Accounting Software

Western_sean

Hi all

I'm not sure if this is the right place for this if it's not please move it. I'm involved in running a small business <10 staff. We run a gift shop and we are thinking about changing our accounting and stock management software. What we are using at the moment is very cheap and becoming less cheerful by the day!

My questions are : -

Has anyone done this recently i.e changed software packages?
Are there any unexpected pitfalls we should be aware of?
What do you like about accounting software that you use?
Are there specific features we should look out for in these types of packages?
Would you recommend any particular packages or are there one's that we should avoid like the plague?
Opensource packages good bad ugly? Is the lack of support for these a major issue?
Is it all really just about choosing between sage and tas?


Any help would be greatly appreciated I'm just going around in circles with this at the moment.

Sean

Kinetic^

Western_sean wrote:

Hi all

I'm not sure if this is the right place for this if it's not please move it. I'm involved in running a small business <10 staff. We run a gift shop and we are thinking about changing our accounting and stock management software. What we are using at the moment is very cheap and becoming less cheerful by the day!

My questions are : -

Has anyone done this recently i.e changed software packages?
Are there any unexpected pitfalls we should be aware of?
What do you like about accounting software that you use?
Are there specific features we should look out for in these types of packages?
Would you recommend any particular packages or are there one's that we should avoid like the plague?
Opensource packages good bad ugly? Is the lack of support for these a major issue?
Is it all really just about choosing between sage and tas?


Any help would be greatly appreciated I'm just going around in circles with this at the moment.

Sean

Hi Sean,

TBPH, Sage are running the show at the moment, they've monopolised (more or less) the whole industry.

I'd have a look at their website and see what they've got on offer.

kluivert

Other alternatives are TAS Books (Sage) or Intact Accounting Software (Irish company based in Dundalk Co. Louth.

My recommendation would be a Sage Package.

Merrion

Are there any unexpected pitfalls we should be aware of?

Presumably your existing package stores its data in a way that makes it difficult to migrate to a new package?

Western_sean

Hi Guys thanks for the replies - I'm going to give it a day or so and then get on the phone to sage I guess.

Merrion wrote:

Presumably your existing package stores its data in a way that makes it difficult to migrate to a new package?

Yes it seems like it was designed to prevent me moving to new software:mad: I wasn't very computer literate when we started (That said I'm not much better now!) In any case I just picked something that seemed easy to use. I suppose it's easy to be wise after the event...

Thanks for all your help
Sean

kluivert

Print off a Trail Balance from the old system and translate onto the new system.

Then set up your customers and suppliers and your stock records. Ok Its going to take you a week end or so to complete.

Some places would best advise that you run the two systems together for one month after introduction. With more emphasis on new system.

SouperComputer

quickbooks is worth a look too

fintan

I'd recommend Teamwork.ie

Fantastic web based accounts package, backed by support from a team of accountants.

No messing around with yearly updates etc and the price includes having the accountants do your year end books etc

As someone who has used Sage et al in the past, this is really the only way to go.

dahamsta

It's a bit pricey isn't it? Is it really worth paying twice what a good accountant would charge?

adam

fintan

Ken Shabby wrote:

It's a bit pricey isn't it? Is it really worth paying twice what a good accountant would charge?

adam

Well if you factor in the cost of the software and an accountants fees its about right.

The price includes revenue returns, directors returns, year end accounts, pay role etc

antoinolachtnai

A lot depends on the type of stock you have. It might be worth investing in a fancier POS system which would might give you a better idea of exactly what stock is moving on a day-to-day basis. These systems require a fair investment of time, money and effort, so it might not be worth it for such a small operation.

Western_sean

Hi All

Thanks for the replies. I can't seem to convince myself on the whole teamwork thing. At least with the software the bulk of your cost is once off. Perhaps there is something I'm missing here?

Antoinolachtnai - I would obviously prefer to generate more information on which lines move etc. if this were practical. I'm at least interested in seeing whats out there. If you have software you use or recommed could you post a link or pm me.

Thanks again guys
Sean

jimmycrackcorm

First of all let me declare my opinion bias. I work for a company that develops and sells accounting and stock management software for the Irish market.

Having said that, here's a few pointers.
I think Sage is a kind of Accounting for dummies ( and we are also a reseller).
For various reasons Sage is not suitable for retail business like yours. Consider for example how to apply a WEEE charge for electrical items.
You need to focus on margin and tight stock control so a sysem needs to be detailed in this area.
TAS has been bought over by Sage who have given it the death sentence.

As for open source -I'd simply say that if it was that good we'd use it ourselves and save programming time and costs/ But it isn't! I've looked extensively and there is nothing there that is in any shape or form as good as any of the commercial packages out there. When for example I compare the web based data entry to the speedy shortcuts that we use ourselves, the open source stuff doesn't cut the reality for day to day practical use.

A good system will cost a lot of money but will show a payback easily if you enforce the procedures tying retail POS through to stock purchasing. I'd guess, having a gift shop, that the OP has a lot of expensive stock and as such should be concentrating on very tight control as the volume will be lower than non-specific consumer retail.

Also having POS, stock and accounting integrated will save you time and money against the amount of work your accountant has to actually do.

antoinolachtnai

Hi western sean,

I pretty much agree with jimmy, but I'd say that Sage is a good 'core' for an accounting system in Ireland. The reason is that it is straightforward, the taxmen and accountants all use it and it follows the Irish rules (especially the VAT).

It isn't true to say Sage is 'for dummies'. My client's in-house accountant worked preparing accounts in one of the big-5 and Sage was pretty much it for them. They were preparing accounts for major companies, 500-million-euro, quoted on the ISE, the whole deal. I would be very reticent about using anything else to be quite honest.

At the same time, it is true that you probably need another, more specialized package to suit the needs of your particular business.

My experience with POS and accounting systems is mainly in hospitality/cafe and professional services firms. I haven't really evaluated the POS systems for a shop situation in the past, and so I can't tell you that much about what is good and what isn't. As a starting point, I would have a look in some of the shops you admire in Ireland or elsewhere, and try to figure out what they are using.

democrates

I've heard tell of Big Red Book but have no experience of it, looks potentially pricey.

Don't forget to look at annual fees for support and updates, and extra user licence fees if required, whatever package you go for.

Just because a package is suitable for accountants compiling standard accounts for annual returns doesn't mean that package suits every business users needs, be it POS/stock control, payroll, cashflow projections etc. Firm up on your management accounts requirements, number of users etc. and have your supplier confirm in writing/email that it can meet your spec.

antoinolachtnai

Big Red Book is similar to Sage, TAS and probably one or two others. All perfectly adequate packages. One or other might suit you better than the rest. But it's true, you might need something that suits your specific needs as well.

dahamsta

Interesting discussion regarding Big Red Book and their licencing going on (or gone on, I'd say it's been killed by the moderator now) here. They have a bizarre policy regarding ownership and reinstalls that's worth reading about before you buy.

In particular, read the comments (and attitude!) of their managing director here. Made me think twice about buying Irish anyway.

adam

democrates

Ken Shabby wrote:

Interesting discussion regarding Big Red Book and their licencing going on (or gone on, I'd say it's been killed by the moderator now) here. They have a bizarre policy regarding ownership and reinstalls that's worth reading about before you buy.

In particular, read the comments (and attitude!) of their managing director here. Made me think twice about buying Irish anyway.

adam

Hmm. Typical proprietary software screw the customer strategy. License fee hell.

Don't know if the open source (even better 'free software') GnuCash has been tried by many. At least it's free, and you never EVER have to worry about licence restrictions. Who would support this in Ireland though? Business opportunity?

Dummy

Definately Sage but do NOT purchase from Sage. Buy from one of their resellers. We have both payroll (Micropay) and accounts (Line50) from one of their resellers and have been dealing with them for about 3 years now. Can not speak enough praise about these guys.

They are a small company and they know us and our setup. I imagine if you call into a big company like Sage you are only a number.

We really have no experience of other packages - never had to go looking.

MartMax

my suggestion is to talk to your accountants. some can advise you the right package n so on. but the important thing is that they might be able to advise you the business process day to day n what controls need to be in place. after all, they do audit or prepare your financial statements, they know what to expect from you to prepare those, if they are good accountants.

democrates

Concur, and I'd add if you can get somone with strong tax knowledge all the better, some can save you more money than others quite apart from prepping returns.

MartMax

just to add a little bit more, no matter how good an accounting software u have, it won't make any better if the users don't use it the right and effective way. again, controls and procedures help the whole system functions. imagine, in Sage Line, bank is posted well but the recs were never right or done correctly. wats the point?

p/s : i hate when the volume build up in Sage Line 50, it slows down the software.

salesjobs.ie

My wife is opening a gift shop next week and think that between the shop and the house, the best way forward would be a SAAS solution - we use teamwork for our other business and it works out fine, about 7/10 and no real savings moneywise which was the plan.,

but its over the top for us to use I think.

so anyone know of a small saas type accounting model just for shops?