Preparing consolidated financial statements: A step-by-step guide

Consolidated financial statements are a vital tool for businesses that operate multiple subsidiaries or have controlling interests in other companies. These statements provide a comprehensive overview of the financial health and performance of the entire group —aiding in decision-excellence, investor confidence, and regulatory compliance.

In this article, we will delve into the process of preparing consolidated financial statements, offering a step-by-step guide to ensure accuracy and compliance. Whether you're an accounting professional or a business owner seeking to consolidate your financials, this guide will equip you with the necessary knowledge to navigate the complexities of this essential financial reporting requirement.

Seven steps: Preparing consolidated financial statements 

Step one: Understand the purpose and scope

Before embarking on the consolidation process, it is crucial to grasp the purpose and scope of consolidated financial statements. These statements combine the financial results of multiple entities within a group into a single set of financial statements. The goal is to present a true and fair view of the group's financial position, performance, cash flows, and changes in equity. Consolidated financial statements are typically prepared by a parent company that has a controlling interest in its subsidiaries, and they serve various stakeholders, including investors, lenders, regulatory bodies, and internal management.

Consolidated financial statements encompass the parent company and its subsidiaries, which are entities controlled by the parent company. Control is usually determined by ownership of more than 50% of the voting shares or the ability to exercise significant influence over the subsidiary's financial and operating policies. It is essential to consider both domestic and international subsidiaries, as well as special-purpose entities that may require consolidation based on the applicable accounting standards and regulations.

Step two: Identify reporting entities 

The next step is to identify the reporting entities that need to be included in the consolidated financial statement. This involves determining the entities that are controlled by the parent company, either through ownership of voting shares or the ability to exercise significant influence. It is essential to consider both domestic and international subsidiaries, as well as special-purpose entities that may require consolidation based on the applicable accounting standards and regulations.

Identifying reporting entities involves a thorough review of the parent company's ownership interests in subsidiaries. In some cases, a parent company may have a controlling interest in a subsidiary even without holding a majority of the voting shares. Control can be established through other means, such as contractual arrangements or significant influence over the subsidiary's operations. Proper due diligence is necessary to ensure that all relevant entities are included in the consolidated financial statements.

Step three: Gather financial information

To prepare consolidated financial statements, gather the financial information from each reporting entity. This includes their trial balances, general ledgers, and supporting documentation such as transaction records, invoices, and reconciliations. Ensure that all entities follow consistent accounting policies and practices to facilitate accurate consolidation. 

The financial information should follow the applicable accounting standards, such as Generally Accepted Accounting Principles (GAAP) or International Financial Reporting Standards (IFRS). The reporting entities should adhere to the same accounting policies to ensure consistency in financial reporting. If there are differences in accounting policies among subsidiaries, adjustments should be made to align them with the parent company's policies.

During the data-gathering process, pay attention to any significant events or transactions that occurred between the reporting entities, such as intercompany transactions, dividends, loans, or transfers of assets. These transactions will need to be eliminated or adjusted in the consolidation process to avoid distorting the financial statements.

Step four: Eliminate intra-group transactions

Eliminating intra-group transactions is a critical step in preparing consolidated financial statements. Intra-group transactions refer to transactions that occur between entities within the group. These transactions can create artificial profits or losses that do not reflect the true financial position of the group. Common intra-group transactions that require elimination include intercompany sales, purchases, loans, dividends, and interest. 

Eliminating intra-group transactions involves removing both the recorded amounts and any related unrealized gains or losses. For example, if one subsidiary sells goods to another subsidiary within the group, the revenue and expense associated with the transaction should be eliminated. This ensures that the consolidated financial statements reflect only transactions with external parties.

Intercompany account balances, such as receivables, payables, and investments, should also be eliminated. These balances represent amounts owed or due between reporting entities within the group and do not represent external transactions.

Implementing modern, finance-owned tools like Anaplan's Financial Close and Consolidation application transforms these aspects by automating intercompany transactions, currency conversions, cash flow statements and more. These solutions eliminate the manual errors that often arise when accounting teams are under pressure to close their books quickly. This automation not only enhances accuracy but also allows your team to focus on strategic analysis rather than being constrained by operational tasks.

Step five: Adjust for unrealized gains or losses 

Unrealized gains or losses arise from transactions between group entities where the effects have not yet been realized through external transactions. For example, if one subsidiary sells goods to another subsidiary within the group, any unrealized profit on these intercompany sales should be eliminated. Adjustments should also be made for any unrealized gains or losses on intra-group transfers of non-monetary assets, such as land or intellectual property.

Unrealized gains or losses can distort the financial statements and provide an inaccurate representation of the group's financial performance. By adjusting for these gains or losses, the consolidated financial statements provide a more accurate picture of the group's financial position and results of operations.

Step six: Combine financial statements

The next step involves combining the financial statements of each reporting entity into a single set of consolidated financial statements. This process typically includes consolidating balance sheets, income statements, cash flow statements, and statements of changes in equity. Ensure that the financial statements are prepared using consistent accounting policies and practices and that all necessary disclosures are included. 

Combining financial statements requires the aggregation of assets, liabilities, equity, revenues, and expenses from each reporting entity. The consolidated financial statements should reflect the parent company's ownership interest in the subsidiaries, and non-controlling interests should be separately disclosed.

Consistency in accounting policies and practices is crucial to ensure that the financial statements are comparable and reflect the economic reality of the group. In cases where subsidiaries use different accounting policies, adjustments should be made to align them with the parent company's policies.

Step seven: Disclose relevant information

Consolidated financial statements require comprehensive disclosure of relevant information to provide transparency and meet regulatory requirements. Disclosures typically include details about the subsidiaries, the basis of consolidation, significant accounting policies, contingent liabilities, related party transactions, and any other relevant information specific to the group's activities. 

Proper disclosure ensures that users of the consolidated financial statements have access to all relevant information to make informed decisions. It provides insights into the group's operations, risks, and financial position. Disclosures should be prepared in accordance with the applicable accounting standards and regulatory requirements.

Importance of accurate consolidated financial statements

Preparing consolidated financial statements is a complex process that requires a deep understanding of accounting principles and regulations. By following this step-by-step guide, businesses can ensure the accuracy and compliance of their consolidated financial statements.

Remember, consolidated financial statements provide a holistic view of the financial performance and position of a group, which is crucial for decision-making, investor confidence, and regulatory compliance. 

Seek professional expertise if needed, as consolidations can present unique challenges based on the nature and complexity of the group's structure. With accurate and reliable consolidated financial statements, businesses can enhance their financial reporting practices and set a solid foundation for future growth and success.