How To Choose Online Accounting Systems
Online Accounting Systems – One of the great advantages offered by remote access software is that the user downloads from the Internet, install it on your computer and access to a remote database, located in one data-center, the user feeds the data of your company or business. As the data is in Internet software to access them can also be downloaded from the Internet and installed on any computer, the user can access from anywhere in the world via the Internet, example of this type of software is the OpalSoft, and other programs such as A3Con A3 Software, it allows you to enter data from remote PC. Thus the introduction of notes is from the company and then, review and verification is carried out by consultants of the company from his office.
A problem common to accounting programs is the lack of compatibility of documents they create. That is, a company has an accounting package and want to generate a file containing the balance sheet, the newspaper or any other document and then read it from another program. This is usually done exporter requested file ASCII code, which is a text file where each field is separated (account number, balance, etc.) by a separator character makes. Then from the other program the file is imported, although often having to waste time adjusting formats. Or design a customized program to convert these formats. The problem is greater if we make a homogeneous database from balance sheets and income statements taken from the Internet. We will see that the information exists, but the data must be entered manually in a spreadsheet.
One way to solve this problem, is that programs incorporate accounting standard XML (eXtensible Markup Language) or more specifically the XFRML.
Everything starts from SGML, which is the Standard Generalized Markup Language (ISO 8879). It is the international standard for defining the structure and content of different types of electronic documents. Both the HTML which is the language that allows Web-design the pages as XML are abridged versions of SGML. HTML is good for Web pages but is too small to represent any documents, because it only cares to format the content of labels. XML is much more suitable for further processing by a database:
When choosing an accounting software for our company we must consider the seven steps below relate:
First we must educate ourselves in all the options that are available in the market. To do this, turn to various sources of information:
- Colleagues in other companies
- Internet, Our recommendation: Make a list of 10 options. And go to the second step.
- The time of the matrices
Now comes the long process, but ultimately ends up being the most satisfying generated. Make a list in Excel that includes the following columns:
- Software name
- Web page
- Value (for my company)
- Average implementation time (do not rely solely Seller: Use your friends and colleagues)
- Features (this part of the list should be personalized and adapted to the specific needs)
- Modules included
- No need to buy additional licenses or computers?
- Many users handled?
- etc ??. (Insert here the specific needs: barcode, inventory, payroll, etc.)
Companies in which it is installed (with contact name .. ask that the software vendor: it will be the most useful point of this list)
- Remove the weaker options
Select a good accounting software package begins by removing packages that do not fit the reality of the organization.
Tip: leave here a list of 3-5 options. Max.
- Evaluation of suppliers
Regularly, the accounting software is distributed in two ways: by the parent, or by authorized dealers.
In both cases, it is important to know who is who answer for installation in your organization, what the support, and if they have staff to move or give us help when we need it. And surely we will need.
And the best test is to ask for an appointment to do a demonstration. With that they are “measured oil” to know what the post-sales support. If it takes one week to arrange an appointment, you can cross it off your list.
With this, certainly the list is getting smaller.
- The appointment with the “finalists”
Listen and let them do their show. This will include PowerPoint slides, live demonstrations and possibly installing a demo version.
And when you have the software installed, be aware that if he could do something with the software, does not necessarily mean that you can not do. It is normal to be confused, so this step requires patience. Ask, ask a lot.
- Now, call references
This is where you will interesting because collate what the seller promised to reality. And do not let the seller will escape without giving names of people who have installed software (although this had already covered in the section on arrays).
With the name and phone in your hands, call and ask the following questions:
- How long have used the software XXX?
- How much would slow to installation?
- Can you name two things that seem bad? (Remember that good already said the seller)
If I had to choose again, what other options would involve? (This is a trick question ?? whether that is absolutely in love with the product, do not contemplate other options).
With hand on heart ?? This software do you recommend me?
Remember that with this information we will be able to distinguish between “good product / distributor Evil” versus “bad product / good dealer”. Or it may be that both are good, allowing you to continue to the next step.
- Take the final decision
If at the end of this process you have more than one option, to use his instinct. And keep in mind these three final considerations:
- What is easier to use?
- What you have the technology compatible with the company? ¨
- What provides more reporting options?
If we can not decide we must remember that the real cost is not an accounting software licensing in value, but its implementation time and the time it takes in daily to incorporate into the processes of the organization. Following this process, the chances of error are reduced dramatically.
ASP (Application Service Provider) or PSA (Application Service Provider):
It is a company that provides software to third parties a form of rent. The customer is not the owner of the application, or must accept the responsibilities associated with their management and maintenance. Using a browser (browser) Internet or other lightweight software clients remotely access the equipment used within applications.