Tag Archives: internet security

How to Secure Your ERP System Against Internal and External Threats

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Securing your ERP system against internal and external threats is crucial for protecting sensitive business data and ensuring operational continuity. Internally, threats can stem from user error, unauthorized access, or disgruntled employees, making role-based permissions, regular audits, and user training essential. Externally, cyberattacks such as phishing, ransomware, and data breaches continue to rise, requiring strong firewalls, data encryption, multi-factor authentication, and up-to-date software patches. A comprehensive security strategy should include continuous monitoring, regular backups, and a clear incident response plan. By proactively securing your ERP system, you safeguard your organization’s financial and operational integrity.

Whether you’re running your ERP software on-premise, in a hosted environment, or in the cloud, the system’s access to financials, inventory, payroll, and customer data makes it a high-value target – for both internal misuse and external cyberattacks.

Here’s how you can protect your ERP system from potential threats:

1. Use Role-Based Access Control (RBAC) Wisely

Why it matters: Not every user needs full access to every module.

Built-in access rights management lets you control who can view, edit, or delete information at a granular level. Use it to restrict access by department, job function, or user. For example, AP clerks shouldn’t be able to modify GL accounts, and warehouse staff shouldn’t view payroll data.

Best practice: Periodically review user permissions, especially after staffing changes or internal audits.

2. Enforce Strong Authentication Policies

Why it matters: Weak credentials are one of the most common entry points for attackers.

Allowing administrators to enforce strong password rules like multi factor authentication (MFA) – take full advantage of this. Require strong passwords and change them regularly, especially if you’re using a remote desktop or cloud-hosted version of your ERP software.

3. Monitor and Audit User Activity

Why it matters: Internal misuse often goes unnoticed without proper oversight.

Your ERP software should log key system activities like logins, transaction entries, and system modifications. Regularly audit these logs to detect anomalies – like after-hours data exports, unauthorized voids, or configuration changes.

4. Keep Your Software Updated

Why it matters: Security vulnerabilities in ERP systems and databases are often exploited when patches are delayed.

Stay current with service packs and updates. Your ERP provider should periodically release versions and service packs that contain enhancements and fixes.Also ensure your Microsoft SQL Server operating systems receive regular security patches. Outdated database engines and servers can expose your ERP to risks.

Pro tip: Test patches in a development environment before applying them to live systems to avoid disruption.

5. Train Employees on ERP and Cybersecurity Awareness

Why it matters: Most breaches result from user error, not technical failure.

Educate your users on how to avoid phishing emails, create secure passwords, and recognize suspicious activity. Train employees to follow internal procedures for approvals and data entry to prevent fraud or errors.

6. Maintain Regular Backups and a Recovery Plan

Why it matters: If disaster strikes, your ability to recover is everything.

Work with your provider or IT team to ensure your ERP data is backed up daily, encrypted, and stored securely – ideally off-site or in the cloud. Regularly test your ability to restore data from backups, not just whether the files exist.

7. Conduct Periodic Security Reviews

Why it matters: ERP environments evolve – so should your security posture.

Regularly assess risks, review access logs, validate that permissions are up to date, and test your incident response plan. If you’ve heavily customized your ERP system, involve your solution provider in the review to ensure no vulnerabilities were introduced through code.

AccountMate ERP Offers Powerful Security

AccountMate’s strength lies in its flexibility and control – but with great control comes great responsibility. Securing your ERP system isn’t a one-time task; it’s an ongoing process that blends software, people, and policy. Some specific key features are that AccountMate logs key system activities through Track User Access and Audit Trail features. If you’re using customizations, you can ask your AccountMate Solution Provider to build alerts for suspicious activity into your workflow. By proactively securing your AccountMate ERP environment, you protect your business operations, your financial data, and your reputation.

To get started with AccountMate, you need to work closely with experienced ERP consultants who can guide you through the selection and implementation process, ensuring that your ERP system aligns with your business’s immediate needs and long-term vision.

Are you considering a new ERP system? Contact our experts! We have local solution providers who can help you navigate the process. Contact us now or call 707-774-7537 to talk to someone about your specific needs.

Understanding the Distinctions: SaaS, Hosted, and On-Premise Accounting Software Options

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In today’s fast-paced business landscape, accounting software has become an indispensable tool for organizations of all sizes. The advancement of technology has given rise to various deployment options, each catering to specific business needs and preferences. Among the most popular choices are Software as a Service (SaaS), hosted, and on-premise accounting software solutions. This article aims to delve into the key differences between these options, shedding light on their benefits, drawbacks, and suitability for different businesses.

SaaS (Software as a Service) Accounting Software

SaaS accounting software, also known as cloud-based accounting software, is hosted on the vendor’s servers and accessed through a web browser or mobile app. Users typically pay a subscription fee to access the application and its features. The main characteristics of SaaS accounting software are:

  • Accessibility: One of the most significant advantages of SaaS accounting is its accessibility from any location with an internet connection. This enables real-time collaboration between users and provides flexibility for remote teams and businesses with multiple locations.
  • Maintenance and Updates: The responsibility for maintaining and updating the software lies with the vendor, reducing the burden on the end-users. This ensures that users are always using the latest version of the software with the latest features and security patches.
  • Scalability: SaaS solutions can easily accommodate the changing needs of businesses. As companies grow, they can quickly upgrade their subscription to access additional features or resources.
  • Cost: SaaS accounting software is often based on a subscription model, which can be cost-effective for small to medium-sized businesses. It eliminates the need for significant upfront costs for hardware or software licenses.

Hosted Accounting Software

Hosted accounting software, also referred to as Application Service Provider (ASP) accounting software, involves deploying a traditional on-premise accounting software solution on remote servers maintained by a third-party hosting provider. Key aspects of hosted accounting software include:

  • Accessibility: Similar to SaaS, hosted solutions offer remote access to the software, but it relies on a different technological infrastructure. Users access the software through a secure remote desktop connection.
  • Maintenance and Updates: While the hosting provider is responsible for maintaining the servers and infrastructure, the actual software maintenance and updates are usually managed by the user or their IT team. This provides greater control but also requires more effort to keep the software up to date.
  • Scalability: Hosted solutions can be scalable to some extent, but it might be more cumbersome to scale compared to SaaS options. Expanding server resources or accommodating more users may require additional arrangements with the hosting provider.
  • Cost: Hosted accounting software generally involves higher upfront costs due to server setup and hosting fees. Additionally, there might be ongoing expenses for maintaining the hosting arrangement.

On-Premise Accounting Software

On-premise accounting software is the traditional model where the software is installed and runs on the company’s own servers, and users access it on their internal network. Key features of on-premise accounting software include:

  • Control and Security: Companies have control over their data and infrastructure with on-premise solutions, making it an attractive option for businesses with stringent security and compliance requirements.
  • Maintenance and Updates: The responsibility for software maintenance and updates falls to the company’s IT team. This gives them greater control over when and how updates are implemented but requires more resources and time for upkeep.
  • Accessibility: On-premise software usually offers limited accessibility outside the company’s network, making remote access challenging unless additional arrangements like VPNs are implemented.
  • Cost: On-premise accounting software typically requires a significant upfront investment in licenses, hardware, and IT resources. Ongoing costs might include maintenance, support, and occasional upgrades.

Choosing the right accounting software deployment option depends on various factors, such as the size of the business, budget, security requirements, and scalability needs. SaaS accounting software offers flexibility and ease of use, but this option isn’t always the best solution. Hosted solutions bridge the gap between SaaS and on-premise, providing remote accessibility with greater control. On-premise accounting software is favored by larger enterprises with robust IT infrastructure and stringent data security needs.

Before making a decision, businesses should carefully assess their specific requirements, consider long-term implications, and evaluate the available options to find the best fit for their accounting needs. SaaS has been touted as the go-to option, but most businesses don’t know that there is more than one option available to them. The right choice will empower businesses to efficiently manage their financial processes and pave the way for sustained growth and success. You have choices with AccountMate and an AccountMate Authorized Solution Provider can help assess the security needs of companies and provide a recommendation of which installation options best suit your needs. Contact us now or call 707-774-7537 so we can learn about your unique business and craft a solution just for you.