hold good. But its report calls
for action by the government to ensure proper controls over the huge project.
Source: Adapted from Watchdog warns on Olympic costs by Jean Eaglesham, ft.com, © The Financial Times Limited, 20 July 2007.
FT
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during May and try to ensure that these mistakes are not repeated in later months. It
is not enough to know that things went wrong overall. We need to know where and
why. The approach taken is to compare the budgeted and actual figures for the various
items (sales revenue, raw materials and so on) in the above statement.
Flexing the budget
One practical way to overcome our difficulty is to ‘flex’ the budget to what it would
have been had the planned level of output been 900 units rather than 1,000 units.
Flexing the budget simply means revising it, assuming a different volume of output.
To exercise control, the budget is usually flexed to reflect the volume that actually
occurred, where this is higher or lower than that originally planned. This means that
we need to know which revenues and costs are fixed and which are variable relative
to the volume of output. Once we know this, flexing is a simple operation. We shall
assume that sales revenue, material cost and labour cost vary strictly with volume.
Fixed overheads, by definition, will not. Whether, in real life, labour cost does vary
with the volume of output is not so certain, but it will serve well enough as an assump-
tion for our purposes. Were labour actually fixed, we should simply take this into
account in the flexing process.
VARIANCES FROM BUDGET
221
‘
The following are the budgeted and actual income statements for Baxter Ltd, a
manufacturing business, for the month of May:
Budget Actual
Output (production and sales) 1,000 units 900 units
££
Sales revenue 100,000 92,000
Raw materials (40,000) (40,000 metres) (36,900) (37,000 metres)
Labour (20,000) (2,500 hours) (17,500) (2,150 hours)
Fixed overheads (20,000) (20,700)
Operating profit 20,000 16,900

Sales revenue 100,000 90,000 92,000
Raw materials (40,000) (36,000) (36,000 m) (36,900) (37,000 m)
Labour (20,000) (18,000) (2,250 hr) (17,500) (2,150 hr)
Fixed overheads (20,000) (20,000) (20,700)
Operating profit 20,000 16,000 16,900
Flexible budgets allow us to make a more valid comparison between the budget (using
the flexed figures) and the actual results. Key differences, or variances, between budgeted
and actual results for each aspect of the business’s activities can then be calculated. In
the rest of this section we consider some of the variances that may be calculated.
Sales volume variance
Let us begin by dealing with the shortfall in sales volume. It may seem as if we are say-
ing that this does not matter, because we just revise the budget and carry on as if all is
well. However, this is not the case, because losing sales volume generally means losing
profit. The first point we must pick up, therefore, is the loss of profit arising from the
loss of sales of 100 units of the product.
CHAPTER 7 ACCOUNTING FOR CONTROL
222
‘
What will be the loss of profit arising from the sales volume shortfall, assuming that
everything except sales volume was as planned?
The answer is simply the difference between the original and flexed budget profit figures.
The only difference between these two profit figures is the volume of sales; everything else
was the same. (That is to say that the flexing was carried out assuming that the per-unit
sales revenue, raw material cost and labour cost were all as originally budgeted.) This
means that the figure for the loss of profit due to the volume shortfall, taken alone, is
£4,000 (that is, £20,000 − £16,000).
Activity 7.2
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When we considered the relationship between cost, volume and profit in Chapter 3,


Who should be held accountable for this sales volume variance? The answer is prob-
ably the sales manager, who should know precisely why this has occurred. This is not
the same, however, as saying that it was the sales manager’s fault. The problem may
have been that the business failed to produce the budgeted quantities so that not
enough items were available to sell. Nevertheless, the sales manager should know the
reason for the problem.
The budget and actual figures for Baxter Ltd for June are given in Activity 7.4 and
will be used as the basis for a series of Activities that provide an opportunity to calcu-
late and assess the variances. We shall continue to use the May figures for explaining
the variances.
Note that the business had budgeted for a higher level of output for June than it did
for May.
CHAPTER 7 ACCOUNTING FOR CONTROL
224
What else do the relevant managers of Baxter Ltd need to know about the May sales
volume variance?
They need to know why the volume of sales fell below the budgeted figure. Only by dis-
covering this information will managers be in a position to try to ensure that it does not
occur again.
Activity 7.3
Budget for June Actual for June
Output 1,100 units 1,150 units
(production and sales)
££
Sales revenue 110,000 113,500
Raw materials (44,000) (44,000 metres) (46,300) (46,300 metres)
Labour (22,000) (2,750 hours) (23,200) (2,960 hours)
Fixed overheads (20,000) (19,300)
Operating profit 24,000 24,700

any variance arising from the volume difference has already been ‘stripped out’ in the
flexing process. This price difference is known as the sales price variance. Higher sales
prices will, all other things being equal, mean more profit. So there is a favourable variance.
When senior management is trying to identify the reason for a sales price variance,
it would normally be the sales manager that should be able to offer an explanation. As
we shall see later in the chapter, favourable variances of significant size will normally
be investigated.
Let us now move on to look at the cost variances, starting with materials variances.
Materials variances
In May, there was an overall or total direct materials variance of £900 (adverse) (that
is, £36,900 − £36,000). It is adverse because the actual material cost was higher than
the budgeted one, which has an adverse effect on operating profit.
Who should be held accountable for this variance? The answer depends on whether
the difference arises from excess usage of the raw material, in which case it is the pro-
duction manager, or whether it is a higher-than-budgeted cost per metre being paid, in
which case it is the responsibility of the buying manager. Fortunately, we can go
beyond this total variance to examine the effect of changes in both usage and cost. We
can see from the figures that in May there was a 1,000 metre excess usage of the raw
material (that is, 37,000 metres − 36,000 metres). All other things being equal, this alone
would have led to a profit shortfall of £1,000, since clearly the budgeted cost per metre
is £1. The £1,000 (adverse) variance is known as the direct materials usage variance.
Normally, this variance would be the responsibility of the production manager.
VARIANCES FROM BUDGET
225
‘
‘
‘
Using the figures in Activity 7.4, what is the sales price variance for June?
The sales price variance for June is £1,500 (adverse) (that is, £115,000 − £113,500). Actual
sales prices, on average, must have been lower than those budgeted. The actual price

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Labour variances
Direct labour variances are similar in form to those for direct materials. The total direct
labour variance for May was £500 (favourable) (that is, £18,000 − £17,500). It is
favourable because £500 less was spent on labour than was budgeted for the actual
level of output achieved.
Again, this total variance is not particularly helpful and needs to be analysed further
into its usage and cost elements. We should bear in mind that the number of hours
used to complete a particular quantity of output is the responsibility of the production
manager, whereas the responsibility for the rate of pay lies primarily with the human
resources manager.
The direct labour efficiency variance compares the number of hours that would be
allowed for the achieved level of production with the actual number of hours used. It
then costs this difference at the allowed hourly rate. Thus, for May, it was (2,250 hours
− 2,150 hours) × £8 = £800 (favourable). We know that the budgeted hourly rate is
£8 because the original budget shows that 2,500 hours were budgeted to cost £20,000.
The variance is favourable because fewer hours were used than would have been
allowed for the actual level of output. Working more quickly would tend to lead to
higher profit.
The direct labour rate variance compares the actual cost of the hours worked with
the allowed cost. For 2,150 hours worked in May, the allowed cost would be £17,200
(that is, 2,150 × £8). So, the direct labour rate variance is £300 (adverse) (that is,
£17,500 − £17,200).
The relationship between the direct labour variances for May is shown in Figure 7.5.
VARIANCES FROM BUDGET
227
‘
‘
‘

CHAPTER 7 ACCOUNTING FOR CONTROL
228
‘
Total, efficiency and rate variances for direct labour for May
Figure 7.5
The total direct labour variance is the sum of the direct labour efficiency variance and the rate
variance, and can be analysed into these two.
Using the figures in Activity 7.4, what was the fixed overhead spending variance for June?
The fixed overhead spending variance for June was £700 (favourable) (that is, £20,000 −
£19,300). It was favourable because less was spent on overheads than was budgeted,
thereby having a favourable effect on profit.
Activity 7.10
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