Recently, I had a client who had entered a new customer who placed an order. She went back to the shop and told the manufacturing about the order, but when she came back to her desk, she went on with something else forgetting to enter the actual order for the customer.
The next day, manufacturing said that the order was completed but by this time, the sales person couldn’t remember who placed the order…rather the only thing that she could remember is that it was a new customer who ordered something on Monday of this week.
“What can I do?” she asked. “There are no reports in QuickBooks that tell me when I entered this customer.”
So this is what you can do. Let’s get to the pre-requisites first:
You either need to have purchased an ODBC driver (read only is recommended – You can order that from QB Services) OR you need to have purchased QuickBooks Enterprise edition since it comes with the ODBC driver utility already installed.
You will also need MS Excel or MS Access. (I prefer MS Access since you can much more easily work with the data…you may need a few lessons though).
Warning: Do not purchase the Read-Write edition of the ODBC driver unless you are very familiar with working with tables and understand the implications of writing to a database.
Procedure for those of you who own QB Enterprise:
1) In QuickBooks Enterprise, click on “Set Up ODBC” in the “File/Utilities” Menus.
2) Provide a good name for your ODBC connection like, “MyQuickBooksConnection”.
3) Bring up Excel.
4) Under the “Data” menu, click on, “From other Sources/From Microsoft Query”.
5) When dialog box opens, click on, “MyQuickBooksConnection”.
6) Another dialog box opens where you can select each field within the tables you are needing to query.
7) Now add the filters you would like to use based on the fields you selected.
8) Complete dialog questions.
9) Finish the query.
There are virtually endless ways to manipulate your data to get the reporting data you need. Once you have the data in Excel, you can also create charts and graphs in whatever way you see fit for presentation purposes.
For more information on how to use ODBC to get the data you need, call us. You may also attend one of our upcoming seminars!