Question

Textbook 978-0-76386-501-6 What are the advantages of using computerized accounting software instead of non-computerized accounting methods. What are some specific advantages of using Quickbooks?

Answer 1

The introduction of computerized accounting systems provide major advantages such as speed and accuracy of operation, and, perhaps most importantly, the ability to see the real-time state of the company’s financial position. In my experience I have never seen a business that has upgraded to a computerized accounting system return to paper based accounting systems. A typical computerized accounting package will offer a number of different facilities. These include:

- On-screen input and printout of sales invoices
- Automatic updating of customer accounts in the sales ledger
- Recording of suppliers’ invoices
- Automatic updating of suppliers' accounts in the purchases ledger Recording of bank receipts
- Making payments to suppliers and for expenses
- Automatic updating of the general ledger
- Automatic adjustment of stock records
- Integration of a business database with the accounting program
- Automatic calculation of payroll and associated entries

Computerized accounting programs can provide instant reports for management, for example:

- Aged debtors’ summary – a summary of customer accounts showing overdue amounts
- Trial balance, trading and profit and loss account and balance sheet
- Stock valuation
- Sales analysis
- Budget analysis and variance analysis
- GST/VAT returns
- Payroll analysis

When using a computerized accounting system the on computer, input screens have been designed for ease of use. The main advantage is that each transaction needs only to be inputed once, unlike a manual double entry system where two or three entries are required. The computerized ledger system is fully integrated. This means that when a business transaction is inputed on the computer it is recorded in a number of different accounting records at the same time.

The main advantages of a computerized accounting system are listed below:

Speed – data entry onto the computer with its formatted screens and built-in databases of customers and supplier details and stock records can be carried out far more quickly than any manual processing.
Automatic document production – fast and accurate invoices, credit notes, purchase orders, printing statements and payroll documents are all done automatically.
Accuracy – there is less room for errors as only one accounting entry is needed for each transaction rather than two (or three) for a manual system.
Up-to-date information – the accounting records are automatically updated and so account balances (e.g. customer accounts) will always be up-to-date.
Availability of information – the data is instantly available and can be made available to different users in different locations at the same time.
Management information – reports can be produced which will help management monitor and control the business, for example the aged debtors analysis will show which customer accounts are overdue, trial balance, trading and profit and loss account and balance sheet.
GST/VAT return – the automatic creation of figures for the regular GST/VAT returns.
Legibility ­– the onscreen and printed data should always be legible and so will avoid errors caused by poor figures.
Efficiency – better use is made of resources and time; cash flow should improve through better debt collection and inventory control.
Staff motivation – the system will require staff to be trained to use new skills, which can make them feel more motivated. Further to this with many ‘off-the-shelf’ packages like MYOB the training can be outsourced and thus making a particular staff member less critical of business operations.
Cost savings – computerized accounting programs reduce staff time doing accounts and reduce audit expenses as records are neat, up-to-date and accurate.
Reduce frustration – management can be on top of their accounts and thus reduce stress levels associated with what is not known.
The ability to deal in multiple currencies easily – many computerized accounting packages now allow a business to trade in multiple currencies with ease. Problems associated with exchange rate changes are minimized.

QuickBooks Pro is included with functions meant to help small and mid-sized companies in handling their funds. One feature of the software enables users to key in the due dates and transaction details for all recurring invoices. As invoices are pending, users can print checks straightaway from QuickBooks. Additionally, every transaction is documented for easy accessibility at the time of future audits.

QuickBooks Pro users are also able to connect their bank accounts to the software. Besides affording them the comfort of checking all fiscal records on just one screen, this function likewise provides them the advantage of getting rid of the requirement for paper bank statements.

Expense Billing

Whenever carrying out business, experts usually rack up a number of expenditures which are later on billed to clients. These may perhaps be small expenses, like mileage and dinners, or even huge expenses, like prolonged global traveling. Irrespective of the size or kind of expense, QuickBooks Pro keeps the ability that enables users to document each one of these.

Furthermore, expenditures can be saved in accordance with client or task, providing users the advantage of not having to reconcile them individually.

Sales Invoicing

QuickBooks Accounting Software presents the time-saving feature of keeping track of sales and instantly generating receipts and invoices at the single click of a mouse. Invoices may then be electronically delivered to customers by means of email. The software furthermore enables customers to be charged separately or in large batches. The latter functionality can be specifically useful whenever billing several clients for the same service.

End users that sign up for Intuit QuickBooks Merchant Services get the additional advantage of being in a position to accept credit as well as debit card fees via QuickBooks Pro. On top of that, end users that sign up for Intuit Check Solution for QuickBooks get the feature to scan and deposit checks into the software, getting rid of the requirement to manually key in the data.

Financial Reporting

Customers of QuickBooks Pro can potentially generate a number of financial reports. These comprise of year-over-year income, expenditure, trends and forecasting documents. Moreover, each and every report can be exported into a spreadsheet layout and delivered electronically by means of email.

Easy To Use

The creators of QuickBooks accounting software developed it in such a way that it is user-friendly and uncomplicated. A new user setup function offers users with a virtual orientation practice. Besides, the majority of the program’s capabilities can be initialized at the single mouse click.