Double Entry Overdone
Why are we entering the accounting information twice? As we close the last month of 2006, I would like to see that we start off the New Year using our new accounting system Computer Ease, to the full capacity. The last couple of months have been in complete shambles. While we keep scratching our heads trying to figure out how all the information needs to be input into the system, I recommend we grab the bull by the horns and only use Computer Ease.
For starters, the Accounts Payable module is self explanatory and will be simple to switch over to and start using right away. As we receive the invoices and are approved, they will be input into the system. When it comes to Project Management, Accounts Receivable, and the Payroll modules, this is where the information is being entered twice. My recommendations for the aforementioned modules are as follows: for the Project Management module, the Project Manager of the job will enter the information when the job is awarded to us. That means all the contact information from the Owner of the job to the suppliers of the material. When the time comes that we need to enter a Request for change or a Change order, this information will also be entered through Computer Ease. Next for the Accounts Receivable input, I recommend that the invoices are only entered through Computer Ease. I know that in the past the Project Managers have preferred to use Microsoft Excel for their invoices, but then the information has to be entered into Computer Ease so we can keep track of the invoices and print out the reports for month end meetings. Lastly, for Payroll I suggest again, we use Computer Ease for what it is intended to be used for. When the weekly timesheets are turned in we are then inputting the information into an Excel spreadsheet so it is easier for the Payroll clerk to enter the information into Computer Ease. I suggest that we change way the Foreman fill out their daily worksheets to include a weekly...