Monday, March 30, 2009

QUICKBOOKS: "Two" Many Tax Rates

A client had this question: How do I set it up services that when performed at my location are charged a 6 percent tax rate and when performed at the customer's location are charged their local tax rate?

You will need to setup two service items, one at your tax rate and one at the customer's tax rate. When billing the services, select the service by tax rate. To set up the service items:

* Select Customer Center > Item List
* Select Service > Fill in the fields describing the service
* Select Tax Code > Enter the Tax Code for your location
* Save the Service Item

Repeat these steps and enter your customer's tax code

QUICKBOOKS: Increase My Taxes

A client asked: I set up Other taxes for an employee along with normal state and federal taxes. The Other tax deduction worked the first time and after that stopped working. What could be causing this?

There are several things you can check to resolve this problem:

* Select the Payroll Item List > right click on the Other Taxes items
* Edit using the Wizard > Make sure the setup is correct
* Make sure there are no limits set up
* Select Employee > File > Payroll and Compensation tab
* Select Taxes > Select Other > Review the setup

Also, try rebuilding the data file by running File > Utilities > Rebuild
You may need to run this three to five times.

Sunday, March 29, 2009

QUICKBOOKS: Changing the Company Name

An Enterprise client asked: Our name appears as "The Professional Association of Teachers and Student Teachers", but we use PATAST. We need the long name for some reports but want to change it for everything else. Can we do this?

Yes, if you want to change your company name, there are a number of ways to do it without affecting the integrity of the company database.

* Select Company > Company Information
* Enter the Company Name you want as the default
* To control by report > Select the Report Center
* Select Profit and Loss > Standard
* Click the Modify Report button > Click Header/Footer
* Modify the Company Name for this report

You need to select which name you want as the default name and which is related to reports (based on your company's needs). However, QB Enterprise is very flexible in terms of Header information.

Friday, March 27, 2009

QUICKBOOKS: Where Does The Invoice Go?

A QuickBooks client asked: When you receive an NSF check, the recommended method is to reissue the invoice plus any NFS charges. Does this also correct your accounts receivable detail?

This question asks if the original invoice paid by the NSF check needs to be adjusted in some way to assure that the A/R Trial Balance matches the G/L Trial Balance amount for Accounts Receivable.

There are several issues to be considered to answer this:

* Does your customer want you to redeposit the check (in this case, you would invoice only for Bank Charges or, more often, simply expense them)

* Are you using accrual or cash basis accounting (this affects which accounts were posted to when entering the payment)

* How does your company handle NSF charges in general (post to a NSF Income account, post to an expense account, post to a contra-income account?)

Once you have considered the accounting practices you use, then you can apply the correct method to handle a NSF check issued as a payment by a customer. For example, we will assume that we are using the accrual method, that we do not charge customer for NSF bank charges and post them to an expense). A typical scenario follows:

* Invoice Issued > Invoice Paid
* Payment applied in Quickbooks > Open invoice cleared
* Bank returns check as NSF > Customer asks you to resubmit
* Check clears on resubmit > Cash applied to checking account
* Bank statement is reconciled > NSF charge is posted to Bank Charges via J/E

In this case, there is no need to adjust the invoice paid because it was paid by the second submission of the check. As long as this happened within the same accounting period, then no adjustment would be needed. As far as the Bank Charge for the NSF check, it is not typical to charge a customer for this (unless they are consistently delinquent). So this would be expensed with the other bank charges at month-end.

If you still have questions, you should contact your QuickBooks ProAdvisor or your accountant.

QUICKBOOKS: Do You Need More Credit Cards?

An Enterprise customer asked: Can I have more than one credit card assigned to a customer?

Technically, No. But if you can be a little creative and flexible, you might be able to use the Job feature under the Customer Center to add multiple credit cards to a customer.

* Select the customer center and add a job for a customer.
* Name this "job" based on a location of the customers
* Edit the Job and under Payment Information, add a credit card
* Add jobs for locations, departments or anything causing a need for credit cards

Before creating too many jobs, make sure that this will work with the posting of payments within your company.

Thursday, March 26, 2009

HEAT: Use That Activity Log

A client wants to know: Is there a way to document changes that are made to a call ticket and then abandoned?

Yes, you can use the "Create Activity Log Record" autotask action (in version 9.0 only) to capture this information (and much more). You would create this as follows:

* Create an autotask > Click Add
* Select "Create Activity Log Record" action
* Click Record Type > Select UNSAVED
* In Duration, select the amount of time to be added to the Log
* Select the Calendar to be used
* Enter a Description for the Log entry (can use Insert functions)
* Insert the information to be displayed in the Watch fields
* Click OK

This autotask can log unsaved changes and other types of entries, including work done outside of HEAT and within HEAT based on a condition you define.

HEAT: Automating HEATBoard Issues

A client wants to know: I have a need to create HEATBoard issues when certain conditions exist. I would like to automate this function. Is there a way to do this?

Yes, but only in HEAT version 9.0. To create a HEATBoard issue automatically, you would do the following:

* Create an autotask that checks for the condition
* Create an autotask that is executed when this condition exists
* Click Add > Provide a Name > Click Add
* Select the "HEATBoard Issue" action > Fill in the HEATBoard form
* Click OK

This will then put up a HEATBoard Issue whenever a condition is met and the autotask branches to this action. This could be used to alert (by the HEATBoard) everyone that a critical situation exists without relying on an analyst to identify this situation and post it on the HEATBoard.

HEAT: Field Is Null?

A client recently asked: I am creating an autotask and want to run other autotasks when a field is empty. Is this defined as {FieldName}=="", {FieldName}IsNull or something else?

In HEAT version 9.0, this is much less ambiguous. To define a multi-step autotask that branches based on a field being empty, you would do the following:

* Select Manage Autotasks > Edit the Autotask
* Click Add > Select the "If a Field is Empty Statement" action
* Select the table and field from the drop-downs
* Enter the autotask to run when true and when fales
* Click OK

This makes it much simpler to define a null or empty value in a field to cause an autotask to branch. This is available only in Version 9.0

HEAT: Messaging Center

A client asked: Is there a way to receive ATG tickets from more than one source (e.g. MAPI and POP) on the same server?

Yes, with HEAT version 9.0, ATG is basically replaced by the Message Center (although the ATG Ticket Service is also retained as a legacy application).

The Message Center allows you to receive tickets from MAPI, POP, GroupWise, XML, Web Services and Lotus Notes. These can all be setup on the same server and create/update tickets from any or all of the "Listeners"

To set up multiple Listeners to update your HEAT database, you would:

* Open the Message Center > Select Message Sources > Select Add
* Select POP from the List > Select the POP3 config file
* Select Messaging Storage > Select Server, Login and MC database
* Click Add > Enter POP3 Settings > Enter SMTP Settings
* Complete the Messaging Center tab > Add Create/Update Rules

Start the Messaging Center and make sure the POP3 option is enabled. Once this is done, tickets sent to email address defined in POP3 will create or update a ticket. Repeat this process for any other data source desired (MAPI, XML, etc)

HEAT: Web Based Call Logging

A client recently asked: Is there any other way of accessing HEAT through a browser other than iHeat?

Yes, in the latest version of HEAT (9.0), there is a web-based version of the Call Logging form. This does not require a login and offers the same features as the workstation Call Logging version (with a few exceptions).

To run the Call Logging WebUI:

* Select Start > All Programs > HEAT
* Select Call Logging WebUI > Enter your User ID
* Use the form as you would Call Logging
* Create, edit and view call tickets as usual

Tip: use Google Chrome to run the WebUI, it is much faster.

There are a very few differences between the CL WebUI and CL - for example, in the WebUI, you cannot create autotasks, however you can run autotasks as usual. The WebUI does not require an install, so it can be opened anywhere and any time.

Tuesday, March 24, 2009

Crystal Reports : Viewing the SQL Query

Every Crystal Report (Selection Criteria) can be rendered into it's constituient "SQL Query".

Note: this will only work on SQL Servers.

Once your report is in place and working as desired, select (from the top-level menu)
Database SQL Query.

You will get a little window that contains the SQL Code used to select the records from the database. You can copy and paste this text into, say, a SQL Query Designer. This is incidentally also a nice way a build SQL Queries using Crystal Reports.

Crystal Reports : Using Hyperlinks

Within a Crystal Report, you have the ability to make any field a hyperlink to a Web Site, Disk File, E-Mail Address or another Crystal Report file. This can be handy if you typically view the report within the Designer and want to provide easy access to commonly used items.

1. Right-Click on the field you'd like to hyperlink (text fields are by far the most popular for this).
2. Select the "hyperlink" tab.
3. Choose your hyperlink "type", as outlined above.
4. Provide the actual hyperlink address (ie. http://www.google.com) in the "Hyperlink Information" text box.

Crystal Reports : Using Borders

In the formatting section of each field in the designer, there is the ability to add a Border or "rectangle" around them. This is on a per-field basis.
For example:
1. Right-click on the field you want to format.
2. Select "Change Border"
3. This displays the "Border" tab in the "Format Editor" window
4. Notice that we can specify a border for
a. Top
b. Bottom
c. Left
d. Right
5. Simply choose the appropriate border style for each "side" of the field
a. The styles are Single, Double, Dashed, or Dotted

This is a nice way to make certain fields stand out on the report. For instance, a Grand Sales Total.

Crystal Reports : Inserting Page Numbers

A very typical field to see on a report is the "Page N of M" Special field.
Crystal has a collection of "special" fields that you can insert. You can see these fields by expanding the Special Fields folder underneath your Field Explorer.
By inserting the Page N of M field in the Page Footer, we can now see "Page 1 of 23" (for example) on the bottom of each page.

Saturday, March 21, 2009

MS CRM: Make adding ‘Notes’ to an Account easy!

Users sometimes complain about the number of clicks it takes to view or enter notes into the system. You can address this plea for help moving the ‘Notes’ section of the Notes tab to the General tab where upon opening the record, they can immediately view previously entered notes or simply click on ‘Click here to enter a new note….’ and begin typing!

Move to Settings >> Customization >> Customize Entities >> Accounts.
Click the ‘Forms and Views’ item on the menu bar, search for and double-click to open ‘Form’- the main application form.

Move to the ‘Notes’ tab. Double-click in the Notes section just above the Notes area. The section should become outlined in green and a Section Properties window should open if you’ve done it correctly. If you click within the Notes area, you’ll receive a warning notifying you that you won’t be able to modify the field.

Move to the ‘Location’ section of this window and change the ‘tab’ value to ‘General’. Click ‘OK’.

Now, delete the ‘Notes’ tab. Be sure to be on the now-empty Notes tab. Click ‘Remove’ in the Common Tasks area. Click ‘OK’ on the confirmation dialog box. Click ‘Save and Close.’

Publish your customizations. In the Customize Entities center, highlight the Account entity and click ‘Publish’ on the toolbar. This will distribute your changes to all users.

MS CRM: Hide Sub-Accounts on the Details menu bar

If your organization will not need to use Sub-Accounts area, hide it!

Move to Settings >> Customization >> Customize Entities >> Accounts.
Click the ‘Forms and Views’ item on the menu bar. Search for and double-click to open ‘Form’- the main application form.

Click ‘Form Properties’ in the Common Tasks area.
Select ‘OnLoad’ in the Event list. Click ‘Edit’.
Check the ‘Event is enabled’ checkbox.
Type the following in the text box including the semi-colon: navSubAct.style.display=”none”;
Click ‘OK’. Click ‘Save and Close’ until you’ve completely closed out of the Account entity.

Publish your customizations. In the Customize Entities center, highlight the Account entity and click ‘Publish’ on the toolbar. This will distribute your changes to all users.

MS CRM: How to search for a Contact from the Account search center

Dynamics CRM 4.0 allows you to add ‘search for’ fields to some system-provided views for all entities. Let’s say you’ve defined 2 ‘primary contacts’ for each Account; a Sales contact and an Accounting contact. You’d also prefer to NOT have to flip between the two entities to search for the contact. You can add these fields to the above mentioned views to provide your users the flexibility of looking for a contact from the Account search center.

Move to Settings >> Customization >> Customize Entities >> Accounts.
Click the ‘Forms and Views’ item on the menu bar, search for and double-click to open the ‘Quick Find Active Accounts’ view. This is the view the systems calls when you begin typing in the ‘Find’ field of the Account search center.

Click ‘Add Find Columns’ in the Common Tasks area. Select the Sales contact and Accounting contact attributes. Click ‘OK’.

Now, add these fields to the display columns of the view. Click ‘Add View Columns’ in the Common Tasks area. Select the attributes again. Click ‘OK’.
Adjust the location of the fields within the view display by highlighting the field and moving it using the green arrows in the Common Tasks area. Click ‘Save and Close.’

Publish your customizations. In the Customize Entities center, highlight the Account entity and click ‘Publish’ on the toolbar. This will distribute your changes to all users.

MS CRM: Create another ‘primary contact’ for an Account

Dynamics CRM 4.0 now allows you to create multiple relationships between entities very easily! Suppose you regularly deal with 2 primary contacts at an account; one in the Sales Department and one in Accounting and would like to expose both on the main form of the account.

First, rename the existing primary contact to ‘Sales Contact’.
Click the ‘Attributes’ item on the menu bar, search for and double-click to open the attribute named ‘primarycontactid’ with a display name of ‘Primary Contact’. Change the ‘Display Name’ to “Sales Contact”. Click ‘Save and Close.’ This will now change how the label for this attribute is displayed on the main form and all views that include this attribute.

Click the ‘N:1 Relationships’ item on the menu bar to begin creating the new Accounting Contact relationship. Click ‘New Many-to-1 Relationship’.
In the ‘Primary Entity’ field select ‘Contact’ since we are looking to create another Contact relationship with the Account. Assign a name that describes the relationship like ‘new_Acctg_Contact’. Enter a ‘Display Name’ like ‘Accounting Contact’. The ‘Name’ of the relationship attribute will auto-populate based on the Display Name you enter. Enter a further description.

Since we are defining this relationship as a single contact and we want to expose on the main form, select ‘Do not Display’ in the Navigation Pane Item area. Keep ‘Relationship Behavior’ set to ‘Referential’. Click ‘Save and Close.

Click the ‘Forms and Views’ item on the menu bar to add the ‘Accounting Contact’ to the entity’s main form. Double-click ‘Form’ to launch the form designer. Highlight the section you’d like to add the attribute to and click ‘Add Fields’ in the Common Tasks area. Check the box next to ‘Account Contact’. Click ‘OK’. Move to the desired location within the section using the green arrows in the Common Tasks area. Click Preview >> Create Form on the form’s toolbar to preview the results before publishing. Click ‘Save and Close’.

Now, publish your customizations. In the Customize Entities center, highlight the Account entity and click ‘Publish’ on the toolbar. This will distribute your changes to all users.

Thursday, March 19, 2009

GoldMine - Searching based on additional contact’s data

How can I search for a contact record in my GoldMine database based on additional contact’s data?

You can search for a contact record in GoldMine using the additional contact’s information. Follow the instructions given below to do this.

Open Contact Search Center.

Select Name (additional) option from the Look up list.

Enter the first or the first few letters of the additional contact’s name in the text box that is provided.

Use Enter key to search.

Sending Meeting Requests in GoldMine

How do I send meeting requests to my team using GoldMine?

You can create meeting requests and send it to other GoldMine users by implementing the following steps:

Choose Schedule from the main menu bar. Choose Event from the drop down window.

In the dialog box that appears, fill in all the fields.

Tick "Send a request with the event to" and select the contacts.

Click the Resources tab and select the resources you want to schedule with the activity.

Click the Recurring tab and select the date range, frequency and occurrence of the activity.

Click the Group tab and tick "Schedule to a group of contacts" and select the contact records.

GoldMine - Permanently Delete Email Attachments

When you delete an email in GoldMine, the attachments will not be removed by default. If you want to delete the attachments also along with the email, then you will have to customize GoldMine by following the steps given below.

Click 'Tools' / 'Options'.

Click 'E-mail' tab.

Click 'More Options' to open 'E-mail Preferences' dialog box. Click 'Advanced' tab.

In 'Message' area select 'Delete attachments when deleting the mail' option.

Playing an Alarm Sound in GoldMine

You can play a sound whenever an alarm pops up in your GoldMine. To do this:

Click the Tools button on the Main Menu bar. From the drop down menu, choose Options.

Click Alarms tab on the window that appears.

Check the Play Alarm sound file. Browse and select the sound file you want to play whenever an alarm pops up.

Click OK.

Launch an external Application from GoldMine

How do I launch an application from GoldMine?

Many of us often work with other software programs such as QuickBooks along with GoldMine. You can launch them easily from within the GoldMine window. To do this, follow the instructions given below.

Click Customize on the toolbar. This will open your taskbar; right-click anywhere in the taskbar and select Add New Item. This will launch Taskbar Group Item Selection dialog box.

From Item Type drop down list, select External Application.

Enter a suitable caption for the icon that is to be added to GoldMine taskbar (ie QuickBooks).

Browse and select the application (.exe file) that is to be added, by clicking on ellipse button […] placed next to Application text box. The path of the chosen app will be automatically displayed in Start Directory text box.

The Command Line specifies additional conditions to occur when the application starts. You can either type the command, or click to display a popup list. From the list you can select commands from one or more of the following categories:
o User details
o Contact details
o System info

You can select an icon for the file that you are adding by clicking on ellipse […] button next to Icon text box, but GoldMine will use a default icon if you don’t have one available.

Click OK.

GoldMine - Search Center Filters

A client asked "When I am in the Contact Search Center, can I search for clients who are in a particular state and city?"

Yes, you can easily filter information in the Contact Search Center.

* Click on the Search button
* In the drop down box next to Search by choose State, in the next box choose Equal To and in the last box choose the State you wish to search on
* Click on the plus sign at the end of the row and another search line will appear below and choose And in the first drop down box
* In the Search box choose city, in the next box again choose Equal To and in the last box choose or type in the city you which to search on
* You will now only see contacts in that particular city in the state
* You can add as many lines of search criteria as you need to filter out the data you want to view in the Contact Search Center

GoldMine - Pending and History Drop Down Lists

You can easily view your History and Pending items by particular users, particular dates, etc.

* Click on the History Tab of a contact
* Next to Activity click on the down arrow and choose E-mail Out
* You will now see a listing of just outgoing e-mails to that contact
* Your choices in the drop down list will be any of the activities you have completed for that contact
* You can do the same with any of the headers on the history tab
* You can output the information into Word or Excel by right clicking in the History area and choose Output to and the information will be put into an Excel Spreadsheet or a Word document
* When you have finished, make sure you go back to the drop down under the column header and choose "All" or you will only see the activity you have chosen to view on all of your contact records

GoldMine - Contact Search Center Groups

GoldMine allows you to "Group" information in the Contact Search Center. A simple grouping would be the following:

* Click on the Search button and open the Contact Search Center
* Search for all the contacts within a particular state
* You can now group all of the contacts in the state by city
* Right click on the header bar in the Contact Search Center and choose Group from the menu
* A bar opens up above the search criteria area that says "Drag a Column Header here to Group by that Column"
* Left click on the word "City" and move the Column Header up into the bar
* You will now see that all of your cities will be listed below the state in the area below the column headers with plus signs next to each
* Click on the plus sign next to a city and it will list each of the contacts that are located in that city below the city name
* When you have completed your searching, move the Column Header back into the bar with the other column headers and the "Group" bar will close

As you can see, the possibilities with this are endless. You can group by several different categories at the same time!

GoldMine - Lookup Fields Auto Fill

A client is having an issue when running a filter on fields when users mistype information into the field. Can lookup fields auto-fill when a user starts to type in the field to avoid missing contacts in a filter?

Yes, you can activate an auto fill feature in lookup fields by changing the lookup settings.

* Go to the field you want to have auto filled
* Click on the arrow at the end of the field box to give you the pop-up box with the dropdown list
* Choose Setup
* Check the box next to Auto Fill and click Okay
* Anytime anyone starts to type in that field it will automatically fill the field from the list

GoldMine - Keeping E-mail in the Inbox

A client recently asked why after they replied to an e-mail, the original e-mail was moved to the filed folder. Is it possible to keep the original e-mail in the inbox until you are ready to file it yourself?

Yes, you can keep the message in your inbox by changing a setting in your User Preferences.

* Go to Tools/Options
* Choose the E-mail Tab
* Click on More Options
* Choose the Composing Tab
* Uncheck the “Complete Original Message” option
* Click OK and OK
* Your message will now stay in your inbox
* Make sure you file the message so it will be recorded in history