February 2024

On the countdown to spring

This is the time of year we are more than ready not to have to think about dangerous roads and freezing temperatures.   In this last month of winter, we will likely have some days where it is either required or best to work from home.   Should you need our support, be sure to call and also send a description of the issue via email.  If there is an error with a button to Send to Mainstreet, click this to send the error message and technical details to our weblog. 

If you are thinking about transitioning to QuickBooks Online

Intuit like many other major software providers has been promoting software as a service.  This business model provides for ongoing revenue through subscriptions, automatic updates so that everyone is up to date, lower costs for support.   It also means diligence to guard against internet malware through never-ending updates to security measures.  

Here at Mainstreet we have adapted the program code to accommodate the differences between the desktop and online differences in QuickBooks.   We have also developed documentation to guide our users through the transition.   If you are thinking about transitioning to QuickBooks, we strongly recommend that you do this with careful planning and take the time to review the guides that are available upon request. 

If you want to have capabilities close to the QuickBooks desktop versions, the online version that is closest to this is QBOA Advanced.  With this version, you will have up to 12 custom fields available as opposed to only 3 in the lesser versions.   Most labs use these custom fields to transfer DQB case fields to the QB invoice such as patient name, tooth numbers, shade, request date, pan.  You may also want to use some of the custom fields for the ones that were available in desktop but not in the online.   If you have been using QB inventory and/or classes, QBOA is needed.  

We can report to you that the labs that have chosen the online version have been using DQBOE successfully.

If you would prefer to continue using QuickBooks Pro, Premier or Enterprise

Intuit is no longer selling new licenses to the QB Pro and Premier versions but has committed to continuing to provide to existing licensees on a subscription basis, which will include automatic updates for the essential and security features.   They are selling new licenses for the Enterprise version and because of its advanced capabilities and reliability are committed to continuing this version with updates and support.  

We and a number of other Intuit developers and Pro-Advisors have been campaigning for a lower cost version of Enterprise for those who prefer having their information on their own choice of servers and their own choices for historic information, privacy and security.    The look and feel of Enterprise is very much like the Pro and Premier versions and the file management utilities to transition are already in place.   The standard Enterprise can have up to 30 users; a more limited version could set the limit comparable to Pro/Premier versions and restrict some of the more advanced features.  

If you choose desktop, we recommend that you choose and setup one of the services for remote access such as AnyDesk (our choice), Teamviewer, Chrome Remote Desktop.   It is also a good idea to provide for automatic backups of your database and scans to both web-based and local locations with strong encryption for secure transfers.   For this we offer the Advanced Backup Protocol app and help you to set it up. 

If you will be using remote access substantially, we also recommend that you coordinate with our technical support to implement a VPN (Virtual Private Network) to assure security and privacy for your information.

To answer your questions....

Q:  I have an invoice that shows the proper sales total on the invoice, but when I generate the sales summary by customer, an item on the invoice is not reflected in the sales summary report. This item is something I hand key in the amount for when I generate the invoice, as the price of the item is different based on the fee we are charged by the frame lab. Is there a way to make the sales summary reflect the proper amount? I think this happens when I adjust the invoice in QB, after I already generated it in DQB. The invoice in DQB shows the proper total, it just doesn't show in the sales summary by customer report.

A:  To have the item amount in DQB match the one in QB, the change to the invoice needs to be performed in DQB with the indicator set to overwrite the invoice in QB.   In DQB, it is when the invoice is created that the DQB customer and case records are updated.   These are the records that that are used for DQB reports.  

When you request that the invoice be printed in DQB, the program accesses the invoice record in QB so that any automatic additions such as taxation are included.

Q: Do you plan to continue to offer a choice and synchronize DentaLab with both the online and desktop versions of QuickBooks?

A: Yes.  The majority of labs using DQB continue to synchronize with one of the desktop versions of QuickBooks, but each month the number synchronizing with online is growing.  Some labs are new to us and some are existing users who have chosen to transition to the online version.  

If you decide to transition from the desktop to an online version of QuickBooks, please be sure to work with us to develop a plan and to know what is involved, the differences and the decisions to be made.  You can call to discuss your plans and also request a copy of the white papers we have developed on this topic.

The handy automatics

Built into DQB and its supplements are many options for automatic actions.   The ideas for these have come from both its users and our technical staff.  They serve many purposes and help in these ways::   

• To establish your standards
• To assure things get done 
• Promote accurate complete entries 
• Save a lot of time
  
• Direct information to where it is needed
• Fulfill promises to your customers 
  

Many of the indicators and settings can be found in the Options/Settings menu by categories.   For some of these, the program provides the initial/default setting, but you can override with your choice. 

Next in line are the standards and indicators found in the Basic Lists.  Required are the customer, item and work center records.  Highly recommended in the more extensive optional set are Price Levels, Shades, Standard Procedures, Tooth Charts.  

The DQB Images/Digital Files supplement provides for automatically recording digital files and documents in association with each case and then accessing them in the variety of ways available to find and access case records.

The DQB Notifications supplement provides for automatic email reports on cases received and recently shipped along with marketing/service messages to customers and for automatic internal reports via email to lab management.

DentalRx provides a web portal for the dental office to submit prescriptions along with digital files and communications that are automatically transferred to a DQB case record.  Through its settings you can establish standards for complete and accurate submittals.   Both DentalRx and Lab Lookup provide for lookup of both current and history cases at the dental office.

The Advanced Backup Protocol provides for automatic backups of your information and digital files on the schedules you choose, to both local and web-based locations of your choice, with the level of encryption and security you select.

It is good practice to review these from time to time and to tune into the updates as they are announced in the quarterly releases. 

The power of the standard procedures

For those who have not had dental lab software or previously had less powerful software, setting up standard procedures generates the most requests for guidance and technical support from us.  These are essentially a framework for scheduling and guiding the work in the lab and assuring that all steps are covered.  In the user manual that is available from the Help button within DQB, there are guidelines and samples. For each step in the process, you will set the sequence, work center, item, days to schedule and optionally add notes.

Here are some of the important things to know:   

• When designing and entering a case, you can choose one or more standard procedures.  
• Once entered, the standard procedure steps can be edited and fine-tuned.  
• You can schedule more than one step in a day by entering 0 days until you want to advance the schedule. 
• You can include steps for the technician and for auxiliary steps such as extra materials, safety procedures, quality control, shipping to assure they are completed and tracked. 
• If a customer has very special needs, you can set up standard procedures just for them.  We recommend that you establish a naming convention for these and set up a customer alert to use them.
• When setting up or reviewing your standard procedures, it is a good idea to collaborate with those who have experience and expertise in the lab. 
  

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