What would you suggest?


S

scfundogs

Background:

New company consists of two partners operating out of their respective home
offices. Each wants to use QB to create invoices. One intends to keep up
with bookkeeping although whether that will last is unknown. I'd be called
in to setup the company file and do a monthly review. QB Pro 2005 is
already in hand.

The first question put to me is how to handle the 3 users wanting to work in
this company file. If this were your potential new client would you:

-suggest one partner keep their pc on all the time and allow the other
partner and bookkeeper to remotely access the file

-suggest purchasing online subscription

-purchase & employ Karl Irvin's utility on all 3 computers

Why? I have no experience with the latter two and I haven't remotely logged
onto a computer to use QB in forever...and it was achingly slow (compared to
having the file on a local drive). Accountant has no preference except that
they give it all to me but I don't see that happening right away.
 
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H

Howard

Run, do not walk, from this engagement. A small business that wants to
have three users is asking for inconsistency, missing files, double
billing, etc.
 
G

Golden California Girls

scfundogs said:
Background:

New company consists of two partners operating out of their respective home
offices. Each wants to use QB to create invoices. One intends to keep up
with bookkeeping although whether that will last is unknown. I'd be called
in to setup the company file and do a monthly review. QB Pro 2005 is
already in hand.

The first question put to me is how to handle the 3 users wanting to work in
this company file. If this were your potential new client would you:

-suggest one partner keep their pc on all the time and allow the other
partner and bookkeeper to remotely access the file

-suggest purchasing online subscription

-purchase & employ Karl Irvin's utility on all 3 computers

Why? I have no experience with the latter two and I haven't remotely logged
onto a computer to use QB in forever...and it was achingly slow (compared to
having the file on a local drive). Accountant has no preference except that
they give it all to me but I don't see that happening right away.
The right way is windows terminal server. It can be tricky to set up, but no
one will ever regret it for performance. (Bonus you can set up instant and
voice messaging, remote printing and maybe other necessary services too.)

You didn't indicate where the third user would be located. You also didn't
indicate the volume on entries.

For very low volume Karl Irvin's utility might be acceptable, assuming everyone
practices backups.

Next up the chain would be go to my PC or the like for the remote user.

Useless, is trying to set up remote peer to peer, unless they both have
dedicated full T1 lines into their houses.


Online is an option, but I personally wouldn't want to be hostage to both
Internet outages and SlowBooks server outages, and oops - you did pay the bill
mistakes. Also I really don't know how secure the data is. Seems like someone
might want to hack that site because of the large amount of credit card numbers
stored there.
 
S

scfundogs

Golden California Girls said:
The right way is windows terminal server. It can be tricky to set up, but
no one will ever regret it for performance. (Bonus you can set up instant
and voice messaging, remote printing and maybe other necessary services
too.)
From my limited knowledge of the people/setup the above isn't an option. My
impression is that they won't want to change anything major or spend much
money outside of possibly moving to the QB online version. I could be wrong
but that's my hunch so far.
You didn't indicate where the third user would be located. You also
didn't indicate the volume on entries.
That would be me and I'd be working from my home office...unless they bring
me their company file but since they want to work in it, at will, I don't
see that scenario happening.
For very low volume Karl Irvin's utility might be acceptable, assuming
everyone practices backups.
I can't speak for the others, only myself. The volume should be low as its
a small interior design business.
Next up the chain would be go to my PC or the like for the remote user.
This is what I fear will happen.
Useless, is trying to set up remote peer to peer, unless they both have
dedicated full T1 lines into their houses.
I don't think they do. I don't.
Online is an option, but I personally wouldn't want to be hostage to both
Internet outages and SlowBooks server outages, and oops - you did pay the
bill mistakes. Also I really don't know how secure the data is. Seems
like someone might want to hack that site because of the large amount of
credit card numbers stored there.
Yeah, these are all concerns I share. I'm not looking forward to this, if
it works out, because I see alot of technical problems if not user errors.
Its a CPA referral though and I hate to turn them down. IME when one of the
CPAs I work with gives a bookkeeper referral they do so because *they* need
the peace of mind from a client who either royally messes things up or
doesn't keep up with the books at all.

Anyway, thanks for the insight.

Tara
 
S

scfundogs

Howard said:
Run, do not walk, from this engagement. A small business that wants to
have three users is asking for inconsistency, missing files, double
billing, etc.
I agree. There's a possibility that after having me setup their books the
business won't want to pay for any further bookkeeping services.
 
A

Allan Martin

scfundogs said:
From my limited knowledge of the people/setup the above isn't an option.
My impression is that they won't want to change anything major or spend
much money outside of possibly moving to the QB online version. I could
be wrong but that's my hunch so far.


That would be me and I'd be working from my home office...unless they
bring me their company file but since they want to work in it, at will, I
don't see that scenario happening.


I can't speak for the others, only myself. The volume should be low as
its a small interior design business.


This is what I fear will happen.


I don't think they do. I don't.


Yeah, these are all concerns I share. I'm not looking forward to this, if
it works out, because I see alot of technical problems if not user errors.
Its a CPA referral though and I hate to turn them down. IME when one of
the CPAs I work with gives a bookkeeper referral they do so because *they*
need the peace of mind from a client who either royally messes things up
or doesn't keep up with the books at all.

Anyway, thanks for the insight.

What has to be done is convince the parties involved that all the recording
keeping functions should be done in one location. Do all three have access
to a broadband internet conection? If they do then QB online starts to look
good.
 
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J

Joanne

scfundogs said:
Background:

New company consists of two partners operating out of their respective
home offices. Each wants to use QB to create invoices. One intends to
keep up with bookkeeping although whether that will last is unknown. I'd
be called in to setup the company file and do a monthly review. QB Pro
2005 is already in hand.

The first question put to me is how to handle the 3 users wanting to work
in this company file. If this were your potential new client would you:

-suggest one partner keep their pc on all the time and allow the other
partner and bookkeeper to remotely access the file

-suggest purchasing online subscription

-purchase & employ Karl Irvin's utility on all 3 computers

Why? I have no experience with the latter two and I haven't remotely
logged onto a computer to use QB in forever...and it was achingly slow
(compared to having the file on a local drive). Accountant has no
preference except that they give it all to me but I don't see that
happening right away.
Sorry - I responded to the wrong post. Ugh!!!

My suggestion would be to insist that if they want your help, you will keep
the "real books" and they can create invoices on their books but they will
then fax the invoices to you. In a later post you say the volume will be
low which makes this work.

They will need to provide you with bank statements, check register and all
the other things needed to keep your books accurate.

On a regular basis, you can provide your updated "real books" for them to
overwrite theirs. That .qbb file can be sent as an email attachment or
mailed on disk or flash drive.

In my opinion, QB on-line stinks as does Paycycle.

Although I love the creative mind and spirit of the "art/designer" client,
the books are the last thing on their mind and organization takes a back
seat to creativity. In short, they will neglect and mess in up in no time
(in tandem to boot).

--
Sincerely,
Joanne

If it's right for you, then it's right, . . . . . for you!!!

http://www.jobird.com
 
S

scfundogs

Joanne said:
My suggestion would be to insist that if they want your help, you will
keep
the "real books" and they can create invoices on their books but they will
then fax the invoices to you. In a later post you say the volume will be
low which makes this work.
I'll certainly stress letting me do the books but I can't insist...at least
not until I can prove that the other way doesn't work.

One partner appears to be adamant that she do the books, or at least her
portion of the books. This "partnership" is really one business where each
partner does her own thing under the company name. They won't be sharing
income or expenses so its already a unique situation.
They will need to provide you with bank statements, check register and all
the other things needed to keep your books accurate.

On a regular basis, you can provide your updated "real books" for them to
overwrite theirs. That .qbb file can be sent as an email attachment or
mailed on disk or flash drive.

In my opinion, QB on-line stinks as does Paycycle.

Although I love the creative mind and spirit of the "art/designer" client,
the books are the last thing on their mind and organization takes a back
seat to creativity. In short, they will neglect and mess in up in no time
(in tandem to boot).
That's been my experience but I can't force someone to hire me to keep the
books if they want to do it themselves. My initial consult with them is
tomorrow so I'll have a better idea of what they want afterwards. I just
needed to know a little about this kind of setup from an accessibility
standpoint before meeting with them. Thanks!
 
J

Joanne

scfundogs said:
I'll certainly stress letting me do the books but I can't insist...at
least not until I can prove that the other way doesn't work.

One partner appears to be adamant that she do the books, or at least her
portion of the books. This "partnership" is really one business where
each partner does her own thing under the company name. They won't be
sharing income or expenses so its already a unique situation.


That's been my experience but I can't force someone to hire me to keep the
books if they want to do it themselves. My initial consult with them is
tomorrow so I'll have a better idea of what they want afterwards. I just
needed to know a little about this kind of setup from an accessibility
standpoint before meeting with them. Thanks!
I insist on various things all the time. The downside to non-compliance is
either higher cost or no service. Works great for me and has for 25 years.
The upside for me is wonderful clients with great books, timely reports,
returns and structure. When clients realize that they are engaging the type
of accountant I am, they either love it or look for a better match to their
style.

Here's another idea. Have each partner keep individual books based on your
chart of accounts. After you review the individual books, export to Excel
and combine to create Financials. You can even make batch entries to your
QB to use the QB reporting functions. You just won't have the detail.

--
Sincerely,
Joanne

If it's right for you, then it's right, . . . . . for you!!!

http://www.jobird.com
 
R

Ron Anderson

One partner appears to be adamant that she do the books, or at least her
portion of the books. This "partnership" is really one business where
each partner does her own thing under the company name. They won't be
sharing income or expenses so its already a unique situation.
Sounds like a bad partnership right from the get go.
Sometimes thanks but no thanks is the best answer.

--
Ron Anderson A1 Sewing Machine
PO Box 60, Sand Lake, NY 12153
518-469-5133
http://www.singera1sewing.com
http://www.a1sewingmachine.com
 
G

Golden California Girls

scfundogs said:
From my limited knowledge of the people/setup the above isn't an option. My
impression is that they won't want to change anything major or spend much
money outside of possibly moving to the QB online version. I could be wrong
but that's my hunch so far.


That would be me and I'd be working from my home office...unless they bring
me their company file but since they want to work in it, at will, I don't
see that scenario happening.


I can't speak for the others, only myself. The volume should be low as its
a small interior design business.


This is what I fear will happen.


I don't think they do. I don't.


Yeah, these are all concerns I share. I'm not looking forward to this, if
it works out, because I see alot of technical problems if not user errors.
Its a CPA referral though and I hate to turn them down. IME when one of the
CPAs I work with gives a bookkeeper referral they do so because *they* need
the peace of mind from a client who either royally messes things up or
doesn't keep up with the books at all.

Anyway, thanks for the insight.
you said the magic word, "designer." That translates to creative person hair
flip! Run do not walk away. Exception, you are the only person to make entries.
 
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H

HeyBub

scfundogs said:
Background:

New company consists of two partners operating out of their
respective home offices. Each wants to use QB to create invoices. One
intends to keep up with bookkeeping although whether that will
last is unknown. I'd be called in to setup the company file and do a
monthly review. QB Pro 2005 is already in hand.

The first question put to me is how to handle the 3 users wanting to
work in this company file. If this were your potential new client
would you:
-suggest one partner keep their pc on all the time and allow the other
partner and bookkeeper to remotely access the file

-suggest purchasing online subscription

-purchase & employ Karl Irvin's utility on all 3 computers

Why? I have no experience with the latter two and I haven't remotely
logged onto a computer to use QB in forever...and it was achingly
slow (compared to having the file on a local drive). Accountant has
no preference except that they give it all to me but I don't see that
happening right away.
I don't think this is a QB problem as much as it is a company policy
situation.

You are the "accounting department."
They are each "profit centers."
They should generate invoice vouchers, forward same to you, and the
"accounting department" creates the actual invoice.
The "accounting department," in turn, produces periodic reports on the
profitablity, etc. of each of the "profit centers."
 
S

S.M. Serba

The terminal services idea is workable. If the one user has their pc on
all the time, is behind a firewall and everyone runs Windows XP Pro,
it's almost idiot proof. Remote Desktop to the one pc, and each user
has their own ID and password. With limited user abilities. Or find
someone with a file server to run QB on, and keep the file remotely,
and everyone logs in there using RD.

Stephanie
 
J

Joanne

S.M. Serba said:
The terminal services idea is workable. If the one user has their pc on
all the time, is behind a firewall and everyone runs Windows XP Pro,
it's almost idiot proof. Remote Desktop to the one pc, and each user
has their own ID and password. With limited user abilities. Or find
someone with a file server to run QB on, and keep the file remotely,
and everyone logs in there using RD.

Stephanie
After thinking about Tara's comment that the two "partners" will not be
sharing income nor expenses, and considering the type of business they are
in, unless they are sharing something pricey like a decorator van loaded
with sample displays, etc., they probably are better handled as two sole
proprietors. How many people with like interests "go into business
together", kinda' and what they really are doing is giving each other moral
and technical support to pursue each one's individual dream. With separate
income/expense items, it would be my recommendation to them not to combine
the books and call each other associates or something rather than partners.

--
Sincerely,
Joanne

If it's right for you, then it's right, . . . . . for you!!!

http://www.jobird.com
 
A

Allan Martin

Joanne said:
After thinking about Tara's comment that the two "partners" will not be
sharing income nor expenses, and considering the type of business they are
in, unless they are sharing something pricey like a decorator van loaded
with sample displays, etc., they probably are better handled as two sole
proprietors. How many people with like interests "go into business
together", kinda' and what they really are doing is giving each other
moral and technical support to pursue each one's individual dream. With
separate income/expense items, it would be my recommendation to them not
to combine the books and call each other associates or something rather
than partners.
It is not up to Tara to recommend how they should be filing their tax
returns. This is a matter best determined by the CPA that referred the
prospect to her.
 
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J

Joanne

Allan Martin said:
It is not up to Tara to recommend how they should be filing their tax
returns. This is a matter best determined by the CPA that referred the
prospect to her.

You are right. I missed that part of her OP.

Joanne
 
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