2004 Microsoft Business Solutions for CPAs

1
2004 Microsoft Business Solutions for CPAs

• J. Carlton Collins, CPA

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Audience Profile

• CPAs in
• Public Practice?
• Industry?
• Government?
• Education?
• Retired?

3
Audience Profile

• How many of you have you ever attended a
  technology CPE course?
• How many are in the market for an accounting
  system for your company or clients?
• How many consult on or resell software?
• Which products?

4
Audience Profile

• Please rate your personal knowledge of
  Technology
• Beginner or Novice
• Somewhat familiar with technology
• Very familiar with technology
• Expert

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Objectives Today

• Demonstrate wide assortment of technology topics
  that are most likely to be of interest to your
  company or clients
• 2004 Update
• Emphasize solutions over products
• Answer any questions you may have
• Sprinkle in quick tips

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Products To Be Discussed
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Pilot Program
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Evaluation Form 1
More detailed Please add comments through out
the day Trade Eval form for Office at end of day
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Evaluation Form 2
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MBS Manual on the Web
Information kept up-to-date Power point slides
available at web site Hyperlinks Bonus material
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Case Studies Scenarios

• Included in back of book
• Updated summarized on the web site

12
Timing Breaks

• 830 - start time
• 1000 am - 10 minute break
• 1200 pm 30 minute lunch
• 130 pm 10 minute break
• 245 pm 5 minute stretch break
• 355 pm adjourn
• 400 pm another hour for QA

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J. Carlton Collins, CPA

• Implemented more than 200 accounting systems.
• Delivered over 1,500 technology lectures.
• Chair of the AICPA Technology Conference.
• Published in the Journal of Accountancy.
• AICPA Lifetime Achievement Award for Technical
  Contribution to the CPA Profession.
• Top Ten CPA Technologists by Accounting
  Technologies Magazine.
• Lead author for PPC's Guide to Installing
  Microcomputer Accounting Systems.
• Outstanding Discussion Leader Award from GSCPA.

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Carltons Web Sites
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Financial ReportingMoving Data Around

• Data in Great Plains, Smart List (46)
• Exporting Data to Excel (49)
• Charting Data (170)
• Linking Data to PowerPoint (190)
• Publishing Data to the Web (191)

IBM
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Sarbanes Oxley
http//www.cpaadvisor.us/sub/9_sarbanes.htm
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Data QueriesPulling Data Into Excel

• Linking Excel to Databases (179)
• Web Queries Example (179)
• Accounting System Example (181)
• ODBC Discussion (181)

IBM
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OLAP Data CubesPivoting Data

• Data from Great Plains (46)
• Exported to Excel (49)
• Pivot Tables (174)
• Axapta Analytics (89)

IBM 2
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Power Toys

• Free Download
• Power Calc

3
20
Utilities
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Quick TipOptical Scroll Mouse

• Show of hands
• Scrolling Word IE
• Scrolling Excel

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Web SiteEconomic Census

• http//www.census.gov/econ/census02/advance/TABLE1
  .HTM
• http//www.census.gov/epcd/www/recent.htm
• http//www.census.gov/epcd/www/econ97.html
• http//www.census.gov/epcd/ec97/us/US000.HTM

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Sales Leads (169)

• Commercial Listings
• Residential Listings
• On demand

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Web Publishing

• Web Hosting (163)
• E-Commerce Manager (163)
• Selling on the Web
• Site Traffic (164)
• Search Engine Submission
• Traffic Builder (165 168)

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Microsoft Tools

• Business Listings (166)
• SharePoint Services (167)

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Supply Chain
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Supply Chain (158)
Supplier
Warehouse
Store
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Pameco
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Manual Supply Chain
Inventory Count
Reenters Data
Inherent keypunching errors Labor intensive
Ordering Delays
Supplier
Reorder Report
Phone or FAX
Handwritten PO
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Supply Chain

• Result is less inventory need on shelves

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Supply Chain

• 3 day barrier routinely broken
• JC Pennys required 3 month lead time 20 yeas ago
  

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Supply Chain

• Anticipate Demand

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Supply Chain

• Cottage industries

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Supply Chain

• Microsoft Business Network (155)
• BizTalk (161)
• Download Trial Software (http//www.microsoft.com/
  biztalk/evaluation/trial/)
• Features (http//www.microsoft.com/biztalk/evaluat
  ion/features/default.asp)
• Demo (http//www.microsoft.com/biztalk/evaluation/
  demo/)

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Reverse Auctions

• Navision Example
• Automatically bid down the price of inventory

36
Wayback Machine

• www.webarchive.org

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Synchronization (233)

• Business Card
• To Card Scan
• To Outlook
• To handheld
• To accounting systems
• ActiveSync Settings

38

Quick TipUSB Drives

• http//www.cpaadvisor.us/sub/usbreview.htm

39
Carltons Hotlist
40

Quick TipWi-Fi Security
41
Inventory Pricing

• Great Plains Options (49)
• Working Backwards 2 Questions (54)
• How much will revenue be?
• How much profit do you want?

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PY Financials
???????
13,000,000
28
3,840,000
3,840,000 / 13,000,000 29.5
9,160,000
8,160,000
???????
1,000,000
43
Wolverine Turnips (54)
4 for 1.00
Underwood Dudley
25 cents each
44
Navision
Great Plains
Solomon
Axapta
Navision Lite
Great Plains Lite
Solomon Lite
SBM
All Purpose Custom.
All Purpose
Project Prof Ser
Mfg Dist
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Microsofts Strategic Decisions

• Commitment to 2013
• Lite Pricing
• Free upgrade to Green
• Technology Leader
• Investing Billions

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Great Plains Quick Highlights
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SBM Quick Highlights
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SBM

• To be renamed Microsoft Basic
• 995 single, 400 per user thereafter
• Scaled down version of Great Plains (9 modules)
• Up to 10 users
• Same look feel
• Quick demonstration
• New Name this Fall - Great Plains Basic

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Navision Quick Highlights
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Axapta Quick Highlights
51
Solomon Quick Highlights
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Web SitePrice Grabber

• http//www.pricegrabber.com/search_attrib.php/page
  _id48

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Patches Updates (242)

• New patching system
• Less rebooting
• Only one source, not 68
• Monthly updates

54
Voice Recognition

• Recording voice in Excel (170)
• Voice recognition in Word (184)
• Training voice recognition (184)

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Customizing Accounting Software

• Doug Burgum
• 1990 AICPA Tech Conference
• Feature charts from hell
• Adding features created bloatware
• Next generation
• Core financials
• End user tools

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Customizing Accounting Software

• Customizing accounting systems is now easier
• Customizations migrate to newer versions
• Navision example (17)
• Object numbering scheme
• Axapta example (80)
• MorphX technology (84)

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Customizing Accounting Software
Reports Checks, etc.
Data Input User Screens
Database
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Be Sure to Ask the Right Questions

• Can you customize Reports?
• Show me
• Can you customize user screens? Show me!
• Can you customize the database?
• Show me!

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Customizing Accounting Software

• Navisions Dataport (20)
• Links to third party applications (20)
• Solomon Customizations (104)
• By User, department Company
• Export Import customizations

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Selecting a Consultant

• Nick Burns
• Reseller Criteria

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FRx Quick Highlights
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Financial Reporting

• FRx (135)
• Financial Statement Design
• 256 columns
• Password protected reports
• Scheduling reports
• Sending reports via e-mail

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Questionnaires

• Axapta
• Quick demonstration
• Zoomerang

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Accounting System Wizards

• Axapta Example

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Accounting System Macros

• Great Plains Example

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Accounting System Drill-ability

• Navision Example

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Web Portals

• Solomon Example
• Time Billing
• Expense Reporting

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Remote Acess

• Citrix
• Terminal Server
• pcAnywhere
• Windows XP Remote Control
• Go To My PC

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ERP to High End Accounting

• ERP/Tier 1 compared to High End Systems
• Supply Chain
• Human Resources
• Databases
• Industry Specific Products
• E-Commerce
• Workflow
• In 2000
• Anderson Consulting retrained 17,000 ERP
  consultants
• Ernst Young spent 3 billion retraining ERP
  consultants
• Price Waterhouse Coopers sold 18,000 consultants
  to Cap Gemini
• Vase to Väse after 50, accounting system to ERP
  system after 1 million

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Manufacturing versus BOMP

• Assembly, Kitting, Light Manufacturing, BOMP
• Need graphic of work centers
• Promise date, add 2 weeks
• Quote, includes tear down, setup time, work
  center time, cost of goods
• Production Planning, ordering just in time

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Kitting
30
50
20
75
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Kitting

• Also known as
• Light Manufacturing
• Assembly
• Bill of Material Processing
• Multiple levels

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Real Manufacturing
8 hours
2 hours
4 hours
Fri
Mon
Mon
Promise Date 2 weeks minimum, add 2 more weeks
for safety margin
16 hours
24 hours
12 hours
Mon
Mon
Thur
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Classes of Accounting Software

• All-purpose
• Verticals or industry specific
• 30 million businesses, 15 million with 1
  employee, only 7,515 Oil Gas Extraction
  Companies, 12,506 Apparel manufacturers, 26,375
  Food manufacturers. Even 25 market share would
  yield only 1900, 3100, or 6600 customers. It
  takes thousands of customers to be well proven.
• Add-ons (with all-purpose)
• 80 of Great Plains customers indicate that they
  use add-ons

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.NET

• NET, what is it?
• Recall SQL, discuss impact, data on your computer
  can be shared
• No relate that story to todays variety of
  databases, data on any computer can be shared
• Example, bike wreck, access calendar, doctors
  calendar, insurance requirements
• Graphic image of PDA accessing these three
  databases

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Blueprint to Selecting Accounting Systems (224)

• 25 steps
• 10 steps for small company
• Feature Comparison Charts (217)

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Saving Time

• 5 seconds per order screen, times 36,000 orders
  1,250 per year (assuming 30,000 plus fringe
  benefits)
• Saving 10 minutes per day saves 41 hours a year
  1,150 (assuming 50,000 plus fringe benefits)

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Account System Look Feel

• Navision Tour
• Screens, labels, data fields, company, user,
  dates, colors, icons, tabs, etc
• Axapta
• VCR Buttons, simple versus complex, wizards, etc.
• Great Plains
• Desktop, thumb tacks, routines, macros, colors,
• Solomon
• Web based interface

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Technology Strategies (246)
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END

• Thank you

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Quick TipBlocking Pornography

• Internet Explorer
• Google Setting

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Virtual Computing

• Virtual Computing
• Virtual PC from Microsoft
• VM Ware from VM Ware
• Legacy Systems
• Multiple systems on one computer

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Web SiteDating

• http//personals.yahoo.com/

84

Web SiteFBI Most Wanted Offender Registry

• http//www.fbi.gov/mostwant.htm
• http//www.doc.state.mn.us/level3/Search.asp
• All States - http//www.publicrecordfinder.com/cri
  minal.html

85
Web SiteThomas

• http//thomas.loc.gov/home/r108query.html

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Computer Setting Tips (241)

• Google Preferences to 100
• Links Bar
• Quick Launch Toolbar
• Accelerate your mouse
• Office Full Menus
• Taming Office Assistant

87
Web SiteInternet Bandwidth Test

• http//bandwidthplace.com/speedtest/