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!

Consulting, QuickBooks

Custom Reports – Cash Register Receipt

One of the latest reports we created using the great new Custom Reporting tool in QuickBooks® Enterprise 2011 was a Cash Register Receipt Report that a client requested.  This report allows the client to enter a specific date and see the checks that were received for that day, what invoices they paid off, and then what account those checks got deposited into.

We have this report grouped by deposit account number and then by the check number.  The report displays the check number, date, and customer along with the payment total and total amount of discounts given for the invoices covered by that check.  Additional invoice details from the check such as date, memo, amount paid, discount amount, etc. are displayed as well.

This report will help the client with daily reconciliation of their finances, something very important to their business.  If you have a need to have all this type of info all in one place please feel free to contact us.  We will be happy to customize this report to make it fit the specific needs of your company, or use this as a starting place to create a whole new report for you.

Please note that this report was created using the QuickBooks® Enterprise 2011 Custom Reporting Tool and Crystal Reports XI.

Email us at quickbooks@acsi-az.com or call us at 620.454.9222 to discuss your custom reporting needs.

Consulting, QuickBooks

What’s Your Backup Plan?

We could have many long debates on the topic of cloud computing and on-line services, but that is not where we want to take this post.  We feel that there is a time and a place for everything, but a majority of the time we try to keep services “in house” if at all possible.  However, this is not always the best solution, especially for small business that may not have the resources needed to perform all their necessary day to day activities.

Instead of debating on the practicality of using “the cloud” and covering pros and cons; we would like to take a moment and cover some alternatives you might want to have available for when the cloud your business depends on isn’t available.  We have seen this happen more frequently than many would like (no one wants the access to their data cut off, and it’s really frustrating when you have no control over the recovery of those services) and most notably Intuit has suffered two such outages in a one month period.

Instead of signing up for online services, sitting back and relying on “the other guy” to give you access to your data 24/7 we would encourage you to have a backup plan.  Let’s take a look at some things you can do to ensure that your business doesn’t come to a screeching halt when an unforeseen outage does inevitably occur.

In reviewing many of the forums, twitter and other community sites it seems that Payroll and Credit Card Processing are the largest areas of complaint when someone like Intuit has an outage.  So, what can you do to make sure employees are paid and you are able to collect payments from your customers during a time such as this?

Payroll

Use the IRS site to help calculate pay-checks manually.  Publication 15 – Employer’s Tax Guide, or Circular E, is the tool you’re looking for, you can download Publication 15 here, or you can use a free paycheck calculator such as the one available from Paycheck Manager.  You can then cut checks manually and enter them into QuickBooks® later.

If you are using Assisted Payroll you are going to want to call them to determine them how you should handle your payroll.  They may be able to assist you with processing your payroll over the phone, during the outage.

  • Intuit Online Payroll – 800-624-1465
  • Intuit Complete Payroll – 888-236-4282
  • QuickBooks® Assisted Payroll – 888-712-9702
  • QuickBooks® Do-It-Yourself Payroll – 800-624-2106

Credit Card Processing

Collect the customer’s credit card information (card number, name on card, expiration date, billing zip code and CID are all good things to have) and process the card at a later date.  You can always call the credit card company to verify funds are available.  Yes this takes longer than normal, but you’re still able to conduct business.

  • Vista & MasterCard 800-228-1122
  • AMEX 800-528-2121
  • Discover 800-347-1111

Another option is to sign up for a PayPal account.  You don’t have to use it if you don’t need it and you only pay when you do use it; so there’s no disadvantage to having it there as a backup plan.

We never know when an issue is going to rear its ugly head and for that reason we should have a backup plan in place, ready to implement at all times.  It is extremely frustrating when one of your providers goes down, Intuit for example, but what if your own internet connection, phone system or power goes out?  How are you going to conduct business then?  It could happen to any of us and we need to be prepared.

Think about these things and begin putting a plan together today.  Please feel free to contact us if you need any assistance in developing your “Plan B”, we are here to help!  Make sure that you aren’t one of the businesses turning away sales because you weren’t prepared the next time you see a message informing you that service is currently unavailable.

QuickBooks

Intuit GoPayment

There is a great tool for businesses that have sales or service people out in the field and need to take payments; it’s called Intuit GoPayment.  This tool allows anyone with a subscription to process all major credit card payments right from their web enabled mobile phone.  There is even an optional blue-tooth credit card swipe that you can use if you receive many payments in the field and you’re looking to get the swipe rate on your transactions.  No terminals or imprint machines to hassle with.

This service will allow your staff to receive payments on the spot, rather than waiting for a check to arrive and clear, plus it gets your cash flow moving faster.  I haven’t met anyone that didn’t want to get cash coming in as fast as possible.

If you find yourself out in the field and you receive a “GoPayment” and you client would like a receipt, no worries.  Another great option is the ability to e-mail or text a receipt to the customer.

With Intuit GoPayment, you have the ability to easily manage users and transactions online; or, if you use Intuit QuickBooks®, you can download transactions directly into your company file.  Could they make this any easier?

It’s all about getting paid faster!  If this is something you’re interested in please contact us today for more information.

Consulting

Custom Reporting And QuickBase®

Here at Alembic we pride ourselves on our ability to create custom reports for a wide range of products; and we have just added another tool to our arsenal, QuickBase®.  QuickBase® is a great product but is lacking quite a bit when it comes to attractive, printable reports.  The ability to create online databases quickly and easily is great.  However, a majority of the time we are creating databases from which we need to provide visually appealing output from.

With the use of the QuickBase ODBC driver we can link to your QuickBase® data and create reports using Crystal Reports.  We can also use the driver to access QuickBase® data directly from applications like MS Access, MS Excel, MS Word and more.

If you find yourself in the need for such services please contact us today to see how we assist you.