Thursday, May 26, 2011

HEAT Self Service – Allow clients or end users to Subscribe to HeatBoard Issues

Launch the HEAT Web Server Configuration Tool > Click on HSS > Customer Types > Navigate to the Customer Type > Set Rights to YES

Click on the HEATBoard Issues Tab

The settings you select on the HEATBoard Issues tab populates the list of Hot Issues available for the user to subscribe to. Because the issues displayed are specified by Customer Type, you can provide only those HEATBoard issues pertinent to that type of user.

  • Select the check box corresponding to the issues view you want displayed: select Global to display all global HEATBoard issues, or select the specific HEATBoard team whose issues you want displayed.
  • Click Save (at the bottom of the page).

HEAT Self Service – setting the Session Timeout

Launch Heat Web Server Configuration Tool > Navigate to Common Settings > Session Timeout. In the Session timeout field, type the number of minutes that will elapse, during which no activity is performed, before the session times out. The default is 30 minutes.

Click Save (at the bottom of the page).

HEAT – Set User Preferences for Internet Searching within Call Logging

In HEAT Call Logging navigate to Edit, User Preferences menu and click on the General Tab. In the Internet Search section, three Internet search providers are available to use for the Internet search function. You can add, edit, remove search providers. You can also specify the search provider default.

To add a search provider to the list, click Add. The Add New Internet Search Provider dialog box opens:

  • In the Search Service Provider Name field, type a name to identify this provider.
  • In the Search Service Provider URL field, type the URL for the provider (you must include the {searchTerms} macro in order for the search to use text from the Call Logging field;
  • Select the Use as default check box to specify this provider as the default.
  • Click OK to close the Add New Internet Search Provider dialog box.
  • To edit a search provider, select the provider then click Edit. The Edit Internet Search Provider dialog box opens. Make any changes needed, including specifying this provider as the default, then click OK to close the Edit Internet Search Provider dialog box.
  • To remove a search provider, select the provider, then click Remove.
  • To specify a default, select the check box next to the search provider.
  • To restore the original three Internet search providers and remove any additional providers you may have added, click the Restore Defaults button.
  • Click OK.

HEAT – Perform Internet Search within Call Logging

You can perform an Internet search within a Call Record in Call Logging – the results are displayed on the Web tab. Multiple searches produce multiple tabs on the Web page.

There are two ways to search: within a Call Record form or using a toolbar button.

To Search the Internet within a Call Logging Form:

On the Subset, Call Log, Detail, Assignment, or Journal form, right-click a field, and select Search Internet. The search engine opens on the Web tab.

If the field you right-click is populated, that value becomes the search word (except memo fields: if you do not select a word or phrase, the Internet search field will be empty), or you can select a word or phrase in the field to be the search value.

If the field you right-click is empty, the Internet search field will also be empty.

To Search the Internet using a Toolbar Button:

  1. Click Edit > Toolbar > Customize (or click drop-down arrow at right end of main toolbar, then click Customize). The Customize dialog box opens.
  2. Click the Commands tab.
  3. Click the Solution category, then drag the Search in Internet button (and field) into the desired position on the Call Logging main toolbar. 
  4. To perform an Internet search, type the search word/phrase in the Search in Internet field, then press the Enter key. The search engine opens on the Web tab. 
The Search in Internet field retains a history of Internet searches performed in this field (not the right-click searches), and only for the current session.

Click the drop-down arrow in the Search in Internet field to view and select from the history of searches.

Wednesday, May 25, 2011

MSCRM 2011: Exporting Data to Make Modifications

In order to change data for a number of Contacts, export the data, make all of the changes and then re-import. Following are the steps:

* Choose Contacts fom the Left Navigation pane and then click on the Export to Excel option on the Ribbon
* In the Dialog box, choose a Static worksheet with records from this page option
* Click on the Make this data available for re-importing by including required column headings. This will export all of the required fields.
* Enter your signature in the Description.
* You can now make changes to the existing Contact entries or add some Contact entries and import the file back into CRM.

MSCRM 4.0: Change Default Views for an Entity

A client asked: Our CRM contacts appear under 'My Active Contacts' when we open the Contacts form. Can we change this?

* Select Customization > Customize Entities
* Select Contact > Forms and Views
* Select the view that you’d like to be the default
* Click More Actions > Set Default
* Save and Close > Publish

Now, when open Contacts, the new view willl automatically appear (e.g. Active Contacts or a custom view you create)

MSCRM 4.0: Creating Custom Email Signatures

A client recently asked: How do I add my signature to my CRM email?

First, create signature email templates in the Personal options area of the application. This is done as follows:

* Select Settings > Tools > Options
* Select Email Templates > click New > select Global
* Enter your name in the Title and Re: in the Subject line
* Enter your signature in the Description
* Add your web address (e.g.
* Save and Close

After your signature email template is set up, you can use it in a number of Microsoft CRM email activities, including Direct Email. Compose your email and before you send it, select the signature email template to include.

* In the message body, put your cursor where you want the signature.
* On the Formatting toolbar, click Insert Template.
* Select the signature email template you want, and then click OK.

Your signature will now appear in the body of your email message.

Crystal Reports : Grouping on a Formula

One of the most effective techniques I've learned is how to group on a formula.
Think of it this way: the logic of the formula can be whatever you want it to be. So, any "high-level" corporate logic can be expressed here.
Take for example a table called HISTORY in which are listed history items per user.
Let us create a formula that will "kick-out" a value based on HISTORY.DATE.

IF {HISTORY.DATE} > CURRENTDATE - 30 THEN "History within 30 Days" ELSE
IF {HISTORY.DATE} < CURRENTDATE - 30 THEN "History beyond 30 Days" ELSE

Now this formula can be used as a Group.

You will notice that the last line is an ELSE {HISTORY.DATE}. This is because if a {HISTORY.DATE} does NOT fall into our formula criteria, then it will be "skipped". The final ELSE works as a "catch-all".

Crystal Reports : Converting Numerical Values to Currency Values

In any aging or "invoice" report, you will undoubtedly need to sum up some dollar amounts.
This can be tricky, depending on how the back end database is storing the data.

In a perfect world, you are using SQL server and the dollar amount field is declared as CURRENCY.

In the real world, however, the value may be stored at plaintext, which as we all know, cannot be summarized as a numerical value.

Now, we can convert the plaintext INVOICES.AMOUNT into a number by using TONUMBER(INVOICES.AMOUNT).

A better solution might be to use the TOCURRENCY() function, which will not only convert our plaintext to a numerical value, it will also provide the expected number of decimal places, and also display itself with the currency symbol ($).

Just a quick shortcut. You could do the same thing with a combination of the TONUMBER() function and field formatting. I've found that when dealing with dollar amounts, CURRENCY is always preferable to NUMERIC.

Crystal Reports : Changing an Existing Group

You may need to change the existing report "Groups" after defining them.
To do this, select from the top-level menu, Report | Change Group Expert.
Here, you will see all your defined Groups. You may select any of them and use the "up" and "down" arrows to change the Group order.
This is a nice way to regroup the report without having to do a lot of work.

Crystal Reports : Viewing the Report Selection Criteria on the Report

When the Selection Criteria becomes very complex for any given report, I often find it helpful to display the whole Selection Criteria right on the report.
To do this, you need to insert a "Special Field" from the Field Explorer.
Select Insert | Special Field.
Drop down the Special Fields list.
The field we want to insert is Record Selection Formula.
You will also notice that the Group Selection Formula is also available here.

Crystal Reports : Saving the Data with the Report

I find it very handy, when developing a report, to Save Data with Report.
You can find this under File Options Reporting Save Data with Report.
What this means is that once the report is "refreshed" you can save the data along with it. This can save time if the report you're working with takes a long time to run. Saving the Data preserves the data in a local cache.

GoldMine : Changing your Default Alarm Time

When you use GoldMine alarms to remind you about activities, you'll notice that the default Alarm Time is 10 minutes past the Scheduled Time.

To change this;

1. Go to Tools, Options, select the Alarms tab
2. Set the desired default Alarm time by entering a value in the "Alarms Default Lead Time"
3. Ok your way out.

Pro Tip : Alarms are nice to use, but remember, when you Alarm every single activity, the resulting barrage of Alarms can frustrate users. Sometimes users will become "immune" to the constant pop-ups, therefore negating the purpose of the Alarm to begin with.

GoldMine : Showing Completed Activites on your Calendar

Some folks like to see their Completed items on the Calendar. This can make it easy to see what kind of Follow Ups you need to perform after any given day of activity.

To do this;

1. Right-click on your GoldMine Calendar
2. Choose "Activities"
3. On the right hand side of the new window, select each Activity Type you'd like to see on your Calendar.
4. Click Ok.

You'll notice that now your Completed Activities show on the Calendar with a "strikethrough" font.

GoldMine : Viewing Multiple Calendars

When scheduling items for other GoldMine users, being able to view all their Calendars at once can help you find that free time slot.

To do this;

1. Open up your GoldMine calendar
2. Click on the "User" drop down list at the top of your Calendar
3. Select "Multiple"
4. Now you must add each user you want to view to your list here. Do this by double clicking on the usernames
5. Then hit ok.

You'll notice that GoldMine has "color coded" each users' Calendar items. Keep in mind these colors are arbitrary, and are assigned in a somewhat random order.

GoldMine : Carrying over Completion Notes

If you're using Automatic Followups in GoldMine, then you might want to set up your History Notes to "flow" to the followup activities;

1. Go to Tools, Options
2. Click on the Schedule Tab
3. Check the box next to "Carry over completion notes when scheduling follow-up calls"

Having this checked will copy the Notes from the currently completed item to the Automatically Scheduled Followup Item.

GoldMine : Copying Contact Details to the Clipboard

Once in awhile, you may need to send the details of a Contact to a non-GoldMine user.
There is actually a way to copy those details to the Windows "clipboard", making it easy to paste the details into another application.

To do this;

1. Navigate to the Contact Record you need the details from.
2. Select Edit, then Copy Contact Details.
3. From the dialog window that pops up, select which details you want to be copied into the Clipboard.
4. Now you can Paste the details into another application, like Word.

Try experimenting with the different selections in the Copy Contact Details window. For a one-shot use, this can be much faster than printing a report.

QuickBooks: Time for a Single Activity

Use the Time/Single Activity window to track the time spent by one person doing a single activity on a single job on a single date. As you make single activity entries, QuickBooks also records the entries on that person's weekly timesheet.

What is on the form

1. Date: Enter the date the work was performed. Although QuickBooks assumes that the work was done on today's date, you can enter a different date.

2. Name: The name of the person who performed the work. The name can come from your Employee, Vendor, or Other Name lists. Click the Name drop-down list and choose the name or enter the name.

New names: If QuickBooks tells you that the name doesn't appear on any of your lists, click Setup and choose the list where you want the new name to appear (Employee, Vendor, or Other Name). Then click OK and fill in the window that asks for information about the new name.

3. Customer:Job: Enter here the name of the customer (and job, if any) for whom the work was performed. Entering a customer or job name gives you the ability to charge for the work on a future invoice to the customer.

Non-billable time: If you do not intend to invoice your customer for the time, you still may want to enter the customer or job name. For example, if you spent the time correcting an error on a job, filling in the Customer:Job field gives you a record of your non-billable time for the job. You can display non-billable time on time reports.

Overhead: If the time is truly overhead and has no association with any customer or job, then leave the Customer:Job field blank.

To enter the customer and job: Click the Customer:Job drop-down list and choose the customer (or customer and job) or enter the customer's name. If you are tracking a specific job, add a colon (:) after the customer's name and then enter the name of the job.

4. Service Item (required for billable time and for paying nonemployees for time worked) Enter the name of the service item you want to use when you charge your customer for this work or when you pay a non-employee for this work. The service item represents the type of work performed.

Even if you do not intend to charge or pay anyone for this work, entering a service item gives you a record of your time for this type of work. You can display all time for each service item on time reports.

On an invoice or statement charge, the service item tells QuickBooks which account to use to track the income you receive from the work and what rate to charge. This, in turn, gives you the ability to analyze which types of work are the most profitable for your business (on item profitability reports), and how much company time goes into each type of work (on time by item reports).

On a check paying non-employees for time worked, the service item tells QuickBooks which account to use to track the expense or equity account for the payment and what rate to pay. If you invoice for this same service item, set up the item with the checkbox selected to allow you to have separate accounts to track income and costs.

To enter the service item, click the drop-down list and choose the service item that matches this type of work or enter the name of the service item.

5. Duration (Stopwatch): Enter (or use the Stopwatch to time) the number of hours worked on this date for this job. QuickBooks interprets your entry according to the current setting for the time format preference. The formats available are fractions of an hour (for example, 4.5 hours) or hours and minutes (for example, 4:30).

Depending on your Preferences format setting, the number you enter in this field may change when you select another field. For example, you start timing a phone call, then click Stop after half an hour (at 0:30). The entry in the field changes to 0.5 because your preference is set to record time in fractions of an hour.

6. Billable: A checkmark in this checkbox tells QuickBooks that you plan to invoice your customer for this activity. When you record the activity, QuickBooks adds it to the list of billable hours for this job. When you invoice your customer later, you can transfer the hours directly to the invoice form.

If you are not going to invoice your customer, clear this checkbox (remove the checkmark). The hours do not show up in the list of billable hours for this job when you invoice your customer. They do, however, appear on any reports that include this job. That way, you can track the hours you don't invoice your customer for.

7. Payroll Item (appears when the employee is timesheet based): The payroll item determines how much the employee should be paid for doing the work you specified in the Service Item field. If you have previously associated a payroll item with the service item, QuickBooks fills in the Payroll Item field when you enter the service item. Of course, if the payroll item is inappropriate for any reason, you can change it.

For example, if you are recording sick time for a salaried employee, choose the Sick Salary payroll item.

8. WC Code (appears when workers compensation is turned on and the employee is timesheet based. Note that is in QuickBooks Enhanced Payroll ONLY):

The WC Code gets transferred to the paycheck, along with the payroll item and other payroll information. QuickBooks then uses the information on the paycheck to calculate your workers compensation premiums.

If you entered a default workers compensation code on the employee's record, QuickBooks fills it in here automatically. You may also change the code here, if necessary. You might change the code, for example, if an employee sometimes does work that falls under a code that is different than his default code.

9. Class (appears when you track earnings items on a paycheck by class) Enter the class name that you want to assign to the work you specified in the Customer:Job, Service Item, and Payroll Item columns.

Classes give you another way to categorize and report on information in QuickBooks. For example, a general contractor could use classes to distinguish residential from commercial business.

10. Notes: Enter any additional information you want to record about the work you specified in the Customer:Job, Service Item, and Payroll Item fields. Your note can be of any length; however, only the first 99 characters of your note appears on time reports.

When you invoice your customer for this time, you can have QuickBooks insert your note into the Description column on the invoice form. You can also add the note to a time by job detail report.

QuickBooks: The Balance Sheet…Is it Correct?

I recently looked at a client’s balance sheet. I was quite surprised when I saw it as there seemed to be many accounts that should be questioned based on our conversation about her business. Since she made no comment I realized that she may not understand what she was seeing.

It is important as a business owner or someone preparing a report for the business owner, you understand what the figures on the balance sheet are telling you.

Assets are the first section on the balance sheet. Your current assets are listed first. Current assets are cash or cash equivalents that can be expected to be converted to cash within a year.

Your bank accounts are listed first and the normal balance will be a debit. If any of your bank accounts show a credit balance, that account is overdrawn as of the date of the balance sheet.

Accounts receivable will be the next current assets on your balance sheet. This account will have a debit balance.

The next group of current assets will depend on your type of business. They may be customer deposits, prepaid expenses, inventory, employee advances, etc. They should all have a debit balance and you can convert them into cash within a year.

The last group of assets will be your fixed assets. These cannot be converted to cash within a year. They will consist of your property, furniture and fixtures, equipment, automobiles, etc. These accounts will have a debit balance. There will be an accumulated depreciation account associated with these accounts that will have a credit balance.

If you have paid any security deposits it may be listed under Other Assets on the Balance Sheet.

Your liabilities are what you owe to others. A current liability will be paid off within a year.

Your current liabilities will be accounts payable, and all your credit card accounts. These accounts should have a credit balance. If an account has a debit balance you may want to investigate the reason. For example, a credit card account may show a debit balance which would indicate that you have a credit due to you from them.

If you have employees, your other current liabilities will be payroll liabilities. Depending on the number of employees and the benefits you offer your employees, you may have several liabilities, or you may have just the payroll tax liabilities. Whatever liabilities you have, they should have a credit balance. If a liability has a debit balance, then you have probably over paid and are due a refund.

Your long term liabilities are the debts that will not be paid off within a year. They will be your mortgage payment, loan payments, vehicle payments, etc. These liabilities will also have a credit balance.

This is the last section of your balance sheet and it shows how much money has been invested in your company. Depending on the type of entity, you may have an Owner’s Equity account, Capital Stock, or Treasury Stock account.

Your retained earnings account shows what your company has earned since the beginning of it’s operation. Your retained earnings should be a credit if your company has been making money. If your company has not been making money it will be a debit balance.

Dividends paid to shareholders, and draws to owners and partners will have a credit balance.

The balance sheet is a snap shot of your company’s financial position at a single point in time. The purpose is to give the users an idea of the company’s financial position along with what it owns and owes.

It is very important that you understand how to analyze and read this document.

QuickBooks: How to Fix an Incorrect Reconciliation Beginning Balance

Question: My bank reconciliation beginning balance does not match the statement. I looked at the last reconciliation; however, and the cleared balance does match? Do you have any tips that I could look into. Thanks.

Answer: This usually happens when you delete or change a transaction that was already reconciled. There are two ways to research what has been changed:

1. Select the Locate Discrepencies button on the Begin Reconciliation, for help determining what was changed.

2. There's also a Reconciliation Discrepancy report in Reports > Banking.

When you determine what has been changed, you will need to re-enter it using the same date.

TIP: You should receive a warning when you try to delete or change a transaction that's already been reconciled. Don't ignore any warning messages…QuickBooks is usually trying to stop you from making a mistake. Instead, take a moment to read the warning message, think about what you are doing and the consequence of the action and then make “the right” decision.

QuickBooks: Report for Bank Deposits with Total

A client that does a lot of daily sales receipts that then become deposits on a regular basis, sometimes several times each week. He then asked me if it was possible to create a report that will show all bank deposits with a total for a specific period of time, such as monthly.

Like most users he ran the Deposit Detail report found in Banking, but that report does not calculate totals.

The answer is, yes, it is possible to create such a report using some filtering as follows:

Go to Reports > Custom Transaction Detail Report

Change the date to the dates you need

Filters tab: Select Account — Checking (or accounts desired) and Transaction Type — Deposits

Change the name of the report if desired from the Header/Footer tab and eliminate any empty columns.

QuickBooks Time Saving Tip: Hidden Calculators

Sometimes it is the small things that give us the greatest joy…… and saves time. QuickBooks has calculation functions so you will not have to pull out your calculator for quick needs.

In your QuickBooks file, open write checks (Control-W is the short cut). In the area of the check where you enter an amount, type 100 - then the plus key and type 200. Hit enter and QuickBooks will enter the total of 300.

You can see that it literally becomes a calculator, allowing you to multiply, divide, add, and subtract. You can find this all over areas in QuickBooks where you enter amounts.

This is a huge time saver that can help you get back to business! Try it today!!

Monday, May 9, 2011

Six Business Technologies That Don't Work

The problem is that people in the technology business seem to have a different definition of when something “works.”  To me when something works, it works all the time. 
Read more of my Forbes column here.