How
many times have you felt frustrated by your current accounting software because
it does not seem to meet your needs? If you are like many growing companies
with outdated accounting software, the answer is plenty. Now that the Y2K crisis
has passed with little fanfare, many software users who simply patched their old
systems with Y2K upgrades are now considering replacing their accounting software
with a system that brings real efficiency to their operation.
So, how
do you know if you have outgrown your existing accounting software? There are
a number of symptoms of accounting systems that no longer meet users' needs. They
include:
Current
system does not provide needed functionality.
When you need the system to perform a particular function that the software doesn't
offer, this is a sign that you may be outgrowing the system. Sophisticated features
like multi-currency, advanced distribution features and the like are representative
of the additional functionality many users are demanding. It is important though
to investigate the requirement for the functionality, as it may be a wish list
item as opposed to a definitive business requirement. In addition, be sure to
investigate that the added functionality is not included in the next upgrade,
available from a 3rd party or available as a link to an outside software package
such as Microsoft Access.
System
can't generate required reports.
As accounting systems have become more sophisticated and robust, many systems
contain similar features and functions. However, a common concern for business
software users is how to get the data out of the system in a meaningful way. While
some mid-range systems come with packages like Crystal Reports and FRx for financial
reporting, most entry-level systems have less flexibility in data manipulation
and reporting. However, before giving up on these packages investigate third party
reporting options, visit the software publisher's web site and talk to authorized
consultants for the package. With the advent of ODBC it is likely that the data
can be exported to generate the required reports.
Need
for remote users.
As businesses grow and expand one of the most common needs is for remote user
access. These remote users might be remote offices, traveling employees or telecommuters.
Remote access programs (like PC Anywhere) work fine for many applications, but
not particularly well for accounting software. If remote users are a requirement
it is very likely that you will need to purchase an accounting package that offers
this feature.
Require
more users than system supports.
Many entry-level packages have a definitive number of users that can be using
the system at the same time. Or the system may not perform adequately with a large
number of users. In this instance, it is likely that there is no other choice
but to switch accounting software. However, before buying another package be sure
and visit the site of a current user and see the new software being used by at
least the number of users who will be using the system.
System
customization.
Many users want to be able to customize the system without making source code
modifications. The ability to customize data entry screens, add hooks to outside
programs and add fields to screens are typical of the customizations available
in midrange software. Such customizations greatly expand the usability and functionality
of the system. Again, many entry-level packages do not offer this capability,
so a move to a midrange package may be necessary if this is an important requirement.
E-commerce.
It's all about the Internet! Many end-users are outgrowing their systems because
they want to be able to offer e-commerce capabilities on their web sites. This
is a difficult area to diagnose because of the explosiveness of the web and the
cost of various solutions. Many entry-level packages today offer e-commerce capabilities
as part of their solution. These solutions offer some customization capabilities,
but are typically limited in some fashion. However, most importantly they do integrate
with the accounting package, eliminating the rip and re-enter method that many
small businesses use today. If a company sees a large portion of their business
migrating to the web, they will likely need one of two solutions. The first solution
would be a more robust and customizable e-commerce solution that would integrate
to a more advanced accounting package. The other solution would be to integrate
an advanced e-commerce web-site package to their existing accounting software.
In either case, call in a professional for assistance!
Integration
with 3rd Party Solutions.
Many users discover a requirement to integrate to a 3rd party industry
specific software application. This solution is often more desirable than buying
an industry specific package that includes accounting software or writing a custom
application. Many industries have specific and unique billing practices that are
only met through vertical applications. By integrating these solutions to an existing
accounting software package the user gets the best of both worlds. However, many
of these packages integrate with only one or two of the leading packages in each
market segment, so this may still require an accounting system change.
There are
many other reasons why software users want to change accounting packages, including
new personnel (familiar with other packages), dissatisfaction with current publisher
or VAR, etc. It is important to investigate and understand the real reasons behind
the desire to change accounting packages so that a new solution that will more
fully meet your needs can be selected.
Please
contact Kissinger at 800-562-5456 or 610-926-7450
for assistance with the process of understanding your current
accounting software situation and determining your next step.
