2008 February Edition

A Message from Doris: MS Office Integration Matters & MYOB Makes It Simple

DMC can help your firm solve many day to day operational problems such as workflow for billing via E-mail or mail merging A/R statements. But without associating with the makers and distributors of great software solutions we would not have the tools or the ability to offer the consultative advice we are known for.

Our firm lives by our recommendations. That is: we work with the software we consult in. Our fax inbox is electronic and has been for all the years of existence. We don't even own a typewriter, but have relied on mail merge for labels and letters for all our years of existence. We E-mail our invoices and embed our logos into our invoices for a professional look. We have taken credit cards over the web for the better of 5 years and I am not recalling a time where we did not transmit our own direct deposit for payroll. Our collateral/marketing materials are produced, for the most part, internally, such as this newsletter on a state of the art color wax printer.

Technology and operational tips do not have to come at a high cost. We want our clients wish to be strategic, by looking at what they own and doing things better. Efficiencies are a high value item you can get from DMC without a huge dollar cost.

MYOB, distributed by Acclivity, is a great small business package that is now more than ever giving the big dollar companies like Deltek, Great Plains and Sage some well-needed competition. We have clients on this "small" package doing "big" tasks. So, below is a list of great things we have seen and solved for our clients.

• Card files that really do sync with MS Outlook (thus many PDA devices, as well)
• Macintosh network business accounting and, of course, Windows with the ability to open Mac files on Windows machines for accountants
• Mail merge to Word documents that are easy to edit/create and are built into the product
• Fax and E-mail documents and a document designer that does not require a PhD.
• Labels that can easily align to Avery label standards or most any postage envelope-sized document
• Multi-user accounting that is concurrent or licensing that is reasonable
• Under $500 multi-user accounting - this is almost non existent; even if you look at Intuit's QB
• Direct deposit for payroll and vendors
• Credit card processing for Master Card, Visa, American Express and Diner’s Club
• Branded, integrated payroll that is on the web
• In-house payroll
• Payroll forms that line up, including 1099 processing that handles multiple 1099 types
• Accountants Network for free software for your CPA
• There is no data limit and historical information on sales is retained 5 years, plus the open prior and current years
• Job cost and time and material billing has been enhanced to meet more business needs; timesheets work well, too
• Many inventory/service companies sell parts, assemble parts and deliver service without a specialized mid-range package

I recently consulted with a trucking/delivery service company that had successfully used MYOB for the past 14 years and wished to maximize its usage.

Setting up an A/R statement and E-mail letter took only moments. MYOB premier version 16, aka 2007, was able to work with MS Word 97, as well as new versions of MS Word.

This is good software, and it is all under $500 with a support contract.

In summary, there are choices in the market and you don't have to feel forced to remain with the big guys if they aren’t meeting the market or your needs.

[ return to top ]

Multitasking Revisited by John Pidgeon

Traveling from client to client, I see many different workplace environments. Some are organized neatly and some are not. Granted, people have different ways of maintaining their work space and, in general, this work space is a reflection of their personality in some way. Another less obvious reflection of an individual’s personality is their ability to prioritize daily activities. As you deal with other coworkers, keep in mind that they have their own priorities and yours may not be as important to them. Be considerate of casual conversations, talking “across the office,” and other disruptions during the day. Silence your cell phones! In an earlier newsletter article from November 2007, I discussed four main categories for prioritizing daily activities: Routine, Urgent, Important & Urgent, and Important. At DMC Accounting + Technology, we try to gear our accounting and bookkeeping training with these ideas in mind.

Routine activities such as opening mail and sorting bills should be handled in an orderly manner. A piece of mail or a bill should be handled as few times (preferably once) as possible. Picking up and putting down the same piece of paper is unproductive. Set aside a particular time each day for these routines.

Urgent matters, although appearing urgent on the surface, may not warrant stopping what you are doing. Unless it is impacting a client adversely, setting aside this task/matter until a predetermined time may be more productive.

Important & Urgent activities will, by nature, demand attention immediately. Until this matter is resolved, no other activities should take place. An example of this would be an incoming client phone call or urgent “to do” on a project. The trick is to understand what is both Important & Urgent.

Important matters are matters that must demand focus and quiet time aside from all interruptions. An example of this would be a payroll reconciliation that demands concentration, or the drafting of a client proposal. Other coworkers must be aware that this time of day means no interruptions. This involves positive communication and understanding among all employees. Close the door if necessary. If the worker has to be interrupted, there must be some guidelines in place for what constitutes an emergency situation.

In summary, productivity begins with a clean, well organized work space and practicing the above ideas until they become habit. Although you may feel out of touch and a little “out of the loop,” turning off the E-mail alerts and cell phones are a must in order to get work finished. When meeting with someone, avoid E-mail and cell phones – this is considerate. Setting aside time, whether hourly, or periodically throughout the day for checking E-mail and voicemail will greatly enhance productivity and reduce interruptions.

[ return to top ]

Success Story: GFA Vision Implementation

Just recently, DMC Accounting + Technology, Ltd successfully completed a comprehensive Advantage to Vision conversion. Greenberg Farrow Architects, based out of Atlanta, GA, engaged us during Quarter 4 of 2007, to convert and upgrade their Advantage 7.0 data to Vision 5.0. With excitement, we accepted the work and began the implementation process. DMC originally implemented GFA in 2001 from MS Solomon to Deltek Advantage providing many of their special reporting and invoice requirements.

DMC migrated over 8 gigabytes of vital accounting data through 3 technologies! Advantage 7 to 9.1, SQL Server 2000 to SQL 2005 64 bit, Windows Server 2000 to Windows Server 2003 64 bit. That is a feat and we minimized business disruption to just a day and 1/2. Furthermore, their bookkeepers and accountants had grown accustomed to several custom reports and procedures which we had created in our original implementation, and it was vital to them that we successfully address those reporting needs.

Over the months leading up to their “Go Live!” date, DMC consultants were always on call to answer any questions and provide one-on-one and remote training. Doris and John set up their accounting configuration, trained all the accounting staff on Vision, from client setup to ADP payroll export, FEDEX imports to working with their DBA on the invoice template.

The most challenging aspect of this implementation was that they required us to take a backup of data on Thursday evening, and have it ready for Monday morning, that is just two business days, plus we did it all remotely with zero travel cost to the client! After a very sleepless night for myself, the data conversion was 100% successful and all employees were up and running on Monday morning; by noon 300 GFA employees were keying timesheets, checks were being run/cash receipts applied, just as we expected. DMC Accounting + Technology is prepared to convert your accounting system to the new system of your choice. Contact us for more information.

[ return to top ]

Worldwide Tech Support Pet Peeves by Doris Cahill

1. Not answering the support lines in "one click"
2. The idea that downloading 1/2 Gb software on the internet is FASTER than inserting a CD
3. New software equals slower start-up; my old 486 PII boots faster, why?
4. Answering the support lines and telling you to buy additional services
5. Printing Avery labels that don’t line up and they drop lines
6. Charge lots of money for software - lots. And feeling like you are the only one who feels that way.
7. Getting thrown out of the software and locking up is normal.
8. Halt on duplicate record? Need a script to fix it.
9. Being told: “that feature is in the next upgrade” or it’s “on our wish list”
10. Level 1 support equals “the new guy”
11. Adding a missing column or subtotal you need on your report, and needing to be an SQL programmer to solve for it.
12. Not sending you a survey. Feedback is valuable

Firms need some level of technical support whether it regards accounting or the copier. But, that support needs to bring value, not additional frustration. We are a small business and understand what we don't like, and encourage firms to better plan and have a long lasting relationship with us. Demand good relationships with your support teams and demand ownership of issues from not so great vendors.

[ return to top ]