bizpro consulting services integrating business systems
DESCRIPTION
BizPro Consulting Services Integrating Business Systems. Tools for QuickBooks Import & Export Cleanup & Merge of Company Files Advanced QuickBooks Reporting Combined Financials Xpanded Reports Rules of Engagement: short questions during presentation Tweet answers. Today’s Agenda. - PowerPoint PPT PresentationTRANSCRIPT
Tools for QuickBooks Import & Export Cleanup & Merge of Company Files Advanced QuickBooks Reporting
Combined Financials Xpanded Reports
Rules of Engagement: short questions during presentation Tweet answers
BizPro Consulting [email protected]
www.bizpropete.biz
Today’s Agenda
Reasons to use these tools: Reduce or eliminate manual procedures Eliminate redundancy Eliminate intermediate data repositories
Spreadsheets Databases (i.e., Access, FileMaker, etc.)
“Mine” existing QuickBooks databases Synchronicity between data source and
QuickBooks Guarantee accuracy! Save time and money!
BizPro Consulting [email protected]
www.bizpropete.biz
Intuit Interchange Format file (.iif) Banks now switching to Direct-Connect
Excel spreadsheets (.xls, .xlsx) Comma- and tab-delimited (.txt, .csv) Direct-connect (i.e., bank to QuickBooks) Web-connect (i.e., e-commerce to QB)
BizPro Consulting
www.bizpropete.biz
Source: Export Lists
Choose List(s) to export
The export is formatted as follows:
Import List(s) (after modifying the above spreadsheet)
BizPro Consulting [email protected]
www.bizpropete.biz
BizPro Consulting [email protected]
part # description manufacturer part # cost qty reorder point reorder qty
GC002X00050 Stereo MXD55 130 3 1 3
GC002MC0100 Car Starter Battery sp30-r 39.95 0 2 6
GC002X00100GPS/Audio Vehicle Battery DCS-33H 67.95 2 2 2
GC012MC0100 Tires - Front Front tire 120/70-12 35.46 4 6 12
GC012MC0200 Tires - Back rear tire 130/60-13 49.21 3 3 6
1) File > Utilities > Import > Excel Files
2) Point to above spreadsheet (columns in red)
3) Mapping template is to the right -------
4) Import all five mapped items!
BizPro Consulting [email protected]
www.bizpropete.biz
.CSV file – Downloaded from Authorize.net (same as .IIF)
Text or Tab Delimited – Usually created by a web site (.txt)
BizPro Consulting [email protected]
www.bizpropete.biz
Typical Source: Online banking or credit card interface In QuickBooks, go to Banking > Online Banking Center
Once you “Receive Transactions”, you will bring up a “matching” window where you can select individual or groups of transactions, and post them to your QuickBooks register.
Note that the matching process in the Online Banking Center has improved significantly in 2010, and is much more user friendly. The possibility of duplicate transactions in your
bank account register has been virtually eliminated!
Web connect - .qbo downloaded from a web site and then “manually” imported into QuickBooks
Direct connect – transactions brought in directly for review (preferred method) – web page within QuickBooks
BizPro Consulting [email protected]
www.bizpropete.biz
Why do it? Reduce data export/import to a range of dates
Intuit recommends that no company file exceed 100mb
Eliminate obsolete names (customers, vendors…) Clean up and restructure inventory Restructure and consolidate chart of accounts Merge multiple company files into one co. file Transfer work from remote offices to home office Receive journal entries from accountants
BizPro Consulting [email protected]
www.bizpropete.biz
BizPro Consulting [email protected]
www.bizpropete.biz
Best darn utilities around! Check out www.q2q.us Release covers 2 versions Requires MS Access Other useful utilities
6.07 QB 2006 & 2007, Enterprise 6 & 7
7.33 QB 2007 & 2008, Enterprise 7 & 8
8.15 QB 2008 & 2009, Enterprise 8 & 9
9.09 QB 2009 & 2010, Enterprise 9 & 10
Transactions
BizPro Consulting [email protected]
www.bizpropete.biz
Lists
Usually done in many small “stages” with backups between each stage.Many useful reports facilitate error correction.
BizPro Consulting [email protected]
www.bizpropete.biz
One source company and one destination company
The dilemma: Payroll Checks cannot be transferred from one company file to another!
The Check Transfer Utility allows you to transfer Payroll Checks, Payroll Liability Checks and Sales Tax Liability Checks from one QuickBooks file to another QuickBooks file.◦ Note that the checks are imported as regular checks and will not
appear on payroll specific reports such as 941's and W-2's. Imported checks will contain all of the lines of data from the
original checks and will affect the same accounts, jobs and classes as the original checks, but will not be Payroll checks.
This program is for use by users who:◦ a. Prepare payrolls in one QuickBooks company file but need the data
added to another file for bank reconciliation or other purposes.◦ b. Need to transfer historical data as part of the process of starting a
new QuickBooks file or when converting from Enterprise to Pro or Premier.
BizPro Consulting [email protected]
www.bizpropete.biz
BizPro Consulting [email protected]
www.bizpropete.biz
The Irvin Report Combiner extracts data from 1 to 999 QuickBooks company files. It creates combining P&Ls and Balance Sheets based upon identical chart of account names. In addition, the Combiner can transfer the companies’ data to a new or existing QuickBooks "Consolidated" company file where the data from each company is identified by a separate class.
Objectives “Mine” the QuickBooks database Perform “What-if” scenarios “Join” data from multiple files Extract results to spreadsheets or other databases
Database types – The old and the new Flat files (i.e. Files with records) Hierarchical (i.e., IBM’s IMS) Relational (i.e., MS Access, MS SQL Server, IBM DB2)
QuickBooks has been relational since 2007 File = Table, Record = Row, Field = Column
BizPro Consulting [email protected]
www.bizpropete.biz
ODBC is a Microsoft spec that allows users to share information in a relational database across multiple and diverse platforms.
Examples: Microsoft SQL Server, MS Access, QuickBooks, Crystal Reports, MS Visual Basic, DB2 for PCs
The application must be ODBC-compliant QODBC is included with QuickBooks Enterprise (read-only) It is available (at a price) from www.flexquarters.com This facility allows you to “mine” the QuickBooks database
while “joining” multiple “Tables” based upon selection criteria Results of any selection may be exported to Excel or Access Interactive sync between QuickBooks and other SQL databases
BizPro Consulting [email protected]
www.bizpropete.biz
XML – Extended Markup Language Java script – Building GUIs OLTP – online transaction processing Shopping cart interfaces – i.e. GoDaddy Custom websites – Joe the builder Intuit third party solutions at
http://marketplace.intuit.com/ Intuit’s SDK for developers
BizPro Consulting [email protected]
www.bizpropete.biz
For more information, contact:◦ Pete Bornstein◦ (925) 964-9393◦ www.bizpropete.biz◦ [email protected]
Thank you for your interest!