An accounting system provides the framework for recording business transactions, reporting results and filing taxes. Many companies determine their accounting system before opening the doors. Other companies start servicing their customers without a formal accounting system. After spending several periods creating financial reports without a formal system, these companies often realize the need to implement a system. A checklist helps keep the process of establishing an accounting system moving forward.
The first checklist item involves identifying the needs of the accounting system. The implementation team meets with different managers in the organization to determine what each manager needs from the system. Each manager should prepare a list of needs and wants, allowing the team to prioritize the abilities of the system. A need might list labor hours by machine.
Create Action Plan
The second item in the checklist involves creating an action plan. This action plan considers the needs of each manager and finds a way for the accounting system to meet those needs. After ensuring that the new accounting system meets the needs, the team evaluates the system capabilities to determine how many of each managers’ wants can be accommodated. The action plan lists each step for implementing the system and incorporating manager needs and wants.
Install Accounting System
The third item on the checklist is the actual installation of the accounting system. The software needs to be downloaded to the primary computer system of the business. Access needs to be granted to each accounting employee.
The fourth item on the checklist considers historic data and balances. Each account balance and the historic activity need to be loaded into the new accounting system. This allows employees to access information using the new system and to run reports comparing current and historic data.
Close Old System
Once the new system becomes active, the old accounting system needs to be closed and access restricted. This eliminates the temptation for employees to rely on the system they are familiar with and forces them to use the new system.