We made several stabs at over the counter accounting software, non of which
fit our needs.  The deficiency arose from the fact that we needed "fund
accounting" software and there was none available for less than about
$2500.

So, I was finally able to convince the Board that we should contract with
an accountant to do our monthly "complilations" and our annual audit.  That
costs us about $2500 a year but saves far more than that in staff time.  If
you are going to do your accounting in house, you are going to spend far
more than that on a staff person who is trained in fund accounting.

Don't know what size museum you are and whether you  can afford an outside
accountant.  If you are small enough, i.e. don't write many checks each
month, you might be able to find a local who will do it pro-bono.


------
Robert Handy
Brazoria County Historical Museum
100 East Cedar
Angleton, Texas  77515
(409) 864-1208
museum_bob
[log in to unmask]
http://www.bchm.org

----------
From:   Boylan P[SMTP:[log in to unmask]]
Sent:   Saturday, February 06, 1999 9:53 AM
To:     [log in to unmask]
Subject:        Re: Accounting software info

Though it is very tempting to use simple spreadsheets(123, Excel, Quattro
etc.) or "home accounts" packages which work on the same principles, none
of these provide the necessary security - especially protection against
fraud.

Whatever system you use, it must provide a secure record - usually
"behind the scenes" - of all additions, deletions and changes (even
legitimate corrections of errors within your accounting records, (usually
referred to as the "audit trail").

You should never spend money on a new accounting system without checking
in advance that what is proposed is acceptable to your regular external
auditor.  If you use an audit company that handles many small to medium
businesses and non-profits they will probably be able to suggest one or
two options that are in use with other clients, meet the "audit trail"
requirements, and are proving satisfactory.

In the UK very many small and medium businesses and non-profits use the
British version of a comparatively inexpensive modular accounting system
called "Sage" - which has optional add-on but integrated modules for e.g.
payroll administration, retail shop management and stock control.

Sage is however an American company - see http:\\www.sage.com


Patrick J. Boylan
(Professor of Heritage Policy and Management)

City University, Frobisher Crescent, Barbican, London EC2Y 8HB, UK;
phone: +44-171-477.8750, fax:+44-171-477.8887;
Home: "The Deepings", Gun Lane, Knebworth, Herts. SG3 6BJ, UK;
phone & fax: +44-1438-812.658;
E-mail: [log in to unmask];  Web site: http://www.city.ac.uk/artspol/

=============================================

On Fri, 5 Feb 1999, KATHLEEN HUTTON wrote:

> Dear colleagues:
> My business manager asked me if I would consult the list serv for a
> Windows-based accounting software to interface with MS Excel and Word and
> that has accounts payable, payroll, and general ledger modules. We have
> found that the general small business software such as Quick Books, etc.
> is too basic for our needs.  We are a mid-sized museum with 15 full-time
> employees, part-time paid 25.  If that sound like your museum, please ask
> your business mamager if they have any recommendations?  Thank you.