Office Accounting: So Simple a Non-Accountant Can Use It

By David H. Ringstrom, CPA

Some people would rather undergo a root canal than learn an accounting package. Unfortunately for dentists everywhere Microsoft Office Accounting is changing this paradigm. As you’re aware, Office Accounting is the first accounting program to utilize the familiar Office interface that Excel, Word, Outlook and PowerPoint users will recognize immediately. In this article I’ll discuss the Office Accounting Learning Center, which offers free training resources to all levels of users.

Easy to Get Started

Some of your clients probably have Office Accounting Express installed on their computers, because it’s part of these Office versions:

·         Microsoft Office Small Business 2007

·         Microsoft Office Professional 2007

·         Microsoft Office Ultimate 2007

Suite lowdown: Office 2007 is available in eight different configurations.

Other Office users can download and install Office Accounting Express for free or opt for the nominal paid upgrade to Office Accounting Professional. Doing so unlocks advanced features, including:

·         Multiple currencies (neither QuickBooks nor Peachtree have this);

·         Job costing;

·         Inventory;

·         Fixed assets;

·         Built-in integration with eBay (an Office Accounting exclusive);

·         Integration with Microsoft Retail Point of Sale; and

·         Numerous other advanced features.

Easy Navigation

Office Accounting groups related tasks into home pages — note the keyboard shortcuts for each:

·         Company (Ctrl+1): As shown in Figure 1, this home page helps ensure that pending tasks, such as bills to pay or overdue customer invoices, don’t fall through the cracks. The home page also provides a cash flow forecast and cash balance summary, so harried business owners can get a quick snapshot of their current financial situation.

Figure 1: The company home page serves as an executive dashboard.

Alternate view: The F6 key changes the flow chart view of any home page to a list view. Toggle between the views to suit your needs.

·         Customers (Ctrl+2): This home page, shown in Figure 2, gives users a birds-eye view of transaction flow and makes accounting tasks approachable.

Figure 2: The workflow-based interface makes it easy for beginners to get started.

Menu picks: Every command that appears on a home page is also available in the corresponding menus, so users can choose the navigation method that fits their style.

·         Vendors (Ctrl+3): As you can see in Figure 3, the vendors home page functions just like the customers home page. The consistent look and feel makes it easy to master the software quickly.

Figure 3: Consistent screens make Office Accounting approachable for beginners.

·         Employees (Ctrl+4): The employees home page, shown in Figure 4, serves as a payroll portal. Your clients can choose from varying levels of payroll service from ADP:

§  Payroll Standard

§  Payroll Standard plus e-Filing

§  Total Payroll

Dig deep: Learn more about payroll options in Office Accounting in the article Save Your Clients Time and Money with Office Accounting Payroll. Also, don’t miss Increase Your Billings By Handling Tasks Your Clients Hate.

Figure 4: Payroll can be as simple as four clicks in Office Accounting.

·         Banking (Ctrl+5): the Banking home page helps users make quick work of everyday banking tasks.

Work smart: Banking can be even easier if your clients opt to bank online with Office Accounting.

·         Online Sales (Ctrl+6): The online sales home page enables instant e-commerce through eBay. Get a thorough overview in Sell Online with eBay Part 1 and Part 2.

·         Reports (Ctrl+7): As shown in Figure 5, the reports home page takes the guesswork out of choosing reports. Click the name of any report to see an instant preview onscreen — this can save time and paper by helping users print the right report the first time around.

Figure 5: A sample of every report appears onscreen as the user makes a selection.

Easy Input

The transaction screens in Office Accounting emulate traditional paper-based, preprinted forms. This is another aid for new users who need to make the jump from paper to digital accounting records. In many cases you can customize the transaction screens so that users don’t have to wade through unneeded fields or so that additional fields appear just where they need them:

1.      Click the Modify Layout button on any transaction form. For instance, choose Vendors, Enter Bills, and then click Modify Layout.

2.      Choose a Form Section from the dropdown list.

3.      You can then take any of these actions:

a.       Add a new field: Select a field from the Available Fields section, and then click the Add button.

b.      Change the order of fields: Select a field in a choice in the Show These Fields in This Order section, and then click Move Up or Move Down as needed.

c.       Rename a field: Select a field in the Show These Fields in This Order section, and then click the Edit button.

d.      Delete a field: Select a field in the Show These Fields in This Order section, and then click the Remove button.

Required fields: You cannot remove required fields — such fields have an asterisk after the field name.

Easy Training

Some of your clients will require assistance to get up and running with Office Accounting. This provides a revenue opportunity if you choose, or you can direct parsimonious clients to the Office Accounting Learning Center. This site contains lessons ranging from Accounting 101 to power-user training for advanced users.

The views and opinions expressed in this column are those of the author and do not necessarily reflect the opinions of Microsoft.