By David B. Moody, CPA

Business Tools, Inc. (contact Addsum Business Software, Inc.; 888-923-3786) has integrated its point-of-sale (POS) module as a standard component of its full accounting package. So, for one low price you get a full accounting package with POS. Advanced Accounting can run under Windows 3.x/95/98 or DOS and over most major networks including peer-to-peer networks.

Installation under Windows is a very simple affair from the CD-ROM requiring only directory information. The program installs itself, and if running under Windows, will run a Windows configuration utility the first time Advanced Accounting is run. The Windows program, including the POS module, runs as a character-based program but with Windows controls.

Make no mistake, this is a Windows program. But, by using the character-based interface, the program can run parallel with its DOS counterpart with nearly identical screens and features while also enjoying a snappy screen response for fast data input. One advantage is that you might have a DOS-based POS terminal in one checkout line and a Windows POS terminal in the next line, and they both look the same for the user and are both on the same network.

The POS component is activated by simple clicking a button on the main screen for Advanced Accounting (the screens, although character-based, are mouse aware). A simple menu lists the various POS functions down the middle of the screen such as opening the register, configuring POS, balance the register, print reports, etc. Opening the register logs the user into a specific register (Advanced Accounting supports multiple registers at multiple sites) with a specific user logon. The register interface itself is a simple screen with a sales header at the top where general information about the sale can be entered. Underneath that, a series of columns are displayed where the itemized details of the sale are entered and listed. The data entry through the keyboard is very easy with product code lookups available using the F2 key. The screen can also be configured to do lookups by other fields, such as the product description. On the lookup screen, the user can type in characters to match the product, and the screen will scroll to it. Of course, using a bar code scanner will obviate the need for this function most of the time, but when that one non-bar-coded item comes through the line, the last thing you want is a massive slowdown for a price check.

 Generating reports is simple, clean, and powerful. A good range of reports are available, including various sales reports, audit trails, sales by the hour, sales by the clerk, over/short, negative inventory and of course, register close-out reports. The program uses a standard report screen to define the parameters, such as date ranges, registers, sales clerks, customers and other items. This is a wonderfully flexible reporting function and generates reports easily and quickly. The inventory reporting is done through the inventory control module and features a similar standard printing control for all inventory reports. All reports can also be previewed to the computer screen before printing.

 Some additional inventory features include the ability to set up price matrices (for items such as shoes), serialized inventory handling (available as an add-on), inter-store transfers and global pricing. The inventory module also features a nice set of functions for reconciling the inventory records to physical inventories including printing inventory worksheets.

 Advanced Accounting for Windows can be highly customized. If necessary, customers can buy the source code for the processing routines and have them recorded to fit their specific needs. However, at its current price and with its built-in functionality, this is a very good product for most small retailers straight out of the box. In addition, a multi-office add-on was recently released, allowing the software to link to multiple offices.

 Advanced Accounting for Windows is a slick product that tightly integrates POS functions with the accounting system. The POS module itself is powerful and well designed to stand on its own as a complete product. Combined with the other inventory and accounting features, you have a product that will work well off-the-shelf for most small-to medium-sized retailers.