The actual tasks that currently available business software can perform on personal business computers generally fall into three categories: information management, financial analysis and modeling, and general accounting. (These computers can also handle sophisticated word-processing software, but that requires letter-quality printers, which cost upwards of $2,000 apiece and bring the cost of the systems we cited in the October issue above our $5,000 limit.)
INFORMATION MANAGEMENT
Data- or information-management soft-ware can turn a personal business computer into a super-efficient electronic filing system, capable of sorting or compiling detailed information on suppliers, customers, or employees by pushing a few typewriter-like keys.Once data has been entered into appropriately selected categories, supplier files can be retrieved by kinds of products or by location, customer files by annual billings or by zip code, or employee files by date of hiring or salary level.A single magnetic disk the size of a 45-rpm record can store hundreds of pages of information, which allows substantial savings in the cost and hassle of filing cabinets.
The sophistication of these programs ranges from simple index programs that turn the computer into an electronic Rolodex-style circular card file all the way to true data-base management systems, which operate on files with great flexibility and speed. Three independent vendors offer "relational" data-base programs: Condor Computer Corp. of Ann Arbor, Mich., Micro Data Base Systems Inc. of Lafayette, Ind., and Ashton-Tate of Los Angeles.
Medium-priced file management programs are less versatile, but they are suitable for small business information management. Three typical vendors are: Stoneware Microcomputer Products of San Rafael, Calif. (DB Master 3.0), Personal Software of Sunnyvale, Calif. (VisiFile), Micro Lab of Highland Park, Ill. (Data Factory and Invoice Factory), and North American Business Systems of St. Louis (SOLUTION).
More modest information management software can also be the handiest for executives. These are truly personal computer programs, dedicated to maintaining an individual's appointment calendar, name-and-address files, or expense account records. The most popular of these programs include PFS (Personal Filing System) from Software Publishing of Mountain View, Calif., and The NAD (Name and Address) System from Structured Systems Group of Oakland, Calif. Two new programs in the electronic index-card category are VisiDex from Personal Software of Sunnyvale, Calif., and Datadex from Information Unlimited Software of Berkeley, Calif.
FINANCIAL ANALYSIS
The tedious spreadsheet-and-calculator routine for budgeting or projecting costs has been banished forever by financial analysis software for personal business computers. The program creates an electronic spreadsheet on the machine's display screen: Once the user has defined all of the assumptions for the projection, he can change any variable and the program will automatically recalculate any related values. Financial modeling programs differ slightly because the format for analysis is built into the program.
VisiCalc, from Personal Software of Sunnyvale, Calif., was the first electronic spreadsheet and has become the best-selling business applications program ever introduced. In the last year, VisiCalc has been joined on the market by numerous financial analysis programs, including SuperCalc from Sorcim Corp. of Santa Clara, Calif., T -- Maker II from Lifeboat Associates of New York City, TARGET from Advanced Management Strategies of Atlanta, and Micro DSS/Finance from Ferox Microsystems of Arlington, Va.
Financial modeling programs provide a built-in model for analysis and feature on-screen instructions and prompts to help adapt to specific problems. By keying in a range of values for comparison, the user can determine the best inventory strategies or financing policies to increase a company's cash flow. Three useful modeling programs are Desktop Plan II from Personal Software, MINIMODEL from Westico of Norwalk, Conn., and Oracle-80 from Instant Software of Peterborough, N.H.
GENERAL ACCOUNTING
General accounting programs were actually the first business software to be offeral commercially for personal business offered commercially for personal business from several years of users' experiences and suggestions, there are still limitations. And really form-fitting the software to your business needs may require a higher level of understanding of computers than we're recommending for notices.
A good accounting program will allow data to be entered or revised easily, will efficiently process the information, correctly fill out checks, forms, reports, and journals, and produce audit trails that can clearly be followed by an accountant.
Simple accounting programs perform a single task such as general ledger, accounts receivable, accounts payable, inventory control, or order entry. Sophisticated accounting software, such as the Solution from Graham-Dorian Software of Ft. Worth, Tex., or Accounting Plus from Systems Plus of Palo Alto, Calif., integrates financial information for a variety of accounting tasks. A business can automate its accounting in steps by buying and separately implementing program modules for specific tasks, such as accounts receivable or payroll.
In addition to "horizontal" packages for generalized business tasks, some companies have published "vertical" applications programs that are geared to the specific needs and vocabulary of a type of business or profession, such as retailing or dentistry.
