Choose the Database for You

As accountants recognize the need to add a database application to their cache of professional software, they increasingly ask which is the best package. Our answer is that there is no best package; there is no one product that meets everyone's needs. There is only the product that best suits you, and that is determined by multiple factors, which this article spells out.

The choice of the best database program for you depends on how often you plan to use it, the time you're willing to invest in learning how to use it, the complexity of the databases you plan to create with it and whether you want to link it to other software applications, such as spreadsheets or word processors.

We examined the three most popular database packages for personal computers: Approach 97 from IBM-Lotus, Access 97 from Microsoft and Paradox 8 from Corel. Information about each product is shown in the chart on page 69. Our goal is to identify the products' special functions and assess how well they performed. With that information, we hope CPAs will be able to match their own needs with the features and strengths of the products and select the package that is best for them.

PRODUCT INFORMATION
The two leading database products, measured by number of users, are Access and Approach, in that order. Paradox, which just a few years ago was the most popular PC database, has slipped to a distant third, mostly because its upgrades have not been as technologically advanced as those of its competitors. Paradox's most recent upgrade was in 1997, but those changes were little more than cosmetic, and Corel hasn't announced plans for a further upgrade. Approach was upgraded this year and Access was upgraded in 1997 and will be coming out with a new version early in 1999 (a beta version is currently being widely tested).

All three products are available either as standalones or as part of a suite of applications. Approach is part of the Lotus SmartSuite Millennium (the prior version was called SmartSuite 97), Access is part of Office 97 (the upcoming version will be called Office 2000) and Paradox is part of WordPerfect Suite 8.

Be aware that Microsoft has totally rewritten the code for the upcoming version of Access, making it much easier to use and considerably faster. Unlike the current version of Access (97), it will be backward compatible, which means users of Access 97 will be able to work with Access 2000 files and vice versa.

Prices. As standalones, Approach and Paradox are the least expensive of the three products, listed at just under $130 each. Access is almost triple the price, at $339. Buying the products in the suite configuration is more economical. The suites include, among other things, a word processor and a spreadsheet. SmartSuite Millennium and WordPerfect Suite 8 each cost about $480. Office 97 is priced at $599; Microsoft has not announced the price of the soon-to-be-released Office 2000.

Security. In today's business environment, information is recognized as a most valuable asset. Thus, security should be given a high priority when considering a database application. All three databases allow users to protect their information with passwords and to assign administrative privileges for limited user access. For data shared over networks, all three provide a record-locking feature, which helps to maintain data integrity and accuracy.

Tutorials and help. All three database packages offer context-sensitive help, online help via the Internet and telephone support. Only Approach offers prospective buyers the opportunity to download, at no cost, several special ScreenCam files that are short tutorials demonstrating how to get started; the ScreenCam files also preview many Approach features. These files can be downloaded from www.lotus.com.

All three packages provide 30-day money-back guarantees. In addition, the entire SmartSuite Millennium suite is offered on a 30-day no-obligation trial basis.

Internet/intranet. The three software packages can save files in hypertext markup language (HTML)the standard document format used on the World Wide Web. In addition, all three can maintain hyperlinks in databases and post static (unchangeable) pages to the Web. However, only Access and Paradox allow users to post dynamic (interactive) databases to the Web.

Of the three, Access is the most powerful when it comes to publishing on the Internet and integrating custom programs for linking with other applications.

SUGGESTED USER PROFILE
Approach was designed for users with modest database needs who would like to start building databases without much instruction. If you plan to use the database sparingly or your database structure won't be extremely complex (for example, limited to mail-merge applications), then you may want to consider Approach.

Access is designed for the intermediate-to-expert user. Of the three, it's the most widely used database package. Users of Microsoft Word and Excel will find Access especially friendly because data from both applications can be imported to Access and, likewise, data from Access can be exported to both applications. This program provides the best of both worlds; it is relatively easy to use, yet it can handle sophisticated database designs.

Paradox 8 has powerful custom programming capabilities, but it's difficult to master. Once learned, however, it can be customized to link with many applications, including accounting software.

With the tighter integration of applications in office suites and the increasing need for accountants to create and use databases, it's definitely time to take a look at what today's database applications have to offer.