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 "getting in front of the data". We've been evangelizing this topic for several 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.

Emailing Data Files

Attaching a file to an email is one way to send files between consultant and client. However, QuickBooks files tend to get fairly large, preventing them from being emailed easily. Many mail servers (servers on the Internet) limit the size of email attachments they will process to as low as 2 MB and usually never more than 10 MB.

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

1. Select the File menu, select Portable Company File, and then select Create 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 only. See page 17for more information about this feature.

Note

If the client uses QuickBooks 2005 or earlier they cannot create a Portable Company File. Have the client create a Backup of the file instead. If the Backup is not small enough, you can use WinZip to compress the file. However, the Backup is already tightly compressed, so WinZip will provide marginal results.

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.

Warning - Each Internet Service Provider has different file size limitations, so check with your ISP. If your ISP does not allow attachments as large as 10MB, you can create a free email address for both you and the client at www.yahoo.com. The free Yahoo email accounts allow you to send attachments up to 10 MB.

Internet FTP (File Transfer)

What is FTP?

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 is relatively complex. You should seek out help from your Internet Service Provider (ISP) and your Information Technology (IT) consultant to set up an FTP site.

An FTP site 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, you can configure your FTP site to limit access to files on the site.

To access FTP sites, you use FTP Client software. If you have Windows 98, Windows NT, Windows 2000, or Windows XP, you can use any of a number of FTP client software programs.

You use FTP client software programs (such as WS_FTP and Fetch) to transfer files between your PC (the local system) and a remote system (the FTP server). The FTP Client software your standard Internet connection to transfer files as requested by the user.

Even though the setup of the FTP site is complicated, using the FTP site is fairly simple, especially if you use an FTP Client software with a simple user interface. However, you will incur costs to setup and maintain the FTP site – as well as some hosting fees to your Internet Service Provider.

A Simple Alternative – The Sleeter Group Web site

The Sleeter Group’s Web site allows you to transfer and store files using the site. Registered users of the site can store files online and access them from any Web-enabled PC. The Web site offers file storage, file sharing with Sleeter Group Consultants, and email notification of files that are uploaded to the site. This eliminates the hassles of sending large email attachments or setting up complicated File Transfer Protocol sites. For more information, visit www.sleeter.com.

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 below.

Working with Different QuickBooks File Formats

When the client sends you a file it will be in one of four different formats. You will have to open the file differently, depending on the format.

1. If the file has a .QBB extension, it is a QuickBooks backup file. To open a .QBB file, select the Filemenu and then select Restore.
2. If the file has a .QBW extension, it is a QuickBooks company file. To open the file, select the Filemenu and then select Open Company.
3. If the file has a .QBM extension, it is a Portable Company File. To open a Portable Company File select the File menu, select Portable Company File and then select Open File.
4. If the file has a .QBX extension it is an Accountant’s Review Copy. To open an Accountant’s Review Copy select the File menu, select Accountants Review and then select Start Using Accountant’s Review Copy.

Note

Some clients may compress the file they send you using WinZip. If they do, the file will have a .zip file extension. You will have to unzip the file and then use one of the four options above to open the QuickBooks file. The free WinZip Internet Browser Support Add-On will automate much of the work normally associated with downloading compressed files from the Internet. When you click on a compressed file using Netscape Navigator/Communicator or Microsoft Internet Explorer, WinZip will automatically open the file when the download is complete. WinZip automatically moves the downloaded file to your download folder (initially set to c:\download) and then opens the file. This free add-on is available for download from the web page http://www.winzip.com/.

Determining Which Version to Use When You Open the Data File

QuickBooks is upward compatible, but not downward compatible. By this we mean that you can use the most recent version of QuickBooks (e.g., version 2006) to open any older version of the file (e.g. 2003-2005), 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 send the file back to the client (for example, you intend to send the client a list of Journal Entries that she will input into her 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, you will have to open the file using the same QuickBooks version the client uses (e.g., 2004, 2005 or 2006). 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 her. However, there are many situations where this method is the only practical way to 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. You probably know which version the client uses, but as a fallback plan 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 4‑27 below.

Figure 4‑27 Selecting the Properties of a data file
3. Select the QuickBooks tab on the Properties window as shown in Figure 4‑28 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 4‑28 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.

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 modem, ISDN, DSL or T1). You can use any of the following software applications to conduct desktop sharing:

For remote support to be most effective you will need to pass control back and forth between you and the client. The 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). See the section entitled “Terminal Server” on page 17 for more information.

The Microsoft options 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).

Assuming you subscribe to the full version of QuickBooks Remote Access (called the Platinum version) and pay the monthly subscription fee (currently $29.95) you will gain access to the following features:

• Desktop Control
  This feature allows you to control the entire remote computer – not just QuickBooks. Total access to the client’s computer is essential when you need to export a report to Excel, troubleshoot Windows-related QuickBooks error messages, and/or consult with solutions other than QuickBooks (e.g., QuickBooks Point of Sale).
  
  
• Data File Transfer
  As we discussed above, QuickBooks data files are often too large to be attached to an email. As an alternative, you can easily transfer files between the remote computer and your computer. There are two different ways to transfer data:
  • When you transfer a data file as part of an interactive support session with a client, the client (or you working remotely using Desktop Sharing) needs to place the files into a folder called WebEx File Transfer. The transfer utility allows you to see and transfer any files located in that folder from the client’s computer to any folder on your computer. WebEx creates the WebEx File Transfer folder automatically the first time you perform a transfer.
  • When you transfer a data file using the “Access Anywhere” utility (i.e. Unattended Access), WebEx allows you to transfer files from any folder on the remote computer to any folder on your computer as shown in Figure 29 below.
    
    
    Figure 29 WebEx File Transfer window
    
    
• Unattended Remote Access
  This feature allows you to install a small utility, called Access Anywhere, on any remote computer and then use the utility to access the computer remotely. WebEx downloads and installs Access Anywhere to your client’s computer, and then it presents a setup wizard into which you enter your user information and a secret code (known only to you) that uniquely identifies that computer. The client does not need to be working on their computer or to interact with you for you to establish a connection to their computer. As long as the remote computer is turned on and is connected to the Internet, you can access the computer from any web-enabled PC.
  
  
• Recording WebEx Sessions
  The Remote Access tool is a great way to train your client, provided that you can accomplish the training objectives in sessions of one hour or less. It is usually best to perform extensive training while you are physically present with the client. WebEx allows you to record your desktop or application sharing session. You can send the recording of your session to the client – on CD or using the WebEx file transfer utility. To play the recording the client will have to install a free utility. You can download the utility from the WebEx website and then install it for the client the first time you connect to the client’s computer. The recorded session shows the screen activity only. You use your telephone for the dialogue with your client.

Using a Terminal Server

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

With terminal servers, you store both the QuickBooks program and the data file on the server and users access the data and the program using any web-enabled PC. Terminal servers function similarly to remote desktop applications in that you control the terminal server from a remote computer. However, unlike remote desktop applications, more than one user can connect to a single terminal server and run the same application simultaneously.

Using Terminal Server to run an application over low-bandwidth connections (e.g., dial-up) can still be effective, because only a screen view of the data is transmitted – rather than the data itself. However, a broadband connection is preferable, especially when you work on the file for extended periods of time.

Online Applications

Online Applications are web hosted software solutions. You access these solutions using your Internet Brower. Since the application is hosted on the Internet, any web-enabled PC (in most cases) can access the program and allow you to fully use the application. Some solutions, like Oracle Small Business Suite, 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 open their data file and 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 PC. 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 (up to 20) and which features you wish to access. For example, Class tracking is not available in the most basic QuickBooks online subscription.

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.

This article is an excerpt from The QuickBooks Consultant's Reference Guide. Visit our Online Store to order your copy. Available in printed book, CD-ROM (PDF ebook) or downloadable PDF.