Although this client had SunAccounts, they used few of its facilities and performed much of their accounting and reporting using Excel. Training was minimal and expectations were low. Re-keying was rife and month end problems were significant. All costs were allocated to individual consultants using complex, undocumented and fragile Excel sheets. Minimal housekeeping or security had been implemented, resulting in a very slow system.
We created a new database, adjusted the chart of accounts and created much-improved journals. We implemented the user verification module to work with the new journals and with the corporate allocations module. Vision was implemented for financial reporting and for journal importing. We designed the Vision reports and provided Vision training. Vision was implemented on each director’s PC for direct access to the SunAccounts data.
We created simpler creditor and debtor codes to enable a future interface with the recruitment billing system. We created the interface from the Sage payroll system and investigated using Crystal Reports to extract information from Tempaid, a temps system.
We extracted the old debtor and creditor outstanding transactions, converted the codes using “old to new lookup” in Excel and imported them into the new database.
We implemented the corporate allocations module to perform the complex multi-level allocations of costs from support staff via support departments down to individual recruitment consultants.
Suppliers were now paid by computerized cheque, which we designed, and the manual cash book and multitude of Excel sheets were eliminated.
The Finance Department now operates efficiently with accurate accounts now produced with time for review. The staff are better trained, the system is quicker and the allocations are reliable and fully documented.