We just discovered a new variation on this theme in QuickBooks 2012, and it can mess up your accountant’s ability to access some of your QuickBooks data. It involves simply using an ampersand character (&) in your external accountant’s user name.

That ampersand symbol (&) is a problem

If you are setting up a user in QuickBooks as an external accountant and use an ampersand symbol (&) as part of the name, when you send the file to your accountant, they will have a problem.

They will be able to open the file fine. But if they try to do the Client Data Review, it will fail. No errors, no crashes. But when they click the command it will not launch.

If, on your side, you rename the external accountant user to something else that doesn’t have the ampersand symbol in it, it will be OK — your accountant will be able to do the Client Data Review with the next file you send them.

I tried some other accountant-specific functions when the ampersand was in place, and everything seemed OK. But I certainly didn’t test everything. I did test a few other special characters without encountering problems with the Client Data Review. It’s hard to say what the scope of the problem is without some serious testing.

The moral of the story is to NOT use special characters in your user names. I think it would be wise to not use special characters in ANY of your user names — external accountant or otherwise.

There are, of course, many other issues that can occur in a set of QuickBooks data that can prevent you making backups or accountant’s copies, and that require data repair.

Have you seen any instances of special characters causing problems in QuickBooks? Share your story.

My babies, fresh from the nursery

An example would be to offer a product or service at the regular price, and then make a parallel offer where everything remains the same except for the price, and see what happens. This helps determine price elasticity, as the economists call it.

So I’m bring that concept home today. Yep, I bought my batch of tomato plants at the nursery today, and am going to A/B test them.

The variable? Soil. I’m going to use “Happy Frog” organic potting soil for one of my “Early Girl” plants, and a non-organic Ferti-loam potting soil for another “Early Girl”. Everything else should theoretically be the same between the two plants.

I will be evaluating yield, size, growing/producing season, and especially(!) taste. Ah, can’t wait to do the metrics on this project!

Wish me luck, and if any of you tomato growers out there have any predictions, speak up.

The most disconcerting report I heard was of the condense command significantly changing the balances of accounts. Other reported problems are software crashes — when the condense command cannot complete — and also of not-significant-enough file reduction.

We’ve tested the new condense features in QuickBooks 2012, and have reproduced some of these issues, and other QuickBooks consultants I know have done likewise.

Our supercondense process, which is separate from the condense feature in QuickBooks, is an alternative to the built-in condense (or in older versions, clean up) commands.

How has the condense feature in QuickBooks worked out for you? Let us know in this super-quick survey.

She describes here the steps to create a new company and bring in beginning-year balances and subsequent activity.

If the purpose of a potential file recreate is to deal with very large file size, then supercondensing the file is often the most cost-effective alternative.

Here’s the flip side of the question: “How often should I upgrade my QuickBooks computer?” Let’s talk about that.

In the corporate IT world, there are policies for that. Many will replace machines after three years.

Small businesses could adopt that policy too and establish a product life cycle of somewhere between two to five years, and just plan for scheduled equipment replacement.

But a lot of small businesses want to squeeze as much life out of their equipment (computers or otherwise) as they can to help keep expenses down. What then?

Here are a few scenarios that could trigger a computer replacement decision:

* One obvious time to get a new computer is when the old one has failed, or seems about to fail. I had a Dell desktop that was starting, after a few years’ use, to whine sometimes. I’m not sure if it was the power supply or the hard drive, but it really didn’t matter. It wasn’t going to get better, only worse. And when it finally failed for good, it would be a bad day for me. So why go there? I replaced the machine.

Now some might say, “Why not just replace the power supply and/or hard drive?” Well, you could do that. I’ve replaced power supplies in machines back in the day, and it’s not a super big deal. But you have to make sure that you acquire the right kind, take your machine apart a little bit…it’s a multi-step hassle to me now. Replacing parts costs less, but it still costs. I’d rather invest that money in a new machine that will last longer.

* Another scenario for replacing a computer is when the hardware, operating system, and main application (QuickBooks!) start to get out of sync. For example, if you buy a new computer today with Windows 7 on it, and install QuickBooks 2012 on it, everything is perfectly synced up. QuickBooks will have been well-tested under that hardware platform, and it will have been well-tested under Windows 7. Should work great.

However, if you are trying to run a really old version of QuickBooks on a brand new computer, it might not work right. Likewise if you are trying to run a brand new version of QuickBooks on a really old computer. Running QuickBooks under versions of Windows that weren’t on the market when your version of QuickBooks came out might not work. Versions of hardware, Windows, and QuickBooks should all sync up for best results.

* You should also maybe replace your QuickBooks computer when it gets too slow. Now, if QuickBooks is running slow for you and your computer is pretty new, then it is probably because the data file has gotten really big and needs to be supercondensed.

But if your computer is pretty old, and your file is not all that large, and things are slow, then it’s time to consider making a hardware upgrade. When QuickBooks runs slow, it is more likely to experience data corruption. Why go there?

* If you run QuickBooks on a network, it’s a very good idea to have all your workstations approximately of the same vintage and computing power — even the same brand and model, if you can manage that. Likewise with your networking hardware. Dull uniformity is a beautiful thing in a network.

On the other hand, sometimes you can keep using your old computer for a long time and don’t need to change anything for years. If you are content to run QuickBooks 99 on a decade-old-but-still-going-strong machine running Windows XP (but please, not Win ME!) then more power to you. (Just make sure your backup system is a good one…but then that would be the case on any computer!)

CRAZY EXAMPLE: We do data support for an old discontinued non-Intuit accounting software product line called BPI Accounting. We mostly do file repair for people who have damaged BPI data. I got a call the other day from a lady who until now had been running her BPI accounting software on an APPLE IIe! As in, from 1983 of so. Unbelievable. But it had been working just fine for her until she accidentally formatted one of her program disk(ette)s. Oops! NOW it’s time to shop a new computer, and maybe a new version of QuickBooks!

What’s your approach? Do you have a rule of thumb to guide the timing of your computer purchases?

AccountingUsers: Beth, thanks for talking with us. To get started, can you tell us a little about your company, and your role there?

Beth Simons: We consist of three companies: fuel transporters, logistics broker, and patent-pending upper coupler supplier. I am the accountant and office manager for all three.

AccountingUsers: What does your office use QuickBooks for?

Beth Simons: Having all three companies on QuickBooks Pro 2012, I use it for everything – from inventory in the upper coupler business to purchase orders for our vendors to estimates for our customers. It takes care of everything I need and has for 14 years!

AccountingUsers: What prompted you to contact us to get some help with your QuickBooks file?

Beth Simons: I receive a weekly newsletter from QuickBooks Expert Scott Gregory and his topic a few weeks ago hit me square in the face – “File Size Problems?” My fuel transportation company file was suffering from these problems: taking forever to run a report (one took six minutes!), random error messages causing QB to shut down on its own, and failure to backup properly. I found out the file size was 30% too large for QB to handle and one day it would crash and burn, making it impossible to open at all. Mr. Gregory highly recommended your service to help me out of this precarious situation.

AccountingUsers: What did you hope would result from getting your file supercondensed? Did you have any particular expectations?

Beth Simons: I wanted to be able to sleep at night again without the threat of my QB imploding! I wanted my QB to go back to the way it was years ago – fast, no errors, and seamless – I wanted it all.

AccountingUsers: So you uploaded your file to us to be supercondensed. What was the process like – the steps you took to send your file, the scheduling and turnaround, etc.?

Beth Simons: Your service took the time to explain every step of the process and what I could expect upon completion. I simply made a portable company file on Friday evening, uploaded it to your secure filebox and went home. I arrived in the office Monday morning and restored the new supercondensed file to my QB.

AccountingUsers: When you got your file back from us, what was it like? How did it perform?

Beth Simons: My QB was off and running – the report that took 6 minutes now ran in 40 seconds – amazing! My evening backups work every time now and no more error messages shutting my program down in the middle of my workday!

AccountingUsers: Anything else you’d like to share about your experience?

Beth Simons: I want to stress how important it is to keep an eye on your QB file size – just hit your F2 key to look at your data information. I spent one week researching all the different avenues of getting my file size back in control. The only real solution was that offered by your file-shrinking service. I cannot thank you enough!

AccountingUsers: Glad to help. Thanks for telling your story.

Because they handle your money, choosing one is a big decision and should not be taken lightly.  Take your time — if you are feeling pressure to decide, this may not be the person or firm for you.

To help you along, here are a few questions to ask the prospective accountant (or accounting firm).

1.  How many years has the accountant been in business? With the constant changes in the tax laws and accounting reporting requirements, someone with a minimum of 5 years experience is ideal since you want a business/firm that has been around and won’t go under on you.  You don’t want a fly-by-night operation that’s here today and gone tomorrow.

2.  How many years of experience does the accountant have? Again, a minimum of 5 years is ideal…however, industry specific experience of 2-3 years is a good start.

3.  What industry are they proficient in? Depending on your industry, this question could be vital. You want an accountant/bookkeeper who knows the red flags for your industry as well as what to look for when reviewing your financial statements & taxes for errors.

4.  What is their response time and communication style? Response time should ideally be within 24-48 hours as a business courtesy; however, communication style is up to you. You should lean toward someone that communicates via similar media/channels as you. For example, if you are proficient and comfortable with email/Instant Messenger communication, but your accountant is not…you may have an impasse regarding responsiveness. So keep communication channel preference in mind.

5.  What is the size of the firm? This only matters in terms of services needs and responsiveness. If you are looking for a “one-stop shop” for bookkeeping, accounting, payroll and taxes… someone that only does bookkeeping is not going to be for you in terms of service.

If you need quick turnaround for certain items, a 20+ person firm may not be for you. On the other hand, if you need 20 financial reviews done simultaneously, a 2 person firm may not be for you in terms of responsiveness.

BONUS – What is your comfort level/rapport with them? This isn’t necessarily a question to ask the prospect but rather something you should ask yourself prior to signing a services agreement. You want to have a certain level of comfort with them, after all, they will be handling your business’ money & financial affairs… so if something just doesn’t feel right, don’t ignore it.

Having the answers to these questions is a good foundation for making this decision…If you need help or you have questions, please contact us. We’d be happy to help.

________________________________________________________________

About The Guest Blogger:  Joyce M. Washington, CPA

Joyce is a CPA who has spent the better part of almost 20 years honing her craft as an accountant with various companies in the Greater Baltimore-Washington, DC area – growing, mentoring and managing accounting teams. It’s this experience that she brings to services and training programs, including QuickBooks Basics.

Website:  http://www.thecommoncents.com

Facebook:  http://www.facebook.com/thecommoncents

Twitter:  http://www.twitter.com/thecommoncents

Here’s my springtime experience here in the mountains of central Colorado.

No daffodils here!

Ha! Yep, I was ice fishing earlier in March and the ice was almost two feet thick at Antero Reservoir.

It just takes spring a long time to trudge up to elevation. It’s a game of king-of-the-hill, and winter is not easily pushed off the mountain. The re-greening of the earth comes to us in mid-May and even more so in June. Spring is not too green here.

There are signs of spring, though: the arrival of migrating mountain bluebirds this week.

Come to think of it, most of our signs of spring are in the animal kingdom. In the last week, I’ve seen the reappearance of robins, mourning doves, Clark’s nutcrackers, chipmunks, and golden mantle squirrels.

Previous springs inform me that the next sign of spring here will probably be the re-emergence of the prairie dogs from their winter stupor. One of these mornings soon, they will be standing up straight and watchful by the side of the road, enjoying the morning sun as I drive my kid to school. Prairie dogs are pretty smart about cars, and seem instinctively trained to “stop, look, and listen” before crossing the road — few are hit relative to their numbers and inclination to colonize next to roads. I hope this year’s batch is as savvy.

The most exciting event of spring, to me, has to do with another seasonal change in the animal kingdom: bugs maturing in the Arkansas River. Yes, the mayflies and caddis flies — little insects that hatch and develop underwater — will come to maturity over the next couple of months. They will experience insect metamorphosis, just like caterpillars turning into butterflies. These critters will turn into adult mayflies and caddis flies.

Why would anyone care about that? Because the trout in the river care about that. When river conditions are just so, the bugs will swim up to the surface of the river, sprout their wings, dry off a bit, and fly away. The trout are on to them. They will eat a bunch of them, in effect breaking their winter semi-fast and nutritionally preparing them for the rigors of living the river trout lifestyle the rest of the year.

And I’ll be out there with them, wading in the river, waving a flyrod with my best imitations of mayflies and caddis flies attached to long slender leaders. Can’t wait.

Until then, if I can’t enjoy springtime bluebonnets, at least I can enjoy the springtime bluebirds.

p.s. There will be a “sign of spring” within the QuickBooks world in May: the discontinuance of support for QuickBooks 2009. But for now, let’s think about bluebonnets and bluebirds, shall we?

We have talked to people with these scenarios:

* They were given a free copy of Enterprise a year ago, and have entered lots of data. But now they need to pay for support, and the Enterprise support is more than they want to pay.

* They were using Pro or Premier. Then they outsourced their bookkeeping for awhile and their outside bookkeeper converted their file from Pro or Premier to Enterprise. Now they are taking the books back in-house, but don’t own an Enterprise license.

* They were sold Enterprise. But they don’t really need the extra horsepower that Enterprise provides. Their operation would be just as well handled by Pro or Premier.

In situations like these, people sometimes feel stuck. You can upgrade a company data file from Pro or Premier to Enterprise within QuickBooks, but you can’t go back. Well, not within QuickBooks anyway.

But in actuality, you can downgrade your edition. Your company data file can be downgraded from Enterprise to Pro or Premier.

How does it work? You send your existing Enterprise file to us over a secure internet connection. We convert the file from Enterprise to the edition of your choice: Pro or Premier. We send you the converted file back to you over the same secure internet connection.

You can restore the file in your edition of Pro or Premier and all the information will be there. It will be as if that file had been created in Pro or Premier in the first place. All your user data, memorized reports and transactions, customer, vendor, payroll detail and all the rest will be in place.

This can save thousands of dollars in incremental support costs every year.

Alternatively, you can create a new company in Pro or Premier, and then export data from Enterprise and import it into Pro or Premier. You can use the export/import tools from within QuickBooks to do bring over lists, or 3rd party export/import tools to bring over some transactions too.

Getting your file downgraded, however, is the turnkey approach.

File fragments in a QuickBooks file represent chunks of your QuickBooks data that are scattered around on different areas of your hard drive. The more scattered they are, the longer it takes QuickBooks’ database manager to go round up the data when you are printing a report or pulling up a list.

Find out how many file fragments your company file has by pressing the F2 key in QuickBooks. In the left column, about halfway down, you’ll see DB File Fragments, and a number.

A sample F2 key screen. The DB File Fragments are at 5

The higher the number, the more fragmented your file. Many QuickBooks consultants say that the number of file fragments should stay under 20. A low number means your QuickBooks company data is all positioned together on your hard drive. QuickBooks is then able to access the data faster because the hard drive won’t have to work as hard to serve up your data.

If the number is high, then the data is scattered around and should be defragmented.

Imagine taking a bunch of fifth graders on a field trip to the zoo. When they get to the zoo, they scatter out in all directions. Gathering them all up to do a head count would take some time! But once they all rendezvous back at the bus and get in their seats, the head count would go much quicker. Think of the field trip kids back on the bus as being ‘defragmented’.

You can defragment your whole hard drive from Windows if you want, and your QuickBooks data and everything else on the hard drive will be arranged in a more contiguous arrangement. But that can take awhile.

Or, you can defragment only your QuickBooks company data file. How? By creating and then restoring a portable copy of your data. When you restore a portable copy, QuickBooks recreates all the internal indexes in the file. This will lay out your QuickBooks data on your hard drive in a more contiguous order. You should have a low DB File Fragment value after doing this.

How long it stays defragmented will depend on how big your file is and how much data is being added or changed in the file.

If your file has a lot of file fragments, or the file is very large, or is becoming unstable (or all three!) you might want to consider getting your file supercondensed.

Otherwise, doing the create/restore portable copy trick in QuickBooks is an easy, free way to at least temporarily help the situation.