The Oakley ERP Blog

7 Deadly Sins When Implementing Accounting Software
Wednesday October 12, 2016

This new Accounting Software will be up and running in no time, we take care of all aspects for you… Is this sounding familiar? The truth is a new accounting software solution in the form of ERP (Enterprise Resource Planning) requires time, effort and commitment from both your organisation and your chosen business partner.

Any company that tells you it will all be taken care of and a complete stroll in the park should have you err on the side of caution. At Oakley we have implemented an accounting software solution within a 2 week deadline, but it required significant resources from the client mostly in the form of their time.

7 deadly sins when implementing accounting software

It is a business partner’s job to provide our time and commitment and we can have our end of the project completed to timescales, but it relies on resource from your side to answer the questions and carry out tasks required from us while juggling your day job.

The key to putting the time and effort into the project are in weighing up the long term benefits for your organisation. According to a recent 2015 ERP Report by Panorama Consulting the top 5 reasons organisation switch their accounting software are to:

  1. Replace a legacy system
  2. Improve business performance
  3. Integrate systems across locations
  4. Position company for growth
  5. Improve Reporting and regulatory compliance

These are all valid reasons to undergo an implementation and the following list provides guidance into how to avoid our 7 deadly sins throughout the process:

  1. Picking the most popular accounting software

I am sure most of us in our lives have gone with the popular brand choice when weighing up a decision, but when it comes to accounting software this really is not a place to be swayed. A thorough evaluation on the functionality in the system should be aligned to your project objectives both in the short term and long term. No one wants an embarrassing situation where you have the brand leading solution but core features are missing.

  1. Not involving the right people in your organisation in the decision

The employees in your business are your business, they hold the knowledge and an understanding of key company processes. Involving the right people and consulting thoroughly can ensure you get a successful accounting software project in place. For example with Sage 200 and Sage 300 you can utilise the integrated Sage CRM (Customer Relationship Management) software so it is worth consulting Sales and Marketing as well as accounts to keep all units working closely.

  1. Not appointing a project leader

The best projects have one person that is ultimately leading it and driving it forwards from your organisation. It is vital that your chosen software partner also elects a project manager to co-ordinate the project from start to aftercare.

  1. Forgetting about Stakeholder approval until the last minute

Stakeholder approval is the ultimate decision any project depends upon, be this shareholders, members of the board, fellow colleagues. An accounting software project is no different and it’s vital to keep Stakeholders in the loop and aware throughout the process.

It could be that at the start you have a budget in mind but it could have a potential sliding scale depending on what you can achieve from investing into the software. It can be a lengthy process going through an accounting software project and the last point you want to reach is a stalemate at the end when it comes to final approval. We have an article here on Pitching ERP to The Board

  1. Not allocating time and resources from your company for the project

A new accounting software implementation requires commitment from both parties to work in unison and to deliver to timescales. A good software partner will make your project their priority and will deliver to expectations, but the real strain is more likely to come from your business as you will have to juggle your usual workload with the addition of tasks for the new accounting software implementation. Keep this in mind when planning workload during the implementation.

  1. Not checking references for the software company you are to partner with

References are vital to help provide you with reassurance on the company you are set to partner with. Make sure to ask your partner for a reference and where possible a close match to your business industry. However consider that a good software partner should not be discounted just because they might not have an exact match on the reference front, as any reference can provide an understanding of how a company works and manages their customers.

  1. Leaving the hosting environment to the last minute

The term hosting environment essentially in this context means the location you plan to house your accounting software. If it is on your own servers then you want to ensure they are capable and up to specification. If you are using a hosting provider or perhaps your chosen software partner has a hosting facility then it’s vital to weigh up which route will provide the best and smoothest implementation for your company.

At Oakley ERP we partner with organisations to help them implement Sage accounting software such as Sage 200 and  for growing and established businesses. Please feel free to get in touch with us if you are looking at a new accounting software and would like to discuss your requirements.

Written by Oakley Marketing at 16:45