Thinking Outside the Boxby Guest Columnist
Laurence Scot
Co-Managing Partner
Skody Scot & Co, CPAs
New York, NY
Author of
Simplified Guide to Not-For-Profit Accounting, Formation and ReportingMost business people today understand that accounting software is important and necessary to properly track, and report on an organization's
financial activities. But what software to use and how to configure it is a mystery to most people, even to many accountants. This mystery is compounded by common misconception such as - all programs are created equal (with the exception of cost) and what's good for one type of business is good for another type; Or, anyone who's computer
literate can install/setup a properly configured accounting program; and, accounting systems and
chart of accounts are easily modifiable and changeable in the future.
It's safe to say (and an undeniable fact) that an organization's accounting program is the bedrock or "foundation" from which all financial activity and reporting flows. If it is flawed, financial information will not be easily available and management will lack the tools to make informed and timely decisions. In the author's opinion, based on 30 years experience, a significant number of organizations under-spend on accounting software, software design and
software training. Many times the cause is simply a lack of money, but in numerous other cases the cause is lack of knowledge or expertise in understanding what is involved, or lack of time to properly evaluate or design/configure the software and
char of accounts. To borrow an old phrase, an ounce of prevention is worth a pound of cure. This aptly applies to purchasing and configuring accounting software. To avoid or significantly reduce future problems, the following suggestions should be followed.
- Evaluate your current and future reporting needs through discussions with all major accounting software users (e.g. president, controller department heads).
- Evaluate at least two different accounting programs either through vendor demonstrations or by reviewing evaluations copies. It is imperative that a technically competent individual be involved in the evaluation process.
- After purchasing the software, spend time with all key users to develop an appropriate chart of account structure.
- Have a technically competent individual install and configure the software and train others in its use.
Management might balk at spending time and money in performing these tasks, but not doing so will invariably lead to future problems such as the inability to generate important detailed reports. Lack of timely or convoluted financial information will invariably lead to a reduction in organizational efficiency and effectiveness and the nagging regret that more time and energy was not spent in the beginning to avoid the ensuring problems.
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