I become surprised when I come across a business that they are not using a computerized accounting software or using spread sheets to do their accounts. Therefore I decided to write a short article on the benefits of using a computerized accounting Software. The software I use for our small to medium business is known as “Banglahisab” accounting software.
Small and medium sized businesses can now buy accounting programs at remarkably low cost. Larger businesses will often have customized programs made for their business. The accounting programs carry out functions such as invoicing, dealing with payments, paying wages and providing regular accounting reports such as trading and profit and loss accounts and balance sheets.
The introduction of computerized accounting systems provide major advantages such as speed and accuracy of operation, and, perhaps most importantly, the ability to see the real-time state of the company’s financial position. In my experience I have never seen a business that has upgraded to a computerized accounting system return to paper based accounting systems. A typical computerized accounting software will have different type of facilities. Which we may found as follows :
– On-screen input and printout of sales invoices
– Automatic updating of customer accounts in the sales ledger
– Recording of suppliers’ invoices
– Automatic updating of suppliers’ accounts in the purchases ledger Recording of bank receipts
– Making payments to suppliers and for expenses
– Automatic updating of the general ledger
– Automatic adjustment of stock records
– Integration of a business database with the accounting program
– Automatic calculation of payroll and associated entries
Computerized accounting programs can provide instant reports for decision maker, as example:
– Up to date customer accounts information
– Trial balance, trading, balance sheet, Status of the business
– Stock status and valuation
– Sales report and its analysis
– Purchase report and analysis
– Current liabilities,
– Payable and receivable account analysis
and many more list goes on…..
To operate manual double entry system you need very expert account personnel and you need more number of employees to operate the business. When using a computerized accounting system the on computer, input screens have been designed for ease of use and anybody can enter the data he/she need to know about the voucher only and it can be learn within short time. The main advantage is that each transaction needs only to be inputted once, unlike a manual double entry system where two or three entries are required. The computerized ledger system is fully integrated. This means that when a business transaction is inputted on the computer it is recorded in a number of different accounting records at the same time.
The main advantages of a computerized accounting system are listed below:
Speed – data entry onto the computer with its formatted screens and built-in databases of customers and supplier details and stock records can be carried out far more quickly than any manual processing.
Automatic document production – fast and accurate invoices, credit notes, purchase orders, printing statements and payroll documents are all done automatically.
Accuracy – there is less room for errors as only one accounting entry is needed for each transaction rather than two (or three) for a manual system.
Up-to-date information – the accounting records are automatically updated and so account balances (e.g. customer accounts) will always be up-to-date.
Availability of information – the data is instantly available and can be made available to different users in different locations at the same time.
Management information – reports can be produced which will help management monitor and control the business, for example the aged debtors analysis will show which customer accounts are overdue, trial balance, trading and profit and loss account and balance sheet.
Legibility ¬– the onscreen and printed data should always be legible and so will avoid errors caused by poor figures.
Efficiency – better use is made of resources and time; cash flow should improve through better debt collection and inventory control.
Staff motivation – the system will require staff to be trained to use new skills, which can make them feel more motivated.
Cost savings – computerized accounting programs reduce staff time doing accounts and reduce audit expenses as records are neat, up-to-date and accurate.
Reduce frustration – management can be on top of their accounts and thus reduce stress levels associated with what is not known.
The ability to deal in multiple currencies easily – many computerized accounting packages now allow a business to trade in multiple currencies with ease.
This is not all that you can do with “Banglahisab” accounting software there is lots of facility you find and amazed by using it. In summary if you have not computerized your accounting you should seriously consider doing so. We have very user-friendly accounting software for your organization either it small or large business you can customize it as you need it has Multi language interface that can help you to understand your business in your mother language. It will be our pleasure if you ask us to show our work for your organization …