Discussion:Locked QB actually isn't!

It amazes me nowdays. Everyone hires based upon the Software: do you know Excel, do you know QuickBooks? They ought to ask whether they know how to keep books properly (by hand if necessary). The highschool business teacher with the old bookkeeping courses actually added a lot of knowledge to American business. Today, these poor teachers are chained to computers and teaching the software du jour.

Any software you use where you can alter the original transaction is not good software for clients unless they are the only ones doing data entry. If they are large enough to need a bookkeeper or a controller they should have a better program.

Once again, the reason we love QB's is the same reason why we shouldn't use it. Because we can make things disappear. clients and staff can too. that is also why controllers are hesitant to switch. They know it's bad from a control standpoint, but they like it cause it can be changed and therefore their mistakes or ooooopppsies aren't seen.

Accountants like it because we know it. Don't want to take time to learn new software. All of these things doesn't mean gooooooood program. Means easier to fudge, easier to hide lack of knowledge and easier to steal.

For just a few dollars more, clients can get real accounting programs with the controls that should be there and lot more in the realm of capabilities.

Excel, Quatrro Pro, Lotus, all the same.

Word, Wordperfect, AmiPro

QB's PeachTree, Onewrite, MAS90, Blackbaud - all different vehicles, all using a map, just many different roads that lead to the same place.

We like ease and simplicity, yet complain when our clients do not give us the books in proper order. By providing our clients with the proper tools, that also have the proper safeguards, we truly serve their needs as opposed to making things as simple as possible even though the output is not right. Make sense?

In my opinion, true accounting software is software that follows the transaction cycle for each type of transaction being entered. the software should not take shortcuts. For example, I sell you 100 widgets, I should have to ship those widgets before I am able to create an invoice. And if I make a mistake in that invoice, I can change it, but that change should show in the transaction as just that, changes. All original and subsequent changes should be there.

You want your software to be accurate, have data and user integrity, be secure, be as real time as possible. If you have inventory and those numbers are not accurate, how many sales and dissatified customers get generated because the QB's or Peachtree allows you to bypass controls and now inventory amounts are incorrect. you should be able to access the accounting program using outside database programs <access, Excel, crystal reports> to generate the reports you need as opposed to duplicate entry into spreadsheet programs.

your accounting program should <once learned> make you more efficient and also give you timely information that allows you to run your organization better. Without real time reports, the usefulness of bookkeeping programs is lessened. they become an after the fact tool to prepare tax returns with, rather than a current tool used to assist management in making quicker and more informed business decisions.

In todays technology world, we need to better utilize the tools we have at our disposal or to get better tools. QB's and Peachtree are not the proper tools for those businesses where the owner isn't doing everything.

Let's put it this way. you have good resellers and you have bad resellers. You have resellers that wish to sell clients the Mercedes Benz when the Camry will do. My philosophy has always been to give the client just what they need to replace what they are currently doing, then move forward and add additional modules as the client masters the ones they have. I can do a needs analysis and justify tons of modules, but will the client be able to learn and use them in a timely fashion. Probably not. So, a good reseller will start with the core modules and add things as the client becomes more and more proficient.

Also, if cost is truly a factor as opposed to the owner just wanting a new hummer for the current year, there are bridge programs that are better than QB's/PT but not quite as powerful as the MAS 90/200 package or a competitors package.

Yes, you are talking anywhere from $1,500 up to $30,000 and even more, but the cost has to be justified by the efficiencies realized or by additional revenue generated by switching to a new program.

For instance, I had a client who would spend hours each week taking information from payroll and entering it into excel spreadsheets. I was able to create a crystal report that would pull this information out just by pressing a button. 5 hours a week saved times 52 is 260 man hours. Totally quantifiable.

If, by having completely accurate online inventory the sales force can make more sales calls and by making more sales calls make more sales, then that is another quatifiable figure.

The software should be treated like an investment, what is the payback period. Will this investment make me more money? Save me more money? Provide stronger controls?

Sometimes it is justifiable, sometimes not.

The one thing I really disliked about MAS90 was that only short descriptions were allowed for JEs. Has that changed?

Now, although I have ties to Sage Resellers and am most familiar with MAS90/200, my discussion is not based on their virtues. Whether a Sage product or a competitors product is used, the key is to make sure the client has the proper tools to do what they need to do. Sage MAS90/200 is not always a fit for all clients. But, the proper program is worth every penny the client spends.

Keep in mind that when buying a more expensive software product, whether it is accounting software, or Contact Management Software or whatever kind, not only should you look at the company that makes the software, but also the structure in which it is supported. If resellers are used, you need to make sure your reseller is knowledgeable in the things your company or client needs otherwise, they aren't going to be able to properly set up and support you during the implementation process and beyond.

Many resellers use salesman to sell and techno-geeks to implement. Sometimes these two groups don't talk. salesman promise the moon, implementation team can't deliver. not good. Look at resellers that have true integration within their firm. Implementation teams that have real world business experience is a huge plus. With me, I was salesperson, implementation specialist and tech support all rolled into one. I'm an accountant first, salesperson last. So I focus on client needs rather than what hits my pocketbook. Usually works out better in long run as clients appreciate the soft sell and referrals follow.

And yes, I do make "house calls". When you think about it, not much more expensive to fly to Hawaii than it is to Florida, or Chicago or San Diego.

And with todays technology, virtual implementation and training can also take place.

Fred, we need some help with another client, though. We are trying to lock their books, at least they will get a scary message if they try to post into a prior year and it will stop them and they'll call me. Problem is, the office manager set everyone up with their own ID and password, including herself, and can't remember the password at Admin. I had originally set it up with the owner's name, but somewhere along the last several years, that was changed and nobody remembers what it is now. They can't find their original software box with the registration number. Is there a way to retreive that so we can reset the Admin password?

http://www.lostpassword.com/quickbooks.htm

Works well, been using it for years. Also goes to show that passwords are like lock on a door, they won't much slow a determined thief.

Yes, Tin, all ProAdvisors get free support. Although we get routed to India a lot when we call from Hawaii.

Outwest, there's a lot more there than password recovery on that site. The one that caught my eye is the decryption service. Yeah, it costs a whole $29 per file, but volume discounts are available. Does that mean that if my laptop is stolen, it's just a matter of minutes before someone gets into all of the confidential files, even stuff that is encrypted?

http://www.truecrypt.org/

Doug