Software Customization Options - From Least To Most Risk
By Sheldon Needle

"Customization" of software had a different meaning ten years ago then it does today. In the mid-range accounting software marketplace today, there are many customization options. This has mainly been due to the maturing of these products as well as programming language and database enhancements.

The “customization” options that we will be referring to in the following paragraphs are as follows:

1) Traditional Source Code Modifications;
2) Third party/Developer Add-Ons;
3) Development of Front End Applications that Integrate With Your Accounting Software;
4) Using Accounting Software Import Modules and ODBC Connectivity;
5) Utilizing Crystal Reports and Frx financial Report Writer;
6) Integration with Microsoft Office, Field Customization, and User Defined Field Options Inherent In Most Mid-Range Accounting Software Products.

Traditional Source Code Modifications
Even if you are able to find a reseller of a mid-range product that has a programming staff (also one that has survived a number of years with a programming staff) this option is very risky and expensive. Ten years ago, however, this may have been the best option. Today, in our opinion source code modifications should only be a last resort for the following reasons:
a) Very expensive; b) Difficult to find reputable resellers who are able to maintain a solid programming staff; c) The modification will always have to be upgraded with future releases and you will have to bear the entire cost.

Instead of this option we would look to developer or Third Party Add-ons that will solve your business problem. In the long-run the cost of updating the add-ons should not be as expensive; since the developer is able to spread the cost over the many users who are using the modification – see next section on Third Party/developer Add-Ons.

It is quite incredible that despite the vast array of off the shelf software available today that some users will entertain the idea of using source code to make significant changes to their software. This almost never works out due to the complexity of writing code, testing and debugging and maintaining/upgrading the system for user enhancements. Those that try this route eventually realize that the most effective use of their IT resources is in helping to run their business and not as software developers.

Third Party/Developer Add-Ons
There are literally thousands of Third Party/Developer add-ons available for some of the major products like MAS 90/200, Microsoft Business Solutions and Macola. Also, some of these add-ons are literally separate modules themselves, with seamless integration. Some examples of enhancements are as follows: Multi-Company Accounts payable, Multi-Bin Inventory, and Multi-Currency enhancements as well as many other enhancements.

What makes these Third Party/developer enhancements attractive is that these companies sell these enhancements to other resellers and end-users all over the United States and Canada. Therefore, the cost to the end-user is less expensive since the development costs can be spread over many users rather than a single user. Also, these companies are committed to upgrading the enhancements since there are many users that are depending on the product already. Additionally, many of the developers allow the end-users to by software maintenance that provide for all upgrades that are released on the product.

One thing that you have to keep in mind is that there are many developers selling these modifications, however, we would recommend only purchasing enhancements from the larger developers because they have proven that they are committed to selling and maintaining these modifications. Also, you usually have to stay with one developer for all of your enhancements. If you need more than one modification, it usually does not work out well if enhancements are purchased from different developers.

Development of “Front End” Applications
As accounting software has matured over the past ten years so has database and program application software. These products use Excel worksheets or standard industry databases such as Microsoft Access to develop applications that work in conjunction with your accounting software. For example a product like Great Plains or MAS 90 may only be an 85% solution for an organization. However, by developing a “front-end” application this percentage may increase to almost 100%.

Typical examples of this approach might be an Excel file to capture payroll data from an outside service and then import that data into the accounting system. Other examples might be to capture labor from the field for importing data into job cost, special spreadsheet forms for quick entry of payroll transactions, equipment usage, or budgets to import into various accounting applications.

Other examples, where front end applications could be would be for importing UPS tracking numbers from UPS’s shipping manifest software into a user defined field in your accounting software. A file just needs to be retrieved from UPS or it can be link via ODBC to create an import file by sales order number. This file then could be updated daily or hourly; i.e., set the import to run every hour after the import file is updated.

If you are working with an SQL data base the step of creating an import file may be able to be eliminated and SQL programming routines could be used to link various data bases. Once one data base updates the other data base will update automatically. Quick, and fairly painless custom front end applications, is one important reason that SQL has become the de-facto standard for business applications in the past few years.

Using Vendor Import Modules
The majority of mid-range accounting software products have modules that allow users to easily create import functions to import data from external software packages. The best use of import modules is to get data into data entry files or to update master file data. Importing data into these files usually works best because the master files do not affect other files and after data entry files are populated the end-user will use the program to update to other files that are affected. Some of the newer import modules also allow automatic updates from ODBC compliant data sources.
Some instances where you may want to use import modules are as follows:

1) Updating Master file data from other data sources;
2) Data entry files

It should be noted that imports take time to set-up and they have to be thoroughly tested, however, once up an running they usually run without error and are able to provide an accounting software user with powerful information without data entry and source code modifications.

Utilizing Crystal reports and Frx Report Writers
These products have virtually become the standard report writers used by most mid-range accounting software products.
Crystal Reports is a powerful WYSISYG report writer that allows the creation of meaningful and powerful reports quickly and easily. Therefore, you can create virtually any kind of report you can imagine. You are able to use tables, cross-tabulations and even build reports with drill down features. The accounting software products usually come with the necessary ODBC drivers to access your data, as well as provide the option of transferring your data into other applications (i.e., Excel, Word Access, etc).

FRx (Financial Report Extender) allows you to create row and column formats independently, therefore, maximizing the flexibility of your financial reports. You can even combine formats and carve out new account segments not possible in your standard general ledger.
These two report writers can be very powerful, however, proper training and computer savvy staff is essential to use them effectively. Frankly, for smaller, less sophisticated
companies these tools may not be usable and the user may find themselves dependent on the reseller or vendor to write custom reports for them at a stiff hourly rate.

Integration with Microsoft Office, Field Customization, and User-Defined Field Options
Most of the products mid-range products allow you to change the appearance of screens to match the way you prefer to work. For example, the ability to specify default values to reduce keystrokes, or the ability to change the screen to follow the exact order of fields on an input form, or the ability to change default field labels are just some examples of this type of customization. Also, the ability to add user-defined fields without having any programming skills is also available as a customization feature in most of the products today.
Another popular customization technique to add productivity is the ability to automatically use your accounting software data in mail merge documents for customers, vendors and employees. Most vendors have created ODBC links which integrate the accounting software data directly wit Microsoft Word, thus providing mail merge functionality.

There are many "customization" options available in mid-range accounting products today that can add increased flexibility and powerful features. Also, the flexibility of each products customization" features is a critical issue in deciding which software package a company will decide to use. Therefore, all of the major customization options listed in this chapter need to be investigated to see how a company can most benefit from software "customization" and more importantly avoid some of the added risks of "customization".

About Sheldon Needle
Sheldon Needle CTS President, has been evaluating construction software vendors since 1983. Your free 10-15 minute Smart Shortlist Consult™ with Sheldon is your opportunity to find out latest information about accounting software and get all of your questions answered. Download the Accounting Software Selection Kit now.

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