With version 9.0, The Versatile Group brings a significant upgrade to the company’s flagship product, Certiflex Dimension. The release features new usability enhancements such as the ability to save reports to a digital report catalog, output reports to *.PDF format, a simplified menu system, new drill-downs, trans-action attachments and more.
MODULES AVAILABLE/SCALABILITY – 4 Stars
The core financial application modules are System Manager, GL, AP, AR, Payroll, Inventory, Order Entry, Purchase Order, Job Cost and Bank Reconciliation, all of which launch from the System Manager. The entire suite is designed as a modular system, so you can purchase only the number of user access licenses and module applications that fit your business need. However, the data is fully integrated so that data is kept up-to-date.
Certiflex Dimension is designed for businesses that have from one to 50 simultaneous users. All versions use Pervasive database files. If you have less than five licensed workstations, you can use a ‘peer to peer’ configuration that utilizes the Pervasive Workgroup database engine. Systems with more than five licensed workstations require Pervasive.SQL V8 Server or Pervasive.SQL 2000I, which are sold separately. There is no data conversion necessary within this range of users.
EASE OF USE/ TRANSACTION ENTRY – 4 Stars
The Certiflex desktop is a dashboard-style screen that contains a Windows drop-down menu; an icon toolbar; and four other panels for navigation, current company information, active session information and user information. Modules are accessed using either the menu system or the vertical menu navigator docked on the left side of the screen. The navigator panel can be used in three modes, depending on user preference: Navigator, Favorites and Browser. With Navigator mode, you get an expandable tree menu of all installed modules and applicable functions and reports. Favorites mode lets the user create items for frequently used functions and reports. Browser mode is an alphabetically organized topical list of activities, much like an index.
A separate window is launched for each function that is selected. Each data-entry screen, then, contains a customized menu system of its own. An interesting feature is the ability to zoom the data-entry screens from 90 to 140 percent to suit your preference. Screens are organized as a series of tabs with related information grouped under each tab. One of the enhancements with version 9 is expanded use of function key usage to reduce keyboard use. You can also deselect fields you don’t use, and the cursor skips those data-entry points.
CUSTOMIZATION/SECURITY – 4 Stars
Customization is constrained to a set of user preferences, such as data-entry keyboard preferences, session window placement, printing preferences, data location and e-mail settings. There is also the capability to create a favorites list for frequently used module functions. In addition, user-defined memos are available for nearly every module.
Users may be restricted or granted access to almost all menu items. Menu access can be controlled by accounting module and menu group. For example, user access can be granted to ‘Print Reports’ in AR, but restricted from ‘Print Reports’ in AP. Each user is given a default security setting, but it can be overridden on a company-by-company basis.
INTEGRATION/IMPORT/EXPORT – 4 Stars
Various import/export utilities are included with Certiflex Dimension. The program supports importing of GL transactions, AP invoices, AR invoices, order entry sales orders, and payroll time clock data. A feature called IntelliTrans helps to set up, translate, and properly import and validate imported data. IntelliTrans can also be used to replace or update existing records where you have a list of items with matching key fields, such as vendor or customer number.
Data export is also supported for much of the information contained in Dimension’s data files. A setup screen lets you choose the table and fields to export, and gives you the choice of variable or fixed-length output using tab, comma, quote or a user-defined delimiter.
Another nice feature is the Accountant’s Interface, which can exchange information between the business and their accountant, where the accountant uses Certiflex’s Client Write-Up package.
REPORTING – 4 Stars
Each module provides numerous reports and graphs that can be previewed, printed or exported. With version 9, you can also create *.PDF files directly from the report system that can be e-mailed to a client. Also new with this version, you have the ability to catalog reports in groups by user, type or module. This feature also provides the ability to password protect sensitive documents or groups of documents.
SUPPORT/TRAINING/HELP SYSTEM – 3 Stars
Support is provided through the company’s web-based knowledgebase, e-mail support or live phone support subscription packages. Live phone support incidents are available in blocks or on a per-incident basis. The company also has a national network of independent qualified trainers that can provide customized training and consulting services. Programmers are also available for customized programming projects.
The online help system is something of a weak spot in this application. It consists of an indexed HTML file that contains summary information about module features and operation. A series of *.PDF files is provided that contains the user manuals. Unfortunately, neither of these systems is context-sensitive and do not contain hyperlinks to related topics or materials.
COMPANY HISTORY – 4 Stars
The Versatile Group has been providing general accounting software since 1979. After a long stint in the DOS days, all products and modules have been successfully transitioned to Windows. The company is headquartered in Dallas, Texas, and is a privately owned company. The company’s other major product is its Client Write-Up package that is geared toward accountants in public practice.
RELATIVE VALUE – 4 Stars
Certiflex Dimension is a decent suite of modules that brings a simple, understandable design that is easy to learn and use. It has an economical price point that will appeal to the smaller business that may have outgrown an off-the-shelf small business accounting package. It also has a Job Cost module that will appeal to businesses in the construction industry. The single-user base set of modules as specified in the review intro costs $3,975, or $4,475 for five users. Additional modules run $895 per module. Annual renewal fees run approximately $195 per module, and training is available for an average cost of $70 per hour.
2005 OVERALL RATING: 4
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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