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Software purchase

RSSAccounts

Apologies if this is directed to the wrong area.

I am considering changing accounting software. I called up customer support. Spoke with someone who had an accent I had trouble understanding. And what he did tell me sounds very odd to the point that I am unsure if he even understood my needs. (Or that I did understand he and this software just actually seems like it's be more expensive than MYOB).

I work for a company that essentially operates as 5 businesses. Each business has it's own accounting file. So I know straight away that I will need to purchase for access to the software 5 times. One for each company. Now I'm not the only person who currently access the files we have. There is potentially 2 other people (that is to say, 1 other person and if needed, the boss wants access). I was informed I had to buy access to each file for each computer/user that access the file. That's buying the software 3 times to use one 1 file. Right now, we have our software on the server. And even if we had this software on the server, I was told each user would still need a purchase for each file.

How does it makes sense that I have to buy 5 files, three times, for everyone to use? Why cannot I not just buy the 5 files, one for each company and have as many users as I want for each file? That just sounds ludicrous. Was I misinformed? Or do I indeed need to purchase 15 licenses?

Accepted answers

All comments

Eric Murphy

Are you set on going for Hosted or desktop?

Reckon One would probably be a better option cost-wise since there's unlimited sharing. You just pay per file or book as they call it and it's more future-proofed.

RSSAccounts

The boss wants the ability to manage the file and backups, offline. So Desktop.

Datarec

You need to clarify whether the access to the data file is being done concurrently by the multiple people or if they are simply taking turns.

Are there 3 computers (Desktop PC/Laptop) on which you want to install the Reckon software or will there be 5 computers?

Where will the data file be stored?

on one of the PC's only
on any one of the 3 to 5 computers
on a single separate computer that is a 'server'?

You must have a licence for every business data file and a licensed PC for every concurrent user, and each PC may only access one file at a time.

Below is an example scenario where there are 3 PC's and a server that you can take a look at to see if it matches your situation.

Environment

5 separate businesses
- Each business has its own company data file (File 1 to File 5).
- From a licensing perspective, each business requires its own licence, even if its data file is not accessed simultaneously.
3 PCs (PC1, PC2, PC3)
- Each PC has one installed software licence.
- These installed licences are what allow concurrent access to data files.
1 Server
- Hosts a single mapped network drive.
- All 5 company data files are stored on this network location.

Licensing model (key rules)

One licence per business (data file)
- There must be 5 licences total, one assigned to each company data file, to remain compliant.
- These licences exist even if they are not directly installed on a PC.
One installed licence per PC
- Each of the 3 PCs consumes one installed licence.
- These licences control how many PCs can be connected at the same time.
Concurrent access depends on PC licences, not on business count
- With 3 licensed PCs, up to 3 concurrent connections are possible.

Data file access rules

Single-user mode

A data file in single-user mode can be opened by:
- Any one person on PC1, PC2, or PC3.
While open:
- No other PC can access that same data file.

Multi-user mode

A data file in multi-user mode can be accessed:
- Simultaneously by users on PC1, PC2, and PC3.
Each logged-in user still occupies one licensed PC.

User behaviour limitation

A user on any PC:
- Can be logged into only one company data file at a time.
- Must log out of the current file before opening another file (for example, switching from File 1 to File 3).

RSSAccounts

The files would be stored on a server.

The server would be accessed by multiple laptops. Forgive my understanding on computer logistics, but there would be two PCs (in Australia) that are able to access the server directly. There is a 3rd computer that accesses the server from the European office, via VNC. Sometimes I myself need to access the server through the VNC if I work from home. There are two, I guess virtual computers on the VNC that can be accessed. I don't know if this means two additional computers.

In all likelihood, there would only ever be one person logged in at a time in any one of the 5 files as we'd likely share at most a 1hour overlap that could be managed. The second laptop in Australia is used by the boss, if I am absent.

Datarec

For the Reckon Accounts desktop range take a look at the features that you need access to.

Desktop Accounting Software for Australian Business | Reckon Accounts

For example:

If you can avoid having multiple people simultaneously logged in to a one specific company file, and do not require estimates/quotes/multi-currency then the Reckon Accounts Plus product may be suitable.

The moment that you require multiple users to simulataneously be logged into one specific company data file, then that would require multi-user capability and hence the Reckon Accounts Premier is needed.

You've indicated the use of VNC which is remote desktop access software.

If for example the person in your European office uses VNC on their laptop to remotely control and log into a PC/laptop in Australia, and it is that PC/laptop that is actually going to access the data file that is on the server, then that PC/laptop in Australia would need to have the Reckon Accounts software installed on it, whilst the laptop that is in Europe does not need to have the Reckon Accounts software installed.

RSSAccounts

If we purchased 5 licenses and put them on the server, AND everyone accesses them through 1 computer via VNC, we would only need 5 licenses and that's it, correct? Even if we all use the same login details.

Can I have 2 files open at the same time? Run the program twice and one file open on one program and another file open on the other.

Datarec

Are you using a specific implementation of VNC? (just in-case what you are referring to as VNC is different to what we understand it to be)

If you purchase 5 licences, you can install one licence on 5 separate computers if needed.

You cannot put 5 'licences' on the server.

While you could install the Reckon Accounts software on the server, you can only install it there once.

You can only launch one instance of the Reckon Accounts software on a computer.

You can only open one data file on a computer at any one time. If you needed to open a different data file you would need to first close the one that is open, in order to then select to open a different data file.

RSSAccounts

I'm not a technical computer person. Before I updated my home internet, for working at home, I used VNC Viewer and was able to access the PC in the office. Now that's I've updated things, I just use a VPN client and access the server in the office. Prior to updating my home internet, I could not use both the VPN and VNC due to the settings in the VPN. So I apologies, but I'm not sure how or if I was able to answer you question

In the picture you provided above, for Accounts Premier, it says up to 5 user licenses. Does that mean it already comes with the ability to let 5 people/computers use that file? I wouldn't need to buy it 5 times, would I? Accounting and Accounts Plus both specific 1 user license, and Enterprise says up to 30 users and specifies the price as per user.

Two of the company files require Multi-currency and most certainly require. Of the other 3, only one requires Payroll.