QuickBooks 2010 adds an integrated Document Management System to 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 it integrates with QuickBooks, let associate the documents with transactions or other records in QuickBooks.
The QuickBooks Document Management feature is a subscription service that 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.
Attach a document to the transaction, delete an attached document, or even view the attached document.
There are three options for attaching a document:
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 of filters to 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 click Add Document to Inbox.
Sharing Documents
An important feature of the program is the ability to share documents with other users without 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
As listed on the initial web pages or announcements of this service costs to be:
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.
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.
Report Center –
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.
santhosh kumar k - About the Author:
VP-opse holds a Post graduate degree in Commerce from Mysore University as well as a Masters Degree in Business Administration with specialization in Finance. He also holds certifications from AMFI and NCFM.Santhosh joined cosmic with over 4 years of experience in US accounting and Taxation that he gained through his work experience at M/S. Ernst and Young. He brings strong process discipline in both the technological and operational aspects of our service.
He has the credit of being a Charter President of Rotaract Club Mysore South-East RI Dist.3180 (Youth wing of rotary international) and Presently serving as Zonal secretary (Chamundi Zone) interacting with all top business community of Rotary and Rotaract Family
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 it integrates with QuickBooks, let associate the documents with transactions or other records in QuickBooks.
The QuickBooks Document Management feature is a subscription service that 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
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 Files opens 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.
- Scanner will scan the document directly from the Twain compliant scanner.
- Online Document Inbox holds documents that have added before they are associated with a transaction or list.
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 of filters to 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 click Add Document to Inbox.
Sharing Documents
An important feature of the program is the ability to share documents with other users without 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, will lose access to the documents.
- Cannot create non-QuickBooks records, so can't attach documents to something not related to QuickBooks.
- No ability to add own columns to define other kinds of information to track with the documents.
- The product does not integrate with Microsoft Office, unlike other products (like PaperSave 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.
As listed on the initial web pages or announcements of this service costs to be:
- Free for 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 at PaperSave Plus (reviewed here). If need integration with Outlook, look at PaperSave Plus
- At this time the Intuit product has a lower per-month fee than SmartVault, but it wouldn't be surprised if that company changes its pricing structure.
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 Excel directly into QuickBooks lists
- Edit one list entry then easily copy the changes to many
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.
Report Center –
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.
santhosh kumar k - About the Author:
VP-opse holds a Post graduate degree in Commerce from Mysore University as well as a Masters Degree in Business Administration with specialization in Finance. He also holds certifications from AMFI and NCFM.Santhosh joined cosmic with over 4 years of experience in US accounting and Taxation that he gained through his work experience at M/S. Ernst and Young. He brings strong process discipline in both the technological and operational aspects of our service.
He has the credit of being a Charter President of Rotaract Club Mysore South-East RI Dist.3180 (Youth wing of rotary international) and Presently serving as Zonal secretary (Chamundi Zone) interacting with all top business community of Rotary and Rotaract Family
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