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.

Consulting, QuickBooks

Open Sales Order In QuickBooks® Enterprise

We were going over a few issues that we had identified in QuickBooks® Enterprise with one of our clients.  During the 2 hour meeting one of the salesmen asked why a certain Sales Order was still showing as open.  Our first response was, “Because it’s not closed,” which we quickly followed up with, “Don’t know, let’s have a look.”  When we opened the Sales Order he got a rather puzzled look on his face when he noticed that the freight charge had not been invoiced.  So, in an effort to track things down we went and found the associated Invoice.  The freight charge was there, and he now had an even more confused look on his face.  Luckily the controller was in the room and spoke up, “Oh, I corrected it.”  By that he meant that he had added the freight charge to the Invoice and sent it on its way.  However, that did not take care of the open line item on the Sales Order.  So, we went in and check the “Clsd” column for the freight charge.

All was now right in the salesman’s world, at least for now anyway…


Packing Lists In QuickBooks®

I came across a client who was having trouble printing a packing list, in QuickBooks® Enterprise 2010, that displayed only one of the items on an invoice.  Here was there question followed by our answer.

Q: I have a Sales Order that has three items on it.  Two of the items are being drop shipped from two separate vendors and the third item is coming out of our inventory.  I have created an Estimate with all three items on it.  I then created the required Purchase Orders from that Estimate, followed by a Sales Order.  When I was ready to Invoice the customer I wanted to print a Packing Slip that contained only the one item coming out of our stock, however it shows all three Items.  How can I print a Packing Slip with only the one Item, but still include all three on the Invoice?

A: While there may be more than one way to skin this cat this is how we handle the situation.  Do everything the way you are up until it comes time to create the Invoice.  From the Sales Order click on the Create Invoice button and when prompted to create and Invoice of all Items or selected Items, chose selected Items and enter a quantity for the Item you want to appear on the Packing List and change the other Items to 0 (zero), click Okay.  Note that all the Items appear on the Invoice, but only the one Item has a quantity in the Invoiced column, the Item you want to print a Packing List for.  Go to Print and print your Packing List, only the one Item will be visible.  After you have successfully printed the Packing List go into the Invoice and change the value in the Invoiced column to the total number you intend to Invoice for, Save and Close.

Any questions?

Fishbowl, QuickBooks

Auto Numbering In Fishbowl

There are times when auto numbering is a very convenient thing to have, but there are other times when it creates trouble that we really don’t need.

One of these times is when we have two departments that utilize different numbering schemes for their sales orders. One department is happily moving along entering sales orders and all of a sudden their next number is hundreds or even thousands of numbers ahead or behind the last number they entered. After a few moments they realize that the number matches the format of the other department. How did that happen? Auto numbering! The system takes the last number that was used and adds one to it, then stores it in a hold location until it is called upon by the next sales order.  Again this is not always ideal.

This is something that recently happened with a client of ours,  and one of our recommendations to remedy this issue was to turn off the auto numbering feature in Fishbowl Inventory. This,  however, is not as simple as un-checking a check box. In Fishbowl you go to the Property Module (located in the Setup Module), from there  you will double click on the option you want to remove; in this case “Auto SO Number”, and delete it using the delete button in the menu bar. To turn this feature back on, go to the Sales Order Module (located in the Sales Module), click on Tools/Modules Options and check the “Auto-Assign SO Numbers” checkbox and enter the number for the next Sales Order in the “Next Number” text box.

This was not our only recommendation to fix the problem they were experiencing; however it was a rather simple one when it came right down to it.