Whether you are embarking on the purchase of your first accounting software or replacing a system you have outgrown, serious thought and planning are necessary to ensure that you choose the right software and implement it successfully.
Commonly called a "needs assessment," it’s important to start out by reviewing what your work processes look like now. Then you must define how you want them to change and how you plan to use the software to do so.
Here are some items to include in your review.
Tasks
Map out the tasks you want to accomplish with your software. Are you billing customers? What is special about your accounts payable? Do you need payroll? Fixed asset tracking? Cost accounting? Think about what you do in each process. For example, you might build new buildings, perform remodels, and go out on repair/service calls. Each of these requires specific billing rates, assignment of job costs, customer billing, and monthly statements.
Needs of Users
You want software that makes the user's job easier. What special functions will add efficiency and reduce errors in manual data entry? Maybe it is fewer keystrokes, choices in posting accounts, or batch entry. Decide how you want to reduce the workload before you choose a software so you can choose a software system that allows that.
System Functions
Consider what kinds of reports you need. Do you export data? Import data? Convert data? Is it easy to set up new reports? How robust is the security? Is there a firewall and/or anti-virus components? What is required for the original setup and data migration?
Review of Old Software
Finally, list the things you like about your current software, the things you do not like, and what you wish you had known the first time you were in search of accounting software.
At Oates & Company, we always recommend Sage products. If you are a small company that needs good software to help with your accounting, check out Sage 100 ERP. It can do everything you need it to – and more.
Have questions? Contact Oates & Company today. Our professionals can help you choose the software that’s best for you.
