by: Joel T. Patz
Managers who pay as much attention to productivity as to the bottom line have a new friend. Acropolis Accounting 3.0 is a high-end, yet easy-to-use, accounting program that takes full advantage of Windows technology. It's sturdy enough to analyze reams of data in seconds, integrate it with other applications and make the complexity of accounting a thing of the past.
Acropolis offers businesses with different account structures practically unlimited possibilities for expansion,complexity and modification, such as splitting and combining accounts. Acropolis' modules include System/Network Manager, Chart of Accounts, General Ledger, Financial Reports, Bank Book, Accounts Receivable, Accounts Payable and Import/Export Manager.
The Chart of Accounts is in the form of an expandable hierarchical tree. This powerful module supports account codes of up to 40 alphanumeric characters, so you can have divisional or departmental segments. With this level of detail, you can produce a variety of customized reports. Sample charts are not included, but it's easy to set up your own and make additions or changes as needed. You can drag and drop accounts to new chart locations or copy and edit them to create new accounts. Filters are used to view specific groups or account types. Each posting account--asset, expense, liability, revenue and equity--is identified by a unique icon. For example, a gold ingot indicates asset accounts.
The General Ledger accepts new and reversing transactions; you can also post them at your convenience from Accounts Payable or Accounts Receivable. The columnar lists of GL transactions can be sorted or filtered. Clicking on an entry line opens the transaction in the module where it was created. You can easily locate transactions anywhere in Acropolis by providing information such as account, amount and description. Easy-to-see icons mark out-of-balance transactions and identify the parts of a transaction that are debits or credits.
The Accounts Receivable and Payable modules follow the same conventions. Icons identify out-of-balance transactions, open invoices and credit memos. Similarly, graphics indicate when an invoice line includes taxes and freight and if a transaction has been posted. You can set up vendor types and payment terms, create custom payment schedules, process debit memos, issue customer refunds and print 1099 forms. One of the program's standard reports shows transactions by audit trail (the date the transaction was entered). Reports are in a spreadsheet-like format that you are able to customize. You can filter columns by date, hide rows or columns, collapse or expand report details, or even enter custom formulas. Acropolis makes it easy to present accounting data in other formats. When you click on the Excel button in the Reports module, the data--including its formatting--is moved and dynamically linked to Excel. You can use the information without danger of an altered original. This feature is available for all Acropolis reports.
Each Network Manager module lets five users share data and provides password security. The Import/Export module helps to transfer opening and historical balances, outstanding transactions, and vendor, customer and invoice data by mapping ASCII text files to Acropolis fields.
Acropolis supports multiple companies and has consistent menus across all modules. The documentation isn't extensive, but it's adequate because the program is so intuitive.
It's unusual to find a high-end accounting package that doesn't bury you with the tedious details of debits and credits. Acropolis is lightning fast, pleasing to the eye and its export capabilities are exceptional. This has all the earmarks of an award-winning program.
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Acropolis Accounting 3.0
Price: Per module, $1,000; Import/Export Manager, $500
In Brief: This is an excellent high-end, flexible accounting program designed to increase productivity andsimplify accounting tasks.
Disk Space: 10MB (additional 10MB for database files)
System Resources: 8%RAM: 8MB
Acropolis Software
800-525-8700, 206-820-8700
by: Joel T. Patz
Macola offers an accounting solution so easy to use and feature packed that it's certain to please every bean-counter. This outstanding new high-end system includes the Macola Accounting Software Version 7.0 Progression Series (General Ledger, Accounts Receivable, Accounts Payable, Bank Book and Currency Manager) and Macola's Version 7.0 WindowsPlus (Version 7.0 Designer, Version 3.0 EnVision Series Enterprise Reporting System [ERS], EnVision Report Scripts and F9-The Financial Reporter). All are seamlessly integrated into a flexible, functional package.
The WindowsPlus System Manager controls installation, setup and module integration. You enter company information, user access and data tax code information and schedules in this module. System accounts--more familiarly known as the chart of accounts--are organized and maintained in the System Manager. You can search this information in various ways, such as by name, zip code or phone number, for example. Expenses and billings can be tracked by specific project, if you enter job codes and descriptions. Transaction amounts will be distributed accordingly when entered in other modules. You can also set up a schedule to print reports at convenient times.
The Progression Series General Ledger's extensive financial reporting options will help you maintain control of operating budgets and expenses. Create custom financial statement templates to ensure management control to the smallest level of detail. In the General Journal Transaction application, you view entries in a list format, which reduces the time spent locating a particular transaction. Posting by batch ID identifies the responsible user and creates a useful audit trail. Being able to accommodate billion-dollar transactions greatly assists companies that track many subsidiaries as well as larger transaction and dollar amounts. With the tab key and a few mouse clicks, you can set up Source and Application of Funds (SAF) reports to illustrate financial status for a specified fiscal period.
In Accounts Receivable, tracking customer account activity, including sales, credit balances and payment history, also requires only a few mouse clicks. Macola 7.0's well-organized screens facilitate filling out invoices by grouping items such as tax codes, aging periods, discounts, credit limits and finance charges. Sales commissions are calculated when transactions are entered and sales activity by person, region, department or other designation can be retrieved quickly. It's also easy to add customers on the fly and deal with cash receipts and service invoices in this module.
You maintain vendor files and the audit trail for purchases, discounts applied and payments made in Accounts Payable. Expense distributions, recurring vouchers and open item adjustments are handled by entering the data on clearly defined screens. You can schedule deferred, partial and recurring payments, as well as aging reports and check writing, for effective cash-flow management.
Currency Manager accommodates an unlimited number of foreign currencies for companies with international vendors, suppliers, customers or subsidiaries. With this powerful module's assistance, date-sensitive rate scheduling assures that the latest and most accurate exchange rates are applied to transactions. You can maintain transaction details in A/R and A/P in a native currency and use home currency in the General Ledger. This allows you to collect funds and make payments in foreign currencies, while assuring an accurate and stable financial picture in the home office.
All modules interface with Bank Book to centralize cash-management functions. Reconciliation between accounts and bank statements provides an immediate overview of cash flow and permits transfers and adjustments as necessary.
Using WindowsPlus' F9-The Financial Reporter, a DDE link between the General Ledger and a Microsoft Excel, Lotus 1-2-3 or Quattro Pro spreadsheet gives instant access to desired data and provides drill-down detail of any transaction. Budget Write-Back in F9 lets you develop budgets on a spreadsheet and then carry the data back to the General Ledger budget file.
Macola's EnVision Enterprise Reporting System is one of the best data manipulation tools you'll find. This SQL-based report builder extracts information from a variety of data sources and produces text-based or graphical reports. You can use your own SQL code for designing reports, customize already prepared report formats, or simply use the templates that come with the program.
Macola 7.0's interface is consistent across all modules, so its learning curve isn't very steep. You can quickly customize fields, field defaults, entry forms and reports without having to get down to the source code. For companies migrating from a DOS version, Macola offers a Windows/DOS version where customization in Windows is reflected in the DOS application.
This is outstanding accounting software with few, if any, limitations. Its design and functionality qualify it as a flagship accounting system for the most demanding users.
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Macola Accounting
Price: WindowsPlus, $4,995; G/L, A/R, A/P and B/B, $995 each; Currency Manager, $2,195
In Brief: This is a high-end, fully customizable and extremely well-designed accounting package for domestic and international use.
Disk Space: 40MB (WindowsPlus)
System Resources: Varies with number of open modules
RAM: 8MB (WindowsPlus)
Macola Software
800-468-0834, 614-382-5999
By Joel T. Patz
Tracking the details of a small business can keep you up at night. And counting accounts payable instead of sheep isn't likely to lull you off to sleep. M.Y.O.B. 5.0 will help entrepreneurs sleep easier. Designed to help you overcome the fear of small-business accounting, M.Y.O.B. steps you through implementing your company's accounting system.
BestWare eases you into the process with a six-step Setup Interview, which requests information that M.Y.O.B. needs: your name, address, tax identification numbers, fiscal year, conversion month and the chart of accounts you want to use. You choose the chart of accounts from a list of 100 business types, and you can customize your chart later.
If you're using the Payroll version, you'll have to install the current tax tables, establish your fiscal year, determine the typical work week, and enter federal and state tax numbers. BestWare provides tax table updates at an additional cost.
The Command Center is the heart of the program. Icons for seven activities--General Ledger, Checkbook, Sales, Purchases, Payroll, Inventory and Card File--provide access to the system. Each brings up a flowchart specific to that activity, from which you can choose a task. If you click on the Sales icon, the flowchart lets you record new sales, enter customer payments or print invoices.
One of the more interesting improvements in version 5.0 is the M.Y.O.B. Analyst available for each activity. The Analyst's To Do List option provides a tabbed dialog box for an overview of all functions, such as Accounts Payable, Recurring Purchases and Expiring Discounts. The Inquiry option activates an instant search for any account, purchase, invoice, job or payroll category.
Particularly impressive is M.Y.O.B.'s ease of navigation. In addition to flowcharts, most screens present information preceded by an arrow. Click on the arrow and the program will give you further detail. You can edit the data at any point along the way if your system is configured to permit data-entry changes. You can also configure M.Y.O.B. to require reversing entries that will then be maintained in the system's transaction log.
Some of M.Y.O.B.'s new features match those of its competitors. Easy-Fill, for example, fills in the closest match as you enter the first few letters. With Easy-Add you can create new records on the fly.
Although it's simple enough to quell accounting fears, M.Y.O.B. is no lightweight. Its Payroll module can handle multiple pay rates by job category. Sales tax can now be applied to freight on invoices and purchase orders. M.Y.O.B. will even warn you if you're about to pay a vendor who owes you money. The inventory module not only tracks current inventory but also creates purchase orders if sales exceed supplies.
For output, M.Y.O.B. lets you use plain paper or preprinted or customized forms. The program offers an elementary forms designer so you can add your logo to a form. The Reports module lets you filter the records to be included on the report, and M.Y.O.B. displays the report. Batch processing lets you select reports for processing later. It's a surprisingly easy facility to use.
M.Y.O.B. 5.0 is a fully integrated and easy-to-maintain accounting program for the small-business user. The step-by-step procedures help you get up and running in no time.
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M.Y.O.B. Small Business Accounting 5.0
Price: $119.95; with Payroll, $209.95; upgrade, $49.95; upgrade with Payroll, $69.95
In Brief: An excellent package for managing your small business, M.Y.O.B. eases accounting nightmares
Disk Space Required: 6MB (including Payroll)
System Resources: 3%
RAM: 4MB
BestWare
800-322-MYOB, 201-586-2200 x300
by: Joel T. Patz
There's a light at the end of the bookkeeping tunnel for small businesses. It's called QuickBooks Pro. SOHO-sized companies can get rid of those scraps of paper and bulging files and move into an organized, well-designed and attractive office, with some of the best help in town.
I tested a beta version of QuickBooks Pro, which builds on QuickBook's easy-to-use features by adding time tracking, estimating, job costing, accounting and payroll functions.
When you set up your business on QuickBooks Pro, you first define your company type: service, professional or product-oriented. Your choice determines the invoice style. To establish a chart of accounts, you choose the business type which most closely resembles yours from an extensive list of organizations. Any necessary adjustments can be made in the future. Check a few dialog boxes to establish if QB Pro should apply sales taxes, if purchase orders will be required, whether or not you'll use time tracking and the payroll module, and you're ready to go.
The major business functions are available via 12 icons on the toolbar. Two others--one for QCards, a step-by-step assistant, and the other for online help--round out QB Pro's toolbar. Drop-down menus and dialog boxes provide access to setups, lists, reports, graphs, preferences and the activities associated with configuring your business just as you want it.
To create an estimate, you specify the services or materials to be provided and the quantity or units involved. If the commodity is already in your item list, you can select it from a drop-down list and the cost and markups will be filled in. If it's a new item, you can easily add it to the list on the fly. Sales tax is calculated for the appropriate items. Before finalizing your estimate, you can include a customer message. When your prospects become customers, you can turn estimates into invoices with a mouse click.
The time employees spend on different jobs is entered on single-activity forms or on weekly time sheets. You enter the information once and it's automatically carried over to the appropriate accounting and payroll records. When preparing an invoice, the information can be retrieved. You can also modify the billable hours while retaining a permanent record of the actual time involved. In addition, there's a specific form for tracking all expenses and hours spent on a job so you won't forget to include them on an invoice.
The integrated payroll function will also make your life easier. Once an employee file is set up, information from time sheets is used to generate a paycheck. QB Pro handles hourly, salaried and on-commission employees; a wide variety of deductions; W-2 information and forms; and vacation and sick leave. You can preview all payroll information to verify the hours and make adjustments prior to individual or batch check printing.
Creating purchase orders and maintaining inventory is a snap. The integration of inventory with invoices, estimates and purchase orders ensures that you always know what you have on hand or on order. If you specify more items than you have in stock, the program's inventory manager lets you know about it.
You can customize QB Pro's estimate, invoice, purchase order and other business forms in minutes. It's possible to add or delete fields and columns or rename fields and titles. Parts of forms can be hidden so that while they're visible on screen they won't print.
QuickBooks Pro provides over 75 reports to keep you on top of things, and six graph types that highlight trends and relationships. From the graphs, you can drill down to the underlying transaction details. Reminder lists can be set to appear each time you enter the program, and the program will also let you know when to pay bills and print paychecks and invoices.
If you don't have a business now, QuickBooks Pro is a good reason to start one.
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QuickBooks Pro
Price: $189 ($50 rebate for QuickBooks and Quicken users)
In Brief: QuickBooks Pro offers a neat all-in-one solution for time tracking, estimating, job costing, accounting and payroll.
Intuit
800-624-8742, 415-322-0573