Sunday, July 29, 2012

QuickBooks: Editing Transactions and Lists Shortcuts

When you are working with a transaction such as an invoice or bill, you can manipulate the transaction itself, and the detail lines, in several ways. If you are working on a list (item list, customer list, etc.) some of the same keys will work. Note that there are occasional transactions where some of these keys won’t apply:
Delete the selected line in a transaction
Insert a blank detail line in a transaction
Create a new transaction or list item
Delete the current transaction or list item. Please note that you cannot reverse this once done, usually
Edit an item in an item list, or in a register
If you are looking at a check in the write checks window, or in the check register, use ctrl-O to copy the check. You can then use ctrl-V to create (paste) a copy of that check if you are in the check register

If you have a transaction or list window open, look at the Edit menu, it will show you the shortcuts that are available for the window you are working with.

QuickBooks: Checks Printed In Reverse Order

“When I print checks a message comes up asking me if my checks printed in the correct order.  If I click on No because the checks printed in the reverse order, it tells me to REPRINT my checks.  Reprinting the checks means the first checks have been wasted because they can’t be used.  Is there some way to get around this so that I don’t waste my check stock?”

The short answer is yes.  The way to get around wasting the checks is to go into your check register and manually change the numbers on the checks to match with the numbers that were printed. 

QuickBooks: Budget – Prior Year Figures Workaround

I want to create a budget for 2013 based on my current year’s actual data. When I used prior year’s data, it gave me the information for 2011, not the current year. I can’t figure out what to do next.

I understand your confusion. Let’s look at it as laid out….
  •  you are creating next year’s budget (2013)
  •  in the current year (2012),
  • you selected the option for prior year’s data which happens to be 2011.

Actually, QuickBooks extracted and populated it with what you requested, because unfortunately, there is no option to pull the current year’s data.

The Workaround
You can actually “fool” QuickBooks by changing the date in your computer to the next year.

Click on the clock on your computer (usually in the lower, right corner of your screen) > Change Date and change the year to next year (2013).

Now, when you select Create the budget using the previous year’s actual data QuickBooks will pull the current year (2012) since you changed the computer date to next year (2013).

Keep in mind that you will only get the information up to the point that the information is in QuickBooks, and future months will be blank.

Don’t forget….after you create the budget, change the computer date back to the current year.

QuickBooks: Troubleshooting Cash Basis Accounts Receivable

Accounts Receivable should not appear on your cash basis Balance Sheet report but in some cases in QuickBooks, it will.

To clear the cash basis Accounts Receivable start by running a filtered report to find out which transactions QuickBooks was unable to convert and then adjust, correct, or simply note them.

Here's the step-by-step instructions for identifying the transactions in your cash basis Accounts Receivable:

1. Double-click on “Accounts Receivable” on your cash basis Balance Sheet report
2. Click the “Modify Report” button at the top left of the report
3. Remove the date in the “From” field and keep the date in the "To" field
4. Click on the “Advanced” button at the bottom left and set the “Open Balance/Aging” to” Report Date”
5. Click “OK”
6. Click on the “Filters” tab at the top of the Modify Report window
7. On the left, chose the Filter “Paid Status”
8. Set the "Paid Status" filter to “Open” in the middle of window
9. Click “OK” to run the report

QuickBooks: Using the Audit Trail as a “Session Journal”

“Before I started working for my current employer, I used another software program which offered a “session journal”. That employer liked to create the day’s sessions and save them in a file as a way to determine what may have changed if an employee altered something.  I don’t see that functionality in QuickBooks.”

If your employer wants to have something like that, you can run an audit trail for the session date. You can choose to run it for “today”, or this week, or whenever. 

The audit trail will give you a report with the same information as your “session journal”.

You can create and modify the report, give it a “Session Journal” title, and memorize it. You can then print or save that audit trail to a PDF.

Friday, July 27, 2012

HEAT – Displaying Journal Entries as a single list

Instead of clicking through every journal entry Heat can be configured to view all the journal entries in one view.
  1. Create a new Memo field on the Call Log Table (make it read only)
  2. Create an autotask that will be used in a business rule to update the memo field whenever a new Journal is created -
    • Create the Auto Task - The AutoTask Action is "update a call"
    • In the Value for the Memo Field select "{|all journals} - click on Overwrite
  3. Create a business rule to update the ticket whenever a new journal is created.

HEAT – When to use @Prompt() vs @ValidatedPrompt()

HEAT Prompts are typically configured using autotasks when the help desk agent may be required to obtain additional information based on the type of ticket being logged.  An example would be a new user request form.   The process of setting up a new user may vary based on the employee. 

The Heat Administrator can configure an autotask "quick task"  to prompt the agent to ask specific questions. 

The input fields may be a simple text field, or the agent can select from a validation table.

@Prompt() is a field for user entry - a user simply adds free text to a text field when prompted.  These prompts are typically configured using Auto Tasks - eg a user may be prompted to enter a phone number.  This information may not be in the HEAT database.

@ValidatedPrompt() - displays a list of validated values for selection.

HEAT – Exporting Call Tickets

You can export call records from the Call Record Browse dialog box, which displays a grid of Call Records in the currently displayed Group.
  1. While in the Call Group, open the Call Record Browse dialog box by pressing CTRL + B
  2. In the Call Record Browse dialog box, click Export.  The save as dialog box opens.
  3. In the Save As type field, select the type of file. You can save the call records as an Excel spreadsheet (.xls) as an XML file, or as a .txt file
  4. Click Save
  5. When the export is complete, the HEATExport dialog box displays an Export Successful message.  Click OK

HEAT – What's new in

What's New
User interface and usability improvement for AutoTask Action Management

Enhancements include an option for larger icons, AutoTask action descriptions, sorting actions by name and grouping actions by functionality.

Apply themes to grid style

Grids will adhere to the Theme selected for HEAT Call Logging

Unification of BPAM data sources

Prior to, BPAM used 3 different storages for data: the main HEAT database, a local MS SQL Express database and a set of files originated from Dbase system. Now all the local data is unified in a single MSSQL database

Tuesday, July 17, 2012

GoldMine : Picklist Comments

This is another thing we see when upgrading systems; folks want to clean up their picklists but are unable to because no one remembers what certain codes mean. I see this a LOT in the Activity Code and Result Code picklists for History. As these fields only allow three characters, you are forced to use an abbreviation of some kind.

However, you can remark what each "code" means right within the Picklist by using Comments.

1. Bring up any picklist (for instance, let's use the Activty Code on a Phone Call).

2. Click "New" to create a new picklist item.

3. Enter in your code as desired (in this case, "ABC"), then after the code, insert a "//" followed by a description.

4. It should look like this: "ABC //ABC Product Line" or something to that effect.

5. Ok your way out.

Now, when you select that picklist item, everything after the "//" is ignored. This is a great way to annotate each picklist item in your system. I can't tell you how many times I've seen confusion with clients when it comes to their own codes.

GoldMine : Inserting Menuitems onto your Toolbar

Note: this applies to GMPE 8.0 and above only.

Did you know that you can put any menu-item at all on your top-edge toolbar? For instance, I complete a lot of Calls, so I was always going to Complete | Unscheduled Call | Outgoing Call. If you find your self accessing menu-items very frequently, go ahead and add them to the toolbar!

Toolbar settings are stored on a per-user basis.

1. Click on the right-most edge of your toolbar in GoldMine. You know, the "little skinny" button at the end. That should give you a menu-item to "Add or Remove Buttons".

2. Then, click on "Customize". This should bring up a little "Customize" window.

3. Click on the "Commands" tab.

4. From the list of available menu-items, select the one you would like to add to the toolbar.

5. From the right-hand side of the Customize window, click-drag the item in question to the actual toolbar.

You'll notice that you can insert the new button anywhere along the top edge. If you make a mistake, don't worry; simply go back to your Customize window and click-drag the mistaken item FROM the toolbar. It will disappear.

Try it!

GoldMine : Specifying the default username for a workstation

We've been doing a lot of upgrades lately, and I am continually surprised at how rarely this is set up; the default GoldMine Username on a shortcut.

For instance, GoldMine will usually default the username to the Windows Networking username. In my case, this is "jhill", but my GoldMine username is "JUSTIN". So, when I start GoldMine, I need to erase "jhill" and put in "JUSTIN" in order to log in.

You can set this up to be automatic by editing the GoldMine shortcut on your desktop.

1.  Right-click on your GoldMine shortcut, select Properties.

2. Append the "Target" with /u:USERNAME, so in my case it reads:


3. When finished modifying your shortcut, don't forget to hit Apply, then Ok your way out.

If this isn't set up for you, you don't know what you've been missing!

GoldMine : Using the Peg Board

I get a lot of questions from clients' Management on this. The Peg Board; the place you can go to see who's logged in/out and inactivity time. Back in the day we used to kind of discourage it's use as GoldMine was relying on a lot of technical things to happen (perfectly) to show you an accurate picture here.

Nowadays, with SQL server and fast(er) filesystems, it works pretty good. To view your Peg Board (must have MASTER rights to do so):

1. Select Go To | Calendar from the top level menu.

2. From the bottom tab-strip, select the "Peg Board".

3. This will show you who is logged In, Out and also display current Inactivity time.

4. To Add/Remove users from the Peg Board view, right click and select "Users".

Note: I would recommend that anyone wishing to audit User Activity (or lack thereof) begin with the Activity List (Go To | Activities) and select the User in question. Then you may drill down to their Open or Closed Activities in a date range.

PPS : There may be rare occasions when a workstation may lock up and exit GoldMine "dirty", in which case a User flag may get "stuck". Simply have them start and exit GoldMine to clear the login flag.

GoldMine : Color Coding Calendar Activities

Did you know that you can color code items on the graphical Calendar? Specifically, you can change the color that's displayed alongside the left edge of each item. This can be done on a per-item basis.

You'll notice that the color is defaulted to Blue. When scheduling any item, simply drop down the "Color" picklist (near the bottom of the Schedule window) and select whatever color may be appropriate.

These colors are an attribute of the Calendar item itself, and are seen by all Users (even Synchronizing users).

Note: I have a few [service related] clients that use this as a mechanism for determining if an appointment could be re-scheduled or not. Red, for "do not move" and Blue (default) for "movable". This is where it really seems to shine, when you have multiple folks scheduling service techs to various locations.

Try it!

Thursday, July 12, 2012

MSCRM 2011: Tracking Activities

Many clients ask how activities are tracked in CRM. Activities in CRM are tracked under multiple entities depending on the Activity Type. I came across the following table which can be very helpful in keeping "track" of what is automatically tracked.

Activity Type
Tracked Under
Account, Contact, Lead, Opportunity etc. If Choose a contact, will also roll up to the associated Account

Defaults to who you are logged in as but you can change to Account, Contact, Another User, Lead etc.
Fax and Phonecall
Defaults to who you are logged in as but you can change to Account, Contact, Another User or Lead.

Account, Contact, Lead, User.
If Choose a contact, will also roll up to the associated Account

(same as Regarding above)

(same as Owner above)
Email and Letter
(same as Sender above)

(same as Receiver above)

(same as Regarding above)

If a contact moves to another Company (Account), their activities and history will move under the new company also with the exception of those activities that are specifically regarding an Account – those activities will remain with the original Account. Recommendation: Set the Regarding field to the Account that the activity is regarding.

MSCRM 2011: Personal Options in the Microsoft Dynamics CRM 2011 Outlook Client

Microsoft Dynamics CRM 2011 Outlook Client contains several options that can be configured at a user level and can be customized to match the preferences of that user. In the steps outlined below, I will demonstrate some of the basic personal changes you can make to your CRM Online 2011 environment. Some of the options that we will be configuring are only available if you are using the Microsoft Dynamics CRM 2011 for Microsoft Office Outlook client.

* From Microsoft Office Outlook, open the File menu, click on CRM, and then click on Options.

The Set Personal Options dialog opens.

* In the General tab, the Show Get Started panes on all lists option controls the appearance of the Get Started panes in the CRM Online interface, which will provide a helpful overview throughout your use of CRM Online 2011 by popping up over your lists and providing you with links and tips to common tasks. We recommend leaving this checked until you feel you are familiar with CRM Online 2011. (Note: Even if you turn on the Get Started panes in your personal options, you will not be able to see them if your system administrator has turned them off globally—for everyone. Ask to have the option to show these turned on again via Settings > System > Administration > System Settings > General > Set the display option for Get Started panes.)

If you scroll down in the General tab, you’ll notice some other options. Under Set the number of records shown per page in any list of records, we recommend changing the Records Per page value to “250”. This will increase the number of items listed when browsing CRM Online 2011, and really saves time when trying to find specific items in a long list of data. If you need to use a different personal default currency than the default currency that your system administrator sets for the organization, choose it in the Currency field.

*Click on the Synchronization tab. The Synchronize with Microsoft Dynamics CRM items with my default Outlook Folders section includes a link to the Outlook Filters. These Outlook Filters specify the records that will be synchronized to Outlook. The filters default to the My views which will synchronize those records where you are the owner. The Schedule automatic synchronization with Outlook section allows you to configure how often the Microsoft Dynamics CRM 2011 for Outlook client synchronizes with the Microsoft Dynamics CRM 2011 database. By default it is set to 15 minutes. We recommend increasing the period between synchronizations to either 30 minutes or 60 minutes to maintain available bandwidth and minimize the possibility of synchronization errors.

* Click on the Workplace tab. This tab allows you to configure the Select which groups are displayed in the Workplace pane option. Personally, I prefer to add the Sales and Marketing groups to the workplace area by checking their respective boxes.

* Lastly, let’s configure the e-mail tracking options. Click on the E-mail tab, and look in the Select the e-mail messages to track in Microsoft Dynamics CRM section. Change the value of the Track option to “E-mail messages in response to CRM e-mail” and click OK. By default, Outlook only tracks received e-mails in Microsoft Dynamics CRM that you manually tell it to. Enabling this automatic tracking saves you time by removing that manual step and having received emails in response to already tracked emails be automatically tracked. The Allow Microsoft Dynamics CRM to send e-mail using Microsoft Dynamics CRM for Outlook and the Check incoming e-mail in Outlook and determine whether an e-mail should be linked options should be checked.

*Click OK.

We have now set your CRM Online 2011 options to fit you a little better. I recommend that you continue to tweak these settings as you continue to use the system and find new ways to accomplish your daily CRM activities.