Dave’s Top 10 Reasons why it MIGHT be time to Upgrade your Business Accounting Software

By David Boos

10.  You have the original software, but it is on something called “floppy disks.”
If your software was written more than a few years ago, there are potentially thousands of features and benefits you may be missing.  The software industry changes much faster than almost any other industry, and with the need for speed in business operations increasing, the demand for quality software remains as high as ever.  With all the recent updates and innovations, most likely there are features and functions you are missing.

9.  The people who installed your software and provided the initial training are all either retired, in “homes” or have passed away.
Software support is a major concern for most businesses.  If something goes wrong, who do you call, do they speak your language and can they even remember the versions of old software you are running?  Sadly, companies rely on the memories and expertise of a single individual, or a handful at best, to keep their software systems operating.  If anything were to happen to that person or persons, the company’s business operations could be in danger.  It is important to be current on both your technology and your support personnel.

8.  It takes longer to enter an order into your system than it does to manufacture your product.
The ordering process for most businesses is not streamlined at all.  Orders start with a hand-written form faxed or mailed to the accounting department where it is then keyed in manually. Between the handwriting on the order, the fax machine’s transmission quality and the clerk’s keyboarding skills, there is a large opportunity for errors. By capturing information electronically and utilizing a single system, this data is instantly accessible across the organization, saving time and costs and increasing the efficiency of your staff.

7.  You’re “pretty sure” that you might have that product in-stock “somewhere” in your warehouse.
If your system can’t tell you what is in stock, what is on order and what is allocated to a customer, you’re not alone.  It’s amazing that many highly visible and sophisticated companies operate without a firm handle on their inventory.  If your software doesn’t easily provide you with this information, it’s time to upgrade.

6.  Your Purchasing process still requires a Telephone or Fax machine.
In this electronic world, it is almost comical that customers still have to call vendors to check product availability and pricing, and then STILL have to fax the order over to begin the process.  Software should easily integrate with suppliers to check pricing, availability and to place the order.

5.  The software developer’s credits include names like Moses, Abraham and Jeremiah.
Although they were “nice guys” and talented, the software developed even just a few years ago was written within the constraints of the languages at that time, which were restrictive and left few options.  Programming languages within the past few years have advanced exponentially.  More features and functions equal greater software flexibility.

4.  You have more post-it notes on your desk regarding accounting “steps” than you have sales orders or invoices.
Although accounting systems are complex, with correct training they should be easy to use and understand.  Learning and remembering how to operate various systems can be challenging.  Integrated software allows companies to connect all core business functions, including financials, sales, customer relationship management, inventory and operations within one flexible system.

3.  You seethe with envy when watching young professionals run a business from an iPhone.
Smartphone technology is increasing at an amazing rate. CEOs can now manage payroll, bank accounts, transactions, appointments, communications and more from almost anywhere in the world.  This mobility allows professionals to travel and expand their company networks, rather than be confined to an office.  If your software is not compatible with these applications, you’re putting your company at a huge disadvantage.

2.  When preparing for an audit, you experience so much anxiety, tension and frustration you start to wonder if you need to see a psychiatrist.
If you do not have an audit trail, your company could be in trouble. With the ever increasing pressure from the government and social agencies, companies must be able to quickly and accurately tell where they got their products, what they did with them and to whom they sold them. If that type of information is not available to you in a few simple mouse clicks then we might be picking you up from the “Funny Farm.”

1.  You find yourself daydreaming about how WONDERFUL your system would be if they had let YOU design it!
Older software systems were designed by programmers who had little or no business experience.  They never ran a company, entered an order or worked in a warehouse; therefore, the capabilities of the software they designed were based upon what someone in the “Ivory Tower” ( who had also never done any of the above ) told them.  Today, usability and performance are the key areas in which software development companies focus when creating the software packages they offer.  They understand that unless their product is user-friendly and drives profit, they will lose their reputations, their customers and, thus, their market share in this ultra-demanding world.

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If you can relate to any of the Top 10 reasons above you may want to consider talking to someone about an Integrated Business Automation and Accounting system very soon. 

About the Author
David M. Boos, CEO of Cornerstone Consulting has almost 40 years of experience in the computer industry. Dave began in 1983 servicing the PC based accounting software market. Cornerstone has since grown from a one-man operation to current operations in Tampa, Florida, Atlanta, Georgia and Los Angeles, California. With added divisions of accounting and E-commerce software sales, custom programming, website design and Internet hosting. Dave is Novell and Microsoft Certified and is an Authorized Dealer for a wide variety of products including Microsoft, Sage and SAP Software. You can reach Dave at www.cornerstone1.com.