QBA Sample Applications

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Here are some of our current QBA Applications::

• QuickBooks Sales Orders and Payments from shopping cart
• Automatically create commission bills and pay them
• Customer Statements
• Lot Tracking
• QuickBooks Import Automator (details)

• Automatic Timed import

• Pre-Requsites

• QuickBooks Lists

• QuickBooks Transactions

• Activate / Deactivate / Resync / Delete from QuickBooks

• Automator help

• Data mapping (Import Wizard)

• Create a new and smaller QuickBooks file
• Combine multiple QuickBooks companies
• Employee time and expense remote data entry
• Emailed order entry
• Automatic paid invoice posting from your current accounting program into QuickBooks

Paid web orders automatically post as Sales Orders and Payments into QuickBooks

Hands free / Automatic timer download and posting of paid shopping cart orders as QuickBooks Sales Orders and customer credits ready for invoicing by your shipping department.

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Send email to an email list informing them about new work that must be done, the status of orders or inventory, special rush shipping requirements, etc.

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QuickBooks Import Automator (Timer page) (DETAILS)

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Pre-Requisites page

Each import is first mapped, tested and manually imported into QuickBooks. Ones this is working consistently it can be automated by simply checking the 'AutoYN' check box at the bottom left of the screen. The top part of the screen remembers all the critical details like where do you export your web store data to? What directory? What is the file name? This is usually an Excel file or a Comma Separated Variable (CSV) file.

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Part of the setup entails ensuring your exported data is clean, properly named and consistent. Then, using the QA Import Wizard data mapping and processing program which imports your data, displays it for editing and mapping, you map your data to the appropriate QuickBooks table fields. The form lets you add information that QuickBooks needs but your web store may not know like whether the products are active. You can also set up processing that fixes many things, sequences things (like the customer must be imported before the jobs) and filters to meet QuickBooks requirements.

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List imports:

Below, you can see the import for InventoryParts. Since, especially for a web store, items will usually be categorized, this import must first import the Parent categories, the 2nd, 3rd, 4th level categories and then, finally, the items themselves. If you move an item on your web page it must be moved in QuickBooks too. For something as complicated as this there is custom programming required behind the form. Some customers simplify this prefering to use minimal QuickBooks categorization with many web store categories as QuickBooks is business tracking not customer interface. The item code organizes the inventory.

Above, the 'Synch' checks mean that QuickBooks Accounts and Inventory Parts are synchronized before the web store items are updated.

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Transaction imports:

Lists imports are, of course, pre-requisite to transactions. Depending on whether you setup each customer as a QuickBooks customer they may need to be imported first. Items, payment methods, ship vias, etc. must exist. Some of the additional coding that may be required for posting sales into QuickBooks are:

• Sales tax for the local state, possibly by county.

• Adding separate lines to track stock for packaging, bags, inner cartons, shipping cartons possibly based on product counts on the sale.

• Shipping and handling charge lines

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Activate / De-Activate object records

Your web store items can move into and out of fashion quickly. This 'DeActivate' tab makes it easy to stay on top of it.

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Help Screen

Here is a general explanation of how the QA Import Automator works.

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Import Wizard data mapping

Powerful Import Wizard helps you map your exported web store data to QuickBooks fields. Once taught to recognize your web store data, this import is put on automatic.

Depending on the complexity of your importing and automation needs, the 'QuickBooks Import Automator' may require custom programming. We can certainly set up your basic imports for you or help you with them and train you in the process.

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Automated QuickBooks Commissions

Your final application is the full qb Access framework stripped down to your unique needs.

• Automatically create commission bills and pay them with QuickBooks in minutes:

1. Automatic, timed synchronization of current QuickBooks data.
2. Create, review, change and select COMMISSION BILLS from customer invoices.
   1. Base Sales targets and commission %
   2. Tiered commission % above base targets
   3. Separate tiers by Product Type, Class, Rep, Product
   4. Determine when commission is paid by Rep.
3. Create, review, change and select COMMISSION CHECKS from these commission bills.

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• Custom customer statements showing for the current period:

1. a section detailing the charges,

2. a section detailing the payments,

3. a section showing the total balance due,

4. a section showing the aging, and

5. a tear off section for payment fill in and return.

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• Lot Tracking:

1. Item lot numbers are tracked outside of QuickBooks (in QB Access (QA))

2. Item lot numbers show on the QuickBooks invoice lines

3. Full lot receipt, shipment and adjustment tracking outside of QuickBooks

   User mode

   Lot tracking is accomplished outside of QuickBooks by recording the lot number during QuickBooks inventory receipts. QuickBooks has a single part that summarizes all lots of that item (instead of having a new part for each lot for each item). When a shipment is made the current lot is recorded on the invoice line and in QA.

   When a lot is used up, QA closes it by (below) entering the invoice# (RefNumber) where the over ship occurred and the quantity shipped from that lot. This splits the QuickBooks invoice line and creates a new line for the balance with the next lot #. It then corrects all subsequent invoices shipped from the closed lot and flags them to be reprinted.

Supervisor / Administrator mode

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• Create a new and smaller QuickBooks file

1. By creating a new, empty QuickBooks file and importing only current, relevant data we can shrink QuickBooks by 50% or more. This depends on many factors like the number of customers and suppliers you are willing to eliminate and the date of your last annual closing.

• Combine multiple QuickBooks companies into a new, unified QuickBooks company.

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• Employee time and expense remote data entry outside of QuickBooks provides:

1.    Entry, display, maintenance and reporting of data from multiple computers.

2.    Secure employee, supervisor and administrator log in,

3.    Time Card entry data posting into QuickBooks,

4.    Mileage/Expense entry, reporting and export to Excel. (Posting to QuickBooks can be added.)

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• Emailed order entry for QuickBooks:

1. Automatically create customer orders in QuickBooks from emailed orders received.

Emailed order entry Detail:

2. Create and send your customers an order form populated with your products. This can be:

   1. Just the products they have ordered in the past,
   2. Any items you have on special, or
   3. Your entire product list.

3. Your customer saves this on their desk top, fills in their order and emails it to you.

4. Customer emailed orders imported into QBA and automatically created in QuickBooks as orders or invoices.

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• Automatic paid invoice posting from your current accounting program into QuickBooks

  Take advantage of the powerful, standard and easy to use accounting provided by QuickBooks without giving up your current accounting program. Continue using your current system for its strong points but let QuickBooks ease your accounting load.

• Post invoice payment checks as paid invoices ready for deposit creation in QuickBooks.

  1. Your legacy computer system posts invoice payments to a QuickBooks Access (QA) table

  2. QA posts them into QuickBooks creating the invoices and invoice payments.

  3. QuickBooks is used to do a matching deposit slip and accurate accounting

  4. QuickBooks deposit detail is made available to your legacy system inquiries for reconciliation.