Artemis Software Blog Summary

syncing QuickBooks bank downloads to invoices

This is a rather targeted post which will mainly be of interest to independent contractors using QuickBooks. And probably only people who have no accounting background like myself and are stymied when they discover QuickBooks is rather primitive. QB is surprisingly incapable of doing some very basic things without being prodded along.

The issue is the duplicate deposits that show up when you 1) invoice customers and then click on 'receive payments' you have recorded income in the 'undeposited funds' account 2) when you download your bank records another deposit shows up. So you then have two records for that 'income'. This of course screws up your summary Profit & Loss statement. What to do? It should be simple. It is harder than it should be, but easy enough once you figure out how to treat QB like the primitive program it is (at least primitive in this area).

I worked out these answers after reading a few dozen posts on the QuickBooks Online Community.

Here is what I do:

1) create invoices for every bill I send
2) when the customer pays click on 'receive payment'. This puts it into the 'undeposited funds' account (semi-secret account).
3) When I download my bank statement from Bank of America I associate those deposits with an income account (the field on the second row and third column of the bank record in the register)..
4) I then click on those deposits in the bank account records, click on 'edit transaction', and then click on the 'payments' button (with the green dollar icon) at the top ......this lets you bring into this record money from the undeposited funds account. Check off the right records from the right customers and click 'OK'.
Now the details for that record will show two deposits in the same amount - one is from your bank account download and one from your 'undeposited funds acct'.
5) Now change the amount of the original record to 0.00. You are doing this so you don't have double the income in QB.
6) In the memo field I write m.d.e. - matched deposit entry followed by the number # for that paid invoice or invoices. That makes it trivial to go back later and figure out what came from where if you need to.
Done! Rinse and repeat for each customer payment showing up in your bank's register.

It also helps to understand the definition of 'undeposited funds'. Basically that account represents the paid invoices which your company has received but you've not yet deposited in the bank - hence 'undeposited'. Money flows through accounts in QuickBooks, but when you do automated downloads the same money shows up in two places. This might seem obvious to anyone with some accounting knowledge but I found it extremely confusing. I was probably equally confused because I develop software and I simply could not bring myself to believe that QuickBooks was so primitive that I had to manually edit payments.

In theory you might be able to use the QB 'matching' right when you pull the bank records in and that match window pops up, but this is unreliable because the amounts might not be perfect and if you haven't already created an invoice and clicked 'receive payment' when you download the bank records you cannot go back and do this.

QuickBooks has some nice features, but it's rather primitive in some ways as well. For instance when using the above method it only shows lump sums for undeposited funds from a particular client, you cannot split those across bank records. In these cases I just pull the lump sum into the bank records and go zero out the other downloaded bank deposit records while adding a comment to the memo field of the matching invoice numbers and former amount.

I hope this saves someone the time it took me to figure out. If you know a better method please let me know.

cron at reboot - a great way to have Confluence JIRA or anything else startup automatically

Here is a little gem I just ran across after struggling to get scripts in the /etc/rc.d directories to work properly at startup for the tenth time.

You can very easily create an entry in the cron table to do this. Here is an example.

assuming:

• java is installed at /opt/java
• Confluence is installed at /opt/confluence

Create a script - /home/bob/runConfluenceAtStartup.sh:

running as bob:

• create/ edit the 'cron table' using: crontab -e
• add the following line to the (file/table):
  @reboot /home/bob/runConfluenceAtStartup.sh

brilliant wiki intro

This is probably my favorite wiki demo. The simplicity and engaging description is brilliant. It's not new but I just tripped over it again.

no more Russian Roulette with your Java apps

Bob introduced me to an excellent free tool called process explorer which is kind of like a massive task manager upgrade.

But I just tripped over a feature that stamps out an annoyance I've been living with for about a decade.

Problem: When you use many Java tools (for me: IDEA, JEdit, Freemind, Tomcat, etc) and one freezes you've got a problem. All the processes are just named Java so you don't know which one to kill. I end up either having to guess or closing the others.

Solution: Process explorer has a little target button. You click on the 'target button' and then the window of the frozen app. Process Explorer selects the process and you can send it into sweet oblivion.

No more needing to play Russian Roulette with your other apps!

fish from WidgetBox

Interesting idea - a company offering widgets you can drop into any web page or blog.

One of the things my team (Laura Kolker) has been working on recently is implementing portlets to syndicate Confluence content within portals. Despite a decent spec writing portlets is still non-trivial especially when trying to make them truly portable. Deploying them....not hard, but not entirely trivial either (assuming they are portable and can run on your target platform).

These widgets though....could they be the portlets of the future? Basically what you appear to have is a portlet that requires no portal server, no portal container, just some html in an html file. HHmmmmmm......

For instance if I write a portlet to do something you can only run it if you have a portal server. If I write a widget, you can drop it anywhere - a web page, blog, MySpace, etc. Otherwise it serves largely the same function or seems to given my understanding of portlets.

Here is just one of thousands - the ever useful fish tank!