Accounting software.
Discussion
I need some help but it get's a bit complicated (for me at any rate)!
I'm looking to lose the miriad of spreadsheets and put some proper accounting software into our business. The basics are
Childcare Nursery at several different sites each running site specific sales ledgers including invoicing and debtors schedules etc. These site systems do far more but not important here.
Business is VAT registered despite 95% of supplies being exempt. 5% of income is at standard rate and relates to letting of commercial property. However, some VAT is recoverabe at about 58% of standard rate (gets a bit complicated)but I need software that will cope with this.
The business also has several different bank accounts, one for each site, will have around 125 staff or so looking ahead a few months. I only say this because some accounting packages are chargeable based partly on number of staff.
I see something working using quite a few control accounts. For example we have grant income from local authorities used to subsidise parents fees but this needs allocating to the correct accounting period as it's paid in lump sums. Allocating income to a different period to when it received happens quite a bit.
In addition I use "Payroll Manager" software and can't see me changing this. I've never been impressed with bundled payroll software in the past but will keep an open mind.
My dilema is finding out which accounting systems will do what I need at a reasonable price. Sage looks like a non-starter as I would appear to have to use Sage 200 which is POA!.. (Sage line 50 is perhaps unsurprisingly only available up to 50 employees).
Ideally I would want to produce site and company accounts and keep the sales ledger side and payroll separate. I wouldn't be scratching the surface of any of the larger systems but the slight complication with the VAT might be a problem to the tiddlers.
Any ideas much appreciated.
I'm looking to lose the miriad of spreadsheets and put some proper accounting software into our business. The basics are
Childcare Nursery at several different sites each running site specific sales ledgers including invoicing and debtors schedules etc. These site systems do far more but not important here.
Business is VAT registered despite 95% of supplies being exempt. 5% of income is at standard rate and relates to letting of commercial property. However, some VAT is recoverabe at about 58% of standard rate (gets a bit complicated)but I need software that will cope with this.
The business also has several different bank accounts, one for each site, will have around 125 staff or so looking ahead a few months. I only say this because some accounting packages are chargeable based partly on number of staff.
I see something working using quite a few control accounts. For example we have grant income from local authorities used to subsidise parents fees but this needs allocating to the correct accounting period as it's paid in lump sums. Allocating income to a different period to when it received happens quite a bit.
In addition I use "Payroll Manager" software and can't see me changing this. I've never been impressed with bundled payroll software in the past but will keep an open mind.
My dilema is finding out which accounting systems will do what I need at a reasonable price. Sage looks like a non-starter as I would appear to have to use Sage 200 which is POA!.. (Sage line 50 is perhaps unsurprisingly only available up to 50 employees).
Ideally I would want to produce site and company accounts and keep the sales ledger side and payroll separate. I wouldn't be scratching the surface of any of the larger systems but the slight complication with the VAT might be a problem to the tiddlers.
Any ideas much appreciated.
I didn't mention I'm a qualified accountant so I know how the books go together. The problem I have is probably one of circumstance. I've generally worked with much larger ERP type systems in the past but I don't know much about the small systems. Some seem to be aimed at non-accountants which suggests they might be inflexible. I'm after a system I can manipulate to make it work efficiently. I'm more than happy with Debits and Credits etc.
Obviously if I ask any of the vendors they will insist their system does everything, so I was hoping for someone with actual experience of the smaller systems to come along and recommened something. I'm particularly concerend about my non-standard VAT situation.
Hopefully this frames my question more clearly. I usually supply my accountant with a TB and supporting documents simply because I can. It might seem crazy to employ another accountant to go over my books but I think it is just good practice.
Obviously if I ask any of the vendors they will insist their system does everything, so I was hoping for someone with actual experience of the smaller systems to come along and recommened something. I'm particularly concerend about my non-standard VAT situation.
Hopefully this frames my question more clearly. I usually supply my accountant with a TB and supporting documents simply because I can. It might seem crazy to employ another accountant to go over my books but I think it is just good practice.
Edited by G1ABB on Wednesday 9th April 13:13
A quick google suggests that Sage Line 200 is about £4,000 for a single user licence on the basis of an entirely vanilla install.
However, once you get to this sort of level, you do tend to need a bit of custom work done to make the system fit your business, and that can be ruinously expensive (and non-functional) if you don't plan it properly.
I think your best bet is to cast around for something that will do the job out of the box with no custom coding, as it will save a lot of heartache even if it is a bit more expensive.
However, once you get to this sort of level, you do tend to need a bit of custom work done to make the system fit your business, and that can be ruinously expensive (and non-functional) if you don't plan it properly.
I think your best bet is to cast around for something that will do the job out of the box with no custom coding, as it will save a lot of heartache even if it is a bit more expensive.
Have a look at VT Transaction+. You can do everything you mention and download it here http://www.vtsoftware.co.uk/tranplus/ on a 30 day free trial. Set up as many customers, suppliers and bank accounts as you like. Allocate to whatever day / month / year you want. Specify VAT % to each individual acc / suppler. As an accountant you'll be able to do far more on it than most require. If I recall it'll only cost a couple of hundred after the trial and that includes support. Don't think you can do payroll on it but as you said you will be keeping that separate anyway, it should be perfect for you.
3200gt said:
Have a look at VT Transaction+. You can do everything you mention and download it here http://www.vtsoftware.co.uk/tranplus/ on a 30 day free trial. Set up as many customers, suppliers and bank accounts as you like. Allocate to whatever day / month / year you want. Specify VAT % to each individual acc / suppler. As an accountant you'll be able to do far more on it than most require. If I recall it'll only cost a couple of hundred after the trial and that includes support. Don't think you can do payroll on it but as you said you will be keeping that separate anyway, it should be perfect for you.
Interesting. I'm going to start by downloading the free cash book to see how it looks. I've just re-read your first post - if you wish to keep your existing payroll software why is the number of employees an issue with Sage Line 50? You would presumably just be posting subtotals from your payroll reports rather than tracking each member of staff as an individual cost centre? The danger for people like us who normally work with big integrated systems is we try to make it all join up as that's the power of an ERP - you make need to step back and see what information you actually need to record in your general ledger, less may be more!
Ali_D said:
I've just re-read your first post - if you wish to keep your existing payroll software why is the number of employees an issue with Sage Line 50? You would presumably just be posting subtotals from your payroll reports rather than tracking each member of staff as an individual cost centre? The danger for people like us who normally work with big integrated systems is we try to make it all join up as that's the power of an ERP - you make need to step back and see what information you actually need to record in your general ledger, less may be more!
I was thinking the charge for the Sage software was based on number of employees regardless of how payroll is used but what you say makes sense. Anyhow, I've carried on looking at the VT+ software and it is very flexible. I need to figure out the reporting side but it is looking very good. Reports are easy. From the home page if you go to file, print reports, you have options to print individual ledgers, accounts, transactions EC sales etc.
From the supplier/account overview page you can print statements, account, etc. Adjust the report date to whatever you want and it'll only pick up upto that date. options to print on headed or plain paper. Options to include exclude overdues etc.
You can easily move backward and forward through periods by adjusting the accounting period. Lets you do just about whatever you want.
Obviously runs VAT reports and you can print back up reports from that screen. Also allows you to scrutinise all the entries included within the VAT return before finalising.
I've never found a scenario it couldn't easily handle.
From the supplier/account overview page you can print statements, account, etc. Adjust the report date to whatever you want and it'll only pick up upto that date. options to print on headed or plain paper. Options to include exclude overdues etc.
You can easily move backward and forward through periods by adjusting the accounting period. Lets you do just about whatever you want.
Obviously runs VAT reports and you can print back up reports from that screen. Also allows you to scrutinise all the entries included within the VAT return before finalising.
I've never found a scenario it couldn't easily handle.
Craig85 said:
I use intuit quickbooks, get it off amazon bundled with payroll, and that could handle different vat rates, and bit of a workaround but you could create different sales codes and different cost of goods accounts for each branch if you desired.
Second vote for QB. Taught myself in 5 minutes, and will do everything you need.Gassing Station | Business | Top of Page | What's New | My Stuff