Mobile Marvel

May 23, 2013 · Posted in Accounting, Business Tips, Cloud Accounting, Xero · Comment 

It’s common now to get alerts from your bank on your smartphone.  It’s even fairly easy to find a good app where you can take credit card payments from your cell.  But how about the rest of your mobile accounting needs?  Finally, the whole enchilada is here with Xero Touch for the Android, iPhone, and iPad.

Once you have your Xero accounting system in place, you can perform most of the major daily accounting functions from your smartphone.  Xero Touch allows you to enter a four-digit pin so that the login process is easier.  From there you can do the following:

At-a-Glance Balance Summary

You can check your real bank account, PayPal, and credit card balances.  While banks allow you to see your bank balance, this balance does not take into consideration uncleared checks, so the balance can be misleading.  Balances in Xero should be more accurate as long as you are caught up with your accounting.

Invoice Functions

You can create, approve, and send invoices.  One way this feature can be utilized is to have your bookkeeper enter the invoices as drafts in Xero.  Once they are entered, you can review and approve them via your smartphone.  You can also email them directly from your smart phone.

Expense Features

Let’s say that you just used your credit card to make a purchase.  You can take a picture of the receipt and enter it right in Xero Touch so you’ll be up-to-date and paperless.

Reconciling Transactions

What Xero calls reconciling is quite different than what you might be used to.  Much of Xero’s functionality is based around bringing banking data into the system and then either matching it with bills and invoices already entered or coding it to the proper income statement account.  The smartphone app allows you to do matching, coding (which they call creating), transferring between accounts, or adding comments.   These are the same four functions you have available online, and we’ll go into these in more detail in next month’s article.

Contacts

Are you visiting a client and need to make a note?  You can do so right on your cell phone in Xero Touch.

Jazzed About Mobile Accounting?

We know, it might be a bit of a stretch to have the words “jazzed” and “accounting” in the same sentence, but we’re jazzed about Xero Touch and the future of mobile accounting.

It will only get better from here, so be the first to join us for the ride.  Give us a call so we can see if Xero is right for your business.

Have You Been Hacked? How to Minimize Your Risk

Just about every day, we read in the news that another company has been hacked.  You might have already been directly affected by the password thefts at LinkedIn last year or Evernote this year.  Or you might have had your own social media account, email, website, network, or computer hacked.  Worse, many of you have been hacked but don’t even know it.

So how can you minimize the damage and risk of hackers?  Here are several tips, some familiar, some not so familiar.  As you go through the list, check off the ones you’re already doing and make a list of new ideas to implement to protect your business and personal assets.

Signing Your Life Away

Your signature might look great in a graphic in your email signature line, your website, or your newsletter, but it’s a huge risk.  You’re giving away your handwriting, and forgers can easily replicate, master your handwriting, and impersonate you.  To reduce identity theft, don’t publish your real signature anywhere.

Money, Honey

Implement strong passwords on all of your financial accounts:  banks, credit unions, PayPal, credit cards, and your accounting system.  We know it’s painful, but do not use the same password for your financial accounts anywhere else, especially social media!  If possible, use a different password for each account to reduce risk further.

What’s Your Password?

Here are some quick password tips:

  • Do not use your name, your pet’s names or your kid’s names in your passwords.  There’s just too much information available publicly to do that safely anymore.
  • Mix up letters, numbers, capital letters, and special characters, if they are allowed.
  • The longer, the more secure; most apps require at least 8 digits.
  • Change passwords quarterly to be on the safe side.

Password Storage

Most apps that help you save time with passwords are NOT safe!  Here’s what we do and don’t recommend:

DO:

  • Password-protect your computer, even though you don’t have to.
  • Keep a separate file of your passwords on your computer, but DO password-protect that file and make sure it is not shared with anyone on a network.  Also name the file something totally unrelated like bio, letter, or goulash recipe; do not name it “passwords.doc!”
  • You can also keep a record of your passwords offline, but be sure to lock it up in a safe.
  • When you make file and disk backups, be sure those are locked up and password-protected too.  They will no longer have your PC password to protect them.

DON’T

  • Don’t give in to your browser or any website when it asks to remember your user ID and password, especially for your financial accounts or client information.  All of the major browsers have been hacked – Internet Explorer, Chrome, Firefox, and even Safari.

If you use password management applications, proceed with caution.  Be sure you have properly vetted their security claims.  Most of these are simply form fillers that are not safe.

Vulnerable Applications

Avoid leaving vulnerable PC ports open and unattended, including chat, messaging, FTP (file transfer protocol), Skype, webinars, Google hangouts, video sharing, and the like. It’s like having all the doors and windows unlocked in your house; an intruder has a lot of choices for easy entry.  When you are on these more vulnerable connections, shut the others down, and close the applications you don’t need.  Then logoff when you are done.

A Plug for Software

As soon as a hacker has found a new exploit, the software companies will learn about it and make an update available within days.  The hacker community is tight;  other hackers will look for software that is not updated and exploit the hack.  Avoid the copycat hackers by staying on top of your software updates, not just your anti-virus, but also your Microsoft and other software updates.  Doing this will eliminate a great deal of the risk out there.

New Users

If multiple team members need to access your software, consider setting up additional users rather than having one account.  If one person gets hacked, the others will likely still have access and can react quicker to the intrusion.

Stay Safe Out There

How many of these are you already doing?  Give yourself a reward, and then get busy implementing the rest so you can stay safe.

10 Tips to Perfect Check-Printing in QuickBooks

But be sure that you’ve established all the right settings and understand the process.
 
If you used small business accounting products in the early days, you know how frustrating it was to print checks correctly from your software. Pre-printed checks weren’t cheap, and you probably printed at least a few that didn’t line up right or were otherwise unusable. 
 

QBC 0513 image 1

Figure 1: The Write Checks window in QuickBooks 2013.

 

Printing checks from QuickBooks has gotten easier, and online banking has made this task less of a necessity for many businesses. But when you do print checks, precision is still required. 

So to minimize frustration, save time and money, and ensure that everything will be copacetic when your checks are processed at the bank, it’s important that you use the tools that QuickBooks offers appropriately. If you’ve been having trouble with check-printing or you’re considering attempting it, keep these tips in mind:
 
1. First, be sure your are creating standard checks, not paychecks. Go to BankingWrite Checks or click the Write Checks icon on the home page. 

 
2. QuickBooks offers a few option for check creation. Click Edit | Preferences |Checking | My Preferences. Here, you can specify a default account for the Write Checks function. ClickCompany Preferences for additional option.

QBC 0513 image 2

Figure 2: Check the boxes here to activate options.

 

3. You can customize the appearance of your checks. Click FilePrinter Setup |

Check/PayCheck. Specify printer options and check style, change the fonts in some fields, designate a partial page printing style (using the envelope feed) and add your company’s name and address, logo and signature image.

QBC 0513 image 3

Figure 3: The Printer Setup window provides access to your output options.

4. Be sure that your printer has enough ink or toner before you begin a job.

 

5. If you print a lot of checks, consider dedicating one printer to that task. But secure your blank checks. Don’t leave them in the printer.

 

6. Does your printer process pages in reverse order, last page first? This can cause problems when you’re printing multiple checks. You have several options here. You can:

  • Modify your printer’s property settings in Windows and/or consult your printer documentation.
  • Load the paper to accommodate reverse printing or
  • Alter the check numbers in QuickBooks. Go to
    ListsChart of Accounts and open the correct checkbook register to change them. (This option is the least elegant and most risky, and not something you want to do on a regular basis. Let us help you with your printer setup if you can’t resolve the problem.)

7. QuickBooks supports batch printing. If you’re writing multiple checks that you’ll want to print later, click the Print Later or To be printed link (depending on your version of QuickBooks). When you’re ready, you can either selectFile | Print Forms | Checks or click the Print Checks link on the home page. Both will open this window:

 

QBC 0513 image 4

Figure 4: Uncheck any items you don’t want printed to remove them from the batch job.

 

8. Printing a batch of checks and realize that you’ve set something up wrong? Hit the Esc key to halt it.

 

9. Double-check to make sure that your numbers match before you launch a print job. Compare the number in theFirst Check Number field to the number of the first check queued up in the printer.

 

10. Ruin a check or an entire page of them? If you accounting protocol allows you to skip check numbers, just start over by changing the First Check Number so that it corresponds with the starting number on a fresh batch of check blanks. If not, you’ll have to create a check for each one that was ruined, choosing a name and account and an amount of $0.00. Then void the check(s). (Click Banking | Use Register and select the account. Highlights the transaction(s), select the edit option and void. Do not delete them.

 

Check-printing can be tricky, but it must absolutely follow the rules. Let us know if you get stuck or want some guidance upfront — or if you want to switch to online banking and bill-pay.

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