Reckon Accounts and CRM Video Transcript
Please note that the transcript is not 100% perfect and will contain errors of spelling and grammar and just incorrect heard words.
|Mike Nash:||In this video, we’re going to demonstrate installing Tall Emu CRM connecting it up with Reckon Accounts which used to be called QuickBooks in Australia. I’m hooking it all up and pulling the data in and just showing how easy all that can be. We’ll start with our installer and read the license agreement thoroughly.
We already have a database on this computer so I’m just going to hit the next button and we’re going to pop it into a new database. I’ll call it CRM Reckon Demo. Hit the next button. Now, I need a license key. This screen shows us what services we can install. Generally speaking, we need the Communication Service and the Workflow Service. We can actually create a shared folder for file storage. In this case, we’re not going to bother. We’re just going to use the database default.
Now, we need to just type in a few details. Because we’re installing Reckon or QuickBooks, we need to install the QuickBooks Connector, so we’ll check that option. We don’t have IIS installed on this particular demonstration laptop so it’s not possible to install Web Marketing or Web Access so we’re just going to skip that for now. Time to install and we’ll just let the installer run its course.
Now, the software is installed. Let’s get rid of the installer and the first thing we’re going to have to do is register QuickBooks with our QuickBooks Connector. This allows us to give our program permission to work with QuickBooks. I click Register Application.
[00:02:00] Now, that CRM is installed, we’ve configured the QuickBooks connector. We’ll just open CRM client. The default username for CRM is admin with no password and we’re going to be connecting to our newly created Reckon Demo database. Now, we’ve got CRM open. Let’s have a little look. There’s no companies. There’s no contacts. There’s no products other than just a few little default products. Basically, we’ve got an empty CRM.
In order to remedy that, what we’re going to do is go to our Accounting section and we’re going to find the QuickBooks Recon. Give it the company file. Make it the default. Test the connection and let’s see what happens. Connection successful so that means it all worked. What we’ll do now is we’ll bring in all of the data from QuickBooks and we’d just simply do that by pushing the All button. In the background, what we’re going to happen is we’re going to connect up to QuickBooks. We’re going to pull in companies. We’re going to pull in contacts, products, tax codes and general ledger codes, all of these things here which are required to be able to transfer data backwards and forwards between CRM and QuickBooks.
We’re going to wait a few minutes. I could actually close CRM now. That will work in the background and when it’s all done, we’ll go have a look and see what we can find. Let’s have a look at what we’ve got. We’ve got companies including both suppliers and customers. I can fill that quite easily and just show as Customers. We got the contacts and we can see here the contact name, what company they work for just like you can with any other record in the CRM.
In the Selling module, we have a list of all of the products. Products will come through in their categories with descriptions and pricing and any [00:04:00] special pricing that’s being setup. We also have any quotes, any sales orders and any invoices. Now, we have it all there inside CRM. I can grab this invoice here for example. I can preview it … There we are. There’s an invoice inside CRM. Right, let’s have a look at the detail on a customer.
We’ve pulled in a company name, the accounts, contact. It’s active. It’s a customer. We have addresses. We have contacts. In the selling area, we can see we have 17 invoices. We can filter this easily enough, find out anything that has a balance outstanding on it. We can have that filter off. We have Transactions. We can see here things like Prior Items Quoted, Prior Items Sold.
We’ve got the full information straight away. How would we use this in practice? Let’s say, we were doing a quote for this customer. You can go and add a quote. There are two ways of adding a quote. We can do it the way we’re most familiar with which is directly in the grid. Type or search or drop down so let’s pick that.
Put in the price. I can then preview the quote. This is the default quote. There’s a [full edit 00:05:33] if we’re changing this. I can send the quote. I can choose my template. I can type wherever I want in here and when I have sent the quotes, it will appear in Communications, inside here, and draft at the moment. That’s what I send earlier on. That’s also getting to be recorded against the company detail [00:06:00] down here. We’re going to have a full record of everything that we have done.
If I would go back, the customer calls me up and says they want to proceed with the quote. I can go get it. I can convert it to the sales order. Here’s my sales order and from here I can do pretty much what you’d expect. I can either turn it into an invoice. I could adjust it. For example, let’s have two of those, I can preview again the sales order here or send the orders to the customer optionally with some attachments. What I’m going to do just so we go and to end with it is I’m going to go and generate an invoice.
Generate the invoice. Now, the invoice appears in a draft state. I hit the Approve button and that’s now an invoice that can be previewed just like we can with a quote or send to the customer. Let’s send it to the customer. Again, that will be logged in our communication. I have to say it’s in the outbox that will go out soon but what I can also do now is whiz that across to Reckon accounts. Hit the To Accounting button. It will give me a little window down here which you may not be able to see on the video. Transferring it across, within a moment or so, that will be completed and it’s done.
Now, we can look inside here and we can see the Accounting Objects, QuickBooks default, the internal code and the last time that we exported the invoice. If I wanted to do that right away from the beginning, I could actually go and create a company which I’ll just very quickly do. Now, this company doesn’t currently exist in QuickBooks so Sample Recon Company and again, I could very quickly just go through add a quote and nobody on the company has add a quote too.
Pick a door, we’ll just buy one. [00:08:00] I’ll just convert it quickly to a sales order. I’ll leave the sales order as it is and just convert that into an invoice. Hit the Approve button. Send to accounting. What will happen now is it’s going to go and create a new company as well as creating this invoice. If we take a look here, we can see that that went out and if I now look at the accounts up here on the company, it’s automatically created that and it will do the same thing with GL codes and products as well.
It’s really, really easy to have that information go from QuickBooks into the CRM and then from the CRM back into QuickBooks. Removes all of the duplicate data entry makes it accessible on the web using the web CRM as well as in your shopping cart as a fast overview of how it all works. That’s about it for me for now. Thanks for watching.