Wednesday, July 23, 2008

CRM: Set Primary Contact

A client recently had this issue: How can I make sure that every account created has a Primary Contact?

You can do this by creating a workflow. The details are below:

Step 1: To create this workflow, go to Settings > Workflows and click the “New” button. Name the workflow rule “Set Primary Contact” and choose the Contact as the entity for the rule.

Click OK to launch the Workflow editor.

Step 2: Leave the default settings for the “Scope” and the “Start When” options and click where it says “Select this row and click Add Step.” Add the step “Check Condition” as shown below:

For the step description, type “Check if parent account has primary contact.” Then, in the “If” clause, click the link to configure the condition. Check to see if the related “Parent Customer (Account)” Primary Contact field Does Not Contain Data.

Save and close this window.

Step 3: Next, click the second row of the If statement, and click Add Step > Update Record. Let’s give this one the description “Set Primary Contact.” In the Update drop down, choose “Parent Customer (Account)” under the Related Entities.

Step 4: Click the “Set Properties” button and the Account form will open. Place your cursor in the Primary Contact field, and in the form assistant on the right you’ll notice that CRM has set the Operator and Look For values to Contact. Leave these as they are and click the “Add” and “OK” buttons to add this value to the Primary Contact field.

Save and Close this window, and then publish your workflow.

To test the rule, create a new Contact for an Account that has no Primary Contact. When creating your new contact be sure to fill in the Parent Customer field on the Contact form. Save the contact and navigate to your Accounts list view and open the Account. Your new Contact should now be set as the Primary Contact for the Account.

CRM: Custom Fields Follow the Quote

A client asked: We have custom fields on our quote form for VIP memberships. When we convert a quote to an order, the VIP Club ID does not come over. What do we need to do?

To push custom fields from Lead to Account or Quote to Order, you need to adjust the mapping between these two entities:

* Select Settings > Select Customization
* Select Quote > Select Relationships > Select Quote to Order
* Select Mappings > Click New > Add a mapping between the custom fields (in this case, new_vipclub to new_vipclub)
* Save the changes > Publish Customizations

Now when you enter a VIP Club ID in the Quote, activate the quote and convert it to an Order, the VIP Club ID entered in the Quote will appear in the order.

CRM: Activity Tracking

A client recently had this question: I would like to associate my projects with related accounts and track project activities by account. How can I do that?

One of the most frequently requested items when it comes to enhancements to Microsoft CRM is the ability to track activities and associated time to a specific client project.

To do this you can configure CRM using the Customize functionality. You do not have to write custom extensions, .NET code or JAVA code.

* Select Settings > Select Customize > create a new Entity (table) called Project

* Add appropriate attributes to the project entity (i.e. the data you want to capture such as the project name, project budget, and timeline).

* Create a relationship between Activities and Project: For any given project you can have an unlimited number of activities

* Create a relationship between Account and Project. For any account you can have an unlimited number of projects

* You can now track activity records to a specific project in addition to direct to the Account, Contact, Ticket, User and more. Within the Activity record is the ability to capture a start time, end time, duration and whatever else you want to add.

CRM: Creating Dashboards in Excel

A client asked: What are Dashboards and how do I create one?

Dashboards are a hot new way to integrate Microsoft CRM and Excel. Dashboards provide you with an instant warehouse of data in a familiar tool: Excel. Excel is being used for dashboards of key information and you get all your data in a fine-looking chart format.

Step 1: Setup the Dashboard:

* Using Advanced Find choose the criteria of data you are interested in on an ongoing bases. For example, try using closed sales totals by month and category.
* Save your Query
* Display your Query
* Using the Excel Button, Click and choose create a Dynamic Excel Pivot Chart
* Design your chart from the numerous Microsoft Excel features to leverage the data from your query.
* Save your new Dynamic Excel spreadsheet.

Step 2: Run the Dashboard whenever you want:

* You can open your Dynamic Excel spreadsheet anytime to check out your chart.You do not need to be in Microsoft Dynamics CRM. Your custom chart updates with current Dynamics CRM Sales data automatically.

CRM: Global Replace

A client recently asked: How do I do a global replace in Microsoft CRM?

There are at least three ways: manually, using a workflow and using the OnChange event. To do a quick cleanup of data, you can use the manual method:

* Choose Accounts
* Select a view and sort on the field you want to update (e.g. Incorrect Address Format)
* Click on the first record > Shift-click on the last record
* This selects all accounts where State equals Pennsylvania.
* Choose Edit > Change the state field to PA
* Save and Close

If you have a lot of records to change or will be making this change on a regular basis, you can create a manual workflow:

* Select Settings > Workflows
* Click New > Enter a Title (Change State Name)
* Check On Demand as the type of workflow
* Enter a condition of Address1:State begins with Penn
* Save the workflow

When you are in the view Incorrect Address Format, you will see all records that are entered as Pennsylvania. Click Run Workflow from the view and select Change State Name from the Workflows listed. The state name will be changed to PA and listed in the view My Accounts in PA.

Heat: A Distinguished Name

A client wants to know: We are setting up the Heat Link to LDAP and want to know where we can find the UserDN?

Linking to Active Directory requires a DN (Distinguished Name). To locate the UserDN to setup the Heat Link to LDAP, you would do the following:

* Launch Active Directory Users and Computers, Select Action > Find

* After finding the LDAP ID, select View > Choose Columns

* From the Choose Columns window select X500 Distinguished Name, click Add. The X500 Distinguished Name will appear in the Find window.

* The X500 Distinguished Name is used in the UserDn field because Active Directory does not allow the use of Anonymous bind.

Heat: Backup FLS

A client asked this: We lost our FLS contents after upgrading Heat. They do not appear to be in the archive we made prior to the upgrade. Can we retrieve FLS?

Yes, you can use a SQL BAK file to restore the FLS tree. As you state, FLS tables are not included in an archive and should be exported and imported (the .dst file) prior to an upgrade to avoid losing the FLS tables.

To get your FLS back, you need to do the following:

Step 1: Restore Heat to a SQL shell database
* Locate the SQL backup of the Heat database prior to the upgrade.
* Restore this backup to a SQL Database shell.
* Login to the FLS application with the previous version of HEAT.
* Select File > Export to export a .dst file (backup file of the tree).
* Name this file and save it.

Step 2: Restore FLS to the upgraded Heat Database
* Login to FLS on the upgraded version of Heat.
* Select File > Import.
* Choose Select Source and browse to the .dst file exported above.
* Choose Select Target Tree and select the correct tree name from the list.

(Note: This tree should be the one that is configured through the Administrator > Defaults > Searches > Knowledge Search Defaults. On the Search Engine tab there is a listing for FLS Tree. This is the name of the tree that was previously configured for your FLS integration).

* Choose the correct Attachment Directory and then select OK.
* Select to either Retain or Delete existing attachments (suggest Retain) and the import will be complete.

Tables that Contain the FLS Tree:
FLSTree
FLSSeq
FLSList
FLSINI
FLSDel
FLSAtt

Heat: Lost Password

A client asked this: A former employee changed the HPK password and did not tell anyone. Do we need to reinstall HPK to get back in?

No, when the Administrator password to HPK is reset, lost or forgotten, there is a way to restore to the default password of "manage". You need to do the following steps:

* Locate the DefaultACM.ini in the Program Files\HEAT\Plus Knowledge\Bin directory on the HPK server and open it using Notepad.

* Approximately midway down the page locate the line entry: [ServiceModuleUsersAdministrator]

This is the configuration for the Administrator user. The entire configuration will look similar to what is shown below. You need to locate the Password line and change it.

[ServiceModuleUsersAdministrator]
Allow-Statistics=yes
Navigate-Domain=#EMPTY#
Content-Domain=#EMPTY#
KBEditorDomain=#EMPTY#
Editor-Domain=#EMPTY#
Query-Domain=#EMPTY#
KBAuthorDomain=#EMPTY#
Password=cGgoluJCh7BHbv8qFMFI8A=
MetaData-Domain=#EMPTY#
Element-Domain=#EMPTY#
KBAdminDomain=#EMPTY#
Allow-Admin-Access=yes
KBViewDomain=#EMPTY#
ViewID-List=default
Allow-User-Access=yes
Author-Domain=#EMPTY#
Allow-Syndication=yes
Allow-Impersonation=no

* Change the value between the equal signs to cGgoluJCh7BHbv8qFMFI8A. This is the encrypted form of the word “manage”. It is case sensitive and must be exactly as you see it here. Once it is changed, save the DefaultACM.ini and restart the knowledge service.

You will now be able to login as Administrator with a password of "manage"

Heat: Too Many Demo Tables

A client asked: When we first installed Heat, we installed the validation tables that come with the demo data. Is there any way to find which validation tables are not being used and can be deleted?

Yes, you can use Crystal Reports to list the unused validation tables and then delete them (of course, create an archive or SQL backup before deleting any tables):

* Create a Crystal Report using the following HEAT Tables:
HEATTbl
HEATFld

* Link the tables as described below:

- Link the TableName field in HEATTbl to the ValTable field in HEATFld
- The join should be a Left Outer Join, and the Link Type equal (=).

* Add the following field to the Detail in the Crystal report
HEATTbl.TableName

* From the Reports Dropdown Menu choose Selection Formulas > Record and create the following Selection Criteria formula:

{HEATTbl.TableType} = "Validation" and
(IsNull ({HEATFld.ValTable}) or {HEATFld.ValTable} ='')

* Sort the Report by HEATTbl.TableName

* Run the report and the unused validation tables should be listed under TableName.

Heat: SQL Login for All Users

A client recently asked: We were told that the only way to use SQL authentication with Heat is to go to each workstation and type in sa and the sa password. Is this true?

No, there is an automated method to push out the sa user and password (or if you do not feel comfortable using sa, you can create a user specifically to access Heat - e.g. heatuser)

Below are the steps to allow users to launch Call Logging without entering sa (or an equivalent) and sa password at each workstation:

Step 1: You must create an ODBC connection that will default to the Heat database and uses SQL authentication. Use the normal method of creating a Heat DSN.

Step 2: Launch Call Logging and select the datasource to use as the default.

* Type in the login and password for the SQL connection.
* Click Yes to "Automatically use this database UserID and Password".

Step 3: You need to export the registry key with the default user and password

* Go to Start > Run
* Type in regedit and press Enter.
* Expand the registry to HKEY_CURRENT_USER\Software\FrontRange Solutions\Databases\HEAT (name of DSN) and highlight this key.
* Select Registry > Export Registry File and save the file.

Step 4: Run ODBCWizard.exe. This is located on the HEAT disk or your administrative image.

* Select Write an INI file based on existing data sources > click Next.
* Select the directory and the name of the INI file to be written > click Next.
* Select the data source you wish to export to the INI file > click Next.
* Click Finished.

Step 5: Distribute the ODBC.ini file to users

Send a copy of this ODBC.ini file and a copy of the exported registry key to users requiring the DSN and ODBC login credentials to be defaulted on their machine.

These two files should be included in a batch file set to run on login. The user will need to know that, when prompted, they need to read the ini file.

When the user launches Call Logging, they will not be prompted for the SQL User ID and Password, only their HEAT login.

Monday, July 21, 2008

A GoldMine user asks, "Is there a way to count activities on a per-user basis?"

Yes, you can track the number of activities completed per user.

Go to Tools > Filters & Groups (Lookup > SQL Queries in GoldMine 7 or earlier), then click on the SQL Query Tab. Paste in this:

select userid, srectype as Type, count(*) as Number from conthist where srectype in ('A', 'C', 'M') and ondate >= '1/1/2000' and ondate <= '6/30/2008' group by userid, srectype
Change the date range to suite your needs. This counts appointments (A), calls (C), and emails (M).

You can send these results to Excel by right-clicking, selecting Output to and then Excel.

(thanks to Chad Smith for this tip)

A GoldMine user asks, "How do I schedule an activity to a team of users?"

If you have a team working on a particular project, you can easily schedule an activity (appointment, task, call, etc) to the entire team at once. Begin in the appropriate contact record by selecting Schedule. Choose the type of activity.

In the next window you will find the Users tab. Select the users you wish to add by highlighting the name in the left-hand box and then clicking the Select arrow to move the name to the right-hand box. (You can check for calendar conflicts after choosing your users by clicking the Free/Busy tab.) When you have added all the users, click Schedule.

This will add the activity to each GoldMine user’s calendar and activity list.

A GoldMine user asks, "How can I schedule an activity to a group of contacts?"

First you will need to create the filter or group which specifies the contacts to which you want to assign the activity. Go to Tools > Filters & Groups and create your filter or group.

To then schedule an activity to that group, begin by selecting Schedule. Choose the type of activity.

In the next window you will find the Filter/Group tab. Check the box labeled ‘Schedule to a group of contacts’ and use the drop-down list to choose the appropriate filter or group. (You may also choose ‘ALL Contact Records’.) A Pending activity will be posted to each contact record, and the activities will appear as usual in your Activities and Calendar views.

A Goldmine user asks, "Can I choose an activity’s rollover date, or delegate the activity to someone else?"

Yes. Select the appropriate activity, either through your Calendar or your Activities view, and right-click on it. Choose Roll-over. From here you can change the User, if you need to reassign the task to someone else, or you can choose the Date you wish to reassign the selected activity to.

A GoldMine user asks, "How can I view other users on my calendar?"

Go to your Calendar view. At the top is the Users drop-down box; choose Multiple Users. From here you can specify which users you wish to view by double-clicking on each user name in the left-hand box to move it to the right-hand box, then hit OK. Each user’s activities will appear on your calendar, color-coded for ease of viewing.

A GoldMine user asks, "How can I view all activities and history for an entire company?"

A GoldMine user asks, "If each member of a particular company has a separate contact listing, how can I view all activities and history for the entire company?"

The Relationships tab, when configured, will show the related records in an organizational tree. To show the pending activities and history for all records listed, click on the Rollup button. When activated, this view will show all history and pending activities for those contacts under the Pending and History tabs.

A GoldMine user asks, "Can I mass-update activities?"

The Auto-Update option in the Activities List provides a way for you to update or delete activities en masse.

Go to the Activity List tab and select the activities you want to update. You can filter these using the Show drop-down list to select a date range and the User drop-down to select one or multiple users, or by right-clicking in the open area and choosing Options>Date Range or Options>User.

You can further filter your activities by right-clicking and choosing Options>Activities to select the types of activities you want to view. Right-click in the open area below the activities list and select Options>Auto-Update. From here you can choose to complete or delete the activities you have selected.

A GoldMine user asks, "How can I look at my Goldmine through tiled windows rather than file tabs?"

GoldMine’s features can be accessed through windows or tabs. Windows enable more features to be shown at the same time, while tabs provide a simpler way to organize and navigate between features.

To switch to tab mode from window mode, click the maximize button in the upper right corner of an open window.

To switch to window mode from tab mode, click the window button to the left of the first tab.

A GoldMine user asks, "Can I easily access Google directions via GoldMine?"

To create a button in your taskbar which will give you a Google satellite view for your current contact:

First, open the Task Bar in Premium Edition by clicking on Customize from the top menu. (In GoldMine 7 & lower, the Task Bar is open by default on the left side of the screen.)

Right-Click within the TaskBar and choose Add New Item.

Change Item Type to Website and fill in the data as follows:

URL: http://maps.google.com/maps?f=q&hl=en&geocode=&q=

URL Data: <address1>>,+<zip>>&t=h

Click OK.

(thanks to Chad Smith for this tip)

A GoldMine user asks, "How do I change my default Alarm lead time?"

GoldMine sets the default “Alarm Lead Time” to 10 minutes before the activity is set to occur. This can be changed on an activity-by-activity basis but you also have the ability to change the default lead time.

Go to Tools > Options (Edit > Preferences in GoldMine 7 & below) and select the Alarms tab to change the Alarms default lead time to whatever suits you.

An Enterprise Solutions payroll user asks, “What is the Employee Organizer and how can it help me?”

The Employee Organizer is a comprehensive employee management tool that is integrated with QuickBooks so you never have to enter the same data twice. When you need to hire, terminate, give raises or promotions, track leave of absences, the guided processes will guide you step by step and give you links to the latest regulatory information and forms. Use of the Employee Organizer can help reduce the risk of penalties and legal disputes. Another useful feature is the “Ask an Employment Question” service which is available to answer your specific employment questions via email at no additional charge. When you need to access employee data, Employee summary reports provide you with detailed employee profile and compensation data. There are also additional QuickBooks List reports for Employee Organizer.

To access the Employee Organizer select it from the Employee toolbar dropdown menu.
5 More Tech Trends To Ignore

Last month I discussed five tech trends that weren't worth a small business owner's time. Well...I've got five more. Go ahead and punt on these until at least another year or two.

Facebook and MySpace

Take five minutes and check one of them out. Lots of people having fun, fun, fun! Big business is trying hard to figure out a way to make money from these sites. No one's really done it yet. Unless you're hawking Hannah Montana memorabilia, there's not going to be much of an audience for your product here. Small businesses should ignore these places for now. Want to join a great networking site with business benefits? Try Linkedin.com or Plaxo.com.

Open-Source Software

Sure, open- source software may be "free," but the propeller- heads you need to actually get it working, customized, and supported aren't. Spending time customizing a software product, just because it's "open source," doesn't mean that time is well spent. Business owners should stick to the boring, off-the-shelf stuff for now.

Windows XP

It's time to start ignoring Windows XP, too. Like it or not, the Microsoft operating system for businesses won't be sold after June 30. We are going to be forced to drink the Vista Kool-Aid. It still starts up slow. It still doesn't work with all devices. It will require a server with more memory than an elephant. But hey, now we get to see our invoices in 3D! And we'll all feel so much more secure, too, right? Whoever said that life gets more complex the older you get definitely works at Microsoft. Goodbye XP and Godspeed. We'll miss you.

Microsoft and Yahoo

Frankly, we really don't care about Microsoft's attempt to buy Yahoo (YHOO) (BusinessWeek.com, 2/1/08). Let us know when it's all sorted out. Then we'll Google (GOOG) the story.

Virtual Worlds

There's been a lot of hype around virtual societies like Second Life. Some big companies are taking this stupidity seriously and buying "real estate" to advertise products (BusinessWeek, 5/1/06). These are the same big companies that spend big money on overpriced consultants and gold-painted corporate jets. Small business owners should ignore these virtual worlds- until they find a way for a virtual guy named "Knuckles" to beat the stuffing out of a real-life delinquent customer.

Taken from Gene's Quicker! Better! Wiser! newsletter for July. To sign up to receive this newsletter and get a free list e-mailed to you once a month, please e-mail Caryn@marksgroup.net

An Enterprise user asks: How do I setup and customize user permissions?

QuickBooks has the ability to completely customize each user’s permissions. User Permission means the ability for you to add or restrict access to certain areas of your QB’s file for each user.

Enterprise Solutions allows each user to have one or more fully customizable “Role”. (This is not available in Pro or Premier). To access the role list select Company>Users>Setup Users & Roles and click on the “Role List” tab. Here you will see an entire list of roles. Existing roles can be edited from this menu. Select one of the roles and select “Edit”. This displays the “Edit Role” window. Here you’ll see a description for each role as well as an area called “Role Access”. Under this is an area called “Areas and Activities”. There is a plus sign next to each area. Click it. It opens to even more detail for that area. A filled circle means “full access”. A partial circle means “partial or mixed access”, and a hollow circle means “no access”. The “partial” or “mixed” access can be further broken down according to the area on the right of the screen, labeled “Area Access Level” .

Each role can be finely tuned and you can even create new roles.

Thursday, July 17, 2008

july forbes column on liquidity

My forbes.com column for July discusses liquidity. It can be accessed here

Monday, July 14, 2008

Change Management: Automating Approvals

A client asked this: What ways can we further automate our Change Management
system in Heat?

A major change can be approving changes by email instead of in person. This is done with the Auto Ticket Generator and the Update action. You can also use Alert Monitor and Call Groups to monitor Change Requests specific to your technology area (Networking, Software, Hardware). To do this, you would do the following:

* Open Alert Monitor > Click Define System Alerts
* Click Browse > Select the Call Group to add to your Alert Monitor
(These could be call groups further defined as changes requests for
networking)
* Select an action (pop-up, sound, email) to alert you of new change requests
* Save the new alr file

This will allow you to monitor just Change Requests related to your IT group. It also will alert you of new changes as they come in.

Change Management: Approving Requests with Heat

A client wants to know: What is the recommended process for approving Change Requests?

This varies by organization. Some companies prefer to have each approver review the requests remotely and email their approval. If possible, it is preferable to have a periodic meeting and review the requests in order of priority, urgency and impact.

This review can done several ways. First, an Answer Wizard report can be printed by group (Requested, Pending, Approved) and distributed prior to the meeting. At the meeting, the requests can be reviewed by the committee by opening Heat and displaying the Call Groups in order:

* Group > Open Call Group > Requested Changes
* Group > Open Call Group > Pending Changes
* Group > Open Call Group > Approved
* Click Ctrl B to show a spreadsheet type of all calls in a group
* Click Window > Select the Call Group to display

In this manner the call requests can be discussed and approved (or put on pending) during the meeting by opening the Detail form and clicking the Approver buttons

Change Management: Tracking Changes

A client asked this: What is the best way to track open Changes Requests and what stage they are in (e.g. submitted, pending, approved)?

First, you will need to create Call Groups for each of these stages:

* Select Group > Open Call Group > Click Add
* Add a Call Group Name > Click Global
* Enter the following expression:
{CallLog.CallStatus} <> 'Closed' and {CallLog.ApprovalStatus} = 'Pending'
Click Save and this will give you all Pending calls. Repeat for any groups you want to track by

Then you can use Managers Console to track the number of each type of Change Request in real time:

* Open Managers Console > Start as Server
* Click New Tab > Add Name of Change Requests
* Click New Indicator > Click Next and select the Pending Call Group
* Click Next and select Gauge as the type of graph
* Click Next and select the number of Pending requests for each level
* Complete the actions section > Click OK

This will allow approvers to log into Managers Console and launch Call Logging when a new request is made

Change Management: Restricting Views

A client asked: I have certain fields that only the Change Manager should see. How can I hide them.

This can be done through a View and a Security Role:

Create a view that contains the fields only for the Change Manager
* Select the CallLog table
* Click the Create View button
* Select Change Manager from the Table column.
* Use CallLog > System to initialize the Form and Grid.
* Click OK
* Add the field or fields that you want the Change Manager to see
* Commit the edit set.

When the edit set is complete, select Security > Roles
* Click Add.
* Role Name is Change Manager.
* View Set is Change Manager.
* Click Apply.
* Click Close.

Add a User to the Change Manager Role
* Select Security > Users.
* Select a name from the Users list or
Select Add.
* If add was selected, then complete information.
* Select Change Manager as Security Role.
* Click Apply.

Remember, you can also alter the table rights as necessary through the Security Roles.

This will allow you to add fields to the Call Log form that only the Change Manager can see and edit.

Change Management: Heat Style

A client recently asked: We are just starting to setup Change Management. Where do we start with Heat?

Before you even touch the software there a number of things you need to do. Depending on your goals, you need to setup a group of individuals that will serve to review and approve (or disapprove) changes that are submitted through Heat. Their roles are:

Change Manager
The role of the Change Manager is point of initial contact. This person will create the issue or case in the call-logging module, take all the pertinent information that may be required to complete this issue.

Approver
The role of the Approver can be defined several ways. Once the Change Manager has assigned or created a new issue for this individual, then they will need to decide the how’s and what’s for the process of implementation and time frame.

Implementer
The Implementer’s role is just that. This person will be responsible for the implementation of the change. The Approver has assigned this person this task.

These roles should be created in Heat but also as a committee that meets once a week, once a month or whatever timeframe your organization requires to effectively approve upcoming changes.

Once you have assembled your committee of Change Manager, Approvers and Implementers, you can start modifying Heat to match the roles of the committee you have assembled.

First, there is a Change Request call type and related Detail form that comes with Heat. If you want a simple change management system, this may serve your needs. Most likely, however, this will serve as a starting point for your system.

If you choose to retain the Change Request call type and related Detail form, there are some changes below you can make to take a starter Change Management to the next level.

A. Change the titles on the Detail form: this can be done through a edit set or quick customize to modify the titles to fit your committee.

* Open Administrator
* Select File > Quick Customize
* Select the Detail table > select Change Request > select Form
* Right click on each role and rename to Approver1, Approver2 or use the
person's name if your change management group will be static
* Commit the quick customize and open Call Logging > select Change Request and
review the Detail form

B. Modify the autotasks associated with each person to perform other tasks other than add their login, date and time to the Approved section. For example, if a certain approver gives their approval it could serve as a proxy approval for the change manager. You could add the assignment by the Approver to the appropriate Implementer:

* Autotasks > Manage Autotasks > Select an Approval autotask
* Click Edit > Click Add > Click Create Assignment
* Enter the ValidatePrompt() function in the Assignee field
* Enter a message in the Notes that the assignment has been created for in
Call ID > Insert Call ID

This way when the Approver indicates their approval, they will be prompted to assign it to an Implementer, moving the process to the next step

Monday, July 7, 2008

A QuickBooks user asks, “Can I transfer /copy my Customer and Vendor information from one company file to another company file?”

The answer is “Yes”, you can import your customer, vendor, account and other lists from one QB’s company file to another. While in the QB’s company file you want to export from select FILE>UTILITIES>EXPORT>LISTS TO IFF FILES. A window displays for you to check off which lists you want to export. The system will default to save these files in your QB’s folder. Once completed, open the file you want to import into. Go to FILE>UTILITIES>IMPORT> IFF FILES. Your QB’s file will open and you will see the files you just exported. You will need to import these one at a time. Depending on what you need to import, there is a specific order in which importing should be done.

A new Enterprise user wants to know if there is a way to import their Customer and Vendor records into QuickBooks.

QuickBooks can import list files for Customer/Vendors/Account and Item list items. To do this, select the FILE menu, then select UTILITIES>IMPORT>EXCEL FILES. Select ADVANCED IMPORT. This opens the Import a File window. Select the .xls file you want to import by browsing to it, choose the sheet and check the box if there are header rows in the data file. Next, select the drop down arrow for Add or Select a Mapping and select . Mapping is how you tell QB’s which columns in the import file contain what data.

Each mapping you create is saved in your company data file. Give your mapping a name, select an import type, select a QB’s field that you want mapped to a column in your Excel file that maps to this field in QB’s. Repeat until your mapping is complete, then click SAVE. Click on the PREFERENCES tab. Choose how you want to handle duplicate records and rows with errors. Click PREVIEW to see how the first row of data will import into QB’s based on the mappings and preferences selected. Select IMPORT to import your data.

A QuickBooks client recently asked if it was possible to print labels in QuickBooks… and if so, how is it done?

QuickBooks prints mailing labels or Rolodex cards from any of the following lists:
· Customers & Jobs- (customer names only, not specific jobs)
· Vendor
· Employee
· Sales Rep
· Other Names
To do this, go to the File Menu, click Print Forms and then click Labels. Choose the names you want to appear on the labels or cards. QuickBooks gives several options on the “Select Labels to Print” window that displays. Click OK after choosing the options and the “Print Labels” window displays where you can select the appropriate label or rolodex format that you require.