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| Computing Tips | |
| December 1999• Vol.5 Issue 12 | |
Where To Find... Inventory, Invoice & Customer Management Software |
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[RICH]
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 When it comes to keeping track of your
business, scraps of paper scattered across your office just won’t cut it.
Your suppliers won’t like it, your customers will suffer, and the tax
collector . . . well, let’s just say you don’t want to find out what the
tax collector can do. Keeping everything organized and in one place will
not only keep your business up and running smoothly but will also help to
keep you sane.Enter the following small-business solutions. All these tools will let you keep track of your invoices and customer information, and most of them have the ability to track inventory. We’ve grouped them into four general areas for your convenience: Web-Based, Free Downloads, For-Cost Downloads, and Off-The-Shelf programs. Web-based programs generally only require an Internet connection and a browser (making them accessible to most platforms). All the applications we’ve included run on Windows 95/98/NT, unless otherwise noted, and most of the for-cost programs have free demo/evaluation counterparts. ( NOTE: Many of the programs we reviewed included accounting capabilities, as well as good inventory, invoice, and customer management functions.)  Web-Based.
As alien as Web-based packages may seem, they do have unique selling points. First, you and other members of your business can access information about invoices, customers, or products regardless of where you or they are. Second, you don’t have to be connected to a network or at your office to view or change an item in your management software. The third cool thing about Web-based software is that you and your company will only need browser software. Finally, the storage facilities for reputable online systems are very secure and regularly backed up, which means you don’t need to worry about losing data if your server crashes or the power goes out. NetLedger. Built on an Oracle 8i database, NetLedger (http://www.netledger.com/) lets you keep track of all aspects of your business from the comfort of your favorite browser. You can manage transactions such as receivables (invoices, sales receipts, and customer payments), payables (bills and sales tax), bank (deposit, transfer, and credit card) and other items (adjust inventory and reconcile). NetLedger also lets you write checks; tap into audit trails to track transactions, accounts, and more; and set access levels for different users. Whether you want your information in report or graph form, NetLedger can satisfy your needs with its report and graph generation section. Get the particulars on accounts payable and receivable, sales, expenses, and more. When you first log into the latest version (0.9.9), you’re on a customizable page where you can set up shortcuts to quickly link to the areas you use most. An FAQ and detailed help section are available to help you through any confusing sections. One of the unique features here is the ability to gather and integrate orders from Web-based stores, which is a potential timesaver for the e-commerce crowd. For as little as $4.95 a month (after a free trial period), NetLedger promises a secure system with constant backup features. The site even lets you convert your data directly from QuickBooks. Free Downloads.
There are many free software solutions for small businesses. Some (these three included) are of exceptional quality. In many instances, these programs serve as “teasers” for a company’s primary application, sort of “light” packages that will prove more than adequate for startups (see sidebar) and other businesses that don’t have heavy inventory, invoice, and customer management needs. The theory that these companies operate on is that as you grow into the need for a bigger, fuller-featured program, you can easily upgrade.
This program also looks great, adopting a Windows desktop approach that makes it unique among other applications. You can create your own personalized system with shortcuts to the areas you use the most, and you can change icons and wallpaper to give the program the look you want. Even though there is no inventory module in this version (you can get one by upgrading to the 3SI, $199 for two to four users), you do get 30 days of free telephone support when you register 3S. One aspect of this program that may be disconcerting to some is the fact that it is not date-sensitive; “periods” replace “months” as units of measurement. Critec Accounting. From New Zealand comes the highly customizable and free (for one computer/business) program called Critec Accounting. This system from Critec Software (http://www.critec.co.nz/index.htm) is an easy-to-use method of tracking invoices, inventory, and other aspects of a small business. Some of its specialized features include: •A to-do manager to manage tasks, back orders, appointments, and recurring transactions. •The ability to classify three types of inventory movement: First In First Out, Last In First Out, and Weighted Average Cost. •The ability to remind you when inventory is dwindling. •A bank reconciliation wizard. •The use of Outlook Express to send forms via e-mail. Critec is network-capable, although you’ll need to purchase additional copies to use this feature (priced on a sliding scale, roughly $30 to $60 per computer). The company offers support through an FAQ and a form from its Web site. Do-It-Yourself Accounting For Windows. Another free system that offers 30 free days of telephone support is Do-It-Yourself Accounting for Windows from Central Technologies (http://www.centraltech.com/freeact.html). Setting up the system on your computer is a snap, and you can enable password-protection to make it secure. Do-It-Yourself lets you manage areas such as invoicing, accounts receivable, checkbook, inventory, budgeting, general ledger, and payroll, and you can access a wide range of reports, from inventory listing to vendors. The program also has backup and re-indexing features built into it. Should you need an even more powerful program that allows multiple users and more in-depth control over all aspects of your business, you can upgrade to the Professional Edition for $152.50. The only downside to Do-It-Yourself is that the help section covers all aspects of the professional version, and as such, can be a bit confusing at times. For-Cost Downloads.
Because of the high quality of the free products we’ve included, the line between those and these downloadable/for-cost applications may seem a little blurred, but a couple of points do set them apart. For one, there is no “premium” version to upgrade to. These products are stocked with features, reports, and modules/ plug-ins so that when your business does grow and requires more from an application, the chances are pretty good that it’ll be there. The documentation and support that comes with these programs will also be generally superior to the freebies.
This solution also provides for access control for managers and supervisors, as well as incorporating an enhanced backup/restore system. You can use Atrex in trial mode (fully functional) for up to 60 days. Direct Order DataKeeper. Direct Order DataKeeper (http://www.workshopinc.com/) is geared toward businesses that market their products using direct mail, classified/display ads, or the Internet. Sporting a simple interface with straightforward button navigation, DataKeeper lets you keep track of customers, products, suppliers, employees, and even advertising with ease. Special features of this software include: •Sales and advertising campaign analysis. •Sales reports based on customers, companies, products, salespeople, advertising campaigns, and states. •Product inventory totals reduced automatically as orders are entered. •Accounts receivable aging reports to keep track of who owes you what. •The ability to produce professional mailing and shipping labels. •Auto-calculation of sales tax. •Powerful search engine. Direct Order DataKeeper costs $125 plus shipping, and the software comes with a 90-day money-back guarantee and free updates for one year. An online demo gives you a clear idea of what DataKeeper looks like and how it works. FF Inventory Control 2.5. Not many of us have the need to manage 32,000 companies, but you could with FF (Financial Freedom) Inventory Control from M & R Technologies (http://www.mrtec.com/). This fast and compact program lets you run a nearly unlimited number of businesses, all with separate purchase orders, vendors, invoices, and more. This product overflows with features, including a backup utility; built-in e-mail functions for invoicing, statements, and purchase orders; stock reorder and overstock level watches; fully customizable forms; and password protection. Use the Company Manager for easy setup, then switch to individual managers for Purchase Order, Invoice, Products, and more to keep your company running smoothly. All these managers work the same, giving the program a consistent feel throughout. FF Inventory Control sells for $129 and comes with Billing Manager PRO for invoicing. A demo is available from the M & R Technologies Web site. Small Business Inventory Control 3.51. If you were looking for one word to sum up Small Business Inventory Control from RyTech Software (http://www.rytechsoftware.com/sbichome.htm), it would be “customizable.” This application gives you a high degree of control over all of its aspects, from tinkering with the way it returns information to changing the appearance of reports, toolbars, and columns. Its Managers give you easy control of areas, such as purchase orders, invoices, and customer payments, and the Explorer-like interface should allow users to feel right at home. The statistics and queries features of Small Business Inventory Control are particularly strong. Wizards help you create analytical statistics pertaining to inventory, sales, and orders so that you can keep up-to-date on such factors as the cost of inventory and profit margin. You can track information over date ranges and keep your statistics all in one place with the statistics manager. You can also create queries to keep track of information such as back orders. Small Business Inventory Control is $99 per seat (one installed on one computer), and you can download a free evaluation copy online. Off-The-Shelf.
This is not to be confused with “off-the-rack.” You’ll pay a little bit more for commercial solutions, but you do get what you pay for. These products have the look and feel of professional business solutions, with impressive feature sets that give your business a lot of room to grow. On the negative side, upgrades are a constant when you hit the commercial side of the field. Even though this will give you the best in cutting-edge features, you may find yourself shelling out bucks for “must-have” upgrades every few months. Peachtree Software Complete Accounting Plus Time and Billing 7.0. Aimed at companies with five to 25 employees, Peachtree (http://www.peachtree.com/) offers a series of modules that let you work with everything from general ledger to payroll, and the degree to which you can manage and track inventory is particularly thorough. Navigation aids on the bottom of the screen give you easy access to various areas, such as Time & Billing. Clicking this tab brings up the Time & Billing screen, which allows you to work in three areas: 1.Maintain: This area lets you add activity items and charge items in inventory, set billing rates in employee records, and review vendor and job records. 2.Tasks: Here you can enter an expense ticket or work on and print invoices and weekly time sheets. 3.Reports: This section allows you to view time, sales, and job costing reports, as well as the general ledger. This package gives a very in-depth view of every aspect of small-business management, and version 7 offers the PeachLink add-on, a module that lets you link an online store to the program. Peachtree lets you import data from Quicken, export to Microsoft Excel, and work with others via a multiuser feature. It retails for $230. Recommended.
We’ve only chosen the best solutions to look at here, so you really can’t go wrong selecting any one of these to keep your small business running smoothly. Each business has its own special needs when it comes to an invoicing/inventory system, so no one program is going to be a perfect fit for all. That said, this is your business, and you don’t want to get several months down the road with a product only to discover that you’ve outgrown it and need to learn another. You’re also looking for the best in support, quality, and cutting-edge innovation. For these reasons, we’re recommending you pay a little extra and go with Peachtree. Peachtree offers thorough inventory management and time and billing features, in addition to a comprehensive accounting section. Even though it may cost a little more than other products here, it is constantly in competition with both M.Y.O.B. and QuickBooks (see the “Where To Find Accounting Software” article in this section), a fact that is sure to enrich the user with the best and freshest features as Peachtree seeks to stay ahead of the pack.  by Rich Gray
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