460 posts categorized "QuickBooks Software"

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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Tired of the Hassle in Using the Accountants' Copy Feature of QuickBooks?

This post was shared by Chris Wise from CoralTree, the makers of Qbox...thanks Chris!

QBox Logo

 

 

 


Trying to find a better way of getting QuickBooks information to your accountant (or if you're an accountant, to get information from your client)?

Many accountants and small businesses become exceptionally frustrated when trying to share QuickBooks files using the Accountants Copy.  To avoid the frustration related to the reduced functions of this type of file, you can use a resource like Qbox.  Qbox is one of the fastest growing QuickBooks desktop file sharing/collaboration resources available due to its security, simplicity, affordability, and high level of customer support. 

QBox Flowchart

If you are looking for a way to share a QuickBooks desktop file with a client or shared user in a remote location, Qbox provides an effective solution.  Unlike other traditional file sharing options, Qbox has unique controls that prevent the creation of conflicted copies and file corruption.

Accountants and small businesses appreciate that each Qbox user has their own local copy of the QuickBooks file and experience the performance of their local environment when entering transactions.

As an accountant or bookkeeper, you can access all of your clients from one simplified access point called the Qbox Explorer.  You work on your client’s files at any time regardless of whether or not your client’s computer is turned on. 

Screen shot of the Qbox Explorer:

QBox Console

Using Qbox, your files are always backed up in the cloud and available to download should anything happen to a user’s computer.  Additionally, Qbox keeps 20 copies (versions) of files in the cloud at all times so in the event of a corrupted file, a user can “roll back” to their preferred instance of the file. 

If you are frustrated with the limited capabilities of an Accountants Copy, using Qbox, you always have access to the working QuickBooks file. All of the Desktop functions are available to a Qbox user and you can print and/or back up locally if you so choose. 

Click here to learn more about Qbox and start your free 30-day trial today...

 

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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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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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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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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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