Accounting software is vital

8. How disruptive is the transition process for a business?

These days, the transition process for a business to update its accounting software is actually very simple and operations need not be affected during the installation period. In fact, there are systems available that can be installed in just days and which also run on most existing computer systems.

9. Once installed, does it need to be upgraded regularly?

It is important to check that the mid-market accounting package you select regularly upgrades its software to ensure it can accommodate future growth in your business as well as any changes in technology. It is also worth checking to make sure this upgrade is incorporated as part of your monthly payment.

10. Are there software packages compatible with PCs and Macs?

Windows-based PC network accounting software is the most popular format for accounting software packages.

11. What are the system requirements for configurations?

As with most software products, the more advanced your hardware and operating system configurations, the more efficiently your accounting software program will run. An example of the minimum system configuration required for a mid-market accounting software package is: all Windows platforms post Win2K, on computers with 1 GHz processor or better and 512 MB ram or better.

12. What are the network requirements?

Most businesses today either already have or are moving towards a LAN which generally contains at least one server that stores the business database and programs, as well as several workstations where people carry out their work. Servers and server operating systems are therefore optimised for high-speed database access by several workstations simultaneously. While it is important to check specifics, here is an example of what might be recommended as one of the following systems for the server: all Windows-based server platforms including Terminal Server post Win2K. To maximise the server’s security and reliability, it is generally recommended that you do not use the server as a workstation.

13. What technical support do you need to consider?

It is important to determine the level of support you will receive for the installation of your new accounting software as well as the after-sales service that you will be entitled to.

• Initially, you need to ensure that you select the right software which has been packaged accordingly or customised specifically to accommodate your individual business needs.

• Find out the timeframe for the installation and setup.

• Determine the training and assistance programs available and whether it includes both individual and on-site group training.

• Check that you can receive software system reviews to ensure you are always operating at peak performance levels.

• Ensure an emergency help and trouble-shooting service is available by phone, remote access or onsite.

• Make sure your support and service agreement is tailored to suit your particular business needs – be mindful of your business requirements,
staff expertise levels and your software configuration.

14. How can I check that my new software is always current?

Check that your mid-market package includes access to resources and support information on your accounting software such as news and advice, user guides, training materials, tips and tricks and checklists.

15. Is today’s accounting software more environmentally friendly?

An environmentally friendly accounting and payroll system is available that materially reduces the need for paper, accelerating the move towards a paperless office. This is an ideal way for small businesses to decrease their carbon footprint. Such steps are significant when you consider that greenhouse gas emissions from the ICT (information, communication technology) industry outstrip the aviation industry. In fact, there has been surging SME interest in ‘Green IT’ following the combined impact of the National Greenhouse & Energy Reporting Act – effective from 1 July 2008 for about 700 of Australia’s largest businesses – and the Australian Emissions Trading Scheme, now fasttracked from 2012 to 2010.

16. Should I advise businesses if they have inadequate software?

IT service providers have a duty of care along with banks and accountants to ensure their clients are aware of the risks of inadequate financial systems and to suggest a review of their accounting software if they have any doubts.

Business owners concerned about having inadequate financial software should seek a complementary ‘health check’ to ensure their accounting software is up-to-date, efficient and suitable for their needs.