Record Keeping Fast: Tips for paperless record keeping.

Link Microsoft Outlook Tasks to a Database Form for Better Organization

2012-04-03T11:19:00.000-04:00

Sitting at my desk yesterday, I was struck with a sudden panic attack. Did I file last year's 940? It's one of the few returns I still snail mail.

Maybe you are not as forgetful as I am. Maybe you don't walk into rooms wondering if you had a reason or were just aimlessly wandering about your house. Not me. I rely on memory tricks like the Carnegie system. For work, I totally rely on my Receipts database for tasks and confirmation of what I did, sadly even twenty minutes ago.

My database dispelled the 940 panic attack in seconds when I pulled up the account and saw the PDF return.

That alone would not be proof of mailing but the other half of my proof is using a process. The process for snail mail is never close the task until the envelope is in the outbox.

In light of this most recent panic attack, I decided to share my Receipts database with you.

It's a collection of many interconnected forms so I won't include the code or a free download. I apologize but wouldn't know where to begin. I do offer a free download of the file mover on my Google Docs page:

https://docs.google.com/file/d/0B5TehEdDbkHNNTRhMWMwODUtZmVlMC00NmM2LWFmNTgtZTM1NTE2Y2ExZjU3/edit?pli=1

If you decide to try it, see this page on my other site TheGenericDatabase.com that explains how to download, open and use other databases on your computer:

http://www.thegenericdatabase.com/p/how-to-download-google-docs-databases.html

Back to the Receipts database.

Advantages of Task Lists

Crossing out or checking off tasks from a written (or typed) list provides:

a sense of accomplishment you don't get from completing tasks you keep in your head
a concrete record of exactly how you spent your time on any given day
confirmation at-a-glance for sudden panic attacks when you wonder if you paid that bill or sent that invoice
a place to get started for those fuzzy-headed mornings (we all have them so no use denying it)
a way to plan your day to make the most of your time
a way to loosely project your daily hours
a record of how long certain tasks take so you can better plan future work days

Why Link Tasks to a Database

You might wonder what purpose a database serves when you can open your email application to view and organize tasks. Here are a few:

The database can access, enter and change tasks while the mail program is closed.
A form is easier to sort, filter and manipulate
The database links Outlook fields to QuickBooks accounts. This lets me:

list tasks for each QuickBooks account or;
list tasks for categories such as credit card, bank, bill, etc. and;
open a database form that displays information for each account that;
also lists electronic receipts, statements and reconciliations for that account that;
can be opened from the form with a button click.

Last but not least for me personally: pretty colors. You can put any pictures you desire on your forms and use any colors that appeal to you. You will get a pleasant feeling every time you open a newly designed form. Adding pleasant feelings to your work day is reason enough in my book!

Microsoft Access and Outlook

My receipts database links to Microsoft Outlook using VBA and to QuickBooks using QODBC. The screenshot below shows the Task List form and a short video appears at the end of this post.

You should come away from this post with a principle. Even when I post code or screenshots, you should be able to apply the principles to the applications you use.

Do not get stuck on the fact that I use Microsoft Access and Microsoft Outlook. The principle is linking your mail program to your database to extend and expand your task organization.

That said, below is a screenshot of my task form.

I can filter tasks for account type and date. This lets me see upcoming tasks as well as tasks due today.

Programming

My programming knowledge was next to nothing when I created this database. I searched the Internet for how to access Microsoft Outlook from Microsoft Access using VBA. I copied the code, studied it and manipulated it for my needs.

If you have no desire to program, consider hiring a student. I personally know of one major company performing sensitive work using a program developed by local college students!

The programming needed to link a mail application to a database is relatively simple as proved by my limited knowledge at the time I developed mine. This leads me to conclude that a college student studying VBA could surely handle the task.

Summary

I could not survive a work day without my database. The convenience of using one central application instead of switching between Microsoft Outlook and Microsoft Access saves time and aggravation.

If you are interested in more details concerning this particular form, let me know and I will write more posts about it.

Here is a quick video to show a student or developer what a task form might look like. Clicking on a task in this form opens another form with the QuickBooks account information. The form that opens searches the computer and lists all receipts, statements, reconciliations and upcoming tasks for the account and will also write a check to QuickBooks to pay on the account.

Special Receipt Scanner or Use The One You Have?

2012-03-08T07:54:00.001-05:00

I've read many reviews on the special scanner just for receipts and conclude it is:

      1. a satisfactory way to save paper receipts for the home office

      2. an improvement over paper filing
      3. a first step toward paperless organization for folks buried in paper
      4. okay for those not using money management software.

Another even better method exists, however, and it does more than keep receipts neat if you use money management or accounting software.

What could be better?

If you use money management software like QuickBooks®, Quicken® or similar programs, you need a better tool. You need a tool that:

links register transactions to receipts using any scanner.
finds any receipt for any transaction in your register in seconds.
a method that does not depend on software that may become outdated and require upgrading.
works with money management and accounting software
is always compatible with any operating system
never needs upgrading
uses keywords just like specialty receipt scanners

If you are in business, you may need a way to organize vehicle records and task lists.

Use the scanner you already own or buy a multi-function machine such as scan/fax/print to get more bang for your buck.

Would you rather spend $200 to $400 on a special receipt scanner or much less on a time-tested method explained in an illustrated book? A book that contains more than how to scan and save receipts like how to:

link transactions to bookkeeping entries
organize paperless documents other than receipts
organize vehicle records
set up a computer folder system
deal with transient paperless files
and more

If you are in business, you must link register transactions to scanned receipts to comply with tax law. See irs.gov and the paragraph sited below for more information on indexing electronic records.

Part 1. Organization, Finance and Management
Chapter 15. Records and Information Management

Section 6. Managing Electronic Records

1.15.6.11.3 (06-01-2010)

Scope of the Documentation

Paragraph D:

"At a minimum, the documentation should specify the key fields, including primary keys, used to uniquely identify each record in a file"

The Link Principle satisfies all of the above and has worked in our business since 1998 across many computer operating systems and accounting applications. I can still find the first receipts as easily as receipts from yesterday.

Scanning receipts is an old idea refreshed by a huge advertising campaign. Nothing wrong with businesses trying to make a buck but you can save money by using your own scanner and The Link Principle.

Believe me, the pennies in royalties will never compensate for the time and effort of writing, rewriting over and over, organizing, illustrating and publishing The Link Principle. Similar books sell for up to $49.95 so why is The Link Principle so reasonable? Because I want to reach as many people as possible and help them save their hard-earned money. Save your money for your hobby or something you'd really like to have.

To read more about The Link Principle, go see: http://www.thelinkprinciple.com/

Or, order directly from Amazon:

New QuickBooks Company File - What About Old Transactions?

2012-01-17T11:45:00.001-05:00

Your accountant may someday suggest creating a new company file. Ours did recently. Our QuickBooks® file was over 250MB so he probably felt we were flirting with disaster. That size file is definitely not recommended!

Many resources exist for how to create a new QuickBooks® company file but this post covers two important, related subjects:

backing up for disaster recovery
access to old data in an unusual way

Backing Up

Diligent backups boost confidence that if something goes awry, the risk of data loss is minimal. My backup protocol includes:

A Microsoft® Access program that opens every 45 minutes. If QuickBooks® is not running, the database backs it up. If QuickBooks® is running, the database closes and reopens 45 minutes later.
Three external hard drives.

One backs up nightly.
The other two back up constantly.

Online backup.

I come from the old school. My computer training began with a Commodore 64. Anyone from the same computer generation knows the value of backing up. Today's stable operating systems make backing up seem like overkill but back in the day, computer crashes were common. Many of us old-schoolers learned the hard way to back up, back up, back up.

This is still good advice.

With backups covered, you need to access that old data. But how do you access old transaction information while working in the new company file? I tell you how I do it below.

Access to Old Data

My first reaction to the suggestion of creating a new company file was:

What about all my transactions?
What if I need information about a past purchase while I'm working in the new file?

I apologize in advance because this is going to sound like a shameless advertisement. The Link Principle (available at Amazon or Barnes & Noble) that links ledger transactions to electronic receipts lets me find any receipt in seconds with only a few mouse clicks.

The best part is that:

you can quickly find and view receipts even while working in the new QuickBooks® company file
the process adds only a few seconds to each transaction on your books

For example, say your boss calls and asks you to reorder glove and sleeve bags from ABC Line Supply. You are busy working in QuickBooks® and do not want to close the file. You:

type "ABC Line Supply * bags" into your search utility
click the most recent file to open
call the number on the receipt and re-order using the item number on the receipt

This is only one example. Your imagination is probably much better than mine but you get the idea.

What are the chances that you will need information about a transaction not contained on the receipt? Why open the old QuickBooks® company file when you can view the receipt in seconds?

I am basically lazy. That was the reason behind creating The Link Principle in the first place. If you hate walking to and from the filing cabinet, rifling through folders and papers, then this method is just what you need.

I am so lazy, I rarely enter vendor information into QuickBooks®. Why type when vendor receipts can be found and opened in seconds, providing the most recent information like phone and fax numbers, addresses, etc. Typing a few characters of a vendor name to display receipts in seconds trumps typing all that information into QuickBooks®. Plus, when vendor information changes, you do nothing. The most recent receipts contain the most recent information. The Link Principle provides chronological lists with the most recent receipts at the top of the list.

Plus, if you do not import old vendors into your new file, access to their information through receipts is still only seconds away without opening the old file.

Believe me when I tell you that book sales from The Link Principle will never compensate the time and effort involved in writing the book, researching copyright policies, creating and editing screenshots and a bazillion hours editing and rewriting, rewriting, rewriting. However, I have seen so much aggravation, disorganization, wasted time and effort in other businesses that I had to share this simple principle used in our office every single day for many, many years.

You can find many of the processes used in The Link Principle on this website and my other sites but the book is more detailed, better illustrated and topically organized.

If you ever need to create a new company file, you will be thankful for finding old transaction information without closing your new company file and opening the old one.

At the very least, read the relevant posts here and on my other sites to improve your organization so creating a new company file does little to disturb your daily work flow.

Paperless Computer Records and Files - Filing Pros and Cons

2012-01-03T10:23:00.001-05:00

Why Paperless?

Many reasons exist for going paperless. I went paperless to work from home. I'm not sure when we purchased the first scanner but at some point, I began scanning documents and receipts and filing the hard copies at the office. This way I had access to them no matter where I was.

Eventually, I did away with paper altogether. We do still keep some paper but most of our files are electronic.

The benefits of paperless records became obvious almost instantly.

We replaced those ugly fling cabinets with nice furniture.
Instead of walking to the filing cabinet and rifling through folders, I simply opened them from my desk.
Our accountant could keep our receipts and statements indefinitely because they were file copies.

What also became obvious was the need for a paperless record keeping system. A logical protocol for storing files is imperative to records retrieval. Years of daily use and trial and error in a real business resulted in The Link Principle (availabe at Amazon and Barnes & Noble). This system provides instant access to documents and receipts and also links ledger transactions to receipts.

You do not even need to be 100% paperless to benefit from paperless records. When used as instructed, The Link Principle indicates whether or not you stored a transaction's receipt in the computer.

What could you do with the extra room gained from eliminating paper files?

Paperless offices benefit businesses of all sizes. Consider the following pros and cons when deciding how many files to keep on paper and how many to file electronically.

PROBLEMS ASSOCIATED WITH PAPER FILING

Paper deterioration, fading, moisture damage and eventual illegibility
Mis-filing that is time-consuming and aggravating
Ever increasing storage space requirement
Destruction by fire, flood, disintegration, etc.
Distributing copies requires removing from folders, inserting into copier, and re-filing
Where to file receipts that include more than one group such as:
- assets and tools
- more than one vehicle
- more than one employee, etc.
Limit of one way to file. Example: no way to file by Vendor, date and vehicle all at the same time.

BENEFITS OF ELECTRONIC FILING

Ledger transactions are no guarantee of payment. The next best proof of payment aside from paper in your hand is an electronic receipt you can view on the screen. If you use The Link Principle, you may organize and view these electronic receipts with a mouse-click.
Viewing receipts with a mouse click is faster than rifling through folders and receipts in a filing cabinet.
No physical storage space required other than a hard drive and backup drives.
Multiple backups on and off site guard against information loss due to file destruction.
No deterioration issues.
Ability to zoom in on scanned images for clarity and increased legibility.
Ability to combine documents for distribution or storage as one pdf file.
Unlimited search and sort ability including:
- Vendor
- Date
- Reference number
- Vehicle
- Employee
- Type of paperwork
- Type of document
- Etc.
Quick reconciliation of records such as vehicle registrations, inspections, tax returns, licenses. For example: properly named and stored vehicle registrations for a fleet enables a quick list of missing registrations and/or registrations coming due. The same goes for tax returns, vehicle inspections, dielectric testing, driver paperwork, etc.

SUMMARY

Electronic files make sense, save time, help prevent mis-filing, and enable data manipulation.

For more ideas on how electronic files can help save you time and aggravation, see The Link Principle for how to:

link electronic receipts to QuickBooks (and other bookkeeping software) transactions
use file abbreviations to optimize storage accuracy and retrieval time
organize fleet records to quickly track registrations, inspections, etc. through QuickBooks
set up a computer filing cabinet to organize records
use an electronic filing cabinet to help organize physical files
use a temporary filing cabinet to organize and handle transient electronic files

Organize Computer Files with Date Prefixes to Optimize Record Keeping

2011-12-28T15:46:00.001-05:00

The Big Mistake

Are you making the number one file-naming mistake? You may be missing a golden opportunity that lets you find, sort, search and organize files for faster, more efficient paperless record keeping.

If you save computer files, you should know:

why it's important to date file names
the #1 file naming mistake
how to format computer files to optimize paperless record keeping

Even if you rely on Windows® Search to find files, naming files properly improves both file organization and efficiency as explained below.

Doesn't the Computer Date Files?

Yes. This gives the false impression that dating files is unnecessary. However, relying on computer-assigned dates for file organization is flawed.

Before we examine computer dates and find out how to fix the number one file-naming mistake, we need to set up folders for quick sorting and records retrieval.

To view files for sorting, grouping and searching, use Detail View:

Select View from the menubar
Select Details from the View menu

Now Windows® Explorer displays a file list with details about each file. This works best for business organization where folders contain hundreds of files. Trying to view thumbnails of hundreds of files would be too time consuming. A business paperless record keeping system must use a method that facilitates quick sorting and records retrieval.

This post skims the surface of optimizing paperless records. For a complete system that links paperless records to bookkeeping entries and much more, you might consider The Link Principle (availabe at Amazon or Barnes & Noble).

Next, we need to set up folders to view file attributes. We accomplish this by choosing the details we wish to display.

How to Choose Details

To choose which details to display:

Select View from the menubar
Select Choose Details from the View menu

Column Heads are File Attributes

Windows® Explorer then displays a dialog box (below) from which to choose columns to display in your computer folders including:

Date Modified
Date Created
Date Accessed
Date Picture Taken

Three of the four date columns are highlighted in yellow below.

The above list is really a list of file attributes. Four of the file attributes are date attributes; however, these dates may not represent the dates you need for searching, sorting, grouping and organizing computer files. The reason date attributes do not work for paperless record keeping is explained below.

Date Attributes Defined

Once you learn what each Date Attribute means, you will understand why they do not work for organizing paperless records.

Windows® Explorer date columns (file date attributes) defined:

Date Modified: This changes each time you save a file even if you did not modify it.
Date Created: This may not be the valid date of a file. For example: The date you create a file by scanning a receipt into the computer is usually different than the date on the receipt.
Date Accessed: This is not the last date the file was opened but the last date the file was copied.
Date Picture Taken: This is only as accurate as the date on your camera.

Now you know why you need to incorporate the valid date of a file into the file name. Computer-assigned date attributes do not necessarily represent the file date you need.

Name Files to Optimize Record Keeping

Record keeping requires that you keep records with an organized system so you can find what you need when you need it.

The two most important reasons to include dates in file names are:

accuracy
search optimization

We covered accuracy above. Now let us examine search optimization.

Date Attributes vs. File Names

When you click the column headings in Windows® Explorer, the operating system sorts that column.

The files in the left window below were sorted by clicking the Name column. Specially formatted file names force a chronological sort. The oldest file from 2005 is at the top of the list and the most recent is at the bottom.

The files in the right window were sorted by clicking the Date Created column. The 2005 file should be at the top of the list chronologically. Instead, it appears near the bottom. Date Created does not represent the file date.

By now you should agree that file names should include dates for accuracy and search optimization. Next you will learn exactly how to format file dates and why formatting is so important.

Are You Using an Improper Date Format?

I once trained a replacement for my job as office manager. Part of the training included how to properly name files. Contrary to simple instructions, the trainee immediately used the following format:

mm-dd-yy.

This is the Number One Mistake in naming files.

Let us examine the flaw in this format. Imagine trying to find a file with a particular month, day and year in the list of files below. The list is sorted by month instead of year. February 5, 2007 is listed after February 4, 2010 even though chronologically it should be listed first.

02-04-10 Letter to Jane.doc
02-05-07 statement of assets.pdf
03-01-06 receipt from Harbingers.pdf
05-02-11 memo to George.doc

Now multiply the above list by hundreds or even thousands of files.

How to Properly Format File Dates

The logical way to format file dates is to begin with the year. Three logical formats are:

YYYY MM DD - my personal method I began using early 1990's
YYYY-MM-DD - ISO standard (International Organization for Standardization)
YYYYMMDD - ISO standard when space is at a premium

Note how the same files above appear in chronological order below. Organizing computer files with logically formatted dates forces the computer to sort chronologically.

2006 03 01 receipt from Harbingers.pdf
2007 02 05 statement of assets.pdf
2010 02 04 Letter to Jane.doc
2011 05 02 memo to George.doc

This method lets you skim hundreds of files to quickly zero-in on the year, month and day you need. Your brain naturally skims the years first, then the months, then the days.

This method also enhances Windows® File Search by facilitating searches like the one below.

2010 05 *.pdf

Think about this. If you scan a document in 2012 that is dated in 2011, how will you find it? Will you remember the scanned date? Probably not. You will probably remember the year, though, and that narrows your search considerably.

Even if you use Windows® File Search, the fewer results returned, the faster you will find the file you need.

Therefore, the benefits of a Modified ISO Date format are:

accuracy
search optimization
enhanced Windows® File Search

Summary

Windows® date attributes (Date Modified, Date Created, etc.) are not an accurate method for paperless record keeping.
Begin file names with logically formatted dates so clicking the Name column sorts files chronologically and the date prefix accurately represents the file.
Remember: year first, then month, then day: YYYY MM DD

This quickly becomes habit and one you will be glad you learned.

You will save time and aggravation and find files faster. Couple this with the file abbreviation system explained in The Link Principle and your computer files will be organized in no time.

Free Temporary Filing Cabinet Database

2011-11-28T16:41:00.001-05:00

If you have read The Link Principle (http://www.thelinkprinciple.com/) or visited TheTemporaryFilingCabinet.com or spend time here on RecordKeepingFast, you may use a Temporary Filing Cabinet to help organize files.

One of my sister sites, TheGenericDatabase.com, has a tutorial on how to use vbDirectory for file lists. I created a sample database that demonstrates the code.

While playing with the sample database, the idea struck me that you could use it to move permanent and temporary files back and forth.

Here's how it works. Following the method outlined in The Temporary Filing Cabinet, let us say you periodically save files and store them in Vendor folders. You created a temporary vendor folder on your Desktop to make saving these files quick and easy. Later, you move them to permanent vendor folders when you have time.

To use the database to make this easier, you would create a category named Vendor in the database. The database would then ask you for a temporary folder and permanent folder.

Any time you want to move files back and forth between permanent and temporary vendor folders, you open the database, click the Vendor category, and list boxes fill with file names. If this seems ambiguous, continue reading because screenshots follow.

You may also choose sub folders. This facilitates moving files to Vendor sub folders like ABC Plumbing or Charlie's Gas Station rather than to the Vendor parent folder.

The advantage is not opening two folders when transferring files between temporary and permanent folders. The database stores the paths for you and you need only select the category, ie.: vendor, customer, employee, etc.

Once you implement The Temporary Filing Cabinet method, you will discover more reasons to create temporary folders. This database serves as a dashboard for organizing your Temporary Filing Cabinet and moving files between permanent and temporary folders.

When you open the database for the first time, it checks for stored folders. If none exist, it asks if you would like to select folders now.

You name the new category. Using our example from above, perhaps: Vendor. The default is New Folder.

A message box tells you whether you are selecting a temporary or permanent folder next.

You then select the folder as you would normally. Then the second message box appears explaining the next folder to select and you continue.

With your folders permanently stored in the database, the dashboard opens and displays a list of folder categories. When you select a category, the list boxes fill with file names from both the temporary and permanent folders.

You may move files back and forth between the two.

You may easily switch between categories. For example, if you have categories for employees, vehicles, timesheets, etc., you may switch between folders with a mouse click. You may add new folders as needed or change paths if you move folders around your computer.

The form below has been narrowed to accommodate the web page. Since this is an mdb file instead of an mde file, you may redesign it up any way you like! I am a big believer in letting you design your forms the way you like. If you mess up the database, just download a new one. Or better yet, copy the downloaded database as a backup.

I uploaded the sample database to my Googledocs folder.

Computers automatically block databases that did not originate on them. This is a good thing! So if you wish to download and use the sample database, follow the instructions at:

How to Download Annaliese Dell's Databases from GoogleDocs

The downloaded database may contain missing references if your computer stores references in a different location than mine does.

Many developers offer databases in zip files that contain all the necessary references. The database checks for missing references and copies the needed ones from the zip file to the user's computer.

My databases copy nothing to your computer. Further, I offer tutorials with all the codes to my databases online so you may build them yourself if you prefer rather than downloading.

For instructions on how to select references, see: How to Select References.

Remember, the three references I always use are:

1. Visual Basic for Applications

2. Microsoft Access 10 Library

3. Microsoft DAO Object Library

If you decide to try the sample database, please let me know how it works for you. If you have any questions, leave a comment so I can get back to you.

Protocol for Employee Paperwork Record Keeping

2011-10-31T13:27:00.001-04:00

If you are in charge of employee paperwork, you may find this post interesting.

Our employee paperwork protocol is:

one large Microsoft® Word merge document containing all employee paperwork documents including but not limited to:

cdl and non-cdl driver paperwork, before hire, on hire and annual
employment checklist
insurance notification
employee doublecheck (to confirm system information
acknowledgements for receipt of educational and handbook materials
local, state and federal paperwork

The list goes on and on but this post is not about employee paperwork per se, rather, how to organize and schedule annual updates.

If you think creating an all-encompassing paperwork merge document takes time, you are correct. However, the level of organization possible with such a document is well worth the time and effort.

Aside from having all paperwork in one place to pick and choose from, whenever you need to add paperwork simply add it to the document.

Separating PaperworkTypes

Separate the merge document into sections. For example:

On hire

driver

cdl
non-cdl

all employees

company
federal
state
local

annual

driver

cdl
non-cdl

weather related (annual weather related training materials concerning heat/cold at the beginning of each season as a precaution against weather-related injury/illness)

How you divide the paperwork is not as important as that you divide it.

The above list is drastically abbreviated but serves to provide a general idea of how you might separate paperwork into categories for the next step.

Before each category, use an entire page to type the category name in large letters to emphasize the end of one category and beginning of another.

Source the Merge Document

Source the merge document to an employee list. The list may reside in Microsoft® Access or Excel or another database or spreadsheet. Make sure to maintain an updated source file.

Paperwork requiring employee names, license numbers, etc. should contain merge fields for these items connected to the source file.

Highlight all personal information in yellow or another bright color in the merge document. This takes some of the sting out of having to fill out paperwork for the employee, eliminating the need to repeatedly write their name and other personal information on page after page. Believe me, they will appreciate it. I am not an attorney nor am I qualified to give legal advice but I include a signature line something to the effect that the signature indicates correctness of the typed personal information.

Scheduling Paperwork Updates

Email applications that provide scheduling and reminders are an excellent way to schedule and update employee paperwork requirements. Even Yahoo and Google offer email reminders at the time of this writing. Security is important so make sure your application offers excellent security and do not keep confidential information in it.

On hire, create the necessary reminders in your application of choice. Include reminders for annual and other updates of paperwork requirements for each employee.

Updating Paperwork

When a paperwork reminder pops up for an employee, simply open your merge document, select the employee from the source and merge. If you do not know how to use the merge feature, you may find tutorials on the Internet or in books.

Temporary Filing Cabinet

Before printing, save the merged document in a temporary folder (as illustrated in The Link Principle). This important step will save you in case of interruption or some issue involving loss of the document.

At this point, you may either:

Search the document for the paperwork you need, either deleting unneeded pages or printing the needed pages as you go. This is where the step of separating paperwork by category helps you. If your document is very large, you may search for the paperwork category in the document and jump to the proper section.
Print the document to pdf and delete the unneeded pages, saving the remainder document that will then contain only the pages you need.

Name the saved file in a way that allows you to quickly find and delete it when necessary. Begin the file name with a modified ISO date format as instructed in The Link Principle, include the employee name and type of paperwork and I also include "not signed' to indicate this is a temporary file that I have not yet received back from the employee.

Temporary Reminder

Be sure to create a reminder for a future date when you expect to have the paperwork back. If you have not yet received it back when the reminder pops up, you may then inquire and provide another printout if necessary. This is where the saved computer file helps you and eliminates the need to re-create the paperwork.

You may provide self-addressed, stamped envelopes for employees to return their paperwork. I found this works well since the paperwork arrives at my office rather than relying on foremen or employees to physically hand deliver it.

Why Save the File When You Print It

Experience has molded all my procedures and this is no exception. If I had a nickle for every time an employee told me they lost their paperwork, well, I wouldn't be rich but I'd sure have a nice pile of nickles!

Do not delete the temporary computer file until the paperwork - here you may guess I'm going to say: has been received. No. Do not delete the electronic file until the paperwork has been checked for completeness and either filed, mailed, scanned into the computer or whatever is required as the final step in the procedure by either your company or the government agency.

Summary

create one large paperwork merge document separated by paperwork type for ease of maneuverability through the document
merge the document with the source file, choosing the appropriate employee
either:

save the document and print the required pages
print to pdf, delete unneeded pages from the pdf, save the shortened pdf and print

do not delete the temporary file until your normal procedure is complete, for example, filed, saved or mailed.

Any protocol is better than no protocol and if you do not have one, I urge you to create one. The above procedure is simply one way to handle paperwork scheduling that developed over more than twenty years of trial and error in response to various needs and issues.

Tell me what you think. Offer suggestions. Fill out my Feedback Form

How to Organize Paper Files with Your Computer

2011-10-22T11:20:00.000-04:00

Many methods exist to organize electronic files. You may link electronic receipts to trucks, QuickBooks® transactions, employee paperwork, etc. using The Link Principle or another method.

Paper files, however, require a physical search. If you file paper in a filing cabinet, you go to the vendor, employee or account file and retrieve the document. Though that sounds simple, often it is not.

Some documents may be filed in more than one folder. For example, a receipt containing both fixed assets and supplies could be filed in an Assets Purchased folder but what about the supplies?

One solution is to copy the receipt and file a copy in each folder.

Another solution is to use electronic files to help locate physical files. This accomplishes two things:

eliminates the need for copies
requires only knowledge of the filing method as opposed to knowledge of where individual files are located

One way to organize paper files is to create a text file for the QuickBooks® transaction and name the file using The Link Principle. Type the name of the folder and/or filing cabinet into the text file and save.

Now let us see what happens when we need the supply information.

Find the transaction in QuickBooks®.
Use The Link Principle to locate and open the text file.
Retrieve the paper document from the folder and filing cabinet indicated in the text file.

This method also helps find files whose locations may not be obvious to others. For example, a temp or new employee only needs instruction on how to find paper files using The Link Principle instead of instruction on numerous filing rules for different categories.

Tell me what you think. Offer suggestions. Fill out my Feedback Form

External Hard Drive Spinning and Slowing Down the Computer

2011-10-07T14:51:00.001-04:00

How many times have I heard that one? I too was a victim of the ceaselessly spinning external drive. I am busy working with no time to stare wide-eyed at the screen while waiting for the external hard drive to stop its mysterious activities beside me.

Two external hard drives alternately back up my computer If you guessed Ia few computer-crash skeletons in my closet, you are correct.

Even so, the risk of forgetting to plug in the external hard drive at the end of the day was not enough to keep me from yanking both the power cord and the USB cable out in frustration on many days just to get some work done.

Solution #1

It occurred to me one day that perhaps Norton 360 was messing around with the external hard drives. It does tend to take matters into its own hands for the good of the system.

My relationship with Norton is a love/hate one depending on when you ask me. I love the job it does but hate when it interferes with my job.

If you have the Spinning EHD Blues and use Norton, it may be scanning your EHD intermittently.

Here's what I do on a system with Norton 360 and an EHD (or two):

exclude the external hard drive from scans (don't get excited because the next step insures I don't need to scan the EHD)
set up Norton to scan before each nightly backup, leaving plenty of time for the scan to complete before the backup software kicks in

To exclude the EHD from scans, open Norton 360 and:

click the settings tab at the top
click the antivirus icon -- first icon on left
a window with 3 tabs opens
click the center tab that says Scans and Risks
down at the bottom of this window on the left is Scan Exclusions
to the right of that is Configure[+]
click Configure[+] and another window opens
here are two buttons to add files and/or folders to exclude from scans and auto protect
click the Add button and a box opens
click the button with the picture of the open folder to search the system for the files, folders or EHD I want to exclude from scans

Solution #2

Indexing makes our computers run faster but the indexer may be accessing the EHD needlessly.

Do you really need indexing on a backup drive you rarely access? If you answer no, you may turn off indexing to keep the EHD from spinning like a hamster on a wheel by:

navigate to the start menu
click My Computer
right click the hard drive you do not want to index
click Properties on the fly-out menu
there on the bottom is a check box next to: Allow Index Service...
uncheck

Ah, peace.

Tell me what you think. Offer suggestions. Fill out my Feedback Form

Augmenting Mileage Per Diem Journal using QuickBooks® and Microsoft® Excel Part 2

2011-10-06T12:40:00.000-04:00

This is the second part of a two-part tutorial on how to use QuickBooks® by Intuit and Microsoft® Excel to augment your mileage per diem journal. If you have not created the Custom Transaction Detail Report, see the previous post for instructions on how to do this before continuing to Export to a spreadsheet.

Augmenting Mileage Per Diem Journal using QuickBooks and Excel Part 1

Now that your report is complete, you may export it to a spreadsheet for totaling mileage if desired. With the report still open:

Click the Export button at the top of the Report Menu
The Export Report window opens
Select the radio button to the left of: a new Excel workbook
Click the Export button at the bottom of the Export Report window
Save the spreadsheet

To enter numbers so Microsoft® Excel can use them mathematically, you need to format the cells in which you will enter your mileage.

Select one of the blank columns on the left margin of the spreadsheet (or the right if you prefer) by clicking the column heading. The column should now be highlighted.

While the column is highlighted, right click anywhere in the column.

Choose Format Cells from the fly-out menu.

Choose Number from the Category box of the Format Cells window.

Change the number of decimals if desired and click OK.

Scroll down the spreadsheet looking for mileage reimbursable transactions, entering the number of miles for each in one of the blank columns on the left of the spreadsheet.

Three different methods follow to total the column. Choose the one that works best for you.

Method #1

Click on the last cell at the bottom of the spreadsheet, under the last transaction.

The cell might say something like "Total unclassified". Ignore.

While the cell is selected, select Insert from the menu bar.

Select Function from the Insert drop-down menu

Select Sum from the Function list box.

The Function Arguments window will open. The formula box will contain cell references separated by a colon as in the Number1 formula box below.

A cell reference is a letter and number. The letter represents the column and the number represents the row. The cell is the location where the column and row intersect.

The cell reference on the left side of the colon is the first cell to include in your calculation and the cell reference on the right side of the colon is the last cell to include. You may interpret the formula below literally as: Calculate the sum of the cells from B1 to B9.

You may need to change the cell references to represent the first and last cells of the column you wish to total. Excel does not necessarily include the first cell in the column. Change the first number to 1 or 2 or the very first cell row of the column you wish to total. Make sure the cell reference to the right of the colon contains the number of the last row in the column you wish to total. Do not include the cell that will contain the total.

For example, if you entered mileage in column B and highlighted the cell at the intersection of column B, row 80 as your total cell, the formula box should contain the reference B1:B79 because the cell B80 will contain the total.

With the cell information confirmed, click OK and view the total.

Method #2

Click View from the Excel menu bar. Make sure Formula Bar is checked

Highlight the cell in which you wish the total to appear.

Type the formula in the formula bar.

The formula for calculating a sum is: =SUM(FirstCell:LastCell)

For example, if you wish to total all the cells in column B down to the cell right before the highlighted cell, replace the FirstCell and LastCell in the formula above with B1 and B9 respectively:

=SUM(B1:B9)

Hit enter and your total will appear in the highlighted cell.

Method #3

Select View from the Excel menu bar

Highlight Toolbars and make sure Standard is checked.

Select the cell at the bottom of the column where you want the total to appear.

Left-click the AutoSum symbol on the Standard toolbar. Hint: the AutoSum symbol looks like the letter M resting on its left side.

Left-click the cell directly above the selected cell and Excel will outline the cell in blue.

Left click the top right corner of the blue border and drag the blue border all the way to the top of the column to the first cell you wish to include.

Hit enter and the total cell will now contain the sum of the column you selected.

See below for a short video of this procedure.

This short video shows more detail on using the AutoSum feature.

Summary

You can use QuickBooks® Transaction Detail report to jog your memory about business trips so you don't miss out on any mileage reimbursement. QuickBooks® Export feature makes totaling mileage a snap and you can save the spreadsheet as a record of business trips.

Tell me what you think. Offer suggestions. Fill out my Feedback Form

Augmenting Mileage Per Diem Journal using QuickBooks® and Microsoft® Excel Part 1

2011-10-05T22:42:00.000-04:00

Do you keep a notepad in your personal vehicle to track business reimbursable miles? The level of success possible with that method depends on your diligence.

If you are a small business owner using QuickBooks® by Intuit, you can augment a Per Diem journal using QuickBooks® transactions.

The following method can help guard against missed reimbursement. This tutorial covers:

How to create a Custom Transaction Detail Report to help jog your memory about business reimbursable trips.
How to export the report to Microsoft® Excel for calculating mileage.
A short video showing how to total columns in Microsoft® Excel using the AutoSum feature.

Premise

How many of your business trips involve a purchase? Did you drive to ABC Office Store to buy that paper? Or to the bank to make that deposit? Did you use your personal car to drive to that hotel for business or that auction where you bought that piece of equipment?

Your QuickBooks® ledger may contain many transactions relating to business mileage such as:

business meals
gas purchases
postage
UPS or FedEx
office supplies
accountant bills
attorney bills
repair bills
inspections
auction receipts
bank deposits

All of the above have one thing in common: a Transaction.

With the exception of online purchases, some of these transactions required driving. If you used your personal vehicle, you may want to reconcile these entries against your written Per Diem journal to insure you receive all the reimbursement you are entitled to.

Creating the Report

To create a QuickBooks® Custom Transaction Detail report to scan for possible missed mileage:

Click Reports at the top of QuickBooks®
Select Custom Transaction Detail Report

Change the dates of the report in the date boxes:

Click the Filters tab at the top of the Custom Transaction Detail Report window.

From the Filters box on the right, scroll down and select Transaction Type.

Choose Multiple Transaction Types from the Transaction Type drop-down box to the right.

Select transaction types that in your opinion may relate to trips for which you normally use your personal vehicle. Some ideas are:

Checks:
1. garages or repair shops--did you pick up or drop off a vehicle or piece of equipment?
2. accountant or attorney--did you have an appointment or drop off or pick up papers?
deposit: did you make a trip to the bank?
journal: accountant adjustments--did you pick up a financial statement?
credit card:
1. garage or repair shops--did you drop off or pick up a vehicle or piece of equipment?
2. hotel rooms--did you take your personal car?
3. business meals--did you use your personal car to pick up a client or customer for a meal?
credit card credit or bill credit: did you drive somewhere to return an item?

Close the Select Transaction Types window.

Select Detail Level from the Filters box.

Select the radio button next to Summary Only on the right.

Close the window.

Hint: Eliminate unwanted columns in the report by holding the right-click button down on your mouse while hovering over the diamond to the right of the column head and moving it left until the column disappears. I find this quicker and easier than scrolling the Column List in the Modify Report window.

Sort by Name and then by Transaction Type unless you prefer another type of sort.

To sort by name, select Name from the Sort By drop-down box at the top of the Report Menu on the right.

If you like working with paper and pen, you may decide to print the report and enter the miles to the left or right of each transaction that relates to a business trip and use a calculator to total.

If you are familiar with spreadsheets like Microsoft Excel, you may prefer to let a spreadsheet perform the calculations.

Continue to the next post… Check http://www.twitter.com/vbquick for news and updates.

Tell me what you think. Offer suggestions. Fill out my Feedback Form

VBA Code & Instructions for Microsoft® Access Form That Resizes Forms and Stores That Information for Next Time

2011-10-04T22:03:00.000-04:00

If you are a Microsoft® Access developer or user or just know enough Access to play with forms, you may enjoy this free tutorial with step-by-step illustrated instructions on how to create this form at my other site: http://www.thegenericdatabase.com/:

The form resizes and repositions even unmoveable and unsizable forms.

It stores the last coordinates and opens the form in the same position and size next time.

If you prefer to download the form, click here.

I created this form because I do a lot of Microsoft® Access work for our unique record keeping needs. I'm always changing and rearranging forms, adding and revamping controls. If you use Microsoft® Access, you know how annoying it is switching back and forth between Design View and Form View to get the size right. You probably also appreciate the value of form Real Estate.

I like certain forms to open in certain places so my work screen stays efficient. This form has been a great aid for me in that respect.

I also have a quick code to resize sub forms that I will add to TheGenericDatabase.com as soon as I get that formatted with illustrations and a short video. If you are interested in that, please let me know. I enjoy your feedback. It helps determine what ends up on the sites.

Do not let the number of posts in this tutorial discourage you. Screenshots take up a lot of space and I like to include lots of screenshots for those unfamiliar with Microsoft® Access and even computers in general. The idea is to make the tutorials usable by the least computer savvy person.

If you read every line of code, that will take time. If you simply copy and paste, you will have a working form in no time.

You can check my VBA against any Visual Basic reference book.

The tutorial starts here: Resize & Reposition Open Forms

The tutorial begins on Chapter 02 because the first Chapter deals with creating a new form and installing some simple functions.

I hope you enjoy the Resize Form. Let me know what you think by filling out the site's feedback form when you are finished.

Free VBA Codes for Linking QuickBooks Transactions to Microsoft Access Using QODBC

2011-10-04T21:57:00.001-04:00

I am giving away free Visual Basic Codes for linking QuickBooks® transactions to Microsoft® Access with QODBC.

Today I worked on scanning and filing receipts. I download credit card transactions each month so when the men hand in receipts, I hold them in a hanging pocket folder on the wall until the transactions are downloaded.

For gas receipts, I simply enter the gallons, check them as filed and file them. All other receipts get scanned and filed on the computer to wait for The Link Principle process.
I automated my file naming system so Microsoft® Access creates a memo, transfers it back to QuickBooks®, renames the file and moves it to the appropriate Receipts folder (by year).

This is great for me but what about you? I am not a software developer and do not know how my database would work on your computer.

So I decided to publish the Visual Basic codes from my databases that link QuickBooks® to Microsoft® Access using QODBC. I test each code before publishing and list the Microsoft® Access References required to run the code. Each procedure or function is stand alone so you can test each one in the Immediate window from your Visual Basic Editor in Microsoft® Access.

After all the code is tested and online, I'll organize it in a book and publish the book so you may want to get those codes while they're free. After the book is published, the codes will be replaced with posts advertising the book.

Publishing the codes online will provide feedback to help organize the book and get an idea of what you want and need.

You can use the code yourself or let someone familiar with Microsoft® Access build a database for you. You may find using QODBC to be easier than you thought.

It may take a while to get it all online.

If you sign up for emails on VBQuick.com, you'll receive a notice before publication of the new book so you have time to get any codes you may be missing.

Get the codes at VBQuick.com.

Using File Abbreviations to Enhance Windows and Visual File Searches

2011-10-04T14:33:00.000-04:00

How quickly can you find a fax from a vendor you saved a decade ago? If your answer was anything other than Seconds, this article is for you.

Do you breeze through audits because of your ability to find computer records quick and efficiently? If your answer was no, then this article is for you.

The most important part of organization is implementing and using a system. Any system is better than no system. A system of specific yet easily followed procedures gives consistent results.

If your computer file naming system does not include file abbreviations, consider the benefits. If you already use file abbreviations, consider enhancing them.

The concept of file abbreviations is an old one. The FBI uses them as well as the Canadian CAIPS (Computer Assisted Immigration Processing System) as well as many workplaces, organizations and departments. Text messaging is rife with abbreviations.

Language is always changing. Have you read any Shakespeare lately? Considering the difference between Shakespeare's dialect and ours, it's easy to imagine our great-great-great grand children speaking in abbreviations and sounding like the clickety-clack aliens from the movie District 9. Maybe not quite that bad, but they will most assuredly consider our current speech tedious and slow.

That is not necessarily a bad thing. When I correct our youngest son's grammar, he responds with: The purpose of language is to get your point across.

File names as foreign as the symbols on an alien spaceship will not enhance your computer record keeping system. A few minor improvements, however, will get your point across while advancing you toward the ultimate goal of perfect organization.

Requirements for file abbreviations are that they:

enhance file searches
are easily understood by someone unfamiliar with the system (like your accountant, bookkeeper, auditors, etc.)
make documents easily distinguishable among thousands of files
lend themselves to searches and sorts by category (letters, faxes, memos, etc.) regardless of format (pdf, doc, jpg, etc.)

You may or may not be familiar with VBA naming conventions. VBA naming conventions are lower case prefixes for variables. For example: str for string, dbl for double, int for integer, etc.

We can extend this naming convention to file names and satisfy the requirements listed previously.

If you don’t date code files, you may want to read the article on date coding first. Using a Modified ISO date code allows file sorts by content date rather than creation, accessed or modified dates.

Here’s an example of date coded files:

2010-01-31 John Johnson.doc
2010-02-03 A1 Insurance.pdf
2010-02-04 A1 Insurance.doc
2010-02-04 A1 Insurance.jpg
2010-02-04 A1 Insurance 2.jpg
2010-02-04 A1 Insurance.pdf
2010-02-05 John Johnson.pdf

Date coding is a quick step toward organization; however, the above file names reveal little about their content. References to document type reveal more detail:

2010-01-31 John Johnson.letter about late payment.doc
2010-02-03 A1 Insurance renewal quote.pdf
2010-02-04 A1 Insurance new rates.doc
2010-02-04 A1 Insurance letter about renewal.jpg
2010-02-04 A1 Insurance letter about ACH payments.jpg
2010-02-04 A1 Insurance letter about ACH payments 2.pdf
2010-02-05 John Johnson letter about late payment.pdf

The word letter is easily recognized in the above list but consumes five characters; both unnecessary and as cumbersome as described in the song by Seven Mary Three.

Abbreviations, however, get the point across with less characters:

AR Article
DH Driver history
EM Email
EN Endorsement
FX Fax
LT Letter
MM Memo
QT Quote

The addition of abbreviations improves the list considerably:

2010-01-31 LT John Johnson. about late payment.doc
2010-02-03 QT A1 Insurance renewal.pdf
2010-02-04 FX A1 Insurance fax about new rates.doc
2010-02-04 LT A1 Insurance about ACH payments 2.pdf
2010-02-04 LT A1 Insurance about ACH payments.jpg
2010-02-04 LT A1 Insurance about renewal.jpg
2010-02-05 MM John Johnson about late payment.pdf

Users may now sort by document type rather than file type. The list above groups all letters to A1 Insurance in February even though two are jpeg and one is pdf.

File abbreviations facilitate document type sorts while still allowing file type sorts when desired.

The list still contains issues, however. What if hundreds of letters for A1 Insurance were listed? Three-letter prefixes allow more detailed sorting, where f = from and t = to.

ARf	Article from
ARt	Article to
DH	Driver History
EMf	Email from
EMt	Email to
ENf	Endorsement from
ENt	Endorsement to
FXf	Fax from
FXt	Fax to
LTf	Letter from
LTt	Letter to
MMf	Memo from
MMt	Memo to
QTf	Quote from
QTt	Quote to

Now the file names contain the same amount of information using less characters:

2010-01-31 LTf John Johnson. about late payment.doc
2010-02-03 QTf A1 Insurance renewal.pdf
2010-02-04 FXt Insurance fax about new rates.doc
2010-02-04 LTf A1 Insurance about ACH payments 2.pdf
2010-02-04 LTt A1 Insurance about ACH payments.jpg
2010-02-04 LTf A1 Insurance about renewal.jpg
2010-02-05 MMt John Johnson about late payment.pdf

Placement is nearly as important as the abbreviation. To facilitate programmatically naming and retrieving files, abbreviations should follow the date code. The ISO date code length is ten. Following this with one space and then the abbreviation results in a constant start point of character twelve for all abbreviations. Consistency aids programming.

Using this method distinguishes between letters from and letters to when performing a visual search or sort.

A Windows® file search for: 2010*LTt A1 Insurance results only in letters to A1 Insurance, excluding letters from A1 Insurance.

About about. That is not a typo but a reference to another opportunity for brevity. Using RE between the name and descriptive phrase saves characters while avoiding confusion.

Consider this file name:

2010-06-30 LTt Sam Lee Singasong Restaurant 4th Quarter Profit.pdf

Adding the word about makes a long file name longer. Omitting the word about; however, may cause confusion. Is the letter to Sam Lee about the Singasong Restaurant or to Sam about the Lee Singasong Restaurant or to Sam Lee Sinagasong about a nameless restaurant?

Using RE as both abbreviation and separator solves this:

2010-06-30 LTt Sam Lee RE Singasong Restaurant 4th Quarter Profit.pdf

In summary, along with date coding, file abbreviations are:

easy to implement and understand
enhance Windows® file search
eliminate confusion
enhance visual search
allow sorting and searching by document type regardless of file type
do not prevent sorting and searching by file type

Implementing file abbreviations will organize your computer, saving you time and aggravation.

Consider a format like:

[ISO Date Code] [abbreviation] [name] [RE] [descriptive phrase]

YYYY-MM-DD ABr Name RE descriptive_phrase

Think about when and how you retrieve electronic files and decide on abbreviations that make sense for you. Above all, once implemented, be consistent.

Microsoft® Access Relational Database vs. Microsoft® Excel Flatfile Database

2011-10-02T23:35:00.000-04:00

I am always amazed when someone tells me they use Microsoft® Excel to store a list of clients, customers, etc. I was once hired to organize an office where the CEO had been using a Microsoft® Excel spreadsheet to keep hundreds of member records. Here's why I transferred his Microsoft® Excel file to Microsoft® Access.

Microsoft® Excel is a flat file database
Microsoft® Access is a relational database.

Let us examine the differences.

Microsoft® Excel

The Microsoft® Excel spreadsheet below illustrates a flat file database. Each row holds information for only one vendor. Each row is a Record. If you put your finger on a vendor (row) and run your finger along that row, all the information on that row belongs to that vendor. That is a record.

Each column is a field. If you put your finger at the top of the column titled Vendor and run your finger down the column, all the cells in that column are entries for the field Vendor, in this case: names.

You may add as many Fields (columns) as desired. You may add Fields (columns) named:

URL

Cell Phone

TaxID

This may seem like a great solution for a simple database; however:

to find a vendor, you must either scroll the entire list or perform a search.
each vendor is limited to one Record (row). How then do you add more than one contact for each vendor?

Therefore, the big issue with a flat file database like Microsoft® Excel is that each record is limited to one row.

Microsoft® Access

Microsoft® Access is a Relational database. Each table may have one or more relationships with other tables.

The above Relationships window of a Microsoft® Access database shows the relationship between the Contacts table and the subContacts table.

A common Field links these two tables. The common field in this case is ListID. Each Record (row) of the Contacts table on the left has a unique ListID.

Each Record (row) of the subContacts table on the right uses a ListID from the Contacts table on the left. The ListID links the subContact to the Contact. Each Contact from the table on the left may have one or more subContacts in the table on the right.

Fields are to Microsoft® Access what columns are to Microsoft® Excel. If you look at a Microsoft® Access table, you will notice it resembles a Microsoft® Excel spreadsheet.

Table vs. Spreadsheet and Unique IDs

The Vendor table from Microsoft® Access (below) resembles the Vendor spreadsheet from Microsoft® Excel (above) with one exception: The Microsoft® Access table (below) contains one additional column: VendorID: a unique ID assigned to each Vendor.

Benefit of Unique IDs

Unique VendorIDs facilitate duplicate Vendor names. Multiple Vendors may have the same name because each VendorID is unique.

Multiple Vendor names are common, especially when dealing with chain stores in different locations. Do you buy from NAPA, Walmart or Staples? In different cities?

Purpose of the VendorID

You may use unique VendorIDs to link Vendors to Contacts.VendorIDs must be:

1. unique
2. permanent

The number of Vendors with the same name is unlimited so long as each VendorID is unique. Each Vendor may have as many Contacts per VendorID as desired or necessary.

Parent/Child Relationships

In this case, the Vendor table is the Parent table and the Contact table is the Child table.

The Vendor table (1) now has plus signs (2) beside each record. Clicking a plus sign expands the Vendor table to show the Contacts (3) linked to that Vendor by the VendorID.