business systems

7 posts

Virtual QuickBooks Multi User Into The Cloud

Business Systems Support Planning QuickBooks

Extending our understanding of routine software tools such as QuickBooks Multi User sets the stage for us to profit from new technologies. Most of us know the QuickBooks icon well. Our common frame of reference allows us to explore over-used, over-hyped technology terms like virtual computing, virtualization, cloud computing, cloud services and the cloud, in a way that guides us to a solid business decision.

In an article I wrote for my business, the last server you will ever need may very well be the server that contains your QuickBooks multi user application. I’ll show you one way that QuickBooks might be moved into the Cloud, explaining the terminology as we go. Consider this pathway as evolving from one configuration to the next logical step and so on. Chances are, your QuickBooks environment may reflect one on the steps along the path. Also consider that the entire point of this exercise, to replace the high cost of local infrastructure with the low cost of cloud resources motivates our journey down this path.

You may not be using QuickBooks in your business, but you probably understand that networked QuickBooks multi user requires networked server or desktop resources to share company files with other computers that have QuickBooks installed on them. Larger QuickBooks environments can have as many as thirty users. So you may have something like this illustration with PC1 hosting QuickBooks company files for PC2 through however many computers you have QuickBooks installed on.

Now, consider the very next step. Suppose you’ve reached the point in your business that you have more than a few users, you also have some automation going on with QuickBooks, you’ve purchased my “Build Your Own QuickBooks Production Server” book and you’ve replaced PC1 with a QuickBooks server. You now have the classic QuickBooks client/server environment that the majority of businesses find themselves inextricably bound to. That may sound negative, but it’s predicated on a business decision. Perhaps the classic QuickBooks client/server environment returns the best benefit for your investment.

Or, perhaps you require several servers, one for QuickBooks, one for your Goldmine CRM system and one for your email system. Enter virtual computing and virtualization, a popular “new” systems concept that’s been around for many, many years. I explored the costs of virtualization in a previous post.

Essentially, virtualization uses massive physical resources to create virtual resources. In other words, use one server to create three virtual servers. Then, instead of using three physical servers for your QuickBooks, Goldmine and email, you can use one physical server, much like this illustration.

The point of my previous post focuses on cost and how very difficult it becomes to make a business case for virtual computing and virtualization. But if you can make the business case, then by all means, utilize virtualization in your business, which brings us to the next step in our journey down this path.

Consider for a moment that your new massive physical server, now the most mission critical physical device in your inventory of business tools requires a more stable physical environment in which to operate and your employees desperately need remote access to QuickBooks, Goldmine and email from home and at customer locations.

Your choices require you to make software changes and place your hardware into a data center environment, either in your present offices or a datacenter. You’ve now entered a world of remote services utilizing Internet communications resources to access QuickBooks, Goldmine and email.

You own the server and other hardware as well as the hardware life cycle that dictates periodic replacement. You pay the monthly datacenter charges and equipment notes. You’re responsible to your employees, customers and vendors for uptime and service quality, even though you may have hired several IT people to keep things running. You know the costs and you’ve carefully considered ROI. You continue to pay for your computing resources 24/7 whether your employees, customers and vendors utilize them or not.

So, I want to introduce a new notion. Cloud computing covers a lot of ground, but the primary distinction rests with money. It’s a pay as you go program and has much in common with time shared computing introduced in the 1960s. You pay for only the computing resources that you use, and you can scale up or down as needed. “The very concept of cloud computing, and of cloud services, has been a long time in the making” but the name’s not important, the concept is. Yes, it’s datacenter and Internet based computing, using terminal services, web applications and Internet communications, but so is your own datacenter focused, virtualized computing environment.

So let’s unwind a bit. Some new ROI calculations comparing your own datacenter focused, virtualized computing environment and a Cloud computing environment are in order. Focus on the primary distinction of Cloud computing, paying for only the computing resources that you use, and scalability as needed.

Consider the three simple business necessities from the examples I’ve used above; accounting, CRM and email. Although your situation differs from my example, the logic aligns. QuickBooks alternatives exist, anywhere from utilizing RackSpace Windows Server instances to various QuickBooks hosted solutions certified by Intuit. CRM from 37signals continually receives rave reviews and easily replaces Goldmine. Email lives anywhere from an Amazon server instance or a cheap BlueHost web hosting account to a hosted Exchange Server account from Intermedia.

Research your own alternatives. You could save a boat load of money, returning it straight to the bottom line.

QuickBooks Multi User Server Uses Up A License

Business Systems Support QuickBooks

Question: I recently set up the XP Pro QuickBooks server and have a couple of questions.

The only way for all users to have access to files is to keep QuickBooks open on the server. This, in turn is using up one of my licenses. I have tried the server manager, but it is not allowing users to access the files.

Is this the way it has to be setup? How can I fix this?

Answer: No, this is not the way it has to be set up. The entire version of QuickBooks should be installed on your server and hosting company files does not require QuickBooks to stay open or use up a user license.

The only time a user license comes into play on the server is when QuickBooks is open and has a company file open on the server for those times that you might be configuring automation or performing file maintenance.

These steps will clear up your installation:

1 – Restart your server then access the server’s desktop.

2 – Open QuickBooks with the Admin user and confirm that the server is hosting multi user access. From file, select Utilities. The drop out menu will show "Stop Hosting Multi-User Access…" (see below) The server is the only QuickBooks installation that should show "Stop Hosting Multi-User Access…"

3 – Select the F2 key to pop out the "Product Information" screen (see below). Print the screen or take note of these items. At the top, the "Product" "License Number", "Product number" and "User Licenses" needs to match on each computer that has QuickBooks installed. The "File Information" "Location" needs to be the network location and match on each computer accessing QuickBooks including the server.

4 – Confirm that you have unique users set up in QuickBooks. Select "Company" then "Set Up Users And Passwords" then "Set Up Users…" (see below) Every unique logon to QuickBooks requires a unique user.

5 – Close QuickBooks on the server

6 – Open QuickBooks on each client computer confirm that the server is hosting multi user access. From file, select Utilities. The drop out menu will show "Host Multi-User Access…" (see below)

7 – On each client computer, select the F2 key to pop out the "Product Information" screen and confirm that each item in step 3 matches.

Update your clients to the latest version if the "Product" does not match. Contact QuickBooks support if the "License Number", "Product number" and "User Licenses" do not match. Browse to open company files from the correct network location if "File Information" "Location" does not match.

8 – Confirm that no firewall software is turned on or running on either the server or any of the clients. Firewalls belong on your Internet gateway device, not on your business desktop computer. If you use a laptop, you need to learn how to disable and enable the firewall software.

Secret to Google Apps

Business Systems Support Google Apps

There is no secret. Transitioning to Google Apps is hard work and not for the faint of heart!

It’s also no secret that Google targets Microsoft Outlook used with Exchange Server or with just plain old POP3 to build the APPs market share. Consequently, using Google Apps Sync for Microsoft Outlook for deployment requires those supporting Google Apps for small business to understand all of the nuances of Outlook. (yes it’s a blank page)

Although I am admittedly new at Google Apps, I come to this with many years of Outlook and Exchange experience. So, I would like to give you my steps to successfully sync Google Apps with Microsoft Outlook. Then, please comment with your insight to Google Apps deployment so we can all learn something.

My focus here centers on working with the Microsoft Outlook PST file created from standard email or as a backup of an Exchange mailbox. There are other tools available for migrating Microsoft Exchange mail boxes.

1 – Start by checking Google mail to confirm that the Google Apps account you are working with receives email correctly and that sent email carries the correct name and reply address and comes from the correct domain. If there are problems here, you must work out the issues before you attempt a Google Apps Sync with Microsoft Outlook.

2 – Insure that the computer operating system and Outlook software that you are working with meets system requirements for Google Apps Sync for Microsoft Outlook. Remove any malware or virus and optimize the computer so that it runs correctly.

3 – Work to clean up the PST file associated with the Outlook profile that you plan to sync with Google Apps. Delete any old information and compress the file. Then, create a backup of the PST file.

4 – Run scanpst.exe, the inbox repair tool in Outlook, to repair any errors with the PST file you are working with. Backup the newly repaired PST file, because you might have to recover this backup to return Outlook to it’s original functionality, when or if Google Apps Sync for Microsoft Outlook fails.

5 – Restart the computer you are working with.

6 – Download the Google Apps Sync for Microsoft Outlook tool to begin the sync process. Enter the account information, then select options to turn “AutoArchive” off. Google created good instructions for first time users.

7 – Set the Google APPs email profile to be the default profile and the only profile to open up when Outlook starts up.

Te recap; take a look at the Google Apps with Microsoft Outlook video below and again, please comment about your experience with your Google Apps deployment. We can all use the help.

Just Purchased QuickBooks?

Business Systems Support QuickBooks

I often get the question, “I just purchased QuickBooks, so what do I do next?”

1 – Install the software on a test computer, preferably a new computer that meets High Performance System Requirements with a fresh operating system installation.

XP Professional SP2, Vista Home Premium, Business or Ultimate Operating Systems, Win 7 Pro or Ultimate
2.0GHz or faster processor
2GB or more of RAM for XP, 4GB or more of RAM for Vista or Win 7
5GB or more free hard drive space
Conflicting software applications must be shutdown and removed from client computers
In a multiuser QuickBooks 2007/8 configuration, each computer must have a gigabit network interface, connected to a gigabit switch, using gigabit certified cables and/or data drops

2 – Learn as much as you can about QuickBooks starting with the “Learning Center Tutorials”. Select “View the Tutorial” from “QuickBooks Coach” or “Help” then “Learning Center Tutorials”

3 – Setup a prototype company file to look as close to your company as possible, install add on and third party software

4 – If your requirements include QuickBooks Multi User, review how you want to install your computer systems and network .

5 – Write a step by step plan to deploy QuickBooks in your company. Include not only computer systems and QuickBooks installation, but also who will do what task and the training and transition to go live.

6 – Create and test your production company file on your test computer using a single Company Files folder to contain all of your company files. This might be a good time to get a QuickBooks Pro Advisor involved

7 – Execute your plan to install your production environment, install your computer systems and network, install QuickBooks software, test network access to QuickBooks with each computer using a demo company file

8 – Stop using your current accounting system, transfer data from your old system into your new QuickBooks system using your test computer. Make a copy of your “Company Files Folder” to serve as a temporary backup.

9 – Copy all of the contents of your “Company Files Folder” into the folder that is your production shared company files folder.

10 – Setup all addons and links, storing databases like “QuickBooks Shipping Manager” and “QuickBooks Loan Manager” in your production shared company files folder.

11 – Configure and test an Automated Off Site Backup

12 – Go live and start enjoying QuickBooks

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

QuickBooks Database Manager Stops Working

2 comments

Business Systems Support QuickBooks

While on the QuickBooks Online Community the other day, I took the opportunity to answer a particularly difficult question concerning QuickBooks Multi User and Microsoft Server 2003 that has plagued systems people for awhile.

QUESTION:

I have the Database Server Manager running on a Windows 2003 server. It seems that when ever I use Remote Desktop to access the server, it causes the Database Manger to stop working. I have to physically go to the server, log into QuickBooks…change it to Single User mode… close out of it… go back in and change it back to Multi-User mode and exit the program. Then I start the Database Server Manager.. have it scan for company files and it’s working again.

Is this a setting I have missed that causes this to stop working?

Has anyone else experienced this issue before?

MY ANSWER:

“Is this a setting I have missed that causes this to stop working?”

You’ve probably not missed anything.

“Has anyone else experienced this issue before?”

I’ve repeatedly had this problem on Server 2003, to the point that I’ve developed a standard workaround.

You will need to configure this from a console session using either a keyboard/mouse/monitor, remote desktop using “%windir%\system32\mstsc.exe /console” or VNC to the console. Then, remember to always manage this server from a console session.

Use the “administrator” user to login to the desktop.

Remove or turn off any firewall software on the server.

Configure the server to automatically logon as the “administrator” user to the desktop using TweakUI or regedit.

Configure the desktop to go to a screensaver and be password protected on resume. This will lock the desktop after the wait time passes, securing your server.

Install a completely updated full version of QuickBooks to the server.

Open the company file then logon as Admin. Set QuickBooks to Host Multi-user access, and then close QuickBooks.

Restart the server, remove the keyboard/mouse, watch the monitor to test the auto logon to the desktop, and then remove the monitor.

Open QuickBooks on a client computer. Confirm that Host Multi-user access is turned off. Confirm that any firewall software is turned off. Then, open the company file to test network access to QuickBooks.

Your QuickBooks environment will stabilize.

If you are concerned about security, locking the desktop will secure the server’s administrator desktop. Remember to disconnect a console RDP session, not log off. Also, firewalls belong on your gateway to the Internet device. Your real-time anti-virus/anti-malware software on your client computers will deal with any security issues that might get past the hardware firewall on your network without having the local client computer’s firewall software turned on.

Are You Ready For QuickBooks Multi User?

Visit painlessquickbooks.com to find out.

Business Computer Systems Guide – Part 1

Business Systems Guide

Introduction

9/6/2010 Update – Much of this guide was written in 2005 from material as old as 2000. Although we’ve come light years since 2005, this material still applies to current businesses and business systems.

Today’s sophisticated business computer systems are a complicated lot. Coupled with the plethora of consumer market oriented hardware that one finds in the Sunday paper’s Business Section, confusion appears to be the order of the day. My purpose in writing this guide focuses on sweeping aside most of the confusion. Most small business people remember assembling home stereo or home theatre equipment, as well as programming ones satellite to VCR-DVD to television set. The basics of office computing are not much more complicated that that.

I believe that if a marginally technical business person understands a few ground rules, the opportunity exists to capitalize on business systems designed for Fortune 500 companies at a price point acceptable for small to medium sized businesses. The first place to start requires exploding the marketing myths used by computer service companies, so called “VARs” value added resellers. VARs partner with software and hardware companies to sell products, “solutions”, to you, the business customer.

The two most profitable “solutions” to sell are the entire Microsoft paradigm and the Cisco communications product line. Both of these companies have excellent products and have amassed a fortune assisting VARs to sell solutions to business people. Virtually all of the computers in existence today run a Microsoft Windows operating system with Microsoft Office components installed. Those same computers talk to each other using Cisco hardware and software.

If you max out your investment in Microsoft and Cisco systems, two things are certain. Your VAR will have sold you the best and most expensive systems available and you will have very little money left over to productively take advantage of your systems, or much else for that matter. A business needs to achieve balance between costs and deployed systems functionality. Balance achievement is where my systems model and the ground rules associated with my model come into play. It is not in the best profit interest for a VAR to assist a business with achieving this balance.

VARs are an odd lot. Most are well established business people that have hooked their future on a specific software solution or systems solution in a vertical market. Others purchase the latest “how to be a computer business” course and enter the business with well honed marketing tools.

My two most favorite Information Technology Service Provider marketing ploys are the “have an IT person, you are wasting your money” claim and the “own more than 20 computers, save a small fortune” claim. They read like this:

“If You Have 20-100 Computers And a Full Time IT Manager…You Are Wasting Your Money” “..any person who qualifies for this position does not really want this position.” “..Not to mention the time they spend on their Fantasy Sports teams, emailing friends, searching for a new job, and downloading PORN. I hate to say but we have caught too many of them doing it.”

Gee Mr. VAR, if you were any good at IT, you would not have let porn into the network to begin with. Scare tactics work on very few astute business people. If you have IT people, pat yourself on the back!

You are not wasting your money on a “full time IT person”. As a matter of fact, your IT person is most likely on the front lines, helping your employees resolve day to day productivity problems; because, your IT person comes armed with business process knowledge, learned from job related experience he or she came into IT with. Or, your IT person might be passing application specific business knowledge to other employees that came from years in school or on the job training in house, from a competitor or from another unrelated company.

Your IT worker is not a porn surfing waste of time. You hired her or him, just like you hired all of your other great employees. Managed into the right role, they become a valuable intellectual property asset and very able to manage your computing assets.

“If you own more than 20 XP computers in your business, you are in an excellent position to save a great deal of money,” and you can really save a fortune! What you are about to read is all over the Internet and responsible for substantial growth in IT and extreme profit for VARs.

Check out this information from the Gartner Group* reported in CMP’s Network Computing magazine Page 34, 9/2/2004 issue.

“The cost of an unmanaged Windows XP desktop is $5,309 over three years, whereas a managed XP desktop runs only $3,335, according to Gartner.” A MANAGED XP computer results in a savings of $1974 per computer over three years. If you have 20 XP computers in your business, you can recover $39,480 over three years in expense savings! That amounts to $1096 PER MONTH in expense savings!

A proactive approach to systems can mitigate and control the cost of your XP computers as well as your entire IT investment. If you have searched the Internet for “Managed Services”, “IT Services”, “help for my network” of “repair my computer” for any length of time, you have no doubt come across similar claims.

Saving $1096 per month in reoccurring expense for a typical small business is a very realistic goal. But, one must understand that reaching the goal requires a comprehensive approach to business systems, an approach I hope you clearly understand after you learn from my “Business Computer Systems Guide”.

The comprehensive approach is the tool that makes VARs wealthy. A savvy business person might decide to give the $1096 per month and more to a VAR that can return value to the business or might decide to put $1096 per month back into the business, directly to the bottom line. The decision hinges on achieving balance between costs and deployed systems functionality.

Coming full circle, achieving balance is where my systems model and the ground rules associated with my model come into play. Again, it is not in the best profit interest for a VAR to assist a business with achieving this balance.

Thanks for reading. In the next post, I will discuss balance, managed services and my systems model.

Business Computer Systems Guide – Part 4

Business Systems Guide

Network and Internet

I mentioned in my last post, Business Computer Systems Guide – Part 3, that the important thing is to be straight about when you know you are over your head and need additional learning or outside assistance.

At this point, you should have completed the majority of your planning document. The next several sections will help you gain the sense of whether or not you can complete the tasks, each tactical plan, yourself or how much of it you can complete without help.

This section “Network and Internet” is two unique interdependent functional hardware related areas. “Network” is simply the means and mechanisms connecting all of your computers, printers and computing devices together. “Internet” in the manner that your “Network” makes its single connection through to the Internet. These two “infrastructure” items will not change much after they are designed and installed.

Both the “Network” and the “Internet” connection must be driven by software concerns. The more complex your computing needs become, the more serious consideration needs to be explored considering network software configurations.

However, we will start with the basics.

Linksys, a division of Cisco Systems, Inc., is the recognized global leader in VOIP, Wireless and Ethernet networking for home, SOHO (Small Office, Home Office) and small business users. Based in Irvine, California, Linksys specializes in products and solutions that provide effortless and economical sharing of broadband Internet connections, files, printers, digital music, videos, photos and gaming over a wired or wireless network. These reliable, easy-to-use, world-class products are backed with award-winning technical support, setting the standard for excellence in the consumer and small business.

Open any networking product from Linksys, or any other home or small business router manufacturer and you will most likely find a very comprehensive set of instructions that you can use to build your own network. You can learn most anything you need to know about setting up a small business network from reading this set of instructions. You don’t need to own a Linksys device to access the user guide at the Linksys website. Download a copy and check it out.

For the most part, you can just plug and play most consumer routers. They arrive pre configured to work out of the box. Although the default settings might get you started, they are not the optimal way to configure a network. Don’t forget to configure security for your wireless functionality or you will have a parking lot full of teenagers with laptops surfing the Internet on your network.

The least expensive firewall/router generally has a built in 10/100 MB switch with five ports. Additional switch ports can be added by cable; however, if your business heavily depends on the Internet for applications and credit card transactions, consider a more expensive commercial firewall with more capacity and features. The least expensive devices are good for email and Web surfing, but not much else.

Although wireless is nice, you will need wires to gain the network speed that modern applications need to work correctly, Modern desktop and laptop computers come with gigabit network functionality built in to the systems. Why mess with a 54-megabit wireless connection when you can have a wired 100-megabit or a gigabit connection.

Optionally, you might hire a local wiring company to wire your office and locate an out of the way closet or shelf where all of your wiring can terminate and you can place your network router and additional switch or switches, as well as a small business server or servers. All of your office wiring will originate from nice wall plates and there will not be cables hanging in your flowerpots and stuck under carpets, a much safer environment for your office staff.

Purchase computers, printers and scanners, plug them in to the network, and turn them on and, wala! You are networking and surfing the Internet. You should now have something that maps like this:

When you want to learn more (you don’t really need to), go to The Computer Technology Documentation Project located at http://www.comptechdoc.org/. This site has some of the best technical networking content on the Web. Or, you might want to try Cisco’s Documentation site located at http://www.cisco.com

At this point, it is very appropriate to mention money. Because Network and Internet infrastructure items will not change much after they are designed and installed, they demand serious budget priority. If corners are cut with Network and Internet infrastructure, your entire computing environment can be problematic, difficult to diagnose, troubleshoot and repair.

You might want to consider whether or not you want a $50 consumer wireless router controlling your network. If it breaks, your entire network will fail. Consequently, you should consider a commercial grade device and preemptive network design. A correctly constructed, configured and monitored network infrastructure will provide years of trouble free operation for you.