Thursday, June 26, 2008

GoldMine: How can I make completed activities show up on my calendar?

By default, after you complete an activity it will no longer appear on the GoldMine calendar. If you’d like to see your completed activities, do the following:

· Right-Click within the calendar and choose Activities.

· Check the types of completed activities you wish to display from the list on the right side of the window.

· Click OK. The completed activities will now appear on the calendar with a gray background and a strikethough line.

GoldMine: One of my automated processes is failing. How can I tell which track it is?

Create an entry for Automated Processes that will outline each step in every track. To do this, open the username.ini for the person you are logged in as and insert the following section:


This will set the process monitor to report on each individual section of an Automated Process.

An example of the Process Monitor after this feature is enabled:

0[1] Automated Processes [12:18 am - 4/30/2008]
0[1] Scanning Contact: Blue Pelican Consulting; Parker Fillman
0[1] Read Track: Opportunity [Next Event: 100, Track: 100012 ]
0[1] 10 If sale, attach to Customer Welcome
0[1] 20 If sale, remove from Opportunity
0[1] 100 Print Letter: Sales Proposal
0[1] --> Triggered.
0[1] Print Form [5NTC1VO$OXV2MPX]
3[1] Error printing form [5NTC1VO$OXV2MPX]
0[1] 110 Verify forecast probability & date
0[1] --> Triggered.
0[1] Schedule: 4/30/2008 NATALIE Verify that probability and close date have not changed--
0[1] 120 Check for uncleared follow-up call
4[1] Automated Processes: 1 Contacts; 1 Scanned; 2 Triggered; 1 Pass(es) [Ended 12:18 am - 4/30/2008; Dur: 0:01]

This should enable you to tell which track is failing so that you can correct the problem.

GoldMine: When I send a blast e-mail with a GM Template, it saves the e-mail on every record. Do I have to save the entire e-mail with every record?

No, you can save just an item in history that lets you know the e-mail was sent without actually saving the e-mail:

* Go to Edit/Custom Templates

* Click on a template and choose Merge

* Click on the File in History tab

* Uncheck the box next to “Save Template Text in History”

* An item will be created in history but the text of the template will not be stored

GoldMine: Can I create an e-mail merge that can be sent at a future date and time?

Yes, follow the steps below:

* Make sure you create the filter you want the e-mail sent to first

* Click on Contact/Create E-mail/Message to Contact or click on the Mail Center Button and choose New E-mail

* To the left of the From and To boxes are 4 small buttons. Click on the last button

* Check the box next to Merge this E-mail to a group of contacts and choose from the options below who you want to send the e-mail to

* You can either type in your Subject Line or choose from a Template from the drop-down menu

* Next, click on the third small box on the left of the From and To

* Click on the Queue, Calendar and History Options button

* Enter the time, date and complete the additional options

* Click on the Queue button and the e-mail will be saved and sent at the time and date you set

GoldMine: Clients receive an e-mail and it is linked to that contact’s record when it is opened, but they actually want to link it to another record.

You can unlink the email from the contact and re-link it to another contact by completing the following:

* Open the e-mail center and open the e-mail you want to link to another contact record

* Click on the Re-link/Un-link button on the menu bar

* Choose link to another contact and the Attach e-mail to Contact box will appear

* Choose the option from the list that best suits where you want to link the email

* If you do not want to move the “From” e-mail address to the new record, make sure the ”Link the address to the contact” box is not checked or GoldMine will also move the e-mail address to the contact record

GoldMine: You can also have your e-mail automatically deleted from your mail server once it is downloaded into GoldMine.

Remember, this removes your e-mail from your mail server and you will only be able to access it from within GoldMine.

* Go to Edit/Options (Edit/Preference in previous version of GoldMine)

* Go to the E-Mail tab (or the internet tab in previous version of GoldMine)

* Click on More Options and click on the Advanced tab

* In the E-mail center section check the box next to “Delete all server mail”

* Click on the accounts tab and highlight your account

* Click on Edit and check the box next to “Auto-delete” and click on Okay until all the changes are saved.

GoldMine: I'm trying to send an email and get an "authentication required" message from my server. Where can I fix this?

  1. Go to Edit/Options
  2. Choose the E-Mail tab
  3. Click on Accounts
  4. Click on Edit (at the bottom)
  5. Choose Advanced Options
  6. On the right side of the Advanced Account Setting box you can check the box before This Server requires authentication.
  7. Click OK – 4X

GoldMine: When I reply to a message, GM automatically puts it into the filed folder. Can I keep the message in my inbox?

Yes, you can keep the message in your inbox until you are ready to file it by changing a setting in your User Preferences.

* Go to Edit/Options

* Choose the E-Mail tab

* Click on More Options

* Choose the Composing Tab

* Uncheck the “Complete Original Message” option

* Click OK and OK

* You message will now stay in your inbox

Make sure you file it so the message will be recorded in history

GoldMine: Is it possible to configure GM and/or GM E-mail rules so that GM only downloads email from the POP server for contacts in the GM database?

Yes. This setting is in the preferences.

Edit> Options > E-Mail tab >More options > Retrieval tab and make sure that Skip messages from contacts not on file is checked.

GoldMine: How can I find contacts with no email address since I cannot filter from this field?

You can find contacts with no e-mail address by running the following SQL query:

* Or you can use the following SQL query:
SELECT accountno, company from CONTACT1 where accountno not in (SELECT accountno from CONTSUPP where rectype = 'P' and contact = 'E-mail Address')

* After running the SQL query you can create a Group based on the query

* Go to Lookup > Filters

* Go to the SQL Query tab and run the Query

* Go to the Groups Tab and on the top half of the screen right click and choose New

* Name the Group and choose Next

* The Group Building Wizard will pop-up

* Choose SQL Query Records

* Select the field you would like the Group sorted by

* You can add a Reference Field and Filter Expression if you wish (for this purpose we will not)

* Choose Next and Finish and the Group will be built based on the SQL Query

Tuesday, June 24, 2008

An Enterprise Solutions client who tracks inventory, wants to know why QuickBooks is reporting “negative” inventory numbers and how can it be fixe

Inventory will go negative when a client sells a product before they have it in inventory.
QuickBooks uses an Average Cost basis when calculating inventory values and by allowing an inventory item to go negative, the average cost will be way off. This is why you should never let inventory go negative. This will skew the gross profit figures.

There are two options for correcting this problem:

1) Adjust Inventory within the program. This is a cleanup approach that avoids the necessity of changing hundreds of dates. First, do a physical inventory in QuickBooks. (Vendors>Inventory Activities> Adjust Quantity/Value on Hand.) Always check the box in the lower left that says”Value Adjustment”-just in case you have to adjust the value of any item. Make the adjustment account an expense account and call it something like “2008 Inventory Cleanup”. This way you can see the impact on the P & L. Also, make sure that the value of the inventory asset account equals the total of the inventory value in the “Inventory Valuation Summary Report”. (Reports>Inventory>Inventory Valuation Summary).

2) Change All Items Individually- this is the suggestion from the Intuit Tech Support Group. They suggest going back to all the products and the times they went negative and change the dates of either the invoice or the receipt of goods. This could create a lot of work and there are also other potential drawbacks.

In order to avoid future negative inventory numbers either:
1) Use the Sales Order function, or 2) Make the Purchase first.

An Enterprise client needs to know the effect of voiding a check in a closed period.

When you void a check dated in a closed period, QuickBooks warns you that it could affect your prior period reports, potentially causing inaccuracies. If the voided check was only associated with an expense account, QuickBooks creates journal entries to keep your prior period reports accurate. If the check was associated with any other accounts or items, you will need to take extra steps to ensure that your accounting reports are accurate.

If the check you’re voiding is associated with an expense account, QuickBooks defaults to creating two journal entries to preserve your financial reports. If the check is associated with a non-expense account, QuickBooks will notify you that voiding the check could affect previous financial reports. Examples include checks with associated items, bill payments, paychecks, payroll liability payments and sales tax payments. You can choose to override the warning, but it is recommended that you consult with your accountant.

Want to know an easy way to expose the general ledger entries behind an invoice in QuickBooks?

It’s as easy as pressing CTRL-Y when on an invoice form. This will allow you to view all the debits and credits behind the scenes of the form. You can use this from other forms as well. For instance, bills, paychecks, and credit memo’s. You can even utilize this function from within account registers.

A QuickBooks user wants to know if there is a way to automate recurring charges?

If a bill recurs regularly at the same amount, create the bill, go to Edit>Memorize Bill (or hit CTRL-M) and select the “Automatically Enter” radio button. Set the recurrence frequency, the next time to charge your account, and the number of days in advance to enter the bill. Then click OK. The bill will automatically be entered on the date selected.

An Enterprise Client user asks, “How do I handle an insufficient funds check received from a customer?”

To handle a bounced check, set up a new item in the Item List and choose “Other Charge” as the type. Name the item, “NSF”, make it non-taxable and direct it to your checking account. When a check bounces, invoice the customer using the NSF item. This will deduct the funds from your bank register and set up the receivable.

Saturday, June 14, 2008

Selling for your competitors

My June column is posted and it's about selling for your competitors (and partners).

Wednesday, June 11, 2008

June Business Week Column - The Super User

My June BW column is here

It's all about the importance of assigning a non-IT 'super user' to your software project.