BizPro Consulting Services Integrating Business Systems

1. BizPro Consulting ServicesIntegrating Business Systems • Tools for QuickBooks Import & Export • Cleanup & Merge of Company Files • Advanced QuickBooks Reporting • Combined Financials • Xpanded Reports Rules of Engagement: short questions during presentation Tweet answers Today’s Agenda BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

2. Part 1. Tools for QuickBooks Import & Export • Reasons to use these tools: • Reduce or eliminate manual procedures • Eliminate redundancy • Eliminate intermediate data repositories • Spreadsheets • Databases (i.e., Access, FileMaker, etc.) • “Mine” existing QuickBooks databases • Synchronicity between data source and QuickBooks • Guarantee accuracy! Save time and money! BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

3. Export / Import Methodology • Intuit Interchange Format file (.iif) • Banks now switching to Direct-Connect • Excel spreadsheets (.xls, .xlsx) • Comma- and tab-delimited (.txt, .csv) • Direct-connect (i.e., bank to QuickBooks) • Web-connect (i.e., e-commerce to QB) BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

4. Intuit Interchange Format • Source: Export Lists • Choose List(s) to export • The export is formatted as follows: • Import List(s) (after modifying the above spreadsheet) BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

5. Excel spreadsheets File > Utilities > Import > Excel Files Point to above spreadsheet (columns in red) Mapping template is to the right ------- Import all five mapped items! BizPro Consulting peteb@bizpropete.biz

6. Comma or Tab-Delimited Files • .CSV file – Downloaded from Authorize.net (same as .IIF) • Text or Tab Delimited – Usually created by a web site (.txt) BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

7. Direct-connect interfaces • Typical Source: Online banking or credit card interface • In QuickBooks, go to Banking > Online Banking Center Once you “Receive Transactions”, you will bring up a “matching” window where you can select individual or groups of transactions, and post them to your QuickBooks register. Note that the matching process in the Online Banking Center has improved significantly in 2010, and is much more user friendly. The possibility of duplicate transactions in your bank account register has been virtually eliminated! BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

8. Web Connect vs Direct Connect • Web connect - .qbo downloaded from a web site and then “manually” imported into QuickBooks • Direct connect – transactions brought in directly for review (preferred method) – web page within QuickBooks BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

9. Part 2. Cleanup & Merge of Company Files • Why do it? • Reduce data export/import to a range of dates • Intuit recommends that no company file exceed 100mb • Eliminate obsolete names (customers, vendors…) • Clean up and restructure inventory • Restructure and consolidate chart of accounts • Merge multiple company files into one co. file • Transfer work from remote offices to home office • Receive journal entries from accountants BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

10. Irvin Data Transfer Utility • Best darn utilities around! • Check out www.q2q.us • Release covers 2 versions • Requires MS Access • Other useful utilities 6.07      QB 2006 & 2007, Enterprise 6 & 7 7.33      QB 2007 & 2008, Enterprise 7 & 8 8.15      QB 2008 & 2009, Enterprise 8 & 9 9.09 QB 2009 & 2010, Enterprise 9 & 10 BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

11. Transfer categories • Transactions • Lists Usually done in many small “stages” with backups between each stage. Many useful reports facilitate error correction. BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

12. Data transfer window One source company and one destination company BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

13. Irvin Check Transfer Utility • The dilemma: Payroll Checks cannot be transferred from one company file to another! • The Check Transfer Utility allows you to transfer Payroll Checks, Payroll Liability Checks and Sales Tax Liability Checks from one QuickBooks file to another QuickBooks file. • Note that the checks are imported as regular checks and will notappear on payroll specific reports such as 941's and W-2's.  • Imported checks will contain all of the lines of data from the original checks and will affect the same accounts, jobs and classes as the original checks, but will not be Payroll checks. • This program is for use by users who: • a. Prepare payrolls in one QuickBooks company file but need the data added to another file for bank reconciliation or other purposes. • b. Need to transfer historical data as part of the process of starting a new QuickBooks file or when converting from Enterprise to Pro or Premier. BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

14. Irvin Report Combiner – Produce financials for multiple companies • The Irvin Report Combiner extracts data from 1 to 999 QuickBooks company files. • It creates combining P&Ls and Balance Sheets based upon identical chart of account names.  • In addition, the Combiner can transfer the companies’ data to a new or existing QuickBooks "Consolidated" company file where the data from each company is identified by a separate class. BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

15. Part 3. Advanced QuickBooks Reporting • Objectives • “Mine” the QuickBooks database • Perform “What-if” scenarios • “Join” data from multiple files • Extract results to spreadsheets or other databases • Database types – The old and the new • Flat files (i.e. Files with records) • Hierarchical (i.e., IBM’s IMS) • Relational (i.e., MS Access, MS SQL Server, IBM DB2) • QuickBooks has been relational since 2007 • File = Table, Record = Row, Field = Column BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

16. Open Database Connectivity (ODBC) • ODBC is a Microsoft spec that allows users to share information in a relational database across multiple and diverse platforms. • Examples: Microsoft SQL Server, MS Access, QuickBooks, Crystal Reports, MS Visual Basic, DB2 for PCs • The application must be ODBC-compliant • QODBC is included with QuickBooks Enterprise (read-only) • It is available (at a price) from www.flexquarters.com • This facility allows you to “mine” the QuickBooks database while “joining” multiple “Tables” based upon selection criteria • Results of any selection may be exported to Excel or Access • Interactive sync between QuickBooks and other SQL databases BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

17. Developers tools • XML – Extended Markup Language • Java script – Building GUIs • OLTP – online transaction processing • Shopping cart interfaces – i.e. GoDaddy • Custom websites – Joe the builder • Intuit third party solutions at http://marketplace.intuit.com/ • Intuit’s SDK for developers BizPro Consulting peteb@bizpropete.biz www.bizpropete.biz

18. Q&A • For more information, contact: • Pete Bornstein • (925) 964-9393 • www.bizpropete.biz • peteb@bizpropete.biz Thank you for your interest!