Called to account
Choosing the right package for an accounting system can make all the difference, as Mick Roberts finds out
While an accountancy computer program in a big hotel may need to be more sophisticated than one for a smaller establishment, the points to look for when buying are identical.
If you make the right decision, the program can bring huge benefits. Get it wrong, and it brings years of drudgery.
An accountancy package can take all the information from the front office system, point-of-sale equipment in the restaurants, telephones and pay TV, and prepare the purchase ledger, sales ledger and general ledger.
Knowing what you want and what questions to ask makes buying an accountancy system simple, says Paul Barrington Gibbs, systems and yield manager at London's Copthorne Tara hotel.
The hotel has been at the forefront of hospitality technology for many years. Along with colleague Brian Grew, purchasing manager, Barrington Gibbs is now looking for the right back-office accountancy package for the hotel.
One of the first things to look for is compatibility with existing equipment and systems. IBM and Microsoft are established market standards and most programs are designed to work with them. But at the Copthorne Tara the current accountancy package is a bespoke system - written specifically for the hotel to run on Wang hardware.
"When it was installed six years ago there simply was no off-the-shelf system for the hotel industry, or anything compatible. Nowadays you would not dream of buying a bespoke package, it would be far too expensive," says Barrington Gibbs, who is also chairman of the Systems Managers' Association.
Interfacing
The hotel is now having all the information on the old system translated so that it can talk directly (interface) to IBM- compatible equipment and the programs it runs.
Currently the information from the hotel's main revenue areas - point of sale, pay TV and telephones - go into its Lanmark property management system (PMS). At the end of the day, it produces reports which are checked by the income control department ready for being put in to the accountancy package. An interface, or direct link, between the PMS and accountancy package would be ideal for this, but the cost of the link must be considered, says Barrington Gibbs.
Translating the current information into IBM-compatible data now allows the Copthone Tara to buy off-the-shelf software. Barrington Gibbs and Grew are drawing up a list of all the fundamental functions the program must cover.
"This is not a difficult task. But it must be done carefully by working through all the current aspects of the job Highlight the points which are very important to you. These are the questions to ask when first making enquiries with suppliers," advises Barrington Gibbs.
Other features worth considering, but sometimes overlooked, are:
Start at the front. How is the information put into the system, is it easy to use and does it make sense?
Help function keys. Every time the operator asks a question does it give easy access to an answer, without having to quit out of current work?
Being user-friendly. Is it logical to use? Do not change your procedure to suit the computer system. Change the computer to match your work.
Security. Check it protects sensitive data with levels of access. As the management responsibility increases the access to the information should match. Only one person, eg. the general manager, should be able to see the entire picture.
Ability to upgrade. Software is continually being modified. Make sure that the system can be upgraded and adapted as new facilities become available.
On-site training and service. Training should not be provided in one visit but split to a time when more experience has been gained.
From that first stage, a shortlist of suppliers can be drawn up. "Ask the suppliers whether their systems can do all the points you raise and produce the accounts in a format you require to meet industry standards," says Barrington Gibbs.
He advises involving accountants as soon as the shortlist has been compiled, so work is not duplicated. The accountant can use the information from the package and will be able to specify exact needs.
Also, make sure the information is directly compatible with the accountant's system. This will save time and money when preparing the accounts for audits. Simple points about disc sizes (3.5inor 5.25in diameter) should not be neglected.
The next stage is to ask the supplier what, if any, hardware update is needed to made to make the package work on existing equipment.
"It is very important to include this in the contract. It must be made clear that you are relying on the supplier's advice and assessment of the current hardware. All suppliers have a standard contract. Make sure any points agreed are in the contract - insist upon its inclusion," warns Barrington Gibbs. Service and training commitments should also be written in.
The shortlist of suppliers will be concentrated down to a small number who can meet exact specifications. Now go and see the system working with another user, says Barrington Gibbs.
"This way, you learn valuable lessons from a user of your size and application. And if a big hotel like this one is using the package, then they will make sure any upgrades or modifications are made. That benefit will be passed down and protect the smaller hotel."
Service and training are fundamental to the smooth running of any computer software package, adds Barrington Gibbs. "Negotiate for as much training as you can. Barter with your rooms and service for more. Offer a weekend break in exchange for two days training - and do anything to get more on-site support."
