Couple of questions

  • Thread starter dontcareanymore
  • Start date

D

dontcareanymore

My boss is looking at updating our accounts software to Quickbooks (we
are currently using an 8 year old DOS based program.)and I've been
given the task to check out the software and see that it does what we
want it to do.

Shall take this moment to have a nag. The book supplied is useless
when it comes to learning how to use the software (customers, job
info, invoicing etc)!

Anyway...

There are 2 things that I cannot work out with the software (and as
explained above there's no point referring to the manual). First of
all - Is there a search facility? We carry a lot of stock, and
therefore it's impossible to be able to memorise all the items codes
for what we hold. With our current DOS software we can key in key
words and it will then bring up all the items in stock assocciated
with those key words. But I fail to see any facility in Quickbooks.
The function of putting the description column into alphabetical order
is of no help because I could put it in alphabetical order to find
everything that shows the first word being eg: squeegee, but could
then fail to notice that further up in the column there is a
description for Electric Squeegee Lift Bolt. (by the way talking of
columns. Anyone know how to adjust the width of the description column
so the whole description can be read?)

Now for the second issue. We want to set up a couple of members of
staff as reps (these are engineers who sometimes have to bill for
parts on the jobs they carry out. In return for the sales they make
for parts they get a bonus), but in the rep set up it shows that you
need to allocate a rep to a customer for it show on the invoice. The
problem we have is that our 2 engineers are not allocated specific
customers. They alternate every other month between north and south of
the country. We also want to be able to track the stock so we can work
out what they have been selling so can work out the bonus. In
Quickbooks Help it tells you about "setting up items for products you
buy and then resell, but do not track as stock" but I want to know if
you can do that AND track it as stock, as opposed to not tracking it.
Any Suggestions?

Thanks,

V.
 
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T

Tee

dontcareanymore said:
There are 2 things that I cannot work out with the software (and as
explained above there's no point referring to the manual). First of
all - Is there a search facility?
Yes, its called "find"
We carry a lot of stock, and
therefore it's impossible to be able to memorise all the items codes
for what we hold. With our current DOS software we can key in key
words and it will then bring up all the items in stock assocciated
with those key words. But I fail to see any facility in Quickbooks.
You can search via find for most criteria. Keyword is not one of them. You
either need to have specific names for each item or item numbers. In the
item list you'll set up for your inventory, you can create hierarchies and
go directly to the item list to search for items. If you sell candy, among
many other things, you can set up an item called Candy then list each candy
individually underneath. You can do a find for the name or go to the item
list itself and scroll to the candy section.
The function of putting the description column into alphabetical order
is of no help because I could put it in alphabetical order to find
everything that shows the first word being eg: squeegee, but could
then fail to notice that further up in the column there is a
description for Electric Squeegee Lift Bolt. (by the way talking of
columns. Anyone know how to adjust the width of the description column
so the whole description can be read?)
If you group your items by type then you won't have that problem. Make an
item for Squeegee then put *all* squeegee related items under it as
sub-items.

Now for the second issue. We want to set up a couple of members of
staff as reps (these are engineers who sometimes have to bill for
parts on the jobs they carry out. In return for the sales they make
for parts they get a bonus), but in the rep set up it shows that you
need to allocate a rep to a customer for it show on the invoice. The
problem we have is that our 2 engineers are not allocated specific
customers. They alternate every other month between north and south of
the country. We also want to be able to track the stock so we can work
out what they have been selling so can work out the bonus. In
Quickbooks Help it tells you about "setting up items for products you
buy and then resell, but do not track as stock" but I want to know if
you can do that AND track it as stock, as opposed to not tracking it.
Any Suggestions?
I'd recommend setting the reps up as Classes. When you enter a sale, the
inventory item is entered, then the customer it was sold to, then you list
the Rep as a "class". You can then track by class to see all the
sales/bills associated with that class (in this case rep) in any specified
time range.
 
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J

Joyce C.

You don't have to associate your reps with a customer if you don't
want to. Create the rep list and then customize your sales forms
(look under Help at the top menu bar and under Help Index under the
topic: customizing forms) and find the Rep field on the Fields tab of
the customize screen. If you dont' see that field then you have to
first duplicate the original template and then rename it and then it
will open the customizing tabs. Rep is under the Fields tab. Check
the Screen and Print boxes next to it to add it to both your screen
form and the printed copy. When you invoice someone just type in the
rep initials. Just be sure you type them exactly as entered into the
rep list so the reports will be accurate.
 

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