INSTALLING CCRQINVOICE Thank yu fr selecting CCRQInvice. This dcument prvides a quick review f hw t install CCRQInvice. Detailed instructins can be fund in the prgram manual. While this may seem like a lng prcedure it really is nt that cmplicated there are many ptins in the prgram and mst likely yu will nly be using a few, s yu can skip arund the parts yu dn t need. OPERATING REQUIREMENTS CCRQInvice requires the fllwing: QuickBks Versin: This applicatin wrks with the US versin f QuickBks Pr and Premier, 2006 editin r later, and the US versin f QuickBks Enterprise 6 r later. Every wrkstatin (cmputer) that will run a cpy f this applicatin must have the apprpriate versin f QuickBks installed. Micrsft Windws: This applicatin has been tested with Micrsft Windws XP Pr and Windws Vista. Micrsft.NET Framewrk 2.0: If yu have a 2008 (r later) US versin f QuickBks r are using Windws Vista this shuld already be installed n yur cmputer, Cmputer Display Reslutin: Yur cmputer shuld have a display reslutin f at least 800 X 600 (if yu are running QuickBks yu have this, r better). INSTALLATION OVERVIEW Installing the applicatin invlves several steps. Applicatin Installatin: Yu must install QuickBks n yur cmputer prir t installing this applicatin. Once yu have QB installed run the CCRQInvice Setup prgram t install the applicatin n yur cmputer. Please install the applicatin in a lcal directry n yur wrkstatin. Cmpany Setup: Start QuickBks and pen yur cmpany file as the administratr. Run the applicatin (fund in the CCRSftware flder f the Windws Prgram menu). Yu will be asked fr a lcatin t save a parameter file chse the lcatin where yur data file resides. QuickBks will ask yu if it is OK fr this applicatin t access yur data say Yes, whenever this QuickBks cmpany file is pen. Registratin: When yu first install the applicatin it will run in a trial mde, which will allw yu t use the applicatin at n charge fr up t 30 days. Yu can select Dn t Register t start with (yu can register the applicatin later). Prgram Preferences: There are several preferences that yu must set up in this applicatin an installatin wizard will take yu thrugh each step. QuickBks Setup: Yu will need t mdify yur rder templates t use many f the features f the applicatin. APPLICATION INSTALLATION Prir t installing this applicatin yu must install QuickBks n the cmputer wrkstatin that yu wish t use. Run the Setup prgram that yu have been prvided (either thrugh a dwnlad frm ur web site, r n a CD). The setup prgram will lead yu thrugh the simple steps necessary. Please nte the fllwing: 1
Yu shuld install the applicatin while lgged in as the administrative user f yur cmputer system. The Micrsft.NET Framewrk versin 2.0 must be installed n yur cmputer. If yu are using Micrsft Vista, r if yu have installed a 2008 (r later) US versin f QuickBks then this has already been taken care f. Otherwise, the installatin prgram will install this fr yu. Please install this applicatin in its wn subdirectry it is best t nt install CCRQInvice t the same directry as ther applicatins. Install the applicatin n yur lcal disk drive dn t install this t a shared netwrk drive, r a mapped drive. The applicatin shuld be run frm a lcal drive t avid security warnings. IF YOU ARE UPGRADING FROM A PRIOR VERSION OF CCRQINVOICE we highly recmmend that yu: 1. Uninstall the prir versin prir t installing the new versin. 2. Install the new versin in the same directry as the prir versin (which shuld be what the installer will recmmend). COMPANY SETUP Yu need t perfrm a cmpany setup prcedure fr each QuickBks cmpany data file that yu are ging t wrk with. QuickBks wn t allw an utside applicatin t access yur cmpany data withut yu giving explicit apprval, as a security measure. This is a gd thing! Applicatins cannt get t yur infrmatin withut yu knwing what is ging n. 1. Start QuickBks and lg in t the cmpany file as the Administrative User: Yu must have QuickBks running, with the cmpany file pen, and yu must be lgged in as the administrative user. 2. Start CCRQInvice: The applicatin can be fund in the Windws prgram menu, usually in the CCRSftware flder. 3. Specify a cmmn lcatin: If this is the first time that yu have run the applicatin frm this cmputer, the applicatin will pen a wizard that will lead yu thrugh sme necessary steps. The first questin will be t ask yu fr a place t stre sme cmmn infrmatin. It is imprtant that yu select a lcatin that is accessible t all QuickBks users if yu are running in a multi user envirnment. The lcatin where yur QuickBks data files are stred is a gd chice. The default that is shwn is where yur versin f QuickBks wuld stre the data files n yur wrkstatin, which isn t always the best place if yu have a multi user installatin. Nte that yu will see this ne time fr each cmputer wrkstatin that yu install this applicatin nt. It is imprtant that yu specify the same lcatin frm each wrkstatin. 4. The applicatin will prvide yu with the fllwing pening screen. The first time that yu run the applicatin fr a QuickBks cmpany yu shuld already have the cmpany file pen, s yu shuld click the Currently Open Cmpany 2
buttn. 5. QuickBks Authrizatin: QuickBks Cmpatible Sftware applicatins are able t access QuickBks infrmatin directly IF yu give it permissin. The applicatin will ask QuickBks fr authrizatin, and yu will have t set the permissin level. When the applicatin first accesses yur QuickBks cmpany data (as a part f the installatin prcess), QuickBks will pen an authrizatin screen similar t what is shwn belw. When an Integrated Applicatin first asks t access yur QuickBks cmpany file the administratr must give that applicatin permissin t access the data files. Select Yes, whenever this QuickBks cmpany file is pen. This is usually the mst apprpriate setting. Yu must have yur QuickBks cmpany pen befre yu run the applicatin. Click n the Cntinue buttn. Anther windw may pen, asking yu t cnfirm yur selectin. Click Dne t cntinue. REGISTRATION When yu install this applicatin n a cmputer fr the first time, it will be set up with a trial perid. Yu will have access t all features fr a perid f 30 days frm the time that yu install the applicatin. This allws yu t evaluate the applicatin t determine if it fits yur needs. The very first time that yu run the applicatin n a cmputer yu will see a Registratin screen similar t the fllwing: 3
If yu have been prvided with a serial number please enter yur name, cmpany name, and serial number in the apprpriate lcatins. Then press the Register key. This will unlck the applicatin fr use n this cmputer. If yu d nt have a serial number yu can run the applicatin fr 30 days after installatin. Select Dn t Register, and a screen similar t the fllwing will appear: Click the Try buttn t cntinue as a trial applicatin. Each time that yu start the applicatin this screen will appear, until yu enter a serial number. If yu have decided t purchase the applicatin and have been prvided with a serial number, click the Register buttn n this screen, and yu will be shwn the Registratin screen. APPLICATION PREFERENCES When yu first run CCRQInvice with a particular QuickBks cmpany file the applicatin will pen the Installatin Wizard, t take yu thrugh several steps necessary t set up applicatin preferences. If this des nt happen autmatically, yu can select Install New Cmpany frm the Files menu. Yu will be presented with the varius ptins if yu want t use ne then click the Install buttn and the applicatin will ask yu fr mre details. Click Skip if yu dn t want t use an ptin. Yu can always change yur mind later in the Preferences ptin f the applicatin. Nte that yu might nt be able t use all f the features prvided. Many f them require the use f a custm field in the item r custmer list, and QuickBks limits the number f fields available in thse lists. EXTENDED WEIGHT This feature will autmatically calculate the extended weight fr each line in an invice, sales rder r estimate, as well as a ttal weight. The Weight feature requires three custm fields: Unit Weight: Yu will stre the unit weight fr the item in this field it will be a custm field in the Item List. The drpdwn list will shw yu the existing custm fields (if any) that yu have defined fr items. If yu have already defined ne fr the unit 4
weight fr items, select that. If there is rm t add anther field (the limit in QuickBks is five custm fields in the item list) then the applicatin will add the chice Unit Weight t the list f fields. If yu select this, and it hasn t been defined in QuickBks already, the applicatin will create it. Extended Weight: Yu wn t stre infrmatin here we need a place t stre the calculated extended weight. This is added t the item list select Ext Weight if it shws, rather than using ne f yur existing fields. Ttal Weight: This is the field t hld the ttal weight fr the rder. This is added t the custmer list. Yu can select an existing field, r Ttal Weight. TOTAL QUANTITY This feature is used t calculate the ttal quantity f certain items in an rder. The Ttal Quantity feature requires a custm field t hld the calculated quantity. This will be a custm field in the custmer list. Yu can pick an existing field frm the list, r the ptin Ttal Quantity. This last ptin will nly shw if there is rm t add it t the list f custm fields. SORTING This feature is used t srt the rder f the details in an rder. Yu can select the field that yu will nrmally srt n. Nte that yu can change which field t srt n each time that yu run the applicatin this is just setting up the default value. Yu can srt n any f the fllwing: Item ID: The item ID as entered in the detail line. Line Descriptin: The descriptin f the detail line. Quantity: The quantity f the item in the detail line. Service Date: This is an ptinal clumn yu can use. Custm Fields: Yu can srt by any custm field in the frm. Alpha/Numeric Srt: Nrmally yu will select an Alpha srt. Hwever, if yu are srting n a custm field and yu want the values t be treated as numbers, select Numeric. Ascending/Descending: Specify the directin that yu want the values t be srted. 5
CALCULATED RATE This feature allws yu t alter the rate that is used in the calculatin f the amunt in a detail line f an rder. T use this feature click n Multiply. With this feature yu can alter the rate by multiplying the riginal rate by the value in a custm field. The riginal rate is the rate that yu riginally entered when yu added the item. QuickBks calculates the extended amunt in the detail line as rate X quantity. With this feature we can change that t be custm X rate X quantity, where custm is a custm field that yu have added t the rder frm. T make this wrk we essentially have t replace the rate field in the calculatin with the prduct f the riginal rate and the custm field. The applicatin will save the rate that yu started with in a field that we will call the riginal rate. The applicatin needs tw custm fields in yur item list. Multiply By: This is the custm field that yu will use in the calculatin. Original Rate: The applicatin will stre the rate that yu entered riginally fr the item in this field. CALCULATED QUANTITY This feature allws yu t mdify the quantity field based n ne f several different calculatins. As mentined befre, QuickBks calculates the extended amunt in the detail line as rate X quantity. With this feature we prvide yu with a way t alter the quantity value: Difference: The quantity clumn will be changed t be the difference between tw custm fields. Fr example, if yu want the quantity t be the weight f a lad n a truck, yu can create tw clumns, grss fr the ttal laded truck weight, tare fr the empty truck weight. The difference f these tw values is the weight f the lad. Vlume: Anther way t change the quantity clumn is t have it be the prduct f three custm fields such as the height, length and width. Select the three fields t use in the calculatin. In additin, yu can specify sme additinal parameters: Runding: The calculated value can be runded up r dwn as yu specify. Select a custm field frm 6
the custmer recrd t hld yur preferences fr each custmer. Yu will need t add this field t the rder frm s that the value is added t the frm. In this field yu will enter a value that will specify hw t rund the calculated number. This must be a character fllwed by an ptinal runding precisin. The character can be a + t rund up, a t rund dwn, r a * t use banker s runding. If yu add a single digit after this the applicatin will rund t that number f decimal places. Sme examples: + This will rund the value up t a whle number. S, fr example, a value f 32.54 will be runded t 33. 2 This will rund the value dwn t tw decimal places. A value f 32.5468 wuld be runded t 32.54. Pref: This is yur runding preference if a value is nt specified in a custmer recrd. See the descriptin abve. Factr: Yu can add a cnversin factr in the calculatin (the calculated value will be divided by this number). If yu dn t want a cnversin, enter a value f 1. Fr example, if yur height, length and width are in inches, but yu want the calculated value t be in cubic feet, enter a value f 1728. QUICKBOOKS SETUP After yu have run the installatin wizard and have selected the ptins yu will have sme features t set up in QuickBks itself. These changes cannt be dne by the installatin wizard. Each f the features (ther than srting ) require that yu use custm fields. The prgram has created the custm fields fr yu (r yu selected existing fields) when used the installatin wizard r set preferences. The custm fields must be added t the template f the frm that yu are using at least t the screen versin (yu dn t need t add it t bth the screen and print versin). Nte that the calculatins will usually nly wrk if yu have created the rder using the mdified template ging back t existing rders and changing the template might nt set the custm fields up prperly. We wn t g int a full descriptin f hw custm fields wrk in this dcument we ll just shw yu hw t use them in yur frms. When yu wrk with a frm like an invice yu can divide the frm int tw sectins, the header and the clumns. When yu add a custm field t the custmer list, it becmes available t be added t the header f the frm. When yu add a custm field t the item list, it becmes available t be added t the clumns f the frm. If yu enter infrmatin in the custm field in a custmer r item recrd then that data will shw as the default value in the field when yu create an invice. If yu dn t want t add a default value then leave the fields in the custmer/item recrds empty. Fr example, if yu are wrking with the extended weight feature, yu have a field fr unit and extended weight in the item list. Yu wuld enter the weight f a single unit in the unit weight custm field in each item recrd, yu wuld leave the extended weight blank. Yu will have a field fr ttal weight in the custmer recrd, and yu wuld leave that empty as well. Add the unit and extended weight fields as clumns in the invice, add the ttal weight as a field in the header. The fllwing table shws which fields yu wuld use fr each feature, and which prtin f the template they wuld be added t. Remember that yu can nly have five custm fields in the item list (clumns) and seven custm fields in the custmer list (header). 7
Feature Clumns (Item List) Header (Custmer List) Extended Weight Unit Weight, Extended Weight Ttal Weight Ttal Quantity Ttal Quantity Calculated Rate Multiply By, Original Rate Calculated Quantity (Difference) Start, End Calculated Quantity (Vlume) Height, Length, Width Runding EDITING A TEMPLATE This sample is based n Premier 2008, wrking with invices. T edit a template g t the frm that yu want t wrk with and click the custmize buttn in the upper right. Click the Additinal Custmizatin buttn at the bttm f the screen. 8
Fr thse fields that shuld shw nce n the frm (such as the Ttal Quantity r Ttal Weight), lk at the bttm f the list f fields in the Header tab. Place a check mark by the nes that yu want t include, and give them a label. The fields marked here are all custm fields. In this example we are marking the Ttal Weight and Ttal Quantity fields. The fields that yu want t shw as clumns will be fund at the bttm f the field list in the Clumns tab. In this example we are marking the Unit Weight and Extended Weight fields. Nte that we nly have the Extended Weight field shwing n the screen we need it there fr calculatin purpses, but we dn t have t print it n the frm we give t the custmer. 9