Quickbooks Customer Master File

By Benecia Beyer

In beginning a new process for one of our clients with Quickbooks -- I thought we had hit a brick wall. We were transitioning to sending all invoices and statements to the client via email and also allow the customer to go online and pay the invoice directly.

I was forced to look at the size of the customer master data file as we would be synching Quickbooks on a daily basis using Billing Solutions. Wow - was I surprised to learn there were over 6300 customers in the customer master data file. (Do you know how many are in your file? With Quickbooks open, hit F2 - on the right hand side of the screen you will see List Information).

In researching how to reduce the size of this file I quickly realized two things:
1. Quickbooks never, ever - ever allows you to delete a customer record as long as there is a transaction attached to it.
2. Quickbooks Pro (the version my client is using) has a limit of 14,500 customer names. That's it. And when you reach that limit -- you're stuck (or you could upgrade to Enterprise- but do you have an extra $3,000 or more just hanging around?)

I spent considerable time researching and exploring the paths that others before me had tried to resolve this problem. There seemed to be two valid options and they were both from third party vendors. I tried both and was so overwhelming impressed with the "fix" that Mark Robinson from The Energy Grid came up with -- that I just had to share it with everyone.

Mark has this other great website for Handicapped Pets - the true reason why his Quickbooks Customer file was growing by leaps and bounds as his company could post as much as 20 orders a day. You do the math: 20 orders a day x 365 days x 2 years = 14600.

So Mark has spent considerable time and effort into resolving this particular problem within Quickbooks and has created a website just for this problem: Quickbooks Pro 14500 Club.  The concept behind the program is simple: to mark customers as inactive (the ones that no longer do business with you) and then merge those into one particular customer file. You will still retain all the invoices, payments and transactions that were attached to the customer (so your P&L's and Balance Sheets are correct) but now they are merged into one customer record instead of thousands.

I must admit, I was skeptical at first, but contacted Mark and asked for the program. I got an immediate repsonse and the program and the next day, I had the time to dig in and play with the program.

As my client still used Quickbooks Pro 2005, I knew it might not work as Mark had specifically written the program for 2006. But -- my client needed an upgrade anyhow, so when I interfaced the program with Quickbooks Pro 2007, it worked just fine -- except it seemed to "hang" on a particular screen and required my input. I didn't think this was how the program worked -- and emailed Mark with my question. Within minutes he responded that he would be more than happy to work with me and we set a time for a phone call.

I shared with him our company's delight in LogMeIn, (see previous post by Chloe) and he signed up immediately so that I could give him access to my computer screen so he could see first hand, how the program worked. As he watched the program run, he agreed that it was getting "stuck" at a certain point and wondered what the 2007 version was doing different than the 2006 version. He had me explore a couple of options and after fixing a setting in "preferences" the program flew on it's own wings -- and was merging customer files without any intervention from me. It was a miracle !

I can't begin to tell you how refreshing it was to experience such incredible support and a genuine desire to help from another person in business who had experienced some of the same difficulties and frustrations that I did. I don't think Mark is going to become a millionare with this program he wrote -- but all the same, he went the extra length with me in making sure it worked. I do appreciate that.

Mark, it was a real pleasure doing business with you ! Thank you.

Comments

[Yvonne DiVita]

Really good post, Benecia. I especially like the Handicapped Pets link. Thanks! Hey, you guys might want to consider adding a weekly post to the Carnival of the Capitalists - I do. Here's the link to explore for this week:
http://blog.peersightonline.com/blog/index.php/2007/01/07/carnival-of-the-capitalists/

You can see some new, interesting blogs there, and - they can see you! (well,next week...when you add a post.)

[Benecia]

Thanks Yvonne. I knew you'd appreciate the Handicapped Pets Link. I'm going to let the other DiVita decide on the Carnival of the Capitalists. What's one more blog to post on, huh?