As software tools have become vital to the long term success in business, your software vendors need to become part of your team as technology partners. If your current vendors are not considered partners, why not? If it is due to issues in your organization, I would encourage you to reevaluate. On the other hand, if you have tried and are unable to establish this sort of relationship with an established vendor, it may be time to search for a replacement.
 
Before you go to the expense and disruption of a complete software conversion, explore the areas of need and concern with your existing vendors. Although there are times when a conversion is the right answer, it is not something that should be taken lightly. Look for a “partner” not just a vendor, one you will be comfortable with for at least the next ten years. With hundreds of software solutions available that may provide the basic features and functionality you need, the support and training to help your team make the most of them should be a key factor in selecting your next software partner.

Don’t be afraid to ask. As a software vendor, we are eager to hear from users. We encourage users not to wait until they are frustrated to call for help. Customer support services are offered as a means to assist with finding the best way to accomplish a task using our software tools. Who better to guide you than those who created it. These calls both help the end user and the vendor. The feedback we get from users helps us understand the needs and identify areas where we can improve our applications. It is truly a win – win scenario.
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It is easy to get “stuck in a rut”, but you don’t have to stay there. Software should be viewed as a tool just like the other tools of the trade. Make it work for you. Take the time to learn to use it in the most efficient and effective way possible. Your software investment should grow with you. It shouldn’t wear out and be disposed of like hardware. Through ongoing upgrades and enhancements, it should become an indispensable tool for maximizing the productivity and profitability of your organization.

An all too common pitfall is a reluctance to invest in training. We find that our most successful customers are eager to have new hires trained to use their software tools. In addition to training new users, there is value in an occasional refresher course to be sure that the entire team is taking full advantage of the software tools. With all the new enhancements that are being added, it is easy to get behind and never utilize these new, time saving features.

There is never a good time, so waiting until things slow down, or till business picks up, or whatever excuse you might use, training needs to be a priority that is scheduled and utilized just like you would for safety training or job certifications. The productivity gains realized will more than offset the cost and minor disruption to the routine. For some, it means sending users to training seminars, while others prefer to have a trainer come to them. Webinars are also a very effective way to deliver training. There are lots of options that can be tailored to fit your schedule organization providing your organization with the productivity gains to improve your bottom line performance, and after all, that is really what it’s all about.

User conferences are a great opportunity to learn what is new with your software. Not only will you learn about the latest enhancements and new products from the developer, the exchange of ideas and questions from other users may help you discover new ways of doing things that you would not have otherwise thought of. One of the benefits we consistently hear about from user conference attendees is their opportunity to share ideas with other users.
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Scheduling routine software reviews with your vendor will help to identify processes that can be improved, features that are not being utilized, and other creative ways to increase productivity. Remember, your vendors work with lots of other users, so they have experience with a variety of ways to approach a given task. Don’t be afraid to take advantage of their expertise and recommendations. They are the most qualified to suggest best practices for their systems.

In the business world, we must continually change to survive. Your competition is looking for ways to be more competitive and one of the ways to stay ahead is to get the most out of your technology solutions. As software developers, we are continually adding new features and capabilities to our software. Many of these enhancements come about as a direct result of customer feedback. We are always looking for ways to make our software solutions more robust and useful. One of your goals needs to be taking advantage of these enhancements as they are offered.
 
One good example is the electronic Document Management System. Over the course of the last few years, this technology has become mainstream and is now part of many of the integrated ERP software solutions. Most new users struggle with the idea that they don’t need to maintain a file with hard copy documents. Letting go of the paper makes them very uncomfortable, until they have tried it for a few months and realize the time savings and convenience of having all that documentation online. Users find the document management system to be one of the most significant time saving enhancements in recent years.
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If your organization is like so many we know, there are likely a variety of capabilities in your existing software solutions that you are not taking full advantage of. In fact, there are probably new capabilities that your users aren’t even aware of. Your software vendors should be seen as an extension of your team, willing to work with you to implement their tools to help your team maximize their productivity.

Going Green is more than just being environmentally friendly. It also means saving time and money, which goes right to the bottom line, putting more green in your pocket. While being environmentally responsible is becoming an important part of being a good corporate citizen, there are lots of reasons to take advantage of the various time and money saving features of the INTERAC accounting system. 

Going paperless with the Document Management System
Besides being more environmentally friendly, you can save lots of time, money, and space by eliminating paper from your routine processes. 

• Automatically generate pdf copies of payroll and AP checks instead of printing paper copies.
• Automatically email these copies to employees and vendors instead of distributing paper copies.
• Receive and process electronic invoices from vendors.
• Submit electronic invoices to your customers.
• Convert all those boxes of paper in the archives to electronic files and eliminate all the hours of filing and free up that space. 

Taking advantage of Direct Deposit capabilities in both AP and Payroll. 
INTERAC will automatically generate and file the direct deposit statements, and it can even email copies directly to employees or vendors. For employees that don’t utilize traditional banking, the ePayCard service may be an attractive option.

Utilizing the Manager Applications 
Easily share critical information with key team members with direct, view only access to all the data they need from a simple point and click interface. All the manager applications also integrate with the Document Management System to allow users to scan, add, and manage the associated documents. 

• Job Manager provides direct access to all the Job Cost information, including documentation.
• HR Manager provides instant access to the wealth of employee information from Payroll.
• Equipment Manager provides easy access to all your Equipment Cost information and documents.
• Report Manager provides each user with their own custom menu of INTERAC reports, and it is integrated with the other manager applications for easy access.

E-File your federal and state taxes instead of printing and mailing the forms. INTERAC will generate the necessary upload files for federal and all 50 states. 
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These a just a few of the ways you can save time and money and become more environmentally friendly. If you would like to learn more about taking advantage of these options, we would be happy to show you how. Give us a call.

This insight is applicable to all types of business management issues. However, it grabbed me because it starts to solve some riddles related to business software I’ve long considered:

• Why do some companies invest successfully in technologies that truly help solve their core business issues, while others miss the mark so wildly?
• And, how can two companies—often in the same line of business and facing the same challenges—vary so dramatically in terms of the benefit they derive from the same piece of software?

These are complicated questions. There are lots of factors that contribute to their answers. However, it’s clear that we need to pay attention to the difference between crafting processes versus relying on unexamined habits.

The reality is that companies who begin their software selection without focused attention on process evaluation generally don’t end up making the best possible software decision. The reason why is actually fairly basic; they’re simply not looking for the right thing. The old saw is that repeating the same behavior and expecting a different result is the definition of insanity. Companies expecting improvement while sourcing a solution to support the status quo, unfortunately, meet the same definition.

Additionally, if your business doesn’t seriously evaluate existing processes, you’re unlikely to effectively leverage your software—even if you do stumble on a good fit. Automation features, new workflows, improved approvals control, and advanced reporting capabilities are all great— but they require the willingness to invest the time in understanding a new way of going about things in order to deliver benefits.

Interestingly, modern neuroscience asserts that it is, in fact, our old unexamined habits which are often responsible for obstructing optimization:

An accounting system is only as good as the information you can get out of it. Report Manager makes your INTERAC reports library readily accessible to those who need the critical management data, without requiring them to have access, or learn to use the rest of the accounting applications.
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Customizable Reports Menus
Each user gets their own custom menu of reports. They only see the reports that are authorized, so they don’t have to sort through the entire library to find the reports they need. Report Manager groups the reports by source application, like payroll, or accounts payable, making it easy to locate the one you need. Adding and removing reports is also very easy.

Instant Access
Instead of having to interrupt someone in the accounting department every time an updated report is needed, each user can execute any of their reports on demand. Reports will always be current, using the most recent data from accounting, and there is always the option to set special data filters on the reports at run time.

Security Controlled Access
INTERAC security settings control which users have access to Report Manager. Easily select which reports each user is allowed to see. Select first by application and within the application, which specific reports are to be enabled. The lists are easy to set up and maintain, so even non-accounting users can always have access to the data they need.

Here is the link to a brief Report Manager video overview to illustrate how it works. 

Intersoft Systems is proud to again have been named a Premier Partner for Canon imageFORMULA scanners for the 3rd consecutive quarter. Canon scanners have proven to be an excellent choice to integrate with the INTERAC Document Management System. Should your organization be in the market for scanning solutions, we would be happy to assist.

If you haven’t already implemented the Document Management System, there are lots of benefits you are missing out on. You might be also surprised at what you are spending to create and maintain all those paper archives.
 
Here are a few additional resources that might be of interest:

• Streamline the Accounts Payable Invoice Approvals Process
• Avoiding Over Payment of AP Invoices
• Doing More With Fewer People
• Reduce or eliminate archival and storage expenses associated with all that paper

                              

If you have experienced check fraud, you will appreciate the value of positive pay account reconcilement.

You don’t need be one of the victims of check fraud which impacts corporate America every year. Criminals too often accomplish their mission is by counterfeiting or changing valid checks that were written on corporate accounts. When checks are presented to the bank for payment, if the bank can’t visually see a problem with the check, they have no way of determining that it has been altered, or what the original information should have been. 

In response, most banks have implemented electronic reconcilement programs, allowing companies to provide their bank with a file containing a complete list of their valid check data. If the check is not in the file, it doesn’t clear the bank! This virtually eliminates the problem of stolen or counterfeited checks. INTERAC software includes positive pay capabilities in both Accounts Payable and Payroll, so users can take advantage of this powerful security feature.

Positive pay can save both the money and time lost in dealing with check fraud. If you have experienced it, you understand. If you haven’t experienced it yet, it’s only a matter of time. Take full advantage of this important security measure and protect your company.

Published 6/18/15 by Eyal Barsky, CEO of OCR Solutions, Inc.

Remote scanning has become a software solution for many businesses looking to scan from within a desktop session in Terminal Services, Citrix, and Windows. Simply put, remote scanning software allows a person to scan directly to a remotely hosted application. This can make life very simple around large offices with a constant workload. Remote scanning software is also very user-friendly, running simply in the background of the desktop not interfering with of your computers’ speed or performance. The software must be initially installed and set-up, but then nothing taxing is required for it to work. In fact, to the users there is really no setup time, all they need to do is hit the scan button on the remote application, choose their scan settings and the image appears immediately on the remote server! The scanner you have connected to your desktop would be used as it always was, just with the ability to share documents over a server. Some of the benefits to remote scanning are:

• The ability to work with any TWAIN-compliant device as well as webcams for imaging and scanning directly into Terminal Server or Citrix hosted applications.
  
• The use of effective, lossless compression - Network traffic will not be noticeably slower during the transfer of images. The software compresses the outgoing file along with encrypting it on the sending side and unzip’s the file on the server so quickly it is virtually like scanning on one’s desktop.
  
• The allowance of multiple scanners to be network shared - A server can detect individual scanners as long as they are attached to a desktop.
  
• The ability to lock scanner settings for network impact limitation - DPI resolution and color are consistent with the software, which also limits network impact.
  
• Remote scanning software is universal and works with any international system around the world. There is no limitation whatsoever on foreign language applications.
  
• Some organizations use the system to share scanners on a network which is similar to sharing a printer.
  

With most businesses looking to increase workload in lesser time specifics, remote scanning software can most definitely help with this issue. The software allows businesses to perform daily tasks of cohesion as quickly as a push of a button. If you are looking for a remote scanning solution please consider using VirtualScan,OCR Solution’s most advanced and easy to use remote scanning software. To get your free trial please click on the link above or go to www.ocrsolutions.com

Other Articles:
Desktop Scanning with a Terminal Server
Selecting An Appropriate Scanner

Much has been said over the past several months about the scheduled end of support for the Microsoft Server 2003 operating system. If you still have these legacy servers running critical software, now is the time to consider upgrading. There are all sorts of good reasons to upgrade. Here are just a few:

Security Risks
Microsoft will no longer be providing security patches, leaving the system open to potential new threats from hackers and malware.

Application Compatibility
Application developers will not necessarily continue providing backward compatibility of their application to legacy systems, which could cause application updates not to work on an older server.

Many applications are now being produced in 64 bit versions. Taking advantage of the enhancements that come with the 64 bit versions of your applications requires a 64 bit system.

Hardware Compatibility
Most new systems are built on a 64 bit architecture where most of the Windows Server 2003 systems would have been 32 bit systems. There could be issues with legacy peripherals which do not support 64 bit drivers. It is always wise to check with the suppliers to be sure that key devices are supported before you begin the conversion.

Support & Maintenance
As legacy system age, it is inevitable that components will begin to fail. The older they are, the less likely it will be that repair parts will be available. Waiting till there is a catastrophic system failure is not the best way to manage the upgrade process.

Other Resources:
CRN Test Center: 11 Windows Server 2003 Migration Pitfalls To Avoid
5 Security Risks Of Sticking With Windows Server 2003

3 Things to Consider When Choosing Between Payroll Software and Outsourcing
Excerpted from the article published on Wednesday, August 27, 2014 by Adam Bluemner (Find Accounting Software)

How do you break the deadlock in the in-house payroll versus outsourcing debate?

There’s no shortage of case studies sponsored by payroll software providers demonstrating ROI from in-house payroll. On the other side of the coin, you’ll find plenty of detailed surveys and whitepapers showing you outsourcing is the best value proposition. Adding it up, it’s easy to be puzzled by the stalemate. There’s compelling points from both camps, but also the same frustrating tendency toward all-or-nothing conclusions.
 
The reality is this: There are instances where the best option is outsourcing and there are others where it is software. It simply depends on your unique situation.

Figuring out which approach is right for you, therefore, isn’t about divining whether payroll software or payroll outsourcing providers have the most credible overall position. It’s simply a matter of working logically through how each of the core elements of the decision relates to your specific context.

There are 3 critical angles you need to consider when choosing between in-house, software-based payroll and outsourcing: your skillset, your risk tolerance, and the unique cost calculation for your situation.

Skillset
If you don’t have payroll processing skills on staff already, that can be a pretty compelling reason to start your evaluation leaning toward outsourcing. (read more)

Risk tolerance
Every business wants to minimize risk. The risk management element of determining whether to outsource payroll is an important part of the decision. (read more)

Cost
As with any outsourcing decision, it’s critical to apply the real dollar value of your time to the calculation. In fact, there’s no way you can make an educated cost decision on whether to opt for software or services without first quantifying the value of your time and the amount each solution will save you. (read more)

(read the full article at Find Accounting Software)

With the proliferation of cloud computing options, should you be considering adding cloud computing to your IT portfolio?

There certainly seems to be considerable momentum driving the ongoing development of cloud computing platforms. With the big names like IBM, HP, Dell, Microsoft, Amazon, and Google very much in the mix, there must be something to it. If you are like most of us, you are already using cloud computing, if only to host your personal email accounts. Does it make sense to consider some of the other cloud alternatives for your business computing as well?

With all the competition, prices are becoming very competitive, making it a good time to explore your options. There are all sorts of cloud based software solutions that may be a good fit for your needs. Many of these offer some basic entry level version for free, allowing you to test it out before you subscribe. You could start with Microsoft Office 365, or Google Apps for your word processing, spreadsheet, and presentation software.

For basic file backup, sharing and collaboration with teammates or customers, you could take advantage of Microsoft’s One Drive, Google Drive, Box or Dropbox. These options may also integrate with the word processing and email solutions to further simplify file handling.

One of the most common cloud based software conversions is Customer Relationship Management. There are a significant number of companies hosting their CRM systems with cloud based providers already. Making this information available to the entire team, anytime, anywhere, on any device offers obvious advantages, in addition to offloading the IT costs related to maintaining the system.

To take advantage of the same benefits, you may also want to consider hosting some of your other software applications like your accounting system. Creating a private cloud for your more sensitive computing needs can provide the flexibility and convenience of the cloud, while keeping your data safe and secure.

Following are some additional resources:
Is there a cloud in your forecast?
The cheap, convenient cloud (The Economist)
IT's cloud security concerns do not correlate to actual failures (InfoWorld)

Published on Friday, August 15, 2014 by ADAM BLUEMNER (Find Accounting Software)

It’s been around since accountants ditched adding machines for Apple II’s. And it’s a feature that—when used correctly—can save your business from some truly nasty predicaments.

Ladies and gentlemen, reintroducing your old, but under appreciated friend: the humble accounting audit trail.

Of course, the idea behind the audit trail is simple, really. When you make an entry or change to your accounting records, your accounting software automatically logs the details for future reference. Who did what, when, how, and for how much? It’s the job of the audit trail to make sure that story is always accessible.

As straightforward as the audit trail is, maintaining and monitoring it properly can keep your business out of some complicated messes, including the following:  (read more)

• Fraud
• Investigation by the IRS
• Lending or funding rejections
• Compliance infractions

One of the beauties of utilizing PDF files is their ability to keep a variety of file attributes which make them easy to locate using the search features. Since the INTERAC Document Management System (DMS) is built around the PDF document format, you are able to optimize your documents library to take full advantage of these search features.

The Document Management System automatically generates some of these attributes, so you don’t have to worry about them. They are always there when you need to set the filtering criteria to find specific documents.

Creating Application:
The Creating Application identifies not only the main application like Accounts Payable, General Ledger, or Payroll, it even knows what function was being used to create the documents. For instance, it knows whether you are creating a report, or writing checks.

Date Range:
The date and time that a file was created is also available for use in the filter settings, so you can narrow the search to a specific date range.

Title:
In addition to the Windows file name, each document also has a Title which DMS uses to further identify the document. This title is used in DMS and throughout INTERAC where the title of the document may be helpful. As you can see, you can search for an exact match, any word included in the title, or a specific string of text found in the title. Developing a consistent naming scheme for DMS documents can make this a very powerful search tool. DMS also allows you to set default document titles for each of the INTERAC applications. These will pre-fill the title field as the document is being created, but they can also be edited, when necessary.

Keywords:
Another easy way to identify documents is to add specific keywords to them. These can be anything you want them to be. Again, developing a set of standard keywords can be an excellent way to enhance the search and filter capabilities, making documents easy to find in the archives.

Notes:
The Document Management System automatically adds pertinent information in the Notes field as documents are created. For example: AP invoices will include the vendor number and invoice number, Payroll checks include the employee number, Job Cost includes job and phase numbers, etc. The contents of these notes are also available in the filtering criteria, so you can use them to select specific documents.