Tuesday, January 27, 2009

HEAT: Heat Plus Knowledge

A client had this question about HPK: How do I match up which NXT file in the content folder with a specific library name when they are different?

The association from library name to library file name can be found in the NEXTPAGE.SDF file. This file is in plain text and can be opened in Notepad.

The file is located in the path C:\Program Files\HEAT\Plus Knowledge\bin. If Heat Plus Knowledge was installed with a path other then default, follow that path and look for the Plus Knowlege folder which should contain the bin folder. The entry for each library should look something like this:

allow-manage-content="yes"fullpath="C:\Program Files\HEAT\Plus Knowledge\content\Knowledge.nxt"id="14672924-abb1-41"mount-date="20080801T123923"name="Knowledge.nxt"nfotitle="Current Knowledge"online="yes"title="Current Knowledge"/>

The fullpath portion of the entry for the library shows the location and filename of the library file. The title portion of this entry shows the name given to the library that shows up within the website itself.

Each library will have its own entry that will begin with the infobase tag.

HEAT: Value on the Dashboard

A client had this problem: Can I turn off the Dashboard that opens every time I open Call Logging? The metrics are hard-coded and I use Managers Console for metrics.

Yes, but take a closer look at the Dashboard before you turn it off. I agree that the metrics are hard-coded and could be done in Managers Console, but on the other hand, they are right there when you open Call Logging - you can take a quick look and move on.

But I think there are other features of the Dashboard more important than the metrics and that solve some long-standing issues with HEAT functionality. The first is Broadcasts. In the past you needed to open HEAT Supportmail and use that for Broadcasts. With the Dashboard, Broadcasts can be queued and viewed on a graphical form:

* Right click and select New under Broadcasts
* Enter the Broadcast Details and Send
* The Broadcast is available on the Dashboard as Call Logging is opened
* It also shows in the tray at the specified time

Also consider My Call Groups

By using a simple check box, you can display any set of call groups on the Dashboard:

* Open or create a Call Group
* Navigate to Group > Edit Group Criteria
* Check the "Display on Heat Dashboard"

Again, this displays your favorite Call Groups immediately as you open Call Logging. If, however, you still want to turn it off, you can do the following:

* Select Edit > User Preferences > Display
* Clear the checkbox labeled "Show Dashboard at Startup

HEAT: HSS Attachments

A client asked: How do I add attachments to Heat Self Service?

When adding attachments through HEAT Self Service, an HTML file, containing a link to the actual attachment, is attached to the call ticket. Users in Call Logging can open the attachment and click on the link which will then open the attached file.

In order to successfully upload attachments in HEAT Self Service, a ticket must first be submitted to the database. Once this is completed, the HEAT Self Service users can open or edit existing issues and upload attachments.

The following configuration settings are needed for attachments to work with HEAT Self Service.
* Create an Attachments directory in the HEAT Self Service directory on the web server. Note: The attachment directory must be a sub-directory of the HEAT Self Service virtual directory structure.

* Share out the HEAT directory on the HEAT Self Service web server. To do this, locate the HEAT folder, right click, and select Properties. Within the HEAT Properties dialogue window, click on the Sharing tab, select Share this folder and name the share HEAT.

* The HEAT Self Service Virtual Directory path needs to be changed from A directory located on this computer to A share located on another computer. Open Internet Information Services (IIS), expand Default Web Site, right click on HEATSelfService Virtual Directory and select Properties. Within the Virtual Directory tab, select A share located on another computer.

* Once the radio button is selected, the local path will change from a drive letter to UNC format.
* Enter the server name and the name of the share to be used for HEAT Self Service.
• The {server} section in the example below is the name of the HEAT Self Service web server.
• The {share} section in the example below needs to include the full path to the HEAT Self Service files.

Example: \\HSSWebServerName\Heat\HeatSelfService.

* Once you have the correct Network Directory defined, click on the Connect As… button and select a user that has modify rights to the HEAT folder and its subdirectories. The selected user will also need to have the ability to write to the Attachment directory used for HEAT Self Service.

* Launch the HEAT Self Service Configuration Tool. Select Edit>>Web Server Settings. Make sure that the Physical Path and the Divisions Path are using UNC pathing.

* In the HEAT Self Service Configuration Tool, click on Edit > Preferences. On the General tab, verify the path for the Virtual Root is the UNC path configured in the Web Server Settings. If not, make sure the Physical Path and the Divisions Path are UNC as defined in step 7.

* Also, within the HEAT Self Service Configuration Tool Preferences > General tab, in the Issue Attachments field, browse to or type in the name of the attachments directory for the new share that was created. In the HEAT Self Service Configuration Tool, select Security > Customers. Highlight the Customer Type(s) you want to give view and/or edit rights for attachments and change the SelfService Attachments right accordingly. Select Apply then OK, and save your changes to the Configuration Tool.

* Launch Services from the Control Panel. Stop the World Wide Web publishing service.

* Search the Web Server for *.hfw and delete the file that references the data source being used to access HEAT SelfService. Important: Do not delete the Calendar.hfw, or any files that are used by Crystal if installed on the server.

* Open the windows registry editor by clicking Start>>Run, type regedit and click OK. Before making any changes to the Registry, it is recommended you first export a backup of the key being modified. Simply right click on the key, select Export, select a location for the backup file, enter a name for the file, and click Save.

* Go to the HKEY_LOCAL_MACHINE\SOFTWARE\FrontRange Solutions\HEAT SelfService key and delete the following entries, then save the registry and exit:

• LD
• SD
• WD

* Start the World Wide Web Publishing service.
* Open the HEAT SelfService Configuration Tool to recreate the registry keys and the catalog file.

Login and test the new attachment setup functionality.

HEAT: Call Group or Work Group?

A client asked: When I run an AutoTask to copy a call, it fails. What could be causing this?

When a copy call AutoTask is run (without turning on the ".M" feature), data is pulled from the current Call Record in the Work Group instead of the current Call Record in the current Call Group. If the Work Group is empty, the copy call AutoTasks appears to completely fail.

The cause of this issue is that the AutoTask code now switches to the current call to the Work Group before gathering all the data for the new Call Record. To resolve this issue, users need to modify the AutoTasks that utilize this functionality in order for them to work as desired.

To Modify AutoTasks:
In order to have the copy information AutoTasks to work as desired, please follow the steps below:

* In Call Logging, select AutoTask > Manage AutoTasks…
* Locate and highlight the AutoTask that requires updating.
* Click Edit.
* Select the Action that is creating the call, then click Edit.
* Highlight the first field in the list that is coping data (any field that is not using {System} or {No Value}. Then, move the cursor over the field until the cursor turns to an ‘up’ arrow. Then, double-click the field.
* After double-clicking the field, the Token editor appears.
* Change the field by adding a “.M” after the field, but before the end parentheses. Click OK.
* Repeat these steps for all fields containing a value.

Don’t forget to review other tables (e.g. Detail and Assignment). After completing the above steps, the AutoTask will now work as desired and copy calls in the current Call Group.

HEAT: Track Maximum License Trends

A client recently asked: I would like a report of the maximum licenses over a certain duration (a week, a month, etc). Where in the HEAT tables can I find this information?

To get this information, you need to visit the Drivers and Downloads of the FrontRange support site. From there you need to download and unzip the "Max User Count Utility".

This utility gives you the ability to view maximum licensing use trends over time in one hour increments. To use this tool:

* Unzip the file downloaded
* Run setup.exe
* Ensure the Max User Count Utility Service is running
* Select Start > Programs > MaxUserCountUtility
* Select the proper database server database and credentials

The utility will monitor all Call Logging login and logout activity via a new table named HEATMaxUserCount and returns the Current Licenses in use value and the Maximum Licenses in use value.

The Maximum Licenses in use value is tracked via a bar graph and displays the value in one hour intervals.

Monday, January 26, 2009

Crystal Reports : Sum a non-numeric field

Sometimes you may need to sum a "non numeric" (or text) field. Crystal will not allow this to happen until we convert the text field to a numeric one.
Let's assume the text field we want to sum is called "Price".
Step #1 : Create a new formula field.
Step #2 : Within the new formula field, use the following : ToNumber(Price).

The "ToNumber" function in crystal will now allow us to Sum the formula field within the report.

Crystal Reports : Conditionally change font color

You can specify the color of any font in your report to change based upon a "condition".
A typical example would include making a sales total field "red" if it drops below a certain value.
Let's assume our Sales Total field is called "SalesTotal".
Step #1 : Right-click on the field in question and select Format Field.
Step #2 : Click on the "Font" tab.
Step #3 : Click on the "x-2" (formula) button next to Color.
Step #4 : Use the following fomula: if SalesTotal < 100 then crMaroon else crBlack

This formula forces the sales total to be drawn in red if it drops below 100, oherwise it stays black.

Pro Tip: When testing a condition to change the font, any fields on the report are available to use.

Crystal Reports : Using the Grid to align objects

When using the Crystal Designer, you can choose whether or not to see the "Grid" (think of graph paper). This can help you align fields and objects within the report. To see the Grid, go to View Grid in Design. You may also choose this again to turn the Grid off.

Crystal Reports : Inserting your Company Logo

You can display your company logo on a Crystal Report (or indeed any picture file).
Go to Insert Picture from the top-level menu. Then browse for the picture you want to insert. Once it's inserted, you can resize it to fit the report.

MS CRM: Schedule Re-index / Deletions Service Jobs for Off-Hours

By default, the CRM 4.0 Re-Indexing and Deletion jobs are scheduled to run every 24 hours. Unfortunately, the start time for these jobs defaults to the time of day when they were originally installed on your server, typically sometime during regular business hours.

To avoid any potential performance impact that might result from these jobs competing with users for resources, they can be scheduled to run during the night, when few, if any users would be affected.

To set the time and/or frequency of these processes, use the ScaleGroupJobUpdate tool from Microsoft support.

Download the tool to the CRM Server desktop and start it by double-clicking on ScaleGroupJobUpdate.exe. ( You’ll need to be CRM administrator with access to the CRM application server to use the tool.)

(If you’re hosting more than one CRM organization, make sure set the tool to the correct organization.)

Choose the Job Type “Deletion Service” and set the “Base Time” to the time of day you would like the job to run – then click Update. (The base time is the time of day the jobs will attempt to run each day if scheduled to run every 24 hours.)

Change the Job Type to “Re-Indexing Service” and again set the base time and click update.
The default interval for both jobs is 1440 Minutes (24 hours) – this can be adjusted for one or both jobs if needed.

Additionally, by setting the “Job Next Run”, you can effectively run these jobs ‘on-demand’ (i.e. Re-index records after a large data import or run the deletion service after a significant number of records are deleted to perform a ‘hard-delete’ of those records.)

As always – please review the instructions and information on Microsoft’s site before using the tool in your environment.

Thanks to Scott Sewell for the tip - http://blog.customereffective.com

MS CRM: Get rid of duplicate email addresses

One of the worst things that you can do in CRM is have duplicate e-mail addresses. For example, you never want to have the same e-mail address on a user and a contact record, or on a contact and an account record. The reason is that CRM for Outlook and the e-mail router use the e-mail address of incoming and outgoing e-mails to resolve which records to track the e-mail against.

If, for example, you have the same e-mail address on a contact record as well as that contact's account record, when an e-mail comes in from that user, CRM will not know which record to set that e-mail regarding. The e-mail will track, but it will not be associated with any CRM records (what good will that do?). Use the SQL script linked below to quickly identify if you have duplicate e-mail addresses in your system, then edit those records in CRM to correct the problem.

Here is a SQL script that you can use to identify if duplicates exist in your CRM database. Just run the script against your MSCRM database: http://blog.customereffective.com/blog/2008/01/find-duplicate.html

Note: Each SQL query is best run separately. Make sure you are running the query/script only, and not the title or explanation of what each query is to do.

Get familiar with the MS CRM 4.0 for Outlook diagnostic tools

You may be familiar with the Outlook client diagnostic tool located at Start >All Programs >Microsoft Dynamics CRM 4.0 >Diagnostics. When you run the diagnostic wizard, it will find and even fix some of the most common problems with CRM 4.0 for Outlook. However, were you also aware of the advanced diagnostic tools available with the CRM 4.0 web client?

When you run the diagnostics tool, instead of clicking "run diagnostics," click the support mode button.

This will give you two tabs to choose from. The Synchronization Troubleshooting allows you to enable/disable specific synchronization processes.

The Advanced Troubleshooting tab includes options similar to the CRM server diagnostics tool, but this time for the client. You can turn on tracing, delete Outlook temporary files, and create a file that includes relevant logs and machine profile information.

If you ever have issues with a PC running the Outlook client, you will save significant time dealing with Microsoft support if you first create a trace file of the issue and generate the troubleshooting file for support and submit with your support case.

MS CRM: Use Read-Only Fields on Workflows

Sometimes you may want to automatically update a field through a workflow, but don't want this field to be modified by the user. If a field is read-only you will find it is not possible to assign values to it on a workflow.

To work around it, follow these steps:

1-Uncheck the "field is read only" option on Settings>Customization>(Entity)>Attributes
2-Access the workflow and add the properties you need on the field.
3- Go back and set the field to read-only once again.

Microsoft Dynamics CRM 4.0 Update Rollup Schedule

The Microsoft CRM Sustained Engineering (SE) team has now completed the transition to a frequent Update Rollup servicing model for Microsoft CRM 4.0. Starting with the release of Update Rollup 2 on January 15th, the CRM SE team will release most of its updates only in Update Rollups.

Update Rollup 1 can be found here: http://www.microsoft.com/downloads/details.aspx?FamilyID=57c6267b-3b13-49dd-bfed-3cc83633aea7&displaylang=en

Update Rollup 2 can be found here: http://www.microsoft.com/downloads/details.aspx?familyid=AA671769-61E9-45C4-919F-C88199AA4241&displaylang=en

The CRM SE team is planning to release Update Rollups on 8-week cycles; therefore, Update Rollup 3 is scheduled for mid-March. While quality is the focus of every release, we are also trying to be predictable in our release schedule so that our customers can schedule deployments of our Update Rollups with confidence. In November, when we released Update Rollup 1, we set the date of Update Rollup 2 to January 15th and we met this timeframe. We will do our best to establish a release rhythm that our customers can come to depend on.

The CRM SE team realizes that some issues will need to be released quicker than an 8-week schedule. For these cases, the CRM SE team will release Critical on Demand fixes. The Critical on Demand process will follow the previous hotfix process and an individual hotfix will be available from Microsoft Customer Service and Support. The Microsoft Customer Service and Support teams will work with the CRM SE team to determine issues that need to be released as Critical on Demand updates.

This change does not affect servicing for the Microsoft CRM 3.0 family of products.
How customers report issues to Microsoft will not change. Customers should continue to contact Customer Service and Support for any issues.

Thanks to Matt Brown, http://blogs.msdn.com/crm/

GoldMine: Create a New Contact while Scheduling an Activity

Did you know that you can create a new contact while you are scheduling an activity in GoldMine? This is useful when you realize that the contact that you want to schedule the activity for does not exist in your GoldMine. So, instead of canceling the scheduling activity, you can create a new contact in GoldMine on the fly. Here’s how:

On the menu bar, select Schedule > Appointment to open the Schedule an Appointment dialog box. Schedule the activity as usual.

Now, click on the button that is to the left of the 'Contact' field and from the options, select 'Create a new contact'.

This will open a New Company and Contact dialog box.

Fill out the information and select OK.

A new contact is now created in GoldMine along with the activity scheduled for that contact.

GoldMine: Drag and Drop Contacts to Create an Activity

Did you know that you can simply drag and drop a contact on your GoldMine calendar to create an activity? Here's how:

To open the calendar, select Go To > Calendar from the menu.

From the Contact Search Center, select the contact you want to create the activity for, and drag and drop it on your calendar.

The 'Schedule an Appointment' window will pop up with the contact data filled in.
After that, enter any other details to schedule your activity for that contact.

GoldMine: How To Find Everyone You Spoke About “X” With

When completing an activity, if you are diligent about recording in the Notes field what you spoke with your contacts about in GoldMine, it’s very easy to find everyone you spoke about a topic with.

Let’s say you want to find everyone where you mentioned ‘gadgets’.

Here’s the SQL Query:

select contact1.contact, contact1.company, conthist.ondate,conthist.ref from contact1, conthist where contact1.accountno =conthist.accountno and conthist.userid = 'BILL' and conthist.notes like'%Gadgets%' order by ondate

Simply change the ‘BILL’ to your userid and replace ‘Gadgets’ with your search term!

To use this, from GoldMine’s main menu choose Lookup > SQL Queries then Copy & Paste the above in the top section then click Query. If you are using GoldMine Premium Edition then Tools > Filters & Groups and then the SQL Query tab.

Thanks to Chad Smith, www.thegoldmineblog.com

GoldMine: Auto Populate That ‘Dear’ Field!

A few months ago we posted regarding the use of the “Dear” field in GoldMine:
http://marksgroup.blogspot.com/2008/10/goldmine-user-asks-how-to-use-dear.html

To ensure that the Dear fields gets populated with at least your contact’s first name we’ll use the “Lookup.ini”. The lookup.ini is GoldMine’s way of automatically updating one field based on another. In our case with the Dear field we’ll be updating it based on the contact field.
The Lookup.ini is an actual file is located wherever your GoldMine is installed, whether it be on your local machine or the network.

Be sure to use Notepad or another text editor to open and edit the Lookup.ini. Here’s the code to get the Dear field to update when you create a new contact record.

[AutoUpdate]New=DEAR

[Dear]Otherwise=&firstname

Every new record, as long as you put in the contact name, will have the Dear field populated with the contact’s first name. That can always be overridden with one of our “Mr.”, “Mrs.” Or “Dr.” formulas.

GoldMine: Record Alerts, Part II

Here are some advanced tips for records alerts.

First, if you want to change an existing alert, for example to change the three letter code of ‘ATG’ to ‘CRD’, we’re going to do that within the Knowledge Base.

Go to > Knowledge Base. Double-click on System then Double-click on Contact Alerts. You’ll see all available records; you can add additional comments within the main window.

To change the 3 letter code or reference, Right-Click > Edit on the page icon on the left. Then in the Topic Properties the code and line text can be modified.

When closing the Knowledge Base or navigating to another entry, GoldMine will prompt you save the modified text. If you’re happy with the changes simply click Yes.

By default, a record alert pops up 7 seconds after a contact is ‘touched’. This can be changed by adding a line to your GM.INI file which is located wherever GoldMine is installed, e.g. S:\GoldMine… You may see it just as “GM” if you are hiding file extensions in Windows. It should open using Notepad.

Look for RecAlertSec=2 under the [GoldMine] Section. Change 2 to the number of seconds before the alert should pop up. Since we’re doing this within the GM.INI file the change will be universal.

To view all records with a record alert, go to Lookup > SQL Queries and paste this query in:

select contact1.company, contact1.contact, contact1.phone1, contsupp.notes from contact1, contsupp where contsupp.rectype = ‘A’ and contact1.accountno = contsupp.accountno order by company

Using GoldMine’s Record Alerts

GoldMine’s Record Alert function allows you to create a set of different alerts that will automatically ‘Pop Up’ whenever a user, any user, views a record.

You might find these very useful to display messages for:


  • Top & Important Clients
  • Key Prospects
  • Customers on Credit Hold
  • Customers with specific needs

To add a record alert to a contact go to Edit > Record Properties > Record Related Settings then click on the Alerts tab.

This window shows alerts that have already been created. Once an alert is created it can be used on any record. To use an existing alert check Enable Alerts then check the relevant alert(s).

To create a new alert click the New Alert button.

The Code can be any three letters. The Alert Description should be a few words describing the alert. The Message can contain any special verbiage. When setting up a new alert, remember that these are can be used universally so you probably don’t want anything too contact specific. Click OK after you’ve set the alert.

The newly created alert will automatically be set for the current record. Click OK to enable the alert.

If you check the Log this alert to history when a user is alerted option, at the bottom of the window, GoldMine will automatically create a history record whenever the alert is activated. An alert will be activated whenever someone views the record for more than 7 seconds.

When testing this out, be sure you leave the record for which you set the alert, then go back to the record to activate the alert.

GoldMine: Using Occasions to Remember your Customers’ Anniversaries

GoldMine allows you to automatically be reminded every year of a customer, prospect or any acquaintance’s birthday, anniversary, etc. using Occasions. Once set, you’ll get a reminder every year before the day of the event.

First, find the contact record you want to create the Occasion for.

Then go to Edit > Record Properties > Contact Details. Choose the Occasions tab.

Then click New to create a new Occasion. A contact can have multiple Occasions.

Use the Reference field as a reminder of the detail of the Occasion, and use the Category field for the type. GoldMine has predefined the categories as: Other, Anniversary, Birthday, Festival, Reunion and Retreat. The User will be who gets the reminder.

Then click on the Date Span tab.

Here you’ll want to set the Date as well as how many days before the date you’ll want an Alarm. The "Occurs" section will automatically update based on the Date.

Click OK.

You’ll now see the new Occasion. Occasions also show up in your Activity List and Calendar!

Scheduling Made Easy: Using GoldMine’s Meeting Requests

When scheduling an activity in GoldMine, you might notice the Send a request with the Appt. checkbox.

Checking this and selecting contact will send an iCal meeting request to your contact asking if the meeting date/time is good. GoldMine will automatically send the email to the contact you’re scheduling with, whether it be a primary or secondary contact.

If your contact chooses Accept, Decline, Propose a New Time, etc. their email program, i.e., Outlook, will automatically send the response back to you. This scheduling standard, iCal, is supported by GoldMine, Outlook 2000 not in corporate mode, Outlook 2003 and many other calendaring/email programs!

For this to work you simply need to have your SMTP Settings configured in GoldMine. (Edit > Preferences > Internet) so GoldMine knows how to send an email.

GoldMine: Quick and Easy Statistical Analysis

While using a GoldMine Report will give you complete control over your GoldMine analysis, GoldMine does have several built-in tools that’ll give you a quick way to look at a user’s activity.

Let’s take a look at GoldMine’s statistical analysis:

To access use Go To > Analysis > Statistical Analysis. From here you can change:

  • Which user or users to run the analysis for;
  • The date range of activities completed, and;
  • Limit the analysis to a particular activity or result code.

So pick your options here then click Analyze.

There are three main areas of data: Phone Call Analysis, Activities Analysis, as well as Sales Analysis. Also, don’t forget the Print button to run a System Report to print this data.

GoldMine: Best Practices for F2 Lookup Security for Good Data Hygiene

For a field like Account Type, which denotes whether a record represents a customer, prospect, vendor, etc. it’s of the utmost importance the data you have in the field is uniform. Want to run a filter to see all your prospects? Well if some people enter Prospect, some Prospects, some Prsp, etc. it quickly devolves into a frustrating endeavor.

Fortunately, GoldMine has several settings here that make it easy to ensure good data hygiene for any field. To access these click the Setup button within the F2 Lookup. You will need Master rights to change most of these settings.

Within the Setup screen we have two columns:

The first column controls whether the data someone enters into the field is acceptable, and if not what happens. At a minimum, you should check Force Valid Input so someone must select an entry from the F2 Lookup. You can also choose whether to accept blank input, to input the closest match if someone types something in that isn’t valid, to capitalize the first letter, and to have the F2 Lookup pop up when someone enters the field. These are more personal preferences, but you probably want Allow blank input unchecked.

In the second column are the settings to determine whether or not non-Master Right users can Add, Edit, and Delete the F2 Entries themselves. These three should definitely be unchecked. What’s the point of forcing valid entries if someone can go in and change or add bad entries? Finally, the last option, Auto Fill, will finish typing an entry if someone starts typing into the field instead of using the F2 Lookup window.

With those options, if someone attempts to type in a non-valid entry, like “Active Prospect” the F2 Lookup window will automatically pop up, making them use a valid entry. If they attempt to cancel out of the window another message pops up, making them enter something valid.

Friday, January 23, 2009

An Enterprise User asks, “What is the best way to handle Inventory samples, demo’s or give-aways in QuickBooks?”

There are two ways to track inventory freebies, and each method produces a different set of postings. These methods are:
1) Using a Sales Transaction- If you use a sales transaction (either an invoice or a sales receipt), QuickBooks posts the transaction the same way it posts a normal, regular sale. Cost of Goods Sold is debited for the current cost of the item, and the Inventory Asset account is credited for that value. In addition, the Quantity on Hand is decremented from the item's record.
The amount posted to the income account linked to the item is Zero, and the amount posted to A/R (if you used an invoice) or Undeposited Funds (if you used a sales receipt) is zero. The zero posting is entered so you have a history of the transaction in your reports. Sales tax is unaffected because there's no tax on a zero-amount transaction.
When you create a Profit & Loss report, your net profit is reduced by the amount you posted to the COGS account.
2) Using an Inventory Adjustment Transaction- Use an inventory adjustment when you want to control the posting account that's receiving the debit (removing inventory decrements the Inventory Asset account, which is a credit).

In the Adjust Quantity/Value On Hand transaction window, use the following steps to track the sample:
1. Remove the item from inventory by entering the new quantity (current quantity minus one) in the New Qty column, or by entering -1 in the Qty Difference column.
2. In the Adjustment Account field, select the expense account you want to debit.
QuickBooks debits the expense account and credits the inventory account, and also reduces the Quantity on Hand for the item. When you create a Profit & Loss report, your net profit is reduced by the amount you posted to the expense account you selected. Even though no posting touched the COGS account, the bottom line is the same.

An Enterprise user asks how to fix Vendor bill payments that were recorded via Write Checks instead of Pay bills.

Sometimes QuickBooks users write direct checks to pay vendors for whom they've entered bills, instead of using the Pay Bills feature. After a while, these users notice they have a very large Accounts Payable balance. In addition, expenses are higher than they should be, because the expense was posted when the bill was entered, and then posted again when you wrote the direct disbursement check.
The easiest way to correct this is to replace the direct disbursement check with a "pay bills" check, using the instructions that follow.
1) Print a Check Detail report – Reports>Banking>Check Detail. Change the date range to go back to the date when you wrote the first incorrect check.
2) Click Modify, select the Filters” tab and modify the Transaction type to show “checks”.(This eliminates the checks that were correctly written as the type Bill Payment).
3) Click OK to return to the report window, and print the report.
4) Open the Pay Bills window and begin paying the bills you already paid. Select each vendor's bill (or multiple bills if the check you wrote covered more than one bill). If you took credits when you wrote the check, be sure to use the Set Credits feature to take those credits now.
5) Change the date to match the date of the check you already wrote and sent.
6) When the bills are selected, and the amount of the check matches the direct disbursement check you wrote, select the option Assign Check No. at the bottom of the Pay Bills window.
7) Click Pay & Close (or Pay & New if you have to do this again for another check), and in the Assign Check Numbers dialog, enter the check number you used when you wrote the direct disbursement to pay the vendor's bill. When QuickBooks warns you that the check number has already been used, select “Keep Number.”
When finished open the check register. You'll find that each check number you just used appears twice, once for the direct disbursement (check type CHK), and once for the bill payment you just made (check type BILLPMT).
8) The last step is to delete every duplicate check that is of the type CHK. Your bank balance returns to its proper amount, the expense account is adjusted to reflect only the expenses you posted when you originally entered the vendor bills.

A QuickBooks Enterprise user wants to know a way to apply excess credits from one job to another job.

An easy way to do this without changing the history of the original transactions that were applied to the jobs is to create a new “Other Current Liability” account called, “Customer Credits Exchange”. The first step is to move the credit into this account without removing it’s history from the job. This is accomplished by a journal entry that debits Accounts Receivable and credits the Customer Credits Exchange. Entering the job name in the Name column creates an invoice against which the outstanding credit can offset. Next, go to the receive payments for that job, leave the amount at $0 and click on the “Discounts and Credits” box to apply the credit to the new charge. This will leave a zero balance on the job that previously showed an outstanding credit. To apply the credit or a portion of it to another invoice, go into Receive payments again and pull up the job you want to apply the credit to. Click on Discounts and Credits and create a discount for the amount you want to apply and use the “Customer Credits Exchange” account as the discount account. The net effect is to reduce the Customer Credits Exchange account to zero, and the second job balance has been reduced by the amount of the credit on the first job

An Enterprise user, who has more than one company, wants to know if it is possible to import a customized template that was previously setup.

Yes, you can import a customized template that was created in another QuickBooks company file. To do this task, you will first need to export the template from the company you created it in. To do this, from the “Lists” dropdown, select “Templates”. This will display a list of all available templates. Choose the template you wish to export and from the Templates dropdown in the bottom left corner of the window select “Export”. Save the template file to your desktop and close this company. After opening the company you want to import the template to, again select ”Templates” from the “Lists” dropdown and this time select “Import” from the Templates dropdown menu. Choose the template you just exported. Your template will display in the “Basic Customization” window, where you can rename the template or make additional customizations if you wish.

A QuickBooks Enterprise user would like to create another company file and wants to import information already set up in his current company file.

QuickBooks allows you to import certain lists from other company files. Some of them include: Chart of Accounts, Vendors, Customers, and Items lists. To export a list, choose the “File” dropdown, select “Utilities” and then “Export”. Select “Lists to IIF file” and check off the lists you would like to export. Select “OK” and save the file to your desktop.
Once you’ve successfully exported the files to your desktop, open your new company file and similarly, select “Utilities” and then “Import”. Select the file you exported to your desktop. A QuickBooks information window will inform you that your data has been imported.