If your accounting service includes matching the software your client are using rather than forcing them to use the same as you then including use of a desktop version is probably the most efficient.
Personally I would mostly use the local server version to
enable your accounting team to work on a clients business file.
control software update schedule to limit your accounting businesses downtime due to unexpected software changes.
use a second installation to support edge cases. Probably a desktop for writing back to a clients business file who has chosen to stick to an old version or temporary access a clients business file which is currently newer than your server.
Except that the client won’t be able to open the file if it’s been opened by a newer version. But perhaps you were suggesting @hbeedee should keep a library of old versions around and operational. That still is likely to spell trouble unless everyone involved is very disciplined. Keeping track of which version to use with which client’s file invites problems.
So use the server edition. A client who cannot understand the need in this day and age for modern connectivity capabilities with an external accountant is also unlikely to be trustworthy when it comes to reliable update, backup, and security policies and procedures. This sounds like a marketing opportunity, helping them join the 21st century.
Certainly Manager’s cloud edition presents issues because of the rapid pace and unannounced nature of program changes. (That affects you as well as them.) But the server edition let’s you control all that, with chances to provide training and other types of support along with standard accounting services.
My bottom line is that I’m slowing down and not speeding up. The clients I still have with me are almost as old as I am. Some are 3rd generation. They won’t leave me. Literally. Great for my ego though.
To date, the way I’ve been using Manager has suited my clients and me. We’ve been cruising along using Manager for a few years now.
The current situation has occurred because one of my 3rd generation clients recently married. The husband has his own business while the wife/daughter is starting her own. Both want to use the accounting software the parents use and recommend.
It’s these two that I needed the updated version for. The others could have stayed on the version of Manager they had. Except that the parents decided to update their laptop and needed to update as well.
Now that everyone’s organised we can get back to cruising along.
Using a software program that is simple and easy for us all to use. And is brilliantly supported by its developers, and advisers like you and everyone else who has offered me advice.
Mostly use a local self hosted server for business clients. Doing so ensures co-worker can simultaneously access clients data file and simplifies datafile versions control among @hbeedee employees.
The local server versions should be updated when that makes business sense to @hbeedee accounting business. Such as a significant proportion of his clients are using a later version or a later version is relatively bug free and has features sufficient for him to encourage his clients to update.
To handle edge cases A client is using an older version of Manager.
Import their business file onto @hbeedee local file server for tax review or other advice.
If the clients data file needs to be updated, then when it is time to send the updated datafile back to the client:
run their versions of Manager as a desktop install (uninstalling a prior later versions if required).
Open the clients current business file on the main server while simultaneously opening their original datafile in their desktop version of Manager.
Use Managers history feature to list the changes done in the server, so need to be done on their original data file.
Manually perform the required changes (Batch update on history functionality would be a nice enhancement for this)
A client is using a newer version of Manager
Run their version of Manger as a desktop install and use that to review and correct their datafile
Manage the workplace inconvenience of using a desktop as required
If I can put in my zac’s worth here, all my clients have downloaded their own desktop versions of Manager. To which they enter their data regularly and diligently.
So the version they each used didn’t matter.
All create a backup of their data as required or when requested. Then email me a copy of their backup.
I have the latest version on my office system which is a LAN.
The backups are then uploaded to my computer LAN system.
So all my staff (when I had staff) had access to all client data.
If a change was needed to a client’s installation I made a short video explaining and demonstrating the change(s) needed. Then get a fresh backup sent to me so I could check the change was made correctly.
I understand what you are doing. Theoretically, it should work. But, in the interest of KISS, just having your clients log into your server edition would be even simpler.
I think I’ve indicate that I’m heading for retirement. Some of my clients are not young either. So I also had technophobia to address.
Working online wasn’t going to happen. Using the system I set up was where they were prepared to go.
I use the Internet because I must. For work. Never for social interaction. Never to play games. Too much opportunity for hackers.
I know that Manager’s security is top class. Australia’s Bureau of Statistics and the Australian Tax Office thought the same. Both were badly wrong. It took the ATO a year to uninstall its infrastructure (that’s what was hacked) then install new equipment and reload and tweak its software.
It goes without saying (but I will) that, if you were to take on running the server edition, you would be responsible for your own cybersecurity. That’s not a trivial challenge. But unless your clients are carrying their files to you on USB flash drives, all their data is subject to interception along the way. And its doubtful your technophobes have top-class security on whatever systems they are using to run their desktop installations.
I’m not presuming that you’re a techie. But you might be.
Let me be clear on my view of the Internet.
I was the first person in my office to ever buy a calculator. A calculator. That was after I’d been working for 15 (That’s 15) years. Not a computer. They hadn’t been invented. Or they were the size and volume of your bedroom.
I still prefer to use pen and paper for note taking. Because they are always available. And they work. All the time.
Recently here in Melbourne violent windstorm took out our entire power grid. It was out for days.
Which meant no Internet. None.
Yet my clients were able to use a generator to keep their laptops operating and their desktop-based Manager available.
While I agree it would simplify the accountants task when annually doing a clients tax, I disagree it would be simpler overall because:
Becoming the primary store of a clients accounts implies far greater data reliability than using a temporary internal copy during tax or other review. Data access by the client is required 24/7 365 days a year, together with backup at multiple levels (hardware, software, software version, client errors).
The client has to 1. want their accounts to have internet access and 2. has to want their accountant to be in control of all their accounting records and software version. If my accountant said I had to put my accounting records on and use their server, I would find another accountant.
So while I agree it is a solution however I do not think an accountant requiring and providing Manager hosting for their clients is a simpler solution at all.
In contrast, for clients who use a hosted version of manager, suggesting they create a login for their accountant is however a simple solution
Your Point 2 is also mine. My clients don’t want their records to be kept online. It is their legal responsibility to maintain their business and other records. That is ATO regulation.
Australian Corporations Law also requires that many corporate records must be physically located at the registered office of the company. This might be at the accountant’s office. Not always though.
That responsibility does not ever vest in their accountant. Or anyone else.
There’s also the question of access to be considered. If the accountant is to act as Server that implies that the accountant must have their accounting systems open and online 24/7/365.
There is one other consideration. It contravenes Australia Tax Practitioner Board Regulations to ever allow client data to be stored outside the accountant’s office without first obtaining formal permission to do so from the client. This can be difficult to arrange at times when the client is unfamiliar with Online storage methods.
All you need to do is go to your client settings and select Australia as the country of location and Manager automatically lists a GST Report among the available reports. In the list of reports on the right hand side of the screen