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Caesar's Brook Babblings
QuickBooks News You Can Use 
July 2009 - Vol 2, Issue 7
In This Issue
Drag the checkmark
QuickBooks Remote Access
Printing Reports as a Group
Intuit to Acquire PayCycle Inc.
Caesar's Brook

Washington Monument FireworksWelcome to the July issue of Caesar's Brook Babblings.
It's summertime and the living is easy.   Or not, if you have to drive into the office on your day off to solve a customer problem or answer a question from your staff.  There is a wide variety of solutions for accessing your QuickBooks file remotely.  The best solution for you depends entirely on what problem or problems you are trying to solve.  This month we kick off a series discussing some of the options with an article on QuickBooks Remote Access.  In the coming months, we'll be also be looking at QuickBooks Online Edition, hosting QuickBooks with an Application Service Provider, and accessing QuickBooks through a 3rd party web interface.
The sun is finally shining as I write this, so get outside and enjoy!

QuickTip of the Month

CheckmarkDrag the 

In most places in QuickBooks where items are selected with a check mark, such as paying bills, applying payments, filtering reports, and reconciling the bank and credit card statements, you may quickly select (or unselect) a group of items in the following manner.  Click the first item and do not release the mouse button.  While holding down the mouse button, drag the mouse down the list.  When you finish all the items will be selected (or unselected).  I find this very useful when I am filtering reports and want most items on a list.  I drag the  to select all the items and then manually deselect those I do not want.  I also find it useful when reconciling large bank statements.  Using this technique, I can also rapidly select a long list of checks and then deselect the missing numbers.  I can also easily start over on just one aspect of the statement such as the checks or the electronic debits without undoing all my work on the other aspects.

FeatureFeature Article

QuickBooks Remote Access
QuickBooks Remote AccessQuickBooks Remote Access is a secure subscription-based service that allows you to access-and work on-everything on your PC from any other computer with an Internet connection.  It is readily accessible from the File pull down menu in QuickBooks, or from the Accountant pull down in the Premier Accountant Edition.
With QuickBooks Remote Access you can:
  • Transfer a file, or a whole folder, between computers.
  • Copy and Paste between remote and local PCs.
  • Easily print documents from your remote PC to a local printer.
QuickBooks Remote Access is available in two versions: full desktop access for $7.95 a month or QuickBooks data access only for $3.95 a month. Depending on the version of QuickBooks you are running and when it was purchased, you may be entitled to either a 6 or 12 month free subscription.
To use Remote Access, you must first install an agent on the computer you want to access remotely, for example your office desktop where you run QuickBooks at work.  Then, using another computer local to you, for example your laptop at home, you log into the Remote Access website and establish a connection with the remote computer.  Once the connection is established, your remote desktop appears in a window on your local computer.  Selecting the Remote Access option from the pull down menu will open a sign up window and lead you through the process.
QuickBooks Remote Access is provided by WebEx and although the pricing and packaging may vary a bit, it is essentially the WebEx PCNow product.  Other remote access products that provide similar functionality include LogMeIn and GoToMyPC.  LogMeIn offers a free version that provides remote access without file transfer or local printing that may be enough for occasional casual use.  GoToMyPC is cousin to GoToMeeting, which I use to provide remote support and training; a key difference is that GoToMyPC, like the other alternatives discussed here, allows for unattended access to your PC, where as GoToMeeting requires that someone on the remote computer accept the connection by "joining the meeting".
Pros: Inexpensive, easy to set up and use, can provide access to all your applications and data.

Cons: Your remote computer must be turned on, and have a persistent high-speed Internet connection.  No one else can use the computer while it is being accessed remotely.

Printing Reports as a Group
Printed ReportsDid you know that you can print a group of reports with a couple of clicks of your mouse?  If you have a set of reports that you print on a regular basis - daily, weekly, monthly or even quarterly, you can create a memorized report group that contains all the reports you need and print them as a group.
Suppose you have a weekly Sales Meeting every Monday morning.  At that meeting you review the following reports: Open Sales Order by Customer, Open Sales Order by Item, and Inventory Stock by Item.  From the Reports pull down menu, select the Memorized Reports List.  From the Memorized Report button at the bottom of the screen, select New Group.  Name your group "Monday Sales Meeting".
If you have not already memorized the reports you will be printing as a group, run each report in turn and memorize it, saving it in the Monday Sales Meeting group.  If you've already memorized your reports, you can edit the memorized report to add it to the Monday Sales Meeting group or drag the diamond that appears in front of the report in the list to move it into the group.

Once your group is set up, selecting "Process Multiple Reports" from the Reports pull down menu or double-clicking on the group name in the Memorized Report List will bring up a dialogue box which will allow you to select which reports in the group to view or print and adjust date ranges as required.
Tip: If possible, memorize your reports using a pre-defined date range such as Last Week, Last Month, or Fiscal Year To Date so that the dates are updated automatically for you.
Intuit to Acquire PayCycle, Inc.
PayCycleIntuit recently announced plans to acquire PayCycle, Inc. ( If you don't track time in QuickBooks and don't need to job cost your payroll, my first recommendation is that you outsource your payroll to someone who specializes in just that.  However, PayCycle is at the top of my list for DIY payroll.  PayCycle is an online payroll service that is cost competitive, easy to use, includes free direct deposit, electronic tax payments and filing, integrates seamlessly with QuickBooks, and has fabulous customer support.  It also serves more than 85,000 small businesses and provides branded payroll services to accountants and financial institutions.  I have been using PayCycle for payroll processing since 2003.
According to the Press Release:

"The acquisition supports Intuit's strategic goals in two ways.
First, it underscores the company's connected services strategy, which is designed to give customers online access to its products and services. Today, Intuit derives more than half its total revenue from connected services offerings.
Expanding the online capability of its payroll offering advances Intuit's move into the "software as a service" markets for small business. As a result, the company expects to accelerate the growth rate of its overall payroll business.
In addition, PayCycle's partnerships with financial institutions are expected to extend Intuit's ability to offer integrated payroll solutions to an even larger set of partners and deliver a simple payroll solution to a greater number of small businesses."

 If you want to know more about PayCycle contact me.
banner 2I hope you found these babblings useful.  Your feedback is important to me.  Please drop me a line and let me know what you think.
Susan Dugdale
Caesar's Brook Business Solutions, LLC
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