184 posts categorized "QuickBooks for Manufacturing"

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...

LaceUp-Solutions-Logo

 

 

 

 

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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QuickBooks Enterprise Desktop 2017 - Everything You Need to Know

Considering an upgrade from QuickBooks Pro or Premier into QuickBooks Enterprise?

Thinking about upgrading from an older version of QuickBooks Enterprise into QuickBooks Enterprise 2017?

If so, the resources you need to make your decision (and of course, get a 20% lifetime discount on QuickBooks Enterprise!) can be found in my comprehensive QuickBooks Enterprise resource center.

QUICKBOOKS ENTERPRISE TIPS, RESOURCES, DISCOUNTS AND FAQ:

Being a QuickBooks Enterprise reseller since the program began in 2004, I have had the opportunity to talk with hundreds of businesses that are considering Enterprise and taken care of their orders when they were ready to move ahead with a purchase.

From those conversations, I have compiled an entire library of FREE resources for you, all in one place (click the graphic below to take you there immediately).

QBES Resource Center
WHAT YOU'LL FIND IN MY QUICKBOOKS ENTERPRISE RESOURCE CENTER...

Within my resource center, take advantage of the following helpful information - all for FREE:

  • How to get a 20% discount EACH year on your QuickBooks Enterprise subscription
  • How to download a free, 30 day trial of QuickBooks Enterprise
  • FAQ about the QuickBooks Enterprise subscription model
  • My QuickBooks Enterprise Buyers Guide
  • My QuickBooks and Advanced Inventory Guide

In addition to the above resources, you'll also find:

  • What's new in QuickBooks Enterprise?
  • Key Differences in QuickBooks Pro, Premier and Enterprise (my most popular download of all time)
  • Differences in user security in QuickBooks Enterprise and Pro/Premier
  • FAQ About Upgrading QuickBooks
  • Remote access options for QuickBooks
  • Understanding a potential move from other software into QuickBooks Enterprise

WHEN IT COMES TIME TO PURCHASE QUICKBOOKS ENTERPRISE...

Buy it from me, of course! (did I mention I can get you a 20% lifetime discount on your Enterprise subscription?)

Even better, when you purchase from me, you'll get everything that is offered via the big name.

PLUS, as a reseller, I will throw in these bonus goodies described in my QuickBooks Enterprise Buyers Guide!


ADDITIONAL QUESTIONS ABOUT ENTERPRISE NOT COVERED ABOVE?

Please contact me, and we'll figure them out....

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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)?

Procurify_Logo_V_Color

 

 

 

 

 

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.

 NowCommerce Logot

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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Hiding Item Costs in QuickBooks - Can It Be Done?

When it comes to workflows within a business, I've seen a wide variety of them over the last thirty years.

One topic that seems to be entering the conversation with greater frequency these days is the ability to hide the cost of inventory parts, assemblies and kits within QuickBooks.

The reasons for wanting to hide the costs are many and varied, but the desire has been expressed many times.

QUICKBOOKS ITEM SETUP

If we look at a screenshot of the item master, you can see that both the purchase cost (for use on POs) and the average cost (for use with inventory valuations and costs of goods sold) are plainly visible:

QB Item Master Screen Shot

None of the versions of QuickBooks (Pro, Premier or Enterprise) offer the ability to block users from seeing these cost fields, assuming that the user has been given the permission to work with items and inventory. If they don't have the permissions, naturally they don't see item costs. However, they can't access the items either, and in many cases, that will restrict their ability to do their jobs (i.e. receive inventory, create purchase orders, etc.)

ALL ORDERS BY NUMBERCRUNCHER - AN ALTERNATIVE TO ALLOW INVENTORY COST BLOCKING

If this "cost-blocking" is a must have for your business, that will force you to step outside of the QuickBooks functionality to add-on packages that have it.

One such add-on that does off the ability to hide item costs on purchase and sales transactions is All Orders by NumberCruncher.

The screen shot below shows that it is possible to block cost and/or sales figures at the user level if desired:

NumberCruncher User Setup Cost Block

Feel free to explore All Orders in more detail, and take a free test drive if you like too.

UNDERSTANDING THE ADD-ON CONCEPT

Add-ons (some refer to these as "bolt-ons" or "integrated solutions") such as All Orders are designed to fill in gaps where QuickBooks doesn't do something very well, or doesn't do something at all. 

In the case of All Orders, it is designed to be either a stand alone inventory solution, or it can integrate with QuickBooks desktop versions. If you choose to integrate it with QuickBooks, All Orders will then pretty much take over the "front end" of the business (i.e. purchase orders, inventory management, sales orders, etc.), and then QuickBooks will remain in the picture on the "back end" of the business (i.e. bill paying and financial reporting).

There is plenty of horsepower packed into the All Orders package that will help take your inventory management and related tasks to the next level of tracking and sophistication. Naturally, there is an investment of time and money required to get up to speed on it or any add-on for that matter. The good news - when properly chosen and implemented, the return on investment of these add-ons can be quite good!

RELATED INFORMATION:

 

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Grab a Screenshot and Help Troubleshoot QuickBooks Problems

Is QuickBooks misbehaving on you at times?

Want to grab a quick picture of your computer screen and capture an important message being displayed?

GRAB A SCREENSHOT TO HELP!

As a QuickBooks consultant, there are many times where it is invaluable for me to see what exactly is being displayed on a screen so I can help a client understand what is happening with QuickBooks (or to guide them to a resolution of a question).

There are several ways to grab a snapshot of what is appearing on your computer screen to help with the diagnosis of a problem or to get more information on an area of concern (not just with QuickBooks, but with any program for that matter!).

Options to consider:

  • Take a picture of the screen with your smartphone
  • Press the Print Screen key on your keyboard (don't panic if the printer doesn't kick in automatically - it won't!). From there, open Microsoft Word (or any other word processor) and click Edit > Paste to paste an image of the screen or just right click your mouse and Paste the image in.
  • Use the Windows Snipping Tool - found by clicking the Start button, then All Programs, then Accessories, then Snipping Tool. Once you do that, a screen like this will appear  - just follow the instructions from there:

    Windows Snipping Tool
  • My favorite solution - invest the $49.95 in a copy of SnagIt software from TechSmith. Hands down, this has been one of the best investments I have made for my business toolkit. I use it multiple times each and every day. The features and options that have been packed into this little gem of a program are simply amazing to me. They offer a free trial of the software of course, so you can "try before you buy".

DO YOU HAVE AN ALTERNATE IDEA?

If you are grabbing screenshots in a way different from those outlined above, feel free to share your insights on how you're doing it!

 

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How To Condense/Archive Your QuickBooks Data File Because it is Too Big

Do you find that your QuickBooks file is running very slowly?

Does it seem to take forever to run reports or look up information?

If so, your QuickBooks company file may be a prime candidate for condensing/archiving.

DANGER? DANGER! YOUR QUICKBOOKS FILE MAY IMPLODE

As I mention in my free guide titled "Danger? Danger! Your QuickBooks File May Implode", one of the options to consider to make it smaller and more manageable is the process of archiving the information. This process is something you can choose to do yourself, or turn to an outside company to handle it for you.

Some refer to this process as condensing the file. I've heard others call it "smashing the file down".

However you may refer to it, the end result is the same - a decrease in the size of your QuickBooks company/data file.

A HOW TO GUIDE ON THE CONDENSING/ARCHIVING PROCESS IN QUICKBOOKS

Many people find they need to do a condense on their QuickBooks file as it is simply too big for itself.

However, about two clicks into the process if they try it themselves, they get nervous and intimidated by the options that appear.

To help eliminate those concerns, I have created a new guide that walks you through this process - step-by-step.

Condensing QB Cover

HOW TO / WHEN TO / WHY TO CONDENSE YOUR QUICKBOOKS FILE

If you find that your QuickBooks file "needs a shrink", this guide is the solution for you. It provides you with these critical insights:

  • Learn why and when to condense a QuickBooks Company File.
  • Protect your file and prepare for the condensing process.
  • Get exact, simplified instructions for condensing the file with no headaches!
  • Before you “click” condense, learn what a “white screen” means and other important details.
  • Know how to crosscheck and verify the condense file.
  • Much more...

Learn more about "Why To...When To...How To...Condense Your Company File" now...

 

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Quick Tip for Reconciling Your Bank Account in QuickBooks

Reconciling bank accounts in QuickBooks can take some time.

It can take even more time if you accept credit cards, and your merchant service provider takes the credit card fees out of EACH transaction!

Spend less time on bank reconciliations with the following tip.

LET ME EXPLAIN...

Let's say that you ring up a sale for $100 today and the customer pays via credit card.

When this deposit shows up in your bank statement, does it show up for the full $100? Or does it show up for something like $97.54 because the processor has taken their fee out of it right then and there?

If it is the latter where they are taking out the fees for each transaction, stop what you are doing and call them right now.

Ask to have your merchant service account fees set up on the "gross fees" basis instead of the "net fees" basis.

Under the "gross fees" basis, in the example above, you would see the full $100 being deposited into your bank account (the full "gross amount" is deposited). Your merchant service provider would then just hit your bank account once per month for the total of all the credit card fees for the month, and NOT take them out on a transaction by transaction basis.

Naturally, the merchant service provider normally defaults to the "net fees" basis, since they get paid faster that way. All it usually takes is a phone call to get it switched around!

The big benefit to you? Your $100 deposit will now reconcile on the bank statement in a nano-second!!

 

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