ICAEW Accreditation Scheme. Financial Accounting Software Evaluation. Sage (UK) Ltd. Sage Accpac ERP 500 version 5.5

Transcription

1 ICAEW Accreditation Scheme Financial Accounting Software Evaluation Sage (UK) Ltd Sage Accpac ERP 500 version 5.5 Evaluation carried out by: IT Evaluation Services Date completed: 11 th November 2009 Signed: ICAEW 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 ICAEW Version

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 Accpac ERP 500 version 5.5 against 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 Accpac ERP 500 version 5.5, a product specialist from a Sage business partner (Accord Consulting) completed the detailed questionnaire and provided it to the evaluator to examine. The evaluator then visited the Sage business partner s office in Edenbridge, Kent and in conjunction with the operation of the various aspects of the software assisted by a member of the business partner 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 the business partner s staff in order to clarify certain points. In the event of disagreement between Sage, the business partner and the evaluator, the evaluator's decision was taken as final and the response changed accordingly. Sage Accpac ERP 500 version 5.5, was used throughout the evaluation. The evaluation covered the fully integrated sales, purchase and general ledgers, cashbook and where appropriate sales order processing, sales invoicing, purchase order 3

4 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. Other modules in the range were not included in this evaluation. 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 Software/hardware utilised Dell Latitude D620 running Windows XP Professional v2002 service pack 2 with pro Centrino dual core processor, 4Gb RAM and a 148Gb disk. Sage Accpac ERP 500 version 5.5 was used throughout running on a MS SQL 2005 database. This machine was also used as the server via VMware running Windows 2003 server. 2.4 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 Accpac ERP is a web-based, enterprise solution designed for the global market place. It is a multi-platform, database independent solution available in over 70 countries worldwide. From single user installations to large corporate environments, Sage Accpac ERP is claimed to have the scalability, flexibility and reliability to suit all business needs. Sage claim the system-wide multi-currency functionality, compliance with many varied local accounting requirements, and a comprehensive global distribution and support base make it a product suitable for internationally orientated companies. 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 makes it easier for companies to manage their business processes. Formed in 1981, the Group was floated on the stock exchange in 1989 and now employs 13,000 people in its market leading companies world-wide. Working with its community of UK accountants, business partners, developers, banks and retailers, Sage 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. 3.3 Product background and Suitability for user Accpac s origins go back over 30 years, beginning in 1976, when the company was then known as the Basic Software Group. In the 80s it became the mid market accounting solution of choice in Canada. Computer Associates International Inc. 4

5 (now known as CA ) acquired the Basic Software Group in The ACCPAC name became the newly acquired company s standard brand name for its accounting applications worldwide in the late 1980 s, and continued that way for about 15 years. ACCPAC remained an independent business unit, of CA until its acquisition in March 2004 by Sage Software. Now known as Sage Accpac, part of Sage Software s Business Management Division (BMD), its flagship product is now branded as Sage Accpac ERP. 3.4 Typical implementation Multi-company, multi-region organisations with users. 3.5 Vertical applications Other Accpac modules including Project & Job Costing, Time/Fees and Fixed Assets plus Sage Payroll Professional, Misys MRP, and there are in excess of 300 vertical market products developed using the Accpac SDK and countless more add on s or integrated products. Sage Accpac is a very open system and allows integration to be developed by exposing its API layer through a Software Development Kit. 3.6 Software and hardware specifications Development environment C++/C# & Visual Basic Server platforms See details below in table Databases MS SQL, IBM DB2, Oracle, Pervasive SQL Operating software Windows or Linux Protocols TCP/IP Minimum client PC specification Component Operating System Database Microsoft SQL Server Database Minimum System Requirements (For Client/Server Installation) Client Workstation Microsoft Windows: Microsoft Windows XP Professional Microsoft Windows 2000 Workstation component of Microsoft SQL Server Server Microsoft Windows : Microsoft Windows 2003 Server*** Microsoft Windows 2000 Server Microsoft Windows 2000 Advanced Server Microsoft SQL Server 2000/2005 Processor 1.0 GHz Pentium 2.0 GHz Pentium Memory 512 MB For a 5-user system: 384 MB 5

6 Monitor SVGA with 256 or more colours minimum 800x600 resolution CD-ROM Drive Required Required Other Printer Pointing Device Free Disk Space Microsoft Excel 97/2000/XP/2003, for Financial Reports A printer capable of printing 224 characters per line A mouse, supported by Windows 300 MB for application files SVGA with 256 or more colours minimum 800x600 resolution ODBC driver for SQL Server database Component Operating System Minimum System Requirements (For Internet/Intranet Installation)** Client Workstation Microsoft Windows: Microsoft Windows XP Professional Microsoft Windows 2000 Server Microsoft Windows : Microsoft Windows 2003 Server*** Microsoft Windows 2000 Server Microsoft Windows 2000 Advanced Server Database N/A Microsoft SQL Server 2000 and 2005 Processor 1.0 GHz Pentium 2.0 GHz Pentium Memory 512 MB For a 5-user system: 384 MB Monitor SVGA with 256 or more colours minimum 800x600 resolution SVGA with 256 or more colours minimum 800x600 resolution CD-ROM Drive N/A Required DVD Drive Other Printer Pointing Device Free Disk Space For Web Deployed systems using Sage Accpac Web Reporting by Crystal Internet Explorer 5.5 and Excel 97/2000/XP/2003, for Financial Reports A printer capable of printing 224 characters per line A mouse, supported by Windows 300 MB for application files For Web Deployed systems using Sage Accpac Web Reporting by Crystal Internet Information Server 5.0, Sage Accpac Web Reporting by Crystal, ODBC driver for Microsoft SQL Server database and a minimum 10 MB network connection (100 MB recommended) between the Web server and workstations**** (**) For web-based deployment, the ISP, firewall or proxy server must allow DCOM traffic to pass in order for the Sage Accpac internet deployment to be successful. (***) Crystal Enterprise 8.0 is not supported on Windows 2003; you must use Crystal Enterprise Support and maintenance The product is supported in the UK by approved business partners who provide front line support. The escalation route is through the Sage R & D team based in Canada 3.7 Software installation and support The product is normally installed by the business partner who can offer consultancy assistance to configure the product and to train the users. This is 6

7 typically around 5-10 days for the financials and around days for the complete system. 3.8 Partner network and related accreditation process The business partner s network of resellers have to undergo training and accreditation exams and have regular refresher training. 3.9 Limitations No minimum age setting for passwords No previous passwords retained No log of errors or security violations Some database skills would be an advantage Log of changes to master files and standing data only available from database table or through use of a 3 rd party product Posting to control accounts is possible, but can be set to not allow No specific accrual/prepayment journal type No Accounts Payable registry No settlement discount facility No selective achieving No Sales or Purchase Ledger budgets Crystal Reports is needed for some detailed, tailored reports In certain circumstances duplicate documents may not be exact replicas, however, changes can be controlled No VAT scale charges or VAT tolerances No VAT return identifier Cash accounting is not supported No reverse charge VAT processing No file created for VAT 100 return, EC sales list and intrastat files require use of government interface 4 Evaluation conclusion Sage Accpac ERP 500 version 5.5 is an integrated business package that has full multicurrency and multi-company consolidation features. The package is supported through Sage business partners and the Sage R & D team in Canada who own the source and development rights. In terms of the functionality that is present in the current version and the target market for Sage Accpac ERP 500 version 5.5, the application has great flexibility and analysis capabilities that should be easily sufficient for the target market. It is easy to use, to personalise and has the ability to add unlimited optional fields. Disclaimer Any organisation considering the purchase of Sage Accpac ERP 500 version 5.5 should consider their requirements in the light of proposals from Sage Plc 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. 7

8 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) 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? User name & password. Can be linked to active directory for windows authentication. Can restrict access by function and day/time. Can control use of passwords when to reset etc. users can only see authorised options - security groups are created and users added to these groups. Sign-on by user Groups are flexible and can be by person, job function etc. No, done in conjunction with over all deployment of security on the system. Group / Role Based N/A 8

9 5.5.5 Does the software allow for each user to have separate log on (user ids)? If No: 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, 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)? N/A Passwords are secure both at a database and application level and not stored in human readable form digits No None 5.6 Please state how security allows for access to be specified separately for : Read? Security is built up in layers first user account parameters set, then user is added to security groups to control access to which applications, then profiles are applied that control if user can add, delete, amend etc Read and write? As

10 5.6.3 Delete and amend? As 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? If imported through the File Import function then all imports receive same validation as if you had manually entered data and can only be added to the DB once mandatory validation rules have been passed. 5.9 Please specify the specific security procedures (by passwords or warnings) over the: Update of ledgers User has to be in the correct security group with rights to the application and have the correct profile to allow posting Closing of accounting periods User has to be in the correct security group with rights to the application and have the correct profile to allow periods to be locked Deletion of transactions User has to be in the correct security group with rights to the application and have the correct profile to allow deletion and only un-posted batches can be deleted Archiving of transactions. No archiving 5.10 Is it impossible to delete a transaction? If No: 5.11 How are deletions controlled by the system? No, not in all circumstances. It is impossible to delete a posted batch. Only unposted batches can be deleted. A batch header is retained and flagged as deleted so there remains an audit that a batch had existed created by X and deleted by X 10

11 5.12 Are deleted transactions retained in the audit trail and denoted as such? 5.13 Can a report be produced detailing all current users, via user groups if relevant, and their authority levels and/or access rights? 5.14 If data can be accessed by separate reporting facilities, such as ODBC or separate report writer, is the user access security control applied? If No: Please explain any other protection in place to prevent unauthorised access to data with such facilities Is the level of security (described with this section) appropriate for the expected size of business using the software? 5.17 Is there a clear indication in the software or manuals as to how the data is: Backed-up? Recovered? As above No, but such access would also have their own security controls. Accpac is an n-tier system and as such the DB layer can be accessed based on DB security controls. The DB sa account should be password protected to prevent un-authorised access using in ODBC connections. Where the reporting tool allows it can be set-up to inherit Sage Accpac security rights. Sage Accpac Insight is an example of this. security can be deployed to suite any size or complexity of business. 11

12 5.18 Back ups How are back ups provided: Within the software application? Within the operating software? Within the application using a Data Dump/Restore facility. More commonly back-up is handled using a tool at the operating / DB level. No, within the application, they can be at operating / DB level. User can use the scheduler to prompt Are backup procedures automatic? Is the user forced or prompted to back-up at certain intervals? Can the intervals be customised? 5.19 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 being input at the time of the failure? Sage Accpac maintains a restart record for each transaction as it goes a long. So if there is a failure during transaction processing when the system comes back up it prompts the user that a restart record is present. This allows to restart process exactly at the previous point of failure. See above Are these automated? Do the recovery procedures work? 5.20 What features are available within the software to help track down processing problems? The application contains controls that aim to prevent processing problems from happening in the first instance such as validation at data entry stages. Where a problem does occur the system contains many reports that allow to track and trace transactions. In addition 12

13 there is an integrity check function that should be run periodically. This function can also fix minor issues automatically Are software messages clear? 5.22 Are user responses properly structured to ensure that erroneous key strikes do not lead to inappropriate actions? 5.23 I s there a software log which details: Error messages? No Security violations? No 5.24 Audit trail Does the software have a detailed audit trail? Is it impossible to turn off or delete the audit trail? 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?, by module of batches entered with drill down to transaction details, but only in a table in the database, as above plus there is a 3rd party add-on that allows deeper audit functions such as before and after changes., see above, see above 13

14 Are all standing data 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? 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 transaction? 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? Are all imported /interfaced transactions allocated a software generated reference number? How are transactions differentiated within the audit trail?, but only in a table in the database, as above plus there is a 3 rd party add-on that allows deeper audit functions such as before and after changes., see above, see above, as above plus there is a 3 rd party add-on that allows deeper audit functions such as before and after changes., batch number and entry number No, but a system generated batch and entry number forms a unique reference id. Unique reference number, batch number, entry number, source code. 14

15 5.25 What are the procedures for handling dates? (E.g. 2 digit years, 4 digit years). As Accpac is an international product date formats are specified in the system set-up and can be: DD/MM/YYYY MM/DD/YYYY In the case of two digits what is the break point for the century? Are dates handled consistently throughout the software? 4 digit years 15

16 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?, validation and some reasonableness checks 6.5 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) Key validations such as dates in date fields. Variable validation such as is this in an open period. Debits and Credits must balances. Certain defaults have interdependencies like account sets to currencies. Mandatory fields exist and these must be complete for a transaction to be posted. The user is prompted on screen if any validations fail. There are some key validations in the software some hard coded like checking for duplicate invoice numbers on a supplier when entering purchase invoices. Some configurable like checking 16

17 for duplicate amounts on a supplier when entering purchase invoices. Duplicate checks can be set to be warnings (visible warning on screen but user can continue) or errors (visible error message on screen and user can not continue). 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? 6.11 If are they: Rejected and reported on screen? Rejected and error reports generated? Accepted and posted to suspense? 6.12 Does the software have an automatic facility to correct/reverse/delete transactions?, generated as transactions are added No, in some cases No, reversal only 17

18 If : Are all the double entry transactions documented in the audit trail? 6.13 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? 6.15 Can automatic accruals or prepayments be generated? 6.16 Will these automatically be reversed after the period end? (G/L) 6.17 Does the software have a purchase invoice register?, via drill down There is a integrity check program that runs to check that: Sub ledgers balance to control accounts Batch detail lines equal batch totals Postings can only happen in open periods GL Entries equal to sub ledger batches Entries are posting to valid (open) GL Accounts but only if you specifically allow it when the control account is set-up. If you did you would be able to track manual entries to the control account by the source code allocated to each transaction. Source code would be GL-JE clearly identifying it had come from a manual transaction., possible but not a specific journal type No, need manual intervention No 18

19 6.18 Does the software permit multi debit/credit journals? 6.19 How are transactions identified on screen/reports as to: Type? Debit or credit? 6.20 Can separate nominal analysis codes be input for each invoice line? If : Does this cover: Sales ledger? Purchase ledger? Stock? 6.22 Can receipts and payments be matched to specific invoices? If :- Is this Automatic or manual? 6.23 Will the software permit part payments? 6.24 Will the software allow: Payments to be made to customers? Receipts to be received from suppliers? 6.25 Does the software handle purchase credit notes? By source codes in S/L & P/L In G/L on screen DR & CR are either different columns or amount plus document type. On reports it can be different columns or credits shown with a negative sign. Both are possible No No 6.26 Is there an ability to automatically amend stock if applicable? 19

20 6.27 Can the software generate sales credit notes? 6.28 Does the software handle discounts and promotions? 6.29 Does the software provide for early settlement discounts? 6.30 Can early settlement discounts be automatically generated? 6.31 Are there controls over accepting settlement discounts (e.g. time limits)? 6.32 Is VAT treated correctly on early settlement discounts? 6.33 Will the software permit the posting of unallocated cash to the ledgers? No No N/A N/A Does this apply to: Sales ledger? but clearly marked as such Purchase ledger? 6.34 Are unallocated cash/credit notes specifically reported for follow up? 6.35 Are outstanding transactions displayed for allocation? If does this apply to: Sales ledger? Purchase ledger? 6.36 Is it possible for new accounts to be created during input? 6.37 Does this cover the following ledgers: Sales? 20

21 Purchases? General? Stock? 6.38 What controls are there over the creation of new accounts? 6.39 Is the originator and/or authoriser identification logged by the software? 6.40 Is the user prevented or warned from overriding credit limits or discounts? (S/L) Does the software have a bank reconciliation facility? 6.42 Does the software enable transactions to be posted to the ledgers whilst performing a bank reconciliation (e.g. standing charges, bank charges etc)? Security set-up provides controls., in table in database or use 3 rd party software 6.43 Are these adequately reported? creates a GL batch Does the software accept input files from other computer packages? If : What formats are accepted? What controls are in place over the interface? XML, CSV, TXT, Excel, ODBC, MS Access & Dbase. Can also create imports via the SDK opening up API s which are compatible with DCOM, COM, Web Services etc. On importing a file the software applies the same validations as if keyed in manually. When a validation is breached the import stops the system stating on which record it stopped and why. A restart record is created so that 21

22 when the validation issue is fixed the user can restart the import from the failed record onwards Does the software have a facility for calculating interest on late payments? 22

23 7 File maintenance 7.1 Are ledgers: Open item? Balance forward? 7.2 Does the above cover: Sales ledger? Purchase ledger? General ledger? 7.3 Is a month end routine required to be undertaken? 7.4 Is the creation or amendment of standing data (e.g. customer account details) controlled by menu options? 7.5 Are menus: Application specific? User specific? 7.6 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? Sales Ledger? Purchase Ledger? Stock? 7.7 Are there any other constraints over the deletion of accounts? Can be set up for either for S/L and P/L Transactions are stored by period. ; but note multiple periods can be open at any time. Normally Application but it is possible to configure menus by user if required. User security 23

24 7.8 What is the size and format of reference numbers and descriptions within: General Ledger? Sales Ledger? Purchase Ledger? Stock? 7.9 Is the scope of the reference number adequate to permit sufficient depth of analysis? 7.10 How does the software guard against/warn about, duplicate account numbers on set up? 7.11 How does the software enable the traceability - from, to and through the accounting records - of any source document or interfaced transaction? 7.12 What drill down/around functionality is available within the software? Formats are configurable within the application to meet the needs of the client. Any number of additional reference or descriptions fields can be added to any part of the system. The maximum field length is 60 characters. Software will not allow duplicates and an on screen error message will be generated. Visible to the user the system has a batch number and entry number against every transaction that makes it unique. Behind the scenes at DB level the system stamps every transaction with a unique ID as well. The system also maintains a source code against a transaction that tells you which sub ledger and which document type you are looking at. For example AP-IN is Accounts Payable Invoice. Full drill down from TB to source document across sub ledgers. Can drill down from any level to the source document. Can also drill down from reports in excel to source documents in Sage Accpac. 24

25 7.13 Can reports be invoked which identify all the fields which have been modified? 7.14 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? 7.15 What controls are within the software over changes to parameters and tables e.g. reporting, password etc? No There is a 3 rd party Audit Logger extension that does allow this which has been written using the Accpac SDK by a Sage Development Partner., shows latest state or can use 3 rd party software as above Any system parameters are also stored in the DB. Changes to them are stamped with the User ID and Date / Time of change Does the software allow selective archiving of old data on a userdefined basis? 7.17 What controls are in place over the handling of archived data? 7.18 Can archived data be used for reporting purposes? 7.19 Does the software allow for the restoration of achieved data for audit without affecting current accounting data? No The system allows you to store 99 years of history. To achieve Sage suggest creating an achieve company using the DB Dump & Load then move the data into this achieve. Then use SQL script to delete achieved data from the live company., but not in conjunction with live data. No. 25

26 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? - no changes permitted, only reversals Integrity Program / Report 26

27 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? 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? Automatic updating of control accounts and security procedures, by type, both Unlimited 10 at the G/L Code Level but unlimited Optional Fields at Account or Transaction Levels. By use of a segment or optional field 27

28 9.10 How are periods handled by the software? 9.11 How many: Accounting periods can be set up? Years can be set up? 9.12 Can the length/ number of periods be adjusted to suit different user requirements? 9.13 How many accounting periods can be open at any one time? 9.14 How many years can be open at any one time? 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 No: 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? There is a fiscal calendar that is configurable. This defines the start and end date of each period on the system. When transactions are entered the user can specify the document date and posting date. The posting date defines the accounting period. Up to 14 per year Unlimited both are configurable Unlimited Unlimited Security access controls N/A N/A N/A 28

29 9.17 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? 9.20 Does this cover: General ledger? Sales ledger? Purchase ledger? Either but for period analysis the posting date defines the period Is it possible to allocate transactions to: Future periods? Previous closed periods? A previously closed year? If : What controls are in place e.g. level of authorisation and on screen warnings? Will the software revise subsequent periods accordingly? 9.22 How will transactions outside the current period be: Reported Accounted for in the VAT return?, need to reopen period, need to reopen year User security to unlock the period/year. They will be reported as they are in the ledger. The system maintains a series of VAT tables that get purged when at the final run of the VAT100. The VAT100 is run to a period end. So if there is a late 29

30 transaction that is posted after the VAT return is closed then the software will report it in the next VAT return as it will recognise it has not been previously reported. If a transaction is entered in advance of the closing VAT period then it will remain in the tax tables un-reported and unpurged until the relevant VAT period is reached 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? 9.24 Are budgets available for: General ledger? Sales ledger? Purchase ledger? Overheads? Balance sheet? 9.25 Can budgets be set by: Period? Annually? 9.26 Can the software automatically generate budgets? If :- Please state how this is achieved What is the maximum value of transactions and of totals that can be handled by the software? 9.28 What is the maximum number of transactions that can be handled by the software? Up to 5 No No Can copy previous years and increase by % or amount. This can be done at individual account level if required. Unlimited Unlimited 30

31 9.29 What is the maximum number of accounts on each ledger: Sales ledger? Purchase ledger? General ledger? Unlimited Unlimited Unlimited The largest Sales Ledger known is currently around 1million customer accounts 31

32 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)? 10.6 Are such files adequately protected from deletion or amendment? 10.7 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? 10.9 Can the report writer make use of user-defined fields (including external fields) Calculated in most cases. Some statistic based reports will take a total from a control table. Not from deletion; PDF files are protected from change, if outputted into Excel format then file can be altered once into Excel. Part of the software Two ways to write reports Crystal and Financial Statement Designer Crystal Reports Financial Statement Designer is designed for end users to use. Crystal does require a little more technical knowledge. 32

33 10.10 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?, Crystal all areas - Financial Statement Designer is for G/L only Crystal does., using Crystal where that is a relevant option., can add/delete fields and buttons in screen and transaction formats. Full adaptation in Crystal reports. 33

34 10.17 Are reports of all changes to standing data on customers, 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? Can the software produce all requisite reports: Day books Trial balance Profit and loss account Balance sheet Aged debtors Aged creditors Aged stock Aged unallocated cash (debtors) Aged unallocated cash (creditors) Budgets Cash flow statement VAT reports VAT form EC Sales Listings No, but in database table or use 3 rd party product. See above, in G/L, by type in S/L & P/L, optional setting 34

35 Intrastat returns (SSD) 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 daybook reports be in summary and detail? Do standard reporting options give sufficient flexibility to tailor individual reports? Standard User Definable Can all reports be reproduced after the period end 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? 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)? 35

36 10.32 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? Can the management accounts, profit and loss account and balance sheet be sufficiently analysed by: Project/job, if used Cost centres Department Division Company Group (if applicable) Can the above be user defined by Period and/or range? What controls are there in place so that the user is aware of partly processed transactions: Unposted invoices Uninvoiced dispatches Payments Receipts Batch List on screen showing un-posted batches & Batch Status Reports Reports showing status of orders Not possible to have partly processed payment. Not possible to have partly processed Receipts. 36

37 10.37 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? The sales history reports that show margin analysis. It is also possible to configure price check into the price list so that in real time when processing orders the system is controlling and checking prices. Can set price check to look at either margin or unit price and then if set to unit price check based on cost plus amount or cost plus %. Variance to these price check rules can be set by user and a % to allow a supervisor to over-ride when a sales person cannot. Purchase Orders Purchase Return Notes Sales Order Confirmation Delivery Notes Sales Invoices Credit Notes Debit Note Customer Statements Dunning Letters Remittance Advices Address Labels Cheques Normally yes, will take account of changes but bear in mind changes are controlled and only allowed in certain circumstances. 37

38 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? have to tick to say reprint at time of production. No 38

39 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. Software features 11.1 Does the software have the facility to hold the following VAT information: UK VAT registration number? Intrastat code? EC Code? EC VAT registration numbers (10)? VAT rates (please specify number available) unlimited based on set-up 11.2 How does the software handle roundings? Rounds 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 Appear in the VAT exception report? No Not specifically, VAT can only be overridden with correct security access as accepted No such report 39

40 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? Settings on the control account will prevent manual postings. User security set-up N/A User security set-up User security set-up and logged in database User security set-up and logged in database User security set-up No There are a series of Tax Tables that store tax details these are populated by the program logic at the time of posting. Method of operation 11.9 VAT basis. Can the software handle: Invoice (standard) accounting? Cash accounting? No only via a 3 rd party integrated solution If the software can handle both invoice (standard) and cash methods of accounting for VAT is the basis clearly identified during set up? N/A 40

41 11.11 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? N/A N/A N/A N/A N/A Can the software handle the following VAT schemes: Annual accounting scheme? Flat rate scheme?, via journals Retail schemes? Account for VAT on the margin? Not as standard Can the software be configured to handle partial exemption methods? Please state the number of VAT codes available for VAT analysis. Unlimited based on set-up 41

42 11.15 How does the software handle: Outside scope? Specified as a Tax Class Distance selling (supply to an unregistered EC customer)? How the software handle EC VAT:- Specified as a Tax Class Goods and related Specified as a Tax Class service? Services only? Specified as a Tax Class Process? Specified as a Tax Class Triangulation? Not as standard Does the software include the functionality to identify EU acquisitions? 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? Not as standard N/A N/A 42

43 11.23 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? Input VAT (purchases) Can the software handle VAT inclusive amounts and automatically calculate the input VAT? Every transaction has a transaction date and a posting date the posting date relates to the accounting period. The VAT return is run based on an as at posting date. So if an entry is added late, say after the VAT return then it automatically gets picked up in the next return Does the software require the following to be entered: Supplier reference? Not mandatory Supplier document reference? Internal document - automatic creation of reference? batch and entry number Invoice tax point date? Invoice posting period date? Invoice gross total? No calculated Invoice VAT No, calculated but can be amount? overridden subject to security access 43

44 Individual invoice lines: net amount VAT rate (optional from VAT code, product supplier) Comes from VAT code 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? Does the software allow VAT to be reclaimed on the basis of registered but unposted invoices? If : Does the software flag the status as:-, no settlement discount, subject to security access No N/A VAT not yet reclaimed? N/A VAT claimed? N/A Output VAT (sales) Does the software generate sales invoices? If : For each invoice generated is the following information included on the sales invoice:- 44

45 Unique software generated invoice reference Your name, address, EC country code and VAT number? The time of supply (tax point) Date of issue (if different to the time of supply) Your customer s name (or trading name) and address, EC country code and VAT number (if applicable) 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. No but can be added in the crystal report Does the software identify supplies that are zero-rated or exempt on an invoice and that there is no VAT payable? If : Is this by way of a report?, on invoice Does the software handle Proforma invoices 45

46 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 No: 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? 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? Note where the software details the following non routine event in the audit trail or VAT audit log etc: Changes to VAT tables. N/A Any specified period, in database VAT table shows effective date 46

47 Change from N/A invoice/cash VAT accounting or other Schemes VAT tolerance. N/A Changes to VAT rates on customer, supplier, product master files. In table in database Are the above changes noted above stamped with a: User id? In table in database Software In table in database generated unique reference number? Date and time? In table in database 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? Does the software produce a VAT Exception report detailing such transactions as: VAT amounts outside tolerance levels? there are a separate set of tax tables used by the system for VAT reporting., in database table It is purged from the table when VAT return is finalised can be seen in database table No 47

48 Manual changes to No software generated VAT? Write offs Zero value invoices? No If No for any of the above: How does the software document these occurrences? User can write any reports required to capture these 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). they are purged from the table when reporting is finalised 48

49 11.53 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? Can these be electronically transmitted direct from the system? Does the software produce Intrastat reports where applicable? 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? Not as standard Not for VAT 100 but produces files for EC sales list and Intrastat No, must use government interface Manual Journal Manual Journal through a clearing account Manual adjustment Credit note would also be created and this would have the effect of correcting VAT 49

50 11.62 Can the software handle invoices with multiple rates of VAT? How does the software handle write off of bad debts and the related VAT? Raise a credit note or an adjustment journal 50

51 12 Currency 12.1 Is multi-currency processing available? If : State number of currencies available Does this cover: General ledger Unlimited Sales ledger Purchase ledger Stock Is conversion to sterling automatic? If : Does this cover General ledger Sales ledger Purchase ledger Stock Can the user select which currency to value each of the ledgers? If : Does this cover: General ledger Sales ledger Purchase ledger Stock What are the currency capacities? What are the maximum and minimum exchange rates? What approach will the Software House take towards handling the EURO? Virtually unlimited Unlimited Have BASDA approval of Euro Compliance. 51

52 12.2 What currency information is held: Currency Code/description? Code, Description, Symbol, No of Decimal Places, Thousand Separator, Decimal Separator, Negative Display & Symbol Position Country? No Currency rate table? Date rates effective fromto? Previous rates held? 12.3 Can a base currency be selected? 12.4 Can the user over ride the exchange rates during a transaction? 12.5 Can the user change the exchange rates per account? 12.6 Is there a restriction on accounts to a single selected currency? If : What controls are in place over any changes? 12.7 Can the user manually over ride the currency calculation? 12.8 Are gains or losses on currency calculations automatically processed? 12.9 Can the user over ride the calculation /processing of currency gains and losses? Can a user override an exchange rate on each transaction? within a set range subject to security In G/L, yes, but not on a customer master or supplier master record., it is possible in G/L to control which currencies can be used. User security access controls No. No within a set range subject to security 52

53 12.11 Can the user define the treatment of foreign exchange gains/losses i.e. where posted to in the general ledger? 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? Can currency transactions be entered in selected currency and/or base currency? Can transactions be entered in multiple currencies? How does the software handle exchange differences? How does the currency treat revaluations relating to: Ledgers (sales/ purchases) Monetary assets/ liabilities General ledger accounts?, set up a default account, S/L single currency invoices multi-currency receipts; P/L multi-currency invoices payments normally to match invoice currency, see G/L can be set to single or selected currencies, within a batch Automatic creation of gains and losses. Can be set-up to be realised or unrealised. Automated general ledger journal created at period end. As above As above 53

54 13 Sales Order Processing and Invoice Production 13.1 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 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? 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). Either (quote possible but not mandatory), but only recurring Real time look up and display on screen of Available stock, stock on PO, stock on SO, Stock on Hand Each item can have one alternate item., provisional purchase order raised No 54

55 13.9 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 : Is this reported? Are the items dispatched reflected in final invoice? Is there one dispatch note and invoice per order?, by customer, salesman & item No, can be many shipments and many invoices per order 55

56 13.14 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? Report to show shipments not invoiced, selected items Treated like a normal order but source is Web Same as for any order. 56

57 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? Are the following reports available:, provisional purchase orders, up to 7 suppliers shown as stock on PO 57

58 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?, can see on a report or set up special report, can see on a report or set up special report 58

59 15 Stock Control 15.1 What information is held in respect of stock (and are there any limits): Item numbers/, 60 character description & description? 250 character long description Location(s)?, plus warehouses Quantity, (available, allocated, on order)? Minimum and maximum, plus reorder level stock levels? Reorder lead times?, can set up an optional field Supplier(s)?, up to Prices/cost/ discount details? Batch/serial number?, one or the other set-up globally Weights etc? Other please specify? Units of Measure Commodity Number Weight Unit of Measure Item Taxes Default Price List Alternate Item Bar codes 15.2 How is stock updated? Dispatch of goods? Receipt of goods? Adjustments? Transfers between locations? 15.3 Is negative physical stock allowed? 15.4 Can the software handle sale or return stock? Possible to switch this on but it is not recommened! 59

60 15.5 Can the software handle variations to a standard pack of products? 15.6 What methods of stock valuations are allowed? Set by item Average FIFO LIFO Standard cost Other please specify Most Recent Cost User Specified 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: Bill of materials Links to CAD/CAM systems Job costings to collate and value WIP. SKU, Description, Short Name, Category, Status, Picking Sequence, Alternate Item. Location, Supplier, except for random Multi-level BOM & Kits No 60

61 16 User Documentation This section applies to any of: online, hardcopy or other (e.g. WWW) documentation specify which are applicable. PDF files per module Getting Started & User Guide 16.1 Is the manual clearly laid out and understandable? 16.2 Is the manual comprehensive and accurate? 16.3 Is there an index to the manual? 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:, search facility A tutorial section? A guide to basic functions? Pictures of screens? Completed examples included in the manual? Specific error correction No procedures? VAT information?, generic and not UK specific 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)., at screen level, index & search 16.9 Can they be edited or prepared by the user? No 61

62 16.10 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? 62

63 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? & icons, subject to hardware No but it is read only Record Level in some cases, real time update There are no space constraints 63

64 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? Can set-up for either By batch, optional reports Windows or Linux 18.6 Which databases can be used? MS SQL, IBM DB2, Oracle, Pervasive SQL 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? 18.9 Can definable links to spreadsheets be created? Does the software integrate with any web trading software? External or Incinity out of the box or any using SDK & API s Suppliers own? No 64

65 18.11 Note which other business application software that can be linked to the software: Sage Accpac is a very open system and allows integration to be developed by exposing its API layer through a Software Development Kit. There are many hundreds of products that have been linked to Sage Accpac Payroll? Sage Payroll Professional Time/fees? Plus has own module MRP? Misys Fixed assets? Plus has own module Document Version One management software? Job costing? Has own module CIS? Other please There are in excess of 300 specify? vertical market products developed using the Accpac SDK and countless more add on s or integrated products Is the software compatible with XML standards? If so in what respect? (input/ output/ other)? All standard imports / exports can handle XML as a format. 65

66 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? 19.3 Is the software sold based upon number of users or number of concurrent users? 19.4 Do VARs have to go through an accreditation process? If please note the process If No please explain how organisations are chosen 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 Please note all method of support available : Telephone Modem link Internet Other specify. No No Concurrent users training and accreditation exam & refreshers N/A Sage Customer Service Team handle and disputes. Clients can purchase just software assurance which entitles them to latest versions and hot fixes. Or they can buy just a help desk service from a VAR or both. Will be dependant of the VAR. Typically it is: No VPN & 66

67 19.8 Please provide an indicative cost of cover Are bug fixes free of charge? For how long? 19.9 How often are general software enhancements provided? Will they be given free of charge? 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? At what times will this support be available? Who provides training: Direct from Software House? From a VAR? Is hardware and maintenance provided by: Software House? VAR? Typically 20% of total cost of software and licenses for both Software Assurance and Help Desk. Depend on VAR If they have Software Assurance in place. For duration of Software Assurance Annually If they have software assurance Via support web site, via VAR Normally included in support contract from VAR Typically a basic support of Mon Fri 9am 5pm. This can be upgraded by some VARs to 8am to 10pm or to 24 x 7 a premium is charged for these extra service hours. No No 67

68 19.17 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? End User License Agreement 90 days It is held in Escrow and released under certain conditions such as software house liquidation. No 68

69 69