A Rose By Any Other Name
It was known by many names, Accounting Rules & Procedures, Accounting Standards . . .
It was known by many names, Accounting Rules & Procedures, Accounting Standards & Policies, “the Bible,” etc. While it has fallen out of favor in the last few years, it was the guidebook on posting and processing for different financial functions for many companies. Whenever there was a question of what to do and when, it was in the “book.”
Now, with domination of the “Windows” environment, there are so many ways to perform the same function or task that structured documentation approaches have fallen by the wayside. Procedural steps can be omitted or taken out of turn and sometimes produce different results that aren’t apparent to the user. Disaster!
One of two things needs to happen. Either we go back to the “book” and enforce it, or software needs the capability of creating macro procedures. This process kicks off programs in a certain order with pre-recorded responses to program prompts to yield consistent results.
Option one is a throw-back to the old days. Plus, it still doesn’t ensure that things will be performed correctly. To make matters worse, rarely are these printed procedures timely updated as things change, causing further confusion and the possibility of errors.
Option two is available in very few software packages. This is the best way to go, but you have to look for this feature. Users prefer an automated procedure, as it lessens their workload and increases accuracy. Macro-configurable procedures are more easily updated than written procedures.
You might work with your I.T. department or software provider to create macros and possibly automated procedures. It may not be a doable solution with your current software, but it won’t hurt to at least look into it. If you’re looking for a new system, be sure to include macro-configurable procedures on your checklist of important requirements!