Customized programs may not be the most practical

Q. I always enjoy reading your computer technology articles. By any chance would you know any reasonably priced local programmers? My small video rental company uses an old DOS-based program for our invoicing. I would like to change this program to a Windows database. We do use Windows XP with this DOS program and I believe it would not work with Vista. Windows 7 is another future issue, so we really have to change over. Any assistance would be deeply appreciated.

A. I believe what you are looking for is a computer “consultant” and not a computer “programmer.” I realize you are used to doing something the same way for years, but that very comfort has placed you in the uncomfortable position you find yourself now. I see this too often. You like how something is done and you don’t want to change how you’ve been doing it. You’re even willing to pay someone to keep it up and running. Don’t.

Obsolescence is an insidious thing when it comes to computers, and you have to take steps to avoid it whenever you can. My suggestion is to find an off-the-shelf invoicing program written by a reputable company that’s been around for many years. A company like that will continue to update their product so you won’t find yourself in the same position again down the road.

As invoicing is a common business application, I am confident that you really don’t require the services of a programmer. Also, there are many “vertical” products designed specifically to the video rental industry, so you should check those out as well.

In fact, I’d chance to say that something like Quickbooks from Intuit will handle your invoicing quite nicely. I’m also sure that Quickbooks won’t do things exactly the way your old DOS program does it, but it will do it. You may have to invest a small amount of time to learn the new entry screens, menus and functionality, but it will be a wise investment.

The new invoicing program may even import some of your older data. If not, you can still use the new one and keep the old one loaded so you can access the records. Or at the very least, you can print them out and even have someone re-enter them into the new program if you must have them available.

If you keep trying to hold on to the old ways, you’ll just be burying yourself into a deeper hole as time passes. Get a new, modern invoicing program that meets your needs and that will work in Vista now and Windows 7 when it arrives. Quickbooks is just one of dozens of invoicing applications out there. Go online, check on what’s available, bite the bullet and get something new that will last you for a very long time.

However, if you find the prospect of getting a new computer or finding the right program and importing your old data somewhat daunting, then hiring a local computer “consultant” to come out to your business, evaluate your situation and determine what’s best for you is a terrific idea.

Unless you are doing something really exotic, you don’t need a customized program. Today’s invoicing applications are extremely flexible; many even let you design your own invoices. Hiring a programmer to write a new one or try and get the old one to work may prove to be costly in more ways than one.

At the very least, it’s a ticking time bomb, and eventually it’s going to fail. Programs such as Quickbooks take years to develop and debug, and are constantly being maintained, upgraded and supported.

In any event, you should move forward with a solid, reliable company like an Intuit that’s been around for years, has a huge installed customer base and offers technical support when you need it. The days of hiring some local guy to write a program for you have pretty much passed on like that copy of DOS (Dead Operating System) on your PC.

XCraig Crossman is a national newspaper columnist writing about computers and technology. For more information, visit his Web site at www.computeramerica.com.

2009 McClatchy Tribune