Need help with QB for client...

[Ask Viki!]

Hello!

How customizable is QuickBooks?

I have a potential client who wants a process to receive computers for repairs. He wants to be able to enter all pertinent info, including details of the computer and it's repairs, produce a 'received' receipt for the customer and when they pickup the computer, to be able to enter payment info and close out the ticket.

This sounds like a point of sale program but I don't think they can afford Intuits...

They would like the screen to be very similar to the set-up menu box with tabs. Tab #1 to be Customer Info, Tab #2 to be Computer Info, Tab #3 to be Repair Notes, and Tab #4 to be Check Out.

Any ideas??

[Rebecka Melson]

Hmmmmm, that's a tough one. Unfortunately QuickBooks isn't set up to be that customizable. I searched through their software options and the best option that I can come up with would be to use their Customer Manager program in combination with QuickBooks. It's relatively inexpensive at $79.95.

Customer Manager allows you to enter more detailed information for each customer as well as create and track projects, to-do lists, etc. He could use this to enter detailed information about the customer's equipment, track drop off and pick up dates, etc.

You can attach Excel and Word documents to the customer file as well as use it with Outlook. It syncs w/ QuickBooks so you can see all the customer information, outstanding invoices, etc. right from Customer Manager.

I have used this program in the past for property management to keep track of tenants, work orders, etc.

As far as a "received receipt" you could use the Sales Receipt feature, create an item titled "Customer Drop off" or something like that, but leave the description blank so that you can enter a custom description when the customer drops off the product. If you charge a deposit you could enter the deposit amount received or if there is no up front fee just leave the amount blank and print a zero receipt. It will still show up in the customer history for tracking purposes although the amount is zero.

*FYI... you can find a link for Customer Manager on my website in the "Shop" and get a 20% discount and free shipping.

[lanelt]

You could also customize an estimate and use that. I'd have to do more digging to tell you exactly how to make it work. But, I'd customize an estimate to be a drop-off ticket. Then the technicians (or whoever) could update the estimate with what was done then close it out as an invoice when it's picked up and paid for. You can change the status of the estimate with-in QB which you could customize. It's not a perfect solution for what you want but you could make it work.

[LindaK]

Lanel, it almost sounds like you work with the contractor version but probably just other versions have estimating options and I'm just not familiar with them. My forte' is with the contractors version. One can make an estimate and tailor it to say it is a drop off receipt, then convert to sales order upon customer's approval to go forward with the estimated work then convert to invoice when job complete. Within the contractor version you also have the ability to add change orders to alter from the original estimate.

[Kbennitt]

Hi Viki,

I think rebekah has it right on this one. You would need a ticketing system of some nature, either a simple database where they enter the information (like an access database) and then have a copy of this sent to the bookkeeper for entry into the QB system. (each ticket would be a job under that particular client) Having the tandom systems would allow them to track information on each individual repair.

Having the two systems link would be ideal as it would save time and resources (not to mention cutting down on typo's).

Sorry,
Kristi