Introduction

FirstOffice is designed with a modern graphical user interface - for Windows, Linux and Macintosh. It uses many different "windows" on the screen, one for each task. The basic idea is to create a working environment that as closely as possible relates to the way you handle papers, files and documents on your desk.

Accounting tasks normally require that you work with several documents at the same time. This fact is reflected in the design of FirstOffice, and documents and reports are handled in a slightly different manner to what you may be used to in word processors or spreadsheet programs. FirstOffice therefore contains a number of features that you may not be familiar with.

If this is the first program you will be using in a Windows, Linux or Macintosh environment, you should first of all take the time to learn as much as possible about the computer and how to use it. And you must of course be sure that the correct version of the computer's operating system is installed. Talk to your computer dealer or consultant if you are uncertain.

In the Accounting Principles section of these web pages, you can read more about the basic accounting tasks in a business. Please ensure you read this section if this is your first attempt with computerised accounting.

Even if you are an experienced computer user, you should read this Introduction, because FirstOffice contains a large number of features designed to facilitate your work and to make it faster. If you are the 'I-never-read-manuals' type of person, you will of course be able to use FirstOffice anyway - it is very simple. But there are some not so obvious shortcuts that can save you a lot of time. They are all in these web pages.

Efficient Management

FirstOffice is easy to use. By following the instructions on the installation pages, you can set up your invoicing system in a very short time. You will quickly be able to get the benefits from an efficiently functioning system for your Sales Ledger and debtors.

The basic idea with automatic administration is to make the computer do most of the routine work. In the beginning it may seem a lot of work to enter all the necessary information about Items and Customers, but that is really all the preparation you have to do. It is not necessary to use all the many features of FirstOffice. Remember, however, that the more basic information you can enter into the various files and registers, the more the program will be able to assist you in your work.

Planning and Setting Up

If this is the first time that you will be using a computerised accounting system to manage your sales, purchase and nominal ledgers, or if you are changing from another system, why not take a good look at the overall operations? Maybe you can do things in your present operation more efficiently.

A good idea is to sit down with pen and paper for a while, and go through your Items (products and services you buy and sell), Accounts, Payment Modes and Terms, etc. If some of the concepts of FirstOffice are new to you, it is always a good idea to think first.

The setting up of a FirstOffice system in your business requires some planning and forethought. You will have to make a number of decisions about Customers, Items, statistical classifications, invoice procedures and so on. FirstOffice allows a great deal of flexibility, and you can create almost any work environment you want. But remember that you are in charge. If you find that the standard Chart of Accounts is not suitable for your business, only you can make the decision to use another chart. FirstOffice allows almost anything.

Most people think that the beginning of the year is the only time when you should change the accounting procedures in a business. Quite to the contrary, it is better to change systems during the year. You can then select a calm period of the year, enter all data from the beginning of the year and check the outcome against reports produced from the previous system.

Remember that once the installation process has been completed, FirstOffice does require some maintenance. At the very least, you should establish a regular routine for backing up. A financial system is very different from a word processor, which handles individual documents. FirstOffice works - like all financial systems - with a database, in which all your data about customers, invoices, nominal ledger etc. is stored in a single file. If you lose that file, you have lost not just a single document, but all your accounting and customer information.