Database Creations, Inc. ‘ Business! Professional Edition

Microsoft Access-based products do generally have a scalability limitation in that they are file/server products designed to support no more than 10 simultaneous users. Other products that use client/server architectures can support many more users because the database processing occurs on the server. With Microsoft Access, all database queries and reports are processed at the workstation level, requiring much more data to be transferred over the network. This will result in slower performance and a limited number of users. However, the tradeoff is a much simpler system that is easy to maintain.

EASE OF USE/ TRANSACTION ENTRY – 4 Stars
The Business! system is built around a series of forms and reports. The program assumes that users are at least familiar with the Microsoft Access program environment. Rather than attempt to mask or hide the Access environment, Business! modules capitalize on the functionality that is already provided and give you a powerful accounting tool that runs within, and takes advantage of, all the built-in features of Access such as Microsoft Office integration, the ability to customize virtually anything about the program, and completely open data import, export and query capabilities.

With that design philosophy in mind, the main program interface is a multi-tab main menu form. Each tab represents a specific module. On each tab is a series of buttons that opens applicable data-entry or processing screens. This provides a very quick learning curve and a sense of immediate comfort with the overall layout and design. Data-entry screens are equally simple, consistent and well designed. Multiple tabs keep related information grouped together. A series of buttons across the bottom of the data-entry screen provides navigation, search, print and other related functions. On screens like customer information, there’s a button for sales history, which gives you a quick list of invoices for that customer. You can then drill-down to the actual original invoice for viewing, editing or printing.

CUSTOMIZATION/SECURITY – 4 Stars
The Company Setup screen provides many options for all modules. The Sales/Invoicing module supports four different invoice types: simple, product detail, service or professional. Numerous options are provided for sales/invoice, purchase order, customer, supplier and inventory numbering. There is a selection to enable or disable perpetual inventory calculations and inventory categories. There are also options for custom purchase order messages, multi-currency and payroll systems.

Of course, the most outstanding customization capability provided by the Business! suite is the availability of program source code. A professional Microsoft Access developer can extend, enhance and modify any aspect of any feature throughout the system. From a practical standpoint, it would obviously be wise to use a documented integration approach to ensure that all changes can be properly maintained through future upgrades. Database Creations does offer business software consulting services, as well as a network of Certified Business Partners to assist with custom programming.

INTEGRATION/IMPORT/EXPORT – 5 Stars
A wizard provides for the import of data from certain versions of Peachtree and QuickBooks. You can import key data such as customers, suppliers, inventory and chart of accounts. An export wizard lets you select tables and fields from throughout the system for export to ASCII, Excel, HTML, SQL Server, Access or Word file formats. Of course, with custom programming, you can import or export any kind of data that is accessible through Microsoft Access, Visual Basic or any number of other programming languages using ODBC file access.

Database Creations has encouraged the development of quite a number of integrated third-party applications. There are applications for processing credit cards, producing bar codes, creating custom forms for Palm computing, shipping interfaces, and many other developer-oriented tools. Database Creations also markets its own develop- ment tools to facilitate Microsoft Access customizations.

REPORTING – 5 Stars
An extensive library of over 200 reports is available, each professionally formatted and ready for previewing, printing or exporting. Since all reports use the Microsoft Access report writer, they come ready for full integration with other Microsoft Office products.
One of the optional add-on modules is the advanced report manager, which is based on the Report Manager Professional product developed by Database Creations. This module features the ability to enter up to five criteria items to limit the data displayed in your reports, the ability to print to different printers including fax drivers and *.PDF writers, the ability to group reports for batch printing, the ability to queue multiple reports, and the ability to choose different detail and summary levels.

SUPPORT/TRAINING/ HELP SYSTEM – 4 Stars
The company offers 30 days support with each product purchased, an online knowledgebase, and several paid technical support plans. Technical support plans can be purchased on a single-incident basis, multiple-incident packs, or priority support arrangements. Training is available on-site or off-site in a range of sessions depending on what the business needs. An online user forum is also available.

Electronic *.PDF-based manuals are provided for each module and are comprehensive and nicely written. Although the program is simple enough, it would be a nice improvement if the program provided at least some level of context-sensitive help, with links for related topics and so forth.

COMPANY HISTORY – 5 Stars
Database Creations has been around a long time, providing high quality software based on Microsoft Access. Previously, the company offered the ‘Yes! I Can Run My Business’ package, which was discontinued in early 2003 in favor of the Business! line. Other accounting products include POSitively Business (point-of sale), Inventory Manager and Checkwriter. The company’s expertise in Microsoft Access is also available in a number of developer tools, such as appBuilder, EZ Access Tools, and Access Project Security Manager.

RELATIVE VALUE – 4 Stars
For any company that is already familiar with the power of Microsoft Access, Business! is certainly one of the best products I’ve seen. It allows, and even invites customization for special needs. All modules are included, and the multi-user license allows the program to be installed on an unlimited number of machines, eliminating the need to purchase expensive single-user licenses for each accountant or other user. The package is priced at $2,495 for unlimited users at one location. A developer license is available for $3,495. Training runs $1,500 per day, plus expenses for onsite training.

2005 OVERALL RATING: 4.5

Review sections for the mid-range accounting products include the following:
Modules Available/Scalability. Within this section, we look at the general breadth of modules available from the company. Although our prototype pricing only includes a base set of modules, there are many occasions where a company has special needs. The availability of ancillary modules provides for expansion of the integrated module set to meet new business requirements. Scalability is the capability of the product to grow with the business. Many successful mid-range businesses start with only one or two employees and grow to hundreds of employees within a short period of time. If the accounting package you start with supports a maximum of five users, you’ll be looking for a completely new package when your business outgrows it, which could be potentially expensive in terms of data conversion and retraining.

Ease of Use/Transaction Entry. This section is fairly self-explanatory and simply evaluates the overall user experience in using the software, from the main menu to the data-entry screens. As a general rule, all the products reviewed here are very modern and pose no specific problems in this area. I found them all easy to use and navigate, although some are more mature and refined than others.

Customization/Security. Most vendors in the mid-range market have made a deliberate attempt to keep their products simple. The ability to customize the product is generally focused on the reporting area. However, several vendors do provide the ability to customize for layouts and terminology to match specific industry needs. One other thing that should be highlighted is the ultimate customization tool: source code. A number of products do provide program source code either as part of the purchase price or as a separately purchased feature. Security is very similar across these products, with most having a menu-level system that restricts users to specific menu items and tasks.

Integration/Import/Export. Many mid-range products rely on third-party add-ons for functionality that might be built-in or integrated in a high-end product. For instance, point-of-sale, e-commerce and EDI are functions that may be provided by the vendor as an integrated module, or may be provided by third-party add-ons. If third-party add-ons are supported, it is important to have a relatively simple way to move data into and out of the program using import and export capabilities.

Reporting. Generally, all of these products provide high quality reports. Several provide built-in custom report writers that let you create reports based on your own formats and needs. My preference is the products that have standardized with Crystal Reports as their report engine. This implies two things: First, the database is an ‘open’ database structure that allows direct access to the data files for reports and queries; second, you can purchase the Crystal Reports professional designer and create your own custom reports using an industry-standard format. Many third-party developers specialize in Crystal Reports design and can provide assistance to meet nearly any need.

Support/Training/Help System. This section is also fairly self-explanatory. It is an evaluation of the program’s online help system, as well as the availability of product support, whether through live telephone support, e-mail support or an online knowledgebase. Of course, the best products provide a combination of all these methods. Classroom or web-based training should be available for budget-conscious new users at times and locations that are convenient.

Company History. When purchasing most accounting packages, you are certainly buying a tangible, installable CD, which will be used by people in your company to do their work. However, you are also establishing a business relationship with a company that is expected to provide updates, enhancements, bug fixes, training and support. How long has the company been in business? How many times has ownership of the company changed hands? Is the company based in the United States, Canada or overseas? All of these factors will change the nature of your relationship with the vendor you choose.

Relative Value. Basically, this is the ‘bang for your buck.’ Generally, the more sophisticated products that offer more modules will have a higher cost. This is to be expected. However, this category attempts to consider the big picture. With the feature set and cost considered, does the vendor offer a competitive product at a competitive price?

We hope you find these reviews informative and helpful in your accounting software search. Each product reviewed here is a high-quality product that is worthy of consideration. As I have always encouraged, you should get a demo package from the vendor, install it on your system and try it out! Ask questions, evaluate your needs, compare it with your existing system, and pick a product that fits your budget.