How to Set Up Sales Tax in QuickBooks?
QuickBooks is one of the most popular accounting and finance management software among the professionals and businesses. Packed with a number of features that serve the unique accounting needs of different users, QuickBooks adds more to its value with simple UI to make accounting easier for even not so accounting-savvy users.
For these reasons, QuickBooks commands more 80% of the accounting market for small and mid-sized businesses in the USA.
Even with so many excellencies, there are certain things that one can find lacking with QuickBooks. One of those can be accessing QuickBooks files remotely. With the businesses going global and an increasing number of users willing to work from a remote location or while on the go, the demand for remote accessibility of accounting data is growing.
However, that feature does not come naturally with the QuickBooks’s desktop version.
Benefits of QuickBooks Remote Access
With the remote accessibility of QuickBooks available, users would be able to gain several positives that add value to their business operations, such as –
Saves the time of travel and cost of office infrastructure for accountants
Accounting professionals can have up to date access to QuickBooks all the time even when they are not at the office
Different users can collaborate on the same QuickBooks file
Business owner or managers can track the activities of the accountants
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Intuit Supported Remote Access Options For QuickBooks
To support its users with QuickBooks remote access functionality, Intuit offers the following options:
Hosting QuickBooks Desktop on cloud
Switching to QuickBooks Online
Using QuickBooks Remote Access tool
Let’s explore more on these options to choose the one that suits your requirements.
So if you want to keep using Quickbooks Desktop but want to be able to use it from home as well as in the office and you want your colleagues to be able to access the same version without you having to give them access to everything on your computer, what can you do?
More and more users want access to QuickBooks remotely, with more than user at the same time, for a variety of reasons. Key people travel frequently, one or more staff members are in different locations, or an accountant needs access to your Company Financial information. You can certainly send backups to each other, but you lose the flexibility of a static and centralized database. Some accountants will use the accountant’s copy, but then both the accountant and users have restrictions. So, the idea that people can be in different locations and access the same data file simultaneously is becoming more popular.
Remote Access QuickBooks
What is Remote Access? Remote Access involves accessing a computer or an application on a computer remotely from a different computer.
It is very efficient when using QuickBooks in single user mode. We will describe two different solutions for remote access
Traditional Remote Screen
There are many Remote Screen tools available for QuickBooks including the discontinued Remote Access service from Intuit. There’s also tools like LogMeIn, R-HUB or TeamViewer.
The concept is almost always the same: connect remotely to the screen of the computer running QuickBooks. When connected, the image from the computer is streamed across and a user interactions (mouse, keyboard) are sent back.
It gives control over the whole computer as if the user was physically sitting in front of the computer. This is also the main drawback: a remote user has access to the whole computer and anyone with access to the computer can see what the remote user is working on.
Enhanced Remote Access/Remote Desktop
With Remote Desktop you are logged into a user that runs in the background of the computer you want to access. So one person can work on the computer with QuickBooks on it, while someone else logs in as a new, standard user in the background.
For QuickBooks, a remote desktop user can take advantage of the Enhanced Remote Access with the following added features:
Workspace Session: the remote user connects to a new session so a user working on the PC cannot see what the other is working on.
Desktop Mode: You log into your existing user on that computer as if you were in front if it (rather than using a new login)
Application Mode: Only open the QuickBooks application, and nothing else. So no access to a documents folder.
QuickBooks Enterprise & Self Set-up Remote Desktop Services
Remote Desktop Services (RDS) is a technology offered by Microsoft Windows Server that allows multiple users to access applications, data or virtual desktops located on a central server. This technology was formerly known as “Terminal Services” in Windows Server 2003 and is now one part of a greater set of virtualization technologies offered by RDS.
With QuickBooks Enterprise, you can take advantage of Windows Terminal Services to access your software and data remotely AND you get the power and additional features in Enterprise. In essence, you access your server and both Enterprise and your data are there. This is different than the traditional method where you use the software on your computer and access the data on the server.
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Working with Remote QuickBooks Clients, Remotely
QuickBooks for Windows is a desktop product, but nowadays we find that there is a great deal of interest in being able to work with QuickBooks from a remote location. This could be an employee wanting to work with data while on the road, a manager checking info from home, or an accounting professional managing a client’s data. Today let’s talk about how an accounting professional can work with client data without making an on-site visit.
I don’t know about you, but I haven’t visited a client’s site to actually work with their data for several years now. By being able to work with my clients remotely I’ve saved hours of traveling time (not to mention time spent waiting for access to a computer, or chatting with the business owner about local politics or the weather). In addition, by being able to work with remote clients, I now can serve clients all across the nation, even internationally rather than just in my own town.
There are many ways to accomplish this, and each has it’s advantages and disadvantages. I’ve seen some very animated discussions about which approach is best – everyone has an opinion. The argument over which is the best tool for working with a remote client reminds me of the old argument as to which kind of computer is best – are you a Mac or are you a PC? To me, that isn’t the point. These are just tools that accomplish particular tasks. Rather than promote a particular method, I like to look at this issue in a different way – I work with all of the tools, and I use the one that best fits my customer’s needs.
Why am I writing about this? Isn’t this all information that has been around for years? Well, as I meet with and talk to groups of accounting professionals I’m always surprised to find that many people just aren’t aware of the options that we have.
Let’s take a look at some of the tools that are available.
With the accounting industry moving towards cloud computing and fully online working models, users of Intuit QuickBooks desktop editions may believe that their best option is to migrate to a web-based edition of the software rather than continuing to use the version of QuickBooks they have come to rely on. While QuickBooks Online Edition may seem like the best option for anytime, anywhere access to financial applications and data, it might not provide the functionality or features that QuickBooks desktop edition users need. When the business needs the full capability of the desktop edition product, hosting that solution with an application hosting service provider may be the right answer.
“Hosting” QuickBooks desktop editions means that a hosting service provider installs and manages the QuickBooks software and the company data files on their own cloud-based servers. Users don’t have to install QuickBooks on their PC, because they use the Internet to connect to their QuickBooks software and company data hosted by the service provider. Whether the service is accessed by clicking on an icon on the local PC desktop or by logging in via a web page or portal, the underlying technology is still Windows and QuickBooks.
QuickBooks Remote Access is being Retired, What Now?
he answer is Cloud9 Real Time, the accounting industry’s most award-winning Application Hosting Service Provider (ASP) deploying a platform that is Secure, Seamless and Simple. Providing users with the benefits of a custom environment, Cloud9 does not limit its clients on what they can host. Instead, we listen and deliver! We build a custom solution for your business and then integrate your different desktop applications with your SaaS solutions (online apps) to give you an all in one virtual office solution with singular sign on.
Cloud Hosted QuickBooks services from Cloud9 Real Time provide Fully Functional Desktop versions of QuickBooks software in a highly secure multi-user environment. Accountant, Business Owner, Employees and all users who require access will be working in the same files at the same time.
Cloud9 hosted QuickBooks is a great solution for businesses that require real time access from multiple locations with the full functionality that only the full desktop versions of QuickBooks provide. No more creating “Accountants Copies” and sending files back and forth, or accessing QuickBooks remotely via risky desktop-sharing systems.
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