Mistakes to Avoid While Using Accounting Software

You may think that, once your accounting software is installed, accounting has suddenly become a breeze and takes care of itself. Unfortunately, nothing could be further from the truth. Here are some common mistakes that you should try to steer clear of, so that you get the best out of your accounting software package.

Mistake: Employees are not trained on the use of the software

Many of us tend to think that, as soon as the accounting software is installed, our staff will figure out how to use it. Unfortunately it is not that easy. The accounting software systems of today, even the ‘simpler’ versions, are extremely complex and require thorough staff training.

What you should do?

Gain the full benefit and take advantage of training courses offered by your software developer. Providing your employees with training will ensure that your employees are au fait with all the various features and best practices. Also, don’t forget that accounting software features are improved on continuously, and you will probably get updates every year, which makes staff training essential. Think of it like this: the more your employees know about the programme, the more effective they will be at their jobs, and the more beneficial it will be for your companies’ success. Knowledge is power, and motivated employees will generate benefits beyond the cost of training.

Mistake: Hiring personnel that doesn’t have the right qualifications

Your software programme is only as good as the people who work with it. So if your accounting package isn’t spitting out accurate reports, if your financials don’t add up and your budgets just don’t seem right, chances are that you don’t have the right person for the job working with your system. They may tell you that there is a problem with the accounting software, but it may just as likely be human error. Hiring the wrong person for the job can easily result in high costs in terms of loss of time spent on fixing mistakes, in the end, costing you more than if you would have hired a professional.

What you should do?

Hire someone that understands the financial side of your company and that is qualified to work with your accounting software, or at least has experience with similar accounting packages. Before you sign the employment agreement, ask them to perform a certain task on your system so that you can ascertain whether they are in fact able to work with your system.

Mistake: Not upgrading your accounting software

Accounting software packages usually receive annual updates. If you opt not to install these updates, you may eventually find yourself in a situation where you have to deal with challenging data compatibility conflicts. Also, some data or files may become corrupted or inaccessible over time.

What you should do?

Include system and software upgrades in your long-term business plan. Your accounting software should be updated regularly in order to prevent loss of important data.

Sage Pastel is South Africa’s leading developer of accounting, payroll, ERP and business software for the small, medium and large enterprise markets. Sage Pastel has many years of experience and is the preferred choice of South African businesses .

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