What is QuickBooks Data File Setup?

QuickBooks data file setup is a service we provide that includes one or all of the following, depending on your needs:

• Installing QuickBooks Financial Software on Each QuickBooks User's Workstation. If more than one person will use the same QuickBooks file, the installation also involves networking QuickBooks for multi-user access. To network the file, you will need to connect (network) your workstations so that they can share files. We strongly recommend a local area network that uses a server with Windows Server 2000 or 2003 installed. Smaller businesses with no more than 3 users could share the same QuickBooks files using a network configuration called "peer-to-peer" that doesn't use a server or Windows Server software. However, the performance in a peer-to-peer network is not as good, even with only 2-3 QuickBooks users.

• Creating and Customizing a QuickBooks Data File. When setting up a QuickBooks data file, there is much more involved than simply running the setup interview and inputting basic list information. To setup the file properly you must enter beginning account balances for your Balance Sheet (and income statement in a mid-fiscal year setup), enter prior period monthly financial information (if you want comparative reporting to the previous fiscal year during your first year of QuickBooks use), link your sales items on sales forms to the correct accounts and account types, enter open invoices (customers), unpaid bills (vendors), open purchase orders, open estimates and open sales orders. When these forms are partially received/paid/billed, the process becomes especially tricky. The way you enter open invoices and unpaid bills also varies depending on whether you report on the cash or accrual basis. If applicable, you must also setup inventory counts and values and setup payroll (employees and paycheck calculating information).

Could you use some help in setting up your new QuickBooks, Peachtree, Office Accounting & Dynamics SL program? Need help with QuickBooks? Would you like help in fine tuning your QuickBooks, Peachtree, Office Accounting & Dynamics SL ? Would you like to train your staff in the "day to day" usage of QuickBooks, in your business?

As a QuickBooks, ProAdvisors & Enterprise Solutions  Providers, we offer a variety of services, including setting up, training and consulting in the use of QuickBooks business management software. We have access to resources to answer all of your QuickBooks,   accounting questions. We are seasoned Accountants and Certified Accounting Systems Consultants who see new companies, new setups--and new problems--every day. Our accounting knowledge, combined with expertise in QuickBooks and Small Business consulting, makes us a powerful partner on your team!

QuickBooks File Analysis $149.00

We will check your QuickBooks file monthly or quarterly for accounting errors.

Contact me-mailto:robert@spellerconsulting.com?subject=Contact me about

Technical Support Prepaid QuickBooks Support Support Option 1 (5 Hours of support) $395.00 Support Option 2 (10 Hours of support) $795.00 Support Option 3 (18 Hours of support) $1,195.00

As a Certified QuickBooks ProAdvisors, we act as a "Help Desk" for training and support for QuickBooks software. We provide assistance in installing QuickBooks software and setting up your company files. It is important that your QuickBooks files be set up correctly with initial balances and other key data. If your requirements are unique, we will adapt QuickBooks to your needs. The remote connectivity of data sources and the ability to remotely access critical data and systems is a defining characteristic of modern computer technology. At Speller & Company, we leverage the power of remote technologies to better meet your accounting technology consulting needs, and we do so in a way that is both more convenient and more affordable than if we had to drive to your office every time you need our help. We work with our clients to find the perfect balance between the time we work with you onsite - at your business - and the time we work with you remotely from our office. Remote Technologies We Use to Support QuickBooks Users • WebEx Desktop Sharing. QuickBooks has a partnership with WebEx - and powerful and secure Internet conferencing and desktop sharing application. As QuickBooks ProAdvisors, we have a special subscription to WebEx that allows us to connect to all of our clients' computers without you incurring any cost. This tool is so powerful, you don't have to install any software for us to connect to your computer, and we can make this connection to your computer if you simply click a link in an email we send you - it is that simple! After we connect to your computer, we can view or control any application on your computer. We use this technology to provide onsite training services, to work through support issues, to answer QuickBooks questions, to obtain copies of your QuickBooks data file - all while you watch and interact with us - and all while you are sitting at your own desk. • Windows Terminal Services If you run Windows 2000 server or 2003 server, we can often use a Remote Desktop Connection to connect directly to your server from our computers. Unlike the WebEx Desktop Sharing option above, you cannot see what we are doing while we are connected to your server using this technology. However, this type of connection is very fast, allowing our consultants to do extensive work on your QuickBooks data file as effectively as if we were at your office. If you purchase Terminal Server licenses, multiple people from our office as well as your offsite employees can all connect to your server - and therefore to your QuickBooks data - simultaneously. When you consider that several people can all access your QuickBooks data at the same time from several different offsite locations, it is easy to see the flexibility and power of this type of connection. • Email is a preferred way to submit questions and to report QuickBooks problems for many of our clients. Our clients benefit from a written reply - a reply that they can print and/or store on their computers for future reference. As necessary, we even include screenshots from QuickBooks to support our answers. This is especially helpful when the solution to your QuickBooks issue involves performing multiple steps. If your issue is too complex to solve through an email reply, we will respond to your email with a phone call and, as necessary, by connecting to your computer using WebEx.   QuickBooks Remote Support  Prepaid Packages Certified QuickBooks ProAdvisors (Tech Support)! 415-218-2448 Select a support plan Contact me-mailto:robert@spellerconsulting.com?subject=Contact me about your training or support services

 Data File Archiving

QuickBooks What is the Benefit of Data File Archiving? Archiving (removing) data from your QuickBooks data file will significantly reduce the size of your data file and will probably increase QuickBooks performance, especially when running reports and when using QuickBooks in a multi-user environment. Smaller files are also easier to manage, especially when you need to send copies of your data to QuickBooks consultants and/or tax preparers. The most compelling benefit in the increase in QuickBooks performance. How Do I Know if I Should Archive (Remove) Data from My QuickBooks File? Depending on the type of information you enter into QuickBooks and the number of transactions you process each day, your QuickBooks data file could grow rapidly. In some cases we have noted growth in our clients' data files at the rate of 100MB a year (or even faster!). QuickBooks versions 2006 and later operate on a robust SQL database designed by Cybase. This new database is much more robust than that used by QuickBooks 2005 and prior. However, if you use QuickBooks Pro or Premier 2006 or later, you may begin to experience significant decreases in performance after your file exceeds 100MB. If you use QuickBooks Enterprise Solutions, you may begin experiencing significant performance problems after your file exceeds 400 to 500MB. How Does Reducing the Size of My QuickBooks File Increase QuickBooks Performance? Each individual transaction therefore dynamically impacts QuickBooks reports. For example, if you create a Balance Sheet in QuickBooks, the program calculates the balance in your checking account by referring to each check, deposit, or transfer that makes the balance in the checking account go up or down. QuickBooks calculates the balance as of the date of the Balance Sheet report by referring to hundreds (if not thousands) of individual transactions. If you change even one of these transactions at any point in the past, QuickBooks will calculate a different balance on the Balance Sheet. Each check, deposit or other banking transactions therefore perpetually affects QuickBooks reports. Because of this perpetually posting nature, you can see how QuickBooks performance could decrease as you enter more and more transactions into your file. Many accounting programs allow you to clear the individual transactions from the database at the end of each fiscal year. This process in other accounting systems is called "closing" the period. Some programs flush this individual transaction detail monthly as well. When you "close" the previous fiscal year in QuickBooks, the program will lock down the previous years' data so you cannot edit, add, void or delete any transactions in the closed periods, but QuickBooks still retains the individual transactions and refers to them each time you run reports. What Are My Data File Archiving Options in QuickBooks? Within the program you have two utilities that address excessive data file growth. However, both options have negative as well as positive virtues. Condensing. This utility is called "Cleaning Up QuickBooks data through a specified date" in the most recent versions of QuickBooks, but the process is the same. When condensing, QuickBooks removes many of the transactions dated on or before the date you condense/clean up the data in an attempt to decrease the size of the file and to increase the performance of the file. What is the downside? This utility is not very effective if you use inventory items on purchase forms and/or sales forms. Other data conditions can impact the effectiveness of the tool as well. Also, in our experience, 1 out of 10 condensed data files experience some type of data file corruption. Common corruptions include excess data in the Open Invoices and Unpaid Bills Detail reports that are impossible to remove and that cause these reports to no longer agree to the Balance Sheet. In some cases, the Balance Sheet no longer balances (Assets do not equal Liabilities + Equity). Removing All Transactions from the File. This utility is an alternate selection when you "Clean up Company Data," but this utility produces a very different result - removing all transactions from the file. reduce data file size or to give clients a fresh start when their historical financial