Supporting Clients Remotely

Your client's data is at their office, and you're at your office. But you need to "work" on their data file. What do you do? If you've ever had to work with client data located somewhere other than on your local PC, you've probably had several questions about how to streamline the process of "getting1in front of the data". We've been evangelizing this topic for many years, but now that thousands of people are using it successfully, it seems that everyone is beginning to adopt at least one solution for their office.

The following is an excerpt from The Sleeter Group’s 2010 QuickBooks Consultant’s Reference Guide. The best selling QuickBooks troubleshooting guide is packed with techniques to diagnose and fix your clients' QuickBooks files. For more information, visit http://www.sleeter.com/products/crg .

Emailing Data Files

Attaching a file to an email is one way to exchange files between consultant and client. However, QuickBooks files tend to get fairly large, often preventing them from being emailed due to server settings or email service provider restrictions. Some email service providers limit the size of attachments to as low as 2 MB and usually never more than 25 MB.

Note:
If you have QuickBooks Accountant Edition, you may want to use the Remote Access feature rather than email to transfer QuickBooks files. You can even use the Remote Access tool to work on the client’s file without transferring anything to your computer. This is especially helpful when the client’s data file is very large (e.g., over 100MB). See page 84 for more information.

Perform the following steps to send a data file as an email attachment.

1. Select the File menu, select Save Copy or Backup, and then select Portable Company File. Browse to a folder you can easily access, like you Desktop or My Documents, and save the Portable Company File in that folder.
   
   The Portable Company File is a highly compressed copy of the file that will reduce the file size to as low as 15% of the original size. This feature is available in QuickBooks 2006 and later versions only. See page 238 for more information about this feature.

Note
In QuickBooks 2005 or earlier, the Portable Company File function is not available. Have the client create a Backup of the file instead.

2. Launch your Email program.
3. Create a new Email message, addressed to the recipient.
4. Click Attach or Enclose, select the .QBM file (or .QBB file) and click Send.

Internet FTP (File Transfer Protocol)

Setting up an FTP site for your clients is a more efficient way of transferring files back and forth from consultant to client. However, the setup requires a high level of technical expertise. You should seek out help from your Internet Service Provider and your Information Technology (IT) consultant to set up an FTP site.

An FTP site (or FTP server) is a computer connected to the Internet that allows files to be copied to and from the site. Your clients can upload their QuickBooks files to your FTP site so that you can download them onto your computer. Then, after you’ve worked on the file, you can transfer it back to the FTP site where your client can download it to his or her computer. For security purposes, the FTP site can be configured with user access restrictions to limit access to files on the site.

To access FTP sites, you use FTP client software. There are a number of FTP client software applications, with both free and paid editions, including WS_FTP, Fetch, and FileZilla. When the FTP site is properly configured, Internet Explorer can also be used to access FTP sites. You use FTP client software programs to transfer files between your PC (the local system) and a remote system (the FTP server). FTP uses a standard Internet connection to transfer files as requested by the user.

Even though the setup of the FTP site is complicated, accessing and using the FTP site is fairly simple, especially if you use an FTP client software with a simple user interface or simply use Internet Explorer. However, you will incur costs to setup and maintain the FTP site – as well as fees from your Internet Service Provider, if not hosted internally.

The Sleeter Group’s Web site allows you to transfer files with your clients using the site. Full access to this tool is a benefit of membership to The Sleeter Group’s Certified Consultant’s Network. Visit www.sleeter.com for more information about this membership program.

Opening Data Files You Receive from the Client

As stated above you can use email, File Transfer Protocol software, or the tool offered by The Sleeter Group to transfer files via the Internet. You can also transfer files electronically using desktop sharing software, as described later in this section.

Working with Different QuickBooks File Formats

When the client sends you a file it will be in one of four different formats:

            .QBW – QuickBooks Company File
            .QBB – QuickBooks Backup File
            .QBM – QuickBooks Portable Company File
            .QBX – QuickBooks Accountant’s Copy Transfer File

In QuickBooks 2008 through 2010, all four file types can be opened by selecting the File menu, then selecting Open or Restore Company.

In QuickBooks 2007, Accountant’s Copy Transfer File’s must be converted to an Accountant’s Copy Working before working on the file. To convert the file, select the File menu and then select Accountant’s Copy, Convert Accountant’s Copy Transfer File.

In QuickBooks 2006 and older, there are separate menu item for each of the file formats.

Determining Which Version to Use When You Open the Data File

QuickBooks is upward but not downward compatible. By this we mean that you can use the most recent version of QuickBooks (e.g., version 2010) to open any older version of the file (e.g. 2003-2009), but when you do, QuickBooks will convert the file format to the version you use. You cannot convert the file back to the format of the older version of QuickBooks. The upgrade is irreversible.

If you do not intend to return the file back to the client (for example, you intend to send the client just a list of Journal Entries to input into their copy of the file), it is best to convert the data file to the most recent version of QuickBooks. Doing so allows you to use the features from the most current version when working on the data file.

If you intend to work on the data file and then send the file back to the client, in many cases you will have to open the file using the same QuickBooks version the client uses (e.g., 2007, 2008, or 2009). This is typically an inefficient way to work in QuickBooks because the client cannot use QuickBooks until you complete your edits and send the file back to them. However, there are many situations where this method is the only practical way to work on and adjust the client’s data.

If you plan to send the file back to the client, you must determine which version of QuickBooks the client uses. In case you don’t know which version the client uses, you can perform the following steps to determine which version is compatible with the file you receive from the client.

1. Browse to the data file using the My Computer shortcut or using Windows Explorer.
2. After you locate the data file, right-click on the data file and select Properties from the menu, as shown in Figure 3-26 below.



Figure 3-26 Selecting the Properties of a data file

3. Select the QuickBooks tab on the Properties window as shown in Figure 3-27 below.
   
   The QuickBooks tab shows which version of QuickBooks last modified this file. You can then use that version of QuickBooks to restore the file (for .QBB files), open the file (for .QBW) files, or Start Using the Accountant’s Review Copy (for .QBX files).

Figure 3-27 Properties of a QuickBooks file

Desktop Sharing Software

The ability to provide effective and efficient remote support to your clients is essential for any accountant or consultant. For remote support to be most effective you will need to view the client’s screen – and in some cases you will need to use your computer to control the client’s computer. This process is called desktop sharing. It allows you to work live on the client’s computer.

Several software applications are available to help you do this. In order to provide support with remote access software, both the client and the consultant need a broadband Internet connection (e.g., Cable internet, DSL or T1) and the quality/speed of the remote support session is directly related to the quality/speed of both internet connections. Listed below are several examples of software applications or internet services to conduct desktop sharing (all tools work on Windows and Mac platform unless otherwise noted):

Table 3-2 Remote Support Tools

For remote support to be most effective, it is convenient to conduct an interactive session, where both you and the client can see their screen at the same time and you can pass control back and forth between you and the client. Microsoft Remote Desktop and Terminal Server options do not provide this type of connection. Instead, use Microsoft Remote Assistance or one of the other desktop sharing options for interactive remote support. Use Remote Desktop Connection or Terminal Server when you are working on the client’s data without any interaction with the client (e.g., performing bank reconciliations, processing payroll or correcting setup/data entry errors).

The Microsoft options generally provide the fastest response time. Use these technologies – or obtain a backup of the file – if you intend work on the file for an extended period of time. Consider, though, that the client cannot work on the file if you are using it locally.

Using QuickBooks Remote Access with WebEx

QuickBooks Premier and QuickBooks Enterprise Solutions integrate with WebEx web-based remote access software to provide desktop sharing for users (to work from remote locations) and accountants (to access their clients’ data files remotely).

Using Remote Desktop Server

When users run an application on Remote Desktop Server, the application execution takes place directly on the server. Only keyboard, mouse and display information is transmitted over the network.

This technology is better known as Terminal Server because that was its name until Windows Server 2008, when the service was renamed Remote Desktop Server. With Remote Desktop Servers, you store both the QuickBooks program and the data file on the server and users access the data andthe program using any web-enabled computer. Remote Desktop Servers function similarly to remote desktop applications in that you control the server from a remote computer. However, unlike workstation-based remote desktop applications, more than one user can connect to a single Remote Desktop Server and run the same application simultaneously. In essence, it is like running multiple Windows sessions run from one server computer.

Online Applications

Online Applications are web hosted software solutions. You access these solutions using an Internet Browser. Another term commonly used to describe these applications is Software as a Service (SaaS), because software is provided as a service on demand on a subscription basis. Since SaaS is hosted on the Internet, any web-enabled computer (in most cases) can access the program and allow you to fully use the application. Many solutions are platform independent, allowing you to access the program for either a PC or Macintosh computer. Since the software and the data are as accessible as the Internet, there is no need for you to exchange data files with your clients or have your clients fax reports to your office. You simply log in to the web-based application and access their data file to enter, edit or print any information you need.

QuickBooks Online is Intuit’s web-based version of QuickBooks Financial Software. It is a powerful and scalable (though not highly customizable) version of QuickBooks that you can access through any web-enabled computer. Instead of purchasing software, QuickBooks Online users purchase subscriptions that allow them access to the program – and to their data files. Subscription prices vary depending on the number of users and which features you wish to access.

QuickBooks online is similar to QuickBooks desktop in its look and feel. The two biggest limitations to QuickBooks Online are: 1) No inventory tracking and, 2) limited report customization options, as compared to QuickBooks for desktop.

Application Hosting

Application hosting can be considered a hybrid between using Remote Desktop Server and Online Applications. An Application Service Provider (ASP) is a company that provides subscription-based Terminal Server or similar online application hosting services. There are a number of ASPs that specialize in QuickBooks hosting, providing access to QuickBooks application and data hosted on their servers. The same ASPs also provide hosting for other applications, including Microsoft Office and third-party add-ons.

ASPs provide a similar service as an internal Remote Desktop Server, at a fraction of the cost. Through ASPs, the complexities and costs of a Remote Desktop Server environment is cut down. Maintenance such as hardware and software upgrades is also eliminated from the end user by placing the responsibility on the ASP to maintain up-to-date services, including appropriate redundancy to ensure high-availability of their servers.

0 Comments