Computerized Accounting System or Free Accounting Software?

Computerized Accounting System

Computerized Accounting System

Everyone these days is looking for a computerized accounting system for technology to do it better and faster. So why do accountants who use the Internet all day to speed up their work consider using manual accounting or bookkeeping systems?

The answer is that while technology is the answer to many things, sometimes it is like using atomic bombs to kill ants. Sometimes excessive firepower can do more damage than it needs to. So if you run a simple business with relatively few transactions, you might be surprised to learn that carbonization is superior and easier than automated systems.

I recently got a new client because his former accountant urged him to use a computer software program to record his financial records. After trying it and feeling like he had no control over the accounting software, the client had read it out and met a new accountant, that was literally you. And after reviewing the results, I agree that his old system wasn’t broken, so why fix it?

With all this said, I will not mention the benefits of a modern computer accounting system, whether it is running on Windows or Apple systems or even Unix, today’s accounting systems are often easy to use and will make repetitive tasks faster. Using more computer checks means that most of the information is only needed once, and this makes sending a check much easier, and sometimes unnecessary.

Tuning with software from Peachtree, Intuit, or Microsoft can make the task seem easy. It’s just a matter of checking checks and deposits and entering the balance of the bank statement and the computer will do the rest.

Services provided by the accounting firm

There are many types of services offered by accounting firms. The scope of the services provided by the computerized accounting system accounting firm varies according to their expertise and experience. Some of the more common services include final accounting, external audits, tax services, management advisory services, and accounting systems design.

External inspection:

The external audit is one of the most important services offered by the accountancy firm. It focuses primarily on an audit of critical financial statements by an independent chartered accountant. (Certified Public Accountant) In order to make an opinion on the accuracy of the content of the financial statements, the CPA instead reviews a sample of the statistical file and prepares an audit report. This report is the official opinion or disclaimer issued by the auditor in response to the audit or review performed. However, it is worth noting that this does not include all accounting data that has been reviewed.

Independence must be maintained by an auditor. Therefore, he or she should not be an employee of the client’s firm. It is very important for the external auditor to know the requirements regarding the independence of the auditor. Otherwise, the opinion of the review is questionable.

Tax services:

In addition, the accountancy firm manages various tax services. Accountants prepare income tax returns (ITR), business taxes, and transfers. In this setting, the accountant represents clients in tax assessments and audits. It is imperative that tax accountants are aware of the dynamic tax laws, BIR regulations, and local tax laws that computerized accounting system affect their clients on a regular basis so that tax accountants can provide clear advice on tax cuts. Knowledge of tax requirements is also a guideline for tax accountants in preparing customer income tax returns and other information submitted to relevant offices such as the tax authorities.

Management advisory service:

Likewise, an accounting firm can provide management advisory services. Management advisory services assist in providing management assistance. Typically, accountants provide industry advice to clients on finance, budgeting, business policies and organizational procedures, product cost systems, distribution, and other business activities.


Budgeting involves effective cash management by forecasting or forecasting future financial goals. Periodically, an accountant checks the actual cash flow against what it should have been. Management then carefully analyzes the differences to determine the possible causes, whether they are favorable or unfavorable situations and how these can be controlled. The reasons why such analyzes are performed are to improve the accuracy of the forecasts and to bridge the gap between budgetary and actual performance.

Accounting system design:

The accounting firm can provide accounting system design services. This includes evaluating the company’s controls to find out what improvements have been made. An accountant who works as a systems analyst is the person who designs accounting forms and installs accounting procedures for collecting accounting information. It may also include setting up a custom computer accounting system for the client’s business.

General Ledger – Keeping track of your business information

When you do business, you have information – it’s just a simple fact. What you do with that information can have a big effect on the success of your business. Have you thrown all invoices and receipts in the drawer? Or, worse, you didn’t keep that information at all? Doing any of these will leave you in the dark about your corporate finances, which can quickly lead to the downfall of your business. That is why the general ledger account has been created. General Ledger is a system in which every double posting system is posted using debit and credit. The purpose of a general ledger is to know where your financial position is so that you do not have to guess your financial position and you can make better decisions.

When recorded, in the formal sense of accounting, it refers to an accounting transaction in a journal or general ledger. What used to be handled in paper magazines is usually managed by a computer accounting system. Analysis of business transactions in the form of old-fashioned journal entries is still important. It just handles it in a different way. (And more powerful) as technology has grown over the years: with computers and software.

Each transaction must be logged so that the user can view the details of that transaction. Journal acts as a journal that records every transaction. The next step is to make the same transaction and register it in the general ledger. Stores the recordings in chronological order as units. The general ledger is divided into as many accounts as necessary to collect items posted from the journal and categorize them according to the most important financial elements.

Once the general ledger system is set up and running, it will provide the business owner with extremely useful information that will help him or her make future decisions based on solid financial information.

Conversion of self bookkeeping to a computer system

If converting a manual bookkeeping system to a computer system, the conversion will take a little more time than rebooting, to make sure the new system starts with information that matches the current book. The initial data entry process varies depending on the selected software. To ensure correct conversion of the bookkeeping system, use the information that came with the software. Read the review guide for the startup tips created to set up the system and choose the method that best matches your working style.

The best time to convert is at the end of the accounting period. In this way, no extra work is required to add transactions that have already occurred over a period of time. For example, if you decide to computerize your accounting system on March 15th, all transactions that occurred between March 1st and March 15th must computerized accounting system be added to the new system. It is easier to wait until April 1st to get started, even if the software was purchased on March 15th, while converting to a computerized accounting system at the end of the month, the best time to do it is at the end of the calendar or on the way. Financial year. Otherwise, we will have to enter data for all months of the year elapsed.

Whenever you decide to start accounting on your computer, use the information from the trial balance used to close the book at the end of the last fiscal year. In the computerized system, enter the balance for each account on the trial balance. The assets, liabilities, and equity accounts should have outstanding balances. But income and expense accounts should have zero balances.

Of course, if starting a new business, there will be no previous trial balance. From there, simply enter any balances that may be available in your cash account, any business assets that may have owned at the start, and any liabilities that the business may have already owed related to start-up expenses. Increase owner engagement that is made to get the business started in the Equity account.

After entering all the appropriate information, run a series of financial reports, such as the income statement and balance sheet, to make sure the information is entered and formatted as you like. Changing the formatting is much easier when the system is not full of data.

Be sure to enter the correct numbers, so check that the financial reports of the new accounting system match the ones created manually. If the numbers are different, now is the time to figure out why. Otherwise, reports made at the end of the accounting period will be invalid. If the numbers don’t match, don’t assume that the only place where an error might occur in the entered data. Errors may be found in self-developed reports. Of course, check the list first. But if the income statement and balance sheet still don’t look correct, double-check the trial balance.

Bookkeeping by a computer program or accounting software

Speed ​​- Accounting software can run reports faster than manual accounting systems. Account reconciliation is quick and easy: When entering transaction data, the software will automatically retrieve this information to the relevant ledger and journal. Your balance will be updated automatically.

Accuracy – By using business software, we can ensure more accurate and efficient accounting cycles. As before, errors from manual processes, accounting software eliminates these math errors. Incorrect data such as credit-debit errors are not allowed, and they are posted automatically to different ledgers and journals, making the error capture information outdated.

Fluid and Meticulous Results – Want to know where every penny will go without hours of digging through the financial books? Accounting software is useful to view records with just a click of the mouse.

Retrieve reports and financial statements faster and easier

Run a variety of reports Post the amount to different accounts and update the balance. The preparation of your financial statements is as simple as the click of a mouse.

Automation of the procedures in the accounting period

After analyzing the source document and recording the transactions, the often troublesome manual accounting system can be replaced by an automated accounting system.

Here are a few steps in the manual accounting lifecycle that are performed automatically by trusted accounting software programs like QuickBooks:

• Posting to the ledger account.
• Preparation of unadjusted trial balance.
Posting of fine items
• Preparation of Improved Trial Balance
Save closed items
• Posting closed items.
• Prepare trial balance after account closing.
• Preparation of financial statements with a solid accountant. (Or Accounting) and a trusted business software program created to provide an accounting system that helps better manage and reflect the state of the business.


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