Discussion:Lacerte -DMS user

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Discussion Forum Index --> Business Growth Community --> Lacerte -DMS user


DZCPA (talk|edits) said:

24 May 2006
Looking for a firm who is using Lacerte DMS for paperless tax return storage in Orange County, CA. We would like to start cutting down on paper using the Lacerte product. We are very happy with Lacerte. It would be great if we can look at your system and see how it works. Thanks.

Mstax (talk|edits) said:

14 June 2006
I use Proseries and can save the preparers copy in PDF. I also email the client a PDF copy and only print the filing copy if it is not efiled. I can also email a PDF organizer to the client.

I put each years PDF copies on a DVD.

Kathyt (talk|edits) said:

15 June 2006
I'm not in CA but I do use Lacerte and the DMS; I'm in Louisiana and my office was very heavily damaged in Hurricane Rita, we had to gut the entire office out down to the studs because of mold caused from the rain when the roof came off. All of my equipment & furniture were destroyed. However, most of our files were intact, the filing cabinets kept them dry and so when we came back to LA after evacuation we spent several days going through all the filing cabinets getting the files out, boxing them up to put them in storage so that the mold wouldn't get to them. Then when I finished that (it was a rough job, the smell in here was terrible) then I look on the news and Wilma is in the gulf. Wilma didn't hit LA but the thought of "what if it does" when all my files are in cardboard boxes, that scared me into finally taking the plunge to go paperless. I can take a back up of a computer home with me at night, or when I evacuate, but I can't take all of my files! Well now I can. I would never go back to using paper files, the DMS has worked so well for us, no more looking for files, everything I need is right there on the computer, at my fingertips. No more finding a file to fax someone a copy of something, I just e-mail what ever they need in a matter of seconds. It has been a huge time saver, I love it. I back it up to a DVD everynight, it only takes a few minutes, and when I have work to do at home I have every file with me. My files are much better organized now, it's been great for me, I would never go back. Using dual monitors was SO much easier than I thought it would be, I love it. As I said, I'm not in CA but if you have any questions I'd be glad to help you if I can. The only downside in my case was it was very time consuming for us to set up because in my case, I didn't want the paper files in my new office anymore because they smelled; so we spent several months scanning prior workpapers into the computer, we printed the prior year returns into DMS but then we had to check to make sure that the return in the computer was the same as the one in the file, sometimes they were different due to program upgrades or some other reason. Right now we have a file for every client, but that file only contains one piece of paper, which is a summary page of prior years, I still like to have a file to put the clients info into as they bring it in, but the file will always only have one piece of paper in it. I went from having 14 4 drawer filing cabinets to having one.

Mtmckeecpa (talk|edits) said:

15 June 2006
I use proseries and the DMS interface. It is great. All my files, including the DMS data base, are backed up offsite 24/7.

Sclement (talk|edits) said:

15 June 2006
We are in Los Angeles and have been using Lacerte DMS for 3 years. It is working very well as we can just transfer the returns from our computer directly into DMS and the supporting documents are then scanned in. You will want a twain compatible scanner if at all possible Iyou will save in time the extra $500 a twain compatible scanner will cost). Fujitsu has both the ScanSnap (OK, but not twain compatible) and an upscale version that cost about $950, but scans much fast than the ScanSnap.

We have made it a 3 year transition and physically scanning in supporting documents from the current year as we go and one prior year as we process the tax return for each client. Accounting records are also being scanned in using the same process. We are just now finishing the 3rd year and so by the end of this year will have everything from 2000 forward scanned into DMS. We are now going to DMS to do our research and find it works well.

The system is not the fastest for searching presently, but as with most products from Intuit, over time it should get faster.

Lois (talk|edits) said:

15 June 2006
What is the cost of DMS? Do they have virtual storage also?

Mtmckeecpa (talk|edits) said:

15 June 2006
Lois,

I think I paid just shy of either $400 or $500 for DMS with Proseries for 2005. As I recall, this is an annual charge too, I think????

I bought a Fujitsu 5120C to scan, a great scanner, has a small footprint so fits easily on your desk. I am not a tech person but I think it is "twain compatible". Scans quickly, and can scan both sides, duplexing...

ScottR (talk|edits) said:

28 June 2006
Hi, I'm Scott Roache, I run and operate OneOffice Technology. I'm located just outside of Boston, MA.

I offer document scanning/management solutions to small businesses. I'm also using DMS and a Fujitsu ScanSnap with it. This scanner is not TWAIN compatible, but It still interfaces with DMS just fine.

Finally I suggest using indexing software that will index the content of your files (not just the file name) so you can locate them easily. A free one is Google Desktop. It's a bit slower than others but it's free.

Finally, I offer off-site file backup/storage if anyone is interested.

Thank you Scott Roache www.oneofficetechnology.com 617-701-0227

JimS ME (talk|edits) said:

29 June 2006
You don't really need a DMS. AS noted, Lacerte can print to PDF files, and most scanners can automatically convert what they've scanned to PDFs. If you take some time to design your Windows directory structure, that work's as well as any DMS.

Then DMS just forces you to use their preplanned structure.

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