We at Fourlane have learned a lot from our customers when it comes to the problems they run into with their QuickBooks files. With our services, we try to help the businesses we work with identify the true issues hiding beneath the surface, and walk away better off then when they came to us. That’s why with this QuickBooks Insight series, we hope you can identify with the experiences other customers have faced.
Today’s QuickBooks Insight Tip #3: Get Rid of the Junk
Most software has a way to condense your historical data, i.e., Outlook archives the PST file. You should always have a plan for archiving unneeded data to improve performance and speed in desktop-based software.
Not Ready To Move On
There was an online retail customer who sold children’s games and was using Magento and QuickBooks Premier; they came to us because they didn’t want to have to upgrade to QuickBooks Enterprise since they were hitting their 13,000 customer limitation.
This retailer uses Webgility to connect from their Magento store to QuickBooks. They had every order syncing in and every customer being added. Their customers would come back, but mostly their drive was to get the customer to order a large number of products within the first order, since repeat orders were more difficult.
So really they did not care to track each customer in their accounting file, they cared more to track average ticket size and were focused on seeing that grow.
Our Solution
First, we did a condense on their file and removed all detailed transactions prior to the current year. We also then removed all customers that did not have a transaction tied to them, so they could be deleted.
For prior years we imported all sales transactions as sales receipts without a customer name tied to it, or with a generic customer name like Magento Webstore. We made journal entries to “true up” or balance to the trial balance for historical periods. This got the details the customers needed into their file without the extra customers that were unneeded.
Now let’s be real, they were a large enough company that we still moved them to QuickBooks Enterprise for better stability, but with the less amount of data that was junk or unneeded, they were better able to focus their attention on growing overall price per order.
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