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Microsoft Small Business Financials

A multi-module management system designed by Microsoft for startups and small organizations.
Questions about Microsoft Small Business Financials? Call (800) 827-1151 and talk to a software expert now.

This product has been discontinued, and is no longer available for purchase.

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Microsoft Small Business Financials is an affordable, flexible solution that connects the people, information, and processes that help you manage your business more effectively. Easy to set up, customize, and use, it helps you increase productivity, make informed decisions, and improve business performance.

Ideal for companies that need more than basic accounting software, Microsoft Small Business Financials offers fully integrated financial management, sales, purchasing, inventory, payroll, and reporting capabilities. It adapts easily to changing needs with increased financial controls, reliable multi-user access, unlimited storage capacity for transactions and records, and the ability to scale as your business grows.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Appointment Manager

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Extend your customer service efforts to the Web with Microsoft Appointment Manager. This Web-based service offers online scheduling for customers and resource management for business owners.

  • Integrate Small Business Financials records: Export customer information from Small Business Financials to Appointment Manager so that existing customers can schedule appointments online.
  • Appointment scheduling: Offer secure, 24-hour online self-scheduling for customers with customizable views of services and personnel availability.
  • Events scheduling: Schedule classes and special events; monitor attendee lists.
  • E-mail responses: Send automatic confirmations and reminders for appointments.
  • Waiting lists: Fill cancellations and open slots automatically.
  • Resource management tools: Review workloads with schedules and reports formatted for printing, including daily employee schedules and upcoming appointments.
  • Set-up and customization: Step-by-step guides simplify set-up and customization. Use or customize a built-in StoreFront, or integrate it with your Web site.
  • Download appointments into Small Business Financials: Download appointments into Small Business Financials as sales invoices to manage customer activity originating online.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Banking

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Maintain tight control in the important area of banking, while effectively monitoring cash inflows and outflows. Banking in Microsoft Small Business Financials allows you to seamlessly integrate all cash, check, and credit card transactions, track bank account balances, and automate the monthly process of reconciling these accounts.

SETUP

  • Set up checkbooks: Set up an unlimited number of checkbooks for use throughout Small Business Financials and assign each checkbook its own cash account number. Track transactions and balances for each checkbook.

DAILY TASKS

  • Record deposits: Cash receipts entered in other modules automatically appear available to group together on a deposit or enter as a lump sum deposit. Deposits can be edited or voided from a single location.
  • Transfer funds: Transfer funds from one checkbook to another in a single transaction, saving time and reducing the potential for error.
  • Transaction entry: Easily enter or void transactions—including checks, withdrawals, increase adjustments, decrease adjustments, and receipts—directly within banking task windows.
  • Edit or void transactions and checks: Edit or void deposits or record single-sum deposits. Void printed checks and record voided manual checks by entering zero-amount checks.
  • Miscellaneous checks: Quickly print and post a check when you need to make a payment to someone who is not set up as a vendor or employee.

PERIODIC TASKS

  • Reconcile checkbooks: Reconcile accounts automatically, whether you have one account or several accounts with multiple bank transaction sources and destinations. Perform reconciliations for multiple checkbooks at the same time.
  • Bank-to-book transactions: Enter interest income and service charges during reconciliation to save time. Adjustments automatically post to general ledger accounts during reconciliation.
  • Adjustments: Make adjustments to your records easily, even during reconciliation, without needing to enter a separate transaction.

REPORTING

  • Transaction review: Drill down for specific transaction information: individual checkbook balances, reconciled and unreconciled transactions, deposit number, date, and status.
  • Cash flow calendar: Gain insight into your cash position using a cash flow calendar that can define specific date views of balances for current and future funds.
  • Transaction detail reports: Define ranges to view unreconciled transactions, reconciled transactions, or all transactions. Drill down to display the originating transaction for complete audit control.
  • Banking history reports: Maintain records of transaction and reconciliation history for as long as you need them.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Commerce Manager

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Extend your business to the Web with Microsoft Commerce Manager. This Web-based service integrates with Microsoft Small Business Financials and let you easily build online product catalogs and sell across Internet marketplaces.

  • Catalog builder: Import item data from Small Business Financials to reduce catalog setup time; then add further detail, such as multiple images. Add a shopping cart to turn your catalog into e-commerce pages.
  • Web marketplaces: View and manage your listings by product or marketplace. With a few clicks, list your products on sites such as eBay and Froogle.
  • Order processing: Process orders seamlessly. Send or receive automatic order notifications, and process credit cards using Card Service International and other services.
  • Customization with Microsoft FrontPage MarketPlace: Turn your catalog into commerce-ready Web pages, and then host your Web site using any ISP that supports FrontPage.
  • Download orders to Small Business Financials: Orders taken in Commerce Manager can be transferred to Small Business Financials Sales tasks to save data entry time and reduce errors.
  • Customer service: Technical support is available online 24 hours a day, 7 days a week.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Financials

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Your accounting program should be designed for ease of use, business growth, and changing business needs. Microsoft Small Business Financials offer flexible account structures, efficient transaction processing, familiar Microsoft Excel based budgeting, and sophisticated financial reporting capabilities.

SETUP/MASTER RECORD

  • Flexible accounts setup: Manage multiple departments and have room to grow by setting up account numbers with up to 25 characters and five segments.
  • Import transactions: Easily import transactions from third-party applications.
  • User-defined fiscal periods: Define up to 13 fiscal periods of differing lengths to track monthly, quarterly, or other periodic activity.
  • Year-end closing: Maintain multiple open years to match your needs. Create a preliminary “first closing” for a period and then a “final closing“ after auditor adjustments.
  • Prior-year adjustments: Automatically update retained earnings and beginning balances for the current year when you post adjustments to the prior closed year.
  • Historical years: Unlimited years of historical information can be maintained and used for comparative reporting or inquiries.

DAILY TASKS

  • Journal entries: Save time with single-use, clearing, reversing, or recurring journal entries. Use Quick Journal templates for entries where the accounts stay the same, but amounts vary.
  • Cash flow calendar: An automated calendar can define month-by-month and specific date views of your current cash flow, as well as forecast future inflows and outflows.
  • Batch posting and recovery: Save transactions in batches or post individually; background processing lets you continue to work during posting.
  • Audit control: Follow any journal entry back to its source transaction with an electronic ”paper trail“ that works across the application, and easily find and fix mistakes.

PERIODIC TASKS

  • Create and manage budgets: Develop and track unlimited budgets based on open or historical years or on other budgets. Export and import budgets to and from Microsoft Excel. Run reports to monitor actual performance against goals.
  • Control fiscal closing periods: Selectively close fiscal periods module by module or across the entire application. Ensure tight security with password protection.
  • Post transactions to correct fiscal year: Enter date-sensitive transactions to the correct annual period and maintain accurate fiscal year financial summaries without re-entering information.

REPORTING/INQUIRY

  • Trial balance report: View account activity in summary or detail for a single account, department, or account range, for any period in time.
  • Financial statements: Create and modify basic statements, as well as advanced reports such as departmentalized statements or statements of cash flow. Easily export financial statements to Microsoft Excel.
  • Drill-back tools: Drill back to specific details and source data in many windows for a full onscreen audit trail.
  • Inquiry windows: Search records and transactions on screen for quick answers.
  • SmartList: Create user-defined queries to locate and pinpoint information, and then transfer it to Microsoft Excel and Microsoft Word for further use.
  • Print posting journals: Take control of journal printing by printing the exact journal you want on demand.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Fixed Asset Management

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Take control and improve fiscal management of fixed business assets with convenient,flexible ways to automatically calculate, track, and post depreciation.

  • Easy asset setup: Create and customize asset records with information already entered during purchasing or accounts payable activities.
  • Classes and groups: Identify asset classes and group similar assets to manage them together.
  • Lifetime asset tracking: Efficiently maintain and track asset acquisition information, depreciation methods, book values, and disposition records.
  • Intuitive data availability: Easily locate and review asset information with one-click access to purchase details, booking records, or other asset information you’ve chosen to track.
  • Flexible value assignment: Assign assets to as many as three sets of books and select different depreciation methods for corporate accounts, federal tax reporting, alternative minimum tax, or other needs.
  • Custom depreciation management: Choose from a dozen averaging conventions, including half year, full year, mid quarter, full month, full period, and many more. Select from seven different amortization codes for amortized values or depreciations that use a declining balance.
  • Automated accounting: Easily update, correct, recalculate, or reverse previous postings to general ledger accounts with effortless balancing of debits and reserves.
  • Integration: Efficiently share fixed asset information with Microsoft Small Business Financials accounting, purchasing, and reporting products.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Inventory

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Manage inventory effectively with Microsoft® Business Solutions Small Business Financials. Flexible pricing and cost methods, back order management, real time inventory adjustments, and integration with sales and purchasing processes ensure that your business can purchase, sell, and replenish stock to control costs and meet customer needs.

SETUP

  • Cost methods: Set up your inventory valuation to match your business needs by assigning one of three different inventory cost methods to each item — FIFO, LIFO, or Average.
  • Item types and capacity: Choose from multiple item types including stock, kit, labor, and service, or set up user-defined fields. Manage an unlimited number of inventory items, and prevent errors with an optional alert when invalid item numbers are entered on sales or purchase orders.
  • Serial and lot numbers: For items with the same item number, assign lot #s or serial #s to the items to maintain control over your inventory.
  • Unit of measure: Input individual units of measure for each item.
  • Multiple price types: Choose the pricing type that works best for each item: specified price, percent increase on last cost, percent adjustment on base price, or amount adjustment on base price.
  • Kitting: Group items sold together as kits and automatically track component costs and quantities when kits are sold.
  • Multiple price levels: Create up to five price levels per item and then assign price levels by customer.
  • Multiple tax levels: Determine whether or not items are taxable and assign the appropriate sales and purchase tax to each item. Tax is then automatically calculated on sales and purchasing documents.

DAILY PROCEDURES

  • Allocate quantities: Ensure appropriate inventory tracking by allocating items to a sales order as soon as it is created. Once posted, items quantities and costs are updated in the system.
  • Automatic update to inventory: Item costs and quantities are automatically updated in the system when items are purchased, received, sold, and returned. Automatic reminders help ensure that items are consistently replenished.
  • Assembly component management: Track inventories of both assembled units and their individual components, with parts linked to specific finished goods. Manage complex, interrelated inventories and obtain forecasting reports on up to ten levels of assembled components.
  • Backorder tracking: Items sold that are out of stock are automatically assigned to a backorder list to be purchased later.

PERIODIC PROCEDURES

  • Adjust inventory: Adjust quantities and costs directly, without going through the sales or purchasing process.
  • Change costs: Meet your business need by changing the item costing method after it has been set up.
  • Physical inventory checklists: Conduct accurate physical inventories with the physical inventory worksheet.

INQUIRY/REPORTS

  • View history: Easily look up and view your inventory history by item.
  • Find item transactions: Find all item transactions associated with a given inventory item with an inventory item search tool.
  • Inventory stock status: View detailed real-time inventory prices, costs, and quantities by item, along with summary inventory value.
  • Other inventory reports and inquiries: Analyze inventory using reports and inquiries, including the historical stock status, item price list and physical inventory checklist.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

List Builder

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Extend your marketing efforts to the Web with Microsoft List Builder. This Web-based service offers powerful e-mail marketing tools that attract customers and keep them coming back.

  • Integrate Small Business Financials data: Export customer information from Small Business Financials to List Builder and use that contact information for List Builder communications.
  • Newsletter templates: Create graphics-rich newsletters in minutes; automatically send plain text e-mail versions to customers who cannot read HTML e-mail.
  • Database and sign-up forms: Track and manage customer information with an easy-to-build database; use customizable forms to collect new customer signups.
  • List management: Use auto-response e-mails and automated list management for responses, subscriptions, cancellations and non-valid e-mail addresses.
  • Reporting tools: Track statistics and evaluate customer response. Post surveys and use survey responses and demographic data to learn your customers’ preferences.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Payroll

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Save money, maintain control over payroll processes, and respond quickly to employee requests with Microsoft Small Business Financials U.S. Payroll. Features include automated processing, integrated compensation, direct deposit, benefits management, government reporting, payroll reports, and tax table updates that are included in your service plan.

SETUP/MASTER RECORD

  • Unlimited employees: Microsoft Small Business Financials includes an active employee count of 100, along with the option to purchase additional blocks of employees.
  • Flexible pay codes: Set up unlimited pay codes, including salary, overtime, holiday, time off, sick time, and more. Modify records for individual employees.
  • Unlimited benefits and deductions: Unlimited benefit and deduction records, flexible calculation methods, and tax codes automate benefit and deduction tracking.
  • Worker’s Compensation tracking: Quickly set up and maintain Worker’s Compensation codes, tax rates, and annual wage limits used to calculate contributions.
  • ADP Payroll Service: Save time and prevent errors by automatically transferring ADP information to update your organization’s general ledger.
  • Direct Deposit: Split pay between direct deposit accounts and printed checks. Direct deposit complies with National Automated Clearing House (NACHA) specifications.
  • Tax table updates: Download and install year-end and payroll tax updates, including changes to the W-2 and the 1099-R, as well as tax table information for the upcoming calendar year.

DAILY AND PERIODIC TASKS

  • Time-off tracking: Once codes are set up, time off is tracked automatically. Financial system integration Payroll information automatically transfers into Banking and Financial tasks.
  • Payroll processing wizards: Gather necessary information and process pay runs in a few simple steps.
  • Issue paychecks: Run checks in batches, process a special payroll, or issue an individual check.
  • Void paychecks: Void checks easily, with automatic posting of corrected entries to general ledger accounts.
  • Default pay run settings for employees: Select employees to be used in each pay run without entering a transaction. Microsoft Small Business Financials will pay employees based on pay frequency selections made during setup.

REPORTING/INQUIRY

  • Government reporting: Quickly calculate, print and post monthly SUTA and FUTA reports, as well as quarterly SUTA, FUTA, and 941 reports.
  • Payroll reports: Pinpoint detailed employee information with 24 Payroll reports. Drill down from summary information to specific paychecks and evaluate payroll data.
  • Multiple W-2 formats: Print year-end W-2 statements. View, revise, and print W-2 forms for all employees, including inactive employees or a selected range at any time during the year.
  • W2 Magnetic Media: Create the Federal W-2 Magnetic Media files that need to be submitted at year end for government reporting.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Purchasing

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Manage vendor relationships, control costs, and replenish inventory efficiently with streamlined purchasing processes that give your business flexible options for buying and receiving items. Microsoft Small Business Financials includes automated purchasing, payment, and vendor tracking processes, with integration to help ensure that information across your business is consistent, current, and free of errors.

SETUP/MASTER RECORDS

  • Vendor maintenance Set up and maintain vendor records with unique payment terms, multiple addresses and phone numbers, general ledger accounts for posting, and customized fields and notes. After choosing a vendor, multiple fields are automatically populated from vendor setup,
  • Import transactions Easily import transactions from third-party applications into Accounts Payable.

PERIODIC TASKS

  • Sales taxes: Applicable taxes are calculated automatically and can be tracked with an electronic audit trail.
  • Purchase orders: Enter a purchase order and receive and invoice the goods, record required and promise date, automatically calculate tax, place a purchase order on hold, and auto-receive purchase orders that will automatically update inventory costs.
  • Drop shipments: Arrange direct shipments from your vendor to the customer to provide faster service, eliminate unnecessary handling, and streamline your inventory.
  • Discounts: Record and automatically apply unique discounts per vendor.
  • Invoice matching: Match purchase orders to received goods and vendor invoices in one step, or split receiving and invoice matching.
  • Returns and credit memos: Apply returns and credit memos to other documents at the time they’re entered, or automatically during check runs.
  • Check writing: Print checks during bill entry, record individual manual payments later on, or run batch payments for multiple bills and vendors using the flexible Check-Writing Wizard.
  • Void checks and documents: Void bills before payment and void payments during or after the computer check-printing process. The void process preserves a full audit trail.
  • Reminders: Set up reminders so you know when to post recurring batches, make payments for invoices, or perform user-defined tasks.

REPORTING/INQUIRY

  • 1099 tracking: Automatically calculate 1099 year-to-date information for the appropriate vendors and print 1099 forms at year end.
  • Complete purchasing reporting: View un-posted, posted, and historical transactions to analyze purchasing activity: Payables Aging, Period Purchasing Analysis, Cash Requirements, Daily Purchases, YTD Purchases, and more.
  • Track purchase order status: Keep purchasing data current and accurate by changing the status of your orders as they move through the buying and receiving process.
  • Vendor history analysis: Review complete vendor activity by period, year, or lifetime buckets using inquiry windows and reports. Print historical purchase orders easily, choosing from four different formats.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Reporting

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Your business needs easy access to information, the ability to pinpoint exact details, and the tools to perform advanced analyses—without interrupting everyday business processes.

Microsoft Small Business Financials offers more than 150 customizable reports that let you quickly view, analyze, and monitor business metrics, as well as put information to multiple uses.

  • More than 150 standard reports: Quickly access more than 150 standard reports from a central location, including fixed assets and payroll reports.
  • Customized reports: Modify existing reports or create entirely new reports using information from throughout Microsoft Small Business Financials.
  • Report Editor: Change layout, colors, and graphics to design your report for its intended audience.
  • Report Writer: System Administrator users can make even more changes to reports, adding data from related tables and creating custom reports to fit your specific business needs.
  • Financial reports: Use or modify basic report formats to create financial statements tailored to business needs. Continue to modify reports as your business grows and your needs change.
  • Advanced Financial Analysis: Perform comparative analyses easily. Customize financial reports by changing fonts, adding logos, and modifying or adding lines to forms.
  • Microsoft FRx Desktop: Modify existing financial reports or create new ones using design tools and customizable templates. Combine crosscompany financial statements into one consolidated view for simplified analysis and streamlined financial management. (Separate purchase)
  • Crystal Reports 10 Standard : Import data from multiple sources, and then design and format presentation-quality reports with customizable templates, wizards, and a drag-and-drop interface. (Separate purchase)
  • SmartList queries: Quickly access information about accounts, customers, employees, vendors, and more. Drill down to see more information, print or export the search results or display them on the screen. Personalize, save, and re-use search queries.
  • Report Library: Browse the comprehensive Report Library to find additional report types and formats designed to serve changing customer needs.
  • E-mail reports: Share reports quickly; simply print the report to the screen and send it via e-mail.
  • Export to Excel and Word: Export financial reports to Microsoft Excel for further analysis. Use the Microsoft Word-based Letter Writing Assistant to generate letters to customers, vendors, and employees.
  • Export to HTML: Export your report to Hypertext Markup Language (HTML) and publish it on your company’s Web site or intranet.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

Sales

Please note that as of January 1, 2009 Small Business Finacials 9.0 is no longer for sale to new customers

Improve efficiency and increase customer satisfaction with Microsoft Small Business Financials. Streamlined sales processes enable employees to process and fulfill orders smoothly, while robust integration and reporting capabilities turn sales information and customer data into a powerful business tool.

SETUP

  • Customer setup: Input and track customer information at any time, including multiple and unlimited addresses, payment terms, finance charge, credit card, and complete history information.
  • Customer maintenance: Easily look up existing customer information. View and change information for one transaction, or save changes to update automatically throughout the accounting system.
  • Credit limits: Define individual customer credit limits and receive alerts when limits are close to being exceeded.
  • Transaction import: Easily import customer records, beginning balances and transactions into Microsoft Small Business Financials.

DAILY TASKS

  • Streamlined processing: Easily transfer quotes to invoices, as well as accept deposits.
  • Customer-specific pricing and trade discounts: Apply multiple pricing levels to sales items and assign a level to a specific customer. Check credit limits, and set up trade discounts for preferred customers.
  • Line item markdowns: Reduce prices for specific customers on a line item as a set amount or percentage of the price.
  • Backorders: Create sales orders without having specific line items in stock, with options to backorder or cancel orders. The backorder quantity is tracked and filled when inventory is replenished.
  • Drop ship orders: Fill orders quickly by shipping directly from your vendor to a customer without receiving or selling from inventory.
  • Apply payments: Apply receipt of payment via cash, check, or credit card to a specific invoice or to the overall customer balance. Assess NSF and finance charges according to your business rules.
  • Packing slips and picking tickets: Print packing slips to accompany each order and invoice, as well as picking tickets for orders, invoices, and returns. Print or e-mail slips and tickets individually or as a group.
  • Partial invoicing: Transfer partial kit quantities to an invoice while tracking component backorders and fulfillment.

PERIODIC TASKS

  • Customized statements: Tailor statements using a step-by-step wizard, which allows you to preview and verify information before printing.
  • Letter Writing Assistant: Integration with Microsoft Word lets you quickly generate collection, thank-you, and survey letters or create your own letter templates.
  • Reminders and alerts: Automated reminders prompt you before customer payments are due or when they are overdue, while alerts prompt you about bills to pay or overdue invoices.

REPORTING

  • Flexible reporting options: View unposted, posted and historical transactions, plus complete customer data, period sales, and yearly sales information in reports such as Customer Balance, Customer Contact List, NSF Customers, and This Month’s Sales. Easily print historical sales documents.
  • Sales tax reporting: Track state, local, and other sales taxes for full sales tax reporting.
  • Sales commissions: View commissioned sales and generate up-to-date commission reports using Microsoft Excel.
  • Export to Excel: Export reports and SmartList query results to Excel for advanced sales analyses and create graphical reports using pie graphs, charts, and other visual tools.

Note: Small Business Finacials will no longer be sold to new customers after 1/1/09

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