QuickBooks

Multiple Ship To Address Importer Guide

This utility is used to Add and Update Ship To Addresses for existing customers in QuickBooks®

See our Multiple Ship To Address Importer application page for pricing and purchase information.

This product has been designed to work with a currently open QuickBooks® file so prior to launching this application make sure you have your QuickBooks® file open.

The first time the program is run you will be prompted for a Product Key. You must enter a valid Product Key for the application to continue. Your Product Key will be provided when you purchase the product. Our Product Keys are generated for the computer the application is being run on. If you are planning on running the application on multiple computers you will be provided a Product Key for each system. Make sure that you are entering the correct Product Key for the system you are on.

Once you have successfully entered your Product Key you will see the main screen of the program. The Company Name of the Open QuickBooks® file will be displayed at the top of the screen, helping to ensure you are logged into the correct file, for those that may have more than one.

The first step in running the application is to select the type of import you want to do.

There are 2 options:

  1. Add new / Keep existing – Addresses in your spreadsheet will be compared to any current addresses in the file, if the address in the spreadsheet is new it will be added and if the address name already exists the address in the spreadsheet will be ignored.
  2. Add new / Update existing – Addresses in your spreadsheet will be compared to any current addresses in the file, if the address in the spreadsheet is new it will be added, if the address name already exists the address will be updated with the information in the spreadsheet.

MultiShipToStart

Type of Import

Once you have selected your option the Select Spreadsheet button will be activated and you can now select the spreadsheet you wish to import.

After selecting the spreadsheet you will be able to select the sheet within the Excel workbook that contains your address information.

MultiShipToSheetSelectWith the proper sheet selected click the Validate Spreadsheet button. If there are problems with the data in the spreadsheet, for example the Customer does not exist in QuickBooks® or you have duplicate address names in the spreadsheet, a list of errors will appear in the lower part of the application window.

MultiShipToErrorAt this point you can print the list of errors and warnings, correct the issues in the spreadsheet and re-select the spreadsheet; or you can import what passed validation and then take care of the errors.

Once the import is complete you will receive a message indicating the application is done, once you click the okay button the application will reset so you can do another file or you can exit the program.

Custom Advanced Reporting (CAR), Custom Reporting, QQube, QuickBooks

Custom Reporting Series at Intuitive Accountant – More About Reporting Tools

Donovan has posted his second article at the Intuitive Accountant, “QuickBooks Custom Reporting – A Series:  More about Reporting Tools.”  This article covers Xpanded Reports, QQube, QODBC and the Custom Advanced Reporting (CAR) tool.  To learn more about these tools have a look at the article, and let us know what you think.  Make sure that you’re watching for follow up articles in the series.

Custom Advanced Reporting (CAR), Custom Reporting, QQube, QuickBooks

QuickBooks Custom Reporting Article Series on the Intuitive Accountant

Donovan has begun writing a series of articles for the Intuitive Accountant.  His first article, “QuickBooks Custom Reporting – A Series: Introduction” can be found here.  Donovan will be following up this introduction with future articles on Custom Reporting. Have a look and let us know what you think, then keep an eye out for the follow ups.

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!

Custom Reporting, QuickBooks

After Scaling New Heights

Joe Woodard and Donovan at Scaling New Height 2013

Joe Woodard and Donovan at Scaling New Height 2013

My how time flies.  Seems like it was just a couple of weeks ago that I was in Florida teaching a handful of Scaling New Heights attendees a bit of what I know about QuickBooks custom reporting.  You may have noticed I said a “bit”.  Here at Alembic we have learned so much about how QuickBooks data is stored and how to report on it.  We get requests from all types of businesses looking for all types of reports and to try to cram in all that we know into an 8 hour workshop is just not possible.

In our workshop we discussed the QuickBooks Custom Advanced Reporting Tool and covered the basics of how it works.  Here at Alembic this is our preferred method of reporting on QuickBooks data when our customer is running QuickBooks Enterprise v11 or newer.  With this tool Intuit has given us access to views of the “raw” QuickBooks data.  We are still limited to the data that Intuit gives us access to, but we love the control we have over the data and the speed of the reports is typically super fast.  Another benefit is that the only additional cost to the customer is our development time.

The other tool we covered in the workshop was QQube. QQube is a third party product that brings your data into its own database that is formatted for reporting.  I won’t go into what all this really means but trust me when I say it makes it much easier for a user to learn to report on the QuickBooks data; it’s easier to report on a database formatted for reading than one designed for data writing and storage.  While we absolutely love the Custom Advanced Reporting Tool it does take a certain level of technical knowledge and skill to master.

While most users find QQube easier to understand and create their own reports with, we find ourselves choosing the reporting method that is going to meet the customers needs best. If you are in need of a custom report or would like help learning how to use one of these tools please contact us today.

Consulting, Custom Reporting, QQube, QuickBooks

Teaching At Scaling New Heights 2013

Earlier this year Donovan was personally contacted by QuickBooks® expert Joe Woodard, of Woodard Consulting, to present a workshop on Crystal Reports using QuickBooks® Data and QQube by Clearify at this year’s Scaling New Heights Conference at the Walt Disney World Resort in Orlando, Florida. In 2012 Joe was recognized by Accounting Today as one of the Top 100 influencers within the accounting profession. We were honored to receive the invitation from him and the opportunity to present a workshop at the Scaling New Heights Advanced Training Conference.

In order to prepare for the workshop Donovan became a Certified QQube Professional and Alembic is now a Certified QQube Solution Provider. We are excited about this new certification and look forward to working with you to determine how QQube can help you with your reporting needs.

When Donovan returns he looks forward to telling you all about it!

Consulting, QuickBooks

Constant Contact And QuickBooks®

Our friends over at AZ Retail recently asked us to create a report for them that would help update their Constant Contact mailing list more efficiently.

AZ Retail specializes in all things retail including QuickBooks® POS supplies, tagging guns and fasteners, price marking guns and labels, as well as a wide range of other store supplies.  When a customer places an order, AZ Retail sends out a “thank you” email via Constant Contact. Generating the list of customers that made a purchase in the last week was becoming a rather time consuming process, and this is why they asked us for a little help.

To help with this problem we created an Excel file that reads their QuickBooks® Enterprise invoices and generates the contact list they can upload directly into Constant Contact. The Excel file has a date range that is used to define the range of invoices they want to report on. When the date is changed, the file automatically looks at invoices and creates a distinct list of customers  who have made a purchase within that range;  displaying the main e-mail address and company name.*

Constant Contact

Constant Contact2

Now that AZ Retail has this new method of updating their Constant Contact list they can make updates in a matter of minutes so that there is no need to go into QuickBooks® to repeatedly run reports, export them to Excel and modify the data until they get a usable list.

If you are using QuickBooks® Enterprise 11 or higher and want a quick and easy way to update your Constant Contact list call or e-mail us today!

If you are using a different version of QuickBooks® and would like a quicker, faster way of updating your Constant Contact lists please e-mail us so that we can create a solution just for you.

* We are currently reporting the top level customer and not at the job level.

Consulting, QuickBooks

Update QuickBooks® Parent Name Utility

Our utility allows you to update or add a parent name to your QuickBooks® items.

When you created your items list in QuickBooks® did you ever think you would want those items categorized by using parent items? If your answer was “no” but now you think it would be the a great idea but don’t want to go through your 5,000+ items one at a time and check the “Sub Item of” box and select the parent item, then don’t.  We have created a utility that will update the parent items for you, whether there’s one currently assigned or not.

Our Update QuickBooks® Parent Name Utility will add your parent items for you then assign them to your items based on criteria you provide.

The utility cost is $595*.

Contact us today for more information on this utility. If you have a specific need that you would like us to help solved please send us a message today.

*This utility is customized to meet your specific needs. For highly complex needs additional costs may apply.

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!

QuickBooks

Custom Advanced Reporting In QuickBooks® Enterprise And Microsoft Products

We were recently asked by several different users how the QuickBooks® Custom Reporting Tool interacts with Microsoft Excel and Access.  We have found the Custom Reporting Tool to be very helpful and the interaction between it and Crystal Reports is great.  However, we have noticed that there is an “issue” in the way that the product works with Access and Excel, which is what we want to talk about today.

The QuickBooks® Custom Reporting Tool works off of a File Based DSN.  This means that the connection info is stored in a file which is located in the same folder as the QuickBooks® file.  This file contains the “name” of the database that is being referenced.  The “issue” is that the database name changes every time QuickBooks® is closed and reopened.  For a product like Crystal Reports this isn’t an issue, because Crystal goes out to the file DSN and reads the database name every time it establishes a connection to the data.  The Microsoft products work a little differently though.

When you connect Excel or Access to QuickBooks® via the Custom Reporting Tool instead of going out and reading the database name every time, it stores the name in the application the first time you establish the connection.  The problem with this is that Intuit is changing that “name” every time you close and reopen the QuickBooks® file.  This means you have to “re-link” the data connection every time you want to use the Excel/Access file you created.  For example, in Access you have to go to Database Tools > Linked Table Manager and refresh the linked table information.  While this is not overly difficult, it is a pain.

If Intuit didn’t change the database name OR if Microsoft didn’t hardcode the database name in the connection then we wouldn’t have a problem…  BUT the “issue” is that they do.  We have been in touch with the developer at Intuit several times about this issue and at this point they have not made any changes.  They have informed us that they are looking into the issue, but we don’t know if or when they will make any changes to the way they handle the database name.

Hope this clears things up a bit on why the “issue” occurs, but unfortunately at this time there is no “good” way to make the two products play nicely with one another.