This web page is dedicated to helping you, and your hardware supplier, to identify and set up the right system for your needs. The information provided is based upon the review of thousands of installations, and ongoing observations, and is without doubt, a very important study of what works and what does not, in a long term work place.

It is common for clients to receive conflicting advice from IT professionals. Each topic on this page is dedicated to giving you the right advice and if in doubt, use our specification as the minimum.

We cannot stress enough the importance of following this advice contained here. We have no financial benefit in your selection of hardware and our only objective is to provide you with reliable information so you may run your business efficiently for many years to come.

Introduction

SoEasy Accounting requires little in the way of resources. The software will still run on a 286 processor if it was required to. The following recommendations and explanations will be beneficial.

It is important to note that we do not:

• supply
• support
• repair

hardware except for POS equipment and the supply of labels

Specification Sheet

You can download a computer system specification sheet and present it to your hardware supplier.
The format of the document is MS Word.

1. Select the link below and save the file to your PC
2. Open it
3. Select the first cell 'Your company' and complete the details
   Note: Use the Tab key on you keyboard to work through the fields
4. Fill in your details and the Overview of Requirements
5. Save the file
6. Email it to your computer supplier

Select here to download the (Specification Sheet)

Hardware Specification Service

If you would like assistance to create a specification for your system we have a fee based service to help you. Please select this link and select the Hardware Specification Service

ABOUT THE FOLLOWING __________________________________________________________

The following information has been prepared for non technical people who wish to gain some knowledge on computer systems and suggestions.

Menu

• Absolute Requirements
• Operating Systems
• Single User Systems
• Network System Evolution
• The Network System Comprises of:
• ADSL and Switch Specification
• Broadband
• Wireless Networks
• Server Specifications
• Remote Connections
• Other Considerations
• How to Set Up your computers
• Antivirus, Firewalls and Spy ware
• Back Ups
• RAM
• Monitors
• Software you should use

Absolute Requirements

The absolute requirements for any PC system that will operate SoEasy are:

• Minimum monitor resolution of 1024 * 768
• 500MB free hard drive space
• Speakers to listen to video tutorials
• One of the following operating systems:

Win 95 - 98 - 98SE, NT, ME, 2000, XP, Server 2003, Vista 32bit

Operating Systems

SoEasy will work on all of the Microsoft operating systems except the 64 bit version of Vista. We will be releasing a suitable version but our main consideration is that although SoEasy works well on MS Vista, there have been problems.

We are an avid supporter of Microsoft's initiative to release a higher operating system but it does take time for all issues to be resolved and unfortunately there are issues outside of our control.

Support Note: SoEasy runs well on the new Microsoft operating system called Vista but there have been issues relating to some, but not all, Vista network installations where user privileges, at the Vista set up phase, could not be configured to allow file sharing (even Microsoft's Technical Support could not do it.). This problem is outside of SoEasy's functionality and is an internal Vista issue that Microsoft are trying to resolve. This problem does not affect any other Version of Windows. If you have a choice between using XP and Vista, we recommend that you use XP until such times as the Vista issues are resolved by Microsoft.
 

Single User System

If you will be running SoEasy on a single computer then virtually any IBM compatible computer will work.

Suggested specification:

• Minimum monitor resolution of 1024 * 768
• 500MB free hard drive space
• P4 (dual processors are really fast!)
• 512MB of RAM
• CD Burner for backup's
• Speakers to listen to video tutorials
• Broadband Internet Connection for efficient support and Internet features within SoEasy
• Operating systems

Win 95 - 98 - 98SE, NT, ME, 2000, XP, Server 2003, Vista 32bit

Please see the section on performance and improvements

Network System Evolution

Networks tend to evolve in small business in that the establishment of the network is a series of 'add-ons' where a second, third, and fourth PC is connected to the original PC.

This progression can be quite stable as long as some guidelines are followed:

Things to avoid

• Avoid wireless networks
• Games and music download programs
• Mismatched and poor performance Antivirus programs
• Poor maintenance
• Introducing faulty PC's
• Introducing low spec PC's
• Heavily shared server files
• Too many network printers

Things to aim for

• Cabled network
• Same operating systems
• Same network cards
• Factory sealed and tested network cables
• Stand alone file server (see reason)

Once a network is introduced it requires a greater standard of maintenance and care and it is very important to recognise this (see our PC maintenance guide). Many companies do not realise that in going from one PC to multiple networked PC's, that the system is now transferring data across the cables and the PC's are 'talking to each other'. Interruptions to this 'conversation' must be avoided if critical data is to get where it is supposed to.

The network system comprises of:

A Server

This is a PC that will hold the main data files and it is responsible for providing the information that other PC's (workstations) are requesting.

It is common, in evolving businesses, for this to actually be a workstation. This type of configuration is ok for a while and if you are just a small company using 2-3 pcs infrequently then this will be fine. However if you are expanding or using your system heavily, you should look for a stand alone server. (See specifications later)

Network Cables

Each PC in the network has a cable attached to it. This cable provides a link between the computers. The data requests are passed down the cable. The cable is bi-directional (full duplex) so it can pass data both was simultaneously. It is a delicate cable and can be damaged easily so it is important to have them safely secured out of the way and avoid having anything crushing them, rolling over them like chairs, and people being able to trip or stand on them. They are also sensitive to magnetic currents generated by other equipment.

The general specification for network cables is called CAT5.

A Network Switch/Router (more information)

Sometimes computers are directly connected to each other using a "crossover cable'. This configuration will only suit 2 computers and is not the best configuration. Avoid it.

A network switch is used to connect all the network cables together. The switch acts as an inspector of packets and works out were everything is going.

An advancement on the switch is an ADSL router which not only connects the pc's, but it can also provides access to the Internet.

Recommendation for a small network of up to 3 computers

• 4 port ADSL Router

Recommendation for a mid sized network - 7 PC's

• 8 port Network Switch with a usb port
• 1 port ADSL Router

In this configuration:

The router is connected to one of the ports on the switch and provides every computer connected to the switch with the ability to connect to the Internet.

The usb port is capable of being used by a printer. This is very handy (see printers).

ADSL and Switch Specification

A suggested specification for a router is:

• ADLS Router (if you want to connect to the Internet)
• minimum of 4 ports
• full duplex
• built in Firewall
• 10/100Mbps
• not be noisy as it can drive you mad!

Switch Specification

• A suggested specification for a switch is:
• 10/100 Mbps
• As many ports as required
• Full duplex
• Avoid

Broadband

There are many ISP's and there is no easy way to compare them all.

We recently switched from a basic broadband plan with Telecom and moved to the Pro Plan. It costs about $79 a month but is certainly worth the extra money.
We call it JetScreeem and we are very happy with it!

Benefits:

• Great support from the XTRA Team (full marks!)
• With the Pro Plan you have full speed up and down as opposed to just full speed down
• You get a fixed IP as part of the package which saves you $20/mth

See this link for more details

https://www.telecom.co.nz/broadband/select/1,10627,205836-204473,00.html

Time is money, why go slow when you can go FAST-AS!

Wireless Networks

Some routers can have a wireless network capability which is convenient if you just want to bring your laptop in to the office and do a few minutes of work on it. If you can, avoid wireless networks and use a plug a cable instead. It is more reliable, safer, securer, and faster.

Server Specifications

A server is a very useful part of the network and some consideration as to what you want to achieve is important.

We are only considering SoEasy's requirements when providing these specifications. If you have other network programs then it is advisable to talk with the program manufacturers before deciding on your server.

Think about what networking is. It is the sharing of 1'000's of files, sometimes 100's of them concurrently, with all the computers on the network. If you want performance then go for the biggest server you budget will allow.

A minimum system specification is identified below. Choose the scenario that suits you best. Please remember that these are the minimum specifications. You computer consultant needs to provide this specification or greater!

Small Business with 2 - 3 PC's and we use the system infrequently

Processor	Intel P4 chip 2 GHz
RAM	500 Mb
Hard Drive free space	500 Mb
Operating system	XP Home or Professional
Server can be a workstation?	Yes
SoEasy Version	Multi User or Enterprise

Small Business with 2 - 3 PC's and we use the system constantly

Processor	Intel P4 chip 2 GHz
RAM	1 Gb
Hard Drive free space	500 Mb
Operating system	XP Professional - Server 2003
Server can be a workstation?	No
SoEasy Version	Multi User or Enterprise

Small Business with 2 - 3 PC's and we use the system infrequently but want one user to work remotely, off site

Processor	Intel P4 chip 2 GHz
RAM	500 Mb
Hard Drive free space	500 Mb
Operating system	XP Professional - Server 2003
Server can be a workstation?	As the persons PC who will remotely connect
SoEasy Version	Multi User or Enterprise

Small Business with 2 - 3 PC's and we use the system constantly but want one to two user to work remotely, off site

Processor	Intel P4 chip 2 GHz
RAM	1 Gb
Hard Drive free space	500 Mb
Operating system	Server 2003 small business
Server can be a workstation?	No absolutely not
SoEasy Version	Multi User or Enterprise

Medium Business with 2 - 5 PC's and we use the system constantly and may want up to 2 users to be able to connect remotely

Processor	Intel Dual Core Chip (any)
RAM	2 Gb
Hard Drive free space	2 Gb
Operating system	Server 2003
Server can be a workstation?	No absolutely not
SoEasy Version	Multi User or Enterprise

Medium Business with 2 - 8 PC's and we use the system constantly and may want up to 2+ users to be able to connect remotely

Processor	Intel Dual Core Chip (any)
RAM	2 Gb
Hard Drive free space with multiple drives in a Raid array	2 Gb
Operating system	Server 2003 with the ability to add remote user cals
Server can be a workstation?	No absolutely not
SoEasy Version	Multi User or Enterprise

Remote Connections

Remote connection is the ability to connect, over the Internet, to a PC from outside the office.

This is a fantastic feature of our modern technology and allows you to:

• Work from home as if you were at the office
• Sales reps to work with their data and systems whilst on the road
• Keep SoEasy data up to date

SoEasy was specifically designed for this functionality and we also have special modules such as:

PDA: Use a telephone device that connects in real-time to your SoEasy data and allows you to update jobs, invoices, cash book and report on the days activities

Venue Manager: Ever held a seminar or a display and ended up with 100's of people to follow up?
Very tiring and consumes a lot of time! With The Venue Manager you set up a PC at the venue that is connected over the Internet to your Server. Get people to immediately enter their data into the Venue Manager screen. You pre-configure the system and when the interested party completes their entry, a letter is automatically produced either at the Venue or back at the office. Attach your brochures and the potential client has been contacted! Also if you are using our Call Centre Module, the prospect is automatically scheduled for a phone call once you get back to the office.

Remote Connection is definitely a significant boost to productivity and for you to introduce your company into this type of activity, you must choose the right server and most importantly, the right operating system. The minimum you require is XP Professional running on the PC you wish to connect to. Sever 2003 is required if you want more than one person to perform a Remote Desktop Connection.

Other Considerations

This is an excerpt from one of the forums  -------------------------------------------------------

Hi john, do you know why my PC gets slow?

I will have to check it out John but let me tell you what happens normally

Picture a high performance V8 car. It's fast, can get you from A to B  quickly, in comfort and style. It's red, shiny, and really nice :)

Now get a big dual axle caravan and stick it on the tow bar. Tie a very large cardboard box on the roof with a big MacDonald's sign on it and fill it full of pictures and books. Fill the inside of the car with slow setting jelly. Now put water into the petrol tank and you have a picture of exactly what people do to their PC's!

This beautiful car is slow, full of rubbish, and is weighed down with baggage! This is no joke! The number of systems we get to see as people wonder why their computers are running slow or failing to save data is incredible!

Incredimail, my photo album, acrobat and their incessant updates, pop-ups, MS updates, well promoted but poor performing antivirus programs, music download programs, and the odd MSN message from a long lost friend that you no longer have time to actually see cos you are too busy waiting for your computer, all go to drag the performance of your PC down.

------------------------------------------------------------------------------------------

A funny story but true.

How to Set Up your computers

1. Get the technician to Partition the hard drive to C, D, and E
   • C is for programs
   • D is for Data
   • E is for rubbish and downloads
2. Build a logical directory structure on the D Drive for all your work
3. Set a back up routine to back up your entire D drive on a regular basis
4. Load programs that you are sure of to the C: drive
5. Create a disk image of the C drive regularly (this means you can recover your PC)
6. Load programs that you are unsure of on the E: Drive

Antivirus, Firewalls and Spy ware

1. Do not use the name brand products commonly available with new pc's and sold in large retail stores. They are slow and minimise performance. Remove them, do not re-subscribe.
    
2. Use NOD 32. See here for more information and if ordering, please use this product code for a 5% discount  WOXK75HTOR
    
3. Avoid third party Software firewalls. If you purchase the correct Router it has an inbuilt Fire wall.
    
4. Make sure the Microsoft Fire wall is turned on.
    
5. Firewall issues are two way. Your router and the MS Firewall should block incoming. The outgoing from your PC is only a strong possibility if you download questionable software, accept malicious emails, do not have a good antivirus, and fail to maintain your PC.
    
6. If you are concerned about increased Firewall protection, purchase a separate hardware firewall. (Find out more about firewalls)
    
7. Install SpyBot and Ad-Aware as a standard maintenance tool. (See our PC Maintenace Guide)
    
8. Contact your ISP (Internet Service Provider) and tell them that you want anti-spamming switched on to reduce the spam coming through your emails)
    

Back Ups

1. Set up a reliable back up. Our back up section in the software provides information to achieve this. Always make sure SoEasy is closed on every PC before backing up. Many back up programs require exclusive access to the data and if a workstation is logged on during the back up, the possibility is that the back up is not complete.
    
2. If using a remote back up service, check that the back up does not start during work hours as this will slow the system down and possibly will not actually back up the data.
    
3. You should have a separate back up for each day of the week so that if one fails, or you need to restore a previous day's back up, you can.
    
4. A suitable device for a back up is a pen drive.
    
5. Avoid CD and floppy disk back ups as they are not reliable.
    
6. Test the backups at least once a month by opening the back up and viewing the files.

RAM

One component that is easy to update and increase PC performance is to introduce more RAM into your PC. From as little as $100 NZD, you should be able to introduce at least and extra 500 Mb of Ram to your PC

Monitors

LCD Monitors

One way to increase productivity is to install 2 monitors on your PC. It has been researched and for people who use a PC often, 2 monitors can save 25% of the day because you can view multiple applications at the same time.

To have 2 monitors you will need:

1. Video Dual Card ($120 - $240 NZD)
2. Two Monitors

The best monitors are LCD and ideally should be 19" - 22" wide screens. It is important to make sure that the Video card has the right socket configurations to work with the monitors.

CRT Monitors

Cathode Ray Tubes were a common monitor during the past 10 years. They can cause eye strain, headaches, tiredness, and low levels of EMF radiation. (CRT Information)

It is wise to replace them when possible with LCD monitors but they are still adequate monitors if used correctly.

The optimum safe distance that you should sit from a CRT monitor is a minimum of 85 cm. That is quite a long way.

If disposing of CRT monitors they are considered a Toxic Waste and should be placed in e-waste recycling stations and never placed into land fills.

 

Software you should use

Microsoft Office

There is one program that is a companion to SoEasy and that is Microsoft Office.
We integrate with Word, Excel, and Outlook.

There is a trend for people to use Firefox and other 3rd party products as their email product and the trend is understood. We will be providing access to OpenOffice features during 2008.

However Outlook provides a small business with a very important tool and that is the Calendar. It is an essential part of growing your business and our training programs refer to it often.

Office can also be linked into a PDA which is again a very useful, time saving, and profitable extension to your business platform.

Any version of office is excellent and you can usually get a good secondhand package on TradeMe.

PDF Reader and Writer

Adobe Acrobat is an excellent product except for the speed and frequent updates.

An alternative is:

FinePrint PDF factory

Foxit PDF Reader