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1. gt Activity P The recent activity of the selected notification Press the F2 key to hide show this pane Type Time hi Details working Today 10 58 AM Communicating with QuickBooks 9 Success Today 10 27 AM Sent sucessfully to phil my cormpany com information Today 10 26 AM Created al m r A P Aging Report Today has been requested It may take a minute or two to be generated m NUM While the notification is being processed it may be interrupted cancelled by selecting the notification right clicking and selecting Stop Preview Sending Copyright 2009 2015 Core Technologies Consulting LLC Page 44 of 54 ActiveBooks User s Manual Version 15 3 File View Notification Tools Help RIRID AE lt gt Notifications ZS The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones R Send To When Format State Next Last Company Ctrl AIP Aging Report Today hil my company com Baty LOJA P Aging Rep ay pi pany com G Add Add Copy Pause Edit Views Ctrl E Preview Send Email Now A Stop Preview Sending Remove Ctrl R Pause All Resume All af m k gt Activity P The recent activity of the selected notification Press the F2 key to hide show this pane Type Time Details Work2. ActiveBooks User s Manual Version 15 3 ee 5 6 7 INtrOdUCHION cic cetreni Scant enrnsierihanthenidencinestttanithatibaninacbdespladihadidausdext Key Features amp Benefits cceccccceeeeeeeeeeeeeeneeeeeeeeeeeeeeeseeaeees System Requirements Srnccencattsnocemesersdreeeesmadenceresaleceumesmuess Preparing To Use ActiveBookS cccceeeeeeseeseceeeeeeeeeeeeeees 4 1 Downloading ActiveBooks cccceeeeeeeeeeeeeeeeeeeeeeeeeeees 4 2 Installing ACUIVE BOOKS ei ccctescicenicntinncicetierbientesitetieeieetinet 4 3 Initial TG cen ase cans ati cieee easiest ed ceeme caiieateine eames aeuaistued leat Using ActiveBOoks cccccceceeeeeseeeneeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeneas 5 1 Terminology What is a Notification c cece 5 2 The Main WV NOW ss etc ccess recetscseus ard cresthGensiniearcisecciadontan 53 WINGS IN scorenecieneienenenu nenene ienen 5 4 The Toolbar cai ct ee cece ee ccet 5 5 Adding a Notification cececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 551 2 292 ge Tab geen ener ee me er ee renee eer 5 5 2 WG Classes Tab asic ssscteec cee icissctscpauesdiecisausa ince 5 5 3 The Accounts Tab eccaccuccctpetrslstcueciclcernticsdeaniiobinnclsctess 5 5 4 The Columns TA aise cesceeteancsenscentcnsmeandaadnacncenndent 5 5 5 The Names VA cases coerce coresrertnnsaenceenecentueienerdacesentees SA fa Ream 8 Display Tab ene ee aK 5 5 1 The Other Tab yc
3. ActiveBooks User s Manual Version 15 3 BD ActiveBooks Initial Setup eae fa H About to Access QuickBooks S ActiveBooks is preparing to access QuickBooks Thank you ActiveBooks will now try to access QuickBooks If ActiveBooks has never connected to QuickBooks before you will be prompted by QuickBooks to allow access to your company information Please select the following option Yes Always allow access even if QuickBooks is not running If you are running QuickBooks with multiple login users either select the Admin account or use another account so that ActiveBooks can automatically log in TIP Click here to open your web browser to our help page which walks you through the QuickBooks authorization process in detail with helpful screenshots Cancel lt lt Back Next gt gt The QuickBooks application features a security layer that restricts access to your accounting data The next few screens focus on granting ActiveBooks permission to go through that layer Click Next to continue Copyright 2009 2015 Core Technologies Consulting LLC Page 11 of 54 ActiveBooks User s Manual Version 15 3 n a a Ta m ActiveBooks Initial Setup nox ee Ne Accessing QuickBooks ActiveBooks is trying to interact with QuickBooks ActiveBooks is attempting to access QuickBooks This may take a minute or two If ActiveBooks has never connected to QuickBooks before you will be prom
4. Note Not every column is available on every notification repott Select a column by moving it from the left list to the right Move columns up or down to change their position in the report Note that not all notifications will allow you to configure columns Copyright 2009 2015 Core Technologies Consulting LLC Page 34 of 54 ActiveBooks User s Manual 5 5 5 The Names Tab Version 15 3 You can limit the report to transactions related to a particular customer job vendor or employee or to any of the names on your Other Names list using the Names tab Add Notificatior Add Notification record it Please configure your new notification When you are done click on the Save button to General Classes Accounts Columns Names Display Other Customize 7 Only include transactions related to All customers jobs these customers jobs vendors employees other names Adam s Candy Shop Andres Cristina Balak Mike Balak Mike 330 Main St Balak Mike Residential Blackwell Edward Chapman Natalie Cheknis Benjamin Corcoran Carol Crenshaw Bob _ Crider Craig _ DJ s Computers pose a el ERPRA v IFG olliday Sporting Goods L P PIPE DEEE EIE oT d ICCN Dld am 2 items Chapman Natalie Ecker Design Clear selection lt lt Back Cancel Save gt gt Note that not all notificati
5. a 8 S S Bill Bill payment Build assembly CC refund 0 CCard credit Charge Bill CCard E A vr 2 items Bill CCard CC refund Instead of using the default Report Basis use Instead of using the default Detail Level use Instead of using the default Posting Status use Instead of totaling by the default use Include all available types of subcolumns Only include accounts that are in use Clear selection Cash Al Posting Total Only Note that not all notifications will allow transaction type filtering the specification Back Cancel Save gt gt of a report basis or any of the other settings on this window Copyright 2009 2015 Core Technologies Consulting LLC Page 37 of 54 ActiveBooks User s Manual Version 15 3 5 5 2 The Customize Tab The Customize tab allows you to change the appearance of your report Edit View Notification EASA lt 9 Edit Yiew Notification IN Make changes to your notification here When you are done click on the Save button to commit your changes J Instead of using the default title name for this notification use Weekly P L Report Smith 7 Instead including the report in the body of the email message attach An Excel file xls comma separated values file csv O A PDF file pdf Back Cancel You can choose to override
6. ActiveBooks will use to send email Click Next to continue Exit lt lt Back Next gt gt Click Next to start entering your email settings Copyright 2009 2015 Core Technologies Consulting LLC Page 16 of 54 ActiveBooks User s Manual Version 15 3 ActiveBooks Initial Setup En lt Email rA v Specify the settings that ActiveBooks will use to send email Customization Branding Please enter the details of your SMTP mail server Name IP smtp my company com Pott 465 gt Default is 25 or 465 for SSL V This server requires encryption SSL TLS v V This server requires authentication AUTH LOGIN X Login phil my company com Password eeecceeece Please provide the email address and name that you would like to appear in the From field amp Address phil my company com Name ActiveBooks optional TIP Click here to visit our web site for help setting up email Send a test message Exit lt lt Back Next gt gt As presented on the General tab ActiveBooks needs the following information to send email Name IP Enter the name or IP address of your mail server The server must be able to accept and route standard SMTP traffic Please consult a system administrator if in doubt Port The numeric port on which the mail server is available Note that the default is 25 for regular SMTP serv
7. down list The full list of notifications available can be found at our web site http www activebooks net info notifications html For Choose the range of dates for the report Our web site describes the various date ranges available http www activebooks net info dates html To Specify one or more email addresses to receive the report alert Separate multiple addresses with a space or a comma Every Choose when to send a report You can choose daily every weekday a specific day of the week or a specific day of the month Specify the time of day as well Also include the Check this box to include an additional report appended to the main report Select the report from the list and specify the dates if any Pause this notification Check this box to disable the processing of this notification If checked this notification will not be run and no email will be sent For an alert the screen is slightly different with the date and time replaced with a triggering event Copyright 2009 2015 Core Technologies Consulting LLC Page 30 of 54 ActiveBooks User s Manual Version 15 3 Add Notification Please configure your new notification When you are done click on the Save button to record it General Classes Accounts Columns Names Display Other_ Customize Using Larry s Landscaping amp Garden Supply C GB sample_service based Y Sendthe Bills To Pay Alert x 2 To phil my company com When
8. the default name of the report to be emailed or choose to deliver an Excel CSV or PDF attachment instead of the normal HTML rendition Click the Save gt gt button to record your new notification Copyright 2009 2015 Core Technologies Consulting LLC Page 38 of 54 ActiveBooks User s Manual Version 15 3 5 6 Editing Viewing a Notification Edit or view a notification s settings by either double clicking on its entry or highlighting its entry and choosing Edit View from the Notification menu This will bring up the Edit View Notification window SSS Edit View Notification Ane 4 2 Edit Yiew Notification LIAN Make changes to your notification here When you are done click on the Save button to commit your changes Using Larry s Landscaping amp Garden Supply C GB sample_service based Y Send the Income By Customer Report X For This Fiscal Year to date y To philmy company com Eve Day 300 00AM a E Also include the A P Aging Report For This Fiscal Year to date Pause this notification do not send emails TIP Click here to review all the reports and alerts at our web site Back Cancel Save gt gt The Edit View Notification window is identical to the Add Notification window described in section 5 5 so please consult that section for a description of the window s controls Click o
9. 9 2015 Core Technologies Consulting LLC Page 2 of 54 ActiveBooks User s Manual Version 15 3 2 Key Features amp Benefits Keep your important QuickBooks data at your fingertips without having to log in QuickBooks Once configured you don t have to do anything to receive regular reports Keep track of multiple QuickBooks company files Easily see who owes you money with the Overdue Invoices report Keep track of how your company is performing using the Profit amp Loss reports Have your latest customer contact information and balances with the Customer Contact List Identify and chase late paying clients with the A R and Collections reports Find out when a customer makes a payment via the Payment Received Alert Get a quick snapshot of your financial situation tasks before arriving at the office Receive reports as PDF Excel or CSV attachments But perhaps most important of all ActiveBooks was designed and implemented by senior software engineers with over 20 years of real world experience developing robust mission critical applications Our software is of the highest quality and we stand by it without reservation Copyright 2009 2015 Core Technologies Consulting LLC Page 3 of 54 ActiveBooks User s Manual Version 15 3 3 System Requirements e Microsoft Windows 8 1 8 7 Vista XP or Server 2012 2008 2003 x86 and x64 versions Windows NT 2000 95 98 or ME are not supported e Qu
10. LC Page 24 of 54 ActiveBooks User s Manual Version 15 3 iv ae seca File View Notification Tools Help Al clea D lt lt Notifications Zs The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones Send To When Format State Next Last Company gt Activity 2 The recent activity of the selected notification Press the F2 key to hide show this pane Type Time k Details 9 Success Today 10 27 AM Sent sucessfully to phil my company com information Today 10 26 AM Created AYP Aging Report Today has been requested It may take a minute or two to be generated a NUM The optional lower section of the window displays the activity of the selected notification You can check there to see if a notification was sent successfully or failed to be generated or sent You can hide the Activity pane by selecting the appropriate entry in the View menu You can view an activity item in detail by double clicking on its row a Notification A R Aging Report Today To phil my company com Time Today 12 15 PM Sent sucessfully to phil my company com click to copy this message to the clipboard TIP Click to visit our web page explaining common warnings errors Copyright 2009 2015 Core Technologies Consulting LLC Page 25 of 54 ActiveBooks User s Manual 5 3 The Me
11. S Access Confirmation You have chosen to grant the application ActiveBooks access to the QuickBooks company file Access rights Read and modify QuickBooks data including personal data Enhance the QuickBooks user interface Click the Done button to confirm and to complete the interaction with QuickBooks Larry s Landscaping amp Garden Supply any time even if QuickBooks is not running Go Back Version 15 3 If necessary switch back to the ActiveBooks Initial Setup window You will see that the QuickBooks setup is now complete Copyright 2009 2015 Core Technologies Consulting LLC Page 14 of 54 ActiveBooks User s Manual Version 15 3 S ActiveBooks Initial Setup Ame QuickBooks Setup Complete ActiveBooks accessed QuickBooks ActiveBooks was able to access QuickBooks successfully Company Name Larry s Landscaping amp Garden Supply Company File C QB sample_service based business qbw Product QuickBooks Premier Accountant Edition 2010 Trial Version County US Click Next to continue Exit lt lt Back Next gt gt ActiveBooks has confirmed access to the Company File you have specified Click Next to move on Copyright 2009 2015 Core Technologies Consulting LLC Page 15 of 54 ActiveBooks User s Manual Version 15 3 re t ActiveBooks Initial Setup Eo Co Email y KA Specify your email settings Nest we will record the information that
12. SA i F ActiveBooks ActiveBooks will use these settings to generate reports etc J Run ActiveBooks even when no one is logged on to this computer ActiveBooks needs to operate as a Windows user who has installed QuickBooks and can run it normally Please specify the user name and password of the account Username Mike Jones Password XXXXXXXXX NOTE This user should be an Administrator on this computer Cancel Save Please see section 4 3 for a description of the settings on this window Copyright 2009 2015 Core Technologies Consulting LLC Page 52 of 54 ActiveBooks User s Manual Version 15 3 6 Licensing amp Registration ActiveBooks is free to evaluate for the first 30 days After the trial period a license must be purchased to continue to use the software s full capabilities Prior to licensing ActiveBooks will 1 Show a Registration dialog when it is started Follow the instructions there to purchase a license and register the application 2 Emit registration reminders whenever an email is sent from the program or when a message is added to the Windows event log If you find the program useful we encourage you to license it The small licensing fee charged will fund continued development of ActiveBooks and will entitle you to expedited support from Core Technologies Consulting LLC the authors of the software Please see http www activebooks net purchase for the latest licensing an
13. aces cscs nunc eden esccaNe pcanenaecdnetcapeniere 5 5 2 The Customize Tab 0 ceceecceeceeeeeeeeeeeeeeeeneeeeeeeeees 5 6 Editing Viewing a Notification 2 0 0 0 eeeeeeceeeeeeeeeeeeeeeeee 5 7 Previewing a Notification ccccceeeeeeeeeeeeeeeeneeeeeeeeeeeeeee 5 8 Immediately Sending a Notification cccseeeeeeeeeeeeee 5 9 Pauising a Notification o c c2 cc c0cescsececespiceasanaicnecesaccnntanpancace 5 10 Removing a Notification cccceeeeeeeeeeeeeeeeeeeeneeeeeeeees 5 11 Adding a Copy of a Notification cceeeeeeeeeeeeeeee 5 12 Configuring QUICKBOOKS ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 5 13 Configuring Email cece cere ee eeeeeeeeeeeeeeeeeeeeeee 5 14 Configuring ACTIVE BOOKS siiscccccncccecncecccneeverizexsrcemncseecnences Licensing amp Registration ceeeeeeeeeceeee eee eeeeeeeeeeeeeeeeeeeeeeeeees Troubleshooting and Reporting Problems ceeeceeeeees Copyright 2009 2015 Core Technologies Consulting LLC o 24 Page 1 of 54 ActiveBooks User s Manual Version 15 3 1 Introduction ActiveBooks is a QuickBooks add on that monitors your accounting system and automatically emails you actionable reports that can help your business This manual describes how to install and use ActiveBooks Find out more about ActiveBooks at its web site http www ActiveBooks net Thank you for choosing ActiveBooks Copyright 200
14. arkable with the usual sequence of steps and screens seen in conventional windows installations 4 3 Initial Setup ActiveBooks must be configured before it can access your QuickBooks accounting and email systems The process usually takes a few minutes and starts with the following self explanatory screen Copyright 2009 2015 Core Technologies Consulting LLC Page 5 of 54 ActiveBooks User s Manual Version 15 3 ActiveBooks Initial Setup Setup ActiveBooks to work with QuickBooks your mail server etc Thank you for trying ActiveBooks To enable ActiveBooks to email your QuickBooks information we must perform the following Allow ActiveBooks to access your QuickBooks data Specify your email settings Configure a few ActiveBooks options This wizard will walk you through the configuration of these items and help you get set up The whole process shouldn t take longer than 5 minutes Click Next to get started TIP Click here to open your web browser to our help page which walks you through the setup process with helpful screenshots Cancel Click Next to start setting up QuickBooks Copyright 2009 2015 Core Technologies Consulting LLC Page 6 of 54 ActiveBooks User s Manual Version 15 3 SS ActiveBooks Initial Setup EISA fa W QuickBooks S Setup QuickBooks to allow ActiveBooks to acces your financials QuickBooks must be configured to allow ActiveBooks to acce
15. cessing of the selected notification Remove Remove the selected notification Pause all Pause all notifications no emails will be sent Resume all Resume all paused notifications Tools Configure Setup QuickBooks so that ActiveBooks can QuickBooks access it Configure Email Specify your email settings Configure Specify miscellaneous ActiveBooks settings ActiveBooks Start Stop the Explicitly start or stop the server application ActiveBooks Server Copyright 2009 2015 Core Technologies Consulting LLC Page 26 of 54 ActiveBooks User s Manual Help Version 15 3 Event Viewer Open the Windows Event Viewer application for examining the Event Logs Services Open the Services Control Panel application Computer Open the Computer Management Control Panel Management application Task Manager Open the Task Manager QuickBooks SDK Log File Open the QuickBooks Log File to see technical details and troubleshoot problems QuickBooks SDK Verbose Logging Turn on or off verbose logging by QuickBooks to record in depth technical details when troubleshooting problems User s manual PDF Open this user s manual Register Display the registration dialog for purchasing and registering ActiveBooks not available once registered ActiveBooks Home Open the ActiveBooks home page in your Page Web browser Your computer will need to be connected to the Internet fo
16. d registration information The software can be purchased there as well all major credit cards accepted One time pricing is as follows subject to change please check our web site for the most up to date Edition Price US dollars Starter e One Company File 199 e Up to 25 Reports Professional e Up to 5 Company Files 299 e Up to 100 Reports Enterprise e Unlimited Company Files 499 e Unlimited Reports Copyright 2009 2015 Core Technologies Consulting LLC Page 53 of 54 ActiveBooks User s Manual Version 15 3 7 Troubleshooting and Reporting Problems Please consult the ActiveBooks FAQ for troubleshooting tips and answers to frequently asked questions http www activebooks net fag html If you encounter a problem while using ActiveBooks please send email to support activebooks net Be sure to include the following information Your Operating System The version of ActiveBooks in use The version of QuickBooks in use Detailed steps for reproducing any software bugs issues Feel free to send requests for enhancements to the same address Copyright 2009 2015 Core Technologies Consulting LLC Page 54 of 54
17. ers and 465 for servers using SSL please specify one if these if in doubt Copyright 2009 2015 Core Technologies Consulting LLC Page 17 of 54 ActiveBooks User s Manual Version 15 3 This server requires encryption Check if the mail server uses an encrypted connection Select the type of encryption SSL TLS or STARTTLS This server requires authentication Check if the server requires authentication and select the authentication method The choices are CRAM MD5 AUTH LOGIN AUTH PLAIN and AUTH NTLM A login and a password will be required for all but AUTH NTLM Login The user name login for the mail server Password The password for the mail server Address The email address that will be displayed in the From field of the email messages sent by ActiveBooks Name The name that will be displayed in the From field of the email messages sent by ActiveBooks This value is optional Send a test message Click this button to send an email message using the settings you have specified You will be asked to specify the target email address and the sequence should unfold like this AV Send Testernail S Please enter the email address amp short email message will be sent using the settings you have entered on the previous screen Cancel Send gt gt Copyright 2009 2015 Core Technologies Consulting LLC Page 18 of 54 ActiveBooks User s Manual Version 15 3 ie Send Test Ema
18. ever 4 new billis recorded x Also include the Customer Balance Summary v For F Pause this notification do not send emails TIP Click here to review all the reports and alerts at our web site Whenever Choose the event that will trigger the alert to be sent Copyright 2009 2015 Core Technologies Consulting LLC Page 31 of 54 ActiveBooks User s Manual Version 15 3 5 5 2 The Classes Tab If your company file supports classes you can limit your notification to one or more classes on the Classes tab Add Notificatior gt Add Notification 7a Please configure your new notification When you are done click on the Save button to record it General Classes Accounts Columns Names Display Other Customize 7 Instead of reporting on all classes only include the following 7 Design Landscapin 2 items Design Maintenance Clear selection Note that not all notifications support filtering by class Copyright 2009 2015 Core Technologies Consulting LLC Page 32 of 54 ActiveBooks User s Manual Version 15 3 5 5 3 The Accounts Tab You can restrict your notification to using a category of accounts or any arbitrary set of accounts on the Accounts tab Add Notification Please configure your new notification When you are done click on the Save button to record it General Accounts Columns Names Display Other Customize In
19. f each email Enter some text that will be delivered in the email Be sure to check the This text is HTML box if you specify HTML Copyright 2009 2015 Core Technologies Consulting LLC Page 20 of 54 ActiveBooks User s Manual Version 15 3 Preview in your browser Click this button to open your web browser with a sample report showing your customizations Click Next to record your email settings and move on to the next screen BD ActiveBooks Initial Setup EA ActiveBooks Setup ActiveBooks Thank you Next we will record a few settings for ActiveBooks These settings are not mandatory but they are worth a look anyway Click Next to continue Exit lt lt Back Next gt gt Click Next to start entering miscellaneous ActiveBooks settings Copyright 2009 2015 Core Technologies Consulting LLC Page 21 of 54 ActiveBooks User s Manual Version 15 3 ActiveBooks Initial Setup Fi ActiveBooks ActiveBooks will use these settings to generate reports etc J Run ActiveBooks even when no one is logged on to this computer ActiveBooks needs to operate as a Windows user who has installed QuickBooks and can run it normally Please specify the user name and password of the account Username DIAE am Password XXXXXXXXXXXXXX NOTE This user should be an Administrator on this computer Exit lt lt Back Next gt gt In order to access QuickBooks when no user is logged o
20. fication To add a notification click on the Add toolbar button or select Add from the Notification menu This will summon the Add Notification dialog where you can specify which report or alert you would like to receive by email The following screenshot shows the Add Notification window Add Notification a 4 Add Notification 2 u Please configure your new notification When you are done click on the Save button to record it General Classes Accounts Columns Names Display Other Customize Using Larry s Landscaping amp Garden Supply C GB sample_service based Y Send the A P Aging Report x For Today X To philmy company com v Evey Day 300 00AM z 7 Also include the A P Aging Report v For Today X Pause this notification do not send emails TIP Click here to review all the reports and alerts at our web site Back Cancel Save gt gt The window consists of 7 tabs each containing settings for the new notification Copyright 2009 2015 Core Technologies Consulting LLC Page 29 of 54 ActiveBooks User s Manual Version 15 3 5 5 1 The General Tab The General tab shown on the previous page contains the main settings for the notification Using Select the QuickBooks company that you wish to work with Send the Select the report or alert to be emailed from the drop
21. gt Notifications ZS The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones Send To When Format State Net Last Company CE phil my company com Daily 3 AM _ me M Today 10 27 AM 3 Add Add Copy Ctrl A Pause ZA Edit View Ctrl E Preview L Send Email Now Stop Preview Sending E Remove Ctrl R Pause All Resume All e gt Activity The recent activity of the selected notification Press the F2 key to hide show this pane vA Type Time i Details 9 Success Today 10 27 AM Sent sucessfully to phil my company com information Today 10 26 AM Created 4 Ma Immediately send an ernail for the selected notification NUM ActiveBooks will start to process your notification and you will see Now or Soon in the Status column along with a progress message in the Activity pane Copyright 2009 2015 Core Technologies Consulting LLC Page 43 of 54 ActiveBooks User s Manual Version 15 3 File View Notification Tools Help P ZIZA lt gt Notifications Z5 The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones Send To When Format State Next Last Company LOAP Aging Report Today phil my company com Daily 9 AM HTML Active amp Today 10 27 A Larry s m r
22. hing before saving Copyright 2009 2015 Core Technologies Consulting LLC Page 49 of 54 ActiveBooks User s Manual Version 15 3 5 12 Configuring QuickBooks If you would like to use additional QuickBooks company files or change ones already configured select Configure QuickBooks from the Tools menu to re configure QuickBooks The process and screens will be virtually identical to what was done in the Initial Setup Section 4 3 after the following initial screen showing the QuickBooks company files already configured Configure QuickBooks fa H QuickBooks gt a Manage your QuickBooks Company Files ActiveBooks is currently configured to access the following QuickBooks company files Company File Rock Castle Construction CQB sample_product based business gby Remove Click Change Refresh to download recently created QuickBooks entities classes jobs employees etc from an existing Company File Cancel Change Refresh gt gt Add gt gt Done Click the Add gt gt button to add a new QuickBooks company file click the Remove button to remove the selected company file Click the Change Refresh gt gt button to re authorize an existing QuickBooks company file or download the latest QuickBooks entities classes jobs etc Please see section 4 3 for the sequence of screens Copyright 2009 2015 Core Technologie
23. ickBooks Enterprise Solutions 11 0 15 0 or QuickBooks Premier Pro 2010 2015 U S or Canadian Versions e 25 MB free hard drive space for installation files The ActiveBooks components are designed to be extremely frugal with machine resources They almost always consume less than 1 of the CPU less than 20 MB of RAM and don t fall victim to the Memory Growth characteristic of many applications today Copyright 2009 2015 Core Technologies Consulting LLC Page 4 of 54 ActiveBooks User s Manual Version 15 3 4 Preparing To Use ActiveBooks 4 1 Downloading ActiveBooks The latest version of ActiveBooks can always be downloaded from http www activebooks net download ActiveBooks _Installer exe If your browser displays a security warning please confirm that the package you are downloading is digitally signed by Core Technologies Consulting LLC the creators of ActiveBooks E Open File Security Warninc Do you want to run this file ie Name C Temp Downloads ActiveBooks_Installer exe Publisher Core Technologies Consulting LLC Type Application From C Temp Downloads ActiveBooks_Installer exe an cma V Always ask before opening this file potentially harm your computer Only run software from publishers ry While files from the Intemet can be useful this file type can _ you trust What s the risk 4 2 Installing ActiveBooks Installing ActiveBooks is quite unrem
24. il ActiveBooks is sending a test email message to activebooks net gmail com eV Sena Testemel The email was sent successfully Done Switch to the Customization Branding tab to change the appearance of the emails sent by ActiveBooks Copyright 2009 2015 Core Technologies Consulting LLC Page 19 of 54 ActiveBooks User s Manual Version 15 3 ActiveBooks Initial Setup es Email ral Specify the settings that ActiveBooks will use to send email General Customization Branding J Add a suffix to each email s subject max 40 characters Automatic report if not specified ActiveBooks is used V Display this imagelogo at the top of each email http www my company com images logo gif Z Include this text at the top of each email max 1000 characters Hi Phil here is the report as requested a E This text is HTML Discard text Preview in your browser ext lt lt Back Newt gt gt Add a suffix to each email s subject Enter some short text that will be added to the subject of each email that ActiveBooks will send Display this image logo at the top of each email Enter the complete URL http to a GIF JPEG PNG file that you would like to place at the top of each report We recommend using an image smaller than 150x150 Your company s logo may be appropriate Include this text at the top o
25. ing Today 10 58 AM Sending mail 9 Success Today 10 58 4M Sent sucessfully to phil my company com 9 Success Today 10 27 AM Sent sucessfully to phil my company com O information Today 10 26 AM Created m r Stop interrupt generating the report for this notification NUM It may take a minute or two for your notification to be processed and the email sent but when complete you will see the result in the lower Activity pane Copyright 2009 2015 Core Technologies Consulting LLC Page 45 of 54 ActiveBooks User s Manual Version 15 3 File View Notification Tools Help ct D Notifications The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones 2A Send To When Format State Next Last Company Activity The recent activity of the selected notification Press the F2 key to hide show this pane Type Time Details Success Today 10 58 AM Sent sucessfully to phil my company com 9 Success Today 10 58 4M Sent sucessfully to phil my company com 9 Success Today 10 27 AM Sent sucessfully to phil my company com Information Today 10 26 AM Created m r All notifications have been refreshed a NUM Copyright 2009 2015 Core Technologies Consulting LLC Page 46 of 54 ActiveBooks User s Manual Version 15 3 5 9 Pausing a Notifica
26. ion about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company File No Yes prompt each time C Yes whenever this QuickBooks company file is open Yes always allow access even if QuickBooks is not running pervsseronssnsansaussanessusevensasseuatenassnanasenssnsusvasessssasensesenaceacsessupssssnscssunscaneusneannensseassnusssensuspsosunensnsensenseasusesecnneeasuasensenacesssssnasnnsssssasansensens Allow this application to access personal data such as Social Security Numbers and i customer credit card information i Etnevecsnseneonscyesseasecunassesaseensucsnavenevasegespecsnendsanpepersecnsenacascnassnanasenssasenesunenasescoacenenacenssassnessnenasencoasunesacenssessaseoenesesssasenesacenasesenasenenacenasee i Tell me more Continue Cancel Help Please select the Yes always entry to ensure that ActiveBooks can read your QuickBooks data at any time If you have a multi user setup you may want to have ActiveBooks run as the Admin user Note that ActiveBooks only reads your QuickBooks data and does not modify it in any way However you will need to grant access to personal data to generate payroll reports Clicking on the Continue button summons the Access Confirmation window Copyright 2009 2015 Core Technologies Consulting LLC Page 13 of 54 ActiveBooks User s Manual fa 7 z ats ae T
27. is simply any QuickBooks information that is sent to you by email Notifications come in two flavors reports emails sent at a specified time and alerts emails sent when something happens ActiveBooks supports over 100 notifications including e A R Aging Report How much does each customer owe How much of each customer s balance is overdue e Open Invoices Report Which invoices or statement charges haven t been paid and when are they due e Overdue Invoices Report Which unpaid invoices or statement charges are past due e Customer Balance Summary How much does each customer owe e Payment Received Alert Would you like to get a message whenever a payment has been received e Vendor Balance Summary What is your company s current balance with each vendor e Bills To Pay Alert Would you like to get a message when a new bill is entered into QuickBooks e Time Tracking Report How many hours did your employees bill for The full list of notifications with samples is available at our web site http www activebooks net info notifications html 5 2 The Main Window When started ActiveBooks displays a list of the notifications it is managing The list will be empty when ActiveBooks is run for the first time The next screenshot shows a single notification sending the A R Aging Report to phil my company com every weekday at 12 15 pm in the top section of the window Copyright 2009 2015 Core Technologies Consulting L
28. n you should specify a Windows account that ActiveBooks can use to start QuickBooks Please enter the User name and Password of a user that can run QuickBooks normally The user should be an administrator on the computer Perhaps the account you are logged in to right now If you choose not to provide an account ActiveBooks may not be able to send you reports when no one has logged on to your computer Copyright 2009 2015 Core Technologies Consulting LLC Page 22 of 54 ActiveBooks User s Manual Version 15 3 For the geeks reading note that ActiveBooks will automatically grant the user the Log on as a Service privilege if necessary as managed in the Control Panel Administrative Tools Local Security Policy application Click Next to record your settings and move on to the final screen ActiveBooks Initial Setup Eam ActiveBooks Setup Complete ActiveBooks is ready Thank you for your time Go get some chocolate to celebrate Click Finish to close this window and launch ActiveBooks where you can choose QuickBooks reports and alerts to be emailed to you automatically Rance Bact Finish Congratulations ActiveBooks setup is now complete Go get that chocolate Click Finish to start using ActiveBooks Copyright 2009 2015 Core Technologies Consulting LLC Page 23 of 54 ActiveBooks User s Manual Version 15 3 5 Using ActiveBooks 5 1 Terminology What is a Notification A notification
29. n the Save gt gt button to commit your changes Copyright 2009 2015 Core Technologies Consulting LLC Page 39 of 54 ActiveBooks User s Manual Version 15 3 5 7 Previewing a Notification To see the files that will be produced by the selected notification select Preview A from the Notification menu or click on the toolbar button ActiveBooks z tee File View Notification Tools Help A Ka i Ri ARAR lt Z Notifications ZS The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones Send To When Format State Next Last Company Add Ctrl A Add Copy Pause A EditAiew Ctrl E G Send Email Now Stop Preview Sending g Remove Ctrl R Pause All i Resume All Pr Activity Vz oO The recent activity of the selected notification Press the F2 key to hide show this pane Type Time Details Success Today 10 27 AM Sent sucessfully to phil my company com information Today 10 26 AM Created lt ActiveBooks will start to process your notification and you will see Now or Soon in the Status column along with a progress message in the Activity pane Copyright 2009 2015 Core Technologies Consulting LLC Page 40 of 54 ActiveBooks User s Manual Version 15 3 File View Notification Tools Help P ZIZA lt gt No
30. nu The main menu contains the following entries Version 15 3 File Exit Exit ActiveBooks View Toolbar Toggle viewing of the button toolbar Status Bar Toggle viewing of the status bar Activity Pane Show or hide the Activity pane Large Icons View the list of applications as large icons Small Icons View the list of applications as small icons List View the list of applications as a list of icons Details View the list of applications as a report with columns Always On Top Keep ActiveBooks on top of other windows Refresh Re load the list of notifications Auto refresh Every Automatically re load the list of notifications every 10 seconds 10 seconds Auto refresh Every Automatically re load the list of notifications every 30 seconds 30 seconds Auto refresh Every Automatically re load the list of notifications every 60 seconds 60 seconds Auto refresh Don t automatically re load the list of notifications Disabled Notification Add Add a new application to be managed Add Copy Add a copy of the selected notification Pause Pause the selected notification no emails sent Edit View Edit View the settings of the selected notification Preview Process the selected notification and view the resulting files on this computer Send Email Now Immediately generate and email the selected notification Stop Sending Interrupt the pro
31. ons will allow you filter by names Copyright 2009 2015 Core Technologies Consulting LLC Page 35 of 54 ActiveBooks User s Manual 5 5 1 The Display Tab Version 15 3 The Display tab allows you to customize which rows and columns are to be displayed and which columns should be shown across the top of the generated report a Add Notification record it Pa Please configure your new notification When you are done click on the Save button to 7 Display rows Non Zero Only 3 J Display columns Active Only z V Display columns by Two Week across the top Cancel Save gt gt Note that not all notifications will allow you to specify these display settings Copyright 2009 2015 Core Technologies Consulting LLC Page 36 of 54 ActiveBooks User s Manual 5 5 1 The Other Tab The Other tab allows you to restrict your report to one or more transaction types Version 15 3 specify the basis which determines how the report calculates income and expenses and override other default report settings Add Notification Add Notification x es Lessee Please configure your new notification When you are done click on the Save button to record it General Classes Accounts Columns Names Display Customize S Only report on these transaction types
32. pted by QuickBooks to allow access to your company information Please select the following option Yes Always allow access even if QuickBooks is not running If you are running QuickBooks with multiple login users either select the Admin account or use another account so that ActiveBooks can automatically log in TIP Click here to open your web browser to our help page which walks you through the QuickBooks authorization process in detail with helpful screenshots Interrupt ActiveBooks is trying to talk to QuickBooks This may take a few seconds and you may soon be prompted by QuickBooks to grant ActiveBooks access to your company file If this is your first time setting up ActiveBooks with this company file QuickBooks should display this Application Certificate window Copyright 2009 2015 Core Technologies Consulting LLC Page 12 of 54 ActiveBooks User s Manual Version 15 3 QuickBooks Application Certificate 4n application is requesting access to the Following QuickBooks company File Larry s Landscaping amp Garden Supply Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself ActiveBooks Certificate Information Description ActiyeBooks Developer Core Technologies Consulting LLC Developer identity has been verified by COMODO Code Signing C 2 QuickBooks Solutions Marketplace Search For informat
33. r this to work Frequently Asked Open the ActiveBooks FAQ in your browser Your Questions Web computer will need to be connected to the Internet for this to work Notifications Web Open the page describing the ActiveBooks notifications in your browser Your computer will need to be connected to the Internet for this to work Provide your feedback Web Open the feedback web page in your browser Please let us know what you think of ActiveBooks Your computer will need to be connected to the Internet for this to work Check for Updates Check our web site for updates to the software Your computer will need to be connected to the Internet for this to work About ActiveBooks Display program information Copyright 2009 2015 Core Technologies Consulting LLC Page 27 of 54 ActiveBooks User s Manual Version 15 3 5 4 The Toolbar For convenience the most common functionality can be accessed from the toolbar The buttons are as follows i y 4 yo oF Add a notification P Lim Edit View the selected notification s settings ki A Run the selected notification and view the files it produces on this computer Ma E Immediately send an email for the selected notification Remove the selected notification L Display program information Copyright 2009 2015 Core Technologies Consulting LLC Page 28 of 54 ActiveBooks User s Manual Version 15 3 5 5 Adding a Noti
34. review Send Email Now A Stop Preview Sending Remove Ctrl R Pause All Resume All ey m l i z ra Activity to The recent activity of the selected notification Press the F2 key to hide show this pane Type Time Details Working Today 10 58 AM Sending mail 9 Success Today 10 58 4M Sent sucessfully to phil my company com 9 Success Today 10 27 AM Sent sucessfully to phil my company com O information Today 10 26 AM Created m Stop interrupt generating the report for this notification i j a NUM iz It may take a minute or two for your notification to be processed ActiveBooks will notify you when the files are ready to be viewed F The files s for A P Aging Report Today are ready for preview h Click OK to open them in their associated applications When you click OK ActiveBooks will open the files in one or more of your associated applications your web browser Excel or Acrobat Reader Copyright 2009 2015 Core Technologies Consulting LLC Page 42 of 54 ActiveBooks User s Manual Version 15 3 5 8 Immediately Sending a Notification You can always send a report immediately by highlighting it right clicking and selecting Send Email Now from the popup menu or by clicking on the z toolbar button r F a ActiveBooks x File View Notification Tools Help a K ABA rc i i AAR y e
35. s Consulting LLC Page 50 of 54 ActiveBooks User s Manual Version 15 3 5 13 Configuring Email You may alter the mail settings provided during Initial Setup by selecting Configure Email from the Tools menu and making your changes Configure Email a Iz lt gt Email NA Specify the settings that ActiveBooks will use to send email Customization Branding Please enter the details of your SMTP mail server a Name IP smtp my company com Fort 25 Default is 25 or 465 for SSL E This server requires encryption SSL TLS 7 This server requires authentication AUTH LOGIN Login phil my company com Password seecceeee Please provide the email address and name that you would like to appear in the From field amp Address phil my company com Name ActiveBooks optional TIP Click here to visit our web site for help setting up email Send 4 test message Cancel Save Please see section 4 3 for a description of the settings on this window Copyright 2009 2015 Core Technologies Consulting LLC Page 51 of 54 ActiveBooks User s Manual Version 15 3 5 14 Configuring ActiveBooks Select Configure ActiveBooks from the Tools menu to re configure the miscellaneous ActiveBooks settings The screen is virtually identical to what was seen during the Initial Setup section 4 3 Configure ActiveBooks EA
36. ss your financial information Please ensure that QuickBooks is installed on this computer Click Next to continue Cancel lt lt Back Click Next to continue setting up QuickBooks Copyright 2009 2015 Core Technologies Consulting LLC Page 7 of 54 ActiveBooks User s Manual Version 15 3 ActiveBooks Initial Setup x QuickBooks Company File Specify your QuickBooks Company File QuickBooks keeps all your company s financial information in a Company File saved on your computer ActiveBooks needs access to the file to automatically read your financial information Please specify the location of your Company File Browse TIP QuickBooks usually saves company files in C Documents and Settings All Users D ocuments Intuit Q uickB ooks Company Files Cancel lt lt Back Next gt gt Enter the full path to your QuickBooks Company File most likely created when you first installed QuickBooks It is probably named lt Your Company gt QBW where lt Your Company gt is the name of your business If your Company File is located on a network drive please be sure to specify the exact same path as given to QuickBooks or ActiveBooks will not work properly That is if you have specified a network path with a drive letter to QuickBooks for example Z QuickBooks MyCompany qbw you should enter the same path in ActiveBooks and not a UNC path like Server data QuickBooks MyCompany qb
37. stead of using the default accounts for this notification use A P or credit cards these accounts ints Payable ounts Receivable Advertisina Amortization Expense Automobile Automobile Fuel F utomobile Insurance utomobile License amp Fees Automobile M aintenance amp Repairs Bad Debt 1 Bank Loan 7 Bank of Anycity Loan ce Charges Barter Account a Clear selection Note that not all notifications support filtering by accounts Copyright 2009 2015 Core Technologies Consulting LLC Page 33 of 54 ActiveBooks User s Manual Version 15 3 5 5 4 The Columns Tab The Columns tab allows you to specify the columns that will appear in the generated report Add Notification Tod c 5 Add Notification Please configure your new notification When you are done click on the Save button to record it General Classes Accounts Columns Names Display Other Customize 7 Instead of displaying the report with the default columns show only these columns Quantity available A Amount Quantity on hand Class Quantity on sales order Received quantity Ship date Ref number Running balance Sales rep ue Sales tax code Ship method lt Down Source name Split account SSN or tax id Tax line Tax table version Terms Transaction id Transaction number r Available columns Selected columns
38. tifications Z5 The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones Send To When Format State Next Last Company LOAP Aging Report Today phil my company com Daily 9 AM HTML Active amp Today 10 27 A Larry s m r gt Activity P The recent activity of the selected notification Press the F2 key to hide show this pane Type Time hi Details working Today 10 58 AM Communicating with QuickBooks 9 Success Today 10 27 AM Sent sucessfully to phil my cormpany com information Today 10 26 AM Created al m r A P Aging Report Today has been requested It may take a minute or two to be generated m NUM While the notification is being processed it may be interrupted cancelled by selecting the notification right clicking and selecting Stop Preview Sending Copyright 2009 2015 Core Technologies Consulting LLC Page 41 of 54 ActiveBooks User s Manual Version 15 3 AAA A Notifications The list of reports and alerts to be emailed Use the toolbar buttons or menu to create new notifications or edit your existing ones RD Send To When Format State Next Last Company fo AIP Aging Report Today phil my company com Daily 9 AM HTML a day 10 58 A Larry s L Ctrl Add Copy Pause Edit Views Ctrl E P
39. tion You can temporarily pause a notification to prevent ActiveBooks from automatically processing it When paused ActiveBooks will do no work on behalf of the notification and no email will be sent for it Choose Pause from the Notification menu to pause the selected notification or edit the notification and check the Pause this notification checkbox You can resume the notification in a similar ways Note that you can always immediately process a paused notification by selecting Send Email Now from the Notification menu see section 5 7 for details Copyright 2009 2015 Core Technologies Consulting LLC Page 47 of 54 ActiveBooks User s Manual Version 15 3 5 10 Removing a Notification Remove a notification by highlighting its entry in the list and clicking the Remove toolbar button or by selecting Remove from the Notification menu You will be asked to confirm the removal Note that a notification cannot be removed while it is being processed Copyright 2009 2015 Core Technologies Consulting LLC Page 48 of 54 ActiveBooks User s Manual Version 15 3 5 11 Adding a Copy of a Notification To make a copy of a notification select it in the list and choose Add Copy from the Notification menu This will launch the Add Notification window described in section 5 5 with all settings copied from the selected notification You are free to change anyt
40. w Copyright 2009 2015 Core Technologies Consulting LLC Page 8 of 54 ActiveBooks User s Manual Version 15 3 We have specified a sample company file in the next screenshot gt QuickBooks Company File Specify your QuickBooks Company File QuickBooks keeps all your company s financial information in a Company File saved on your computer ActiveBooks needs access to the file to automatically read your financial information Please specify the location of your Company File Browse TIP QuickBooks usually saves company files in C Documents and Settings All Users D ocuments Intuit Q uickB ooks Company Files Cancel lt lt Back Next gt gt Click Next to continue Copyright 2009 2015 Core Technologies Consulting LLC Page 9 of 54 ActiveBooks User s Manual Version 15 3 p ActiveBooks Initial Setup x Start QuickBooks a Please start QuickBooks Now please start QuickBooks and log in if necessary If you use multiple Company Files be sure to open the file that you specified earlier Click Next once QuickBooks has been started and is ready Cancel lt lt Back Next gt gt Please start QuickBooks log in if necessary and give it a minute to start up properly Also ensure that no modal windows for example the Preferences window are open in QuickBooks Click Next to continue Copyright 2009 2015 Core Technologies Consulting LLC Page 10 of 54
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