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QuickBooks Not cutting it... Alternitives

By jkforms ·
I would like to know what you use for your business. Here is the scoop my boss is running a PC repair center as well as retail store using QuickBooks point of sale in addition to accounting. Here I what is wrong, we have to hand enter quotes in to Accounting using QuickBooks part numbers.
When we install a product and the customer may want to put it because like a credit and have us bill for it the part stays in inventory causing false inventory stock. I would like to find something that will allow us to do quotes, and work orders all in one program
I know it?s a stretch as far as finding something any ideas???

Thank You
- Jon King

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All Answers

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Great Plains Retail

by drowningnotwaving In reply to QuickBooks Not cutting it ...

Very good, very affordable, particularly in the USA. 10s of thousands of reference sites. Has good integrated stock control.

Look for Microsoft Business Solutions - Dynamics GP.

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QB works great, if you use it correctly.

by ThumbsUp2 In reply to QuickBooks Not cutting it ...

First, let me say that if "your boss" wants to run a specific accounting package, it's not your place to look for an alternative. It's your place, as an employee, to learn to use that software correctly. I've used QB for years, including time while working in exactly the same type of situation (pc repair and retail store). QB's worked wonderfully for us. However, we did NOT use the POS module at the retail counter. We used a full copy networked back to the accounting office. So, perhaps it's the POS module that is making your life rough.

Your post is hard to decipher, but I think I see two complaints. (1) you have to input quotes using "QB part numbers" instead of parts descriptions, and (2) creating quotes doesn't remove the parts from inventory.

(1) QB's doesn't assign the part numbers. The person doing the ordering and creating the "parts" in the inventory assigns whatever they want to assign to that particular part. Some people use bar codes, some use abreviations to describe the part and yet others use a combination of the two. If your company is using numbers that you can't decipher when creating quotes, speak to them about it. Maybe they can explain their system so that it makes more sense to you.

(2) If quotes removed the parts from inventory, your inventory would be wrong. Quotes are just that and nothing more. They are an estimate of what it would cost IF the work described WAS done. What happens if someone decides not to buy after they've seen the quote? You can NEVER use quotes to adjust inventory. Now, IF you are "installing a product" and not creating a bill for that product immediately, YOU are the one creating an imbalance of the inventory. You need to invoice the customer for anything that has been done/installed/sold to that customer and the invoice DOES remove the part from inventory immediately. You can use a quote created for that customer, IF the quote accurately discribes what you've done. You simply convert the quote to an invoice. But, if the quote isn't accurate, it should perhaps be voided (depends on what the boss wants you to do), but an invoice should be prepared immediately instead, based on what you really did do/sell.

Hope this makes sense.

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Very well put...

by boxfiddler Moderator In reply to QB works great, if you us ...

on all counts.

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TYVM! :)

by ThumbsUp2 In reply to Very well put...

In a previous incarnation, I was a QB Advisor as well as using it myself in a PC retail/repair environment doing everything from the purchasing to paying the bills as well as the repairs/retail sales. While I haven't stayed up to date on the latest and greatest "features" since v2002, I do know that no matter what version you use, the basic flow within the program remains the same. I recently installed QB 2008 Non-Profit for an organization that I volunteer for, and I LOVE it. :)

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I have been curious...

by boxfiddler Moderator In reply to TYVM! :)

as to whether or not to spend the money on QB Non-Profit. I keep books for a small non-profit and though I have the 'adjustments' pretty well in hand for using QB Pro in a non-profit situation there seems to a thing or 2 every year that causes me to stop and rack my brain as to how to manage it using something designed for the profit driven company.

That input too is appreciated. :)

jeeminy the keyboard gremlin loves me

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re QB NP vs QB

by ThumbsUp2 In reply to I have been curious...

Maybe I'm missing something in the NP edition that I haven't discovered yet. But, I see no difference between the NP and regular editions except the various accounts that are automatically set up specifically for NP and the tax lines that those accounts are associated with. There are still the same account types to deal with and you can name them and their account numbers anything that you want. Of course, the tax lines associated with the various accounts are designed to match form 990 (long) and we use 990EZ, but I can adapt.

Before this latest purchase, I was running QB 2002 Pro and was dealing with the same things you are currently dealing with. The "pigeon holes" just don't seem to fit. I don't know which version you're currently running, but we just purchased QuickBooks Premier Editions 2008 (Includes Nonprofit Edition). The install is much like Vista where you purchase the "Editions", but can install any edition that you want to use. I chose the NP edition. Yet, I think you can later install the other edition to work on a different set of books. You just can't run more than one copy of it at a time.

I don't know if you've found it yet, but TechSoup is outlet web site for donations to Non-Profits from the major software vendors, Intuit included. You pay a handling fee which supports TechSoup, a Non-Profit themselves, but the software itself is donated. You have to register your organization with them and they have to verify that it's a legitimate non-profit, a process that takes a little time. Once that's done though, you can order anything they have in stock. QuickBooks Premier Editions 2008 (Includes Nonprofit Edition) for one user was only $45. Much better than the $449.95 suggested retail. The only drawback was that it's downloadable. No media or user's manual provided. I just burned the download to DVD for backup purposes. The installation keys are emailed to you from Intuit.

Go for it! It's still currently available. :) :) :)

<edit: the usual>

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Thanks ThumbsUp2...

by boxfiddler Moderator In reply to re QB NP vs QB

Yup, it's the pigeonholes! Vendors and Customers. NP has this gray zone and I really don't like that 'Other Names' thing. It can get way too huge. I have gotten it down to the point that a name that needs to be both is now a full name in whatever its primary function, and FI (with MI if needed) and last name in all CAPS works for its minor function.

Probably keeps me on my toes having to juggle a bit with names...

keyboard gremlins again. I think that they have moved in permanently.

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Yep, I know what you mean....

by ThumbsUp2 In reply to Thanks ThumbsUp2...

Keeping the names straight when one person can be a vendor, a donor (customer) or even a member (customer), has never been easy no matter what version you use. QB NP is no different in that aspect. And, I hate the darned "other" names too!!! As far as I'm concerned, that list is worthless for any use other than contacts. And, even that is lacking!

What I do is put a letter after their name. For example:
Jane Doe(m) is used for a dues paying member
Jane Doe(v) is used for that same person that I have to pay as a vendor (reimburse expenses) and
Jane Doe(d) is used for that same person who might make a donation.

I use the same principal for businesses which I both write checks to (vendor) and receive donations from (customer).

If I had a payroll, I would use an (e) after that name in the list, but force it to print the correct name on the check. Fortunately, we're an all volunteer organization though! So, I don't have to deal with payroll, yet!

I also use some generic names for bulk entries such as "Yard Sale", "Car Wash" or "Raffle" for reporting a lump sum deposit after a fundraiser. Dang funny how those generic donors all contribute far more than any one individual!

I guess QB users all find just about the same way around nearly every one of the problems we encounter with "lists"!

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by boxfiddler Moderator In reply to Thanks ThumbsUp2...

thankfully, we 1099 everything. Minor system change may be coming up - like the way you manage with the (c) after names.

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re 1099ing Everything....

by ThumbsUp2 In reply to Thanks ThumbsUp2...

I only 1099 the ones I absolutely have to, such as professionals who are paid for services rendered, maybe 10-12 a year. Our postage expenses are bad enough! Fortunately, most of our expenses are for purchasing goods or supplies to be used at the various events, advertising, printing/publications/postage or fees/dues. Unfortunately, tracking those expenses through the various funds/sub-funds, especially for split expenses on one check, is a royal PITA in QB. Thank goodness I'm able to comfortably find my way around in Excel! ]:)

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