Tag Archives: software license

Updating QuickBooks Desktop Enterprise – New Version

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If you are using an older version of QuickBooks Desktop Enterprise (possibly no longer supported by Intuit) and you pay an annual fee for QuickBooks Desktop Enterprise, you can update to the current version at no additional software cost.

When you pay the annual maintenance or subscription fee, you are provided a license to any newer version released during the year.  This means that if you pay an annual fee in November and the new version is released in the next September, you can download and install the new version.  Intuit does not send out CDs and often the email announcement of the new version is overlooked.   I find that many companies are not aware that they can easily upgrade.

Before upgrading any software, verify that your system meets the software installation requirements System Requirements  and that any other software you are using will not be affected by the upgrade.

When you are ready to upgrade to the latest version, follow these steps to download the software and locate your License Number & Product Number needed to complete the software installation.

Go to www.quickbooks.com/account and Login:
User ID = Usually your email address
Password = Enter your password or select “Forgot Your Password?” 

After you successfully login

In the Products & Services section select details of the desired version
Your License Number and Product Number will be displayed.  Make a note of these numbers, you will need them to install the software.

To download the software

Select the “Download Link, to install the “Set-up” program,
Select the Setup icon to perform the software download and install the software.

If you need any assistance, I am happy to help with the install and the data conversion.

Do I Really Need to Update My Accounting Software?

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Many clients that I work with are skeptical about updating their accounting software on a regular basis.  I believe that if you plan to stay in business you need accounting software.  If you plan to continue using your current software you should update it regularly and if you plan on changing or upgrading to another version, make the change as soon as possible.

If you are interested or currently using a cloud application upgrading is not an issue and the publisher will install updates for you.  Keep in mind that some applications with limited functionality are free.  My personal preference is to use applications that do not  limit functionality like QuickBooks Online (QBO) where you can expect to pay an annual or monthly fee.

Accounting software is changing at a rapid pace and so is the way we pay for it.  Many firms are going to a subscription model that requires monthly or annual payments in order for you to continue to use the software.

This year QuickBooks Enterprise Solutions (QBES) moved from a purchase model to a subscription model.  If you are currently using QBES, and paying for the annual Full Service Plan (FSP) make sure you look at the new subscription levels to evaluate your costs and functionality using either method, if you choose to stay with the FSP rather than subscription, you must continue to pay on an annual basis to remain in this discontinued plan.

If your software requires an annual payment to receive updates and  you do not pay the fee you will not receive new features, your software may not work with new operating systems, and security issues will not be addressed.  All these items will cost money, time, and reduce productivity.

If your software does not have an annual plan and you must re-purchase the software, evaluate the new features each year to identify changes.  Also consult with the vendor to identify how long they “support” a version and will continue to issue free updates.  I recommend only using supported versions.

Intuit supports QuickBooks Desktop products for a little more than three years.  After that period the technical support staff cannot answer questions, free updates for minor changes are not created, and connected services like payroll may not be supported.

Many clients are concerned about installing updates and fear that it will “break” the software and do not want to make any changes.  I understand your concern.  My suggestion is that you wait on installing  software updates for 1 – 2 months for annual updates, in this time software publishers will generally be made aware of any issues and correct as much as possible, or warn users regarding known issues.  If your software is updated less regularly, I would wait longer and consult to reseller to determine when it is advisable to update.

This article was inspired by the following article Accounting Software Updates: Are they Necessary?

If you have any questions regarding this article, or would like further information,  please contact Ilene Eisen, CPA.CITP at ilene.eisen@ie-solutions.biz

New QuickBooks Enterprise Solutions Subscription Plans

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This month Intuit changed the way they sell NEW versions QuickBooks Enterprise Solutions (QBES), it is now sold on an annual subscription and will no longer function if the subscription is not renewed.  In addition to the Subscription, there are three packages that a customer chooses from, Silver includes Advanced Reporting, Gold includes advanced Reporting and Enhanced Payroll, and Platinum which includes advanced Reporting, Enhanced Payroll, Advanced Inventory, and Advanced Pricing.  Customers who currently own QBES will not be affected by this change.

Selling QBES on a subscription basis is a major change in the relationship between Intuit and the end user.  In the past a customer would purchase the software and had the option of purchasing the Full Service Plan (FSP) after the first year to keep the software current, if you did not purchase the FSP plan annually the software would continue to work, however you no longer receive product updates, online backup and technical support services.

The advantage of the subscription plan is that it is less expensive to add Enhanced Payroll and Advanced Inventory especially for customers with fewer users. The new price structure is also easier for customers to understand without having to price add-ons like payroll, Advanced Inventory and Advanced Pricing.  If the new structure reduces your cost, you can contact Intuit to switch to the subscription model, however this would be a non-revocable decision.

The disadvantage is that if you do not renew the subscription on an annual basis you will lose the ability to use or access your accounting software.

Accounting Software Formats

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Many firms are looking to upgrade or replace their accounting software.  They look forward to a more efficient system but are concerned about making such a large change and the consequences of making the wrong decision.  In the past we looked at fairly similar features and the higher the price the better the software we found.  Today all bets are off and it’s hard to even compare prices of possible solutions. 

The accounting software ecosystem has changed and there are terms that we may not be familiar with or we may not completely understand.  In this article, I’d like to discuss the options:  cloud applications, hosted software, client-server software, and desktop software.  All of these options are very different and the option you choose will significantly affect your access, functionality, workflow, and costs.

Cloud Applications are programs that reside on the software provider’s servers and they are installed and updated by the provider.  You will not need to maintain servers or take daily backups, examples of such applications are QuickBooks Online, NetSuite,and  Xero. 

Hosted Applications are not really a program but a hybrid solution where you select an accounting solution that meets your needs and it is installed on a server provided by a “hosting” company.  This option allows you to choose a software package that meets all your needs without having to maintain a server and the necessary IT staff. 

Client Server Applications are programs that reside on your server and are accessed from various workstations.  The computing is performed at the server and therefore is faster and does not require as robust workstations.  

Desktop Applications are programs that vary from very basic to advanced software that reside on your workstation/computer,  These applications can be single user or accessed by other users on your network. The computing is performed at your computer and will be dependent upon the speed of your computer (and network if shared with other users) Examples of such applications are QuickBooks, and Peachtree. 

I hope this summary has helped you understand the Accounting Software options and will help you narrow down an appropriate software for your business.  

 

Software Licensing – Better Safe Than Sorry

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I was recently talking with someone who needed help with his computer software and mentioned that his new computer consultant had installed software that he had not paid for, and really didn’t even need.  The computer consultant had the product codes and enough registration information from his employer that he was able to accomplish this illegal install.  The person I was talking to told me that the computer consultant worked for a large company and they really did not care if he did this ….REALLY…. Are you kidding me, I can’t believe you would repeat this comment in a court of law! 

I told this individual that the software should be uninstalled immediately and I would perform an uninstall if needed.  Instead I was informed that the computer consultant could do this on his next visit…REALLY…are you actually letting that fraudster back in your door??? 

This is a situation that I see more often than I would expect and I am always surprised who falls for this.  It’s folks who could easily afford the software and are ethical in other parts of their lives and businesses but somehow illegal software downloads are OK.  The fraudster, otherwise known as the computer consultant, is just one 16 digit number away from stealing your credit card number and just one 9 digit number away from your social security number. 

Keep in mind that when you let a computer consultant in the door you are probably giving them a password or two while they are assisting you with your computer and network issues.  You may even grant them remote access.  I have to admit that I have not met this individual  but I can tell you without a doubt they are only  one decision  away from committing a fraud with your information,  it may be a only a matter of time.

As a software reseller and consultant I work with a lot of clients and I sell software and perform installs for some clients.  Recently I’ve spent an increasing amount of time helping clients put their businesses back together after frauds.  These frauds were often committed by long time employees who were trusted and often socialized with the business owners.  Quite often I’m told the owner even attended weddings and other events of these fraudsters.  You never know what decisions a person might make, even after they have a history of making the right decision in the past.  It’s always a good idea to be careful and exercise common sense when dealing with a situation that just doesn’t seem quite right!