Struggling to keep up with change requests?

Last week we took a look at managing projects in the Job and Project Management Center. This month, we’re going to explore this management center further with Change Order Processing, a feature allowing you to track change requests and their approvals.

A change order is a way to track changes to job estimates.

Sage 50’s advanced change order tracking system lets you quickly see how job changes will affect overall profitability, keep track of when an estimate changed, how much and even who approved the change order.

This can help make sure each job stays profitable and helps protect the business by staying on top of changes.

Easier Processing

Revising revenue estimates is easy; simply open a “new change order” to record your revisions.  Once the order is approved, it’s automatically applied to job records and report estimates.

Here are the steps:

  1. Open a new change order
    • Click on the “Jobs” button and select New Change Order
    • Enter the change order details (Job, date, etc.)
    • You can also change the projected end date if necessary on this screen.
    • Enter any relevant notes you want to tie to the change order (why the customer requested the change, etc.)
  2. Enter the specific change
    • Enter change estimates for units, expenses, revenues by the amount the current estimate is changing by (example: if the existing expense estimate is $200 and the new estimate is going to be $150, enter -50.00 as the change amount).
  3. Approve
    • Approve the order by checking “approved”
    • Select “applied to transaction” to keep track of orders applied to a proposal or invoice
    • Enter the date and approvers name
    • Select “Update Job Estimates”

You can also print or email change orders by selecting the option on the toolbar.  This is helpful if you want to quickly confirm with your customer and keep them informed of the changes to the job.

Tip: You can view a full list of all change orders by selecting “list” on the toolbar

Advanced Security Controls for Sage 50 Accounting

Using the Built-In and Advanced Security Controls Within Sage 50 Quantum

There are several standard features in Quantum that keep your business running securely: automatic data backup, account reconciliation, and system alerts (e.g., letting you know when credit or purchase limits are reached).

However, there are a few other features you might not be using.

We all want to trust our employees, but we still need to take precaution to protect the business.  Sage 50 has a built-in audit trail that will generate logs of transaction history to allow you to see when a person enters, edits, or removes data. If you find mistakes, you’ll know to provide additional employee direction; if you find fraudulent activity, well… you can take appropriate action.

You can further limit risk by creating user profiles to allow access only to specific areas in Quantum.  You can create that for each individual employee, right down to the screen level if you need to. Or if you have a lot of employees, create role-based profiles to save time.  Either way, select from over 100 specific areas to give add, edit, view-only or no-access rights. It doesn’t take long to set up.  To get there, go to System -> Set Up Security Now.

The internal accounting review feature searches the company data for potential mistakes and fraudulent activity for you.  There are multiple system checks available and if any trouble is spotted, a comprehensive report is generated to help you to take appropriate next steps. To use this feature, go to System, in the Data Integrity section find Internal Accounting Review and click on Run Report.

With security features built into Sage 50 Quantum you can sleep better at night because you’re taking care of business.  Plus, you know the business is secure with built-in security checks, comprehensive audit trails, module- or screen-level security and role-based security controls.

Sage 50 Digital Detox

Last month, we showed you how to make vendors and customers inactive. So now is a perfect time to consider getting rid of all those unnecessary files.

If you haven’t purged data recently (or at all) consider getting rid of inactive or unnecessary data now. This is especially important if your Sage 50 system is running slower than it used to, or your company file size is getting too large. It’s a perfect time after closing out your year, but you can do this any time.

This digital detox can help increase processing speed and keep your data clean… plus save loads of time by not having to sifting through long lists of unused items.

Getting rid of data can be unnerving; and using the word “purge” certainly doesn’t help. But the data you’re removing are just inactive vendors, employees, quotes, invoices, cost codes, GL accounts, inventory items, etc. The disk space and speed is far more valuable than those old records.

If you followed the steps from last month’s post to flush out inactive records, you know there are records worth purging. If you haven’t done that yet, go ahead and do it now [link from last month’s post here]; it only takes a few minutes and definitely worth it in the long run.

So how do you do it?

  1. Sage makes it easy with a Purge Wizard that will walk you through its straightforward process.
  2. Click on Customers & Sales -> scroll down to “System” -> and then select “Purge Wizard.”
  3. The Wizard offers the opportunity to create a backup of your company files before you get started; we highly recommend you do this.
  4. Use date parameters and then choose which transactions you want to remove (including vendors, employees, inactive customers, jobs, quotes, invoices, and purchase orders).purge-wizard
  5. You will then have the option to reconcile each account before you purge data.
  6. Next, you can select which inactive records you’d like to purge.

Once the purge is complete, consider taking your system maintenance one step further and compress the data.

  1. Go to File -> Maintenance -> Compress Data
  2. Select the specific areas in the system where you removed records.

Your system should be running smoother and more efficiently. If not, you may need a more robust accounting solution to handle larger data requirements.

Call 866-686-1329 or e-mail us at sales@quantumbuyers.com to help you understand all the options available to you. The new Sage 50 Quantum handles remarkably well; you might be amazed at how much more productive you could be.

 

photo attribution: gcpics/dollarphotoclub

Making multiple vendors/customers inactive with batch processing

Too Many Vendors?

Tired of scrolling through achingly long lists of outdated vendor records?

Well say goodbye to endless scrolling. Shorten those lists by making the records inactive (and also improve system performance).

Sure, you can go into each record and manually mark them inactive… one… at… a… time, but who has that kind of time?

Clear those inactive vendors quickly with batch processing in just a couple of simple steps. This rarely used feature has been part of your Sage 50 Quantum for a while but it’s not something many people think about using or even realize the function is available.

Use it! It will shave time off tasks every day and, as you know, every second adds up. Here’s how to do it:

  1. To set multiple records as inactive, go to the menu bar, select Maintain, then Make Records Inactive.
  2. There you can make old or unused records inactive all at once and even opt to view records you haven’t used since a certain date.
  3. After you complete the above task, go to Options -> Global to “hide inactive records” so you no longer see them in your lists.  You also have the option to “purge” those records.

This will speed up your day but it should also improve your software performance.  By the way… you can do this same thing with your inactive customers!

Have You Outgrown Your Accounting Solution?

Do you sometimes feel like you’re playing Jenga each time you run a report in your accounting software… like it could just crash at any moment?

Your Sage 50 business accounting software provided you with the bookkeeping capabilities you needed to get your company started, but you’ve grown, have more customers, more employees, more data and more demands.

Signs you’ve outgrown your accounting solution:

  • You find yourself and your staff spend more time creating  “work arounds” than time spent generating revenue
  • Your reports take so long to run you’re wondering if you should go back to paper ledgers
  • Processing anything takes so long you’re considering bringing a pillow to work
  • You still have clients in your database from 1996 but haven’t done business with them since 1998
  • You have inventory SKUs listed in your database that won’t even work with today’s technology
  • You started using your accounting software when your daughter was born and she just graduated middle school

So what do you do when you have outgrown your current accounting software?

Be Proactive – don’t wait too long to replace your inadequate system as you’ll eventually lose productivity and not be able to pull sufficient data to make good business decisions.

Make the Decision to Move to a New System Based on Potential Return- moving your business to a new accounting system is a large decision that needs to be based on cost evaluations.  What is the potential cost if you continue using your inadequate system?  What efficiencies could your business achieve with an updated, automated accounting system?

Find a Trustworthy Software Reseller as Your Partner – software resellers exist to help support companies during their move from one software package to another.  Be sure to find one that is looking out for your best interest, not just trying to sell you “their” software solution.

Determine Your Needs and Wants in a New Software Package – software resellers can help you determine your current and future must have software features as well as new and exciting feature that could benefit your company.

Select the Right Solution to Fit Your Unique Business Needs – make sure the new system will be able to grow with your company and be sure to understand the differences between standard functionality versus extra customizations.

If you want to update your system, run more efficiently and finally get a software solution as sophisticated as your business, call Quantum Buyers for a free needs assessment (valued at $250).

Call 866-686-1329 or e-mail us today at sales@quantumbuyers.com.

What To Look For When Selecting New Accounting Software

Over the years we’ve helped a large number of customers choose the right software solution for their business.  So we know a thing or two about selecting new accounting software and we’re pretty good at helping you figure out what you need too.

Needs Assessment and Priorities

Develop a list of must have features and like to have features.  A software partner should be able to help you narrow this down and prioritize the features absolutely vital to your business’s success.  Ask for a needs assessment from your vendor to help you assemble and organize your list.

Ease-of-Use

Of course there will always be a week or two for a learning curve, but whichever software you end up with needs to be easy for you to use or you’ll days will soon become nightmares.

I’m not just talking about a pretty interface either.  Are reports simple to run? How many steps does it take to enter a deposit?  Can you run bank reconciliations while managing other tasks?  Are there too many features you don’t use that makes the software tough to manage?

Functionality

If you run a distribution company, you more than likely need a solution with features specific to your business (like advanced inventory management and reports necessary for you to run an efficient business).  If you’re in manufacturing, look for a solution with control and tracking of assembly jobs.

Industry Requirements and Regulations

If you’re looking at software that claims to be made “just for your industry,” make sure it’s up to speed on all industry regulations.  For instance, if you take credit card payments, you need to make sure the software is PCI compliant.

Compatibility

Make sure your existing set-up (current hardware, network, any software that should integrate with your accounting solution, etc.) is current enough to be able to handle your new software requirements.  Or, if it doesn’t, make sure you have the budget necessary to cover the improvements to your system.

Most solutions list all the system requirements on their website or on the product box, but any software partner or vendor should be able to also help you determine if everything will work happily together.

Usability

Do you need access to features on the road? Do you need to be able to view inventory from your iPad?  Make sure your solution works where you do.

Longevity

Check to make sure the software manufacturer is financially sound and committed to its product.  You don’t want to be left without program support next year and have to start all over again.

If you are just starting to look for new accounting or ERP software and have questions or would like a free software needs assessment us at 866-686-1329 or e-mail us today at sales@quantumbuyers.com.

Does Your Business Accept Credit Cards?

Does your credit card processing integrate with your accounting software?

If you accept credit cards and you’re still manually re-entering data into your accounting software because your credit card processing doesn’t integrate, did you know that you might also have keying errors?

Cut data entry time in half and reduce manual keying errors by processing credit card sales and returns in a single step with your Sage 50 Accounting solution.

If you’re using Sage 50, you have the capability to accept payments anywhere, anytime and have your transactions post back to Sage 50 automatically.  You can do this on your smart phone, a store-front solution, your existing payment device or even your desktop.

Benefits of Integrated Credit Card Processing:

Increase productivity

You no longer need to worry about applying payments back at the office.  Accept credit card payments from customers wherever you are – in your store, at a trade show, or in the field and those payments will automatically apply to an existing invoice right within Sage 50. So you can also say, “goodbye!” to manual keying errors.

Increase Sales & Customer Service

Customers like having the option to pay with their credit card.  If you don’t offer the option, you could be missing out on sales!

Credit card sales average 20-30% higher than sales from customers paying with cash?

If you have questions about integrating your credit card processing system or learning more about what services that can integrate with your accounting solution, contact our sales department at sales@quantumbuyers.com or 866-686-1329.

How Sage 50 Quantum Can Make a Big Difference in Business

Posted by: Jaima Grabner on November 5, 2014

It can be risky for businesses to undergo major redevelopments without some assurance that the changes would lead to profits; that is why they need suitable accounting software to give themselves a better view of their current situation. One popular restaurant franchise experienced such a drastic makeover, according to an article on the Forbes website, dated November 5, 2014. The article elaborates that this particular restaurant chain’s franchisees were initially skeptical of the bold new changes their brand was taking, but thanks to powerful software, they were finally convinced:

Photo

It took two trying years of negotiations to win them over. In one meeting a veteran franchisee railed against a chicken special, yelling at Bachelder, “You nearly bankrupted the system!”

Her counterpunch: data. With new accounting software in over 1,000 restaurants Bachelder could prove the promotion generated record operating profit. The system tracks restaurant profitability and delivers detailed quarterly reports comparing franchisee results against regional and national averages. Many chains don’t gather such data. “Popeyes is the true poster child for how collaboration produces for both parties,” says Aziz Hashim, a fast-food franchisee in Atlanta for 20 years, who sold off his other stores since coming to Popeyes in 2009.

Accounting software can do more than just help businesses maintain their financial records. Depending on its features, the software also provides an in-depth look at the growth and development of the business—invaluable data for when the company is at a crossroads and needs to make an informed decision. Businesses, therefore, should also consider using accounting software with features that will serve them well, such as Peachtree Quantum systems (now known as Sage 50).

Versatile Peachtree Quantum software (Sage 50) boasts a suite of functions to allow business owners to handle all matters of accounting—such as invoices, employee payment, check printing, and more—with just one software package. Not only does this offer a more streamlined process by eliminating the need to use other software, but it also means that all business transactions will be recorded in detail by Sage 50. The archived and comprehensive reports that the software can produce will come in handy for when businesses need to reassess themselves. This useful system can be purchased from licensed software resellers such as Quantum Buyers.

(Source: KFC Killer: How Popeyes Reinvented Itself To Win The Fried Chicken War, forbes.com, Nov. 5, 2014)

Accounting Doesn’t Have to be Horrible

Let’s face it, very few of us like accounting but no matter how much you might dislike numbers, you simply can’t avoid them if you’re running a business.

Proper accounting practices are a small price to pay for understanding the profitability and status of your business. It’s not as brutal as you might think though.  If you’re imagining a dark, dusty office with an old desk and a ginormous calculator stacked on top of accounting ledgers, journals, and filing cabinets, that’s just your nightmares talking.

With today’s advancements in technology and wide options of accounting software, you can take care of most of your accounting functions quickly, correctly, and not have to worry about your calculator running out of paper tape.

Most accounting software today really is more like business management software.  Capabilities are far beyond simple accounting. If you’re still manually struggling to take care of any (or all) of these tasks, or even using different software solutions to manage each task, consider moving over to a business solution that manages your accounting and all your other operational needs (it helps cut back on multiple data entry too).

Business Management Software can help you manage:

Inventory – Manage inventory automatically – every time you create an invoice and add products, those items are deducted from inventory. Reports can be completed quickly and accurately (and typically run while you’re grabbing your keys to head to lunch).

Sales Activity – Today’s accounting software can offer real-time information for its networked users.  This is very helpful when you want to know what your sales look like every month.  (How about those last few days of the month and you want to know every minute if you’re getting closer to hitting your numbers?  Sound familiar?)

Job Costing – In addition to standard sales reports, you can stay on top of job costs and always know if you’re profitable and on target.

Payroll and Taxes – You know as well as I do that paying employees goes far beyond simply writing a check every couple of weeks.  Your software should give you the option of a simple payroll solution. One that simplifies your processes, tracks your payroll taxes, employee taxes, filing and paying taxes, and even track vacation and sick time.

Payments – If you accept credit cards as a form of payment, your customers will love you.  If you don’t, ask yourself why not.  Invoices are typically paid faster, internal processing costs are reduced by about 16% on average, and sales are generally about 20-30% higher from customers paying with a credit card.

So if you’re worried about the 2-3% credit card fees, you’ll be able to cover that just in the time you save by not having to manually enter all those payments! Credit card processing can integrate with your accounting software so payments are automatically applied to invoices.

These are just a few of the things well-rounded business solutions can mange for you. If you’re accounting software doesn’t offer all these benefits, ask yourself if you’re using the right solution.  Quantum Buyers has several solutions to help you find the right one for your specific business needs.

Call us at 866-686-1329 or e-mail us today at sales@quantumbuyers.com to learn more about a business solution that can help you run your business more effectively and efficiently.

Sage 50 Accounting 2015 Simplified Product Line

If you’re currently using Sage 50 Complete:

Sage 50 simplified its product line, removing Sage 50 Complete from the 2015 line-up.  Not to worry, if you’re on Sage Business Care, you will automatically get the new Premium product.

If you’re looking to upgrade, the step up to Sage 50 Premium has minimal cost implications and provides several added features to help you run a more streamlined, efficient business.  Those include: audit trails, job costing, change order processing, departmentalized financial statements, serialized inventory, advanced budgeting and even the ability to open multiple companies.

If you’re currently using Sage 50 Premium for Manufacturing, Distribution, Construction or Nonprofit:

The reports and functionality specific to Manufacturing, Distribution, Construction and Nonprofit previously found in Sage 50 Premium vertical products are now available only with Sage 50 Quantum Edition.

If you’re already on Sage Business Care, you will automatically get the new Sage 50 Quantum.  Otherwise, you’ll need to choose Sage 50 Quantum when you upgrade.  Quantum has all the same features plus more robust accounting and reporting functionality not found in previous products including role-based security, order process workflow, and interactive job reporting.

More Choices of User Licenses

In addition, Sage made it easier to fit your business and your budget. Now you can choose the number of user licenses your business needs, even single-user licenses, and you can also choose monthly or annual subscription options.

You’ll be able to start with a fresh, upgraded product and all your data will remain intact, while continuing to work with payroll and merchant services.  If you have any questions, we can help you make the right product decision and guide you through any transition.