A-Systems Corporation — A-Systems Visual Bookkeeper

One of the first things new users will notice is that all of the data-entry
screens are very similar in appearance and functionality, with numerous tabs
designed to provide easy access and quick entry of data. Fields contain lookup
options and the ability to attach documents to the record. Data entry is performed
using the batch system, allowing users to review data prior to posting. Company
setup is simplified using the new Company Setup Wizard, and several other wizards
are also available in various areas of the software, including chart of accounts
setup and new vendor setup. Visual Bookkeeper does not currently provide industry-specific
templates, but an optional Cash Register module can scan items and process payments.
And as previously noted, the vendor offers a construction accounting product,
as well.

CORE ACCOUNTING CAPABILITIES:
The GL offers the choice of a user-defined chart of accounts or the option to
set up a new chart of accounts from scratch. Users can work in multiple periods,
enter transactions in prior months and set up multiple companies. Sales tax
functionality is set up in the AR module and is easily tracked. To review totals,
users simply run the Sales Tax Summary report.

Visual Bookkeeper is very ‘accountant’ friendly, containing a
powerful audit trail function that cannot be turned off. As a result, every
transaction entered in the program is tracked and can be reproduced. Visual
Bookkeeper does not offer multi-currency functionality at this time. The program
is easily networked for multiple users, and transactions can be created at one
location, exported, emailed and imported at the business’ headquarters
to support multiple locations. The company noted that some users have set the
program up as a hosted application on their own server and allow remote access
to other users/locations.

DAY-TO-DAY OPERATIONS:
Users can convert customer quotes directly into sales orders. In turn, those
orders can be easily converted to an invoice. The optional point-of-sale module
offers a cash sales function allowing users to enter cash sales by scanning
a product or entering a product description. Visual Bookkeeper offers three
menu views: Sale Menu, Drawer Menu and Gift Card Menu. Each menu offers different
options at the bottom of the screen. Credit card payments can also be accepted
over the Internet utilizing Mercury Payment Systems. At this time, does not
provide does not provide direct integration with shipping vendors for printing
FedEx or UPS shipping documents.

The contact manager function allows effortless tracking of customer activity
and information. Users can choose preferences for each customer including status,
whether they are active or inactive or on credit hold, and their credit limit.
Vendor information, including tax number, payment terms and numerous user-defined
fields are easily maintained. Vendor invoice totals can be easily displayed,
as can a full history of vendor purchases. Employee management features include
access to personnel information, salary history and the ability to attach a
photo to each employee’s personnel record.

The optional Inventory module offers up to three pricing levels (as does the
Item Price file, which is included in all versions, not just those with Inventory),
numerous user-defined fields in order to track more product detail, and the
ability to handle both assembly and bundle-product tracking. All invoices, statements
and other reports can be converted to a PDF file, emailed to recipients, or
exported as a text file. Data from reports may also be exported directly into
spreadsheets, word processors, CSV files, or saved as raw data for import into
other programs, such as databases. E-payment and e-banking capabilities within
the product are limited to the ability to process EFT transactions, built-in
credit card processing and reconciliation, direct deposits, and bank downloads
for bank reconciliation in both Microsoft Money and QuickBooks formats.

MANAGEMENT FEATURES:
The Overview screens display general statistical information, AP and AR overviews,
and a financial overview. An accounting overview displays GL totals along with
current AP and AR status. The GL Projections/Modeling function allows users
to enter data into Visual Bookkeeper to create an accurate cash flow projection,
along with sales and expenses for up to a three year time frame.

The built-in Report Generator is one of Visual Bookkeeper’s most valuable
features. Reports can be easily created, modified and processed. Visual Bookkeeper
offers numerous standard reports in each module or the ability to create custom
reports from scratch using the optional Dataview module — just click on
a module, choose a report and modify by choosing new report criteria.

Visual Bookkeeper security is multi-level, and can be implemented at the business,
user, or module level, as needed. A paperless office green solution was added
that allows scanned files, spreadsheets, documents, photos, etc. to be attached
at a long list of appropriate places, and accessed through a centralized “electronic
file cabinet.”

INTEGRATION/IMPORT/EXPORT:
All invoices, statements and reports can be exported to PDFs, as well as to
spreadsheet programs such as Excel, word processing programs such as Word, or
text files. The optional Electronic Data Importing add-on module allows for
the easy import of data from various third-party programs. Visual Bookkeeper
is a fully integrated product and works with an extensive list of add-on modules
from the vendor, including Inventory, Purchase Orders, Equipment Costing, Data
View and Cash Register. Visual Bookkeeper offers an accountant data transfer
tool and will provide the user’s accountant with a free copy of the software
for their use.

HELP/SUPPORT:
Visual Bookkeeper includes Bean Counting 101, a lighthearted but comprehensive
manual for non-accountants who will be using the program. The “search
for help on” function allows users to search for answers on specific topics.
The live update wizard will automatically download any system updates, and all
payroll tax tables are updated and available free of charge to customers. Online
product training allows users to choose from various training topics that can
be downloaded and accessed when convenient. Visual Bookkeeper offers technical
support agreements that provide toll-free support, as well as access to the
support hotline.

SUMMARY & PRICING
Visual Bookkeeper is currently available for $79.95 for a single-user system
and includes the core GL, AP, AR, Sales and Payroll modules. Originally evolved
from the vendor’s excellent JobView job costing software, Visual Bookkeeper
continues to offer a wide variety of useful features that small businesses need,
all the while remembering who their customers are. This is a solid product that
users will not outgrow anytime soon.

2010 OVERALL RATING: