New Company File in QuickBooks

I start out each year with a new company file for QuickBooks. It seems perfectly reasonable because my QuickBooks complexity does not effect my process of creating the file. Starting with a new file keeps QuickBooks operating fast and error free. I’ve always taken my process for granted because is as simple as exporting lists and templates and beginning with opening balances in the appropriate accounts. Also, I export my financial statements and compare year to year trends in Excel. I’ve read several places that creating a new company file each year is a best practice.

I can see multitudes of problems for companies that have more complex requirements for QuickBooks than I have. In the past, I argued that creating a new company file each year was best practice. However, I now know that extenuating circumstances can prevent a business from creating a new file every year.Here’s what Intuit has to say about it.

If my business were more complex, I would have serious concerns around the limitations that payroll and time entries, online banking and comparative yearly reports have on my ability to mitigate performance problems with QuickBooks by creating a new company file every year. The large company files as well as the database serving methodology employed by QuickBooks seriously impacts QuickBooks Multi User performance.

I regularly upgrade networks to gigabit to mitigate the QuickBooks performance situation, something I do not do with Peachtree companies. I’m not recommending that you move to Peachtree. But, I am concerned that QuickBooks client server software architecture needs to be reevaluated, de-bloated and moved to a 21st century state of the art client server design. If my business’s accounting needs depended upon application performance and tight integration between payroll, time entry, banking and year to year comparative reporting, I would have to seriously consider something else other that QuickBooks Multi User.

Intuit’s efforts in licensing and improving Hosted QuickBooks and QuickBooks Online are admirable. But, hosted solutions are not the answer to every businesses’ requirements. Tell a doctor I know that’s office has no Internet connectivity, that he needs to move QuickBooks 2006 to QuickBooks online for the latest features and you’ll know what I mean.

The current state of QuickBooks client server performance needs a hard look by a few good client server architects. I don’t think I’m alone in my opinion. What do you think?

You Can Still Buy A New XP Pro Computer

I published this article almost a year ago. I wanted to update everyone that might need an XP Pro computer. As of yesterday, I can still purchase a new XP Pro computer. There continues a need to have a physical CPU with XP Pro, necessary to run legacy applications, especially in the security and medical businesses that I’m most familiar with.

I’m still amazed at the number of times people inquire about purchasing a new XP Pro computer. I see no reason not to buy an XP Pro computer. I configured a new Dell business desktop computer today for a project I’m working on.

The Dell summary worksheet details my computer specs for a new QuickBooks server, a great deal considering it has 2gb memory, 3 year on site service and 3 year anti virus software. As a mater of fact, I will use this computer as a multi session terminal server designed for both local access and remote access from the CPA’s office. The entire project costs will come in under $1000 plus the QuickBooks license.

If you need a new computer, all the major players still sell Windows 7 Pro downgrades to XP Pro. It just takes a bit of effort to configure and purchase them. I continually need a steady supply of XP Pro computers for small businesses.

If you want to save a good bit of money, try searching Amazon for off lease desktop or refurbished desktop. Check the specs carefully for memory, hard drive size, dvd burner and the operating system to get a great deal.

They say one picture’s worth a thousand words. Check out this screen shot of my prototype QuickBooks terminal server on a shoe string. You can plainly see three users’ remote desktop QuickBooks Multi User sessions and an administrator desktop session simultaneously working on an XP Pro based terminal server. This stuff’s so much fun.

Three Simultaneous QuickBooks Sessions on QuickBooks Server

QuickBooks Server Remote Applications On A Shoe String

They say one picture’s worth a thousand words. Check out this screen shot of my QuickBooks Remote Application Server, a QuickBooks multi user terminal server on a shoe string. You can plainly see three users’ remote desktop QuickBooks Multi User sessions and an administrator desktop session simultaneously working on an XP Pro based terminal server. This stuff’s so much fun.

Three Simultaneous QuickBooks Sessions on QuickBooks ServerThe key to all this fun is a product called Thinstuff, a remarkable tool that changes an XP computer into a multi user terminal server computer. The cost can be as little as $99 for a three user license. Thinstuff uses several license models to help companies save on expense. Try it out by downloading a trial from their product purchase page.

I know you will be as impressed as I am. Thinstuff XP/VS Terminal Server Lite and XP Pro saves me a substantial amount of money over Microsoft Server 2008 Standard Terminal Server or utilizing a hosted QuickBooks solution that averages around $50 per user per month. If you need control or have requirements for faxing, label printers, bar coding or other unusual things, this is the way to go.

To gain access from the Internet, port forward remote desktop through the local firewall to the QuickBooks server or avoid any tricky firewall configurations at all by adding another level of security with LogMeIn Hamachi. Install it on the server and any of your remote users including your CPA.

I’m still amazed at the number of times people inquire about purchasing a new XP Pro computer. I see no reason not to buy an XP Pro computer. I use XP Pro commercial desktop computers to build the Holy Grail of QuickBooks setups, QuickBooks Remote Application Servers, multi user terminal servers. I also use them to build QuickBooks Dedicated Production Servers, the standard QuickBooks multi user client-server deployment that I detail in my book.

The Dell summary worksheet details my computer specs for a new QuickBooks server, a great deal considering it has 2gb memory, 3 year on site service and 3 year anti virus software. As a mater of fact, I will use this computer as a multi session terminal server designed for both local access and remote access from a CPA’s office. The entire project costs typically come in under $1000 plus the QuickBooks license.

If you need a new XP Pro computer, all the major players still sell Windows 7 Pro downgrades to XP Pro. It just takes a bit of effort to configure and purchase them. I continually need a steady supply of XP Pro computers for small businesses. If you want to save a good bit of money, try searching Amazon for off lease desktop or refurbished desktop. Check the specs carefully for memory, hard drive size, dvd burner and the operating system to get a great deal.