Gary Weisz, national manager, sales and marketing, Sage HandiSoft
1. Know your stuff
Accountants are brilliant with numbers, but knowing your software system well will save you lots of time and in the accounting profession, time is money. In day-to-day accounting, some functions are used frequently, while others may only be used occasionally.
Many of the software products offer sophisticated features that can speed things along, such as keyboard shortcuts for frequently used functions. Make sure everyone on your team knows these shortcuts and uses them.
As far as reporting goes, most accountants know and use the commonly required ones all the time. However, should you have a deeper look into the standard set of reports available in your system, you may find some gems you never noticed before, such as reports to assist with measuring the output, efficiency and health of your own firm.
Training your staff is core to getting the most from your system, whether you use webinars, video tutorials, classroom courses or in-house customised training. It will be well worth the investment.
Most software operators are not aware of latest enhancements and product improvements, so a refresher course from time to time will improve the productivity of even your most experienced team members.
2. System health check
Step one is to ensure you’re always using the latest version of the software. Updates are generated by your supplier to correct bugs, add features and keep you compliant with Australian legislation.
Next, you should evaluate whether the software is serving the particular needs of your practice (or business). Review your practice processes with the aim of aligning the software with these processes. Once you have determined possible configuration changes or system customisations, it may be a good idea to call in a consultant from your supplier.
They are generally product specialists who also understand the complex requirements of firms similar to your own. They can make suggestions to help improve your practice efficiency, introduce you to new and better ways of completing jobs as well as configure and tweak your system for even better efficiency.
Have a discussion with your staff on ideas to improve the way the software supports your day-to-day operations. A highly effective example would be to implement two screens for each team member, reducing their requirement to print prior year returns or financial statements.
3. Operative integration
Sharing data between modules is an enormous time saver. For example, HandiSoft users can transfer closing balances from the accounting system to HandiTax for lodging.
You may be using a suite of products from a single supplier, so these modules will already share data automatically. However, some firms prefer to use software from a variety of suppliers.
Most software these days has the capability to import and export data from one system to another. Again, a product consultant may be able to advise you on the best ways to integrate systems and sync data, especially for non-standard products such as online client accounting or communication software. It will also reduce paper use in the office, meaning you start doing more for the environment.
