We have seen another shift with the introduction of bookkeeping software in UK. This software is a step towards making the bookkeeping process more efficient. It reduces the chances of human error as calculations are computerised. It also reduces the time taken to extract transaction information by linking the software to your bank.
However, adapting the business practices may be tough while integrating the bookkeeping software. It is quite a drastic change in the organisation and it comes with some challenges. However, this is nothing you cannot easily overcome. Let us discuss the problems that may arise while adjusting to this change.
Some challenges you may face include…
Transferring old records
When you shift to UK bookkeeping software, you may be required to transfer all of your previous data. This can be a time-consuming process. Even if you decide to transfer only the most important records, sorting those from your files can be tedious. Bookkeeping software in UK may allow you to enter the opening balances to get started. But, you will need to set up accounting charts that you use. Some customised accounts as per the names of the debtors, creditors, and revenue sources may have to be differentiated. But once this is finished, you can continue with your accounts where you left off. A problem can occur here if you do not have your balances ready. Otherwise, you are good to go.
Setting up all the features
Apart from the basic recording function, UK bookkeeping software also provides many other features. This includes generating invoices, managing payments, and reviewing purchase orders. When you switch to the software, you will have to set up all these tools. You will be required to feed in information regarding deadlines. As for invoices, you may customise the design as per your organisations' format.
It may also take some time to adjust to this automation. Initially, errors can occur while these tasks are performed. There may also be a divide between the features that you need and those you can optimise. Make sure you check for all the tools you require before purchasing the software.
Inadequate storage and faulty organisation
As a growing business, you may be processing hundreds of financial transactions every day. This has two main consequences. First, it fills up your storage space quickly. Even while transitioning to bookkeeping software, you can lose storage if you transfer all of your data. However, all challenges have a solution. You can opt for cloud storage instead of the in-built one. There are also provisions to increase the storage by utilising an external hard drive.
The second is that too much data can be hard to organise. Integrating a new software requires revamping the entire system. So make sure to follow a proper pattern for organising files when you opt for this change. This can save you a lot of effort when you need to pull out some data.
Data encryption and access
Having bookkeeping software makes it possible to collaborate in real-time. This means the bookkeepers can synchronise their efforts and be more efficient. However, this also exposes the financial information to the risk of theft. This is why keeping all data encrypted is necessary. Apart from this, you will also have to decide who gets access to the UK bookkeeping software. Setting passwords is necessary to restrict access to authorised personnel only.
Moreover, keeping a backup of all data is a crucial step. You may set up automatic back-ups. If that is not possible, it must be done manually at regular intervals.
Adapting to change
Understanding how the new bookkeeping software in UK works can be challenging. It will require proper training of the employees so that they can adapt to the functioning of the tool. There may also be a need for a system to answer queries. Make sure the software you purchase offers online support or guidance through a helpline. Any new introduction requires time to adapt to it. You may also see some resistance to change. However, it is vital to communicate the importance of the software to bring in a positive advancement. Failing to do so can render you obsolete.
To conclude
Change always comes with some challenges. However, the effort put into overcoming them is always worth it. Adopting UK bookkeeping software is a step in the correct direction. It helps you automate tasks and makes the recording process hassle-free. It also reduces the errors that may come up when calculating by hand. Discussing the challenges will make it easier for you to mitigate the problems and find an effective solution.
