Software Introduction

This accounting software is a highly sophisticated software package. It was created by experts in the Accounting, Construction and Computer Software fields, in close co-operation with other industry professionals.

This construction industry specific accounting software was originally created back in 1978 and has built a tradition of providing quality software and prompt, accessible support service throughout the years.

Small contractors as well as multi-million dollar construction companies can use this software. It is the mainstay of home builders, general contractors, specialty contractors and many developers as well.

Functions

1. Keeps accurate and detailed records of the company’s finances.

2. Prints payroll and accounts payable checks, W-2s, Union Reports, Balance Sheets, Profit & Loss Statements and produces a multitude of reports which allow every facet of the company’s financial condition to be analyzed.

3. Accounting functions are fully integrated meaning they are not performed independently. For example: as Payroll is run, the system automatically does all the necessary calculations for wages, taxes, accruals, benefits, etc.; paychecks are printed, employee records are updated and a multitude of reports are generated. All these functions pertain to Payroll alone. However, in addition to these functions, as Payroll is run, the system also automatically creates and posts all the necessary transactions to the General Ledger. Therefore, Payroll is ‘integrated’ with General Ledger. This integration applies to all other accounting functions of the accounting software as well.

How to Use Help

This help file is designed to help the accounting personnel understand how to operate the accounting system and to give a detailed working knowledge of the function and purpose of each system part and the relationship between parts.

It is necessary to assume the software user has some type of bookkeeping background and an understanding of construction accounting. Since this is an accounting system, some implementation decisions should be made or reviewed by competent accounting level personnel.

Introduction Topic

This topic discusses background information about the product, How to Use Help, and the general principles that govern the use of the system. This topic should be read by anyone that may operate the accounting software.

System Setup Topic

This topic discusses how the system should be set up to suit the specific requirements of the company. It includes detailed descriptions of how to answer each question asked during system installation. This topic will be useful to the accountant, head bookkeeper, and/or computer operator who will participate in the initial installation. Occasionally during the day-to-day use of the system, this topic will be referred to when basic changes occur to the company’s computing environment (e.g. new equipment or software is purchased, tax tables change, union fringe benefits change, etc.).

Utilities Topic

This topic describes the data file utility programs that are distributed with the accounting software. For the most part, these utility programs will only be used under the direction of a Support Technician.

Arrangement of Each Module’s Documentation

The Help file is arranged according to menu item. For example: there is a section for Accounts Payable, General Ledger, and so forth.

The bookkeeper will want to become familiar with all of these sections, giving particular attention to reports which should be kept and filed, as well as day-to-day operations. Anyone who will be assigned to any module should study that module thoroughly.

It must be emphasized that actually using the accounting software is the best way to make this help file become clear. With a little experience, things that seem complicated will quickly become simple.

Computer Environment

The system can operate in either of two main operating environments: Single-User and Local Area Network (LAN).

Single User

The simplest and least expensive environment requires any computer running a Microsoft Windows operating system. This allows anyone to access the accounting software at any given time. For small companies or companies whose bookkeeping function is performed by just one person, this setup should be adequate.

Local Area Network (LAN)

This accounting software can be configured to run on a Local Area Network. This equipment alternative offers maximum benefits if properly configured. A Network configuration allows two or more people to access the software and the company’s data at the same time. This option also opens the doors to network computing on a wider scale, such as remote access to the accounting software and company data desktop sharing or terminal services. Click Here for more information about local area networking.

Distribution

This accounting software is distributed via download from A-Systems' website. If desired, the user can request distribution on CD-Rom.

Backing Up Company Data

Having extra copies of company data (on a usb flash drive or portable hard drive) is an entirely different matter. In addition to the regular backup, periodic copies of the system data should be made (monthly or quarterly) and kept off the premises (in this case, a bank box is an excellent idea).

A backup is nothing more than a second copy of the information found in the system data directory. The backup can be stored on a flash drive, a portable hard drive, or another location (subdirectory) on the local hard drive or a network hard drive. Once the files are copied, they are available in case some of the files on the hard disk become lost or corrupted. For more information, see Making Regular Backups

Printers

Various types and brands of computer printers may be used with this accounting software. Each has its advantages and disadvantages. These advantages and disadvantages should be weighed in selecting which type of printer to use with this software. For more information, see Printers.