How to Choose the Best Accounting Software

Accounting is an integral part of any business. Even small businesses have to observe strict and efficient accounting practices in order to make sure that the data received about the company's progress are true and reliable. That is why to make things more secure, the use of accounting software has to be adopted.
Here are important tips that can help any business owner get the best and most suitable accounting software.
1. List which common accounting software features are needed.
These features may include:
-Inventory management
-Sales tracking
-Contact management software
-Merchant account support for credit card payments
-Budgeting and estimates
-Payroll
-Business tax reporting
There are also accounting soft ware packages that are especially designed for industries like construction, manufacturing and wholesale distribution.
It would also be helpful to talk to others about accounting soft ware. Before purchasing accounting software, it will be best to ask people who are already using the said software. Their insights and experience with the software will be enlightening.
2. Know more accounting software feature choices
A good feature of accounting soft ware is having modules that can be added to the existing software after a while. However, if this is not possible, it would be good if the software can be upgraded easily to a more capable version.
It will also be helpful if the accounting soft ware is supported by the business' bank. This would definitely save time and effort for the company.
The user should also be asking if the accounting soft ware is online. Being online means it is web-based that runs securely through an internet browser. This would prove convenient and time-saving especially at times when there is a need to access data from another computer.
Access to data is also another thing to be considered. What is the extent of the accounting soft ware accessibility? Can all people gain access to everything that is being stored in the software? Or maybe, there are only certain information that can be displayed to the public.
The accounting software must have a free trial so the user can experience it.
3. Accounting software account options
It may be natural for manufacturers of accounting soft ware to charge fees for technical support. But ideally, the support through email and phone should be given for free during the first few months as the user still tries to get acquainted with the installation and use of the software.
4. No payment for features not being used
It would not be wise for a business owner to buy accounting soft ware that has services and features that are of no use to the company. Naturally, the software that has more features is actually more expensive. So, if the accounting software needed is just very simple, then it would be alright to buy the one which provides only the necessary features.
5. Accountant vs. accounting software
An accountant can do a lot of relevant tasks for a business. However, any good accounting soft ware can deliver the reports needed by a company. And these reports can be forwarded to an accountant who is hired only on a contractual basis. This way, the company is able to save on professional fees.
Accounting soft ware should not replace the accountant especially for legal issues and concerns. However, these definitely save money for the company.

Why Your Business Needs an Income and Loss Statement

The one thing that is going to keep any business running is money. Every business need cash in order to keep their operations going and in order to get money all business need to be profitable all the time. However, how do companies make sure that they're earning money and not taking a loss over a certain time period?
A profit and loss statement is what many organisations use in order to find out if they're on the right course. It's basically an announcement that shows a company what expenses it has made, just how much revenue they have brought in and how much cash it has made or lost during a certain time period, which could be between several months to a year.
What type of business would use a profit and loss statement? Essentially each and every company in the world must have some sort of statement that they receive on a regular basis that shows them what their expenses, revenue and overall net gain or loss continues to be a duration of time. It doesn't really matter if it's a large business or a small one.
Generally speaking, very large businesses that have a long history of being profitable will still use these statements in order to make sure that they stay on the right track. To include in that, really small businesses and those that are just getting started should truly use them as well since they are the most vulnerable since they generally have the lowest amount of cash.
When should companies get a profit and loss statement? It truly depends on the size and vulnerability of the company. Large companies that have a lot of cash available can get away with receiving these statements every quarter or so, however, that won't work out for smaller businesses.
Smaller businesses that are very vulnerable and don't have a lot of cash on hand may wish to receive these statements frequently. That is because they're more vulnerable and need to make certain that they're profitable at all times and, if they're not, they have to make some very quick changes in order to turn things around.
Where can businesses go in order to get profit and loss statement? This can be something that businesses are capable of doing themselves, or it can be outsourced to another company that handles financial matters. Having it done in-house might be alright for some companies, however, it turns out to be unprofitable in the long run.
A company's best bet is to outsource the financial responsibility of putting together these statements to a company that specializes in doing so. This is because a business that does that will not have to pay employees to get the job done, which saves the organization time and money. To add to that, companies that specialize in providing financial reports will provide a business with the best and most accurate data.

New Federal Law Provides Income Tax Relief Assistance to Americans in Need

Last year signed into law by President Obama on December 17, 2010 was the Tax Relief, Unemployment Insurance Reauthorization, and Job Creation Act of 2010 (2010 Tax Relief Act).
120 Day Extension
As an interest to aid to U.S. Taxpayers who have been contacted by the U.S. Internal Revenue Service, the Federal Government is granting an automatic additional 120 day extension to respond to the IRS inquiries by way of simple written request. This added four month extension to respond without additional tax penalty or accumulating interest will continued to be allowed by way of this Act only through the year 2012.
This added time allows the taxpayer needed reasonable time to retain a Tax Professional: Attorney, Certified Public Accountant (CPA), or an IRS Enrolled Agent (EA) to handle their outstanding income tax issue and comply with the IRS filing requests or payment requests to date. With this Professional Tax Relief engagement the taxpayer can readily have the IRS stop any Wage Garnishments, Account Levies, or Property Liens that may have been locked in place by the U.S. Department of Treasury right away in requesting this 120 extension. Then within this time the Taxpayer can be brought in Compliance with the IRS by simply making outstanding filings without payment at this time, or arrange a payment plan addressing payments due with Tax Penalty Abatement, or seek an Offer in Compromise Settlement based upon ability to pay.
This professional Tax Relief as explained can provide instant monetary relief from IRS, Wage Garnishment, Levies, & Liens and also relieve one from further current collection efforts of the U.S. Department of Treasury- IRS.
Some other aspects of the 2010 Tax Relief Act that addresses the common taxpayer are:
Tax Rates
An Individuals' taxable income will continue to be subject to six tax rates at 10%, 15%, 25%, 28%, 33% and 35% through 2012 with the expanded 15% bracket for married joint filers that will provide marriage penalty relief is also extended through 2012. Estates' taxable income will continue to be subject to five tax rates of 15%, 25%, 28%, 33%, and 35% through 2012.
Qualified Dividends Rates & Capital Gains Rates
In addition, the 2010 Tax Relief Act extends the 0 and 15% rates on adjusted net capital gains through 2012. Also extended is the treatment of qualified dividend income as adjusted net capital gain, taxable at the same 0 and 15% maximum rates through 2012. The Act extends the 0 and 15% Alternative Minimum Tax rates on adjusted net capital gains through 2012 as well in less common circumstances.
Employee Payroll Tax Reduction
The employee portion of Social Security taxes has also been reduced from 6.2 to 4.2 percent for 2011 wages only at this time. The employer portion will remain at 6.2 percent. A similar rate reduction applies to the railroad retirement tax as well.

7 Benefits of Outsourcing Payroll and Tax Administration Services

Payroll outsourcing companies is a type of PEO (Professional Employer Organization) services companies, although they have chose to specialize on providing payroll and tax administration services, which generally goes hand in hand, anyway. Here's why you should consider payroll outsourcing.
1. Cost reduction.
Just how much do you pay the entire Human Resources department? Companies operating in small to medium scales may not even have an HR department, or even an HR staff. They would most likely have one payroll administration office on-board. The salary of a payroll administrator may range from $8,000 to $12,000. You also have to consider one of your employees spend on encoding payroll information and what you pay for the technological support for payroll. Large scale companies have an entire IT department as back-up and small business generally have one computer guy or even hire a moonlighting IT expert every once in a while. Compare the total payroll-related costs to what you would need to pay for the services of a payroll outsourcing company.
2. Focus on core operations.
Fact is, payroll work is mundane and even the most loyal employee will feel so, even when she doesn't complain out loud. Even when you get someone who doesn't "mind" doing the payroll work, you can be sure that time spent on anything not payroll-related is time well-spent. This is because payroll work is by no means a strategic; it doesn't play a role in branding or in increasing market share or in generating product exposure. With payroll outsourced to third parties, your staff will be able to focus on core operations.
3. Compliance.
Payroll outsourcing companies also offer tax administration services and these are generally bundled with payroll services. This means that they get to carry out filing and tax-related work. What's even better is that they know the ins and outs of the tax laws of your state so you can be sure that compliance to government tax rules and regulations is checked. You wouldn't want frequent tax-related clashes with the government, would you?
4. Good feedback from employees.
Let's face it, nobody likes receiving paychecks which are incorrect. It is a hassle to have to consult the payroll officer about it. With outsourcing payroll work, you are reasonably sure that you are acquiring the services of people who can do the payroll-related tasks excellently.
5. Accountability.
Alright, so you might have hired experts, but the truth is, glitches may not be altogether avoided. Paychecks may be delayed and there could be problems with paperwork. However, you do not have to deal with the headache; it's up to the payroll services company to take care of the problem. Now, if you don't like what the payroll company is doing, you can sue them or find another one. How easy do you think will it be to fire a payroll officer which you feel is not doing a good job at all, what with the labor laws of the country? With outsourcing, you get a lot of options.
6. Speed.
Payroll companies have what it takes to get your payroll tasks done, in terms of industry knowledge, legal expertise and technology. This means that payroll processes are completed at top speed. Even when you are a small business who sometimes hires part-timers or seasonal workers, you can be sure payroll companies will have systems that can assist with that.
7. Security.
A lot of business operators aren't comfortable with the idea of third parties' gaining knowledge about an aspect of their operations when the truth is payroll companies are good at curbing security problems.

The Power of Virtual Accounting

The coming to age of cloud computing has brought about a large number of commercial opportunities and efficiencies available to the business community, particularly small and medium enterprises (SMEs). One of the opportunities and efficiencies is virtual accounting or, as some protagonists like to put it - cloud accounting is one of the strong emerging service offerings. What started as a theoretical computing possibility is indeed a reality today.
Accounting controls have progressed from the days when it was considered a specialised and an awkwardly difficult task, fraught with illogical principles that undermines business freedom. Accounting packages such as peachtree, Sage, MYOB and so one have made very useful contributions in reducing the difficulty of day-to-day accounting, but these programmes appeared to add to the learning curve and accessibility is limited to the computer system that they are installed on.
Some rather slick and simpler solutions are emerging in the market based on cloud computing principles. The ability to access your books of accounts and useful performance reports at anytime and from anyplace with internet connectivity and the simplicity of use that virtual or cloud accounting solutions bring has accelerated the uptake. Users are instantly amazed at how easily they have been able to manage their books by themselves or through a part time accountant working remotely. This brings additional opportunities of efficiency and reduced.
Clearly, the economic benefits of virtual accounting significantly outstrip its costs by several multiples. Like most shared services, the installation, support and maintenance costs are spread across the number of users bringing the unit costs down over time. The commoditisation of accounting computing power as an anytime and anyplace services has been helped in no small measure by advances in telecommunications. Significant improvement in wired and wireless communication bandwidth, the ubiquitous WIFI access in major cities in Europe and the smart phone revolution, have made virtual accounting the best solution for SMEs.
Whilst technology and the growth of personal wealth have delivered a range of possibilities, it is not an excuse for carelessness. Accounting is no less a serious matter than it was 50 years ago. Diligence is still required to ensure that accounts reflect a true and fair view. The level of regulatory scrutiny and the keenness of tax authorities to grow national revenue in the challenging economic circumstances of today cannot be over emphasized. Users of virtual accounting services must ensure that their records are accurate and complete.
Simple steps to harnessing such strengths include:
1. Using reminders to plan their accounting and administrative tasks including invoicing, bank reconciliation and updating the books account.
2. Using the invoicing and chaser facilities (e.g. email reminders) on virtual accounting solutions to manage their business operations and working capital.
3. Accessing their account reports regularly either directly or through part time accountants to ensure that the books reflect what they expect.
4. Regularly using the various reports and aids e.g. working capital ratios, sales and profit graphs, that virtual accounting solutions instantly generate to make business decisions
5. Utilising the account closure and financial statement generating facilities and tax filing plug-ins to generate their accounts for regulatory and tax filing purposes.
6. Keep your password strong, safe and secure
The simple steps help ensure that business are well controlled and that regulatory and tax obligations are met in a timely manner.
Recently, the UK tax authorities and the International Accounting Standards Board requirements for companies to file accounts using the eXtendable Business Reporting Language (XBRL) came into play. Traditional accounting packages have had to find add-ons to further process the accounts generated in order to comply. This is an added cost, but virtual accounting solutions are designed to be compliant.

The Benefits Of Payroll Services

Many businesses wonder whether they should be using payroll services to help with their payroll tasks. This is an important question that many businesses should strive towards. Here, we take a look at a few of the benefits of these services to recognize how it can help your business. The following list is by no means exhaustive but it should give you an idea of some of the main benefits of exercising this option.
1. Allows businesses to focus on the business.
This is by far one of the biggest advantages of using payroll services for your business. They allow you to focus on your business without having to do a mundane task that most people do not enjoy. This can be helpful in that you are able to focus on what you do best which is the regular business. This often translates into improved performance or being able to catchup on other tasks. This also may allow you to be able to seek out additional business with the freed up time. This can mean you can easily offset the cost of this services by taking on more clients or being able to offer additional services to existing customers.
2. Allows experts to do the payroll.
It also allows the payroll function to be performed by a group that specializes in exactly that skill. For this reason, it increases the odds the work is performed properly and efficiently. This can translate into cost savings as you avoid any penalties for taxes or rework due to errors. This also means you can actually get better overall results in the payroll services than you would if you were doing it yourself. Plus, they will have a better understanding of what the industry requires in terms of keeping records and be able to better provide you with information on new changes due to changes in employment law and more.
3. Reduces stress and risk of malpractice or mistakes.
By being able to focus on what you do best and letting experts do the work, you are more likely to get better results. This will reduce stress on you making it less likely you make some mistakes. It also reduces the risk that mistakes will occur due to being overworked or afraid you have missed something.

What Security Features Are Used on Blank Check Stock?

With the advent of MICR printing in home and small-business settings, printing your own checks is easier than ever. Once you have the equipment and software necessary to begin printing checks, the only other thing you need is the proper blank check stock. Of course, security is a crucial element of check printing. Understanding the different aspects of check security can aid in making the right decision when purchasing blank checks.
MICR Lines
MICR technology, or Magnetic Ink Character Recognition, is one of the most basic elements of check printing. Unlike standard ink toner, MICR toner uses magnetically-charged ink which can be read by automated equipment. The MICR line is the series of characters printed along the bottom of the check that includes the account number, the routing number and the check number itself.
If you have purchased a high-quality MICR cartridge from a reliable cartridge manufacturer, this so-called "can't read" rate is generally 1% or less, while the rate of character replacement (reading one character as another) is less than 0.00001% or one in one-hundred thousand. Additionally, MICR ink cannot be obscured by stamps or ink from signatures and memo lines. Using a high-quality MICR printer with the appropriate MICR ink cartridge can ensure high levels of integrity for the MICR line.
Additional security features are elements of the check paper itself.
ABA Endorsement
The American Banking Association Endorsement Clause is printed on the back of ABA-endorsed check paper. It includes a warning indicating that the face of the check contains a colored background. The endorsement also includes a facsimile of the check's water mark and ensures that the check was printed using micro-printing.
Watermark Features
Secure check paper is embedded with a watermark. The watermark identifies the check printer, and changes visually when held up to the light. Additionally, it intensifies when held under a black light. It is printed on the back of the check and ensures that the laser check printing meets ANSI and ABA standards. The watermark is a key security feature because it cannot be photocopied, thus ensuring that the check is authentic and original.
Fluorescent Fibers
Like the watermark, fluorescent fibers are embedded in the check. Under black light, the fibers will intensify. Since this property cannot be transferred by a photocopier, the absence of fluorescent fibers indicates that a check is not authentic.
Copier Void Feature
The copier void feature works in the reverse direction as the water mark and fluorescent fibers. Void text, either in paragraph form or in a series of void marks, is printed on the back of the check and is barely visible unless the check is photocopied, in which case the void text becomes clearly visible, indicating that the check is fake. Copier void text may also appear behind the amount and signature lines.
Rainbow Prismatic Features
Laser printed checks are printed with two-color backgrounds. The colors fade in graduated fashion from one to the other, making these checks very difficult to photocopy accurately.
Micro Printing
The micro printing process involves printing text around the edges of the check that can only be read using a microscope. The text is too fine to be read by a photocopier or scanner, or to be printed using a standard printer. The absence or distortion of micro printed text indicates that the check is invalid.
Heat Sensitive Ink
On some laser printed checks, security or patent information can be printed in thermochromatic ink, which changes color when exposed to heat. The heat-sensitive properties of this ink cannot be transferred by a photocopier.

How Are Pressure Seal Checks Used In Payroll?

As businesses look for ways to reduce costs, new methods of document creation and processing such as using pressure seal payroll checks can offer significant savings. Many businesses, both large and small, have already moved to printing payroll checks in-house, as an alternative to buying pre-printed checks or outsourcing check printing. With a quality MICR printer and blank check stock, businesses can eliminate surplus checks and check printing service fees. Check stock that can seal in this fashion can be used as part of the in-house check printing process to reduce payroll processing costs even further.
What are pressure sealing check forms?
Pressure sealing forms are documents - such as payroll checks and W2 forms - printed on special paper by a LaserJet printer. This paper is equipped with a unique dry glue along its sealing edges; when these edges are processed through a machine capable of sealing the paper, the form becomes a self-mailer. Payroll checks can be printed directly onto these check forms, eliminating the need for envelopes and envelope stuffing.
What are the types of pressure seal check forms?
The most commonly used types of these check forms are z-fold forms (also known as accordion forms) and c-fold forms (also known as a letter fold). Both of these forms are tri-fold styles and are available in both 11" letter and 14" legal sizes. C-fold checks of this type require two-sided imaging; one side of the form contains a section for invoice/payment, check number and payee information, a section for the check to be printed and a third section which may be either left blank or used to record any additional memo information. Address information is printed on the opposite side of the form. Z-fold checks, other other hand, only require one-sided imaging, with all check, payee and address information being printed on the same side.
What are the benefits of using pressure seal checks?
While using pressure sealing checks instead of traditional blank check stock and envelopes does require some initial investment to purchase sealing machines, the cost savings and environmental benefits far outweigh the cost in the end. By switching to pressure sealing check forms, businesses can:
- Eliminate the need for envelopes, cutting back on both the expense and environmental impact of purchasing additional paper products.
- Avoid the risk of placing the wrong checks or duplicate checks in envelopes. Each pressure seal check is self-contained!
- Avoid labor costs of stuffing checks into envelopes.
- Achieve faster payroll processing; pressure seal checks are printed, run through sealing machines and ready to mail instantly.
- Avoid the risk of mailing errors due to the address not being clearly visible through envelope windows.
- Improve check mailing security; pressure seal check edges offer a stronger, more secure seal than regular envelopes.

Helpful Ways to Enter Payroll Data

When your business started, you probably gave no second thought to entering payroll data for employees. That's probably because it was all so simple. But as your business grows, pay day entry becomes much more varied by employee, shift, job and pay types. Some employees are paid a salary, others are hourly, and still others are paid via piece work, and so on. Thankfully, good software programs have grown to accommodate the growing payroll needs of a business. By using a good program you can keep your payroll accurate and also save time on data entry. Here are some helpful pay data methods payroll software can offer.
Salaried and Hourly. Entering salaried and hourly pay is fairly basic, since most employees fall into one of these categories. Payroll systems typically come with pre-defined codes for these pay types, and you set up each employee with the code as needed. Some programs also allow you to change the standard codes to meet your needs.
Piecework. Businesses such as fruit growers and manufacturers often pay employees via piecework, and having a tool to handle those calculations can save significant time and improve accuracy. This not only helps your business, but keeps employees happy too.
Minimum Wage Calculations. If you have employees who are paid by piecework, you need to verify that you are paying them at least minimum wage. Minimum wage calculation is a tool that allows you to calculate what employees actually did, and then verify they are being paid minimum wage. This ensures that you comply with minimum wage laws.
Time Clock. Using a time clock allows you to pull in information from cards or electronically that the employees have entered and managers may have approved. Pulling in this information directly can save significant manual entry time and can also help avoid errors.
Time Entry Formats. You may want to have different methods of entering pay available, and multiple time formats give you this option. Using time formats, you can enter actual hours worked, or you can enter a start and stop time and let the software calculate the actually hours worked based on that.
Shift Differential. If you have employees who work different shifts at your business, you likely pay a differential, for instance, an added hourly pay amount depending on the shift. Some systems allow you to set up these shift differential pay amounts within the system, so that paying those employees the correct rate is as easy as choosing the correct amount from a list.
Copy Previous Pay Runs. Some systems save you the time of having to enter pay data each pay period by copying a previous pay run and using it as a starting point for a new pay run. This allows you to quickly select the same employees paid the previous week.
Using software tools can help streamline the payroll process and can also ensure data accuracy.

Simple Accounting - The Way to Go

Traditionally, keeping an account of outgoings and in-comings of one's private or even business undertaking is considered a difficult task; it can be really difficult to maintain a reasonable level of discipline. Many people will rather use their intuition to manage their affairs as only they can. Unfortunately, the majority of such people either fall into debt or end up in some other form of financial mess. I say some because a few people make it unscathed, sheer luck!
Accounting is not an easy task. It is even worse when an entrepreneur has to learn debits and credits. Small businesses are usually limited in their funding to employ full-time accountants armed with expensive accounting packages.
Splashing out money on pricey accounting packages may be a waste of money and time as the scarce resources can be put to better use in the business. However, avoiding accounting tasks is usually a costly mistake as tax penalties and poor decisions usually follow. Using simple accounting solutions available online might be the answer.
Simple accounting solutions available online started as an attempt to get rid of all the jargon and complexity and also the cost that comes with current accounting packages by simplifying how daily bookkeeping and accounting is done and how it is delivered to the people that need them most at a low cost.
Some really easy to use online solutions that make simple accounting possible exist today. The task of recording sales, purchases and the cash of a business is a straightforward process. Putting it together in accounting language, and generating trial balances and financial statements is time-consuming and can be difficult to do. A simple accounting solution removes the difficulty. For example, it creates the space to create sales invoices and requests for payment and records the accounting side and reports.
Such online solutions are also easy to access for the first time and they get easier and easier to use as the business person continues to operate them.
Simple accounting solutions also simplify the preparing accounts for tax filing and other forms of compliance with the help part-time accountant, but the most important advantage is how the business owner's ability to make informed decisions about the business is improved. This may not be considered a big deal, but in reality, the business owner does not have the time to create reports in the office or the money to waste on fancy systems. With simple accounting solutions online, all a business owner needs to maintain up-to-date records and view reports is a smart phone or mobile devise with connection internet. To put it another way, a business owner's accounting solution can fit into a pocket and will go everywhere, and will be available at any time. This is simplicity and efficiency all rolled into one.
Some of such online solutions available today come with a lot of free value adding services like customised email for sending invoices and reminders for payment that help improve cash flow and business efficiency in general. In fact, some of the solutions provide key date notifications that enable business owner stay up-to-date with important things such as tax filing date and accounts completion dates.

What Are the Break-Even Analysis Best Practices?

One of the ultimate goals of a business is to gain profit. This is why company owners often measure their profitability above others. There are many ways that will allow us to determine whether we are receiving proficient cash flow to the organization and one of them is the break even analysis. When a company "breaks even," this means that a particular product or service has stopped costing them money and begins to provide profit for the firm. In other words, break even point denotes that sales have attained a level in which it can cover the fixed and variable costs of the production and the distribution of that certain unit of product or service.
With the help of break even analysis, managers can obtain valuable information so that their company can become even more profitable. The data that have been gathered can be used to set price levels as well as in targeting the best price combinations for both variable and fixed costs and determining whether the business strategies can attract financial possibilities. With all these helpful pieces of information, it is indeed necessary to perform a break even analysis for your business.
To ensure that this type of evaluation will be a success, you should know the break-even analysis best practices. First is that there are only three ways for you to lower your break even point. These are to lower the direct costs so that you can increase the total margin, decrease the fixed expenditures, which will help lower the needed total costs or you can raise the prices so as to increase the profits of your company.
It is also one of the break-even analysis best practices to categorize the costs into two kinds: fixed and variable. This is essential in the whole process of evaluating the break even point of your business. Fixed costs refer to those prices that are not linked to the amount of production and they remain motionless even if you have not produced goods. These involve the salaries of the employees, the property taxes, insurance and interest. Meanwhile, the variable costs are those that rely on the output of the production or the sales. These often include commission, packaging, raw materials and shipping prices.
Do not forget that the break even point is not a stagnant figure. As one of the break-even analysis best practices, it is important that you are able to compare the projections to results that happen in real life specifically every three to six months. If necessary, you should make adjustments over time. You can use a break even chart which will tell you about the sales revenue, the fixed costs and the total costs. This way, it will be easier for you to calculate break even.
Your expenses for your business may tend to increase along the way and it is possible that you will fall below your company's break even point. Including a margin for profit is one of the break-even analysis best practices. This will help you target a particular profit margin objective and can easily be incorporated into the break even analysis.

Accounting Software Classifications For Small And Large Businesses

Using an accounting solution is necessary to assist accountants and bookkeepers in monitoring all aspects of your business. We all know that a business requires very careful planning and management in order for it to grow and become successful. If there are mistakes and wrong decisions, your company could be in jeopardy.
Though it may seem very simple, choosing an appropriate solution for your business is complicated. You need to determine the specific needs of your business to know which type of software is the right one that could cater to these needs. There are different types and classifications of accounting software, and you have to make sure that you are getting nothing less than the best.
Modules and Classifications
There are different modules that comprises an accounting system. These include some core modules like the accounts receivable, general ledger, billing, inventory, purchase order, sales order, payroll and cash books. There are also noncore modules like those that address issues such as debt collection, payment performance and expense reimbursements. And along with these modules, software packages are classified according to their function.
Personal
The first type of an accounting software is directed at personal accounting, which is used for simple accounting purposes such as managing budgets, expenses and income for personal purposes. This type of software also assists you with your reconciliation of bank accounts and expense sheets.
Inventory-Accounting Software
This software classification is generally used for sales and purchase options where goods are sold. It is also made for inventory management throughout the process from purchase order to customer sales.
Medium Scale Enterprise
Medium scale enterprise businesses use accounting software that allows for multiple currencies and different regulation options. These software packages enable companies to comply with international standards. This level of software utilise flexible databases like Oracle, Pervasive, and SQL.
ERP Software
ERP or Enterprise Resource Plan software is a type of software that is more advanced and generally addresses more than just accounting requirements. This type of software is also used by mid-level organizations. The biggest advantage of using ERP is that it can generally be customized to fit and meet the unique and special needs of a particular business. However these accounting software solutions are generally very expensive to implement and operate.
Custom Developed
Some accounting software packages are custom developed for specific organizations in order that every need and requirement is met. This sort of package is generally used by large organizations such as banks and big multinational corporations.

Tax Prep Is Dead!

For the past thirty or forty years, the tax preparation business has been one of steady growth, with low barriers to entry, with no educational or licensing requirements. And, in most locations, anyone with a business card and a computer could call themselves a tax preparer.
Because of these minimal requirement, consumers had no quality control over their tax preparation other than to judge it by the size and speed of the refund. This gave rise to fly-by-night tax preparation businesses, refund anticipation loans, and more. Every new franchise was going to be the one that turned out to be bigger than H&R Block.
You know what happened?
Taxpayers discovered that when a preparer made a mistake, the IRS didn't care whodunnit, the taxpayer had to bear the responsibility. Of course the taxpayer could try to sue the tax preparer, but fat chance of that succeeding if the fly-by-night operation had already folded up and moved their tent.
So, as these fly-by-night operators left taxpayers stuck with the bill, the IRS began to receive a lot of complaints. Especially from folks who had originally thought it really great to be getting that giant refund. At least until they discovered the refund they were expecting was the result of a fraudulent return by a preparer who was long gone from town, and they were stuck with penalties and interest and were facing the potential of being charged for submitting a fraudulent tax return.
Sounds like fun, huh?
Taxpayers also discovered that they could do their returns online, or with free software, get more of a refund, legally, and avoided a lot of the penalties that they got by using the unskilled fly-by-night preparation firms.
Pretty soon, even the half-way decent firms found they were losing clients as the convenience and cost savings afforded by the interweb kicked in.
And, even their old failsafe, the Refund Anticipation Loan (the RAL) got hit as the Office of the Comptroller of the Currency (the OCC) hit them by forcing lenders to abandon the RAL business. All of a sudden, a main revenue stream for all the big firms, like H&R Block, Jackson-Hewitt and Liberty Tax Service dried up... almost overnight they were out of the bank products business.
Oh, the best part is yet to come. The IRS has started formulating rules for licensing preparers. First barrier to entry in a profession that is being squeezed to death by technology, fraud and bad loans. What would you do if you were in the tax preparation business?
Well, first of all, you could look for a job.
But, if you're like most self-employed folks, it's pretty hard to go back to a job once you've tasted the freedom, and hopefully the income of self-employment.
Maybe there's another way.
Maybe you could look at the industry in a different light and start looking at tax services other than simple preparation. Services like cost segregation studies, tax problem resolution, or non-profit organization formation. Things that may not require licensing or credentialing, and that build on the knowledge you already have.

The Problem of Later Paying Customers

It is a sad fact of business in the UK today that many customers simply don't, or won't, pay on time. They ignore the payment terms that they agreed to when they placed the order. You feel uncomfortable chasing them for the money. So the money sits on your ledger looking older and older each month until its so old and you feel so uncomfortable chasing them, that you either write off the amount or decide to sue them for it.
The fact is that late paying customers are paying late because you let them. Many many businesses now have a payment procedure that starts with 'don't pass this invoice for payment until the supplier chases for it'. So f you are embarrassed to chase for it, you won't even make it onto their payments list at all. Ever.
If you don't ever ring them up to politely ask when you can expect to be paid, you'll never find out if they actually have a good reason for not paying it - like the delivery was incorrect, the invoice was added up wrong, or the invoice never even got to them because you sent it to the goods delivery address and not their invoicing address.
If you want to get ahead of your late paying customers, you need to give them that polite phone call to tell you if they've any problems with the invoice. If you don't ring them, the invoice will sit on their query pile until you sue them. At which point they will answer your solicitors letter with 'but we haven't paid the invoice because its incorrect'; you'll then have to work through the dispute with them, issue a new invoice for them to pay, and you've wasted the solicitors fees for something that you could have found out from a quick phone call.
A good customer who hadn't paid for a genuine reason, may be so cross that you sued them, they will go elsewhere! So you've incurred bank charges on the amount he owes you, solicitors fees to sue him, and now you've lost a good customer. All because you were embarrassed to ring him.
Making those quick phone calls though, is something that many small businesses or their owners find uncomfortable or they simply don't have that time to sit in one place for the time it takes to ring round everyone who owes them money. Larger businesses will have a credit controller or a whole team of them. Its the credit controllers job to contact all their current customers. Make sure all the current invoices are ok to be paid this month, and if not, why not, and sort out any problems so that the invoice can be paid.
For a business, having a credit controller is as vital as having a sales team. There's no point having a brilliant sales team if all the sales they make are paid either late or not at all because no one follows up the money side of things after the sale is made!
Many smaller business owners have never heard of credit controllers, they just rely on bank borrowing to bridge the gap between the sale being made and the customer finally paying.
Some smaller businesses will use freelance credit control. Someone who just comes in on a regular basis for a small amount of time each week or month to make sure all the customers are happy and paying on time.

Simple Accounting - The Way to Go

Traditionally, keeping an account of outgoings and in-comings of one's private or even business undertaking is considered a difficult task; it can be really difficult to maintain a reasonable level of discipline. Many people will rather use their intuition to manage their affairs as only they can. Unfortunately, the majority of such people either fall into debt or end up in some other form of financial mess. I say some because a few people make it unscathed, sheer luck!
Accounting is not an easy task. It is even worse when an entrepreneur has to learn debits and credits. Small businesses are usually limited in their funding to employ full-time accountants armed with expensive accounting packages.
Splashing out money on pricey accounting packages may be a waste of money and time as the scarce resources can be put to better use in the business. However, avoiding accounting tasks is usually a costly mistake as tax penalties and poor decisions usually follow. Using simple accounting solutions available online might be the answer.
Simple accounting solutions available online started as an attempt to get rid of all the jargon and complexity and also the cost that comes with current accounting packages by simplifying how daily bookkeeping and accounting is done and how it is delivered to the people that need them most at a low cost.
Some really easy to use online solutions that make simple accounting possible exist today. The task of recording sales, purchases and the cash of a business is a straightforward process. Putting it together in accounting language, and generating trial balances and financial statements is time-consuming and can be difficult to do. A simple accounting solution removes the difficulty. For example, it creates the space to create sales invoices and requests for payment and records the accounting side and reports.
Such online solutions are also easy to access for the first time and they get easier and easier to use as the business person continues to operate them.
Simple accounting solutions also simplify the preparing accounts for tax filing and other forms of compliance with the help part-time accountant, but the most important advantage is how the business owner's ability to make informed decisions about the business is improved. This may not be considered a big deal, but in reality, the business owner does not have the time to create reports in the office or the money to waste on fancy systems. With simple accounting solutions online, all a business owner needs to maintain up-to-date records and view reports is a smart phone or mobile devise with connection internet. To put it another way, a business owner's accounting solution can fit into a pocket and will go everywhere, and will be available at any time. This is simplicity and efficiency all rolled into one.
Some of such online solutions available today come with a lot of free value adding services like customised email for sending invoices and reminders for payment that help improve cash flow and business efficiency in general. In fact, some of the solutions provide key date notifications that enable business owner stay up-to-date with important things such as tax filing date and accounts completion dates.

General Information About Wireless Merchant Accounts

These days, more and more people rely on credit and debit cards for their purchases. Cash seems to be passé, as cards fill wallets instead of money. In fact, an estimated $2.5 trillion worth of transactions are processed by credit cards. Businesses have had to keep up with demand, as they move toward a more cashless system. Wireless merchant accounts are the perfect solution for those businesses.
Thanks to modern technology, wireless merchant accounts are available for industries and companies that go door to door, or are mobile. This is ideal for trade shows, meetings, networking events and anywhere potential customers may be. Everyone from electricians, plumbers to craft vendors will benefit from a wireless merchant account.
Wireless merchant accounts act just like regular bank accounts that receive payments from various credit card transactions for goods and services. Like other merchant accounts, there are fees associated; however, payment processing merchant accounts are not as expensive as you may think: in fact, it has become a very affordable option for both small and medium sized businesses. When you think about how many customers you may be missing out on by not having one, the cost actually becomes nominal.
Most companies charge a fee per transaction, as well as a percentage of the total. They may also charge a set up fee, and a monthly fee. It's important to compare rates and companies, as each will have a different wireless payment processing plan. Generally, the per transaction fee can range from.10 cents to.25 cents. Monthly rates can be anywhere from $20 - $25. Percentages can range from 1% - 2%. Be sure to ask questions of the prospective company and get all details and charges in writing. Read the fine print, as this is where most of the rate charges and explanations are.
When you are comparing rates and fees, try to think of your future business needs as well as your present needs. You may only do ten transactions per month right now, but in the next six months, you may project fifteen or twenty transactions. This will affect which merchant account plan and company you decide on. For example, some companies have extra fees for anything over ten transactions per month. As them about their different plans that are available to you as your business grows.
The mobile handheld device has a card reader just as the non-mobile devices do; they are just as quick to process payments, both debit cards and credit cards. Customers will appreciate the convenience and they can be assured that their financial information is just as secure as with other types of processing devices. The card's black strip is read by a computer chip, and then electronically sent to the customer's bank for approval. Authorization is obtained, and a receipt can be printed.
Obtaining a wireless merchant account takes some planning and consideration, but is well worth it, both your business and your customers. The days of carrying cash and carbon copy visa receipts are long gone, as technology has evolved.

What Makes a Good CPA?

As tax time comes to a close, I find myself once again thinking "phew, I'm glad that's over." It's also around this time of year when I think about how tedious tax preparation can be. If my lifestyle were any simpler then I suppose my tax preparation would be as well. Understanding all the various aspects of the tax code may truly be an act of futility. For that reason praise must be given to the men and women who have chosen a career replete with number crunching and studying tax preparation. These people are the accountants of the world.
Since I find it such a chore to prepare my own taxes I look to accountants for aid. Therefore, one may ask the question, "what makes an accountant worthy to toil through all of my receipts, W-2's, 1099's and various other itemized deductions?" To help answer that, I have come up with several attributes that I look for when trying to choose a good accountant.
Without a doubt one of the best attributes is knowledge of the tax laws. A well educated accountant is invaluable to the tax payer. Some people who have prepared taxes for individuals or businesses make claims about their experience in dealing with the IRS. No matter what their experience may be, many of them are not Certified Public Accountants. For me having the 3 letters "CPA" included on the tax preparers title brings comfort my mind because it shows at least that my tax preparer has been trained. Those 3 letters also imply accuracy and dedication.
Along with knowledge of the well trained CPA, a good quality for an accountant is punctuality of services. I understand that the client needs to present his/her tax documents in a timely manner so the preparer can meet specified deadlines. However, professionalism by staying ahead of the game and filing extensions when deemed appropriate are valuable weapons that I like to see in the CPA's arsenal.
Since there is a lot of responsibility placed on the client as well for accuracy when filling out tax documents, there are times when the client needs advice or coaching. Therefore, another great attribute of the CPA is availability. There have been countless times when looking at my tax paperwork confusion over certain things creates consternation. Being able to get a hold of any accountant knowledgeable of my circumstances may be a daunting task especially when dealing with a large accounting firm.
After reaching my accountant and relaying my concerns, the next attribute of importance is communication. As much as I admire professionals and the knowledge they possess in their area of expertise, sometimes they forget that not everyone understands their vernacular. Some questions are answered using verbiage that can leave you more confused than before you posed the question. Speaking plainly to the client about concerns can oftentimes be very refreshing.

Managed Credit Control Services the Key to a Healthy Cash Flow?

There was a study relating to personal goals, done by a US university that proved the power of written down goals. If memory serves me well a written down goal or target is 80% more likely to be achieved. This is particularly true in business where the goal may be set by one person to be achieved by another. Writing it down removes areas of grey and helps communicate the task more accurately.
This approach is very important with any business critical function of which Credit Control is one. With this in mind, it is astounding how many companies muddle through Credit Control in crisis management mode with no real strategy or documented process. We have written a very short list of tips that first appeared in the Independent newspaper's Cash Flow Management supplement. I have expanded it slightly here, it is simple, but if you have nothing in place at present it use it as a start point.
Where to Start?
First of all, work out your current performance and compare with your offered terms. The most common measure of the effectiveness of your credit control process is Day Sales Outstanding (DSO) which is an average measure of the number of days it takes for invoices to be settled:
(Total Debt/Annual Turnover) x 365 = DSO in Days (for an annual overview)
Compare this number to terms offered. If your terms are 30 days and you are collecting on average in 45 days then you are doing well. If it is taking nearer 90 days for people to pay then attention is needed.
Also look at the effect of reducing your outstanding debt by 10%, 20% & 30%. If 20% of our outstanding debt is a significant amount of money for your business, then spending time on improving process is worth while.
Define and document your process:
A Credit Control Process needs to have
• An Owner responsible for managing and ensuring the regular performance
• A defined start point, generally derived from the invoice date
• Clear subsequent steps that will be followed until payment is received
• A time bound plan for the course of action where payment is not received after a defined period
• Some measures, as a minimum Day Sales Outstanding should be monitored
• Diarised reviews of the measures and process effectiveness
Chase Method
Voice communication is the mainstay of effective Credit Control. Letter and email are generally only an option for low value invoices and great for follow up and confirmation of what has been said and agreed.
Start early:
Commence chase activity before the payment is due with a pre-emptive service call. If there is an issue it is better to discover and rectify before payment becomes overdue.
Clear escalation
A decision point after which Debt Recovery procedures commences is advisable. Delay can be costly, and in some cases has resulted in a loss that could have been avoided with prompt action.
Keep an eye on your customers
Changing circumstances can often reveal themselves first as a change in payment behavior or a request for extended terms. Automate some monitoring if budgets allow, where manual methods re used schedule a regular review to ensure you are up to date with the health of your customers.
Finally
Ensure that the chase activity is performed as consistently, as with any other a time-bound operation. Credit Control is a critical final step in the sales process, a sale is not really made and closed until you have been paid.
Run your new process for a period of time (3 months) and then review against your measures, making adjustments if needed. An initial 10% improvement in cash flow should be reasonably easy to achieve with focus. If volumes are too much to cope with, ramp up resource with a temp or ask a credit control service provider for support rather than let calling slip. The faster you collect you cash, the lower the risk of you being caught by customer insolvency. Once they are gone, they are gone; generally with most if not all of your money and all of your profit, so a few extra pounds spent on adequate resources should pay back in the long run.

Frequently Asked Questions about Outsourcing CPAs

Why do businesses resort to outsourcing accounting functions?
Most businesses resort to outsourcing CPA functions of in-house accounting services for the following reasons:
· Top employee resigns and key accounting jobs are neglected.
· Outsourcing CPA functions lessens, if not removes, recruitment and training costs
· Employee commits a serious offense against company rules and regulations like fraudulence, dishonesty or fund embezzlement, culmination in his/her termination
· To increase transaction volumes that staff are unable to accomplish on time
· Acknowledgment that outsourcing CPAs can bring favorable results such as speed up management of payables as well as the collection of receivables, and upgrade the level of vendor financing among others.
· Immediate need for administrative or fiscal management of business processes [such as] assist projects, provisions for maternity leave, coverage for military service and illnesses, business reorganization or relocation prospects.
If there is already an in-house bookkeeper, why is there still a need for outsourcing CPA functions?
Bookkeepers see to it that accounting records of pertinent monetary transactions are regularly updated. However, when companies begin outsourcing CPAs, they can improve their current cashflow and create a sturdy database for all their accounting records. In effect, the service provider assumes a proactive role in the operations of the entire process, including accounts payable or accounts receivable. What's more, CPA outsourcing firms provide bookkeeping services that are half the rate charged by in-house bookkeepers - yet just as, if not even more, efficient.
Will outsourcing CPA functions obliterate my need for a company accountant?
Of course not. Company CPAs provide services that are altogether different. Sub-contractor company CPA functions involve business advisory, preparation of financial statements as well as federal and state tax returns, and compiling and submission of necessary reporting documents like those required by the bank. Financial planning, structuring and management should rest on the shoulders of in-house accountants.
However, when you resort to outsourcing CPA functions to a third party service provider, you will be able to get things done on a daily basis. Outsourcing CPA work goes beyond advising and preparing financial statements or income tax returns. CPA service providers overseas see to it that core accounting functions are attended to and solidify the company's CPA foundations. They do all the dirty accounting work, which can be time-consuming and can distract the management from attending to more pressing matters. Rest assured, outsourcing CPA functions is an answer to companies' back office but heavy-weight accounting problems and not just minor ones.
Supposing I do not have costly financial and administrative procedures, should outsourcing CPAs still work for me?
Cost is not the only reasons businesses opt for outsourcing CPA functions. One other consideration would be to reduce the complexity of their present accounting records. They are in need of a viable CPA method that can work better for their respective companies, regardless of size and social standing. The fact is, though some business processes are not costly, they are either too complicated to help the company gain advantage or the management is not aware of its own business processes due to other pressing concerns. Rather than spending time on the process, they could utilize these spare moments in planning for and developing the business to satisfy consumer needs.
Besides, financial and administrative tasks are always the priority which is why they usually do not get done well or punctually. Tasks like payroll processing need a sufficient amount of knowledge and accuracy. Thus, they are usually the first process that management identifies as compatible to outsourcing.
Will I still retain control of my CPA processes if I outsource them?
For certain, you will not. Outsourcing CPA processes actually boosts up your business prospects and guides you properly in making decisions. You can delegate all the necessary information to us service providers by outsourcing CPA functions to us and in so doing, you increase your level of control.
Take for instance if you outsource your accounts payable service. This can help your company select directly the vendors to be paid, or permit you to institute policies on the direction selection process. Outsourcing accounting work of this nature can prevent any unauthorized disbursements. Moreover, a weekly or biweekly system of payments to vendors may be established, but with fully equipped accommodations on receiving goods COD.
If my company data is highly confidential, is it still viable to proceed with outsourcing CPA functions?
Fear not when outsourcing CPA work. You can guarantee that all data are considered confidential by accounting service providers. Whether the client says so explicitly or not, offshore outsourced accounting firms treat their clients' data with respect and value. Our computerized accounting systems, as well as necessary backup data are much secured and we store all hard data copies with utmost caution. Outsourcing CPA functions actually increases your data security, giving you the confidentiality you need.
If I prefer to retain my company's financial data on my existing accounting system, then does it dispense the need for outsourcing?
Certainly not. CPA outsourcing will always be a viable alternative for your company. The only necessary condition is for your site to have a high-speed internet connection, so we can efficiently operate your accounting system at a distance. This is more practical on your part as you would be spared from unending investments on new hardware and software to back up your existing accounting system or upgrade or convert your current data. It is also a viable alternative to allow the CPA service provider to "host" your accounting system remotely from their service site. You can also relocate your hardware to where the company is located or simply re-install and operate your software their server. The third cost-efficient option is to utilize an internet-based accounting package readily available on the World Wide Web.
What if I only want to seek for counsel and advise regarding how I and my staff should run our accounting processes - not necessarily turn over the accounting?
Outsourced CPA service providers are hands-on. Their primary aim is to do the work for you instead of merely advising you and your staff. Yet if you feel that consulting about rather than outsourcing CPA functions is what your company needs, we can do this for you too. However, in general, accounting service providers feel that this will only add more costs to your company. In addition, improvement and solutions for your accounting will only be limited. As they have the goal of giving you the best and affordable way to utilize your CPAs, outsourcing firms would always give the same advice: outsource and not just consult.
If I outsource CPA work, will I not increase my exposure to dishonest and fraudulent acts?
It is certainly true that there is a widespread case of employee dishonesty and fraud nowadays and almost every employer in the world has been a victim. However, these may be the result of weak internal control and lenient recruiting and supervision on the part of management, which instead facilitates the flow of dishonest and fraudulent acts.
If you outsource your pertinent CPA functions to third party service providers, the employees they hire are on a contractual basis and each of them are commissioned to sign a "terms of employment" document, which makes dishonest and fraudulent acts very much transparent causes for instant termination.
Procedures are also properly documented when outsourcing CPA functions to third party service providers. These providers also operate on a team-based environment in an office open enough to make any act of dishonesty and fraudulence difficult to hide.
Another attractive thing about outsourcing your CPAs to service providers abroad is that their processes are designed to effectively impose internal controls that aim to minimize the possibility of dishonesty and fraudulence and increase the chances of discovering them - no matter how small. There are also insurance programs that enable these CPA service providers to underwrite losses in the unfortunate occurrence of one.
Although the existence of dishonesty and fraud cannot exactly be prevented from occurring, it is highly recognized that outsourcing accounting functions answers a big chunk of this workforce problem.

Accounting Services for Small Businesses Made Easy

Recording the movement of funds in any business is an essential task that is regulated by government agencies such as the ATO and ASIC. Large companies typically hire bookkeepers, registered accountants and a team of accounting clerks to keep business records accurate, accounts up-to-date and financial statements timely lodged. While small businesses still need the same bookkeeping support, the associated costs make it unfeasible to maintain a regular team for accounting and services related to record-keeping. An online accounting service that is less expensive, reliable and professional is the ideal solution for small businesses.
Benefits of accounts on line services
Access to accounting services: Internet technology and sophisticated applications enable professionals to render services offsite or remotely to any location with Internet access. Services such as consulting, copywriting, and bookkeeping are among the increasing number of activities that are available to businesses. The quality of accounting services, whether onsite or offsite, remains the same because the system is based on standard accounting procedures.
Less accounting errors: Accuracy and correctness are important features of bookkeeping. Following a system developed and overseen by an accounting expert minimizes and addresses any accounting problems at the earliest opportunity so clients are assured of relevant financial data that pass the scrutiny of government agencies.
Time saver: With a professional service taking care of the essential bookkeeping tasks, business owners have more time to focus on other equally important aspects of the business such as marketing, product and business development and sales.
Cost savings: Professional fees are ordinarily time-based and can amount to large sums, most of which may be for the accountant's travel time. An offsite or remote service eliminates this cost which results in significant savings for a business. An external service also eliminates the need to hire a regular bookkeeper, freeing up resources for other operating expenses.

Reasons to Engage a Local Firm

Whether you're a business, organisation or just a person in need of financial advice, it's always wise to seek counsel from an accountant. Exeter, fortunately has a large number of accountancy firms and single practitioners who stand ready to help with virtually any type of finance- or accounting-related issue. These skilled professionals provide a wide variety of accounting services, and it's important to choose a local accountant for many reasons. For example, only a locally based firm will have a deep understanding of and experience with financial matters in Exeter and its environs. Such a firm can best serve the unique and specific needs of the city's residents and businesses. Read on for some important information about engaging an accountant in this vibrant city.
About Exeter's Financial Climate
The financial climate in Exeter is quite diverse. Businesses and organisations have one set of needs and requirements, and individuals have another. Exeter-based accountancy professionals offer a wide range of services that are tailored to match the specific needs of persons and businesses in the city. Such services include, but are not limited to:

• Business and personal taxation assistance, including value added tax
• Audit of statutory accounts
• Management accounting
• Manual or computerised bookkeeping
• Preparation of annual accounts
• Advice on buying or selling a business
• Retirement planning
• Succession planning
• Business planning
• Business plan evaluation, advice, and validation
• Due diligence
• Assistance with raising finance

About Exeter's Business Climate
Exeter's positive business climate is the result of a conscious and optimistic collaboration that exists between the city's business and civic leaders, and also amongst the towns and villages in the region. This has created a highly successful partnership that fosters, controls and manages change in an effective and dynamic way. Exeter is an energetic, ambitious city with a strong commitment to supporting innovation and encouraging positive change. To support such a progressive vision, a stable financial infrastructure is essential. So, it makes good sense to manage and secure your personal or business financial affairs by engaging a local accountant. Exeter firms stand ready to help, and can do a great deal to help clients understand and exploit the many opportunities that exist in the region. Here are some key points to consider when making your choice.
Choosing the Right Accountancy Firm
Before engaging a firm, it's important to have an in-depth understanding of your particular financial situation, requirements and needs. This will go a long way toward creating an effective relationship with an accountant. Exeter has a diverse financial climate, so it's important not to divide your business amongst multiple companies, because this fragmentation leaves you open to incorrect or conflicting decisions and actions. Be sure to check the credentials of any firm you're considering. It is you, not your accountant, who will be held responsible for any errors. Ensure that the accountancy firm carries indemnity insurance, which will protect you against any losses suffered as a consequence of their actions. Engaging an accountant is one of the best ways to protect yourself against financial disasters.

About Professional Certification

Exeter is a city in transition. Like many urban centres, Exeter is undergoing significant change, much of which is financial. A survey of over 1400 residents was aimed at discovering which local government services were important, and which were less so. In the published results, civic spending was regarded as one of the least important discretionary services. In this era of increasing public clamour over government expenses in the city, accountants in Exeter play an important and critical role. To be successful, though, accountants are advised to acquire professional certifications that validate their skills. Here's a quick summary of some of the certifications available.
Types of Certifications Available for UK Accounting Professionals
Today's financial climate is quite complex, so it's no longer a simple matter just to obtain chartered accountant (CA) certification, and expect to have a prosperous career. There are many other certifications worth obtaining, including those from the following organisations:

• Association of Chartered Certified Accountants (ACCA)
• Association of Accounting Technicians Certification (AAT)
• Certified Management Accountant (CMA)
• Certified Financial Manager (CFM)
• Chartered Institute of Management Accountants Certification (CIMA).
• Institute of Financial Accountants (IFA)

Which Certification Should You Seek?
Short answer: It depends. For example, if you wish to pursue a career in management accounting, then CIMA certification will be most valuable for those in the UK, Europe, Asia, and the Middle East. For accountants who intended to practice in the UK, CIMA also is a highly relevant certification, because it's considered an executive level accreditation. In addition, in the UK, the AAT and ACCA certification have value. AAT sometimes is considered an entry level certification for those who do not hold an accounting degree. AAT practitioners are familiar with issues relate to VAT, PAYE and others, and they are often referred to as "accounting technicians." For countries outside the UK, it's best to have CA (chartered accountant) credentials obtained from a certifying entity that is authorised to confer them. Certifications like that from ICMA in India and Pakistan are not widely recognized in the UK, so accountants in Exeter are advised to be circumspect regarding these.
Some Concrete Advice
Because accounting is a large, intricate, and diverse field, those who intend to obtain professional certifications need to do a thorough analysis of which certifications are the most relevant for them. It's also a good idea to investigate some of the newer categories of the profession, such as environmental and forensic accounting. In both Exeter and the UK at large, the competition for accounting jobs is fierce, so some due diligence may turn up an attractive niche that's a bit out of the mainstream, but still quite lucrative. Once you've picked your accounting sub-speciality, it's a simple matter to determine what certifications are required. Finally, be sure to consider is whether the certifications you're seeking are multinational, that is, are they recognised outside the UK?
In order to enhance their careers, accountants in Exeter should consider obtaining one or more of these important professional certifications.

Online Accountant

The concept of an online accountant shows how quickly technology is improving the choices of people in need of accounting services. However, the definition of this type of professional depends on whose opinion is being sampled.
Many accountants have an online presence today, as the advantages are many. The communication and information power of the internet have proved unavoidable and email has become the dominant form of communication for businesses, including communication with their clients. Many accountants deliver accounts and reports to clients by email and consider themselves to be operating online. While this is true to a limited extent, an online accountant actually means an accountant whose services are entirely premised, marketed, performed and delivered online.
It means that the accounting package and actual entries into the books of accounts are woven and performed as part of a comprehensive online service. It is a much more than using email to send accounts or being able to file accounts online. It is putting the cheap resources of the internet to the best use securely.
They use the power and cost saving ability of the internet to simplify accounting and related tasks to make the lives of customers really easy. These days, newer, better and cheaper methods for saving cost such as limiting the amount of office space used to the most essential needs is one of the ways that businesses stay profitable. Others include reducing the use of office stationery such as especially paper, printing ink, printer maintenance etc, using shared services instead of costly dedicated personnel such as accountants and administrative staff and other associated staff costs like pensions and insurance are ways that smart businesses are keeping their costs down and in these difficult times.
The services of a real online accountant can be looked at as a shared services accounting department for companies serious about minimising cost. The truth is that the businessperson simply wants to get on with the main business while ensuring important support services like accounting, tax and administration are well taken care of.
They provide services based on time required for each customer. This means that he is a part-time accountant for each client, but a full-time accountant for all clients. The online account is a highly skilled and efficient accountant available to companies that will usually not be able to afford the service, but can now afford it because of the online model. They use the best of online accounting software that customers can safely and efficiently access to deliver service centre solution that meets business needs.
The emergence of this group of professionals means that businesses can outsource their accounts department except sensitive aspects such as bank payments and collection and processing of cheques. At the same time, businesses can log into their online accounts to see what is going on at anytime and from any location. This means that unlike the regular nine-to-five accountant, he is a 24-hour accountant. With this unlimited access, business customers are empowered because they are more aware of debtors or receivables, creditors or payables and other important reports.

6 Reasons To Business Should Use Check Writing Software

Did you know that you can save a lot of time, money and hassle using check printing software capable of printing MICR numbers compared to either pre-printed checkbook checks or pre-printed computer checks?
Federal regulations require checks to have routing transit number and account numbers printed in MICR to reduce cheque fraud. If your checks don't have MICR numbers, banks will reject them. MICR stands for Magnetic Ink Character Recognition, which is a system for printing and reading numbers on a check. It uses a unique number font and prints them with a magnetic ink. This specialized printing speeds up bank processing and makes counterfeiting and forgeries more difficult.
There are two ways to get your checks encoded with MICR numbers. You can have your checks pre-printed with the required information printed in MICR, either in checkbook format or in page format for printing from your computer. Or you can print MICR numbers on blank check stock using MICR-capable check printing software.
There are several advantages to printing on blank check stock over using pre-printed checks:
Security
Printing cheques when you need them, rather than having pre-printed checks lying around, minimizes opportunities for someone to steal your checks. Plus, password-protected computerized data is safer from prying eyes than ledger books. It's also easy to create back-ups of the data should something happen to your computer or premises.
Convenience
Running out of checks is a pain. But when you use software to print on blank check stock, you never run out of checks and have to wait for new checks to arrive. A new supply of checks is as close as your local business supply store.
Save time
You can import your check data and print hundreds of cheques with just a few clicks. If you've ever written out payroll checks or paid bills by hand, you know how time consuming this is. Not only do you have to write each check individually, but then you have to log the payroll data into your accounting software. With check printing software, you input the data into your accounting software and a few more click exports it for printing.
Save money
Using blank check stock is much less expensive than having checks pre-printed. Plus, if you ever have to change banks or change your address or other information on your checks, you don't have to have new checks printed - you just change the information in your cheque writer and it prints the new information on the checks.
Report for tax time
Tax time is simplified with printing software. Just a few clicks of the mouse generates a full report of all the checks you've written in the past year.
Customize your check with logo to get your brand in the market place.
Pre-printed checks cost more than blank check stock, but getting those pre-printed checks customized with your logo and slogan runs up a really hefty price tag. Cheque software allows you to personalize your checks easily. Just upload your logo image to the software and it prints automatically. Customized checks are an easy way to promote your brand in the marketplace as you pay for goods and services.

Value for Money and Support for Accountants

Accountants, of all groups that work in business, are acutely aware of both value for money and confidentiality. This 'hyper awareness' of those two conditional needs puts them in a unique position when evaluating Managed File Transfer - they'll see instant benefits plus have all of the long lasting perks that come from upgrading from FTP or a similar solution to MFT.
From the outset
Accountants work in the exchange of information between themselves and clients - this data needs to flow easily and is designed to ensure that the right taxes and incentives are met at the right time. Couple this with deadlines and compliance needs, the system they use for storing and transferring files needs to be both robust and able to function in an environment of exchanging files between units. This need can be easily met by working with companies that provide solid information exchange - and allow accountants to securely share the results of their work with their clients for adjustment, discussion and filing. MFT fills a crucial gap in services that other software struggles to meet.
Accountants can also take advantage of filing and scheduling routines, allowing them to both provide their customers with information and supporting the shipping of that information to relevant authorities.
Accountancy basics
Understanding the strengths of MFT when using accountancy is crucial to setting up a solid sharing system. Without understanding the role that MFT plays, businesses can't make an informed decision and with the variety of solutions available, it's often easy to overlook the simple functions that make, or break the software. From the ability to schedule and support regular information transfer to seamless integration with the encryption software and email, it's easy to see how MFT is the best solution to several of the problems facing businesses. And with a tailored range of solutions available, it's often simple to choose the right software for the tasks at hand with ease.
Understanding the nature of accountancy needs
Accountants need to be sure that their paperwork is also protected - by eliminating static, paper files, the needs of the clients and their companies. By bringing the best to the table, MFT can allow accountants to store and share files - allowing the secure outsourcing and support of client files, without creating additional security needs. This is often crucial when dealing with clients who have their own confidentiality or compliance needs, but across the industry is one of the major reasons an MFT upgrade should be considered.
There are other needs that MFT meets - real-time sharing means that mistakes can be picked up and corrected quicker and that though leeway should always be built into filing on time, that there is no reliance on couriers or postal services.

Anthony Hodges is CEO of HANDD Business Solutions - Independent, Managed File Transfer specialists who provide award winning solutions to some of the largest public and private sector companies across Europe. HANDD provide file transfer solutions from leading MFT software vendors including IPSWITCH File Transfer, MessageWay, GlobalSCAPE, Linoma, South River Technologies and BOOLE Server.

Accounting in the Business World Today

It is not possible to get a business started and running successfully with less than enough money. If there is not a steady income, there is no way to keep paying out.
Today's businesses are run very much through the use of computer programs and software. Business owners that knew nothing previously can successfully run the financial part of their businesses by using financial programs that have manuals and easy to understand instructions. These are used more for small businesses than large corporations. Human error has been known to cause many problems with finances in the past. Today, computers are more likely to crash than cause an accounting error. Data that is constantly backed up on flash drives or disks is not corrupted by the crashing of one computer or even a network.
Computer programs today help accountants keep track of all the economic data related to their business. They will record, measure, and interpret the data they receive as they work through the accounts receivable and payable. There is software available that allows someone to file and store tax information whether it is for a business or for personal reasons. Businesses often have their own procedures that work well for generating income for their company. They may even come with their own accounting programs and will train a new employee on how it works to keep everything going on the same track.
The files that contain the financial date for a company should always be stored in a safe and secure area in case they are needed in the future for any reason. Sometimes a company will hold the most recent two to five years worth of data in their offices while storing the rest in other areas that are harder to access, especially if the company has been around for a long time. Over the years, businesses that were once keeping track of their finances in ledgers with pen and paper are now using computers, software, disks, and flash drives to store it. They hire data entry specialists to transfer the paper document information into a computer program to be saved more securely for the future. This is always a good idea.
There are many financial institutions that have changed their procedures while others have continued to use the same methods, just updated for the computer age. In order for a business to stay on top, however, their accounting department must be current and up to date on all relevant procedure.

Payroll Tax Processing Software

Payroll tax software is often used by payroll companies in conjunction with online payroll services, although there are some software used for in-house payroll administration. You will need to manually input information during hiring, but hereafter, payroll calculation and deductions, with the exception of inputting hours worked, are done automatically. Choosing the wrong software can do more harm than good though, so ensure the following.
Features
Most payroll tax software have the same core features - payroll calculation, tax filing, generation of electronic reports, payment delivery information and new-hire reporting. The usual feature for payment delivery options is direct deposit although some advanced software feature check signing and stuffing and payment via a reload-able debit card. HR options include access to government forms and resources, HR news, HR check-ups, and information about HR industry standards. What you need to do is make a list of features you need; and for that, you need to consider the payroll tasks that you will have difficulty carrying out. The most common payroll tasks outsourced are those occurring at the latter part such as tax filing and calculations. Proceed to make a list of "nice-to-haves".
Switch-ability
You should choose payroll and tax administration software which would allow you to integrate input year-to-date payroll information. This way, you wouldn't have to redo things and spend hours entering data for past pay periods. Your software should also be able to expand so you can still use it upon expansion.
Ease of Use
A complicated program will more likely cost you a lot of time and the truth is, people usually change payroll software because whatever it was they were using was too difficult to use. You can avoid getting in the same platform by examining the graphic user interface. That is the part which lets you input information and configure things without getting into the code. You can take a look at product screen shots and examine the lay-out. Lay-out should be intuitive.
Pricing
While it is true that acquiring payroll services and purchasing payroll tax software wasn't as pricey as it used to, it is by no means cheap. Do not be lured by a waived sign-up fee, in case of a payroll tax software bundled with online payroll services. Find out what you will need to pay on average in an entire year instead of the initial fee. Learn about what it would cost to update the software, should there be tax changes or when you use it for multiple businesses.

The Importance of a Business Accountant

Business Accountant
Business accountants are a critical component to any small business. But it is just as critical to find a great business account because just having one isn't enough. An accountant is no longer just a number cruncher. They are financial advisers and planners as well and they can point you in the right direction to properly manage and maximize your company's money. They document exactly where the company's money goes and they are up to date on current tax laws and can help a business save money where it might be losing money without an accountant. Because accountants are in charge of company finances it is critically important that you find an accountant with integrity, that is honest, and that can be trusted.
Certified Public Accountants
To become a Certified Public Accountant (CPA) an accountant must pass certain qualifications. CPA's require a certain level of schooling as well as experience. They also need to pass rigorous testing to prove their competence. In addition they must continue their education so that they are informed on all the newest tax laws. Because of these things a CPA is a much more knowledgeable and informed accountant. When starting out small businesses generally need a CPA to make sure that they aren't losing money where they shouldn't be and to keep their finances in very good order. There are many laws that a CPA will know about that a general accountant just won't know because they haven't had the schooling. CPA's are more expensive, but if you hire one that is trustworthy your accountant will tell you when you are paying them too much for services that could be handled by a general accountant.
What Does an Accountant Handle?
Accountants do a variety of tasks for small businesses. They should be involved in the start up process of any new business. They can help with planning, negotiating leases, and setting up book-keeping systems. As soon as a business is up and running an accountant prepares tax returns, annual information returns, quarterly reviews, and can offer financial advice. An accountant will set up efficient and organized book-keeping systems to make sure that any information needed can be found easily. An accountant can take care of business taxes as well as helping with personal tax planning. A lot of the time personal taxes are intertwined with business taxes and having an accountant will help to manage money more effectively. Accountants also provide a business an opportunity to network and receive referrals that it would not otherwise receive. Accounts have many different customers and they can let those clients know when beneficial opportunities arise. They may bring in new customers to a business they work for, or they might be able to facilitate new business partnerships that a business wouldn't get without them.
Accountants are highly valuable in the business world. If you are a small business you need a business accountant or a small business consultant to make sure that you aren't wasting money when you could be saving it. A business accountant knows tax laws and can make sure that you pay what is necessary and don't pay what you shouldn't be paying. The value of having a small business accountant can not be overstated. They are critical to financial planning for a small business and handling business taxes, which are governed by complicated rules. A business accountant can make or break a business, especially if it's just starting out. You need to make sure that you have an accountant that is knowledgeable and that you can trust.

What Makes a Good CPA?

As tax time comes to a close, I find myself once again thinking "phew, I'm glad that's over." It's also around this time of year when I think about how tedious tax preparation can be. If my lifestyle were any simpler then I suppose my tax preparation would be as well. Understanding all the various aspects of the tax code may truly be an act of futility. For that reason praise must be given to the men and women who have chosen a career replete with number crunching and studying tax preparation. These people are the accountants of the world.
Since I find it such a chore to prepare my own taxes I look to accountants for aid. Therefore, one may ask the question, "what makes an accountant worthy to toil through all of my receipts, W-2's, 1099's and various other itemized deductions?" To help answer that, I have come up with several attributes that I look for when trying to choose a good accountant.
Without a doubt one of the best attributes is knowledge of the tax laws. A well educated accountant is invaluable to the tax payer. Some people who have prepared taxes for individuals or businesses make claims about their experience in dealing with the IRS. No matter what their experience may be, many of them are not Certified Public Accountants. For me having the 3 letters "CPA" included on the tax preparers title brings comfort my mind because it shows at least that my tax preparer has been trained. Those 3 letters also imply accuracy and dedication.
Along with knowledge of the well trained CPA, a good quality for an accountant is punctuality of services. I understand that the client needs to present his/her tax documents in a timely manner so the preparer can meet specified deadlines. However, professionalism by staying ahead of the game and filing extensions when deemed appropriate are valuable weapons that I like to see in the CPA's arsenal.
Since there is a lot of responsibility placed on the client as well for accuracy when filling out tax documents, there are times when the client needs advice or coaching. Therefore, another great attribute of the CPA is availability. There have been countless times when looking at my tax paperwork confusion over certain things creates consternation. Being able to get a hold of any accountant knowledgeable of my circumstances may be a daunting task especially when dealing with a large accounting firm.
After reaching my accountant and relaying my concerns, the next attribute of importance is communication. As much as I admire professionals and the knowledge they possess in their area of expertise, sometimes they forget that not everyone understands their vernacular. Some questions are answered using verbiage that can leave you more confused than before you posed the question. Speaking plainly to the client about concerns can oftentimes be very refreshing.
In conclusion, the afore mentioned characteristics of accountants I feel are very important: Knowledge, Availability and Communication. With these qualities, the accountant can make their client feel less troubled by fear of institutional reprisals or reproach.

Organizing an Accounting Department - Basics

Many growing for profit and nonprofit organizations find themselves with financial reports that make no sense, "forgotten" revenues and slow bill paying processes. They may be at a point where the part-time bookkeeper is over his or her head and flooded in work. So, what can you do? You can look at accounting tasks and divide the work within these tasks. For example, a typical accounting department performs the following work:

• Pay bills - Accounts Payable
• Recognize revenues - Accounts Receivable
• Process payroll - Payroll Administrator

Other tasks associated with an accounting department are: Cash management, bank reconciliations, budgets, financial reporting and taxes. In large businesses each of these functions is performed by one individual or more. In smaller firms, tasks are shared and staff is supervised by a manager or a controller, who often is responsible for financial policies and procedures for the organization.
A mistake common in growing small businesses is to assume that accounting is easy and can be done by the person who is a receptionist or works in another part of the business. Without training or education, this person should be able to perform accounting functions of a full-charge bookkeeper. That's a mistake and is not fair. Hire accounting people who have the proper education and experience. Accounting managers or controllers should have at least a bachelors' degree in accounting. Someone with a four-year degree in business, and a few years of accounting experience may also qualify.
As you organize the department, consider segregation of duties. For example, the person that opens the mail or receives money is NOT the person who books revenues in the accounting system. If the person running accounts payable is also doing bank reconciliations, then a manager or controller should review the reconciliation and look at cashed checks.
Before hiring anybody for accounting positions, run a background check on all individuals, who should be trustworthy with a clean credit history. Of course, exceptions can be made, but they are usually rare occasions.
Many businesses organize their accounting department using flowcharts and job descriptions. You don't want to have the same task be performed twice or three times and at the same time, you don't want to miss an important process. Some firms hire outside consultants to help them in organizing their department for maximum efficiency, while considering risks and controls. Unfortunately, this last option is usually used after a fraud or loss situation, when people are traumatized and willing to pay for professional advice.
When considering a new accounting department, you have a few options and what works for one business may not work for another. You could organize the department yourself and then ask for an outside CPA or management firm to review your set up for internal control and efficiencies.