ICAEW Accreditation Scheme. Financial Accounting Software Evaluation. Sage (UK) Limited. Sage 50 Accounts Professional v21

Transcription

1 ICAEW Accreditation Scheme Financial Accounting Software Evaluation Sage (UK) Limited Sage 50 Accounts Professional v21 (Incorporating Sage 50 Accounts Plus v21, Sage 50 Accounts v21, Sage Instant Accounts Plus v21and Sage Instant Accounts v21) Evaluation carried out by: IT Evaluation Services Date completed: 15th May 2015 Signed: ICAEW Accounting Software questionnaire version

2 Table of Contents 1 Summary Approach to evaluation Matters to consider before purchase Evaluation conclusion Security and continuity of processing Input of transactions File maintenance Processing Performance of requisite accounting functions Reports Value Added Tax Currency Sales Order Processing and Invoice Production Purchase Order Processing Stock Control User Documentation Efficiency Integration and www facilities Support and maintenance

3 1 Summary 1.1 Introduction The suitability of accounting software for each particular user will always be dependent upon that user's individual requirements. These requirements should therefore always be fully considered before software is acquired. The quality of the software developers or suppliers should also be considered at the onset. 1.2 Fundamentally, good accounting software should: Be capable of supporting the accounting functions for which it was designed. Provide facilities to ensure the completeness, accuracy, confidentiality and continued integrity of these accounting functions. Be effectively supported and maintained. It is also desirable that good accounting software should: Be easy to learn, understand and operate. Make best practical use of available resources. Accommodate limited changes to reflect specific user requirements. It is essential, when software is implemented, for appropriate support and training to be available. 2 Approach to evaluation 2.1 Objective To evaluate Sage 50 Accounts Professional v21against a set of criteria developed by the ICAEW to ensure that the software meets the requirements of Good Accounting Software, as laid down in the summary. 2.2 Approach and Work performed In order to effectively evaluate Sage 50 Accounts Professional v21 a product specialist from the Sage completed the detailed questionnaire and provided it to the evaluator to examine. The evaluator then visited the Sage office in Newcastle and in conjunction with the operation of the various aspects of the software assisted by a member of Sage's technical staff checked the answers to confirm their validity. The questions were individually reviewed and commented on and the majority of assessments were confirmed. The evaluator discussed the assessments with a member of Sage staff in order to clarify certain points. In the event of disagreement between Sage and the evaluator, the evaluator's decision was taken as final and the response changed accordingly. Sage 50 Accounts Professional v21against was used throughout the evaluation and then the other levels of Sage 50 Accounts and Sage Instant Accounts were examined to identify the differences in functionality. 3

4 The evaluation covered the fully integrated sales, purchase and general ledgers and where appropriate sales order processing, sales invoicing, purchase order processing and stock software, separate reports have not been prepared for each ledger. Instead a composite report has been prepared with references made to the appropriate ledger as necessary. When the evaluation had been completed, the responses were completed by the evaluator and a draft copy sent to the ICAEW for review before completion of the final report. 2.3 Online accounting software In addition to desktop computer operation Sage Drive provides a new way to use Sage 50 Accounts v21 and with this the user gets the added flexibility of sharing data through the 'cloud'. Sage Drive offers the freedom to access Sage 50 Accounts data whenever and wherever the user wants, in the office, at home or even out and about. Sage state that the shared data is encrypted which means that the data is always more robust. This evaluation covers the accounting system but not the method by which it is delivered and/or contracted for. Potential users need to satisfy themselves on the security and disaster recovery aspects and licensing of the Sage Drive online system and any data protection issues of their own and customer/supplier information, contained therein, being held on the system. 2.4 Software/hardware utilised The software used throughout this evaluation was Sage 50 Accounts Professional V21 and then the other levels of Sage 50 Accounts and Sage Instant Accounts were run to establish the differences. The hardware used was an HP Elitebook 8470P with an Intel (R) Core (tm) i5-3380m 2.96GHz with 4 Gbyte RAM, a 465 Gbyte hard drive running under Windows 7 Enterprise 2.5 Report structure The report has been broken down into its main constituents in the contents page. The evaluation questionnaire was provided by the ICAEW and has been used without alteration or amendment. 3 Matters to consider before purchase 3.1 General overview Sage offer a range of financial solutions for self-employed, professional, sole traders or owners, bookkeepers or accountants working for growing businesses through to financial directors of large organisations. Sage 50 Accounts Professional is aimed at SMEs using between 1 to 20 workstations. The Sage Accounts range consists of Accounts, Accounts Plus, Accounts Professional (formally called Financial Controller) and Client Manager (used by accountants). Sage Instant Accounts is a single user system and Sage Instant Accounts Plus is a 2 user system. 3.2 Supplier background Headquartered in Newcastle upon Tyne, Sage (UK) Limited is a subsidiary of the Sage Group plc, a leading supplier of business management software and services to 5.4 million customers world-wide. From start-ups to larger organisations, Sage claim it makes it easier for companies to manage their business processes. Formed in 1981, 4

5 the Group was floated on the stock exchange in 1989 and now employs 13,000 people in its companies world-wide. Working with its community of UK accountants, business partners, developers, banks and retailers, Sage claim it is exclusively focused on providing UK businesses in all sectors with specific, scalable software and services to help them manage their finances, their people, their customers, their suppliers, their core operations and to plan their future business success. In the UK alone, Sage employs over 1,600 people and provides software and services to over 700,000 small and medium-sized businesses. 3.3 Product background and Suitability for user Sage 50 Accounts Professional v21 and its variants Accounts Plus and Accounts versions are products sold as a full system of financials and commercials and include bill of materials and fixed assets (not in the Accounts version). These later two areas were not covered in this evaluation. The products are available as either a product licence where support and enhancements are at extra cost or on a monthly subscription which includes support and enhancements. In both cases prices are based on number of concurrent users and number of companies. The Sage 50 Accounts v21 and Sage Instant Accounts v21 are ranges of integrated accounting systems that run under the Windows user interface. The Sage 50 and Sage Instant systems are all based upon the same source code but with varying functionality as shown in the report and in the following table of differences. Changes are also highlighted in the main body of the report. AREA FEATURE AVAILABLE IN: INSTANT INSTANT ACCOUNTS ACCOUNTS ACCOUNTS Working with customers 5 PLUS PLUS PROFESSIONAL Addresses & contacts Batch changes Chase debt Communications history Recurring invoices Customer price lists Customer invoice disputes Contra entries Sales order processing Intrastat returns Sales order fulfilment Returning sales orders Supplier statements Cash sales

6 AREA FEATURE AVAILABLE IN: INSTANT INSTANT ACCOUNTS ACCOUNTS ACCOUNTS Working with suppliers Working with stock PLUS PLUS PROFESSIONAL Supplier statements Communication history CIS and subcontractors Addresses & contacts Supplier invoice disputes Contra entries Memorise and recall Supplier price lists Purchase order processing Intrastat returns Recurring purchase orders Service records Opening & closing wizard Stock take Stock shortfall Bill of materials Price lists & special pricing Stock returns Working with the bank Accounts & management Reporting Stock allocations Quantity sold discounts Cash flow forecasts Memorise and recall Cheque printing Batch supplier payments Departments 6

7 AREA FEATURE AVAILABLE IN: INSTANT INSTANT ACCOUNTS ACCOUNTS ACCOUNTS PLUS PLUS PROFESSIONAL Departmental profit & loss Departmental balance sheets Advanced budgets Charities Fixed asset register Automatic prepayments & accruals Multi company consolidation Projects Project costing General functionality Multi-level projects Multi-user functionality Up to 2 concurrent users Up to 20 concurrent users Up to 20 concurrent users Improved in v21 Up to 20 concurrent users Access rights Improved in v21 Improved in v21 Sage 50 mobile Batch reporting 3.4 Typical implementation The Sage 50 Accounts range is aimed at sole traders or small business with between 50 and 100 employees whilst Sage Instant Accounts range is aimed at new businesses or SMEs using one or two terminals. 3.5 Vertical applications Payroll, Forecasting, CRM, Online payments (Sage Pay) all at additional cost. 3.6 Software and hardware specifications Development environment C++, C# Server platforms Windows Server 2008, Windows Server 2012, MS Terminal Services and limited Citrix support. (te. A Citrix configuration tool is available which allows Citrix users to specify a user defined location for their: Company file (list of companies), Sage.ini file (configuration settings), application data and reports.) 7

8 3.6.3 Databases Proprietary (flat file) Operating software Windows 7, Windows 8, Windows Vista. (te. The software will not install under Windows XP. software is not considered to be Windows 10 ready.) At present the Protocols Standard TCP/IP is utilised to communicate between the clients and the server Minimum client PC specification 2GHz processor or higher 2GB RAM (4GB for all PCs running a 64-bit operating system) 5GB free disk space Screen Resolution of 1024x768 Network Users only: 1Gbps network (100 Mbps minimum). An Internet connection with a minimum download speed of 2Mbps. Internet Explorer 10 or later. Works with Microsoft Office 2013 and 2010 (32-bit editions) or 2007 and (te. Certain program functionality relies upon Microsoft Internet Explorer being installed.) Support and maintenance Comprehensive support is provided by both Sage and its Business Partners. Training is provided at Sage training centres throughout the UK and various levels of support are offered. Sage Cover online includes access to online help resources. Sage Cover includes telephone and support together with regular newsletters and Sage Cover Extra also includes Sage business advice services and the latest feature upgrades. 3.7 Software installation and support Sage 50 Accounts products are sold direct by Sage, through retail outlets such as PC World and Staples, via Accountants, and through Business Partners who resell Sage products. Installation can either be conducted by the user with help from the Getting Started guide or by a Business Partner or accountant (over 8,000 accounting practices are members of the Sage Accountants Club). 3.8 Partner network and related accreditation process Sage s most important distribution channel is through their Business Partners and they claim to have built up a world-wide network of 20,000 active Business Partners, over 3,000 of which are based in the UK. Sage claim their reseller partners are able to visit customers onsite, to discuss their needs, to recommend the most appropriate Sage package, to install and configure the software, and then to provide training and after-sales support. The Partner network consists of Accountants and VARs, (many of whom have undergone training and examination to become accredited suppliers). 8

9 3.9 Highlighted issues For Sage 50 Accounts Professional (note also differences in Accounts, Accounts Plus, Instant and Instant Plus) Certain program functionality relies upon Microsoft Internet Explorer being installed Passwords are optional and can be set by 'Manager'. The user is responsible for setting a suitable security policy for password access. report on user access levels but 'Manager' can view reports on detailed master file or standing data changes but general details excluding 'non critical' changes are recorded in event log record of login errors batch control totals Changes to master files and standing date only record originator - no authoriser Unique reference number for amendments not recorded Can input values to control accounts with a warning controls for overriding discounts or accepting conditional discounts Archived data is a standalone read only company and can be reported upon Can consolidate companies with different sets of accounts but no check on account use in different charts purchase invoice register but has batch input Fixed length accounting periods cost centres or divisions only departments Budgets only for general ledger accounts Trial balance does not show carries and brought forward Duplicate documents not identified as copies checks visible to user on duplicate posting to EC Sales List Multi-currency in sales and purchase ledgers and cash book However, only base or single currency per sales or purchase account Possible to use duplicate currency codes previous exchange rates held Revaluation only of bank accounts in cashbook scheduled orders handled alternative stock items stock order discrepancies reported automatic forward order handling Only one supplier can be help per stock item Limited stand reports in POP back to back ordering Single location stock maximum or minimum stock levels but reorder level batch or serial number processing variations on standard packs Only FIFO stock valuation tracking of orders by date 4 Evaluation conclusion There were no areas in the evaluation that gave concern as these are well established products. The Sage 50 Accounts Professional v21 and Sage Instant Accounts v21ranges are well designed accounting packages that have been competently written and are supported by Sage (UK) Ltd directly. The combined ledger design incorporating Sales Ledger, Purchase Ledger and General Ledger gives flexibility and accuracy with a facility to printout complete audit trails and reports as required. 9

10 In terms of the functionality that is present in the current versions and the target markets for the products, the products have been adequately specified. The systems provides multicurrency in all versions (as a chargeable option) by holding all transactions in base as well as the foreign currency in the sales and purchase ledgers. The products are easy to use and learn and are very flexible in their approach, with customisable parameters and tables and with the ability for users to develop new reports. Disclaimer Any organisation considering the purchase of Sage 50 Accounts v21 or Sage Instant Accounts v21 products should consider their requirements in the light of proposals from Sage or its dealers and potential suppliers of other similarly specified products. Whilst the contents of this document are presented in good faith, ICAEW cannot accept liability for actions taken as a result of comments made herein. 10

11 5 Security and continuity of processing 5.1 What security features are included to control access to the application? 5.2 Can access to application functions be managed so users can only see (in menus and other links) and access those functions they are authorised to access? 5.3 Is this access to the application managed by: Individual user profiles? User groups based on their job roles? 5.4 If menus can be tailored would this override the application access control? 5.5 Passwords Is access to the software controlled by password? Please state the basis of control available (e.g., role based etc). By default, the log on name of 'Manager' is used to access the data files. During the initial company setup users are encouraged to enter a password against the 'Manager' user name, but this is not mandatory. Individual users can be set up within the company; each has a unique User name, and an optional password. Instant Single user.. A user s access rights can be configured to grant / restrict access to each ledger / task within the software. Individual user profiles. Instant single user. A user s access rights profile can be copied to be used as a template for another s user s profile.. Any restricted ledger / task is completely removed from the user s view. They would effectively have no knowledge of the restricted areas existence., an optional password. Instant single user. The default user of Manager has access to all functions, and is effectively the administrator with sole ability to create and 11

12 5.5.3 If there is no password facility please state how confidentiality and accessibility control can be maintained within the software? Are single user systems access controlled by password? Does the software allow for each user to have separate log on (user ids)? If : How does the software track user activity? Is each user required to have a personal password? Are passwords one-way encrypted? [i.e. Is it impossible for anyone to see other user s passwords in the software?] Are passwords masked when entered by any user logging in? Is password complexity available at application level? If : Please specify [e.g. Number of digits, requirement for special characters, numeric, edit new users. Individual users can only control their password. Instant single user. N/A By default the 'Manager' user is used for single user systems. As stated above the password for 'Manager' is optional, so if the user has elected to not set a password, they can access the software without a password.. Instant single user. N/A, passwords are optional. Encrypted but 'Manager' can see all passwords... Password complexity not forced but up to 10 characters. Sage ID password for Sage Drive requires capital & lower case letters 12

13 upper/lower case etc.] Is there a facility to enforce password changes after a chosen period of time? Is there a facility to specify a minimum age for passwords (e.g. 1 day)? How many previous passwords are retained by the system to limit users recycling passwords (e.g. 24 or 32)? ne 5.6 Please state how security allows for access to be specified separately for : Read? Read only access is controlled by access rights Read and write? Write access is controlled by individual access right i.e. the ability to write a journal is controlled by specific access being granted to Journal Entry Delete and amend? A specific access right exists for Edit/Delete. 5.7 Are any data files, such as budgets or price updates, imported by users validated by the application software before main data files are updated? 5.8 Does the software require higher or specific levels of user access for changes to sensitive data, such as customer credit limits?. The file import routine has strict rules, data is not committed unless the validation criteria are met., controlled by user access rights. 13

14 5.9 Please specify the specific security procedures (by passwords or warnings) over the: Update of ledgers A specific access right exists for Update ledgers Closing of accounting A specific access right exists for periods Month End & Year End Deletion of transactions A specific access right exists for Edit/Delete Archiving of transactions. A specific access right exists for Period End - Clear Audit Trail and Period End - Archive Company Is it impossible to delete a transaction? If : How are deletions controlled by the system? 5.11 Are deleted transactions retained in the audit trail and denoted as such? 5.12 Can a report be produced detailing all current users, via user groups, if relevant, and their authority levels and/or access rights? 5.13 If data can be accessed by separate reporting facilities, such as ODBC or separate report writer, is the user access security control applied? If : Please explain any other protection in place to prevent unauthorised access to data with such facilities.. When a transaction is deleted a record is retained on the audit trial (in red) of the original transaction., shown in red., but 'Manager' can view. N/A 14

15 5.15 Is the level of security (described with this section) appropriate for the expected size of business using the software? 5.16 Is there a clear indication in the software or manuals as to how the data is: Backed-up? Recovered? 5.17 Back ups How are backups provided: Within the software application? Within the operating software? Are backup procedures automatic? Is the user forced or prompted to back-up at certain intervals? Can the intervals be customised? 5.18 Recovery Please state how the software facilitates recovery procedures in the event of software failure? (E.g. roll back to the last completed transaction) If software failure occurs part way through a batch or transaction, will the operator have to re-input the batch or only the transaction The user can manually take a back up within the software, and schedule an automated backup in addition using the Backup manager., the Backup manager is on by default, taking a backup once per day Forced Prompted 'Manager' can customise intervals. Roll back to last transaction or restore from a backup file., in a batch all transactions are accepted or all rejected.. 15

16 being input at the time of the failure? Are these automated? Do the recovery procedures work? 5.19 What features are available within the software to help track down processing problems? Within the VAT Return, any potential queries are identified automatically, and the user alerted to their presence. The user can also manually run a Tax value audit, which identifies transactions with an unexpected user definable VAT value. A suite a Verification reports provides the user with reports to aid in tracking down any problems. A VAT audit can be run to check for common VAT errors. An Accounts audit can be run to look for possible duplicate transactions, and other potential errors Are software messages clear? 5.21 Are user responses properly structured to ensure that erroneous key strikes do not lead to inappropriate actions? 5.22 I s there a software log which details: Error messages? Security violations?, but after 3 errors in entering Sage ID extra ID information is needed. 16

17 5.23 Audit trail Does the software have a detailed audit trail? Is it impossible to turn off or delete the audit trail? Does the software allocate a system generated sequential unique reference number to each transaction? Is this stamped with a user id? Is this unique reference number presented to the user at time of input? Is this unique reference number available to view, by the end user and by way of a report? Is the transaction date and time stamped? Are all master file changes recorded in the audit trail? If : Does each change have a system generated reference allocated? Are the originator and authoriser identified? Is the change date and time stamped? Are all standing data changes recorded in the audit trail?, in many reports. Date Time - Some but not all. 'n critical' changes such as the reference, department, bank reconciled flag and bank reconciled date are not recorded Originator only, not authoriser., many recorded in an 'event log'. 17

18 If : Does each change have a system generated reference allocated? Are the originator and authoriser identified? Is the change date and time stamped? Is all input data included within the audit trail, including amendments, deletions, journals etc.? Does the software allocate a system generated unique reference number to each amendment, deletions journal? Is this stamped with a user id? Is this unique reference number presented to the user at time of input? Is the transaction date and time stamped? How is it linked to the original transaction? Originator only, not authoriser Date only. Where a transaction is amended the original transaction is moved to the end of the audit trail, with Cancel see transaction x in its Details. The new amended transaction takes the place of the Planned for next version 18

19 Are imported /interfaced transactions detailed in the audit trail? Is each stamped with a user id? Is this unique reference number presented to the user at time of input? Is the transaction date and time stamped? How are transactions differentiated within the audit trail? 5.24 What are the procedures for handling dates? (E.g. 2 digit years, 4 digit years) In the case of two digits what is the break point for the century? Are dates handled consistently throughout the software? original transaction on the audit trail. Imported transactions appear identically to those entered via the UI Date - Time - They each have a unique reference number but are not differentiated from other transactions. DD/MM/YYYY 01/01/70 = 01/01/ /12/69 = 31/12/2069 As stated 19

20 6 Input of transactions The following sections in Input of transactions, File maintenance, Processing and Reports are primarily aimed at the three main accounting ledgers and where applicable Sales Order Processing, Sales Invoicing, Purchase Order Processing and Stock Control. 6.1 Is data input controlled by selfexplanatory menu options? 6.2 Are these menus applicationspecific? 6.3 Does the software provide input validation checks such as account code validation, reasonableness (limits, VAT or discount checking) and validity checks (VAT check-digit calculations)? 6.4 Can the user amend data on an input screen prior to update? Account code validation Reasonableness Validity checks What control features are within the software to ensure completeness and accuracy of data input? 6.6 Are all input transactions subject to this control? 6.7 How does the software ensure uniqueness of the input transactions? (i.e. to avoid duplicate transactions) Within each data entry screen there are a number of mandatory fields (marked with an asterisk), if any of these are incomplete the user is prompted to enter the missing information. In addition a journal entry cannot be saved unless the debit and credits match. At data entry point ne Once saved An Accounts audit can be run to look for possible duplicate transactions, and other potential errors. 20

21 6.8 Does the software allow for batch control totals? If : Are batches automatically numbered? Are batches forced to balance before ledger update? Does the software allow the temporary halting of input of a batch to allow for queries or other activities to take priority (e.g. set up a new account) Is the user forced to confirm batch totals? 6.9 Is attempted posting of unbalanced journals rejected? (G/L) Are input errors highlighted? If are they: Rejected and reported on screen? Rejected and error reports generated? Accepted and posted to suspense? 6.11 Does the software have an automatic facility to correct/reverse/delete transactions? If : Are all the double entry transactions documented in the audit trail? N/A Journals -. The keyboard focus is defaulted to the first field which contains an error. N/A N/A 21

22 6.12 What are the controls to ensure the internal integrity of the ledger(s) or the accounting information, e.g., control of accounts Is it possible to allocate input values directly to ledger control accounts? If : Please note the mechanisms available to allow the user to establish why the total balances on individual accounts do not agree to a respective control account? When posting to the Sales Ledger (for example) the relevant Debtors Control and VAT on Sales values are posted automatically. The user has no ability to override this. If a user attempts to post a journal directly to the debtors / creditors control account, a warning is presented stating this will create a discrepancy with their aged reports. If the warning message mentioned in 6.12 is ignored, specific guidance is available online within Ask Sage 6.14 Can automatic accruals or prepayments be generated? If :-. Only Accounts Plus and Accounts Professional Will these automatically. Only Accounts Plus and be reversed after the Accounts Professional. period end? (G/L) 6.15 Does the software have a purchase invoice register? 6.16 Does the software permit multi debit/credit journals? 22

23 6.17 Can journals be saved as template with GL codes and cost centres and either with or without monetary amounts? 6.18 Can journals be set up to distribute amounts in a fixed percentage against GL/Cost centre codes? 6.19 How are transactions identified on screen/reports as to: Type? Debit or credit? By type in SL & PL although some show CR/DB as well. In NL Can separate nominal analysis codes be input for each invoice line? If : Does this cover: Sales ledger? Purchase ledger? Stock? 6.21 Can receipts and payments be matched to specific invoices? If : Automatic? Manual? Both? 6.22 Will the software permit part payments? 6.23 Will the software allow: Payments to be made to customers? Receipts to be received from suppliers? 23

24 6.24 Does the software handle purchase credit notes? Is there an ability to automatically amend stock, if applicable? 6.25 Can the software generate sales credit notes? If yes: Is there an ability to match to a sales invoice? Is there an ability to automatically amend stock, if applicable? 6.26 Does the software handle discounts and promotions? 6.27 Does the software provide for early settlement discounts? Can early settlement discounts be automatically generated? Are there controls over accepting settlement discounts (e.g. time limits)? Is VAT treated correctly on early settlement discounts? 6.28 Will the software permit the posting of unallocated cash to the ledgers? Discounts Could set up a promotions price list.. With rules changing on 01/04/2015 an update has been issued which will show total VAT and discounted VAT. Planned for next version & as stated Does this apply to: Sales ledger? Purchase ledger? 24

25 6.29 Are unallocated cash/credit notes specifically reported for follow up? 6.30 Are outstanding transactions displayed for allocation? If :- Does this apply to: Sales ledger? Purchase ledger? 6.31 Does the system allow the user to post or allocate a payment or receipt with a date prior to the invoice transaction date? If : Is the user warned that the aged balance values may not agree to the trial balance values? N/A 6.32 Is it possible for new accounts to be created during input? If :- Does this cover: Sales? Purchases? General? Stock? 6.33 What controls are there over the Access rights for creating creation of new accounts? accounts Is the originator and/or authoriser identification logged by the software?, optionally recorded in 'data log' Is the user prevented or warned from overriding credit limits or discounts? (S/L). Credit limit check in invoice generation but no discount checks. 25

26 6.35 Does the software have a bank reconciliation facility? 6.36 Does the software enable transactions to be posted to the ledgers whilst performing a bank reconciliation (e.g. standing charges, bank charges etc)? 6.37 Are these adequately reported? 6.38 Does the software accept input files from other computer packages? If : What formats are accepted? What controls are in place over the interface? 6.39 Does the software have a facility for calculating interest on late payments? XLS, CSV A file import routine specifically controls this 26

27 7 File maintenance 7.1 Are ledgers: Open item? Balance forward? Does the above cover: Sales ledger? Purchase ledger? General ledger? 7.2 Is a month end routine required to be undertaken? 7.3 Is the creation or amendment of standing data (e.g. customer account details) controlled by menu options?, optional routine. 7.4 Are menus: Application specific? User specific?, by access rights. 7.5 Is it impossible to delete accounts if the balance if Nil but transactions have been recorded against the code. Does this apply to: General Ledger? Activity must be blank after running the clear audit trail routine to allow for deletion Sales Ledger? Activity must be blank after running the clear audit trail routine to allow for deletion Purchase Ledger? Activity must be blank after running the clear audit trail routine to allow for deletion Stock? Activity must be blank after running the clear stock routine to allow for deletion 27

28 7.6 Are there any other constraints over the deletion of accounts? Stock records must not be a subcomponent of another record, have a value allocated (SOP) or a value on order (POP). Customer records must not have associated project records. minal (general) records must not be a control account. 7.7 What is the size and format of reference numbers and descriptions within: General Ledger? 8 character numeric Sales Ledger? 8 character alpha-numeric Purchase Ledger? 8 character alpha-numeric Stock? 30 character alpha-numeric 7.8 Is the scope of the reference number adequate to permit sufficient depth of analysis? 7.9 How does the software guard against/warn about, duplicate account numbers on set up? 7.10 How does the software enable the traceability - from, to and through the accounting records - of any source document or interfaced transaction? 7.11 What drill down/around functionality is available within the software? 7.12 Can reports be invoked which identify all the fields which have been modified? analysis by reference code. An error is presented and the user cannot proceed Where an invoice / purchase order is updated to the ledgers, the reference on the transaction is the artefact number. Invoice and Purchase Order artefacts can be drilled to from within an activity. A number of reports can be drilled from totals, to sub-total and transactions. 28

29 7.13 If the software uses a lot of standing information which changes frequently or regularly, does the software allow for such changes to be effected through the use of parameters or tables? If : Is the use of such parameters or tables adequately reported? 7.14 What controls are within the software over changes to parameters and tables e.g. reporting, password etc?, only by looking at the current state. Access rights Does the software allow selective archiving of old data on a userdefined basis? 7.16 What controls are in place over the handling of archived data? 7.17 Can archived data be used for reporting purposes? 7.18 Does the software allow for the restoration of achieved data for audit without affecting current accounting data? A read only company archive can be created at any time. All reporting is available within an archive company. Restoration of an archive copy would overwrite current data. 29

30 8 Processing 8.1 Does the software ensure that menu options or programs are executed in the correct sequence (e.g. ensure outstanding transactions are processed before month end procedures run)? 8.2 After an external document (e.g. sales invoice or cheque payment) has been generated and posted to the accounts is it impossible to amend this data? 8.3 Is there an audit trail of all changes to transactions which have updated the ledgers? 8.4 Can the software calculate prices or values by reference to master file data? 8.5 Does the software provide automatic recalculation, where appropriate, of data input? (e.g. VAT) 8.6 Does the software warn the user when the ledger is out of balance? 8.7 How is this done e.g. when the software is switching on or on ledger update? using stock file and price lists. customer price lists in Instant and Accounts. N/A A ledger should never become out of balance. Check data routines. 30

31 9 Performance of requisite accounting functions 9.1 What control features are provided by the software to support effective user controls? 9.2 Is there: Transaction sequencing? Automatic dating of posting transactions? Identification of user id or source of document? 9.3 Is the software available as multi user? 9.4 Can the same function be used by more than one person at the same time, whilst still retaining the separate user identities? 9.5 Is the software available as multicompany? If : How many companies are supported? 9.6 Is a group consolidation facility available? 9.7 Can the software consolidate entities with different charts of accounts? Individual users are created with their own specific access rights. This controls everything which can be seen and processed. Plus transaction validation and automatic double entry.. Instant single user. This depends upon the feature. For example, two users can enter journals at the same time, but two users cannot access the VAT Return at the same time. This also applies to a number of global functions. - licensed by number of companies. Unlimited license = 9999 companies, however no check is made on account use in each chart. 31

32 9.8 How many levels of nominal analysis can be handled by the software? 9.9 How does the software handle cost centres, departments, divisions? 9.10 How are periods handled by the software? One A default department of 0 exists, along with 999 additional, user definable departments. departments in Instant. There are no Cost Centres or divisions. A financial year is a set 12 month period. Posting can be made before, during or after the current financial year, with warnings appearing if posting outside the current period. A Lock date can be specified to prevent posting before a specified closed period. The financial year start date can be changed if required, although manual adjustment to financial figures will be required following this How many: Accounting periods can be set up? A single 12 month financial year is set up plus entry into the following year Years can be set up? The financial year start date is specified, which then ends 12 months later Can the length/ number of periods be adjusted to suit different customer requirements? 9.13 How many accounting periods can be open at any one time? Periods are all effectively open. As specified in 9.10 warnings are presented if entering transaction before / after the 32

33 financial year. A Lock date can be set to prevent processing before a set date How many years can be open at any one time? One practical but more possible 9.15 Can a period or year be re-opened after it has been closed? If : What controls are in place over this function? If : Is the data archived on the server? Is this accessible for reporting purposes? Can a previous year be restored from backup? 9.16 Can data from all accounting periods and years be accessed at any one time? Access control to resetting the financial year. An archive is created by default by the Year End process Can previous months and years be accessed for enquiries or reports? 9.18 Does the software handle posting date as well as document date? If : Are transactions analysed by posting date or document date? 9.19 Can transactions be posted to more than one accounting period at any point in time? Document date 9.20 Does this cover: General ledger? Sales ledger? 33

34 Purchase ledger? 9.21 Is it possible to allocate transactions to: Future periods? Previous closed periods?. Unless Lock Date set, and user not authorised to override A previously closed year?. Unless Lock Date set, and If : What controls are in place e.g. level of authorisation and on screen warnings? Will the software revise subsequent periods accordingly? user not authorised to override. A warning message appears to inform the user, posting is still possible. If a Lock Date has been set, and the user is not authorised to override, an error is presented and posting is not possible., unless locked How will transactions outside the current period be: Reported Accounted for in the VAT return? 9.23 Does the software permit use of budgets and provide comparisons between budgets and actuals? If : How many versions of budgets/forecasts can be maintained on the system? A late entry report, gives a report on transactions entered into a closed period, overriding the lock date. Forward posted taxable transaction can be identified in the VAT Audit. The VAT return prompts to optionally include an earlier unreconciled transactions. One by nominal code or department. departmental budgets in Instant. 34

35 9.24 Are budgets available for: General ledger? Sales ledger? Purchase ledger? Overheads? Balance sheet? 9.25 Can budgets be set by: Period? Annually? (the annual value is then divided equally between the 12 periods) 9.26 Can the software automatically generate budgets? Please state how this is achieved. When the year end process is run, the user has the choice to copy this year s actuals/budgets to become next year s budgets, with a percentage increase/ decrease What is the maximum value of transactions and of totals that can be handled by the software? 99,999, As stated 9.28 What is the maximum number of transactions that can be handled by the software? practical limit As stated 9.29 What is the maximum number of practical limit As stated accounts on each ledger: Sales ledger? Purchase ledger? practical limit As stated General ledger? 99,999,999 As stated 35

36 10 Reports 10.1 Are all reports adequately titled and dated? (E.g. report name, client name, data, period, batch, last entry number, period end, pages, numbers etc.) 10.2 Do the reports provide totals where applicable? 10.3 Are these totals calculated or taken from a control file? Please state the reports that do not feature calculated totals Is it clear when the report has ended? (totals or end markers) 10.5 Can reports be saved in electronic format (as distinct from just printing)? Are such files adequately protected from deletion or amendment? 10.6 Is a report writer provided as part of the software or as an add on? Please state the name of any third party package What level of knowledge is required to use the report writer e.g. beginner, regular user, expert? 10.8 Can the report writer make use of user-defined fields (including external fields)? Totals are calculated using a sum function within the inbuilt report designer program. Lists as CSV, PDF and others. PDF files have a reporting password otherwise - no., Sage Report Designer is included with the software. N/A Amending Regular Designing new - Expert, training offered. 36

37 10.9 Does the report writer enable: Separate access to each system area? Reports to be prepared which combines related data from a number of system areas (e.g. Customers Sales Stock items) in the same report? Can users define the parameters, columns, fields and selection criteria used on reports reported? Are standard reports always produced, even when they are nil returns? Is there an option for reports to exclude nil balances this year or where there are nil balances this year and last year, to enable a comparative report to be produced with the completeness of both years being maintained? Can screen layouts, reports and transaction formats be easily adapted to users requirements? Can a hard copy be produced of all screen enquiries? Can transaction files for all previous periods of the year be retained in the software to permit enquiries and reports? Are reports of all changes to standing data on customers, t always. Depending on the report there may be a data returned for this report message. t as standard. Screen layouts Reports Transaction formats - Some 37

38 suppliers, tax rates etc automatically generated or stored for later printing? If : Is the report able to capture the nature of the change, user id and data and time of the change? Are all transactions on all reports individually identifiable? Do the reports show whether items are debit or credit? Do reports give sufficient narrative and coding to enable cross referencing? Is it possible to drill down from reports to the ledgers and original transactions? N/A If applicable some reports are drillable, such as from P&L, balance sheet and trial balance to show full transaction details Can the software produce all requisite reports: Day books Trial balance Profit and loss account (not departmental in Instant & Instant Plus) Balance sheet (not departmental in Instant & Instant Plus) Aged debtors Aged creditors Aged stock. t Instant Aged unallocated cash (debtors) Aged unallocated cash (creditors) Budgets 38

39 Cash flow statement Some in Sage 50 Accounts not Instant or Instant Plus VAT reports VAT form EC Sales Listings Intrastat returns (SSD). Only in Accounts Professional Are the above reports standard within the software or do they have to be written? Is the age criteria fixed or user definable? Can the aged analysis and day book reports be in summary and detail? Do standard reporting options give sufficient flexibility to tailor individual reports? Standard User definable, using selection criteria Can all reports be reproduced after the period end but at the month end date: Transaction listings? Day books? Trial balance? Is it possible to print out retrospective month end aged sales and purchase ledger reports that agree back to the month end trial balance control account figures as at the month end? Do the standard budget reports provide sufficient analysis of variances? 39

40 10.29 Do such reports provide exception reporting, percentage analysis and comparatives? Do standard reports show sufficient analysis of trading results? (E.g. sales analysis by region)? Are all movements during each accounting period shown on sales, purchase, general, stock ledger detail reports? Do the sales and purchase ledger reports show how all partial payments or allocations (unallocated cash) have been treated? Is there a general ledger report that shows balances brought forward and carried forward plus all posted transactions in the period? Is a trial balance available? Is this in summary or detailed format? t as standard. Summary only Can the management accounts, profit and loss account and balance sheet be sufficiently analysed by: Project/job Cost centres Department. t Instant Division Company Group (if applicable) Can the above be user 40

41 defined by Period and/or range? What controls are there in place so that the user is aware of partly processed transactions: Unposted invoices VAT return warning Uninvoiced dispatches In reports Payments t possible Receipts t possible State the controls that are in place to ensure that the correct price/discount has been applied to invoices/credit notes? (e.g. Gross Margin reports) Detail all automatically generated documents for external use. (E.g. sales invoices and statements, remittance advices.) Can the software reproduce source documents? [E.g. sales invoices; POs, Remittance advices ] Are the duplicates an exact replica of the relevant financial and VAT accounting information as stored on original documents [i.e. they do not take account of any subsequent changes to the standing data? Invoice profit reports Product profitability reports Invoices Sales Credit tes Quotations Sales Orders Goods Despatched tes Purchase Orders Goods Received tes Remittances Statements (not Instant) Cheques, only Accounts Plus and Accounts Professional. 41

42 10.41 Are these clearly identified as duplicates? Does the software force the production of month-end reports? Can the reporting function make use of external data files? Does the report writer have the facility to scroll up and down when output to screen? Can all reports be run without the need for period-end procedures to be initiated? Does the report writer allow print previews of all reports? Can transactions and standing data be output directly to other formats e.g. CSV, txt, XML, PDF etc. for any period of time required?, but only from other Sage products. 42

43 11 Value Added Tax The following sections detail the general requirements/features of an accounting package in handling VAT. It cannot cover all eventualities or all users and where necessary members should contact their local HMRC office for detailed guidance. The overall objective is to accurately record the accounting for VAT in order to support VAT returns to HMRC Does the software have the facility to hold the following VAT information: UK VAT registration number? Intrastat code?. Accounts Professional only EC Code? EC VAT registration numbers (10)? VAT rates (please specify number available) How does the software handle roundings? Up to.49 rounded down.50 and above rounded up 11.3 Is this applied consistently? 11.4 Does the software handle VAT Scale charges with automatic double entry processing? 11.5 Does the software handle VAT calculation tolerances? If do any discrepancies produce: Warning? Appear in the audit trail?, but a VAT Audit can be run with a user defined tolerance. 43

44 Appear in the VAT exception report? 11.6 What security features (password/ audit trail) are in place to control changes made to: General ledger VAT control accounts? VAT tables set up and change? Tolerance levels? Invoice sales number table? Changes on VAT code on customer files? Changes on VAT code on stock files? VAT calculated on sales invoices or credit notes? 11.7 Does the software store and report a VAT return identifier [VRI]? 11.8 How does the software ensure that that each eligible posting is reported only once in a VAT return? Method of operation Controlled by user access rights. Controlled by user access rights. N/A User access rights to reset number sequence. Controlled by user access rights. Controlled by user access rights. Controlled by user access rights. The VAT Return is coded so that transactions appear in the correct box, and only once 11.9 VAT basis. Can the software handle: Invoice (standard) accounting? Cash accounting? If the software can handle both invoice (standard) and 44

45 cash methods of accounting for VAT is the basis clearly identified during set up? Does the software allow for a switching between methods? If : Is the change fully supported by audit trails to ensure proper VAT treatment of all transactions? Is this ability to change a basis of accounting clearly flagged, i.e. users warned etc Does the software alert the user that they require HMRC authorisation if they attempt to apply, retrospectively, the Cash Accounting Scheme for VAT accounting? Does the software provide useful and relevant information on switching in the software help section? Can the software handle the following VAT schemes:-, provided all transactions are VAT reconciled. Users are required to follow a set procedure before switching schemes is possible. It cannot be done accidentally Annual accounting scheme? manual processing steps Flat rate scheme? 45

46 Retail schemes? manual processing steps Account for VAT manual processing on the margin? steps Can the software be configured to handle partial exemption methods? - manual processing Please state the number of VAT codes available for VAT analysis How does the software handle: Outside scope? By default the T9 tax code is used for outside scope. This can be user configured Distance selling (supply to an unregistered EC customer)? Currently the standard UK tax code and rate is used if the EC Customer has no VAT number. When the rules change on 01/01/2015 a tax code for each member state s rate will need to be created How the software handle EC VAT: Goods and related service? Specific tax code Services only? Specific tax code Process? Triangulation? An indicator on the EC Sales List return (2 = triangulated) Does the software include the functionality to identify EU acquisitions? 46

47 If : Can the software generate acquisition tax? Can a report be generated of all EU acquisitions and the amounts of acquisition tax generated? Does the software include the functionality to identify transactions liable to reverse charge VAT? If : Can the software generate reverse charge VAT? Can a report be generated of all transactions liable to reverse charge VAT, and the amounts of tax where so generated? Does the software have a facility to reconcile the VAT returns amounts for input, output and net VAT payable/recoverable to the General ledger control account? How does the software handle late transactions posted outside the closed VAT return period? A prompt will appear when the user runs their next VAT return asking them whether or not the earlier dated unreconciled transactions should be included. 47

48 Input VAT (purchases) Can the software handle VAT inclusive amounts and automatically calculate the input VAT? Only on a single transaction basis Does the software require the following to be entered: Supplier reference? Supplier document reference?, optional Internal document, optional. reference? Invoice tax point date? Invoice posting period date? Invoice gross total? Calculated Invoice VAT amount? Individual invoice lines: Net amount? VAT rate? VAT code? Via a VAT table Does the software validate individual invoice line VAT amounts against the total invoice of VAT (less early settlement at discount) and accept or reject the amount subject to the software tolerance? Can the user override the software derived input VAT amount and input VAT as shown on the supplier invoice? 48

49 11.27 Does the software allow VAT to be reclaimed on the basis of registered but unposted invoices? If :- Does the software flag the status as: VAT not yet N/A reclaimed? VAT claimed? N/A Output VAT (sales) Does the software generate sales invoices? For each invoice generated is the following information included on the sales invoice: Unique software generated invoice sequential reference? Company name, address, EC country code and VAT number? The time of supply (tax point) Date of issue (if different to the time of supply) Customer s name (or trading name) and address, EC country code and VAT number (if applicable) t as standard 49

50 The unit price [applies to countable goods or services. E.g. an hourly rate; or a price for standard services.] A description which identifies the goods or services supplied? Does the software identify supplies that are zero-rated, exempt, no VAT applicable? Is this on the face of the invoice? Does the software handle Proforma invoices? If : Are the invoices clearly identified as this is not a tax invoice? VAT Reporting Does the software produce a VAT 100 form as standard? If : Does the software have a means of producing reports that support the completion of the VAT return? Is the VAT return information available by report on a three monthly basis or any other specified period?, special VAT code. N/A Any period specified 50

51 11.34 Is there a detailed and summary analysis of all transactions included in each return sorted by VAT code and transaction type making up the total in each of the boxes on the VAT 100 Form? Can the VAT return be recreated showing all the transactions which were included in the original VAT return? Does the software have a separate VAT audit log?, but there is a VAT exception log te where the software details the following non routine event in the audit trail or VAT audit log etc: Changes to VAT tables. Event log Change from invoice/cash VAT accounting or other Schemes VAT tolerance. N/A Changes to VAT rates on customer, supplier, product master files. Please specify Event log shows that a change has been made to the account but not which fields have been changed Are the above changes noted above stamped with a: User id? Software generated unique reference 51

52 number? Date and time? VAT postings Are all VAT postings recorded in the audit trail or VAT audit log? Does the software denote whether each transaction has been included in a reconciled VAT return? How does it denote which VAT Return the transaction has been included in? - on the audit trail Does the software produce a VAT Exception report detailing such transactions as: VAT amounts outside tolerance levels? Manual changes to software generated VAT? User sets the tolerance level at report time Write offs Zero value invoices? If for any of the above: How does the software document these occurrences? A write off is just a credit note, numerous reports are available for credit notes, which could be run just for those credit notes raised to the write off nominal code. 52

53 11.41 Does the software handle intra-community supply of goods? Does the software support production of an EC Sales List? If : Does the report show the country code, the customer name, their EC VAT number, the invoice reference and indicators for different types of despatches? Does the software produce invoice level reports that enable every value on each EC Sales List report to be traced to source documents? Does the software have a means of ensuring that each eligible posting on the EC Sales List is reported only once? (Please state how this is done within the software) How does the software handle triangulation? E.g. a movement of goods without a related invoice transaction Does the software produce the relevant documents in a format [e.g. CSV or XML] that can be uploaded direct to the HMRC gateway? The EC Sales List is coded to ensure eligible transactions only appear once. Hidden from user. A flag on the EC Sales List allows the user to define this. 53

54 11.47 Can these be electronically transmitted direct from the system? Does the software produce Intrastat reports where applicable?. Professional only. Accounts How are errors on VAT accounts corrected? How does the software handle the VAT on purchase and sales ledger contras? How does the software handle partially allowable expenditure, e.g. VAT on petrol invoices where employees are provided with petrol (adjustment required for own use)? Can the software handle cheque refunds to customers? If : How is the VAT accounted for under cash accounting? Can the software handle invoices with multiple rates of VAT? Either with a journal entry, or a compensating correcting transaction. Standard VAT the VAT is handled on the original invoice. in contras Accounts and Instant. Cash Accounting Automated contra entries are not possible. Manual process. (no cheques in Instant or Accounts). A Sales Payment transaction removes the VAT effect of the cheque being refunded. 54

55 11.54 How does the software handle write off of bad debts and the related VAT? The automated transactions exclude VAT, which is reclaimed with a manual journal. 55

56 12 Currency multi-currency in Instant and Instant Plus Is multi-currency processing available? If : State number of currencies available. Does this cover: General ledger? Sales ledger? Purchase ledger? Stock? 12.2 Is conversion to sterling automatic? If :- Does this cover General ledger? N/A Sales ledger? Purchase ledger? Stock? N/A 12.3 Can the user select which currency to value each of the ledgers? If :- Does this cover: General ledger? Sales ledger? Purchase ledger? Stock?, set per SL & PL account. N/A N/A N/A N/A 12.4 What are the currency capacities? 99,999, As stated 12.5 What are the maximum and minimum exchange rates? to 99,999, As stated 12.6 What approach will the Software House take towards handling the EURO? This is simply a currency available within the currency table, but if the UK joined the 56

57 Euro a facility would be provided What currency information is held: Currency Code/description? Country? Currency rate table? Date rates effective fromto? Previous rates held? 12.8 Can a base currency be selected? 12.9 Can the user over ride the exchange rates during a transaction? Can the user change the exchange rates per account? Is there a restriction on accounts to a single selected currency? If : What controls are in place over any changes? Can the user manually over ride the currency calculation? Are gains or losses on currency calculations automatically processed? Can the user over ride the calculation /processing of currency gains and losses? Each Sales, Purchase and Bank Account has an assigned currency, only transactions to that currency can be entered. 57

58 12.15 Can a user override an exchange rate on each transaction? Can the user define the treatment of foreign exchange gains/losses i.e. where posted to in the general ledger?, only to select the control account code Can ledger accounts be defined to take invoices/payments in specified currencies/ multiple currencies? Does the software prevent the deletion of the active currency? Does the software prevent use of duplicate currency codes? Only single specific currencies Can currency transactions be entered in selected currency and/or base currency? Can transactions be entered in multiple currencies? The currency on a transaction is locked to the currency on the record i.e. a Euro Customer can only have Euro transactions raised against it., but only a single currency per account How does the software handle exchange differences? When an invoice is paid, any exchange rate loss or gain is automatically posted to a specific nominal (general) ledger code How does the currency treat revaluations relating to: Ledgers (sales/ purchases) Monetary assets/ liabilities ne t handled automatically 58

59 General ledger accounts? A routine exists to revalue bank account foreign balances at one currency at a time. similar routine exists for other general ledger accounts. 59

60 13 Sales Order Processing and Invoice Production SOP only available in Accounts Professional. Invoicing only in other versions Does the software start with a quotation or the sales order? 13.2 Are recurring or schedule orders handled? 13.3 At quotation or initial order stage state how does the software: Checks stock availability? Highlight alternative stock? 13.4 How does the software check credit status of customer: On receipt of order? Prior to dispatch? 13.5 Can the software block: Customer orders? Deliveries? Invoice production? 13.6 Where stock is not available is a back order raised and a purchase order issued? 13.7 Does the software handle forward orders? Either a quotation or Sales Order can be used as the start point., recurring but not scheduled. When the stock quantity is entered the software check for availability. If insufficient stock is available a warning is presented. There is no alternative stock., only if the account is on hold., if the account is on hold. Creating the invoice directly. Where the invoice is created from a Sales Order despatch. 60

61 If is this: Only when stock is now available? Allocated from future planned stock? 13.8 Can multiple addresses be held for each customer (invoice and delivery address) Are the following documents produced: Quotations? Order confirmation? Picking lists? Labels? Dispatch/Delivery note? Invoices? Are the following reports available: Quotes for which orders not received? Orders received (analysis)? Items placed on backorder and/or purchase orders raised? Items dispatched not invoiced? Items ordered but not dispatched due to stock out? Gross margin (by invoice or item)? Are invoice details derived from order input? (e.g. prices, quantity) Can picking lists /dispatch notes be amended for non-availability of stock? If :- N/A N/A (not Instant or Instant Plus). - analysis not as standard - back orders only. - shortfall report 61

62 Is this reported? Are the items dispatched reflected in final invoice? Is there one dispatch note and invoice per order? How does the software ensure all dispatches are invoiced? E.g. where multiple dispatches are raised per order, or several orders on a single dispatch note Can manual invoices be raised (i.e. without a sales order)? Does the software produce proforma invoices as required? Can returned goods be processed to produce credit notes? Are these referenced to the original order/invoice? Will the product accept orders from the Web? If : How are web orders integrated with the sales order processing ledgers? What control features are available for checking web orders before processing? One invoice per dispatch note. Each part / full dispatch generates a unique invoice. - a credit note updates stock. t by default. Third party add-on software will allow this (see 18.10) N/A N/A 62

63 14 Purchase Order Processing 14.1 Does the software generate suggested orders? 14.2 Can orders be generated by the user? 14.3 Is the software easy and efficient to use, i.e. scroll backwards and forwards in the product file, tagging more than one item per order? 14.4 Can more than one supplier be allocated to each product? 14.5 Does the software hold details of substitute products if applicable? 14.6 Based on automatic and manual order generation (above) does the software produce a list of proposed purchase orders, if so, can these be easily amended? 14.7 Is stock availability updated for stock on order? 14.8 Can the software handle partially completed orders and returns? 14.9 Are receipts checked to orders and discrepancies reported? Are purchase invoices checked to purchase orders, confirmed receipts and discrepancies reported? POP only available in Accounts Professional. - no authorisation process 63

64 14.11 Are the following reports available: Purchase Orders raised (analysis)? Purchase Orders not received? Goods received discrepancies? Invoice to goods received discrepancies? Goods received not invoiced? Can the software handle back to back ordering? - analysis not as standard. - only with manual intervention. t as standard 64

65 15 Stock Control 15.1 What information is held in respect of stock (and are there any limits):- Stock list only in Instant Item numbers/ 30 A/N code and 60 A/N description? description Location(s)? Free text Quantity, (available, Calculated field allocated, on order)? Minimum and maximum - reorder level. stock levels? Reorder lead times? Supplier(s)? - single supplier Prices/cost/ discount. customer price lists in details? Instant and Accounts Batch/serial number? Weights etc? Other please specify? Category Intrastat Commodity Code (Accounts Professional only). Supplementary Unit Quantity Bar Code Sales / Purchase minal Code Tax Code Part number Department EC Vat description Unit of sale Stock Take Date and Quantity (not Instant) 15.2 How is stock updated? Dispatch of goods? Receipt of goods? Adjustments? Transfers between locations? 65

66 15.3 Is negative physical stock allowed? 15.4 Can the software handle sale or return stock? 15.5 Can the software handle variations to a standard pack of products? 15.6 What methods of stock valuations are allowed?, optionally. There is no concept of a standard pack of products Average FIFO LIFO Standard cost Other please specify N/A 15.7 How can stock enquiries be made, i.e. by product code, short name/supplier etc Does the software track orders and enable enquiries by date, e.g. list of all stock due on a particular day; stock to be dispatched on a set date? 15.9 Does the software facilitate the regular counting/ inspection of physical stock (e.g. by producing random/defined stock check lists)? Can the software handle more complex situations such as: By product code t as standard with a stock take feature (not Instant) Bill of materials, with multiple levels (Accounts Plus and Accounts Professional Only) Links to CAD/CAM systems 66

67 Job costings to collate and value WIP. Link to Sage Job Costing. 67

68 16 User Documentation This section applies to any of: online, hardcopy or other (e.g. WWW) documentation specify which are applicable. The majority of documentation is online and context sensitive Is the manual clearly laid out and understandable? 16.2 Is the manual comprehensive and accurate? A small printed 'getting started' manual is provided., online 16.3 Is there an index to the manual?, online 16.4 Is it easy to locate specific topics in the manual when required? 16.5 Is it easy to follow through all procedures in the manual? 16.6 Does the manual include:, online, online A tutorial section? Videos A guide to basic, online functions? Pictures of screens? Some Completed examples Some included in the manual? Specific error, online correction procedures? VAT information?, online 16.7 Does the documentation clearly specify the actions to be taken by users at each important stage of processing? 16.8 Are help screens available relating to the task in hand? (context sensitive help). 68

69 16.9 Do they provide on-line instructions on how to use particular features of the software? Can they be edited or prepared by the user? Will the Software House make the detailed program documentation (e.g. file definitions for third party links) available to the user, either directly or by deposit with a third party? Sage Developers are entitled to this information. Users deal with the developer for their third party needs. 69

70 17 Efficiency 17.1 Are the various functions of the software menu-driven, or otherwise easy to initiate? 17.2 Is there a good response time in the initiation of functions? 17.3 Is data entry easily repeated if similar to previous entry? 17.4 Does the software prevent access to a record while it is being updated? 17.5 Is there locking at file or record level? 17.6 Does the software allow for the running of reports whilst records are being updated? 17.7 Does the software retain a log of file updates until the next occasion on which the relevant information is reported or the relevant file used in a regular control procedure? 17.8 Can regular reports be easily duplicated if required? 17.9 Does the software warn the user when space is becoming short? Locking is at a file level and for some global function., plus a batch report facility. Only on install 70

71 18 Integration and www facilities 18.1 Are the different accounting modules integrated? 18.2 Are they integrated on real time basis or batch basis? 18.3 Can the integration of batches be by batch, weekly or monthly? 18.4 Is the ledger updating process satisfactorily controlled by the production of control reports? 18.5 What operating systems does the software run under? Real time N/A Windows 8.1 Windows 8 Windows 7 Windows Vista Windows Server 2012 Windows Server 2012 R2 Windows Server 2008 Windows Server 2008 R Which databases can be used? Sage 50 Accounts uses a proprietary flat file system, not a database 18.7 Can more than one software function be performed concurrently? 18.8 Can the software be linked to other packages e.g. word processing, graphics, financial modelling, to provide alternative display and reporting facilities?, with restrictions in place for specific routines. i.e. only 1 user can be performing a Year End, or calculating a VAT return, while 2 users could be processing journals simultaneously. 71

72 18.9 Can definable links to spreadsheets be created? The ODBC driver can be used to insert Sage 50 Accounts data into a spreadsheet Does the software integrate with any web trading software? External or Zynk for example Suppliers own? te which other business application software that can be linked to the software: Payroll?, both own & 3rd party Time/fees? MRP?, Sage ERP Fixed assets? - Extra module Document management software? 3rd party such as Draycir Spindle Job costing?, both own & 3rd party CIS? - Extra module Other please specify? A full suite of 3 rd party add-ons can be seen here Also Payments (Sage Pay) Is the software compatible with XML standards? If so in what respect? (input/ output/ other)? Only for VAT returns. 72

73 19 Support and maintenance 19.1 How is the software sold: Direct from Software House? Via Value Added Reseller (VAR)? 19.2 How is the product supported: Direct by Software House? By VAR? Accountants and Sage Resellers may also provide their own support Is the software sold based upon number of users or number of concurrent users? Concurrent users 19.4 Do VARs have to go through an accreditation process? Optional If : Please note the process. Need to pass exams for accreditation. If : Please explain how Exams not required for organisations are chosen accountants. to be VAR? 19.5 In the event of a dispute between Supplier and VAR how can the situation be resolved? 19.6 Detail the types of cover available. With 'commercial owner' and account managers SageCover SageCover Online SageCover Extra - priority service and enhancements included. Support and enhancements included in subscriptions. 73

74 19.7 Please note all method of support available : Telephone. - SageCover Modem link Internet. - SageCover Online Other specify. Webchat support Webinar Ask Sage database 19.8 Please provide an indicative cost of cover and what is included How often are general software enhancements provided? Examples for Sage 50 Accounts, single company one user. Licensed users: Sage Cover Online 166/year Sage Cover 336/year Sage Cover Extra 538/year Subcribers: Sage Cover Online 10/month Sage Cover 25/month Annually for Enhancements As required for bug fixes Will they be given free of charge? Bug fixes Enhancements -, except for subscription users and those with SageCover Extra How are enhancements and bug fixes provided to customers? Is hot line support to assist with immediate problem solving available? If so, is there an additional cost involved? Bug fixes Auto update service, manual download or CD Enhancements DVD or manual download. When the software is initially purchased, a 45 day free support period is included. Support on known issues does not incur a charge. Any support thereafter is chargeable except for subscription users and those with SageCover Extra 74

75 19.14 At what times will this support be available? Who provides training: Software House? VAR? Is hardware and maintenance provided by: Software House? VAR? Is a warranty offered in respect of specification of the software? Will the software supplier/dealer make the program source code available to the user, either directly or by deposit with a third party (Escrow)? Are there any unduly restrictive conditions in the license for the software? Support is available 8am 6pm for SageCover Extra customers and 9am 5pm for SageCover customers., 45 days performing as documented. - Sage Developers are entitled to this information. Users deal with the developer for their third party needs. 75