Document Management and Quickbooks
Document Management and Quickbooks
Document Management and Quickbooks
QuickBooks 2010 adds an integratedDocument Management Systemto QuickBooks that is very simple to use.
A Document Management System (DMS) is a program that is used to store documents and/or images of paper documents. This can be a very valuable tool for the business. If there is a customer PO that relates to an invoice, want to be able to find that PO quickly. If there are estimates for clients and are created supporting documents that needs to be able to access those documents when working with the estimate. A DMS system will help organize this information and, if itintegrates with QuickBooks, let associate the documents with transactions or other records in QuickBooks.
TheQuickBooks Document Managementfeature is asubscription servicethat is available for a fee (a limited amount of storage is available for free) and must be connected to the Internet, as the documents are stored in the Intuit Workplace. This is an online application center that Intuit uses to provide "cloud" based features.
Electronically "paperclip" documents to QuickBooks transactions to stay organized and save time finding what is need. Scan documents directly into QuickBooks, or attach electronic files already on the PC.
Store receipts, statements and more online (in the Internet cloud) for easy sharing
Easily attach documents to any customer, vendor, employee, account or transaction
Scan dozens of documents at one time simply insert blank pages in between and QuickBooks creates individual files7
Keep important documents at the finger-tips and backed-up online
Streamline collecting and matching documents from clients to specific transactions
The attachment feature for additional related or relevant documents is available for Customers, Vendors and Employees. Any contracts, sales or purchase agreements, description of Customer or Vendor to save in the QuickBooks.
Attach a document to the transaction, delete an attached document, or even view the attached document.
There are three options for attaching a document:
Local Filesopens a file dialog so to attach a file on the computer. Note that if using an unsupported scanner, it would save the scan as a file and attach it this way.
Scannerwill scan the document directlyfrom the Twain compliant scanner.
Online Document Inboxholds documents that have added before they are associated with a transaction or list.
Note that on the bottom of the screen shows the storage space are used, and how much is available. The fee to be paid is based on the amount of storage you use.
A detailed description about the job work or Appendix for Bills, Invoice, Sales Receipts, Purchase Orders, Estimates and Sales Orders, any number of documents can be attached.
It used to be messy to send the documents from QuickBooks, or to open up the Contract to review the terms and conditions of Bills to pay bills on QuickBooks. But using Document Management, the attachments can be located easily, added to online document Inbox, user can be set up and managed and much more on utilities and Document Center Icon on the toolbar.
The Document Management Center provides with a number offiltersto refine the view. for example select just invoices, or invoices for a particular customer, have the ability to enter descriptive information for each document.
Using the "Inbox"
Add documents to the document database directly, without going through QuickBooks. In the Document Management Center, just clickAdd Document to Inbox.
Sharing Documents
An important feature of the program is the ability toshare documents with other userswithout having to give them access to the entire set of documents. Select the document in the Document Management Center and select the "share" action. This opens a window that lets us to enter an email address and a message QuickBooks will send a link to the document.
Bad Points
Not local database, so to depend on Intuit for security and backups. For some people this may be a problem. For others, it isn't. Decide if this fits the business model. Note that Intuit has a very secure online database system.
If stop paying for the service, willlose accessto the documents.
Cannot createnon-QuickBooks records, so can't attach documents to something not related to QuickBooks.
No ability to add own columnsto define other kinds of information to track with the documents.
The product does not integrate with Microsoft Office, unlike other products (likePaperSave Plus). If have an email in Outlook, for example, it has to be printed as a PDF and then attach it separately.
This is a new product, while others have been around longer.
Pricing
As listed on the initial web pages or announcements of this service costs to be:
Freefor up to 100 MB of storage.
$4.95 a month for up to 500 MB of storage.
$14.95 a month for up to 1 GB of storage.
$29.95 for up to 5 GB of storage.
Is It a Good Deal?
Certainly it is worth looking at if it is needed this kind of service. This is an example of one of the "cloud" based applications that Intuit will be pushing very strongly. It is the direction that they are going to push in the future for add-on products.
Cannot download a copy of the documents to a local drive. (It wasn't available in the beta test version).
If want local storage, or don't have reliable Internet connections, look atPaperSave Plus(reviewed here). If need integration with Outlook, look at PaperSave Plus
At this time the Intuit product has a lower per-month fee thanSmartVault, but it wouldn't be surprised if that company changes its pricing structure.
But still there are many work flow systems available in the market like paperlessovernight developed by cosmic technologies with it's experience in CPA and client market over decade which wil give you better managing workflow for your end client which will help you to give access to your end clients as well.
if one interested to know more visit www.paperlessovernight.com
Add/Edit Multiple List Entries
Copy and paste from Microsoft Excel directly into key QuickBooks Lists with Add/Edit Multiple List Entries. Or, use the new table format to enter new QuickBooks List data faster.
Enter Items, Customers, or Vendors data using an improved table format
Copy and paste lists from Microsoft Exceldirectly into QuickBooks lists
Edit one list entry then easily copy the changes to many
QuickBooks now offers a spreadsheet view to quickly enter or edit customer, vendor, item, or account information. It can be duplicated and modified existing items, such as customer job. Even paste list information from EXCEL.
Spreadsheet view is a great way to update customers/jobs, vendors, service items, inventory parts, and non-inventory parts.
Select the columns to display and place them in the order that best meets the needs.It can be copied and paste data from one record to another. This can come in handy for a single update to a group of records. Rather than edit each individual record it is simple copy and paste, even when the pasted data is from a dropdown list.
A "Copy down" command can be used to copy the same data to the end of a list. But this will also overstore existing field data for all items in that list.
Even data can be pasted directly from Excel to add to or modify the lists. But make sure that the columns displayed in EXCEL match the columns displayed in QuickBooks. The column headers should not be copied into QuickBooks. After copying, QuickBooks will notify any errors in the copied data. It can fix those errors in QuickBooks or close the Add/Edit Multiple List Entries and abort all changes made since it opened the form.
Users can save time by editing multiple long lists of items, customers, or vendors, rather than edit each item individually. They can also copy and paste data into QuickBooks directly from Excel with a simple key stroke, eliminating the unnecessary steps of inputting the data directly.
The Add/Edit Multiple List Entries feature is one of the greatest updates in years. It is so much easier to add customers, vendors and items, all at one time versus going into each one and saving and then adding the next one. Wow, what a time saver!
Access this feature from the Lists menu -> Add/Edit Multiple List Entries to display the following window. Using the List drop down menu, you can select to work with the following Lists Customers (and Jobs), Vendors, Service Items, Inventory Parts, and Non-Inventory Parts.
Forms Customization
More customization options, including free professional design templates for commonly used forms such as invoices and estimates, give QuickBooks users the ability to apply the same design to multiple forms at once. Those who want help designing a unique look can connect with a community of professional designers through Intuit Creative Solutions.
Company Snapshot
QuickBooks users can now create a customized report to display on their computer screen, getting an immediate view of their company's bottom line. Previously, the Company Snapshot was a static view that could not be personalized. Users can choose from several reports, including new ones for yearly expenses and income comparisons, detailed expense and income breakdowns, and a top customer list. Plus, the reports can be changed instantly.
The new Company Snapshot gives great information at the click of a button. This is a great place to go to pinpoint problem areas or to just determine the strengths and weaknesses within the company.
ReportCenter
This radically re-designed report center gives users access to more than 100 reports and makes it easier to find the right report in order to make better business decisions. Different views make it easier to navigate quickly between reports. These include a carousel view to flip through the reports, a list view to see all reports at once, and a favorites' view to keep track of frequently used reports. A new search feature helps users find the report with the specific information they want.
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