Proper record keeping: An effective tool for measuring SMEs
performance. (2025). Journal of Management and Business Sciences,
1(2), 22–43. [Link]
Record keeping plays a significant role in financial management as it
promotes transparency, accountability, and well-informed decision-making
within a business. According to Adewale (2023) that record keeping
involves systematically documenting, organizing, and maintaining both
financial and operational information to reflect the true performance and
financial condition of a business. In his study on small and medium-sized
enterprises (SMEs) in Ilorin Metropolis, Nigeria, Adewale point out that
keeping accurate and organized records helps businesses assess their
performance, safeguard their assets, and make sound strategic decisions
that contribute to long-term growth and stability.
2.1 Sales record
2.2 Expense journal
Ihsan, K., & Nurlaila, N. (2024). Analysis of Expense Recording Reports in
MSMEs in the Pangkalan Mahsyur Subdistrict. International Journal Of
Education, Social Studies, And Management (IJESSM), 4(3), 1111–1119.
[Link]
In the study on Micro, Small, and Medium Enterprises (MSMEs) in the
Pangkalan Mahsyur District, expense journals are described as an
essential financial management tool that records all business
expenditures in an organized and systematic manner. The expense journal
serves as a detailed record of all payments made by the business
including the date, purpose, amount, and recipient of each transaction
which enables owners to track and manage their spending effectively.
2.3 Inventory records
Ekik, Y., Oliva, R., Glock, C. H., & Syntetos, A. (2025). Inventory record
inaccuracy in grocery retailing: Impact of promotions and product
perishability, and targeted effect of audits. arXiv.
[Link]
Inventory records are essential for ensuring that a business has
accurate information about its stock levels, which directly affects sales,
operations, and profitability. A study by Rekik, Oliva, Glock, and Syntetos
(2025) investigated inventory record inaccuracy (IRI) in grocery retail
environments and identified several factors that influence record
accuracy. The study found that discrepancies in inventory records are
linked to restocking frequency, product perishability, and promotional
activities. Interestingly, performing regular inventory audits was shown to
increase overall sales by 11%, demonstrating that accurate inventory
recording not only improves operational efficiency but also boosts
financial performance. This emphasizes the importance of maintaining
reliable inventory records as a key component of effective record-keeping
practices in grocery and retail businesses.
2.4 Accounts receivable/Payable records
Yeye, O., Onyemere, I., Ale, A. S., Okowa, M. I., & Agu, F. N. (2024). FINANCIAL RECORD
KEEPING AND PERFORMANCE OF SMALL AND MEDIUM ENTERPRISES IN LAGOS
METROPOLIS, NIGERIA: ACCOUNT RECEIVABLES AND ACCOUNT PAYABLES IN
PERSPECTIVE. African Banking and Finance Review Journal, 18(18), 86–97. Retrieved
from [Link]
1. Accounts receivable and payable record-keeping plays a vital role in maintaining the
financial stability of small and medium enterprises (SMEs). According to Adewale and
colleagues (2024), systematically maintaining accurate records of debtors and creditors
enables businesses to manage cash flow efficiently, make better financial decisions, and
minimize risks such as bad debts or fraud. Their study on SMEs in Lagos, Nigeria, found a
strong positive relationship between proper receivable and payable record maintenance and
overall business performance, emphasizing that computerized accounting systems and
trustworthy personnel are essential for ensuring accuracy and transparency in financial
operations.
2. Maintaining accurate accounts receivable and payable records is an essential aspect of
record-keeping that directly supports financial control and business sustainability. Adewale
and Ogunyemi (2024) emphasized that systematic documentation of transactions with
debtors and creditors enables small and medium enterprises (SMEs) to manage cash flow
effectively, make informed financial decisions, and minimize risks associated with bad debts
and fraud. Their study on SMEs in Lagos, Nigeria, revealed a strong positive relationship
between the maintenance of receivable and payable records and business performance,
highlighting that consistent and precise record-keeping improves financial stability and
operational efficiency. Furthermore, the researchers recommended that SMEs adopt
computerized accounting systems and assign record-keeping responsibilities to competent
and trustworthy staff to ensure transparency and data integrity. This finding supports the
present study’s indicator on accounts receivable/payable records, as accurate tracking of
business obligations and collections forms a critical part of effective record-keeping practices
among grocery stores
2.5 Financial statements/ summaries
Gibson, C. H. (1992). Financial reporting and analysis: Using financial accounting
information (4th ed.). South-Western College Publishing.
Van Auken, H. E. (2005). Differences in the usage of financial statements between
small and large firms. Journal of Small Business Management, 43(1), 77–86.
Van Auken, H. E. (2013). The use of financial statements for decision making by
small firms. Journal of Business and Entrepreneurship, 25(2), 67–90.
Horngren, C. T., Datar, S. M., Foster, G., Rajan, M. V., & Ittner, C. (2009). Cost
accounting: A managerial emphasis (13th ed.). Pearson Education.
Financial statements serve as vital tools for making informed financial decisions in business
operations. They provide essential information that guides owners, managers, and investors
in understanding a firm’s financial position, risk profile, and investment opportunities
(Gibson, 1992; Van Auken, 2013). However, as Van Auken (2005) noted, while reliable and
timely financial statements are crucial, their effectiveness depends on the user’s ability to
interpret and apply the information correctly. Many small business owners lack the financial
literacy necessary to use these statements effectively, which limits their potential benefits.
Horngren, Datar, Foster, Rajan, and Ittner (2009) further emphasized that decision-making
without considering financial statement insights can lead to misaligned strategies and
financial instability. Hence, maintaining and understanding financial statements or
summaries is a critical component of record-keeping that supports sustainable business
performance.
3. Sustainability
Martins, A., Branco, M. C., Melo, P. N., & Machado, C. (2022). Sustainability in small and
medium-sized enterprises: A systematic literature review and future research agenda.
Sustainability, 14(11), 6493. [Link]
Sustainability has become a major focus in the study of small and medium-sized enterprises
(SMEs), emphasizing not only environmental responsibility but also long-term business
survival, growth, and profitability. According to Martins et, al (2022), sustainability in SMEs
involves integrating financial, social, and environmental objectives to ensure business
resilience in an evolving market. Their systematic review of 42 peer-reviewed articles
published between 2000 and 2020 identified four main clusters of research: the relationship
between sustainability and performance, environmental management, social and cultural
influences, and the role of managerial values and capabilities. The authors further observed
that while sustainability reporting and green management practices have received attention,
there remains a lack of studies focusing on non-manufacturing sectors such as retail and
grocery stores—especially in developing countries. This gap underscores the need for
research exploring how financial practices, including budgeting and record-keeping,
contribute to the sustainability and long-term viability of small enterprises. Thus, the concept
of sustainability extends beyond environmental stewardship; it also encompasses effective
management practices that strengthen an enterprise’s ability to survive, grow, and remain
profitable in competitive and uncertain markets.
3.1 Survival
The survival of grocery stores largely depends on the effective use of budgeting and
record-keeping systems that ensure financial stability and continuity. According to Moore
(2022), small retail enterprises that maintain organized financial records and consistent
budgeting systems are better equipped to sustain operations and withstand economic
shocks. This is because accurate record-keeping allows store owners to monitor cash flow,
plan expenditures, and prepare for financial contingencies. Similarly, Akingbasote (2024)
emphasized that financial discipline through proper budgeting enables store owners to
anticipate challenges, manage resources efficiently, and maintain liquidity, which are vital
factors in ensuring the continuity of business operations.
In the Philippine setting, Gano-An and Gempes (2020) found that the survival of micro-
enterprises in Mindanao was influenced by effective financial management practices,
particularly record-keeping and budgeting. Their study revealed that entrepreneurs who
maintained systematic records and followed regular budgeting schedules were more resilient
and capable of operating even during financial downturns. This implies that budgeting and
record-keeping are not just administrative tasks but critical management tools for business
longevity. Thus, business survival as an indicator of sustainability reflects a grocery store’s
ability to operate continuously and adapt to financial challenges through sound financial
practices.
3.2 Growth
Growth represents a grocery store’s ability to expand its operations, sales, and
customer base over time. The German Institute of Development and Sustainability
(IDOS, 2015) reported that the growth of small enterprises in the Philippines is often
achieved through reinvestment of profits, diversification of inventory, and strategic financial
planning — all of which depend on organized budgeting and record-keeping systems.
Enterprises that regularly analyze their financial data are more capable of identifying
profitable opportunities and planning for business expansion.
Likewise, Dolorso (2023) observed that microenterprises in Quezon City that adopted
systematic budgeting and record-keeping practices demonstrated significant improvements
in sales and operational efficiency. Financial documentation enabled business owners to
track income and expenses, assess product performance, and make informed decisions that
supported sustainable growth. Furthermore, Deligero (2025) emphasized that budgeting
and monitoring financial transactions allow food retailing enterprises to plan strategically,
manage expenses effectively, and identify areas for improvement. Through these practices,
grocery stores can ensure progressive development and competitiveness in the retail sector.
Hence, growth as an indicator of sustainability can be attributed to the proper application of
budgeting and record-keeping, which guide business expansion and operational
improvements.
3.3 Profitability
Profitability is an essential component of sustainability, indicating how efficiently a
grocery store converts revenues into profits. According to Adela (2023), there is a strong
positive relationship between bookkeeping practices and profitability among small and
medium enterprises (SMEs). Accurate record-keeping enables business owners to monitor
their financial performance, reduce unnecessary expenditures, and maximize returns.
Similarly, Eric (2024) found that enterprises that implemented organized accounting and
budgeting systems achieved higher profit margins and greater operational efficiency. These
practices helped businesses analyze cost structures and allocate resources more effectively,
directly contributing to increased profitability.
In addition, Deligero (2025) revealed that food retailing enterprises that practiced systematic
budgeting experienced enhanced financial management and improved profit outcomes. The
study highlighted that maintaining detailed records of sales and expenses allows owners to
assess which aspects of their business generate the most profit and where costs can be
minimized. Local findings by Dolorso (2023) also support this, showing that Filipino micro-
entrepreneurs who use simple but consistent bookkeeping methods achieve higher earnings
and stronger financial stability. Therefore, profitability as a measure of sustainability is
achieved when budgeting and record-keeping practices enable grocery stores to optimize
costs, make informed decisions, and maintain steady financial growth.
Adela, V. (2023). Bookkeeping practices and SME performance. Journal of Financial
Studies, 15(2), 112–127.
Akingbasote, F. F. (2024). Effective business sustainability strategies for small retail
convenience stores [Doctoral dissertation, Walden University].
Deligero, L. (2025). Financial management practices and business performance of micro
and small food retailing enterprises. Asia Pacific Journal of Management Research, 14(1),
88–103.
Dolorso, K. G. B. (2023). Financial management practices of microenterprises in Quezon
City. Philippine Journal of Entrepreneurship, 10(1), 45–60.
Eric, M. (2024). Effect of bookkeeping on financial performance of SMEs. Journal of
Business and Finance, 9(3), 201–214.
Gano-An, B. C., & Gempes, G. P. (2020). Entrepreneurial resilience and survival strategies
of micro-enterprises in Mindanao. International Journal of Entrepreneurship, 24(4), 1–10.
German Institute of Development and Sustainability (IDOS). (2015). Micro and small
enterprise upgrading in the Philippines. German Institute of Development and Sustainability
(DIE).
Moore, D. L. (2022). Financial recordkeeping strategies for small businesses [Doctoral
dissertation, Walden University]