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• January-March 2004 Issue
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High-end accounting software serves small to mid-sized businesses (SMB) with $1 to $250 million in revenues. Depending on the vendor, the application may support as few as 10 simultaneous users or as many as 10,000. One vendor reviewed here supports a peer-to-peer network, while most require or recom-mend a dedicated server. Obviously, the more users who need access and the more data you generate, the more horsepower (processor, RAM, disk space and operating system) you'll need.

Given that this level of accounting software has been around for awhile, common capabilities are available. Narrowing down the field requires getting deep into the details of each candidate.

First, you should determine if the application does things the way you want them done. Look at what data is captured and how it is processed and reported. Is interaction with the software efficient? This will be a hard one because some users prefer efficient keyboard interaction while others have a mouse fixation. Rarely will you hit 100 percent, but you still want to get as close as possible because you want to judiciously minimize your investment (e.g., customization, learning curve) in order to maximize your return.

Next, you want a package that will grow with you or one that is going through a significant capability-expansion cycle. Changing systems is never desirable, though sometimes it is necessary. A solution in an expansion period offers you the chance to influence its future features, thus increasing the chance of having features you might need down the road without the additional investment of customization. Also, make sure the system delivers intelligent productivity as well as the standard and business intelligence information you need for efficient operations and effective management.

Third, consider the vendor and the reseller-partner. Does the reseller harp on customization? Do they make you think they're more interested in selling a solution than relieving the pains you are experiencing? Check things like support (who does it, hours, communication channels, etc.), training and documentation. These three areas significantly impact the learning curve (along with user interface and similar elements). Ultimately, it comes down to whom you feel most comfortable getting married to. That's about what is involved here.

Finally, gulp and consider the cost. Software is only part of the total. Experienced professionals know the total investment will be two to two and a half times the cost of the software. This includes productivity hits while users slide down the learning curve as well as other hidden costs. Also, if you're investing tens of thousands of dollars, you might as well make sure that your current infrastructure (servers, network cards and so on) is optimized to take advantage of the new application's capabilities.