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Difficult to format reporting and finding strong users of Sage 300 resulted in conversion to QuickBook Enterprise
Case
Study
The Problem
The Business
The Solution
The selection of QuickBooks Enterprise was already made before the engagement. The senior financial officer for the private school wanted to have a Chartered Professional Accountant with the experience for a QBES implementation.
Over a few initial planning meetings and sharing of financial statements (like budgets, forecasts, chart of accounts) plus evaluating list items (like products or services, sales taxes, employees, and more), we developed a project plan and guided the team throughout the system conversion.
Created a new company file, and from the planning conversations, we set the system’s preferences to best fit the school’s normal operations. The most complex part of the build and usually the first component is the Chart of Accounts. The reason for focusing on this piece was that the ordering and nesting of accounts (a “parent-child” database relationship) is the format required by the users for their reporting needs.
Visit our best practices page to learn about the general setup sequence for QuickBooks.
After setting up the major functional areas of QBES, the project required the loading of month-end financial balances for ten months of data. When reaching system kick-off, we built a custom-macro to flatten (or translate) 115,000 lines of a complex Sage Accounts Receivable report into a filtered report identifying only the 750 outstanding A/R transactions that we could then load within minutes. Our consultants use Microsoft Excel VBA programming and special software approved by Intuit to assist in the loading/editing/deleting thousands of transaction lines without much need for manual entry.
In the end, our consultant provided customized training sessions along with a guide for general best practices and examples for the school’s unique use-cases.
Visit our best practices page to learn about how to maintain QuickBooks for optimal performance.
The process for accounting system conversion is very complex, sometimes more than the original vendor can manage. We are Chartered Professional Accountants, certified in all QuickBooks platforms, with over a decade of software selection, design, and implementation experience. No software conversion or setup is straightforward; we provide customized solutions to bring it in line with your business.
Summary of Best Practices
The key takeaway to this project is to reconsider your accounting system’s total cost of ownership every 3-5 years or when the system is nearing its optimal capacity (and size). Visit our best practices page to learn how to maintain a system for optimal performance.