How To Use Accounting Software Properly

By: frank vanderlugt

Accounting software can fulfil many important office functions and save a lot of time on business routines. Modern office systems have the ability to do job costing, invoicing, accounting, manufacture reports, handle a customer database, and do targeted marketing. Because not all businesses have the same needs, be sure that the business software has the functions you specifically need before making a large investment.

Job Costing

When a customer requests a bid on a job, they require a quick turnaround, and the best cost. For a contractor, there are two significant concerns: the cost of performing the job and the profit margin. If a quote given to a potential customer is too high, the business will not get the bid, but if the quote is too low, there will be little profit to the business. A good estimating program eliminate this margin for error and makes manufacturing more profitable by maximizing customers and profit margins.


A good intergrated database keeps track of customers and the payment status of accounts.

When it comes to hard disk recovery, the best method is to insure that you will never need it. Besides making frequent backups, the following measures will keep your system running smoothly.

Antivirus Protection

New viruses are invented everyday, and system security is a concern for every business. Malicious software can damage your system to the point where it will not even boot up. The latest versions of Windows are the favorite targets of malicious programs such as spyware and viruses, and it is helpful to use 2 or more antivirus/anti-spyware programs to prevent destruction or theft of your data.

Spyware Scanner

The clues that spyware is on a computer include a barrage of pop-up ads, a hijacked browser,a sudden or even repeated change for your computer’s Internet home page, the appearance of a new toolbar or new screen icons, malfunctioning key, random error messages, and most of all, sluggish computer performance. Any sytem with access to the internet is prone to this proble, but there is software to block spyware installation. In addition, make sure all employees using the office network do not download from unknown sites, and set your internet browser security at "Medium" or higher. Install individual firewalls to prevent uninvited users from accessing your network. A firewall blocks unauthorized access to your computer and will alert you if spyware already on your computer is sending information out. Purchase an anti-spyware program from a vendor you know and trust. Set it to read on a regular basis - at least when 1 week - and each time you run your computer, if possible, and delete any programs programs the anti-spyware program detects on your computer.

Computer Maintenance
The best way to avoid having to use file recovery software is to be sure that no corrupt data is stored on your computer. Companies like Norton sell disk optimization programs keep your network running at top speed, correct problem files and maximize the available space on your hard disk. Run disk optimization and anti-virus programs at least once a week.

Hard Disk Recovery

There are disk recovery applications specifically developed to recovering files of a certain format, like graphics files as opposed to word document files, and there are programs to hunt fo any type of misplaced file regardless of the format. There is no program on the market that can guarantee recovery of every lost file, but you are able to increase your chances for recovery by selecting the appropriate program for the file you are trying to save.

Do-it-yourself programs are a lot less expensive than hiring a data retrieval company that specializes in information recovery and you should at least attempt to utilize of this type of program if money before calling a professional.

In addition to recovering deleted files, there exists information recovery programs that can restore files after you've formatted the drive, after a power failure, natural disaster, or even files damaged by a computer virus.

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