Chapter 12 Lecture Notes Chapter theme: Managers in large organizations have to delegate some decisions to those who are at lower levels in the organization. This chapter explains how responsibility accounting systems, segmented income statements, and return on investment (ROI) and residual income measures are used to help control decentralized organizations. I. Decentralization in organizations A. A decentralized organization does not confine decisionmaking authority to a few top executives; rather, decision-making authority is spread throughout the organization. The advantages and disadvantages of decentralization are as follows: i. Advantages of decentralization 1. It enables top management to concentrate on 2. 3. 4. 5. ii. strategy, higher-level decision making, and coordinating activities. It acknowledges that lower-level managers have more detailed information about local conditions that enable them to make better operational decisions. It enables lower-level managers to quickly respond to customers. It provides lower-level managers with the decision-making experience they will need when promoted to higher level positions. It often increases motivation, resulting in increased job satisfaction and retention, as well as improved performance. Disadvantages of decentralization 1. Lower-level managers may make decisions II. without fully understanding the “big picture.” 2. There may be a lack of coordination among autonomous managers. a. The balanced scorecard can help reduce this problem by communicating a company’s strategy throughout the organization. 3. Lower-level managers may have objectives that differ from those of the entire organization. a. This problem can be reduced by designing performance evaluation systems that motivate managers to make decisions that are in the best interests of the company. 4. It may be difficult to effectively spread innovative ideas in a strongly decentralized organization. a. This problem can be reduced through the effective use of intranet systems, which enable globally dispersed employees to electronically share ideas. Responsibility accounting A. Responsibility accounting systems link lower-level managers’ decision-making authority with accountability for the outcomes of those decisions. The term responsibility center is used for any part of an organization whose manager has control over, and is accountable for cost, profit, or investments. The three primary types of responsibility centers are cost centers, profit centers, and investment centers. i. Cost center 1. The manager of a cost center has control over costs, but not over revenue or investment funds. a. Service departments such as accounting, general administration, legal, and personnel are usually classified as cost centers, as are manufacturing facilities. b. Standard cost variances and flexible budget variances are often used to evaluate cost center performance. ii. Profit center 1. The manager of a profit center has control over iii. both costs and revenue. a. Profit center managers are often evaluated by comparing actual profit to targeted or budgeted profit. Investment center 1. The manager of an investment center has control over cost, revenue, and investments in operating assets. a. Investment center managers are usually evaluated using return on investment (ROI) or residual income, as discussed later in this chapter. B. An organizational view of responsibility centers i. Superior Foods Corporation provides an example of the various kinds of responsibility centers that exist in an organization. 1. The President and CEO as well as the Vice President of Operations manage investment centers. 2. The Chief Financial Officer, General Counsel, and Vice President of Personnel all manage cost centers. 3. Each of the three product managers that report to the Vice President of Operations (e.g., salty snacks, beverages, and confections) manages a profit center. 4. The bottling plant manager, warehouse manager, and distribution manager all manage cost centers that report to the Beverages product manager. III. Decentralization and segment reporting A. Key concepts/definitions i. A segment is a part or activity of an organization about which managers would like cost, revenue, or profit data. 1. Examples of segments include divisions of a ii. company, sales territories, individual stores, service centers, manufacturing plants, marketing departments, individual customers, and product lines. a. Superior Foods Corporation could segment its business as follows: (1). By geographic region (2). By customer channel There are two keys to building segmented income statements. 1. First, a contribution format should be used because it separates fixed from variable costs and it enables the calculation of a contribution margin. a. The contribution margin is especially useful in decisions involving temporary uses of capacity such as special orders. 2. Second, traceable fixed costs should be separated from common fixed costs to enable the calculation of a segment margin. Further clarification of these terms is as follows: a. A traceable fixed cost of a segment is a fixed cost that is incurred because of the existence of the segment. If the segment were eliminated, the fixed cost would disappear. Examples of traceable fixed costs include: (1). The salary of the Fritos product manager at PepsiCo is a traceable fixed cost of the Fritos business segment of PepsiCo. (2). The maintenance cost for the building in which Boeing 747s are assembled is a traceable fixed cost of the 747 business segment of Boeing. b. A common fixed cost is a fixed cost that supports the operations of more than one segment, but is not traceable in whole or in part to any one segment. Examples of common fixed costs include: (1). The salary of the CEO of General Motors is a common fixed cost of the various divisions of General Motors. (2). The cost of heating a Safeway or Kroger grocery store is a common fixed cost of the various iii. departments – groceries, produce, bakery, etc. c. It is important to realize that the traceable fixed costs of one segment may be a common fixed cost of another segment. For example: (1). The landing fee paid to land an airplane at an airport is traceable to a particular flight, but it is not traceable to first-class, businessclass, and economy-class passengers. d. A segment margin is computed by subtracting the traceable fixed costs of a segment from its contribution margin. (1). The segment margin is a valuable tool for assessing the long-run profitability of a segment. (2). Allocating common costs to segments reduces the value of the segment margin as a guide to long-run segment profitability. Activity-based costing can help identify how costs shared by more than one segment are traceable to individual segments. For example: 1. Assume that three products, 9-inch, 12-inch, and 18-inch pipe, share 10,000 square feet of warehousing space, which is leased at a price of $4 per square foot. 2. If the 9-inch, 12-inch, and 18-inch pipes occupy 1,000, 4,000, and 5,000 square feet, respectively, then activity-based costing can be used to trace the warehousing costs to the three products as shown. a. When using activity-based costing to trace fixed costs to segments, managers must still ask themselves if the traceable costs that they have been identified would disappear over time if the segment disappeared. b. In this example, if the warehouse was owned rather than leased, perhaps the warehousing costs assigned to a given segment would not disappear if the segment was discontinued. B. Segmented income statements – an example i. Assume that Webber, Inc. has two divisions – the Computer Division and the Television Division. 1. The contribution format income statement for the Television Division is as shown. Notice: a. Cost of goods sold consists of variable manufacturing costs. b. Fixed and variable costs are listed in separate sections. c. Contribution margin is computed by taking sales minus variable costs. d. The divisional segment margin represents the Television Division’s contribution to overall company profits. 2. The Television Division’s results can be rolled into Webber, Inc.’s overall results as shown. Notice: a. The results of the Television and Computer Divisions sum to the results shown for the whole company. b. The common costs for the company as a whole ($25,000) are not allocated to the divisions. 3. The Television Division’s results can also be broken down into smaller segments. This enables us to see how traceable fixed costs of the Television Division can become common costs of smaller segments. a. Assume that the Television Division can be broken down into two major product lines – Regular and Big Screen. b. Assume that the segment margins for these two product lines are as shown. c. Of the $90,000 of fixed costs that were previously traceable to the Television Division, $80,000 ($45,000 + $35,000) is traceable to the two product lines and $10,000 is a common cost. C. Segmented financial information on external reports i. The Financial Accounting Standards Board now requires that companies in the United States include segmented financial data in their annual reports. This ruling has implications for internal segment reporting because: 1. It mandates that companies report segmented results to shareholders using the same methods that are used for internal segmented reports. 2. Since the contribution approach to segment reporting does not comply with GAAP, it is likely that some managers will choose to construct their segmented financial statements using the absorption approach to comply with GAAP. a. The absorption approach hinders internal decision making because it does not distinguish between fixed and variable costs or common and traceable costs. IV. Hindrances to proper cost assignment A. Omission of costs i. The costs assigned to a segment should include all the costs attributable to that segment from the company’s entire value chain as discussed in Chapter 1. 1. Since only manufacturing costs are included in product costs under absorption costing, those companies that choose to use absorption costing for segment reporting purposes will omit from their profitability analysis all “upstream” and “downstream” costs. a. “Upstream” costs include research and development and product design costs. b. “Downstream” costs include marketing, distribution, and customer service costs. c. Although these “upstream” and “downstream” costs are nonmanufacturing costs, they are just as essential to determining product profitability as are manufacturing costs. Omitting them from profitability analysis will result in the undercosting of products. B. Inappropriate methods for assigning traceable costs to segments i. Failure to trace costs directly 1. Costs that can be traced directly to specific segments of a company should not be allocated to other segments. Rather, such costs should be charged directly to the responsible segment. For example: a. The rent for a branch office of an insurance company should be charged directly against the branch office rather than included in a companywide overhead pool and then spread throughout the company. ii. Inappropriate allocation base 1. Some companies allocate costs to segments using arbitrary bases. Costs should be allocated to segments for internal decision making purposes only when the allocation base actually drives the cost being allocated. For example: a. Sales is frequently used to allocate selling and administrative expenses to segments. This should only be done if sales drive these expenses. C. Arbitrarily dividing common costs among segments i. Common costs should not be arbitrarily allocated to segments based on the rationale that “someone has to cover the common costs” for two reasons: 1. First, this practice may make a profitable business segment appear to be unprofitable. If the segment is eliminated the revenue lost may exceed the traceable costs that are avoided. 2. Second, allocating common fixed costs forces managers to be held accountable for costs that they cannot control. V. Evaluating investment center performance – return on investment A. Key concepts/definitions i. Investment center performance is often evaluating using a measure called return on investment (ROI), which is defined as follows: ROI ii. Net operating income Average operating assets Net operating income is income before taxes and is sometimes referred to as EBIT (earnings before interest and taxes). Operating assets include cash, accounts receivable, inventory, plant and equipment, and all other assets held for operating purposes. 1. Net operating income is used in the numerator because the denominator consists only of operating assets. 2. The operating asset base used in the formula is typically computed as the average of the assets between the beginning and the end of the year. iii. Net book value versus gross cost 1. Most companies use the net book value (i.e., acquisition cost less accumulated depreciation) of depreciable assets to calculate average operating assets. a. With this approach, ROI mechanically increases over time as the accumulated depreciation increases. Replacing a fullydepreciated asset with a new asset will decrease ROI. 2. An alternative to net book value is the gross cost of the asset, which ignores accumulated depreciation. a. With this approach, ROI does not grow automatically over time, rather it stays constant. Replacing a fully-depreciated asset does not adversely affect ROI. B. Understanding ROI i. ii. Du Pont pioneered the use of ROI and recognized the importance of looking at the components of ROI, namely margin and turnover. 1. Margin is computed as shown and is improved by increasing sales or reducing operating expenses. The lower the operating expenses per dollar of sales, the higher the margin earned. 2. Turnover is computed as shown. It incorporates a crucial area of a manager’s responsibility – the investment in operating assets. Excessive funds tied up in operating assets depress turnover and lower ROI. Any increase in ROI must involve at least one of the following – increased sales, reduced operating expenses, or reduced operating assets. The following example shows four different ways to increase ROI: 1. Assume that Regal Company reports the results as shown. a. Given this information, its current ROI is 15%. 2. The first way to increase ROI is to increase sales without any increase in operating assets. a. Assume that: (1) Regal’s manager was able to increase sales to $600,000 (an increase of 20%), (2) operating expenses increased to $558,000 (an increase of 18.7%), (3) net income increased to $42,000, and (4) average operating assets remained unchanged. b. In this case, the ROI increases from 15% to 21%. Notice, for ROI to increase, the percentage increase in sales must exceed the percentage increase in operating expenses. 3. The second way to increase ROI is to decrease operating expenses with no change in sales or operating assets. a. Assume that Regal’s manager was able to reduce operating expenses by $10,000 without affecting sales or operating assets. b. In this case, the ROI increases from 15% to 20%. 4. The third way to increase ROI is to decrease operating assets with no change in sales or operating expenses. a. Assume that Regal’s manager was able to reduce inventories by $20,000 by using just-in-time techniques without affecting sales or operating expenses. b. In this case, the ROI increases from 15% to 16.7%. 5. The fourth way to increase ROI is to invest in operating assets to increase sales. a. Assume that Regal’s manager invests in a $30,000 piece of equipment that increases sales by $35,000 while increasing operating expenses by $15,000. b. In this case, the ROI increases from 15% to 21.8%. C. ROI and the balanced scorecard i. It may not be obvious to managers how to increase sales, decrease costs, and decrease investments in a way that is consistent with the company’s strategy. A well-constructed balanced scorecard can provide managers with a road map that indicates how the company intends to increase ROI. A scorecard can answer questions such as: 1. Which internal business processes should be improved? 2. Which customers should be targeted and how will they be attracted and retained at a profit? D. Criticisms of ROI i. Just telling managers to increase ROI may not be enough. Managers may not know how to increase ROI in a manner that is consistent with the company’s strategy. 1. This is why ROI is best used as part of a balanced scorecard. ii. A manager who takes over a business segment typically inherits many committed costs over which the manager has no control. This may make it difficult to assess this manager relative to other managers. iii. VI. A manager who is evaluated based on ROI may reject investment opportunities that are profitable for the whole company but that would have a negative impact on the manager’s performance evaluation. Residual income A. Defining residual income i. Residual income is the net operating income that an investment center earns above the minimum required return on its assets. 1. Economic Value Added (EVA®) is an adaptation of residual income. We will not distinguish between the two terms in this class. B. Calculating residual income i. The equation for computing residual income is as shown. Notice: 1. This computation differs from ROI. ROI measures net operating income earned relative to the investment in average operating assets. Residual income measures net operating income earned less the minimum required return on average operating assets. ii. Zepher, Inc. - an example 1. Assume the information as given for a division of Zepher, Inc. 2. The residual income ($10,000) is computed by subtracting the minimum required return ($20,000) from the actual income ($30,000). C. Motivation and residual income i. The residual income approach encourages managers to make investments that are profitable for the entire company but that would be rejected by managers who are evaluated using the ROI formula. More specifically: 1. It motivates managers to pursue investments where the ROI associated with those investments exceeds the company’s minimum required return but is less than the ROI being earned by the managers. D. Divisional comparison and residual income i. The residual income approach has one major disadvantage. It cannot be used to compare the performance of divisions of different sizes. ii. Zepher, Inc. – continued 1. Recall that the Retail Division of Zepher had average operating assets of $100,000, a minimum required rate of return of 20%, net operating income of $30,000, and residual income of $10,000. 2. Assume that the Wholesale Division of Zepher had average operating assets of $1,000,000, a minimum required rate of return of 20%, net operating income of $220,000, and residual income of $20,000. 3. The residual income numbers suggest that the Wholesale Division outperformed the Retail Division because its residual income is $10,000 higher. However: a. The Retail Division earned an ROI of 30% compared to an ROI of 22% for the Wholesale Division. The Wholesale Division’s residual income is larger than the Retail Division simply because it is a bigger division. VII. Appendix 12A: transfer pricing A. Key concepts/definitions i. A transfer price is the price charged when one segment of a company provides goods or services to another segment of the company. While domestic transfer prices have no direct effect on the entire company’s reported profit, they can have a dramatic effect on the reported profitability of a division. ii. The fundamental objective in setting transfer prices is to motivate managers to act in the best interests of the overall company. Suboptimization occurs when managers do not act in the best interests of the overall company or even their own divisions. iii. There are three primary approaches to setting transfer prices, namely negotiated transfer prices, transfers at the cost to the selling division, and transfers at market price. B. Negotiated transfer prices i. A negotiated transfer price results from discussions between the selling and buying divisions. 1. Negotiated transfer prices have two advantages: a. They preserve the autonomy of the divisions, which is consistent with the spirit of decentralization. b. The managers negotiating the transfer price are likely to have much better information about the potential costs and benefits of the transfer than others in the company. 2. The range of acceptable transfer prices is the range of transfer prices within which the profits of both divisions participating in the transfer would increase. a. The lower limit is determined by the selling division. b. The upper limit is determined by the buying division. ii. Harris and Louder – an example 1. Assume the information as shown with respect to Imperial Beverages and Pizza Maven (both companies are owned by Harris and Louder). a. The selling division’s (Imperial Beverages) lowest acceptable transfer price is calculated as shown. b. The buying division’s (Pizza Maven) highest acceptable transfer price is calculated as shown. (1). If Pizza Maven had no outside supplier for ginger beer, then its highest acceptable transfer price would be equal to the amount it expects to earn by selling the ginger beer, net of its own expenses. c. Let’s calculate the lowest and highest acceptable transfer prices under three scenarios. 2. If Imperial Beverages has sufficient idle capacity (3,000 barrels) to satisfy Pizza Maven’s demands (2,000 barrels) without sacrificing sales to other customers, then the lowest and highest possible transfer prices are computed as follows: a. The lowest acceptable transfer price, as determined by the seller, is £8. b. The highest acceptable transfer price, as determined by the buyer, is £18. c. Therefore, the range of acceptable transfer prices is £8-£18. 3. If Imperial Beverages has no idle capacity and must sacrifice other customer orders (2,000 barrels) to meet the demands of Pizza Maven (2,000 barrels), then the lowest and highest possible transfer prices are computed as follows: a. The lowest acceptable transfer price, as determined by the seller, is £20. b. The highest acceptable transfer price, as determined by the buyer, is £18. c. Therefore, there is no range of acceptable transfer prices. d. This is a desirable outcome for Harris Louder because it would be illogical to give up sales of £20 to save costs of £18. 4. If Imperial Beverages has some idle capacity (1,000 barrels) and must sacrifice other customer orders (1,000 barrels) to meet the demands of Pizza Maven (2,000 barrels), then the lowest and highest possible transfer prices are computed as follows: a. The lowest acceptable transfer price, as determined by the seller, is £14. b. The highest acceptable transfer price, as determined by the buyer, is £18. c. Therefore, the range of acceptable transfer prices is £14-£18. iii. Evaluation of negotiated transfer prices 1. If a transfer within the company would result in higher overall profits for the company, there is always a range of transfer prices within which both the selling and buying divisions would have higher profits if they agree to the transfer. 2. Nonetheless, if managers are pitted against each other rather than against their past performance or reasonable benchmarks, a noncooperative atmosphere is almost guaranteed. Thus, negotiations often break down even though it would be in both parties’ best interests to agree to a transfer price. 3. Given the disputes that often accompany the negotiation process, most companies rely on some other means of setting transfer prices. C. Transfers at the cost to the selling division i. Many companies set transfer prices at either the variable cost or full (absorption) cost incurred by the selling division. The drawbacks of this approach include: 1. Using full cost as a transfer price can lead to suboptimization because it does not distinguish between variable costs, which may be relevant to the transfer pricing decision, and fixed costs, which may be irrelevant. 2. If cost is used as the transfer price, the selling division will never show a profit on any internal transfer. The only division that shows a profit is the division that makes the final sale to an outside party. 3. Cost-based transfer prices do not provide incentives to control costs. If the actual costs of one division are passed on to the next, there is little incentive for anyone to work on reducing costs. D. Transfers at market price i. A market price (i.e., the price charged for an item on the open market) is often regarded as the best approach to the transfer pricing problem. A market-based transfer price: 1. Works best when the product or service is sold in its present form to outside customers and the selling division has no idle capacity. a. With no idle capacity the real cost of the transfer from the company’s perspective is the opportunity cost of the lost revenue on the outside sale. 2. Does not work well when the selling division has idle capacity. In this case, market-based transfer prices are likely to be higher than the variable cost per unit of the selling division. Consequently, the buying division may make pricing and other decisions based on incorrect, market-based cost information rather than the true variable cost incurred by the company as a whole. E. Divisional autonomy and suboptimization i. ii. The principles of decentralization suggest that companies should grant managers autonomy to set transfer prices and to decide whether to sell internally or externally. While subordinate managers may occasionally make suboptimal decisions, top managers should allow their subordinates to control their own destiny – even to the extent of granting subordinate managers the right to make mistakes. F. International aspects of transfer pricing i. The objectives of domestic transfer pricing include: 1. 2. 3. 4. ii. Creating greater divisional autonomy. Providing greater motivation for managers. Enabling better performance evaluation. Establishing better goal congruence. The objectives of international transfer pricing include: 1. 2. 3. 4. Lessen taxes, duties and tariffs. Lessen foreign exchange risks. Improve competitive position. Improve relations with foreign governments. VIII. Appendix 12B: Service Department Charges (Slide #95 is a title slide) A. Most large organizations have both operating departments and service departments. The central purposes of the organization are carried out in the operating departments. In contrast, service departments do not directly engage in operating activities. This appendix discusses why and how service department costs are allocated to operating departments. i. Four reasons for allocating service department costs 1. To encourage operating departments to wisely use service department resources. 2. To provide operating departments with more complete cost data for making decisions. 3. To help measure the profitability of operating departments. 4. To create an incentive for service departments to operate efficiently. ii. The service department charges considered in this appendix can be viewed as a transfer price that is charged for services provided by service departments to operating departments. B. Charging costs by behavior i. Whenever possible, variable and fixed service department costs should be charged separately to provide more useful data for planning and control of departmental operations. 1. A variable cost should be charged to consuming departments according to whatever activity causes the incurrence of the cost. 2. A fixed cost should be allocated to consuming departments in predetermined lump-sum amounts that are based on either the department’s peak-period or long-run average servicing needs. Importantly, fixed cost allocations: a. Are based on the amount of capacity each consuming department requires. b. Should not vary from period to period. ii. Budgeted variable and fixed service department costs (rather than actual costs) should be allocated to operating departments. 1. Variable service department costs should be charged using a predetermined rate applied to the actual services consumed. 2. The lump sum amount of fixed costs should be based on budgeted fixed costs, not actual fixed costs. C. SimCo – an example i. Assuming the facts as shown with respect to SimCo, the allocation of maintenance costs to the two operating departments would be as follows: 1. The variable costs would be allocated by multiplying the budgeted variable rate ($0.60 per machine hour) by the actual activity level for each operating department. 2. The fixed costs would be allocated by multiplying the percent of peak-period capacity for each operating department by the budgeted amount of fixed costs ($200,000). D. Pitfalls in allocating fixed costs i. Rather than charge fixed costs to using departments in predetermined lump-sum amounts, some companies allocate them using a variable allocation base that fluctuates from period to period. 1. This is a pitfall because it creates a situation ii. where the fixed costs allocated to one department are heavily influenced by what happens in other departments. Kolby Products – an example 1. Assume the facts as shown with respect to Kolby. 2. Selected cost data for the last two years is as shown. Notice: a. The Western sales territory maintained an activity level of 1,500,000 miles driven in both years. b. The Eastern sales territory dropped from 1,500,000 miles driven in year one to 900,000 miles driven in year two. 3. In year one, the two sales territories share the service department costs equally. 4. In year two, the costs allocated to the Western sales territory increase by $15,000 despite the fact that the miles driven within the territory remained constant in both years. Notice: a. The cost increase in the Western sales territory is due to a decrease in miles driven in the Eastern territory during year two. E. Beware of sales dollars as an allocation base i. ii. While sales dollars is a popular allocation base for service department costs, it is a poor choice because sales dollars fluctuate from period to period, whereas the costs being allocated are often largely fixed. 1. This creates a situation where the sales in one department will influence the service department costs allocated to another department. Clothier Inc. – an example 1. Assume the facts as shown with respect to Clothier Inc. 2. The allocations of service department costs for year one are as shown. Notice: a. The Suits Department generated 65% of total sales as was allocated $39,000 of service department costs. 3. The allocations of service department costs for year two are as shown. Notice: a. The Suits Department increased sales by $100,000 while the other departments’ sales remained unchanged. b. The allocation of service department costs to the Suits Department increased by $4,200 while it decreased in the other two departments. c. The manager of the Suits Department is likely to complain that as a result of his efforts to expand sales, he is being forced to carry a larger share of the service department costs.