One of my clients has been so successful in growing one of
their business lines that they are looking at new management software to keep
everything organized. There was
immediate panic by employees, dreading the thought of having to hand enter all
the customer and vendor information in the new system.
I was able to put them at ease by assuring them that all
the information could be pulled from their QuickBooks files. The first step was to add Custom Fields to
both the customer and vendor files, providing a unique identity to the needed
files. Adding this field ID to specific
customers and vendors did take a little time, but not near as much as hand
entering the data.
Next, I opened the Vendor Contact List Report. By clicking
on the Customize Report button, then the Filters tab you can select the Vendor
Type and from the drop down box, you can select the custom field name you
chose. A review of the new software
program gave me the data fields required for specific tasks. I went to the Display tab on Customize
Reports to eliminate the fields I didn’t need and add the ones I would need. The next step was to run the report to see
what information was missing from my QuickBooks data. I memorized the report, entered the missing
data, then reran the report and created an Excel worksheet. I choose to export through Excel as that was
an option provided by the new program.
Not only was this a much simpler method of transferring
data from one software program to another, it highlighted the information which
was missing from the QuickBooks records.
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