| Techno Advisor |  |
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Have you been keeping up with all these new acronyms for technology? SQL, XML .NET, ODBC, VB all sounds like a new “foreign” language to me. Developers are trying their best to explain the differences, but what I keep hearing is “Now that QuickBooks is an SQL database, we have more choices for QuickBooks integration…” – so what does that mean anyway?
Well, we know that QuickBooks software allows us to collect various bits and grits of data. But what you may not know is that the QuickBooks data is managed and maintained by a Structured Query Language (SQL) that can be unique to a certain degree, because of its flexibility1. This means that as your business grows and your staff’s activities span across multiple points of introduction (such as working with an outside sales force, selling at a trade show, or selling on the internet), it is likely that you will sooner or later need to share your QuickBooks database with other databases, software applications or networks and operating systems. So here are two examples of how QuickBooks SQL helps you meet that need.
Example 1 – Copying data from MS
Excel data to QuickBooks:
Suppose you’re using a
program such as Excel or Access for “Estimating” of client projects, job
costs and calculating profit margins. After your staff is done creating an
estimate and the proposal is accepted by your client, how would you notify
the production and/or accounting department to move forward with the
project? Would you re-enter the estimate in your production and scheduling
software to set the wheels in motion? Would you re-enter the estimate in
your QuickBooks database, so that your staff can proceed with invoicing,
tracking of inventory, and reporting requirements?
Developers can enhance your staff’s productivity and business flow by automating the process of pulling and promoting specific data, from one database to another. The steps required might look like this:
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Additional Considerations:
- If you want to extract data from QuickBooks to another database the process is the
same, but simply flows in the opposite direction.
- When you upgrade one application (such as QuickBooks)
it can cause a domino effect that requires other parts of the process (such as the interface
routine) to also be updated.
- The cost of defining and developing QuickBooks interface routines has steadily declined. Four to five years ago, companies spent upwards of $ 30,000 - $ 50,000 to meet these objectives. Today, depending on the level of complexity, the average custom solution can be obtained for as little as $ 3,000 - $ 5,000.
Example 2 – Copying data from your Internet Shopping Cart to QuickBooks:
Another example that demonstrates the need for sharing database information is selling on the
internet. Once you have a shopping cart or order management system, what happens after
your shopper’s
purchase has been approved? Normally, you would receive an email informing you that a sales
transaction has occurred, been processed, confirmed and approved, and forwarded to the shipping
department,
but then what? Do we re-enter the sales transaction into QuickBooks to update our checkbook
balance and sales records? Do we re-enter the customers name in our customer relations management
(CRM)
software for future marketing efforts and promotions?
Sounds complicated doesn’t it? Believe it or not, the process is essentially the same. The developer’s steps to streamline this process, would look similar to this:
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In summary, welcome to the world of technology, where I think programmers are eating too much alphabet soup! But now you know – The QuickBooks SQL database is a platform for assembling data, that offers developers a certain level of compatibility and the foundation to effectively communicate with the QuickBooks SDK, a (XML based) bridge that connects QuickBooks to other business software applications.
1Although SQL is defined by both the ANSI and ISO organizations, there are many extensions to and variations on the version of the language defined by these standards bodies. Many of these extensions are of a proprietary nature, such as Oracle Corporation's PL/SQL or Sybase, IBM's SQL PL(SQL Procedural Language) and Microsoft's Transact-SQL. – Source: www.wikipedia.org
Call 561-683-3497 or email info@accountingdirectors.com for a customized QuickBooks integration quote for your business.
| Managerial Advisor | |
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Organizational Charts
Once your business grows beyond the “sole proprietor” phase, you can no longer function effectively under a “Mom/Pop” type format. You must adapt policies to handle subordinates, whether they are employees or sub-contractors. In order to maintain adequate leadership and control a more formal organizational structure must be introduced.
Organizational charts are used to illustrate the lines of authority, responsibility, and accountability.
Here is an example of a simple start:
Establishing an organization chart benefits employees by:
- a) Demonstrating an accurate concept of the organization.
- b) Understanding the chain of command and "who reports to whom".
- c) Understanding where one belongs.
At the top of the Functional Organization Chart is the function representing ownership. The President selects the top levels of management. One person may fill more than one position on the Organization Chart.
The managers, in turn, select their staff and enforce policy in compliance with authorized budget limits and the authority delegated to them.
Good organization requires that the delegation of authority pass through the functional organization, and that each functional manager have sufficient authority to carry out and fulfill their responsibilities. The process of delegating authority and assigning responsibility will allow the organization to utilize the talents and energies of all members of the organization.
DOWN through the channels from the top of the chart, flows the directives, policy, procedures, responsibilities, and control systems which management requires.
UP through channels, flow the reports and records, AND RESULTS, which are necessary to keep the organization functional.
Evaluate how your organizational chart incorporates technology:
The major functions are clearly defined in terms of requirements, authority, duties, responsibilities, accountability, and methods by which performance can be measured. Personnel are selected to fill positions solely upon their ability to perform the duties, to assume the responsibilities, and to be accountable for those functions.
If we were to modify the organizational chart to show
you how data might flow from one department to another,
it may look like this:
As you can see, the chart is a graphic portrayal of the relationships within and between the various functions and activities of the organization. While responsibilities of people flow downward, technology flows across and upward towards management.
Organizational structure is the framework upon which an organization depends for its form and efficiency, without it optimal efficiency and a high quality of work life is not possible.
All of the above are< directly responsible for the maximizing of profit, performance or productivity.
Claude Jenkins
claude@accountingdirectors.com
Management Solutions for Profit Inc
7896 Ambleside Way Lake Worth, FL 33467
(561) 969-3222
| Add-on Advisor | |
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Getting automated doesn’t always cost money! There are plenty of opportunities for becoming more efficient, but the challenge is noticing them, asking the right questions or just being observant and persistent. Here are two examples of QuickBooks clients that didn’t have to buy anything because they simply had under utilized existing solutions.
Case Study # 1
Problem – The “client trust liabilities” didn’t zero-out with the “client disbursements”, we were hired as QuickBooks experts to “fix” the books. But what we discovered during the reconciliation process was much more valuable.
I was working from the bookkeeper’s desk, I took a deep breath to observe the surroundings and across the room was another staff member working very diligently on her computer. This made me ponder and ask: “Where does the bookkeeper’s information come from”? The bookkeeper quietly pointed to the closing agent’s desk, who was opposite of us.
I jumped up for a coffee break, went to the closing agent and with some patience of understanding her job, discovered that her software tool “Double-Time” is an application that assists agents from title commitments to closing statements. The software balances the sellers and buyers transactions and also tracks transactions from the seller and buyer, including who provided deposits and who should receive checks “at the closing table”. After the closing statement is prepared, the bookkeeper was given a paper version of the data for re-entering into QuickBooks to (1) record deposits and (2) “print checks” for the closing.
So, I inquired: “Has anyone asked “Double-Time” if there is a QuickBooks interface? I was quickly handed a telephone number for “technical support”.
Solution – After one phone call, I discovered that there are two versions (already included in the software):
- an .iif import (a file structure that pulls-in transactions using an old QuickBooks method) and
- a “real time” import (that imports transactions simultaneously using the new QuickBooks method).
Within a few minutes of support from “Double-Time”, I was demonstrating the “QuickBooks import/export” routine to the bookkeeper.
This business owner didn’t even know that their bookkeeper’s salary was inflated by
20hrs/wk due to double-entry.
At $ 20/hr – that’s a savings of $ 1,600.00 per month.
P.S. – We also brought their books “back in balance” before we left the office, but we left knowing it is very unlikely that the problem will re-occur.
More Info:
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Double-Time” is a real estate closing software application. The QuickBooks interface transfers
transactional data to QuickBooks, so that “deposits into trust” are recorded, as well
as creating /setting-up checks “to be printed” for disbursements at closing from within
QuickBooks.
The software is owned by “The Fund” and can be found at: http://www.thefund.com/portal/products/.
You may contact Cher Wigley at: CWigley@thefund.com (or) (800) 515-0155.
Case Study # 2
Problem – We were brought in as QuickBooks Advisors to fix the Accounts Receivable, because “the bookkeeper is behind and the outstanding invoices were not getting entered on a timely basis for collection efforts and recording of deposits”.
During our initial interview with the client, we were told “The dispatchers software tool
'Electronic Service Control' creates invoices from the work done in the field, and then we
re-enter that data into QuickBooks”.
I immediately inquired “Has anyone asked 'Electronic Service Control' if there
is a QuickBooks interface?” The answer was quite shocking “Why yes, that’s why
we purchased it, but no one knows how to turn it on!”
You see: the accountant didn’t feel comfortable “exploring” software settings, and the computer technician didn’t feel comfortable “exploring” accounting settings. So the client was left with no one to turn to. (This went on for two years!)
Solution – We called the developer and within two hours, support walked us thru the “interview wizard” that asked all the accounting questions necessary. Before the end of the day, January thru June customer invoices were imported and reconciled so that “Sales” in the dispatch software agreed with “Sales” in QuickBooks.
This business owner knew that he was losing money on double-entry, but no one offered him “due diligence”.
During the most recent two years:
- This business has grown from 4 to 8 field technicians, and because of this simple solution, still only require one administrative support staff.
- The company has also embraced its existing technology further, to address “inventory and job cost” tracking, to grow their net profit margins from 5% to 30%.
More Info:
“Electronic Service Control” is a scheduling and dispatch application for the service business.
For example: Air Conditioning, Computer Technicians, Plumbing, Pest Control, Pool & Spa, etc.
The QuickBooks interface creates transactional data that updates Accounts Payable and Accounts Receivable.
The software is owned by “Coastal Computer Corp” and can be found at: www.coastalcomputercorporation.com. You may contact Greg Purdy at: gregp@ccc-soft.com or (800) 226-7529.
Call 561-683-3497 or email info@accountingdirectors.com for a customized QuickBooks integration quote for your business.