CYMA offers an integrated suite of core accounting modules that addresses the needs of small to mid-sized businesses using a solid, modular approach. From the user interface to the back-end database, this is a product that has stood the test of time and continues the company’s tradition of providing accounting software to a broad industry audience.
MODULES AVAILABLE/SCALABILITY – 4 Stars
In order to make the product as cost-efficient as possible, CYMA markets the Financial Management System (FMS) as a purely modular suite. The only module included in the base product is the System Manager. All other modules are sold individually; you buy only what your business requires. The available modules include GL, AP, AR, Bank Reconciliation, Job Costing, PR and Purchase Order. Other productivity add-ons include CYMA State Payroll Forms, MICR Check Package, Crystal Reports and F9.
Based on the Pervasive.SQL Version 8 database engine, the entire product line is multi-user-ready out of the box. You will need to separately purchase and install either Pervasive.SQL Version 8 Workgroup (up to three users) or Pervasive.SQL Version 8 Server (available in 10, 20, 50, or unlimited user count versions). Once the appropriate engine is installed, you’re ready to go whether you have one user or many users. Each workstation simply accesses the centralized client/server database, which provides record locking control and rollback capability in case of system failure.
EASE OF USE/ TRANSACTION ENTRY – 5 Stars
All modules launch from a single application interface. After logging in, the active module is selected from a drop-down list on the system toolbar. As each module is activated, the Windows drop-down menu system is dynamically modified to reflect the activities for that module. The main work area is an HTML-based browser interface called eDesk.
Data-entry screens have been carefully planned to conform to the Windows Style Guide and a consistent look and feel no matter what module you’re in. Fields are function-coded to show key fields, other required fields and lookup buttons. Multi-tab screens separate information for easy access and quick entry. The lookup screens use a customizable browse window that lets you define which columns are visible. Search column, sort and filter options are also available.
CUSTOMIZATION/SECURITY – 4 Stars
eDesk is a customizable control center that can be used to connect to web pages or hold user-defined shortcuts to data-input screens and reports. eDesk supports the use of VB and Java scripts to add a lot of power and customization, such as automatically passing values to a report or batch reports together.
The Custom Data Designer also gives you another way to customize CYMA to your specific company needs. You can add extra fields to master files, such as customer, vendor, employee and bank files. Each master data-input screen provides a separate Custom tab where you can define the layout of these custom fields. Since this data is maintained along with the standard master file data, the fields can be printed to customized Crystal Reports.
CYMA provides user-level security. For each user, you can permit or deny access to any module or menu option. You can also control who can create new companies and access Custom Forms Designer, Custom Data Designer, AR Manager or Credit Manager.
INTEGRATION/IMPORT/EXPORT – 5 Stars
A General Import feature is provided for very flexible data import from practically any data source through a comma-delimited text file. User-defined import scripts are used to control the mapping of the ASCII source data to CYMA’s database file structure. You can also set up ‘code translations’ for things like mapping account types from your previous software package to the account types provided by the CYMA GL module. This on-the-fly translation is a powerful feature when converting from another existing accounting software system.
Since CYMA uses the Pervasive.SQL database, exports can be accomplished using any number of programmatic data access methods and third-party data mining and reporting software.
REPORTING – 4 Stars
All report printing is done through the Crystal Reports engine, with many predefined reports for each module that can be previewed, printed or exported to several file types, including Adobe Acrobat, comma-separated text, Crystal Reports, Microsoft Excel and Word, HTML, Rich Text Format, and XML.
Using the Crystal Reports designer, you can create custom reports and add them right into the accounting system report list. The reports can either be company-specific or system-wide. Custom forms can also be created for any need or layout. This can include 1099s, checks, payroll checks, W-2s, invoices and statements.
SUPPORT/TRAINING/HELP SYSTEM – 5 Stars
A well-developed tutorial and help system will get new users up and running quickly. The printed training guide is a step-by-step walkthrough of each module. eDesk also has a number of module-by- module ‘how-to’ tutorials for some of the more difficult activities such as processing 1099s, using custom fields, setting up job costing with payroll, and so forth. eDesk can also be customized with any number of internally developed tutorials or help screens accessible from the workstation.
Support is provided through several channels, including an online reference center; software maintenance plans for program updates; a consulting group that can help with installation, report writing and data repair: and live technical support that can be purchased in both per-incident and unlimited packages. CYMA also provides training guides, plus online training classes at regular intervals.
COMPANY HISTORY – 5 Stars
CYMA is based in Tempe, Arizona, and has been in the accounting software industry since 1980. Its products were some of the first broadly accepted DOS products and continued their popularity after the transition to Windows. CYMA products are sold through a nationwide reseller channel, which means you’ll have a live sales rep who is familiar with the product and can help you choose the combination of modules that fits your business.
RELATIVE VALUE – 5 Stars
This suite is a ‘classic’ in the mid-market accounting software arena. Even in its latest version, the modules are competitively priced at $495 each, which truly makes this one of the most economical packages in this lineup. And the good news is that this economical price does not come at the expense of features or overall quality. A single-user base package would run $3,465 with the seven modules specified for our prototypical company, while this same package would be $5,945 for five users. CYMA training classes are based on an hourly scale and are available online with a live instructor. One-hour classes are $79; two-hour classes are $99; and three-hour classes are $119. Onsite training starts at $125 per hour. Renewal costs are approximately 16.5 percent of the original software cost.
2005 OVERALL RATING: 5
Review sections for the mid-range accounting products include the following:
Modules Available/Scalability. Within this section, we look at the general breadth of modules available from the company. Although our prototype pricing only includes a base set of modules, there are many occasions where a company has special needs. The availability of ancillary modules provides for expansion of the integrated module set to meet new business requirements. Scalability is the capability of the product to grow with the business. Many successful mid-range businesses start with only one or two employees and grow to hundreds of employees within a short period of time. If the accounting package you start with supports a maximum of five users, you’ll be looking for a completely new package when your business outgrows it, which could be potentially expensive in terms of data conversion and retraining.
Ease of Use/Transaction Entry. This section is fairly self-explanatory and simply evaluates the overall user experience in using the software, from the main menu to the data-entry screens. As a general rule, all the products reviewed here are very modern and pose no specific problems in this area. I found them all easy to use and navigate, although some are more mature and refined than others.
Customization/Security. Most vendors in the mid-range market have made a deliberate attempt to keep their products simple. The ability to customize the product is generally focused on the reporting area. However, several vendors do provide the ability to customize for layouts and terminology to match specific industry needs. One other thing that should be highlighted is the ultimate customization tool: source code. A number of products do provide program source code either as part of the purchase price or as a separately purchased feature. Security is very similar across these products, with most having a menu-level system that restricts users to specific menu items and tasks.
Integration/Import/Export. Many mid-range products rely on third-party add-ons for functionality that might be built-in or integrated in a high-end product. For instance, point-of-sale, e-commerce and EDI are functions that may be provided by the vendor as an integrated module, or may be provided by third-party add-ons. If third-party add-ons are supported, it is important to have a relatively simple way to move data into and out of the program using import and export capabilities.
Reporting. Generally, all of these products provide high quality reports. Several provide built-in custom report writers that let you create reports based on your own formats and needs. My preference is the products that have standardized with Crystal Reports as their report engine. This implies two things: First, the database is an ‘open’ database structure that allows direct access to the data files for reports and queries; second, you can purchase the Crystal Reports professional designer and create your own custom reports using an industry-standard format. Many third-party developers specialize in Crystal Reports design and can provide assistance to meet nearly any need.
Support/Training/Help System. This section is also fairly self-explanatory. It is an evaluation of the program’s online help system, as well as the availability of product support, whether through live telephone support, e-mail support or an online knowledgebase. Of course, the best products provide a combination of all these methods. Classroom or web-based training should be available for budget-conscious new users at times and locations that are convenient.
Company History. When purchasing most accounting packages, you are certainly buying a tangible, installable CD, which will be used by people in your company to do their work. However, you are also establishing a business relationship with a company that is expected to provide updates, enhancements, bug fixes, training and support. How long has the company been in business? How many times has ownership of the company changed hands? Is the company based in the United States, Canada or overseas? All of these factors will change the nature of your relationship with the vendor you choose.
Relative Value. Basically, this is the ‘bang for your buck.’ Generally, the more sophisticated products that offer more modules will have a higher cost. This is to be expected. However, this category attempts to consider the big picture. With the feature set and cost considered, does the vendor offer a competitive product at a competitive price?
We hope you find these reviews informative and helpful in your accounting software search. Each product reviewed here is a high-quality product that is worthy of consideration. As I have always encouraged, you should get a demo package from the vendor, install it on your system and try it out! Ask questions, evaluate your needs, compare it with your existing system, and pick a product that fits your budget.
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