With manual systems you would have to post it three times: to the sales
journal, to a customer receivable account and to the general ledger. But with an
integrated computer system you can make one entry and the data will be posted
automatically to all the appropriate files” (Stevens 108). There is an
alternative to buying packaged software. You can have a custom program written
for your company. Custom programs are very expensive. Costing, “up to $25,000
more, depending on the number of modules you buy”(Stevens 108). They are
generally uneconomical and unnecessary. In most cases you are able to purchase
pre-packaged software at a fraction of the cost of custom software. The software
will be able to handle up to 80% of your accounting needs while you learn to
live without the rest or find other ways to accomplish your needs. So when it
time to choose computer software, “never take any thing for granted. Price is
not the only consideration. Before you buy, find out what comes in a software
package. Read the manuals and determine if the features satisfy everything that
you require”(Clark 36). The next step is selecting the appropriate hardware to
handle your computing needs. Hardware comprises all the physical items that
allow a computer to run programs, such as a printer, a monitor, a mouse, a
keyboard, and a modem among other things. The memory where information is stored
on a computer is also considered hardware. When choosing the proper hardware you
should not base your decision on price alone. “Compare several vendors,
selecting the one with the best combination of service, training, and
warranties” (Stevens 108). Your company will start to rely on that computer, so
make certain that you can get it serviced. Try and look for a vendor with a
strong service outlet near your company. Also steer clear of systems that have
just entered the market, considering the high mortality rate in the computer
industry. The company may not be around when it comes time to get service. There
are many things to consider when purchasing hardware as well as software, so be
sure to give proper consideration to using a consulting firm. They could end-up
saving you money. A good word to describe computers is ever changing, and
accounting systems are no different. You should always be on the lookout for new
and old computer technology to help your company. Very often you can increase
productivity with just a few enhancements.
For example, two products have grow more important to accounting over the
past few months and are sure to become more popular as time goes on, they are
the mouse and multilingual programs. “The mouse became popular in the early days
of personal computers because it simplified their use. Today the mouse and other
pointing devices increasingly are being integrated into mainstream accounting
programs, especially those for Windows” (Johnson 91). A mouse is most useful
when accessing shortcut menus or by selecting icons which are jump gates that
perform commonly use commands by merely clicking a mouse button. Icons are the
graphical representations of commands. “Software publishers continue to
integrate the mouse and other pointing devices into their programs, making the
program easier and faster to use and enhancing accountants’ productivity”
(Johnson 91). As trade barriers in the world crumble and new accounting
opportunities continue to grow. More mid-sized and even small businesses expand
their market beyond U.S. boarders, they are then faced with using multilingual
computer systems. “The basic tools that do these jobs constitute a unique class
of accounting software especially designed for the international arena”(Lebow
and Adhikari 66). As you can see technology does not have to be new in order to
be useful. The need for it is what is important. So do not over look anything
when searching for new accounting tools. When you finally make the decision to
computerize and you have selected the suitable hardware and software. You must
then allow an appropriate amount of time to install the system and also train
the employees. The new system may take several months before it is thoroughly up
and running, so be patient. When training employees, they can sometimes be
hesitant toward computerization. So you must “ extend assurances that the
computer is a tool to help them, not to replace them” (Louvau and Jackson 118).
The rule of thumb, as with anything, is to be patient. This whole process of
computerizing may at first leave you totally confused. However, if you take
everything step by step, before you know it you will be up and running. First
make sure it is time change from a manual system. You may only confuse things
with a new system.
