ACCTivate!, Custom Reporting

New Customers by Month

This Acctivate Report is a rather simple one but can be quite useful. Do you want to send out monthly communications to your new customers?  Do you want to send a list of new customers to your sales staff with order totals so they can reach out and contact these new customers?  Or just report on new monthly sales?

Our Acctivate New Customers by Month Report looks for the date of a customer’s first invoice (not the date they were created but the first Invoice date) and if the date falls within the specified date range the customer is listed.  The original report was designed to show the Territory (or Sales Rep), customer name, phone number and amount of the invoice.  The amount displayed is the Invoice subtotal minus shipping.

The report is grouped by Month and Territory with a total new customer count and total sales amount at each level.

This report could be easily modified to add more contact info or be grouped differently to be more useful to your organization.  Maybe you need a report grouped by Rep then Date with page brakes after each Rep so you can easily distribute the report to supervisors.  Or maybe you want to take it one step further and add sales detail, or better yet add the ability to show or hide detail each time you run the report.

The foundation of this report is a simple one but is one that could be very helpful for your organization.  Please reach out to use if you are interested in this type of report, we’d be more than happy to help you get the data you need out of Acctivate.

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ACCTivate!, Custom Reporting

Multi Year Sales History/Forecasting Report

Knowing how your company is doing year over year is something every company wants to know.  You can look at a comparative P&L for this info but what if you want to know how sales for a specific customer are going, or maybe for a product?  Our Acctivate Multi Year Sales History/Forecasting Report was originally designed to group the results by Customer by Product.  Since the original design we have created a version that first groups by the Acctivate Product Class.  We could just as easily do this grouping by Sales Category.

This report shows sales history broken out by month for an entire year and when run for a range of years there is a row for each year, for easy month to month comparison.  Because the report is grouped by product we are able to show the sales amount total and the quantity total, which can be very helpful in giving you a quick way to identify possible trends and seasonality of your products.

The Forecast numbers are shown for future months and are based on Quotes that have been entered into the system.  This could be adjusted to use Booked Orders instead of Quotes if that makes sense for your organization.

As with any of our reports, this is a starting point and can be modified to meet your specific needs.  Just reach out to use and let us know how we can help.

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ACCTivate!, Custom Reporting, Uncategorized

Inventory Detail Journal by Account

This report can be used for reconciling any of the GL accounts Acctivate works with but it was designed to specifically reconcile the Accrued Purchase Receipts account in QuickBooks.  This can often be a very challenging task and we hope this report will help in your efforts. This report shows both the ins and outs into an account where the standard Acctivate Inventory Detail Journal Report does not.  Knowing both what came into an account and what went out is critical in your reconciling process and this report helps you do just that.

If you are having a difficult time reconciling your Accrued Purchase Receipts account? Contact us to purchase this report and make things a little easier during that reconciliation process.

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ACCTivate!, Custom Reporting

Daily Open Orders Report

Our Acctivate Daily Open Orders Report displays open orders grouped by the due date and displays the daily total due in the header section of each days grouping.  It also includes a grand total for all open orders at the end of the report. This report can be used to make sure you don’t miss any orders or even help you plan your day.

The fields on this report are Order Number, Customer Name, Order Date, Due Date, Order Total and Workflow Status.  It is not currently setup to show order detail but that is something can be added for those needing something more.

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ACCTivate!, Custom Reporting

Backorder/Fulfillment Report

This Acctivate Backorder/Fulfillment Report is used to determine the quantity needed to fulfill all Open Orders. This report is grouped by Product and shows both a summary line and order details for each product. The summary line shows Product ID, Product Description, minimum SO age date for all open Orders, Open Order Average Price, Quantity needed for Orders, Quantity on Open Purchase Orders, Quantity on Hand, Quantity in Test Warehouse and Quantity needed to Fulfill Open Orders. The details displayed are the Order Number, Order Date, Promise Date, Price, Quantity Ordered and Quantity Needed. Since it may not always be necessary to see the detail of each order this report has the ability to show and hide the details.

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ACCTivate!, How Did We Help

Web Orders and ACCTivate!

As you may or may not know ACCTivate! integrates with a handful of shopping carts, but there are so many choices and sites out there that it just can’t have a direct integration for them all. We were contacted by a rather new ACCTivate! user that is currently utilizing one of the unsupported sites; however, they may be moving to a supported site in the next 6 to 9 months.

The Problem: The customer didn’t want to keep hand keying in their Web Orders while on their current system; but they also didn’t want to spend too much on a solution to eliminate manual entry because of the plan to migrate to a supported site down the road.

How Did We Help: After some discussion we learned that the customer could either download a poorly formatted text file or a nicely laid out XML file. We suggested writing a small custom program that would take the XML file and convert it into a comma separated value (.csv) file that could be used with the Sales Order Import feature in ACCTivate!. The customer chose to go with the custom program option so we moved forward with that plan. Now the customer has a custom program that reads an XML file into the program and outputs a perfectly formatted .csv file which they use to import their Web Orders into ACCTivate! via the Sales Order Import function. This has done away with the manual entry work they were doing and has saved time as well as eliminated human error. It is not as automated as the Web Order module that ACCTivate! has, but it was a quick and rather inexpensive interim solution while they decide if and when they will make a shopping cart change.

Uncategorized

ACCTivate! Custom Reporting

We have been supporting ACCTivate! for some time now and we have been doing quite a bit of custom reporting work for users all over the country. ACCTivate! comes with quite a few canned reports but of course they don’t have it all. Different businesses have different needs and even in the same industry people want to see their data differently.

We have created custom sales reports,  product re-order reports, special order fulfillment reports, a wide range of inventory reports and more. We have even had opportunities to create custom applications that interact with the ACCTivate! database. We plan on adding “How We Helped” posts here on our blog when we complete projects that others may benefit from. These posts will include a brief overview of the “problem” and our solution.

We will also be adding “How We Helped” posts for QuickBooks® related projects that you may find since QuickBooks® is one of the products that takes care of all of the accounting for ACCTivate!

ACCTivate!, QuickBooks

Connect A New QuickBooks® File To Your ACCTivate! Database

Do you have a QuickBooks®/ACCTivate setup that you need to change the QuickBooks® file in but you’ve been told it’s impossible? Well, the “impossible” has been made POSSIBLE (in many cases).

It is not practical to simply change the QuickBooks® file connected to an ACCTivate database just because you don’t like the one that is currently being used, but when the core data is the same there are times when it is appropriate to make this change.  An example could be when your QuickBooks® file is “split” to make it smaller.

We recently worked with a new customer that operates in a QuickBooks®/ACCTivate environment, during the original set up it was decided that an old QuickBooks® file would be used for the division of the company that was using ACCTivate; meaning the company would operate using two separate QuickBooks® files.  We decided that the best course of action would be to combine the data from the two QuickBooks® files and create one accurate and usable file that we could connect to ACCTivate.  After changing the QuickBooks® file our test sync failed miserably.  We quickly learned that what we wanted to do was deemed “impossible”; being new to ACCTivate we had been unaware of this.  This was not acceptable!  Should our customer “lose” historical ACCTivate data because of improper initial setup?  We didn’t think so.  So we set out to solve the “impossible”.

We were told that the issue with changing the QuickBooks® file is that ACCTivate stores the GUID of the QuickBooks® transactions that the ACCTivate record is associated with and when a new QuickBooks® file is put into place this link is broken.  To us this was merely a “data” issue and in our mind was something we could work with.

The end result is that we solved the problem and have created a utility that allows a user to change the QuickBooks® file used with a particular ACCTivate database.  Please note this is not something that should be done haphazardly.  Careful thought and consideration must be put into why and how this process should be done, but know that if and when the need truly arises it can be done.

If you have need of, or might be interested in, such a utility please feel free to contact us for further information.  After an initial review we will determine whether your file is one that can be re-synchronized.  At this time we consider our utility to be in a beta phase and are currently offering this ability to change QuickBooks® files as a service.  Upon agreement, we will work closely with you to synchronize your database to a different QuickBooks® file.  In time we plan to have a utility available that will enable users to make this change on their own.

Although we were told what we wanted/needed to do was not possible, we were determined to develop a solution and in the end made the “impossible”… possible!