89 posts categorized "Inventory Management in QuickBooks"

Spreadsheet Type Calculations within QuickBooks?

Have you ever needed to make additional calculations within a QuickBooks form, but found it limiting?

For example, if you have tried to:

  • Total shipping weights on an invoice
  • Total or subtotal columns on a purchase order, sales order, or invoice
  • Add line numbers to a packing slip or invoice
  • Calculate a running total on a bill of lading

or any other type of calculation beyond quantity x rate, you've likely found QuickBooks to be rather frustrating!

ENTER FORMCALC SST

  FormCalc SST Logo

The FormCalc SST add-on for QuickBooks can help you extend the functionality of QuickBooks to handle the above scenarios (and many more too!).

The SST stands for Superior Spreadsheet Technology, and what it means for you is that you can literally add spreadsheet like calculations to the following QuickBooks forms:

  • Invoices
  • Sales Orders
  • Quotes/Estimates
  • Purchase Orders
  • Credit Memos
  • Sales Receipts

HOW FORMCALC SST WORKS

Setting up calculations involves taking a "snapshot" of the QuickBooks form (Invoice, etc.) you want to work with, then entering spreadsheet formulas in it. From there, you will save the FormCalcSST template.

When ready, you then simply use a series of "hot keys" that will then call up the template you have created and put to work on a form within QuickBooks.

FormCalc SST can also enhance your QuickBooks by offering:

  • Text handling and calculations
  • Column totals and subtotals
  • Date and time math
  • The use of custom field, headers and footers in calculations
  • Results and text formatting
  • "Mini-spreadsheet" features

WORKS WITH PRO, PREMIER OR ENTERPRISE VERSIONS

Regardless of which desktop version of QuickBooks you have (Pro, Premier or Enterprise), FormCalc SST can plug right in and get to work so you can get more done in less time every day.

A 30 day free trial of the software is available for you to try before you buy.

If you don't need as much horsepower as FormCalc SST offers, you can easily choose the core FormCalc product,

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This is the original application in the FormCalc series.

Are you already using FormCalc SST or FormCalc in your business? Would love to hear from you and learn more about what things it is handling for you!

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New Webinar - Advanced Inventory Topics in QuickBooks

If you've been looking for the "straight scoop" on how QuickBooks does (or doesn't) handle activities such as:

  • Groups/kits
  • Assemblies/bills of material
  • Unit of measure conversions
  • The advanced inventory module features of QuickBooks Enterprise Platinum, including:
    • Multi-warehouse/location tracking
    • Lot or serial tracking
    • Barcoding

then my Advanced Inventory Topics in QuickBooks webinar is built just for you.

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Hope to see you there!

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Stop Inventory Balances from Going Negative with QuickBooks Enterprise

Have you been wishing that QuickBooks would add a feature that would stop your inventory on-hand balances from going negative?

Your wishes have been granted!

Learn more about how the Enterprise edition (2015 and newer!) stops this annoyance from occurring...

In case you didn't know it, by having inventory go negative in QuickBooks, it is known to cause all sorts of issues and concerns with the average cost of items getting totally whacked out as well. My friends over at the Intuitive Accountant have a great article that discusses the impact of negative on hand on QuickBooks average cost.

ADDTIONAL RESOURCES

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See What's New in QuickBooks Desktop Enterprise 2017 - Part 1

If you're interested in taking a quick peek at the new features and functionality that have been baked into the 2017 edition of QuickBooks Desktop Enterprise, the video below will get you started:

ADDITIONAL RESOURCES ON QUICKBOOKS ENTERPRISE:

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Automatically Create Purchase Orders in QuickBooks Enterprise

QuickBooks Enterprise provides the functionality to automatically create purchase orders to your vendors with just a couple mouse clicks.

My video will show you just how it works:

ADDITIONAL RESOURCES:

 

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Direct Store Delivery Software (DSD) - The LaceUp Solution

DIRECT STORE DELIVERY SOFTWARE

According to Wikipedia, Direct Store Delivery (DSD) is a business process that manufacturers use to both sell and distribute goods directly to point of sales (PoS) or point of consumption (PoC) including additional product and market related services such as merchandising, information gathering, or equipment service and bypassing any retailer or wholesaler logistics.

Within the DSD framework, small businesses find themselves needing to manage their truck inventories (multi-location tracking in the QuickBooks world) as well as track the sales and accounting that occur on those trucks on a daily basis.

I was recently introduced to the folks at LaceUp, a solution dedicated to the DSD business model, and wanted to share some insights about them with you as provided by Mickey Hernandez, the CEO of LaceUp...

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INTRODUCING LaceUp: Direct Store Delivery (DSD) Software & Route Accounting for QuickBooks

LaceUp Solutions is an affordable direct store delivery application for wholesale and distributors that ties into QuickBooks desktop versions (Pro, Premier and Enterprise), and QuickBooks Online.

With LaceUp you can automate your day to day deliveries and manage the inventory on your trucks. Never waste time again manually keying in data to QuickBooks, and eliminate expensive employee tasks that reduce productivity and create costly errors

Truck Inventory Tracking

On a daily basis the inventory levels on your trucks fluctuate. Inventory is sold, products get credited, and orders get returned. With LaceUp you can track each unit of product that goes on and off your truck to minimize theft and increase sales efficiency for each route. Truck inventory tracking offers many features to allow you to manage your route efficiently:

  • Inventory levels decrease when customers get invoiced
  • Inventory levels increase with voids and returns
  • Track credits from the customer all the way to the warehouse
  • Transfer inventory mid-day on to the truck or off the truck
  • Associate specific lot numbers to invoices and customers

Additional Features of LaceUp

  • Route Sales Interface

On each route there are opportunities to increase sales and minimize credits. LaceUp offers your route drivers a customizable invoice template based on previous sales history for each customer. This ensures that your driver always sells the right products and quantities while avoiding the sale of products that would otherwise become stale.

  • Order Entry

Before the first delivery is ever made, each distributor has a team of sales reps opening new accounts and capturing sales orders. With LaceUp, sales reps can use the sales interface to key in orders in seconds. From any Android or iOS device, sales reps can view real time pricing and inventory. Moreover, the company can set up special offers for sales reps to facilitate the sale of products during holidays or stagnant selling seasons.

  • Mobile Invoicing and Printing

Offers distribution companies of all sizes next generation technology on the iPhone and Android that enables your sales reps to create, print and send invoices to your customers on the go. Capture signatures at the point of delivery and use Bluetooth for mobile printing of proof of deliveries.

  • DEX EDI

LaceUp is the first DSD software that enables QuickBooks distributors to DEX with retailers. DEX is a method of EDI used by the direct store delivery industry to transmit invoices digitally into a retailer’s computer system. This enables the retailer’s receiver to accept an invoice without having to key in the invoice into their system, thus avoiding costly data entry and errors. Route drivers who use DEX EDI get in and out of stops an average of 30 minutes faster.

A free trial of LaceUp is available for a "try before you buy" approach to solving the route accounting and truck inventory management needs of your DSD business.

 

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Pending Credit Memos for Returned Materials (RMA) in QuickBooks

Since QuickBooks doesn't have any type of "returns module" to handle customer returns or RMAs (returned material authorizations), here is a way your business could track those pesky returns...

CONSIDER THE PENDING CREDIT MEMO

Let's say you get a call today from a customer that needs to return a defective product, but you don't want to issue the credit to them until the product is received and cleared for refund.

You'd click on Customers > Create Credit Memos/Refunds to open up the Credit Memo form. Complete the form as needed to reflect the customer, item(s) being returned, etc.

BEFORE you save this credit memo, click Edit > Mark Credit Memo as Pending, and you'll see something like this (note the Pending stamp that has been added):

Pending Credit Memo

Once this credit memo has been saved, it becomes a tracking document that sits open while you await the arrival of the returned products.

Since it has been tagged with the "Pending" status, this transaction does NOT post to the customer account or the ledger in QuickBooks (so that is why it also says "non-posting" in the example above.

Bonus - you could even send this document to your customer as their "authorization" to return the products!

VIEWING A PENDING CREDIT MEMO REPORT FOR TRACKING RETURNS

Now that you have the pending credit out there, you may want to see a report of all open/pending credits that have been issued.

Here's how to get one - click Reports > Sales > Pending Sales. You will see something like this:

Pending Sales Report

Now you can quickly and easily see all open/pending credits. Remember, you can hover over any listing in this report, and you can easily double-click directly on that listing to take you directly into the actual credit memo.

ONCE THE PRODUCTS ARE RECEIVED

After you have received the product from the customer and cleared it for credit, simply return to that particular pending credit memo, click Edit > Mark Credit Memo as Final.

This step will remove the pending stamp as shown above, and once you save it, there will be a live credit memo that has posted to the customers account and QuickBooks ledger!

HOW ARE YOU TRACKING RETURNS TODAY?

I'd love to know how your business is handling customer returns. Please drop me a line and let me know!

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Procurify: Online Purchasing Management for QuickBooks

Has your business outgrown the purchasing module found within QuickBooks desktop software?

Looking for ways to streamline the purchasing process?

Need to add an approval process to your purchasing management? (not found in QuickBooks!)

Have people in different locations and all they need is access to purchasing (and not the entire QuickBooks package)?

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INTRODUCING PROCURIFY

Procurify is an add-on application to the desktop versions of QuickBooks (Pro, Premier and Enterprise). By "add-on", I mean it is a separate piece of software that connects to QuickBooks and syncs information between the two programs.

It can bring a lot of functionality to your business that is not found within the basic purchase order module of QuickBooks.

Here is the suggested Procurify workflow...

  1. Request - electronically submit new purchase requests using your web browser or mobile device (notice - this doesn't have any mention of the staff person needing access to QuickBooks?)

  2. Approve - create automated approval routing based on your business needs. Establish direct lines of communication between the right people.

  3. Create the PO - Procurify automatically tracks, manages and organizes your purchase orders in one place. Instantly deliver approved requests for PO creation.

  4. Receive the items - intuitive and easy to understand interface lets you accurately document received items through your web browser or mobile device. 

  5. Set up to pay your vendor - enable complete transparency throughout your purchase order workflow. Keep on top of payments and eliminate duplicate or unnecessary spending.


EMPOWERING YOUR STAFF

Procurify helps simplify operations across all the functional areas of your business:

  • Buyers - funnel all of your purchase requests from all locations into a single, easily managed bucket. We facilitate the internal back-and-forth communication, allowing requesters to check the status of their orders at any time. Improve supplier relationships and standardize the goods you buy.

  • Operations - get through purchase approvals faster. Reduce the amount of bottlenecks and improve efficiency for your operations. Define and structure each role within your organization’s purchasing process with complete clarity.

  • Finance - establish and easily ensure enforcement of controls and policies (IE. use purchase orders, ensure approvals, three way matches), while not increasing your headcount. Empower people to stay accountable to their budget, by giving them real time information instead of monthly reports. (Visibility into spending in real time)

  • IT - Gain full adoption organization wide by implementing tools which are easy to learn and fun to use. Procurify worries about the infrastructure and security and reduces the load on your team and it integrates with select tools, and seamlessly passes data between them.

ADDITIONAL RESOURCES

Be sure to tap into all of these additional resources that are available to learn more about Procurify and how it can benefit your business or organization.

NEED HELP TYING IT ALL TOGETHER?

My consulting practice specializes in helping businesses retain their investment in QuickBooks as their core accounting package, while extending the features and functionality through various add-on packages. Tap into my 30+ years of accounting, finance, inventory, and QuickBooks experience.

If you would like to discuss Procurify or other QuickBooks add-ons in more detail, please contact me.

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QuickBooks Inventory Webinars on: Advanced Inventory and Assemblies/Bills of Material/WIP

Please join me for the following webinars to help you get a better handle on tracking
inventory in QuickBooks:

 

 

Please note that each of these webinars have special early-bird discounts that will
enable you to save on the registration.

Hope to see you there!

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Online Order Management System and Customer Portal for QuickBooks

Does your business focus on the Business-to-Business (B2B) marketplace?

Want to spend less time on data entry and related non-value added tasks and are looking for one or more of these solutions?

  • An easy way for your customers to enter their own orders, check order status and inventory levels?
  • A solution for your sales reps so that they can enter their own orders so you don't have to?
  • A link between your order system and your warehouse with full shipping integration?

AND have the ability to have all the above automatically sync with QuickBooks desktop software?

If so, you should take a closer look at Now Commerce.

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CUSTOMER PORTAL

The Now Commerce customer portal feature brings the following possibilities to life for your business and allows your customers to:

  • View real-time pricing and inventory levels
  • Check shipping status
  • View pending orders
  • View account history

This is all done with customized order forms that can be tailored to the specific needs of each customer. These order forms can range from super simple to complicated matrix pricing.

SALES REP PORTAL

The Now Commerce sales rep portal brings many time-saving features into the way sales reps take care of your customers, including:

  • View real-time pricing and inventory levels
  • Check shipping status
  • View pending orders
  • View account history

As well as:

  • Monitor customer activity
  • Set customizable alerts
  • Manage pricing and discounts
  • Only see their own accounts, and not those of other reps

NOW COMMERCE FULFILLMENT PLATFORM

This module provides you the ability to:

  • Share shipping information with your sales reps and customers
  • Electronically transmit shippers from QuickBooks to your third party warehouse
  • Automatically populate QuickBooks with critical shipping data

CHOOSE JUST WHAT YOU NEED

The Now Commerce products are set up in such a way that you can choose just the module(s) you want - if you only want the customer portal, that's all you'd pay for. If you want all three, they can do that as well.

Now Commerce offers a free trial so you can "kick the tires" before making any commitments. In addition, you can watch their video series to get a quick overview of just how these modules work, and the potential savings they can bring your business. You can also take a look at the wide variety of products they have helped their customers sell.

NEED HELP SORTING IT ALL OUT?

B2B businesses are at the core of my consulting practice, especially those in manufacturing and distribution. Feel free to contact me for more information on the Now Commerce set of tools as well as other QuickBooks and inventory concerns you may have.

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