Monday, June 25, 2012

QuickBooks: Historical Data

I just started working with someone that had not entered anything for 2012. I have been charged with getting everything up to date. I am sure that there is a suggested method for getting the historical transactions into the system to avoid missing anything. Can you tell me how to proceed?

Enter historical transactions in sequential order. For example, QuickBooks won't know how to credit a customer payment unless you've previously recorded the invoice.

Enter bank account transactions last, because your accounts payable and accounts receivable affect your bank account balances. By the time you finish entering all of your historical transactions, your check register should be nearly up to date.

If you don't have time to enter all your historical transactions right away, don't worry. You don't have to enter all your past transactions before you start using QuickBooks for your current transactions. Start entering current transactions as they occur, so you don't get behind. Then catch up with historical transactions when you can. If current and historical transactions are related, enter the earlier one first. For example, if you receive a payment today for an invoice you have not yet entered, enter the invoice first and then use QuickBooks to record the payment. That way, QuickBooks correctly links your transactions to each other.

Remember, though, that your account balances will be incorrect (and your reports may be wrong) until you've entered all the past transactions.

The proper order for entry is as follows:
1.      Sales and accounts receivable transactions. (invoices, statement charges, sales receipts, returns, payments, deposits, sales tax payments)
2.      Vendor and accounts payable transactions. (bills, credits from vendors, payments)
3.      Summarize payroll amounts for this year to date.
4.      Enter historical bank and credit card transactions. (checks, deposits, fees, transfers)
5.      Reconcile your bank account. (after entering historical transactions)

QuickBooks: Reconciliation Discrepancy

My bank reconciliation is off. Last month I clicked on some of the cleared checks on the register instead of waiting for the bank statement at end of month.  When I tried to do the bank reconciliation, I wasn't able to view all of the checks and click on those not already checked off. I hit the Reconcile Now button and QuickBooks did an adjustment. Now I have to do this month’s reconciliation and I see that there are some uncleared items from last month. What do I do?

I suggest that you unreconcile last month.  To do this click Reconcile on the home page, select the appropriate bank account and then click on the Undo Last Reconciliation button and start over. 

I discourage anyone from trying to reconcile off the check register for these exact reasons.

QuickBooks: 2012 New Feature

If you haven’t played with all the new features in 2012 you may want to take some time to do so.
Found on the Company menu, the Lead Center tracks data about your sales prospects in one place inside QuickBooks. The Lead Center has 3 panes:
  • Use the Leads pane on the left to view and sort your leads.
  • Use the Lead Information pane on the right to review or edit information about a selected lead.
  • Use the Tabs at the bottom of the window to access lists and notes for individual leads.
Some of the things that you can do are:
  • Add or edit leads.
  • Import multiple leads
  • Sort and search leads
This feature also allows you to add action items to the To Do List and create notes about your prospective customers.  You can access the items you put on the To Do List from other areas of QuickBooks, like the QuickBooks Calendar.
Once you convert the prospect to a customer you just need to select the lead and click the convert to Customer button and this will move your lead to the customer center. 

QuickBooks: Miscoded Transactions

I started working for a new client recently and the prior support person was not attentive to details and there are multiple transactions (six months worth) that have been miscoded.  I know that I can go in and change them one at a time but that would take me forever.  Is there a way that I can do this quicker?

Yes, there is a quicker way to do this.  You can do the following
  • Reports menu
  • Custom reports
  • Transaction Detail
  • Customize the report using this fiscal year for the date range and sort using name
Now you will be able to determine the vendor/name and the expense used which will give you the idea of what is incorrect by vendor and the specific incorrect account.  

Export this report to excel for easy review/analysis. 
Sort the data in excel to figure out how much of each account needs to be corrected and adjust accordingly.

QuickBooks: Recording the Transfer of Funds

Can you help me?  I’m trying to reflect what happens in real life when you transfer money from one bank account to a different bank account.  What steps do I need to take in QuickBooks?

The steps you should follow in QuickBooks to reflect a transfer of money from one account to a different account are:
  • Banking menu
  • Transfer Funds
  • Complete the form that comes up by entering the date and the from account and to account boxes along with the amount of money transferred.  You should include the confirmation number that the bank gives you in the memo line.

Wednesday, June 13, 2012

GoldMine : Scheduling Items the Easy Way

Again, this is continually brought up in recent training, so I thought we'd review this; the Easiest Way to Schedule an Item in GoldMine.

Example, if you do this the "normal way", you'd select Schedule | Call from the top level menu, plug in your Date, Time, Duration and Reference.

However, if you click-drag out some free time on your graphical Calendar, you'll notice that the Date, Time and Duration are already filled in. You will notice, however, that GoldMine will default the Activity Type to Appointment in this case. You can easily change this to Call, Action or Other by dropping down the "Activity" list. Try it!

GoldMine : Using the Notify Option when Scheduling Items

Much like the way Outlook can send meeting invitations, GoldMine can also send out an e-mail request to the associated Contact, or Scheduled Users.

To do this;

1. Select Schedule | Call from the top level menu.

2. Fill out your Call detail normally.

3. Check the box marked "Send a request with the Call to".

4. From the activated drop-down list, select either "Users", "Contacts", or both.

When this is checked, GoldMine will send out an e-mail to either the Scheduled Users and/or the associated Contact. The e-mail itself will contain a toolbar which will let the recipient Accept or Decline the invitation.

GoldMine : Turning Tabs On and Off

Lately I've been doing a lot of introductory training for GoldMine, and have been continually reminded of how useful it can be to "Clean Up" the Contact Record interface.

To customize your Contact Record tabs;

1. Select Tools | Options from the top level menu.

2.  Select the Record tab, click the "Tabs" button.

3. Uncheck whatever tabs you'd like to hide.

4. Use the Up and Down buttons to control the order of each Tab in the list.

5. Ok your way out.

GoldMine : Changing which Activity Types display on the Calendar

Did you know you can also change what kinds of Activities are shown on the Calendar? By default, GoldMine shows all Activity Types, including both Pending and Completed. To change this behavior;

1. Right-click anywhere on your Calendar, select "Activities..."

2. Using the checkboxes, select (or de-select) which items you want to display or hide.

3. Most folks turn off all Completed types, and also turn off Messages. This is a per-user setting and everyone can have their own preference.

Try it!

GoldMine : Advanced Calendar View Options

Did you know that you can change the information displayed within each pending item on the graphical calendar? By default, each pending item shows the Primary Contact and Reference. To change this;

(this is a per-user setting)

1. Select Tools | Options from the top level menu, select the Calendar Tab

2. Click the "More options" button, select the "Activity Details" tab

3. To change the information displayed on each pending item, you can select (from the top half of the window) any of the following items:

  a. Contact's Name, Reference
  b. Reference, Contact's Name
  c. Company Name, Reference
  d. Reference, Company name
  e. Any valid xBase expression

Note also that you can choose whether or not to show the Pending Activity Code by checking the box in the upper right hand corner. I find it handy to see both the Company name and Contact name on each of my pending items (sometimes I'll have records with just a Company name, no Contact). So I use option "e" from above and wrote the following xBase expression;

trim(contact1->contact) + " | " + trim(contact1->company) + " | " + trim(cal->ref)

So when I look at my pending items in the Calendar they display the following information:

Justin Hill | The Marks Group | Scheduled Call Reference

Try it!

Friday, June 8, 2012

MSCRM 2011: Showing Blocks of hard-coded text on forms

A client recently asked if they could have a block of disclaimer text on the Contact form at the top with a yellow background so that it would stand out on the form.

In Microsoft Dynamics CRM 2011 you can add HTML web resources to forms and then you can use these to add text blocks wherever you choose on an entity form.

Task 1 - Add an HTML web resource and add your required text block.

* Go to Settings, Customizations, Customize the System.

* Scroll down to Web Resources, Click New from the toolbar.

* Enter the following Information in the New Web Resource Dialog:

* Name= “AddDisclaimerTextToContact”

* Display Name= “Add Disclaimer Text To Contact”

* Language = “English”

* Type = “Web Page (HTML)”

* Click the  Text Editor button

* Type text you wish to display in the Rich Text tab.

* Switch over to the Source tab and change the background color if so desired.

* Click OK

* Click Save.

* Click Publish

* Click Save and Close

Task 2 - Add the HTML web resource to your form in the desired section by customizing the form and choosing to Insert the Web Resource created above.

In the Format tab, ensure the border is not displayed and scrolling is set to ‘Never’.

Task 3 - Publish all the customizations

The message will now be displayed on the form.

MSCRM 2011: Hiding a section based on a selection from a picklist field.

There are multiple steps/tasks that must be performed in order to change the visibility of a tab or section based on a selection from a picklist.

Task 1 – Change the Names of the tabs and sections that you will be working with to hide/show

* Go to "Settings", "Customizations", "Customize the System".

* Choose the Entity that you will be working with from the Entities section and choose the Form that you will be working with.

* When you are in the Form, click on the tab/section that you will be hiding/showing and change the Name to something readable. IE. If the Label of the tab is General, change the Name to General.

Note: The name cannot have spaces included

*"Save" the changes, and then choose "Publish" from the Ribbon.

Task 2Create a new JavaScript Library that will include the function to hide/show the tab/section.

* From the Customization area, scroll down to Web Resources and click "New" from the toolbar.

     * Enter the following Information in the New Web Resource Dialog:

* Name= “HideSectiononChoicefromPicklist”

* Display Name= “Hide Section on Choice From Picklist”

* Language = “English”

* Type = “Script (Jscript)”

* Click the  Text Editor button

* Paste the following script in to the source dialog and make the changes described in the Note comments.

function HideSectiononPicklist (context) {
// Note: preferredappointmenttimecode should be replaced with the Name of the field you are examining
// Note: Be sure to use the Name of the field and NOT the Schema Name
// Note: change the name of the var to make sense for the field you are checking

var preferredtimeselected =
Xrm.Page.getAttribute ("preferredappointmenttimecode").getSelectedOption().text;
//Note: check the selection on the variable field you set up above
if (preferredtimeselected == "Morning"){

// Note: the first variable in the commands below is the tab name, the second is the section name



* Click "OK".

* Click "Save".

* Click "Publish".

* Click "Save and Close".

Task 3 -  Attach JScript function to onChange event handler

Next we need to setup the event handlers on the form being modified.

* In the Customizations area, click on the Entities to expand.

* Select the Entity where the function will be called from and then click "OK".

* Expand the Entity, choose Form, and the Information form type Main.

* Now that you are in the form editor we need to attach the event handler to the Form onChange event.

* Go to the picklist field that will be changed and double-click. This will bring up the field properties dialog.

* Go to the Events tab and choose to "Add a Forms Library".

* The Web Resource Lookup will be displayed. Choose the Web Resource added above and Click OK.

* In the Event Handler section for the On_change event, click "Add".

* In the Handler Properties dialog do the following:
  * Function =  HideSectiononPicklist

       * Check "Enabled". Check "Pass execution context as first parameter".

        *Click "OK" to close the Handler Properties dialog

* Click "OK" to close the Field Properties dialog

* Click "Save"  and then Publish the form.
Task 4 – Test your Changes.