ICAEW Accreditation Scheme. Financial Accounting Software Evaluation. Sage (UK) Ltd

Transcription

1 ICAEW Accreditation Scheme Financial Accounting Software Evaluation Sage (UK) Ltd Sage 50 Accounts Professional version 2011/ Sage Instant Accounts version 2011 (Incorporating Sage 50 Accounts Plus, Sage 50 Accounts and Sage Instant Accounts Plus versions 2011) Evaluation carried out by: IT Evaluation Services Date completed: 21 st July 2010 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 50 Accounts Professional v2011 and Sage Instant Accounts v2011 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 50 Accounts Professional v2011 and Sage Instant Accounts v2011, 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-upon-Tyne 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 v2011 was used throughout the evaluation then the differences with Sage Instant Accounts v2011 were examined. The evaluation covered the fully integrated sales, purchase and general ledgers and where appropriate sales order 3

4 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 and product 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 Software/hardware utilised Sage 50 Accounts Professional v2011 was used throughout the evaluation then the differences with Sage Instant Accounts v2011 were examined. The hardware used was a Dell Latitude D830 with an Intel Core2 Dou CPU 2.60Ghz processor with 3Gb RAM and 150Gb hard disk running Widows Vista. 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 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 10 terminals. The Sage Accounts range consists of Accounts, Accounts Plus and Accounts Professional (formally called Financial Controller). Sage Instant Accounts v2011 is a single user system and Sage Instant Accounts Plus v2011 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, 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 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. 4

5 3.3 Product background and Suitability for user Sage 50 Accounts Professional v2011 and its variants Accounts Plus and Accounts versions are product is sold as a full system of financials and commercials and includes bill of materials and fixed assets (not in the Accounts version). These later two areas were not covered in this evaluation. The Sage 50 Accounts v2011 and Sage Instant Accounts v2011 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. Differences between the Financial Products across the Range (high level) Sage Instant Accounts Sage Instant Accounts Plus Sage 50 Accounts Sage 50 Accounts Plus Sage 50 Accounts Professional Free and web based support 1 Year 1 Year 45 days 45 days 45 days Free e-learning Chargeable Chargeable Chargeable Manage individual projects and costs Manage your sales orders Create purchase individual invoices Manage purchase orders See your cash position at a glance Control budgets for key areas of your business New Import NEW in v2010 Convert currencies for foreign trading Control your stock Advanced Multi-user ready* Single Multi-company Manage components and assembled products Integrates with Sage Additions** Construction Industry Scheme ready* Integrates with Sage 50 Forecasting Integrates with Sage Construction* Integrates with Sage 50 Retail Solutions* Integrates with Sage 50 Manufacturing* Record e-bay transactions** Products to the left of the table are designed to be easy to learn and use; those to the right offer customers more depth and flexibility. *Additional purchase required **Additional purchase of Sage Additions required. These are products developed by the Sage Developer Community (not Sage) that integrate with some Sage products. 5

6 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, Job Costing, Forecast reporting, CRM, Construction and Online payment processing (via Sage Pay) and third party applications. 3.6 Software and hardware specifications Development environment C++ and C# Server platforms Windows 2003 Server, Windows 2008 Server, limited Citrix support Databases Proprietary Operating software Windows 2003, XP, Windows 2008, Vista, Windows Protocols Standard TCP/IP is utilised to communicate between the clients and the server Minimum client PC specification Minimum Recommended Hardware Processor 1 GHz 2 GHz Memory (RAM) 512 MB 1 GB Hard Disk Space 700 MB of free space 1 GB of free space Operating System 1 Microsoft Windows XP, Windows 2000, Microsoft Windows XP, Windows 2000, Windows Server 2003, Windows Server 2008, Windows Server 2003, Windows Server 2008, Windows Vista Windows Vista Internet Browser 2 NA NA Network Connectivity MB local area network 1 GB local area network equipment with high speed (2 MB min) external broadband or leased line connection Display 1024 x 768 resolution 1024 x 768 resolution Drive CD-ROM CD-ROM / DVD-ROM drive Support and maintenance Comprehensive support is provided by both Sage and its Business Partners. Training is provided at Sage training centre throughout the UK and two levels of support are offered. 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. 6

7 3.7 Software installation and support Sage Line 50 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 have built up a world-wide network of 20,000 active Business Partners, over 3,000 of which are based in the UK. Sage 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). 3.9 Limitations Limitations for Sage 50 Accounts Professional (note also differences in Accounts and Accounts Plus versions in the above table) Passwords are optional and can be set by system administrator. The user is responsible for setting a suitable security policy for password access. No report on user access levels No reports on master file or standing data changes but some recorded in event log No batch control totals Can input values to control accounts with warning No controls for overriding discounts or accepting settlement discounts Unable to restore data once archived but it can be reported upon Cannot consolidate companies with different sets of accounts No purchase invoice register but has batch input Budgets only for general ledger accounts Transaction cross-references on screen only not reports No aged stock or aged unallocated cash in sales and purchase ledgers Reports do not show partial payments or allocations Trial balance does not show carried and brought forward Duplicate documents not identified as copies Special VAT schemes not specifically handled EC country codes not shown on invoices No checks for duplicate posting on EC Sales List Multi-currency (Professional only) only in sales and purchase ledger and cash book No previous exchange rates held Only base or single currency per sales or purchase account Revaluation only of bank accounts in cashbook No scheduled orders handled No alternative stock items 7

8 No SOP order confirmation documents produced No stock order discrepancies reported No automatic forward order handling Only one supplier can be allocated per stock item Limited standard reports in POP No back to back ordering Single location stock No maximum or minimum stock levels but reorder levels and quantities No batch or serial number processing No variations to standard packs of products Only FIFO stock valuation No tracking of orders by date Additional limitations for Sage Instant Accounts (note also differences in Instant Accounts Plus in the above table) Single user only No automatic accruals or prepayments generated Single price and settlement discount only No sales & purchase ledger contras Single company only plus demo company No cost centres, departments or divisions 12 fixed monthly periods only No controls for overriding settlement discounts No budgets No intrastat reporting No analysis of P & L and balance sheet by project/cost centres/departments No proformas No VAT scale charges Single address per sales/purchase account Only sales invoices, credit notes and statements produced No multi-currency No Sales Order Processing only invoice generation No Purchase Order Processing No stock control only stock list 4 Evaluation conclusion There were no areas in the evaluation that gave concern. Sage 50 Accounts Professional v 2011 and Sage Instant Accounts v2011are well designed accounting packages that has been competently written and is 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. 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 system provides multicurrency only in the Sage 50 Accounts Professional version by holding all transactions in base as well as the foreign currency in the sales and purchase ledgers. It is easy to use and learn and very flexible in its approach, with customisable parameters and tables and with the ability for users to develop new reports. 8

9 Disclaimer Any organisation considering the purchase of Sage 50 Accounts Professional v2011 or Sage Instant Accounts v2011 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. 9

10 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? Does the software allow for each user to have separate log on (user ids)? If No: How does the software track user activity? User logons with encrypted passwords in Sage 50 range and Instant Plus. Instant single user Instant single user No optional. Sage 50 range and Instant Plus only. Fully configurable for each individual and each piece of functionality. Not Instant. N/A optional. Instant single user 10

11 5.5.6 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)? 5.6 Please state how security allows for access to be specified separately for : Read? Read and write? Delete and amend? 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 Optional system administrator can set other passwords. Instant N/A None. Access to area of program not Specific to Read / Read & Write., only such fields as bank balances. Instant N/A 11

12 for changes to sensitive data, such as customer credit limits? 5.9 Please specify the specific security procedures (by passwords or warnings) over the: Update of ledgers User access rights. Instant N/A Closing of accounting No periods closed periods Deletion of transactions User access rights. Instant N/A Archiving of transactions. User access rights. Instant N/A 5.10 Is it impossible to delete a transaction? If No: 5.11 How are deletions controlled by the system? 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? Requires access to File maintenance. Transactions are marked as deleted. No on screen but you can create a custom report. Instant N/A N/A 12

13 5.17 Is there a clear indication in the software or manuals as to how the data is: Backed-up? Recovered? 5.18 Back ups How are back ups 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? before running data fix only 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? May be able to return to previous transaction or can run data fix. 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? File maintenance checks data/balances etc. There is also an event log. 13

14 5.21 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? Security violations? 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? Are all standing data changes recorded in the audit trail? If : Does each change have a system generated reference allocated? No, master file changes are general resets of data (completely clearing out the customer table, etc.) but recorded in event log. N/A Originator only. Not Instant. No, some in event log. 14

15 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? Originator. Instant N/A Not differentiated, given unique reference number 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? 4 digit years N/A 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? /mostly by lookup tables 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) 6.8 Does the software allow for batch control totals? If : Are batches automatically numbered? Are batches forced to balance before ledger update? Validation before postings and posting to control accounts All. Uses unique id. N/A N/A 16

17 6.8.3 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? 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? N/A Can t delete accounts with Transactions, use of Check data Routines Date verification on transaction post Some, but with warnings. 17

18 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? 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? Check data in file maintenance. Day book reports not Instant Not Instant At month end processing. Instant N/A No, only batch invoice entry screens - S/L & P/L G/L each stock item Both 18

19 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? 6.26 Is there an ability to automatically amend stock if applicable? 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? Instant Accounts single price and only settlement discounts Does this apply to: Sales ledger? Purchase ledger? 19

20 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? Purchases? General? Stock? Instant stock list only 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)? User access, not Instant. All must have unique references. Originator Credit limits yes. Discounts only with password control of account access not Instant 6.43 Are these adequately reported? 20

21 6.44 Does the software accept input files from other computer packages? If : What formats are accepted? What controls are in place over the interface? 6.45 Does the software have a facility for calculating interest on late payments? CSV. Excel. SDO (Sage developers) Controlled via access rights and transaction/field validation. 21

22 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? Optional clears turnover & posts prepayment, accurals & depreciation. Instant only clears turnover Instant stock list only Must have zero balance and no Transactions on audit or stock Files. 22

23 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? 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? Ref. 30A/N, Description 60A/N. Ref. 30A/N, Description 60 A/N. Ref. 30A/N, Description 60A/N. Ref. 30A/N, Description 60A/N. No Cannot create duplicates. Can drill to transactions from invoices, records from transactions etc, some reports have drill to more detailed reports. Configurable default settings for each area., some 23

24 7.15 What controls are within the software over changes to parameters and tables e.g. reporting, password etc? 7.16 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? User access rights via their login. N/A Instant At year end. Held as a separate, read only company. Not required, archived data can be opened like normal company data (as read only). 24

25 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? Not generally except for SOP (not Instant). But guidance is given via interactive help. No, only non financial changes but amendments cannot be posted to ledgers. Check data in file maintenance. 25

26 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? Process Maps, Wizards. Interactive help (month/year end) & control accounts Instant single user Instant single company Unlimited (not Instant) not Instant but will include missing accounts companies must be in same financial year. N/A Instant 3 types (nominal code. cost type and cost code) plus departments and projects. None in Instant Can allocate departments to cost codes. Further configuration available in project costing. Not Instant 26

27 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? 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? Closed period not used. Program warns prior to user posting transactions out of financial year. No set periods No limits All All No closure. N/A Archiving location configurable., but not from archive 27

28 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? 9.21 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? 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? Document date, but posting date can be seen No closed periods No closed years On screen warnings, asking user to confirm they want to post outside of current year. Not previous year. Date sensitive reports via configurable criteria, Back dated unreconciled transactions are picked up in latest return. not Instant. 2 - budget & forecast. 3 levels G/L code, department overview & departments in depth not Instant 28

29 9.24 Are budgets available for: General ledger? Sales ledger? Purchase ledger? Overheads? Balance sheet? 9.25 Can budgets be set by: Period? Annually? No budgets in Instant 9.26 Can the software automatically generate budgets? If :- Please state how this is achieved. By running year end using prior year actual or budgets with +/- % change What is the maximum value of transactions and of totals that can be handled by the software? 9(9).99 As Stated 9.28 What is the maximum number of transactions that can be handled by the software? 9.29 What is the maximum number of accounts on each ledger: Sales ledger? Purchase ledger? General ledger? Unlimited Unlimited Unlimited Unlimited As stated As stated As stated As stated 29

30 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. Depends on report. Lists (of accounts etc) on standard reports No Provided as part of software N/A 10.8 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)? Regular user after training. (excluding external). 30

31 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? Are reports of all changes to standing data on customers, suppliers, tax rates etc Some where required others state no transactions (e.g. VAT Return) (screen layouts limited e.g. hiding columns), reports with report writer, no changes to transaction formats. 31

32 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 Intrastat returns (SSD) N/A - where applicable where applicable On screen enquiry only with drill down There are a limited number of drillable reports which drill to more detailed reports. No No No not Instant not Instant not Instant 32

33 10.23 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 Definable 4 periods 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)? No budgets in Instant No, via report writer 33

34 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? Stock list only in Instant No, on screen only No, via report writer Can the management accounts, profit and loss account and balance sheet be sufficiently analysed by: None for Instant Project/job Cost centres Department Division Company Group (if applicable) After Consolidation 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 Each invoice has a status. Dispatch creates the invoice. Instant no dispatches only invoices N/A N/A 34

35 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.) Profit button on invoice, plus reporting available. Not for Instant Sales Invoices / Credit Notes, Purchase Orders, Statements Remittance Advices, VAT 100, Cheques & Delivery Notes. No POs, Remittances, Cheques & Delivery Notes in Instant 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? 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? Sales Invoices / Credit Notes, Purchase Orders, VAT 100 & Delivery Notes. See above for Instant Most yes, sales invoices / credits and purchase orders 35

36 10.46 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? 36

37 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) (99) 11.2 How does the software handle roundings? Rounds to 2dp 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? not Instant On P/L only. Checked in Audit Assistant & Item VAT amendable No 37

38 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 Instant single user User Access rights and warnings when posting. User Access rights. None. User Access rights User Access rights User Access rights Item VAT amendable by all or can be set to non amendable Has a VAT reconciled flag against each transaction VAT basis. Can the software handle: Invoice (standard) accounting? Cash accounting? If the software can handle both invoice (standard) and cash methods of accounting for VAT is the basis clearly identified during set up? 38

39 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? Can the software handle the following VAT schemes:- Cannot change with unreconciled transactions. In VAT Guide. No Annual accounting No, but work around article scheme? available Flat rate scheme? not Instant Retail schemes? No, but work around article available Account for VAT on the margin? No, but work around article available Can the software be configured to handle partial exemption methods? No, but work around article available Please state the number of VAT codes available for VAT analysis

40 11.15 How does the software handle: Outside scope? Has a set VAT code T Distance selling (supply to an unregistered EC customer)? How the software handle EC VAT:- User to set up a new tax code Goods and related Specific pre allocated tax service? codes (T4, T7 & T8) Services only? Specific pre allocated tax codes (T22 & T25) Process? As above Triangulation? EC Sales list Does the software include the functionality to identify EU acquisitions? Tax code T7 & T8 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? Accounts for notional VAT on taxable goods 40

41 11.22 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? Input VAT (purchases) Can the software handle VAT inclusive amounts and automatically calculate the input VAT? Posted to next VAT return but the user has option to include/exclude. - can calculate net Does the software require the following to be entered: Supplier reference? Supplier document Optional reference? Internal document Optional reference? Invoice tax point Mandatory date? Invoice posting No document date period date? Invoice gross total? Optional Invoice VAT Calculated automatically amount? Individual invoice lines: net amount 41

42 VAT rate (optional from VAT code, product supplier) 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 VAT code only 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: Unique software generated invoice reference, 42

43 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 Does the software identify supplies that are zero-rated or exempt on an invoice and that there is no VAT payable?, but not the EC country code If : Is this by way of a report? No on invoice Does the software handle Proforma invoices? If : Are the invoices clearly identified as this is not a tax invoice? not Instant 43

44 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? Any specified period VAT audit check Note where the software details the following non routine event in the audit trail or VAT audit log etc: Changes to VAT tables. Event log (optional) Change from No invoice/cash VAT accounting or other Schemes VAT tolerance. N/A 44

45 Changes to VAT rates on customer, supplier, product master files. Event log (optional) Are the above changes noted above stamped with a: User id? N/A Instant Software generated unique reference 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? Audit trail and VAT ledger VRI Number Does the software produce a VAT Exception report detailing such transactions as: VAT amounts outside tolerance levels? Manual changes to software generated VAT? Via Prepare for Audit Assistant function Write offs No user can create report Zero value Via Audit Assistant invoices? function 45

46 If No for any of the above: How does the software document these occurrences? 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? User can create a report not Instant Manual checkbox within EC Sales list 46

47 11.55 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? Can the software handle invoices with multiple rates of VAT? How does the software handle write off of bad debts and the related VAT? not Instant Manual journals Shown as both Sale and Purchase not Instant VAT amendable or adjustments to VAT return Refund is posted against paid invoice so VAT nets out VAT to be reclaimed manually 47

48 12 Currency 12.1 Is multi-currency processing available? If : State number of currencies available Does this cover: General ledger Accounts Professional only. No currency in other versions or Instant 99 No, but bank accounts in Cash Book Sales ledger Purchase ledger Stock No (but has foreign currency price lists) To base currency Is conversion to sterling automatic? If : Does this cover General ledger N/A - Cash Book Sales ledger Purchase ledger Stock N/A Can the user select which currency to value each of the ledgers? If : Does this cover: General ledger Sales ledger Purchase ledger Stock No N/A N/A N/A N/A What are the currency capacities? What are the maximum and minimum exchange rates? What approach will the Software House take towards handling the EURO? 9(9).99 As stated multipliers Can either be the base currency or a customer / supplier currency. A conversion routine would be supplied As stated 48

49 12.2 What currency information is held: Currency Code/description? Country? (separate file) Currency rate table? Date rates effective fromto? No Previous rates held? No 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? No Currency cannot be changed once transactions exist for that customer/supplier. Can change exchange rate. Only by changing exchange rate Can a user override an exchange rate on each transaction? 49

50 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? Only by changing the G/L control account Single currency per account., list supplied and currencies cannot be deleted currency selected by table entry Selected currency only Single currency per customer / supplier Posts to control account None None Revaluation of bank accounts in Cash Book 50

51 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. Either Instant invoicing only Recurring only No 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? 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: No No No Optional N/A N/A not Instant Invoices and quotes only for Instant 51

52 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? Quotes only for Instant All quotes by date / customer range in POP Dispatch creates invoice., also shows quantity to order, by invoice with drill down, item and customer (not item in Instant) N/A N/A No part deliveries of orders is allowed so multiple dispatch notes are possible. Instant no deliveries 52

53 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? Invoice automatically produced for each despatch not Instant, including Instant. No - Instant No, but credit note reinstates stock. (Credit notes only Instant) Only manually Invoices can be created via SagePay. Web orders, once processed become standard invoices and are displayed within the Invoice ledger (web invoices in Instant) There is a preview wizard where you can examine transaction received before processing. 53

54 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:, shortfall generator creates orders. No POP in Instant Completed orders but not returns. Receipts cannot be greater than ordered no discrepancy report Purchase invoices are created from PO receipts but no discrepancies reported 54

55 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?, by supplier, date and item 55

56 15 Stock Control 15.1 What information is held in respect of stock (and are there any limits):- Instant stock list only Item numbers/ description? Code 30 A/N, description 60 A/N Location(s)? not multiple Quantity, (available, (not Instant) allocated, on order)? Minimum and maximum Reorder level & quantity (not stock levels? Instant) Reorder lead times? Supplier(s)? Single Prices/cost/ discount details? Batch/serial number? No - (Bar Code field) Weights etc? Other please specify? Supplier item no. (including Instant), last stock take details and last order date 15.2 How is stock updated? Not Instant 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? 15.5 Can the software handle variations to a standard pack of products? 15.6 What methods of stock valuations are allowed? 56

57 Average FIFO LIFO Standard cost Other please specify None 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. Normally product code but can search by any field on stock file Instant name & code only Stock due by date but not deliveries Not Instant, multiple levels 57

58 16 User Documentation This section applies to any of: online, hardcopy or other (e.g. WWW) documentation specify which are applicable Is the manual clearly laid out and understandable? All help is in PDF, HTML and video format 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: Manuals have table of contents as well as context sensitive help on F A tutorial section? : Via videos, practice company and demo data A guide to basic functions? Pictures of screens?, in PDF guides Completed examples, some included in the manual? Specific error correction, some procedures? VAT information? 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 58

59 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? Only supplied to licensed third party developers 59

60 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?, also includes process maps. subject to hardware Records can be duplicated. Batch entry screens have copy and copy/increment via function keys. (Batch entry only in Instant) Instant single user. Depends on task being performed, mainly record level. Instant single user But each record has a date and time stamp. Only when disk space is too low to complete a task. 60

61 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 & optional batches User selects, daybooks. XP 2003 & 2008, Vista & Windows Which databases can be used? Proprietary 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? to Excel, Word & payroll Does the software integrate with any web trading software? External or Suppliers own? SagePay Note which other business application software that can be linked to the software: Numerous Sage and 3 rd party applications via Sage Data Object Payroll? Time/fees? Not Instant 61

62 MRP? Not Instant Fixed assets? Integrated. Not Instant Document Integrated but limited. Not management software? Instant Job costing? Not Instant CIS? Integrated. Not Instant Other please specify? Online Payments Is the software compatible with XML standards? If so in what respect? (input/ output/ other)?, report output. 62

63 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 Please provide an indicative cost of cover. Concurrent Optional Need to pass exams for accreditation. Exams not required for accountants. With Commercial owner and account managers SageCover, and SageCover Extra. GotoAssist. . Sage Cover up to 50% product cost / year. Sage Cover Extra up to 70% product cost / year 63

64 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? For life of product. Annual upgrades Depends on level of Cover. Automatic updates, a manual downloads page and CD (usually on request) requires SageCover. Requires SageCover Mon Fri 8am 6pm No Is a warranty offered in respect of specification of the software? 45 days 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? No 64

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