The Hardware-The Engine That Makes It Go

Many companies carefully budget for the costs of the software, the services, and everything in between, but they forget to factor in the costs for the hardware required to make it all run. Missing this cost can be a painful stab to your budget.


We have outlined a few of the critical hardware pieces to factor into your budget.

Many accounting software Partners do not sell hardware, but they should have partnerships with experienced IT companies who can review your options with you.

Why are accruals needed every month?

Accrual adjusting entries are needed monthly only if a company issues monthly financial statements. Two reasons for the monthly accrual adjusting entries are:


1. To report the revenues and receivables which were earned during the month, but the transactions had not been recorded in the accounts as of the end of the month, and

2. To record the expenses and liabilities which were incurred during the month, but the transactions had not been recorded in the accounts as of the end of the month.

Monthly accrual, deferral, and other adjusting entries must be recorded prior to issuing monthly financial statements in order to comply with the accrual basis of accounting.

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What data will be used for ERP training?

Ask: What data will be used for ERP training?

For best results, your ERP Partner should set up a test company for the purposes of training using your own company data. This will stay separate from the actual database you will use when you go live.

If your users get trained on fictitious sample company data, the impact will be diluted when they start to work with your own data and processes.

Customization & Custom Development:

Proceed with caution!

Minor customizations made by an experienced Partner can give you the one feature you need to make the software a perfect fit.


But major software customization should only be considered if you have a business critical process that cannot be changed.
 
To Save $ : To minimize customizations, take the time to fully define and review your internal processes. This exercise may uncover ways you can be more efficient using the software as it is.
 
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Chart Of Account Sample 4

Sample 4 - Chart of Account Structure
ABC Sporting Goods operates 5 stores in two states. They sell to commercial and retail buyers and classify their sales and expenses into five departments.

After consulting with their accountants, ABC Sporting Goods decided on the following account structure:
Sample Chart of Accounts

The 1st segment is refer to the Main Account
The 2nd segment 0001,0002,0003.0004,0005 refer to Stores
The 3rd segment AZ, NM refer to States
The 4th segment PHX, GLN,ALB,TEM refer to Department.

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Chart Of Account Sample 1,2,3

The account segment is your company's Account number structure, the segment design needs to meet the requirements of your company now and in the future.

We have done some following exmaple to help you in designing your account segment.

Sample 1
ABC Industries operates two locations and has four sales departments. They have the following accounts setup:

Base on the structure above, consists of 12 characters and 3 segments
500000 will be the main account,
100, 200 will be the location
001,002,003,004 will be the department  
 
 
Sample 2
The following account number consists of 12 characters and 4 segments:
Sample : 85000.125.ABC.1.
The breakdown of the account structure is:

85000 Main Account
125 Department
ABC Job
1 Company

Sample 3
The following account number consists of 8 characters and 4 segments,
sample : 3/780/12/09.
The break-down of the account structure is:

3 Store
780 Base Account
12 Profit Center
09 Region

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ERP Data Conversion

When you have figured out approximately how many records will need to be converted, the Partner can give you an estimate of the amount of time involved.

To Save $: Some companies find that hiring a temp worker or intern to manually enter information into the new system is a less expensive alternative.

Sample multiple segment GL

We provide the below sample of multiple segment Chart of Account on General Ledger Report.

General Ledger

GL Summary
GL Detail
GL with Running Balance

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Sample multiple segment COA

A company's organization structure can serve as the outline for its accounting chart of accounts.
For example, if a company divides its business into ten departments (production, marketing, human resources, etc.), each department will likely be accountable for its own expenses (salaries, supplies, phone, etc.). Each department will have its own phone expense account, its own salaries expense, etc.

Sample Chart of Accounts For a Large Corporation


Industry Considerations

1.Manufacturing/Services
XX- XXX-XXXX-XXX-XXX-XXX
Company-Cost Centre-Account -Product- Product Line- Sub Account

2.Distribution (News)
XX-XXXXXX-XX-XXX-XXXX
Division-Account-Region-Story-Distribution

3.Projects
XXX-XXXXX-XXX-XXXX-XX
Company-Account-Department-Project-Project Type

The reporting flexibility allows users to modify a number of control fields on standard reports allowing for quick customization to fit your organization’s needs.

Your organization can quickly produce presentation-quality financial statements and analysis reports for your board, auditors, management, and other users of financial information.hence this satisfy more complex reporting requirements.

We provide the report examples for your further understanding on the Chart of account segment.

Trial Balance
Summary Trial Balance
Detail Trial Balance Sorted by Fund
Detail Trial Balance Sorted by Cost Center 3

Statement of Revenue and Expenditures
P and L-Multiple Cost center.pdf
P and L-Multiple Cost center1.pdf


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ERP Data Conversion

Data Conversion: Moving a Rock versus a Mountain

The “X” factor (or big unknown) in any services quote is data conversion. Companies often overlook this and end up with a big, fat bill they didn’t expect.

The most obvious way to minimize your costs for data con-version is bring into the new system only data you need to use often. Remember, even if you choose not to convert some data, you’re not losing it forever.

If you’d like to refer back to historical information such as invoices and AP history, you can keep hard copies of reports, or you can choose to keep the old system “alive” even after you switch to the new system.

To Save $ : One way to save money is to convert data from the old system at a summary level instead of a detailed level. For example, convert a summarized open invoice as BF figure for an entire month’s activities instead of bringing over open invoice entry for the month.

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Advantages VS Disadvantages of ERP Systems

Advantages of ERP Systems
There are many advantages of implementing an EPR system; here are a few of them:

 

1. A totally integrated system
2. The ability to streamline different processes and workflows
3. The ability to easily share data across various departments in an organization
4. Improved efficiency and productivity levels
5. Better tracking and forecasting
6. Lower costs
7. Improved customer service

Disadvantages of ERP Systems

While advantages usually outweigh disadvantages for most organizations implementing an ERP system, here are some of the most common obstacles experienced:

 

Usually many obstacles can be prevented if adequate investment is made and adequate training is involved, however, success does depend on skills and the experience of the workforce to quickly adapt to the new system.

 

1. Customization in many situations is limited
2. The need to reengineer business processes
3. ERP systems can be cost prohibitive to install and run
4. Technical support can be shoddy
5. ERP's may be too rigid for specific organizations that are either new or want to move in a new direction in the near future.

What is the provision for bad debts?

The provision for bad debts might refer to the balance sheet account also known as the Allowance for Bad Debts, Allowance for Doubtful Accounts, or Allowance for Uncollectible Accounts. In this case Provision for Bad Debts is a contra asset account (an asset account with a credit balance). It is used along with the account Accounts Receivable in order to report the net realizable value of the accounts receivable

Provision for Bad Debts might also be an the income statement account also known as Bad Debt Expense or Uncollectible Account Expense. In this situation, the Provision for Bad Debts reports the credit losses that pertain to the period shown on the income statement

The Ideal ERP System

An ideal ERP system is when a single database is utilized and contains all data for various software modules. These software modules can include:

Manufacturing: Some of the functions include; engineering, capacity, workflow management, quality control, bills of material, manufacturing process, etc.

Financials: Accounts payable, accounts receivable, fixed assets, general ledger and cash management, etc.

Human Resources: Benefits, training, payroll, time and attendance, etc

Supply Chain Management: Inventory, supply chain planning, supplier scheduling, claim processing, order entry, purchasing, etc.

Projects: Costing, billing, activity management, time and expense, etc.

Customer Relationship Management: sales and marketing, service, commissions, customer contact, calls center support, etc.

Data Warehouse: Usually this is a module that can be accessed by an organizations customers, suppliers and employees.

What is the difference between accounts payable and accrued expenses payable?

I would use the liability account Accounts Payable for suppliers’ invoices that have been received and must be paid. As a result, the balance in Accounts Payable is likely to be a precise amount that agrees with supporting documents such as invoices, agreements, etc.

I would use the liability account Accrued Expenses Payable for the accrual type adjusting entries made at the end of the accounting period for items such as utilities, interest, wages, and so on. The balance in the Accrued Expenses Payable should be the total of the expenses that were incurred as of the date of the balance sheet, but were not entered into the accounts because an invoice has not been received or the payroll for the hourly wages has not yet been processed, etc. The amounts recorded in Accrued Expenses Payable will often be estimated amounts supported by logical calculations.

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What is the difference between Notes Payable and Accounts Payable?

While both of these are liabilities, Notes Payable involves a written promissory note. For example, if your company wishes to borrow $100,000 from its bank, the bank will require company officers to sign a formal loan agreement before the bank provides the money. (The bank might also require your company to pledge collateral and for the company owners to personally guarantee the loan.) Perhaps the loan paperwork will be a half inch high. Your company will record this loan in its general ledger account, Notes Payable. (The bank will record the loan in its general ledger account Notes Receivable.)

Contrast the bank loan with phoning one of your company’s suppliers and asking for a delivery of products or supplies. On the next day the products arrive and you sign the delivery receipt. A few days later your company receives an invoice from the supplier and it states that the payment for the products is due in 30 days. This transaction did not involve a promissory note. As a result, this transaction is recorded in your company’s general ledger account Accounts Payable. The supplier will record the transaction with a debit to its asset account Accounts Receivable (and a credit to its account Sales).

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How do you treat voided checks on the bank reconciliation?

If a voided check was written in a previous month, remove the voided check from the list of outstanding checks and write a journal entry to debit Cash and credit the account(s) that was debited when the check was originally recorded.

This entry restores the cash into the checking account and eliminates the debit entered at the time the check was recorded. If the check was written in the current month, you can simply write the journal entry I just described.

Some software will allow a person to go into a previous period’s activity (as well as the current period’s activity) and process the voided check transaction and posting. This too will increase the cash balance and will reverse the debit from the account originally debited when the check was recorded.

What entry is made when selling a fixed asset?

What entry is made when selling a fixed asset?

When a fixed asset or plant asset is sold, the asset’s depreciation expense must be recorded up to the date of the sale.
1) the asset’s cost and accumulated depreciation is removed,
2) the amount received is recorded
3) any difference is reported as a gain or loss.

Here’s an example. A company sells one of its machines on January 31 for $5,000. The last time depreciation was recorded was on December 31. Depreciation expense is $400 per month. The general ledger shows the machine’s cost was $50,000 and its accumulated depreciation at December 31 was $40,000.

On January 31 the company will debit Depreciation Expense for $400 and will credit Accumulated Depreciation for $400 in order to record the depreciation during January. In its next entry on January 31, the company will debit Cash for $5,000 (the amount received); debit Accumulated Depreciation for $40,400 (the balance at January 31); debit Loss of Disposal of Asset $4,600; and credit Machines for $50,000.

Let’s step back and review the disposal of the machine. As of January 31, the machine’s book value is $9,600 (cost of $50,000 minus its accumulated depreciation of $40,400). Because the asset is sold, the $9,600 of book value or carrying value is removed from the accounts. In its place, the company received and records the cash of $5,000.

Since the company received $4,600 less than the amount it removed, it will report a loss of $4,600.

If the company had received more cash than the asset’s book value, it would report the difference as a credit to Gain on Disposal of Asset.

How do I compute the product cost per unit?

How do I compute the product cost per unit?

In accounting, we define the product cost as the direct material, direct labor, and manufacturing overhead. Costs such as advertising, preparing invoices, delivery expense, office salaries, office rent and utilities, and interest on loans are examples of expenses that are not considered to be product costs. Rather, these costs are expensed immediately to the period instead of being assigned to a product.

To be profitable, a company must have its selling prices large enough to cover both the product costs of the units sold and the period expenses.

The product cost is used for valuing the inventory and for determining the cost of goods sold. Since some of the manufacturing overhead costs are fixed in total (factory rent, factory depreciation, factory managers’ salaries), the per unit cost of a product will depend upon the number of units manufactured during a given year. In other words, the cost of a product is not know with precision, even though accountants will compute the per unit cost to the nearest penny.

Chart Of Account

Why the need for an effective Chart of Accounts in the System ?

•It is the heart of the system into which all modules and interfaces flow.

A chart of account is a listing of the names of the account that a company has identified and made available for recording transactions in its general ledger. A company has the flexibility to tailor its chart of accounts to best suit its needs, including adding accounts as needed.

Within the categories of operating revenues and operating expenses, accounts might be further organized by business function (such as producing, selling, administrative, financing) and/or by company divisions, product lines, etc.

A company's organization structure can serve as the outline for its accounting chart of accounts. For example, if a company divides its business into ten departments (production, marketing, human resources, etc.), each department will likely be accountable for its own expenses (salaries, supplies, phone, etc.). Each department will have its own phone expense account, its own salaries expense, etc.

Sample Chart of Accounts For a Large Corporation

Industry Considerations

•Manufacturing/Services
XX XXX XXXX XXX XXX XXX
Company Cost Centre Account Product Product Line Sub Account

•Distribution (News)
XX XXXXXX XX XXX XXXX
Division Account Region Story Distribution

•Projects
XXX XXXXX XXX XXXX XX
Company Account Department Project Project Type

ERP Release

Ask When was the last release and when is the next release scheduled on the ERP Software
?
Companies stuck with old versions risk losing support from the vendor or having compatibility issues with newer technology. Plus, each release is packed with useful new features.

ERP maintenance plan lapse

What is the policy or penalty if I let my maintenance plan lapse and want to join again later?

You might be tempted to let your maintenance contract lapse with plans to sign up again when the next version is released. Make sure you understand any penalty fees involved so you can determine whether this will really save you money.

Remember, if you cancel your maintenance plan you may not be eligible for promotions offered. If you are using payroll modules make sure you can still access annual payroll and tax updates if you let your plan lapse.

Maintenance fees are like insurance. We all wish we didn’t have to pay it, but when we need it, we’re sure glad it’s there. So, just add the maintenance fee into your annual budget and leave it there.

ERP Software Editions: One size doesn’t fit all

A vendor may offer different editions of a software product for different levels of functionality. Of course, the higher edition you choose, the higher the price.

So how can you determine which one you need?
First, it is important to be comprehensive in determining the functionality you need for every phase of your project—now and in the future.

Once you confirm that the functionality is available for all your long-term needs, you can decide how much of it you need to buy right now.

Maintenance Fees: Insurance you actually need

Just about every software vendor will require you to pay an annual fee based on a percentage of the software list price.

This fee has various aliases such as maintenance fee or enhancement plan.

The percentage can lower after the first year. The plan may not always be required, but it is always strongly recommended.

In addition, your Partner may have their own annual maintenance plan for support calls, preventative maintenance checks or other services.

normal maintenance fees will be from 15% - 18% per annum on software cost.

Can ERP Add additional modules ?

Ask: Can I add additional modules, or transition to the advanced version, as my needs change in the future?

If you have the option to upgrade to the higher edition later, then purchase the edition that gives you the functionality you need for at least the first year. This will save you money in several ways.

Is the ERP system priced by concurrent users or named users?

In our opinion, concurrent user pricing is usually the most cost effective option.
This means, if you have 10 people who use the system, but only 5 of them need access at the same time, you only need to pay for 5 licenses.

To Save: If some people only need access to reports, consider publishing these on a web portal with limited access instead of buying an extra user license.

ERP User Count: Choose wisely to save a ton of money

The first step to determine software cost is to decide the num-ber of people (or users) that will need access to the system.

Remember, this can include people who may be outside the accounting department. For example, salespeople who man-age orders may need access to look at invoices or purchasing history.

People in the shipping area may need to see whether a particular order is paid and ready to be shipped.

A good software partner will guide you through this process and help you determine what type of access is needed by different users.Of course, the fewer users you purchase access for, the lower the price.

Is the ERP software sold by user-based pricing or module-based pricing?

User-based pricing means you will pay one license fee per user, which includes access to all modules in the system.

Module-based pricing means you buy the functionality you need (general ledger module, accounts payable module) on an a la carte basis, plus a small per user fee.

If you only need very limited functionality, both now and in the future, buying a module based system can sometimes save you money.

For most companies though, user-based pricing is often a better value and a better investment because you get more for your money.

How to determine Total ERP Software Costs.

10 Questions to Ask Any ERP Vendor.

Besides the license fees, there are many other factors you need to consider when evaluating the total cost of owning an ERP system. Here are the key questions to ask:

1. How much is the license fee?
2. Does the licensee fee include all modules or will I have to pay for add-on modules?
3. Does the ERP system require expensive database licenses (Oracle, SQL, etc)?
4. Will we need expensive servers and server maintenance contracts?
5. Will we need to hire/contract a database administrator?
6. How is the maintenance contract calculated? As a percentage of the software license and the implementation fees, or JUST the license?
7. Is support included in the maintenance contract?
8. How much of my time will it take to install, setup and customize the system?
9. Is setup and implementation included in the price or will I have to pay extra for that?
10. Will we need to hire/contract an IT resource to update/maintain the system?

Benefits of a Good ERP Software Partner

A good partnership will mean a smooth implementation, comprehensive training and ongoing support by a profes-sional team you enjoy working with.

Some ERP Partners do a good job of selling, but fall asleep at the wheel when it comes to installation.

So, how can you be sure you are choosing the right company for your business?
You need to do your homework to find the best Partner for a solid, long-term relationship in all areas.

Choosing the right company to install, implement, support and train you can make the difference between the success or failure of your project.

SQL Server Operating System: Pros and cons of FREE

In most cases, you need a SQL server operating system on your server. This might be included with your new server purchase, or you may need to purchase it separately.
Keep in mind that you need the same number of SQL licenses as you have accounting software user licenses.

We recommend that you budget to buy a few additional SQL licenses because some reporting tools in your accounting sys-tem will require a SQL license too.

Many people ask about the free version of SQL called MSDE. This may be an option, but you should know that MSDE has two limitations.

1. First, there is a data size limitation based on your transaction volume in the accounting system. There is no magic formula to determine how much space you will need for your system.

An experienced Partner should help you deter-mine what database size will work for your unique situation.

2. Second, there is a lack of administrative mainte-nance tools for MSDE. If you have a problem with the MSDE database, it can be harder to fix, and you know what that means – more support costs.

TO SAVE :
You can always start with the free MSDE version of SQL to minimize upfront costs, and upgrade to the full version of SQL later.

ERP Project Quote Worksheet

Take the figures highlighted throughout this guide and enter them in to the boxes below to give an estimated cost for your ERP project.

ADD: The number of software users:
Multiply by: Price of software per user:
ADD: Maintenance fees:
ADD: Cost of add-on products:
DEDUCT: Discounts or promotions:
ADD: Service implementation costs:
ADD: Data conversion costs:
ADD: Integration costs:
ADD: Customization costs:
ADD: Project management costs:
ADD: Training costs:
Note: Ongoing support fee/Hourly rates:
ADD: Hardware costs:
TOTAL ESTIMATED ERP PROJECT COST: $xxx.xxx.xx

Tips to Choosing the Right ERP Partner

When considering a ERP partner to your ERP implementation, there are some key elements that you should be aware of. The key is to choose an ERP provider with strong core values such as experience, integrity, honesty, efficiency, and most importantly communication skills ! talk the same channel
Much like hiring a contractor for your home, asking the right questions and being ....

Now Is A Great Time To Invest In A New ERP System

You may be asking yourself how can I think about spending money on a new ERP system in this economy?

The truth is, it‘s the perfect time to replace your inefficient, out-dated legacy system with a new one that provides easier and better access to the critical information that will help your business jump ahead

Top Ten Criteria for Selecting ERP Software

Top Ten Criteria for Selecting ERP Software

1.Level of support from the solution provider
2.Vendor’s track record of performance
3.Software’s ability to fit the business
4.Growth potential of software
5.Price of the software
6.Quality of documentation
7.Functionality of the software
8.Ease of use
9.Ease of implementation of the new system
10 .Software works with existing hardware

Take Baby Steps During ERP Implementation

Take Baby Steps During ERP Implementation ~ Don’t Overwork or Work Over your Employees

Obviously it is important to have ‘buy in’ from your employees when implementing a new ERP system. Change is rough for many folks, but if there are clear, exciting, simple goals set at the beginning of the implementation project, your success will be within reach!

Why Do So Many ERP Projects Go Over Budget?

Why Do So Many ERP Projects Go Over Budget?
The most common reason accounting software implementation projects go over budget is because the Partner is spending time working on things not included in the original quote.This work is called out of scope.

Here are a few examples of how this can happen:
You see all the cool things the new system can do and find yourself a kid in a candy store saying, "wow , can we get it to do this too ? The answer is yes, but this request is beyond the scope of the original proposal

You were quoted 8 hours of training for the AP clerk. This AP clerk is slow to learn, or is replaced by a new person halfway thru the project. The Partner must spend additional training time that was not included in the original quote.

You have a report you require from the new system, but you didnt show it to the Partner in advance because you just assumed it would be included. It needs to be designed from scratch and this time wasnt included in the original quote.

A good ERP Partner will tell you in advance if work needs to be done that was not included in the original quote, and get your approval before moving forward.

ERP Server: Do you have what you need?

It is highly recommended that mid-market accounting packages, such reside on their own dedicated server.

Your Partner will be able to provide you with the minimum system requirements, but servers come in “Honda Civic” to the “Rolls Royce” versions so you will need to rely on a trusted IT advisor.

If you decide to set up a portal (a secure online site to view data) for your system, this may require an additional server called an IIS server.

Business Intelligence and Reporting Services may also need to run on a separate server.

If you have a large number of reports, and run them on the same server as your application, it can dramatically impact performance. The result is frustrated users and complaints.Plan ahead and distribute the processes evenly across multiple servers if necessary.

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The ERP hardware requirement

Many companies carefully budget for the costs of the software, the services, and everything in between, but they forget to factor in the costs for the hardware required to make it all run. Missing this cost can be a painful stab to your budget.
We have outlined a few of the critical hardware pieces to factor into your budget.
Many accounting software Partners do not sell hardware, but they should have partnerships with experienced IT companies who can review your options with you.

ERP Support

If your Partner has the technology to remotely connect to your data from their office, it can significantly reduce your support costs.

Face to face meetings are great, but if you want to save money, let the Partner support your system remotely.

What data will be used for ERP training?

What data will be used for ERP training?

For best results, your Partner should set up a test company for the purposes of training using your own company data.

This will stay separate from the actual database you will use when you go live.

If your users get trained on fictitious sample company data,the impact will be diluted when they start to work with your own data and processes.

ERP Training: The Key To Happy Users

Training: The Key To Happy Users Knowing how to use your new system effectively is the key to making your investment worthwhile and keeping your users happy Training is definitely one area you donϜt want to skimp on.

The best Partners have dedicated, experienced people focused on training. Take note : a highly skilled implementation consultant does not always make a good trainer! Ask to meet the trainer or to audit a training session so you
can evaluate the quality of the training.

ERP Project Manager

Will I have a specific ERP project manager assigned to my project ? what is the Person's experience level ?

Ask to meet your project manager in person. Make sure you like their personality and trust their expertise, as you will be working very closely with this person over the duration of the project.

Insist that this person be at all critical meetings over the course of the project. For the most successful project, assign someone to manage the process on your side and to communicate regularly with the Partner.

Make sure the proposal clearly states who is responsible for what - on your side and the Partners side.

ERP Customization

Customization & Custom Development: Proceed with caution!
Minor customizations made by an experienced Partner can give you the one feature you need to make the software a perfect fit.

But major software customization should only be considered if you have a business critical process that cannot be changed.

Save: To minimize customizations, take the time to fully define and review your internal processes. This exercise may uncover ways you can be more efficient
using the software as it is.

Ask the ERP vendor Are they work with the software with source code?

If customization work is not done by the Partner installing your system, this should raise a red flag! This means you may have to rely on an outside programmer. You want all support to be provided by a Partner who is accessible and has a verifiable reputation.

If major customizations are required, a Partner that is authorized to work with the source code of the software system can likely do faster custom development and save you money.

ERP Data Conversion

Tips for ERP Data Conversion :
One way to save money is to convert data from the old system at a summary level instead of a detailed level. For example, convert a summarized journal entry for an entire month's activities instead of bringing over every journal entry historical data for the month.

Making Sure You ERP Software Doesn’t Become Shelfware

Buying the software is just the beginning. You need additional services to get your accounting system up and running,convert your data and train your staff.This is where choosing the best ERP Partner and asking the right questions proves extremely valuable. An honest Partner with a proven track record, repeatable processes and experienced staff will take less time and save you money.

Making Sure You ERP Software Doesn’t Become Shelfware

Buying the software is just the beginning. You need additional services to get your accounting system up and running,convert your data and train your staff.This is where choosing the best ERP Partner and asking the right questions proves extremely valuable. An honest Partner with a proven track record, repeatable processes and experienced staff will take less time and save you money.