Computer Services
Connecting Your Business With the Right Computer System
Selecting the right computer system for your business is an investment in your
company's growth and overall success. A computer that is suited to your business' needs
will enable you to:
 | Run Your Business More Efficiently & Cost-Effectively |
| Expand Your Financial Management Capabilities |
| Help Increase Profitability |
Certified public accountants (CPAs) can assist you in identifying a computer system
that fits the requirements of your particular business.
AUTOMATING YOUR BUSINESS
Computerizing your business involves more than just going out and purchasing the latest
model. It requires extensive planning and research. Before purchasing a system, make sure
you consider questions such as:
| What do you expect the computer system to accomplish? |
| Will installing the system be cost-effective? |
| What are your hardware and software needs? |
| Does the software you need exist, or does it have to be developed? |
| Is the hardware compatible with your software selection? |
| What will the entire conversion cost you financially and in terms of time? |
| How can employees be trained to operate the new system effectively? |
CPAs can help you answer these questions to ensure that your business is using the
latest technology effectively.
WHERE DO YOU STAND NOW?
Whether you are converting from a manual system or from an existing computer system,
you need to evaluate your current system by reviewing the operations and identifying
problem areas. For example, late and inaccurate monthly financial statements, slow
turnover of accounts receivable, or frequent inventory stockouts may indicate that a
system conversion should be considered. A CPA can help you focus on problem areas and set
realistic objectives. As a result, you will be better equipped to select a system that can
help you overcome these problems and meet your objectives.
The following may indicate that your business can benefit from a computer system:
| High clerical involvement or labor cost |
| Repetitious or a large number of time-consuming tasks |
| Complex mathematical calculations |
| Recordkeeping that requires a high degree of accuracy |
| Processing that requires timely provision of information |
| Need for timely production of management reports |
BENEFITS OF COMPUTERS
A properly designed computer system can help perform many of the critical business
functions of your company. With proper application of the appropriate hardware and
software, computers can accomplish the following:
| Expedite the preparation of financial statements while minimizing the potential for
clerical and computational errors |
| Enhance the process of analyzing financial and operational performance |
| Allow you to see the effects of different financial decisions quickly by the use of
electronic spreadsheets |
| Improve your business' communications through links with other computers across the
country. |
SELECTING SOFTWARE AND HARDWARE
Software is the term given to the application programs that run the computer. Software
can be general purpose, custom-written, or industry-specific. Some of the considerations
in selecting software packages are ease of use, quality of documentation, and vendor
support.
Hardware must be fully capable of accepting data input, processing it, and generating
output within a reasonable time.
Following are some other important factors to consider when selecting hardware:
| Present and projected volume of data to be processed |
| Manufacturer support |
| Ease of equipment operation |
| Expandability of equipment for future uses |
| Reliability of the hardware, the vendor, and the manufacturer |
| Compatibility of printers, monitors and other peripherals |
CPAs - with their knowledge of computers and businesses - can simplify the process of
selecting and implementing a computer system.
IMPLEMENTING A SYSTEM
Implementing the right computer system for your business requires an understanding of
information technology, business planning, management information systems, and application
of accounting and other controls crucial to the overall system.
As a business owner, you may not have the time or expertise to automate your company.
CPAs can help you better understand exactly what computers can do for you and your
business.
I CAN HELP YOU
| Determine your business' automation objectives. |
| Review existing policies and procedures and recommend the necessary changes. |
| Develop software requirements. |
| Select software and hardware. |
| Develop an action plan for implementation. |
| Train personnel. |
| Prepare business data for conversion to computer records. |
| Install the computer and software. Initiate and monitor operations of the new system. |
| Determine the need for system modifications. |
| Implement modifications. |
| Evaluate performance of the computer system and recommend the necessary modifications or
enhancements. |
| Develop procedures for ensuring security of data. |
| Provide ongoing support. |
By blending my knowledge of your business with my experience in computer applications,
I can help you select and implement a computer system suitable for your needs.
Prepared by:
American Institute of Certified Public Accountants
Harborside Financial Center
201 Plaza Three, Jersey City, NJ 07311-3881
The information in this brochure is for general purposes and is not
intended as specific advice for any individual business. In addition, late-breaking tax
developments may alter certain tax-planning strategies. Before acting on any advice,
consult a CPA. |
