What is a virtual data room

In the olden days, everything seems to be conducted in a traditional and more tedious manner. All the work and documents would need to be compiled and then recorded in a manual manner. While that might have seemed time-consuming and something which required a lot of dedication and effort for it, it seemed like the most obvious way to get things done. Even if a new method was discovered, people very really not that comfortable in stepping out of their comfort zone.

And then as the years passed, the technology also evolved and underwent a major upgrade. Once it come out of the other side of the tunnel, the era of virtual data rooms was born. And once this was introduced in the market, there was no looking back. People and particularly companies seemed to be so mesmerized by it that they thought to themselves about how they could not have come up with this sooner. Once they realized the wide variety of benefits that it seemed to hold, they realized that this is the one thing which would be their salvation. This particularly became more important as the degree of competition seemed to be increasing with every passing day.

What are virtual data rooms
In order to begin the discussion, it would actually be a good idea to familiarize oneself with the concept of virtual data rooms. This is because without getting the concept cleared, it would not be possible to understand the significant role that they have to play in the operations of businesses. In addition, it would also not be possible to appreciate the benefits that they would be able to provide you with.
Therefore, in a nutshell, a virtual data room performs the same functions as that of a physical data room. The only difference is something which would be quite simple and obvious to point out. Rather than being confined to one particular location in which all the location and data would be stored, it would now be done in a virtual network. In this way, it would be possible to access and view all sorts of information regardless of where you are situated in the globe. In addition, it would also now become possible to make changes to the data in real time. Thanks to this, it would definitely help in speeding up the pace of work. With more than one person now being allowed to work on the task, there would be a minimum scope of confusion. In addition, you would also be able to notice that business dealings have become significantly easier.

How virtual data rooms works
Now that you have understood the basic concept about what a virtual data room is, the next obvious question would be to find out how they really work. Even though you might hear from other sources that it is actually pretty difficult to understand, it actually is not. This is because from the point of the business owner, you would just need to be aware of the basics. That is definitely not something which would require a degree to understand.
So regardless of what kind of situation you find yourself to be in, you would have no trouble at all in uploading all the important files and documents. Since this is something which would need to be done on a network, all you would require is an internet connection with a decent enough speed.
In order to begin using the virtual data rooms, you would have to sign up for an account. As you can understand, that is something fairly easy to do. By giving a username and password, you would be asked to give some important personal details. So once you have successfully created an account, you would be required to input a confirmation code to get started.
Once you have gotten that out of the day, it would be time to get down to business. Start off by uploading all the important documents on to the network. In some of the software, you would be able to find that they come with a built-in feature for bulk uploading documents. If you seem to find that, you can pretty much consider yourself to be the luckiest person alive. This is because it means that you would be able to get the work done in no time at all.

After you would be done uploading all the files, you can see that there is the option of altering the settings according to your convenience. Since you would be the master, it would be completely up to you to do as you wish. In this way, you would be able to monitor the people entering the network and the documents that they are viewing. In addition, you would also be able to have the authority of giving the access permission to only a handful of trusted and loyal employees.

The benefits to be enjoyed from hiring virtual data rooms
Now that we have gotten all the basics out of the way, it would now be time to look at the benefits of opting for virtual data rooms. Even though this is not something which would be coming with a cheap price tag, it is something definitely worth it. That is something which you can be assured about. If you are curious to find out how you and your company would be benefited, read on below.
1.    In a business, it would be quite normal that you would be bound to work with different parties who seem to be located all over the world. Even though this is something which would need to be done for the sake of the company, you are not completely happy with the prospects. This is because you are scared that vital and confidential information would fall in to the wrong hands. Now that is not something that would be worth risking. But thanks to the virtual data rooms, you would no longer need to worry about that. Thanks to the advanced and sophisticated software that they seem to apply, the entire thing would be on a cloud network. This means that even though people from different sources would be able to access it, you would have the ultimate control about who would be able to do that.
2.    The users who would be approved to operate the system would have the advantage of remaining unseen to each other throughout the whole time. This is something which is considered to be pretty important during the course of conducting transactions. Several bidders would be able to get access and interact with a wide and diverse segment of buyers. Thanks to this scope of communication being offered, they would be able to make their sales pitch more effective by clearing all the queries and confusions. This is something which was not possible in the case of physical data rooms. This is because while one group was allotted a specific time to be inside, the other groups would have to wait outside for their turn to come.
3.    Thanks to the use of virtual data rooms, it would now be possible to provide security as well as transparency for the entire business dealing process. This entire credit would be given to the audit report which is automatically generated. Thanks to this, you would be able to get a detailed report about all the people who are entering the network, the documents that they are viewing and making changes to, and how long they remain in the network. In addition, it would also be now much easier to find out if anything strange or something out of the ordinary is going on. By quicker identification, quicker measures would also be taken, thus reducing the risk and damage that would result.

What to look for in virtual data room providers
Therefore, as would be quite apparent to point out, the virtual data rooms can definitely be considered to be a blessing in the 21st century. Without this, it would actually be quite difficult to imagine about how the operations would be conducted, much less all the important information being stored.
However, when it comes to selecting a virtual data rooms provider, it has been highly recommended that you tread on it extremely carefully. In fact, there are a couple of important factors that you would need to keep in mind. If you can manage to do that, the chances of you finding a good service provider would definitely increase.

Firstly, it is very important to look at the reputation of the virtual data room provider. This is because reputation can be considered to be a make or break factor when it comes to making a choice. If they have been in the business for long enough and have created a stable reputation for themselves, you know that you can trust them with all your confidential information. They would do all that they can to make sure that it remains safe and secure.

Other than that, you would also need to look at the level of security which would be provided by them. Since the main objective of hiring this sort of a company would be security, you would need to make sure that they are meeting your needs and expectations. After all, you just cannot afford to take any sort of risks with this.

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How do I manage which account codes are available for each module?

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The system currently provides three standard methods of locating records: Locate /Retrieve, Searching, and Filtering.

The Locate / Retrieve method assumes you know the key for whatever record you are trying to find. This is often not an option, because you just don’t know the key. Searches allow you to find a record sorted by key and / or description, and where appropriate, other columns in the table. The filter allows you to do online ad hoc searches on any number of columns. All methods have a teal background to designate their use for locating a specific record.

The methods discussed only work on one table and are available in all maintenance screens. In the near future, the system will provide a “Find” screen that will allow ad hoc searches across multiple tables. It will also provide drill down capability to subordinate modules. In the mean time, custom reports can be created and displayed to screen to provide much of the same capability of this future feature.

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These items are used to track transactions at different levels. One of the problems encountered with many accounting systems is that they use one field to represent two or more of these items. This creates many problems with reporting when one module uses the field one way and another module uses it another. Transaction numbers are almost always used just as a transaction number. But there are systems that use transaction numbers specific to a module. For example, a transaction originates in AP with one transaction number and gets assigned a new transaction number when it is posted to GL. These systems make it very hard to audit transactions from one module to the next. In rare cases, the transaction number will be appended with the originating module designation (AP-00002344). Journal numbers and transaction numbers are also used as one and the same in some GL systems.

Batch numbers and source codes are often used as one and the same in most accounting systems. This works well for most modules except GL. Often in a general ledger, the source is another way to categorize the type of transaction. This approach makes it almost impossible to obtain meaningful reports on GL journal transactions related to batch or source.

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allows you to assign individual account codes to be available for each module on a module by module basis. This is one way to reduce data entry errors. For instance, you don’t want to accidentally expense revenue in the Accounts Receivable module. Ideally, you should check the appropriate check boxes on the Valid Modules page of the Account Code Maintenance screen when adding an account code. We don’t live in a perfect world, so there will always be a need for going back and updating which modules can use which account codes.

The most straightforward way of accomplishing this task is scrolling through each account code, one by one, and making the appropriate changes. This can prove to be very time consuming, especially if you have a significant number of sub accounts. On the Module page of the Account code maintenance screen, you will notice a “Check All” check box. By using this feature, the system will automatically update all account codes with the same Main Account code. For example, you have a telephone account 6000 for 250 department (6000-001 through 6000-250). By changing any of these account 6000 and checking the “Check All” check box, on saving of the record, ALL 6000 accounts (6000-001 through 6000-250) are updated.

The previous method works great if all accounts are related to one main account code. What if there is a range of account codes? There is no simple way to do this, but with a little help from your system administrator they can use the following SQL statement to accomplish in minutes what could take you several days to complete.

This statement updates all accounts with main account codes between 6000 and 6100 making them available for General Ledger and Accounts Receivable, and makes them unavailable for Accounts Payable.

What options do I have for finding data in BSS Business Systems?

The system currently provides three standard methods of locating records: Locate /Retrieve, Searching, and Filtering.

The Locate / Retrieve method assumes you know the key for whatever record you are trying to find. This is often not an option, because you just don’t know the key. Searches allow you to find a record sorted by key and / or description, and where appropriate, other columns in the table. The filter allows you to do online ad hoc searches on any number of columns. All methods have a teal background to designate their use for locating a specific record.

The methods discussed only work on one table and are available in all maintenance screens. In the near future, the system will provide a “Find” screen that will allow ad hoc searches across multiple tables. It will also provide drill down capability to subordinate modules. In the mean time, custom reports can be created and displayed to screen to provide much of the same capability of this future feature.

How do transaction numbers, journal numbers, batch numbers and source codes relate to each other?

These items are used to track transactions at different levels. One of the problems encountered with many accounting systems is that they use one field to represent two or more of these items. This creates many problems with reporting when one module uses the field one way and another module uses it another. Transaction numbers are almost always used just as a transaction number. But there are systems that use transaction numbers specific to a module. For example, a transaction originates in AP with one transaction number and gets assigned a new transaction number when it is posted to GL. These systems make it very hard to audit transactions from one module to the next. In rare cases, the transaction number will be appended with the originating module designation (AP-00002344). Journal numbers and transaction numbers are also used as one and the same in some GL systems.

Batch numbers and source codes are often used as one and the same in most accounting systems. This works well for most modules except GL. Often in a general ledger, the source is another way to categorize the type of transaction. This approach makes it almost impossible to obtain meaningful reports on GL journal transactions related to batch or source.

Reporting has always been an extremely high priority for the design team of BsBssClear.gif (1577 bytes) software. Each field is maintained on its own and used for a very specific purpose which allows for complete flexibility in reporting.

Transaction Numbers: Transaction numbers are unique at the system level. The same transaction number is used in all modules for any transaction regardless of the originating module. Any transactions that are auto generated through a special process (accruals, recurring, and auto-distribution) also maintain the original parent transaction number.

Journal Numbers: Journal Numbers are used exclusively in General Ledger and maintain a specific sub-grouping of transactions to represent the Debits and corresponding Credits in a balanced transactions. This could be two or more transactions. Other modules use the same transaction number and corresponding transaction line numbers and transaction line detail numbers to group transaction together.

Batch Numbers: Batch numbers are unique at the systems level and are used by all modules. Batch numbers are in two parts: Module Code and Batch Number. These are maintained in separate fields to facilitate easy reporting.

Source Codes: Source Codes are used exclusively in General Ledger and maintain a specific grouping of transaction types. This allows easy reporting across periods and account code numbers. For instance, you may want a report showing all inventory adjustments for the first quarter. Regardless of the journal numbers or account codes, the report will return the proper information.

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