Small-Business Software Programs to meet the biggest needs of even the smallest businesses.

Knowledge is power, and the Information Age is upon us. Ifyou're in the process of launching or expanding your ownbusiness, the time has probably come to update your computer'sbusiness software.

It's tough keeping up with the information demands of afast-growing venture without the proper tools to help. There arebills to be paid, customers to track, projections to generate, andproposals to write. How can one entrepreneur keep these tasks, andmany more, under control? With a little help from your software"friends."

Today, technology enables even the smallest of companies tocompete with the big corporations. The best way to stay on top ofyour customer lists, inventory reports, tax records, and overallfinancial situation is by putting your computer to work. Beforerushing out and buying every business software program you canfind, however, you need to know what kinds of programs exist, whatthey do, and how to select the ones that are ideal for you. Youalso need to know a bit about the best-selling programs currentlyavailable in the industry.

Questions to Ask Yourself Before You Buy

So you've decided your business needs one or more of thesoftware program types described in our sidebar. Before headingover to your local software store, take the time to figure outexactly what it is you need your computer to do. What are youplanning to use your computer for? What kinds of businesschallenges do you need its help in solving? What can it do to saveyou time and make your workday more productive?

Once you've come up with satisfying answers to theseimportant questions, ask yourself one or two more. Are you planningto use your computer for business only, or must it double forpersonal use? If you or your family members will be using it forpersonal purposes, will this generate additional software needs?Also, are you planning on taking part in the World Wide Web anytimesoon? If so, you will want to purchase the newest, most advancedsoftware programs that you can afford.

Questions to Ask the Salesperson Before You Buy

With your software needs clearly in mind, venture out for someprice and feature comparisons. Before laying down cash for anyprogram, be sure to ask your salesperson the following fivequestions:

1. Is the software specially designed to serve the needs ofsmall-business users? Many of the popular business applications onthe market today are designed for use by Fortune 500 companies withdeluxe in-house support teams and significant expertise, not forentrepreneurs lacking such resources. Therefore, you should seekout software that avoids technical jargon, operates intuitively,and is designed to fill the needs of smaller ventures as well aslarger ones.

2. Will the program be relatively easy to learn and use? Manysoftware programs now regularly come with on-screen tutorials,elaborate printed and on-screen documentation, CD-ROM trainingcourses and the like. They also typically offer some combination ofno-charge technical phone support for a limited time, advanceddocumentation by fax or Internet, and/or a money-back guarantee. Ifthe program you're considering does not include such features,perhaps it's not as great a value as it may seem.

3. Does the software include ready-to-use templates or on-screenexamples of common business reports and forms? Predesignedtemplates are most desirable, because they allow a new user to jumpright in and start creating professionally formatted documentsright away. Although better than nothing at all, on-screen examplesare not nearly as useful. Programs which contain neither should beavoided.

4. Will the software still be useful as your business grows?Although technological advancements keep coming every day, it isbest to select a software program that can serve your needs bothtoday and in years to come. Shy away from programs so simplisticthat they are ideal for your current needs, yet inadequate for yourgrowing needs as your customer base and business expand.

5. Will the software be able to run on your computer? Last, butclearly not least, make sure your current computer is powerfulenough to effectively run the program you're considering. Thisis especially of concern if you purchased your computer more than18 months ago and haven't since expanded its memory and othercapabilities. Most software programs clearly state their minimumsystem requirements on the box. If you're at all uncertain, thesalesperson should be able to tell you whether the softwareyou've selected is compatible with your hardware.

The Most Bang for Your Buck

What follows are descriptions of, according to Egghead Inc.,some of the best-selling software programs on the market today,broken down into the categories of accounting, database,spreadsheet and word processing programs. If you find that you needmore than one type of software, however, there's one more thingyou need to know. Although most software programs can be purchasedindividually, they are also commonly sold as part of integratedpackages called "bundles" or "suites." Thesepackages typically combine accounting, database, spreadsheet andword processing programs into an all-in-one application. This meansyou can get four or more software programs in a bundle costing justslightly more than two software programs purchased individually.Today's most popular software bundles include Lotus SmartSuite,Microsoft Office and Corel WordPerfect Suite 7.

Note: Each of the following summaries refers to aspecific software application for a specific operating system. DOS,Windows, Windows 95 and Macintosh versions of the same softwaretitles offer different capabilities, options, system requirementsand pricing; sometimes an application has no direct equivalentavailable for another operating system. Your local software storecan provide more information on which applications are availablefor each operating system.

The Big 4

The most common software applications loaded ontoentrepreneurs' computers are accounting, database management,spreadsheet and word processing programs.

Accounting programs, in a nutshell, take care of abusiness's bookkeeping, payroll, purchasing, inventory andcheck-writing tasks.

Database programs help to keep track of current and prospectivecustomers, generate invoices, prepare expense reports, createmailing labels, maintain personnel records, and store a variety ofinformation for easy reference.

Spreadsheet programs enable effective financial planning,expense tracking, forecasting and budgeting. They allow foradvanced organization and computation of numerical and statisticalinformation as well as ready preparation of charts and graphs.

Word processing programs ensure the creation ofprofessional-looking documents in all shapes and sizes. Many nowcome with full Internet connectivity and contain state-of-the-artspelling checkers, grammar checkers and thesauri.

Accounting Software

M.Y.O.B. Accounting With Payroll,

Macintosh Version 6.0

(Windows versions also available)

Overview: M.Y.O.B. (Mind Your Own Business) from BestWareintegrates general ledger, checkbook, sales, purchasing, inventory,card file and payroll functions into a single, versatile program.Version 6.0 combines a bookkeeping and full-service accountingprogram, eliminating most "accountant-speak." All formscan be completely customized. Checks and transactions can be savedas recurring entries--a real time-saver. The documentation andonline help features are top-notch. Contains strong payroll, sales,inventory and contact-management capabilities. Previous accountingknowledge not required. Offers more than 100 predesigned businesstemplates for reports. Includes a 30-minute video on gettingstarted, extensive online instructions, and CD-ROM multimediahelp.

Minimum Mac System Requirements: 5 MB of RAM, MacOSSystem 7.0 or later, 68020 processor or higher, hard drive with 9MB of free space, optional CD-ROM drive (required to use CD-ROMmultimedia help).

Suggested Retail Price: $89.95/$139.95 with payroll.

Peachtree Accounting for Windows,

Release 3.5

(Macintosh versions also available)

Overview: Provides instant access to charts and graphs.Targeted to small and medium-sized businesses, it includes generalledger, accounts receivable, accounts payable, payroll,check-printing, inventory, job/project tracking andaccount-reconciliation capabilities. Version 3.5 includesinvoicing, payroll and report modules. A unique multimedia set-uproutine makes start-up easy. Screens resemble typical businessforms. Enables instant forecasting, and analysis of cash flow,payables and aging information. Powerful accounting features withan easy-to-use graphical interface. Avoids complex accountingterminology. Supports weekly, biweekly, semi-monthly and monthlypayrolls. Free user-support forums on CompuServe, Prodigy andAmerica Online.

Minimum IBM Compatible System Requirements: 4 MB of RAM,DOS 3.3 running Windows 3.1 or Windows 95, 386 or higher processor,hard drive with 18 MB free space, mouse.

Suggested Retail Price: $99.

Database Software

Claris FileMaker Pro, Macintosh Version 3.0

(Windows versions also available)

Overview: Designed for single and workgroup users withoutaccess to extensive support or advanced database programmingexpertise. Database files can have as many layouts as desired. Newlayouts and fields can be added whenever needed, without manuallyreconstructing the database, which makes keeping track of importantbusiness information a snap. Includes 40 ready-made, customizabletemplates which can be used for invoicing, lead tracking, contactmanagement, mailing labels, time sheets, expense reports, and timeand service billing. Creates appealing input screens, reports,labels, and mail-merge letters easily. Contains an on-screentutorial. Can also be used as a storage and search engine forcreating Web pages for the World Wide Web.

Minimum Mac System Requirements: 4 MB of RAM (8 MBrequired for Power Macintosh), Mac System 7.0 or later (System 7.1or later recommended), CD-ROM drive or hard disk drive, optionalAppleTalk, IPX/SPX, or TCP/IP Networking for multi-user filesharing.

Suggested Retail Price: $199.

Lotus Approach 96 for Windows 95

(Macintosh versions no longer in development)

Overview: Approach 96 is optimized for the Windows 95operating system and takes full advantage of its 32-bit multi-taskcapabilities, and is designed to let new users become productivequickly. With more than 50 predesigned database templates fororganizing information, it enables you to track, manage and analyzebusiness information. Performs sophisticated data analysis andpresents the results in dramatic-looking charts with impressivegraphics. Contains advanced grouping and sorting options.Identifies the highest or lowest values in the database or in a setof records, for such uses as identifying your company's top tenbest-selling products. Creates custom envelopes for large mailingswith the help of a built-in assistant. Team computing capabilitiesenable multiple users to share information. Includes an onlineproduct "tour" to help with start-up.

Minimum IBM Compatible System Requirements: 8 MB of RAM,Windows 95 or Windows NT 3.51, 386 or higher processor, hard drivewith 15 MB of free space, a VGA or higher resolution monitor,mouse.

Suggested Retail Price: $129.

Spreadsheet Software

Lotus 1-2-3 Release 5 for Windows

(Macintosh versions no longer in development)

Overview: The world's most popular spreadsheetprogram (17 million users worldwide). Release 5 for Windowsis designed to be the easiest and most powerful spreadsheet forpersonal and workgroup use. Contains 12 spreadsheet templates toguide new users in preparing common business documents. Built-informulas, formatting and other key components help get the job donefast. Allows users to directly enter and edit information in acell, eliminating the need to use the control panel at the top ofthe screen for editing. Allows an unlimited number of fonts withina worksheet. Fully integrated mapping tool allows users to displayworksheet data on a domestic or global map. Multiple currencyformats. Also reads and writes Microsoft Excel, ASCII text,Paradox, dBase and shared Lotus Notes files.

Minimum IBM Compatible System Requirements: 4 MB of RAM,DOS 3.3 or higher running Microsoft Windows 3.1 or 3.11, 386 orhigher processor, hard drive with 11 MB of free space.

Suggested Retail Price: $495.

Microsoft Excel for Windows 95

(Macintosh versions also available)

Overview: Performs up to 50 percent faster on averagethan earlier versions for recalculations, charting, file opening,as well as cutting, copying and pasting. Contains a variety ofspreadsheet templates for financial planning, expense tracking, andother needs. The user-friendly "Answer Wizard" allows youto type in a question in your own words, then provides theinformation you need. Flexible analysis tools provide quickaverages, counts, minimums and maximums. Advanced data mappinganalyzes and displays geographically based data. AutoCorrectautomatically corrects typos and misspellings as you type. Importsdata easily from other spreadsheet programs. Includes unlimited,free product support.

Minimum IBM Compatible System Requirements: 6 MB of RAM,Windows 95 operating system or Micorsoft Windows NT Workstationversion 3.1 or later, 386 or higher processor (486 recommended),hard drive with 18 MB of free space, one 3.5 inch high-density diskdrive, VGA or higher resolution video adapter, mouse or compatibledevice.

Suggested Retail Price: $339.