What's Hot, Cool and Very Useful: Hardware, Software and Handy Suggestions

In the nearly three decades that CPAs have embraced the computer--replacing their yellow columnar pads, pencils and typewriters--they have become more effective and sophisticated at controlling and analyzing corporate finances. But rather than simplifying their work, the intrinsically complicated computer often has made it more challenging. This article's goal is to focus on the latest technology that enhances CPAs' ability to do their professional tasks without adding more complexity STRATEGY * Power to the core. If you're m the market for a new computer, pass on any product (no matter how inexpensive) that doesn't have a dual-core processor--and that includes laptops. How important is the processor? It's the brains of a computer; it does the calculations, controls access to all data and directs the new and edited data to be stored on the hard drive. The dual-core design, as the name implies, contains two processors, linked in ore package and able to communicate with each other. Thus they can operate m tree multitasking mode at speeds exceeding single-core processors. And because they run at lower power levels, batteries last longer and computers run cooler and more efficiently. If you're not planning to buy a new computer, consider replacing your old processor with this new design. Check with the model manufacturer or a computer repair shop to see whether you can switch your old processor for the new design. * Smart patch practice. Like it or not, Microsoft probably will continue marching in the patch parade--issuing those frequent updates to fix big and small bugs in an effort to protect Windows against hacking vulnerabilities. Although most patches are necessary, they're not without occasional problems that can disable an application or make your computer act cockeyed. As a result, some users, distrustful of the patches, disable Windows' Automatic Update, a feature that alerts you when Microsoft sends a patch via the Internet. That's a mistake. A better course of action is to make an adjustment in the Automatic Update tool that allows your computer to automatically download the update, but gives you control of whether to actually install it. To activate that command, click on Start, Control Panel, and if you don't see System, click Automatic Updates. If you do see System, click it first and then Automatic Updates. Select Download updates for me, but let me choose when to install them. Then, when Microsoft sends you a message, via the Internet, to install the patch, select Custom Install (Advanced). That will evoke a brief description of the patch plus its Microsoft Knowledge Base number, which you can then access at Microsoft's Windows Update Web site (www.microsoft.com) to see whether there are any installation problems. If you decide to proceed, you must take one more step: Go back to Start, Control Panel, System, and then click on Automatic Updates and create a restore point, which lets you revert to an earlier healthy configuration just before you launched the patch. To remove a troublesome patch while you're in the Control Panel, go to Add or Remove Programs. Before removing the patch, be sure to place a check at the Show Updates box. * Ink-jet vs. laser printers. Cost-conscious CPAs often opt for lower-price ink-jet printers over more costly laser models. But while the initial price of ink-jets is cheaper, their lifetime cost far exceeds that of lasers because their expensive ink cartridges need to be replaced more frequently Also important: Lasers print much faster. However, if your rationale for choosing ink-jets is brilliant color, you've got a point. Their color reproductions are better than color lasers, though the quality gap has gotten much narrower. Also, laser prices have been dropping; they start as low as $300 now. So before making a decision, take a trial run with a color laser and see whether it meets your needs. …