Accounting software programs can be purchased in a variety of ways, depending on your needs. One of them will most certainly work for you and your business.

Brick and mortar retail store

You can purchase basic accounting software programs on the shelves of retail stores. It’s convenient to put the software in your cart purchase it so easily, but keep in mind that if you have questions about the program’s specific functionality, you may have troubles getting those questions answered by the retail sales associates.

Software developer

Buying software directly from the company that developed can be beneficial because you can get your questions answered before making a purchase. You may even be able to get a personalized demonstration of the software, something that is nearly impossible for retail stores to offer. Talking to somebody who knows and understands the system, and also takes to time to understand your business, can not only bring you peace of mind, but can ensure a better accounting software program match for your business.

Online

Buyers do most of their research online these days, and therefore it might be tempting to simply go in and purchase accounting software programs online. If you decide to purchase in this way, be sure you are able to really understand how the system works and get all of your questions answered before buying. This might require communication via email or phone, but the time spent will be well worth it down the line. After all, this will be the tool used to manage your business finances!

MICR stands for “Magnetic Ink Character Recognition” and is a special kind of ink that can be detected by check processing machines. Some payroll software systems offer the ability to print checks on blank check stock, using MICR ink. This feature can benefit some businesses greatly and make payroll processing much easier. Here are some of the ways printing your checks on blank check stock with MICR ink can help you and your business.

Various check designs, various companies.

If you run the payroll for multiple companies, the MICR printing option could save you some serious time and frustration. Instead of having to load up the correct check paper for each separate company, use the MICR option and print checks with different designs onto the same blank check stock. This can also save you money if suspect there will be an address change or other information revision to your check stock. Instead of throwing out the old stock, you will be able to simply change the design and print onto your blank check paper. Using the MICR option allows you to print checks using multiple bank accounts too, especially helpful in the case of doing the payroll for separate companies.

Print check signature.

Another benefit of MICR printing is the ability to print a signature on file right onto your paychecks, especially helpful if the signing party is away or cannot sign the checks. Payroll software will typically require you to set up a security policy for each signature, so that only users who are given permission will have access to print checks with them. This is especially important, since the printing of checks would typically be allowed to only a very few people.

Project tracking within your accounting software program is a great way to understand the cost of a project. It is fairly easy to set up and manage. Once set up, you track projects by attributing income and expenses to projects each time you enter them. Project tracking is not to be confused with ‘job costing’, which is a more complex function that includes the tracking of a job’s progress, timing, and other information; whereas project tracking deals mainly with the income and expense for a project. Here are the basics of project tracking, so you can decide if it’s the right thing for you to do for your business.

Setting up projects

If your accounting software includes the ability to track projects, you should be able to go into your setup options to create a new project and give it a name and/or an abbreviation. Make sure the name is easily recognizable, so it’s easy to identify during data entry. Keep in mind that you may actually have more than one project within a bigger project, so the name you give each project should reflect that. Otherwise, finding the right project can be confusing during data entry.

Assigning a project during transaction entry

Typically, once this is set up, a field within the transaction entry screen(s) will show you the projects you have available to choose from. Be sure to choose the correct project for that income or expense. If you forget to choose a project to associate with that transaction, most systems will let you edit the invoice afterward.

Getting reports by project

Most accounting systems will allow you to filter a variety of reports by project. Whether you are looking for a sales report, financial or general ledger report, use a filter within your report generation tool to include only the information that relates to your project. By filtering the reports this way, you won’t need to sort through loads of other information to get the information you are looking for.

When you are finished tracking a project and have all the information you need, many systems will allow you to mark that project inactive, keeping your list of projects to choose from accurate and easy to work with.

Once you set up and use project tracking, you might just be surprised how easy it is to keep track of even the smallest of projects. Keep in mind, that many systems also allow you to assign projects to your labor costs for a more accurate picture of complete project costs. Check your system today and give project tracking a try!

Sometimes we do something the same way for so long, that we don’t realize there is a much more efficient way to accomplish it. Even when we know there is something better, it’s hard to make the switch. Change can be hard. But if there is clearly a faster and more efficient way of getting your payroll done, you could save yourself wasted time and agony. Here are some of the top time wasters when it comes to payroll processing.

Double entry

If your employees are filling out a time sheet, and then you are taking that data and entering it by hand into a payroll software, you are double entering data. This not only wastes time, but leaves an additional margin for error. You can streamline that process by implementing an electronic time clock, where you pull in the hours electronically into your payroll system. Yes, there is an added expense for the time clock, but you will quickly recoup that expense with the time saved! You will wonder how you went so long without it.

Tracking employee leave time on a spreadsheet

A surprising number of people could use their payroll software to track employee leave time, but instead use a spreadsheet and manage the process manually. Maybe the thinking is that their leave calculations are too complex for software to compute or that the setup will take too long. Either way, it’s worth your time checking into whether your payroll software can handle your employee leave calculations. A good payroll system will be able to handle a variety of calculation methods and make the job of calculating leave a whole lot easier for you, and also maintain accuracy.

Troubleshooting problems on your own.

Yep, we are a payroll software company. So you might be thinking this is a plug for us, but it’s not. Far too many people think they can personally handle questions, problems and issues they are having with their payroll, when a payroll support team could easily help them resolve questions and issues much faster. So, no matter whose payroll software or service you are using, opt in for a support plan. Calling for help and getting your issue resolved right away will bring peace of mind, and may also stop the issue from snowballing and becoming worse!

Once you stop the payroll time wasters, payroll processing will go much more smoothly, and you can expect accuracy to be improved as well.

Learn why voiding checks is important within your accounting software, and also the general process for voiding checks.

A check should be voided if you still have the check in hand, and the check amount is incorrect, it was issued to the wrong vendor or bank, or the invoice should not have been paid. Once a check has been voided, a record of that transaction remains in the system. If you have already sent out the check, you should only void the check if they never received it, and you need to send a new one.

The void check function is used to cancel an existing payment transaction. If the check had been used to pay an invoice, then voiding that check will also reverse the payment for that invoice, returning it to an unpaid status. Once the open invoice has been restored, it will again display on the open invoices and vendor aging reports. If the original check was entered without applying it to open invoices, then the void process will also void the expense portion of the check.

If a check number had not previously been recorded, due to the check being destroyed before ever entering the system, you will have a gap in sequence numbers. If your business likes to account for all check numbers, it is good practice to record and void that check in your accounting software. That way you will not question the missing check number later on, as it will be accounted for within the system.