Addsum Business Software ' Advanced Accounting

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Returning to our POS lineup after five years' absence, Advanced Accounting has now been converted from a DOS product into a full 32-bit Windows product, with integration into the company's full accounting suite. Previous versions of this program were published and supported by Business Tools, Inc., but has since been taken over by Addsum Business Software. Addsum is primarily a custom programming and software customization shop specializing in TAS and Clarion 4GL database applications, but now also supports and enhances the Advanced Accounting line. Version 6.1 represents a re-release of version 6.0 that was originally provided by Business Tools, but includes numerous enhancements and fixes.

EASE OF USE - 4 Stars Billing itself as a 'clean, simple, no-nonsense' program, Advanced Accounting lives up to its description in nearly every respect. The user interface starts out with a simple Windows drop-down menu system and a toolbar that contains one button for each module installed. Clicking on the button or menu item for each module displays a pop-up menu list of additional functions. For example, the 'POS' menu item offers the following options: Run POS Register, Print POS Reports, Settle (Balance) Register, Force Logoff From Reg, Post POS Transactions, Enter/Chg Promo Items, Post Cash Out Transactions, Cash Out Report, Layaway Transactions, and POS Configuration Maint.

To login to the POS Register screen, you simply supply a register name and clerk number with optional password. This opens a simple screen that starts with a drop-down selection for the customer code and buttons for Reprint Rcpt, Chg Clerk, Old Sale, Cash Out, Cash In and Lay-away. Once the customer code is selected, a grid opens where items can be individually added or rung up. A single data-entry line below the grid is used for selecting items from inventory, as well as editing the description, quantity, discount percentage and price. A row of buttons provides additional functions such as editing lines already entered, suspending or voiding the transaction. On the right side of the screen, the running subtotal, discount, tax and total for the sale are displayed. Once all items have been entered, you simply access the 'Payments' tab to enter tender types and amounts. After tenders are entered, you can preview and print the sales invoice.

MODULES/SCALABILITY - 5 Stars Advanced Accounting is sold as an integrated all-in-one system. The system allows you to turn off, or hide, options that are not needed. Point of Sale is completely integrated with other accounting modules, although it can be used as essentially a stand-alone system if desired. Other modules in the suite include GL, AR, AP, sales order control, inventory control, purchase orders, bill of materials, job cost and payroll.

The system is based on the Pervasive database engine, which provides a solid, stable foundation for stand-alone, file/server or client/server configurations. For 10 or more users, you'll need to separately purchase the Pervasive client/server engine. The inventory module provides multi-location inventory control. You can sell/track inventory items from an unlimited number of locations, as well as receive purchase orders to multiple locations on the same purchase order. Last cost and average cost are tracked at the location level.

FEATURES/FUNCTIONALITY - 4 Stars The Point of Sale module supports all standard hardware options, such as cash drawers, pole displays, barcode scanners, receipt printers, barcode printers and magnetic swipe readers. The program supports SKU/part/product numbers up to 25 characters long. You can store a separate barcode number for products, allowing you to recognize and track items both by the barcode identifier as well as your own part code. This can be used to print bar-coded labels, but can alternatively be used for product codes on sales orders, customer orders or packing slips.

You can attach an unlimited number of free form notes to many different kinds of records, such as customers, vendors, GL accounts, employees, sales order items and purchase order items. You can choose to post sales as they occur or wait until you've made a number of sales and then post in a batch. If you post real-time, there will be a short delay after a sale is completed (while posting takes place), but this process ensures that all data, such as inventory on hand, is always accurate.

The program allows you to keep track of as many registers as you wish, with each one closed out (balanced) individually. Until the register is closed out, the cash on hand, number of sales, and total sales figures continue to accumulate. If each clerk is responsible for their own cash drawer, a separate register is typically set up for each clerk and used until they are ready to balance out their cash drawer. Each register can be set up with a designated starting cash balance, next ticket number, default customer code, printer number, receipt type, inventory location code, and with the ability to change the customer code or allow customers to be added on the fly.