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Why Use QuickBooks?

Designed for businesses with up to 20 employees, QuickBooks Premier from Intuit is the accounting software developer's most comprehensive small business offering, including all of the features of its Web, Basic and Pro versions. It offers more advanced tools and features that assist in creating business plans and managing customer and vendor information, as well as analysis functions. The software is also available in industry-specific versions: Premier 2003 Contractor Edition and Premier 2003 Accountant Edition.

Intuit recommends installation of Premier on workstations running Windows 98(SE) or later operating systems, including NT, 2000, ME and XP, with a 350MHz processor and 96MB of RAM. System files will require about 250MB of hard drive space, but effective operation of the program will require additional space depending on the amount of customer, vendor and sales data entered. Internet Explorer 6.0 (included on the installation CD-ROM) or later is required to make use of the program's extensive web-based features.

QuickBooks can be used on single computers or across Windows and Novell networks. As with most software, the program automatically installs a desktop shortcut for the program. Unfortunately it also automatically installs three others to add to the clutter on your desktop: links for Technical Support, Checks and Supplies, and one to the QB Solutions Marketplace, which showcases third-party products that integrate with QuickBooks.

After installation and customary re-booting of the computer an intro screen allows users to either begin setting up a new company or to work with files from two pre-built sample companies. The new company option provides an optional set-up wizard that guides users though most of the common input screens. The sample companies allow users to familiarize themselves with operation of the software and to see the features it provides.

After new company setup or when in one of the examples, the program opens to a well-designed, full-screen interface that provides traditional Windows pull-down menus across the top, followed by an icon-based toolbar. The split screen includes a Navigators list on the left, which is essentially a simplified menu tree, providing one-click movement to the master screens for Company, Customers, Vendors, Employees, Banking, Business Services, Reports and Help. The left pane also allows quick access to the Reminders function of the program, which will be discussed below. The primary screen acts as the work area, giving access to QuickBooks Premier features appropriate to the section the user is in (Company, Customers, etc). The Company screen, for example, is divided into two rows of icons for common functions such as budgets, forecasting, planning, reminders, and a chart of accounts, as well as a Reminders section similar to Outlook that shows items that need attention, such as To Do Notes, deposit and invoice reminders, inventory alerts, and checks that need to be printed. Additional areas include a Related Activities list, single-click access to reporting functions and a Company Solutions section that is geared toward selling the user additional products and services, such as merchant accounts, check writing supplies and payroll services.

Access and use of invoicing, AP, AR, inventory and report functions is simple via intuitively designed interfaces for each section of the program, providing ample functionality through each. When entering data into forms, such as items, client names, due dates, taxes and terms, the program saves information that has been previously entered and provides it in drop-down menus that let the user select the appropriate option from a list instead of frequently re-entering common data.

More advanced features included in Premier but not in the lower versions include the ability to import and export templates used for reporting, additional options in the journal entry feature, and increased multi-user security in monthly closing activities. Through integration with Microsoft Word and Excel, Premier includes more than 100 design templates, including industry- and business-specific sales orders, invoices and estimate statements that help add a professional touch to small business documents. Premier also enables more customization and printing options, remote management of QuickBooks data through a remote access web site, as well as planning and analysis features that help identify performance trends and measure financial performance against industry averages with recommendations for improvement.

New for 2003, Intuit has improved its inventory functionality with the inclusion of an inventory assembly feature that tracks individual components of inventory by treating them as a distinct inventory item - a great addition for companies that manufacture their goods. Premier also has a new sales order tracking function for keeping up with more difficult orders a business can't fill from existing stock. As well, a business plan creator and a financial forecaster have been included in the program, along with a FedEx shipping function that lets users create and print labels, schedule pickup, track packages and ship at discounted rates.

QuickBooks has become the most widespread small business accounting package because of its ease-of-use and the functionality it provides in all of its versions. Premier 2003 provides more advanced features for businesses that have more complex business models or for those that are trying to gain more detailed control over their finances. Aside from the four desktop shortcuts and the Solutions area that is present on each Navigator section, faults with the program are hard to find. Premier's increased inventory functionality should satisfy most product-based businesses, as well as the overall ability of the program to deliver what small businesses need in an accounting suite. Pricing for Premier is unchanged for 2003, with single-user licenses at $499.95 and five users for $1,499.95. Upgrades cost $379.95 and $1,349.95, respectively. Support plans can be a little pricey, with non-subscription support costing at least $75 per call and annual support plans starting at $299.