Do you know if your staff are using your accounts system properly

You have an accounts system that you paid good money for, but how are your staff using it. You bought the system and one of the benefits was to have things get done faster and more efficiently. But are things getting done faster and more efficiently or was paper and pen a better option?

Lets look at some examples

Your products have simple descriptions
"Widget - Colour: Blue, Size 8 x 10, for use on wood only"
"Widget - Colour: Red, Size 8 x 10, for use on wood only"
or is this is what is typed by someone else
"Red Widget for wood 8 x 10"

Each time the full text is types out letter by letter, but why not set up a product code for a 8 x 10 Widget with the following description
DESC: Widget - Colour: [type colour here] Size 8 x 10, for use on wood only

The users would then only have to type in the colour instead of all the text and you now have no spelling issues and a standard description for you product.

If you need even more description, then why not use the second line of description. Did you know you had a second line of description!

There are variations on this idea. You could have a blue widget code instead and type in the size each time.

The important lesson to learn is that you need to look at how your staff are doing things. Listen when they say "pen and paper was quicker", they may be correct and your software investment should be reviewed to see where you can get the those real cost benefits that you were promised.


Using cloud computing stuff, like what is that?

Cloud computing menas you are using someone elses computer and you are connecting over the internet to that comuter. Google's GMAIL and Microsofts HOTMAIL is cloud computing, you are using their email servers to keep look after your email. You don't need a mail server yourself, they provide one for you.

The great advantage is the savings made because you don't have to buy computer hardware. They manage all that for you. If you use Office 365 from Microsoft you have access to your files anywhere in the world and you can also work on them just by using a web browser.

Remember cloud computing is just computers in a big data centre that can be accessed from anywhere at anytime from a computer, laptop, tablet or phone.

Yes, you do have to put in the work to get your system working

Bought the software, done the training, that's the easy part. Before that happens you have you gather all the information your system needs to give you the information you need back out in a report. You have to think about the following and do you have all this data and if not where can you get it and who is going to get it (blatant promotion, we can help!);


Areas, Reps, Buyer Contact details, proper customer names, price lists, vies details, expemption certificates, credit rating, credit limit


price lists, proper supplier names, contact details (accounst and rep contact), intratstat details, vat number, billing addresses, delivery addresses, credit limit


Your item code and description, suppliers item code and description, intratstat details, vat number, agreed prices

This is just some of the stuff needed. Things you never thought about or the accuracy of what you have right now, all this needs to be checked and verified.

If you don't do this work, then changing your accounts system will only leave you where you currently are in accounts systems terms. But you will be grealty out of pocket and asking yourself why did you change your accounts system?