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For this issue, we chose to target inventory applications designed for the wholesale and distribution industry. Keep in mind, these solutions have offering that can also accommodate other industries.
Looking for a solution to a QuickBooks problem?
We can save you weeks, even months of searching for the right solution to your Quick Books problem through our extensive contacts with add-on software developers.
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| Managerial Mentor |
Using Inventory to fight recession woes
One of the first places to look when corners need to be cut is your inventory overhead (i.e. storage costs, surplus, discontinued items, surplus, par level management, etc.)
A good inventory system will tell you what items move well and help you anticipate future inventory needs. There are all kinds of other bells and whistles too, like customer and vendor interaction, bar-coding (wired
and wireless), Bill of Lading integration, and other order management,
tracking of product expiration, lot/serial numbers, multiple locations, etc.
Questions to ask yourself
1. Consider how many other items you may be needlessly
warehousing. You will quickly see how an investment in a good
inventory program can save thousands of dollars.
2. Have you talked with a consultant about what you can expect
from an inventory solution?
3. Have you evaluated your manual process lately?
4. Have you spoken with your team, to develop a prioritized "wish list" of what you want from your inventory solution?
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| Techno-Visor |
Sharing Inventory Data with QuickBooks
What does it take to integrate inventory information with QuickBooks? I like to remind "techie's" that intuit offers a software developer kit (SDK) FREE. Just roll up your sleeves and start reading and testing www.developer.intuit.com
Primarily, you want to be sure to capture new job info, employee timecard data (for payroll), estimate or sales order details (if relying on QuickBooks for meaningful "actual vs. estimated" profitability reports) purchase orders (to track "authorized" job-expenses) and other pertinent information that needs to be transferred from the project manager's desk to the back-office personnel.
However, most of the time, your not the first to invent the wheel (sorry guys - I know us techies like to think all our ideas are unique and one-of-a-kind) But, take a look at the options that have already been created (we'll call them "boxed" solutions). These solutions will have what developers call "wizards" (they are nothing more than an interview style/list of questions) that automatically map/connect data to various QuickBooks fields and tables. These solutions also usually offer additional customization options.
So before you go off, developing something from scratch, set-up an
appointment with us to review:
1. Is there an add-on or custom program that will fit our particular
inventory database needs?
2. Do you need a desktop application or internet-based solution?
3. Where do you find custom developers that are familiar with the Quckbooks SDK?
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| Case Study # 1 - Acctivate - Takes control of Bags, Inc's massive inventory problem |
Consider tracking thousands of different bags, boxes, tissue, ribbon, gift wrap and accessories In a wide variety of colors, styles and materials...all divided among several warehouses. This was the problem facing Bags, Inc., a
Boulder
,
Colorado
company in the retail packaging industry.
Problem
The first problem was to obtain an accurate inventory count. This had always been difficult in the past because the company continued receiving raw materials and shipping products while the inventory count was going on.
Solution
Using this new program, the inventory figures were frozen the moment a complete inventory count was started. When the inventory was completed, all raw materials received and products shipped while the inventory was in process, were integrated with the suspended figures, bringing everything up-to-date. After that, the Acctivate provided real-time inventory figures by integrating sales orders into the inventory system along with purchase orders for raw materials and their delivery. The need for time-consuming and costly double entries was eliminated.
Benefits
Sales people for Bags, Inc., are now able to close sales faster because real-time figures for product or stock are always available. Customer inquiries can be answered immediately by anyone taking the phone call, which is a major CRM benefit.
Warehousing and distribution also received a big boost in efficiency. Orders are now shipped faster with fewer errors.
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| Case Study # 2 - Advanceware solves United Bicycle Parts' wide varie
ty, low-item demand problem |
Price's Alarm System,
Vancouver
,
Canada
, has been in business since 1895. Their current construction and add-on specialty involves the installation of home and business alarm systems.
Problem
Costing sheets were manually written by sales people. The information included part numbers, component costs, list costs and labor.
Because they were hand written there were often mistakes due to hard to read handwriting, calculation errors and wrong part numbers. Plus reviewing each sales contract against the costing sheet required the time of two support staff.
Solution
Price needed a new system that was easy to learn...offered plenty of support and training materials...could accommodate varying sales quoting and process needs...was reliable...and could integrate with an accounting program such as QuickBooks.
They found their solution in the Corporate Edition of QuoteWerks 4.0, which could duplicate the costing sheet layout and have it accurately and efficiently completed.
Benefits
Price immediately recognized a number of benefits. Staff labor time was reduced and data maintenance was automated with improved reporting throughout the sales cycle.
Sales expenses were also reduced because the system required less time to prepare quotes and costing sheets. And by having the system integrated into their CRM, Accounting and Quoting systems, Price was provided with a unified and efficient sales system.
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| Case Study # 3 - VISCO was called in by the Polycess Corporation to provide a replacement for their complex set of spreadsheets used to manually track shipments and inventory. |
The Problem
Alberta Printer sells printing equipment and supplies representing a wide range of brands. They also provide a full range of services and support to their over 3000 business customers.
Customers expect them to know instantly what equipment they have on site as well as all past and current support issues. Initially, this was handled by an off-the-shelf CRM software program. But not being tied in with their accounting program was creating problems.
The Solution
Oasis CRM stepped in with a fully integrated program which now allows Alberta Printer to follow a service ticket through to completion. And when work orders are complete they are automatically processed for billing purposes.
Some of the benefits included:
· Service staff can update and access customer information from any computer
· The integration between CRM and accounting eliminates double entries
· Efficiency is increased and response to customer needs are reduced
· Cost of managing accounts and providing personalized services has been lowered
As Helmut Rotter, Owner & Manager stated, "Oasis allows us to work off the same page. That improves efficiency and customer response capabilities, saving us money in account managing. We have a loyal customer base that we do good work for and this is one of the things that allows that."
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| Leaving You With A Little Humor |
A Little Humor: How Things Can Get Screwed Up!
Memo from CEO to Managers:
Today, at 11 a.m., there will be a total eclipse of the sun. This is when the sun disappears behind the moon for two minutes. As this is something that cannot be seen every ay, time will be allowed for employees to view the eclipse in the parking lot. Staff should meet in the lot at ten to eleven, when I will deliver a short speech introducing the eclipse and providing some background information. Safety goggles will be made available at a small cost.
Memo from Manager to all Department Heads:
Today, at ten to eleven, all staff should meet in the car park. This will be followed by a total eclipse of the sun, which will appear for two minutes. For a moderate cost, this will be made safe with goggles. The CEO will deliver a short speech beforehand to give us all some information. This is not something that can be seen every day.
Memo from Department Head to all Floor Managers:
The CEO will today deliver a short speech to make the sun disappear for two minutes in the form of an eclipse. This is something that cannot be seen every day so staff will meet in the car park at ten or eleven. This will be safe, if you pay a moderate cost.
Memo from Floor Manager to all Supervisors:
Ten or eleven staff are to go to the car park where the CEO will make the sun disappear for two minutes. This doesn't happen every day. It will be safe and as usual, it will cost you.
Memo from Supervisor to all Staff:
Some staff will go the car park today to see the CEO disappear. It is a pity this doesn't happen every day.
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FREE TIPS |
For our latest tips on setting up your chart of accounts so that you have the processing and reporting capabilities you need for these tough economic times, please refer to http://www.seeclearlyaccounting.com/22/index.html
While you are looking at the tips about your chart of accounts, if you are responsible for the accounting for an estate, you may want to read 22 of the Best Tips for Trust and Estate Accounting. This sets out how we do this work using QuickBooks, with a little help from Excel.
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