SBA * Consulting LTD

As VARs we are quite aware that without crucial accounting information, we would never know how well our company is doing. Our accounting system provides us an on-going litmus test. It shows us not only what was, but how well we did against what we thought was going to be (in accounting terms, it's a variance analysis -- actual vs. budget). Open Systems Accounting Software wants you, the VAR, to install and use their software. They also want you to add their product to your sales portfolio.

We will look at this program from several differing points of view. Does the accounting software work and does it do it well? What types of companies can use the software? What platforms does it run on, and what technologies does it employ?

Before installing any new accounting system, you must determine what your needs and requirements are. This study is part of the planning process. Without a well thought out plan, along with identification of the appropriate assets, resources and tools required to implement the plan, any accounting system will be a disaster! That clearly understood, lets take a look at Open Systems Accounting Software (OSAS).

Test System

Our test system at VAR Business is an NT 4.0 network running on 10Mb backbone. Our Server is a Pentium II 200mhz machine with 128mb of Ram. We used two computers to test Traverse97. The first was a Windows95 workstation with a Pentium 200mhz with 32mb of RAM. The second machine is an NT 4.0 workstation with a Pentium 200mhz with MMX, also with 32mb of RAM.

The load level on our test network was next to zero. During the test no other users were on the system, however there were several machines connected and running. Traverse97 version 8.01 showed no performance differences whether running under Windows 95 or NT 4.0 Workstation. We did not test Travese97 as a stand-a-lone system, with all files located on one workstation.

The Installation

Traverse97 version 8.01 came on a single CD-ROM. Instructions for loading the software were clear, but the documentation on configuring the initial start-up was a little confusing. Traverse97 is an Access based software package requiring Access 8.0 runtime or Access 97 be on each client computer. A client-server version based on Microsoft SQL is due out later this year.

We did a Network install. A Network install copied the setup files, Travese97 programs and databases to a network drive. The Access Runtime programs were not copied. This required us to load from two different drives. This part of the Install process was quite slow.

Afterward we did the client installation with each taking a little over 15 minutes (including loading the Access 8.0 Runtime system). The install program checked to see if we had Access installed, but required us to install it separately. The installation program did not create program groups or desktop icons, so we had to do it ourselves. Next step was to configure the two companies (one was a demo, the other a blank company). Here is where we started to bog down.

The instructions for this part of program were not clear. We were required to configure the Traverse97 system, by identifying the modules we wanted to install. In addition, we then had to tell the program where the data was located. The first time we did this (you have to do it for each client) it was quite a long process. However, we found out that Open Systems provided a faster method, making this process more than acceptable.

The one process that did not change, and was awkward from the beginning was changing companies. It took us 10 minutes to change companies, clearly an unacceptable time frame. According to Trisha Malbon, of The Connecticut Computer Group, a Traverse VAR located in Milford, CT, "The installation procedure for Traverse 97 8.2 is excellent. The process is streamlined and intuitive - installation of programs, sample data, and the on-line help takes just a couple of minutes." According to Open Systems, the time frame for changing companies should be seconds.

The documentation left out a small detail needed during the network installation. The directory tree that housed the databases on the NT server needed to be shared. This requirement opens the possibility that someone accidentally could delete all the files.

Product Overview

Traverse97 supports multiple companies, graphing capabilities, drill downs, filters, report viewing and menu security among its features. We did not test all these features, but did note that their filtering system was only on indexed keys. This limits the user from finding information based on fields that were not indexed, such as a transaction for a specific amount.

Traverse97 has several different modules. In addition to the General Ledger, it has an Accounts Receivable, Accounts Payable, Sales Order, Purchase Order, Inventory and Bank Reconciliation system. We tested several modules.

A unique quality to this system is the ability to have multiple sets of data at different locations and then to re-sync these databases into one centralized set. "Data sync is another reason we sell Traverse. Using the database replication and synchronization tools built into Access, we can replicate and merge databases between remote sites." She also says a major selling point is "the ability to write web applications that interface dynamically to the financial system databases. Through Active-X technology and IIS (part of Microsoft NT Server), we can query for inventory availability, etc. We get complete and total integration."

There is nothing about the Traverse97 accounting system that is intuitive by nature. Screens, menu options, function keys (there are 35 of them), look-ups were all somewhat confusing. Traverse97 did permit you to change the screen presentation based on pre-defined options. The system does offer some powerful features, though some of them, as will be described don't work just right or are confusing to use.

General Ledger

One powerful feature is the ability to segment your G/L Account numbers (a maximum of 24 characters) into seven (7) distinct segments. Each segment is definable. In many systems that use this type of static 'departmental' accounting system, the user is forced to follow the programmer's pre-determined syntax. But, Traverse97 permits you to label and identify each of the seven units (you only need to use one segment) in any way you wish. This is a very unique feature!

For example, you may wish the segments to be presented in the order Country-Company-Division-Root number or you could change this to be Root number-Company-Division-Country. Thus you have the ability to make your Chart of Accounts really individualistic, so it serves your needs, not some programmer's. The problem with this type of static system is that you need to create an Account for each Country, each Division, each Company etc. This can be a very time consuming job, and leads to a very large Chart of Accounts.

We had some minor glitches during the creation of some G/L transactions, so we took a peek at the documentation. There is a large body of documentation provided. Each module has its own manual. Unfortunately, we couldn't find my answer so we decided to call Open Systems Technical Support (whose number is prominently displayed on all their documentation - which was nice). Voice mail picked up the call right a-way and that's where we sat for 45 minutes. At that point, completely frustrated, we hung up!

According to Malbon, "CCG provides a complete set of technical services to our customers and we are very close to all of them - we expect to get the first call when a customer has a question or problem. But customers also like to know that there is 800 number support direct from Open Systems."

Inventory

We then went to the Inventory module. This module, compared to other systems, is quite powerful. Multiple warehouses, unit conversions, a unique feature permitting item aliases, lot and serial tracking (separately and together). We tested this last feature, lot and serial tracking.

Traverse97 permits you to either manually enter all numbers or have the system generate them automatically. We asked the system to generate 500 serial numbers. 30 minutes later they were finally generated. Lot numbers, work the same way and took just as long.

While talking with Malbon she replied, "Traverse 97 takes advantage of the fact that 32 bit Access applications can be compiled and distributed as .MDE files, which execute more quickly than interpreted code. Also to increase speed further in version 8.2, Open Systems has made a concerted effort to minimize the size of the programs, resulting in shorter load times."

Another feature, which we found annoying, is that serial numbers and lot numbers are unique. While serial numbers need to be unique, in Traverse97 they were unique to the entire inventory system, and not to a specific inventory item. This meant that you could not issue serial number 555-1212 more than once. This feature could cause many companies many headaches.

We tried to have two workstations (users) perform similar tasks at the same time. We wanted to check speed, file and record locking. We used the Inventory transaction program as our test bed. On both machines we went to add inventory with serial numbers. The program locked the serial number generation file after our first user began to generation process. This then locked out the other user and the workstation.

Backend

According to Open Systems Traverse White Paper, the use of Access permits "…allows more users to be working simultaneously within TRAVERSE as long as they are distributed across applications." A definite draw back in a multi-user accounting system.

Traverse97, being based on Microsoft's Access97, allows the user to tightly integrate the accounting system in the Microsoft Office 97 product suite. Any report or data can be easily transported to a Word or Excel document. This permits the user to pre-pare ad-hoc reports and queries.

Traverse97 requires higher end clients to run, with a minimum of a Pentium 90 with 24mb of RAM, though they recommend a Pentium 120 with 32mb of RAM or better. Traverse97 will only run on Windows NT Server, Workstation and Windows 95. This forces many older networks to upgrade - sometimes making it a harder sell.

Open Systems has created in Traverse97 a software program best termed as a mid-level accounting system. As such, it is appropriate for many types of companies with limited volume, both daily transaction and data. Its well-designed Inventory system would be ideal for a Retailer or Distributor.

Wayne Spivak is President of SBA * Consulting®, an IT consulting firm and SBA.NET.WEB®, an Internet & World Wide Web consulting firm. He can be reached at Wspivak@sbanetweb.com.

Product Specifications
Traverse97 - Version 8.01

Open Systems Inc
.1-800-328-2276
http://www.osas.com
Price: $795 per application
Maintenance 12.5% per application

VAR Program
Discounts on software are 50%. There is only one class of VAR

The VAR Program consists of the following:
System Manager Kit Maintenance Program(Upgrades & Patches) Training by Phone Technical Support300 Minutes Free, thereafter $2 - $5 per minute
Software (NFR) Trade Shows Consultants Program Lead GenerationIndependent Software Directory
Development Kit (Source Code) Public Relations Seminars Advertising