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Tractor Talk Discussion Forum

What do ya'll use?

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NC Wayne

11-15-2005 19:06:33




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Hey guys, not exactly a tractor question but dad and I work on them for a living and I'm trying to get him to update and simplify the business side of things a little bit. We've got so much going on right now it's getting tough keeping up with everything so we've got to do something to "make more time", especially since they haven't developed a cloning machine for us humans yet...LOL My question is what would be a good computer program to use to help keep up with all the paperwork, expenses, etc. I'm computer literate to a very small degree so I need something that's simple and easy to use with a minimal amout of complicated setup. Basically something that will actually make things simpler and easier without needing to be a computer whiz to do it. I haven't really done any research yet but I know like anything else they are all gonna claim to be the easiest and the best. What I'd like to know is which ones ya'll are using or have used for your business and what you liked or disliked about them. Thanks for any advice ya'll can offer.

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kyhayman

11-16-2005 18:45:55




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
I'm reasonably computer savvy, can do the basics and write some code when needed. I tried a couple of quick books programs for a year. Bleah. It took me just as long to enter all the data as it did to set it down in a ledger book. Does make pretty reports thought. All it cost me was the software, and an extra $50 a year that my CPA charges when she does my taxes (she says that its easier for her to work from my good old ledger books). I'd rather pay her more to pay the bills and all that stuff as I would fight the software, economies of scale. Just like with software writing programs, the difference between a $500 program and a $1500 program isnt 3 times better, its light years better. Same with the accounting software they use.

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Jim West TN

11-16-2005 10:00:37




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Do your own thing with Excel or Access, you can get simple or complex with it. Most areas offer free courses if you need it. Or get with your vocational/ technology school. Instructors will often assign out what you need to students for credit.
Jim



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Easy

11-16-2005 08:19:33




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
My wife has a small business with 2 employees. We use Quick Books. PIA to set up, but the checking account balance agrees with the bank statement to the penny. Additionally, sign up for internet banking with your bank. It will allow you to monitor your balances anytime you want - If a check has cleared, you don't have to go to the bank or call to find out. Get set up for credit cards. It will bring in some business, and it costs maybe 2% per transaction. People often spend more if they don't have to come up with the cash NOW. And it gets you out of "carrying" a customer. If somebody can't pay now, often they can't pay later either. If they don't pay the credit card off, that's not your problem. At least once a year, sit down and figure out your cost of business. Sometimes what you think is making money isn't. If you don't know your costs, you don't REALLY know what a profitable job is. I have a friend that has a auto repair shop. He does oil changes for $15. He only makes a few dollars on each one, but does maybe a dozen a day, between other jobs. He gets a lot of customers for other stuff from that.

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Dave H (MI)

11-16-2005 07:38:05




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
I couldn't help wading in on this subject, mostly because of the various comments about the accountant will love you for it. I am a CPA and I dislike quickbooks. The program promises a lot more than it can deliver to the average guy. The fact that it "automatically" pulls up vendors and posts to accounts can be impressive. I guess from my perspective I spend more time cleaning up bad records than I spent before QB actually doing the accounting. You will also find yourself spending way more time playing with this program than you would if you were just writing checks and giving the checkbook to an accountant. This is time you will NOT be spending running your farm. Peachtree is a better program but requires a little more ability and has all the same problems. People have gotten really into their computers in recent years and these programs have a pretty intense group of followers, including some of my fellow accountants who are scamming a lot of money setting up and supporting it since Intuit can't/won't/don't in most cases. Another country heard from...

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the tractor vet

11-16-2005 07:26:55




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Well after being a parts manager for years and then running my owen tractor repair service i went with the KISS way of doing things , my ink pen and paperand a file for parts a file for shop supplys and bill the parts to the job and add the job invoice to the parts invoices that way i can look back and check it out no fancy high tech stuff just a fire prof file cabnit don't have to worry about somebody hacken into my files or a virus infecting them plain and simpal. I know from past experance that it was faster to look in the BOOK and LOOK in the bin and give the part to the customer then play the game with the key board but now we don't have the books and ya have to wait on the putter and the pictures are not as good as the book . Oh yea every once and a while my pen does run out of ink.

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George in Biloxi

11-16-2005 06:26:36




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Hello,
A friend of mine owns a communications company and he just uses quick books. Just whatever you do, do nightly back ups and keep them in a safe place off site. Also, check the back ups to make sure that the data is good and restorable. (and what you really need). This could be as simple as burning to CD the database file.

George



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dr.sportster

11-16-2005 06:11:03




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Pencil and paper.



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steve from mo - dangit!

11-16-2005 05:49:55




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 Depends on what you need. in reply to NC Wayne, 11-15-2005 19:06:33  
Lots of guys here are using Quicken, QuickBooks, and QuickBooks Pro. The big advantage of QuickBooks or Pro is the availability of billing and inventory modules. The disadvantage is the long time to set up and get used to the thing. I personally dislike their counterintuitive user interface, but maybe that"s just me. I use Microsoft Money since I do not need inventory or billing capability - it"s a lot easier and jsut as capable as Quicken.

If you have an accountant, have them set you up on what they use and run you through their training program. Don"t do it yourself unless you have no other choice.

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Richlizzy

11-16-2005 03:49:11




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Quickbooks or Quickbooks Pro. Have used Pro for many years. Only way to go. Like any program, it takes a while to set up but then the rest is easy. Your Accountant or tax many will love you. It alson integrates easily with other programs. Get an account to help you set it up. You will be glad you did.



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nebraskacowman

11-16-2005 03:41:41




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
The best method I have found is a large box. No record keeping all year and one snowy day after Jan 1st and I have everything totaled up. The rest of the time I don't worry my head about it.



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02

11-16-2005 00:49:03




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
A bookeeper is the way to go for me and my one horse construction company.



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Tom in TN

11-15-2005 20:39:00




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
Wayne,

If you don't have at least a fundamental knowledge of accounting, I'd recommend that you sign up for a simple course if you can. I've used Quick Books, Peachtree Accounting, and a bunch of specialized applications over the years, and any of them is simple if you know what you're trying to accomplish. None of them is simple if you don't.

I use Peachtree for my farm accounting and love it, but I know something about accounting, so it's easy.

Good luck,

Tom in TN

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Case Lady

11-15-2005 19:21:56




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 Re: What do ya'll use? in reply to NC Wayne, 11-15-2005 19:06:33  
I would suggest either QuickBooks or QuickBooks Pro. Pro version gives you a few more reports that you can run, if you need that type of stuff. However the basic version gives you tons of ways to track inventory, expenses and costs. Once you get the info put into the system for your operation, all you have to do is actually use the danged thing. And one of the things that is real attractive is it is pretty simple to use and most things can be edited if you happen to goof or your fingers get ahead of your brain.....good luck - just my .02 worth. CL

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Tx Jim

11-16-2005 03:12:10




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 Re: What do ya'll use? in reply to Case Lady, 11-15-2005 19:21:56  
Case lady,I totally agree about Quicken. I started out just keeping my farm records on Quicken for a couple of yrs.then a friend talked me into start using computer to write checks. Once you get names and addresses loaded in Quicken,then pull up check writing page,put amt. of check,click print,sign check,put in window envelope,seal and stamp. Done except for mailbox. I would never do it old way. Expenses are catergorized for you. Tax time,pull up report,print it,its already added up and in what ever acctount you put it. Hello CPA,easy except writing check fo Infernal Revenue Tx Jim

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