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QuickBooks conversion from Peachtree project - by Jon Andrews, CPA, P.C.

In 1998, Retail Corp opened for business as a sole proprietorship selling high-volume, low-margin products. The company had tremendous success achieving annual sales of over $11,000,000 in 1999. The company employed an internal bookkeeper who was responsible for setting up and maintaining all of the internal books and records.

The company incorporated in the year 2000 and, rather than set up a whole new set of books, the bookkeeper created some additional accounts and kept on with the same set of books. The company continued to evolve, adding new products and discontinuing others as well as adding another location. In 2001, the bookkeeper left, leaving the company with a very cumbersome set of internal accounting procedures and no staff persons trained to be able to handle the day-to-day needs. By early 2003 it was apparent that the combination of business growth, staff, and accounting software was making it impossible for management to receive timely, accurate accounting information, make well-informed decisions, and do proper business planning.

To help resolve those problems, we did a complete conversion of the accounting system from Peachtree Complete to QuickBooks Pro. This project entailed significant planning so that there would be no interruption in the company's day-to-day business. Below is an outline of the process:

  • Create initial chart of accounts
  • Recreate active customer list with all contact information (approx. 1,100 customers)
  • Recreate active vendor list with all contact information (approx. 300 vendors)
  • Recreate active inventory item list and create new sorting categories (approx. 600 items)
  • Create accurate inventory costing information
  • Recreate other database information
  • Record all beginning balance information including detailed A/R, A/P, outstanding checks, etc.
  • Establish and create sales codes, commission codes, and related information for proper tracking
  • Perform test entries to ensure that above are functioning properly
  • Delete all test entries
  • Copy entire system to company server
  • Set up users, passwords, and permissions
  • Update for all transactions occurring between beginning balance date and installation date
  • Provide staff training
  • After completing the above, we established connectivity between my computer and theirs using GoToMyPC Pro so that, at any time, I could log in to their computer and assist them with any difficulties they were having.

    As a result of this project, the company now has accurate, up to the minute accounting reports so that management has a clear picture of where the business stands at any point in time. They also have the ability to provide information for tax planning, financial statements, and management decision-making on a moment's notice.

    If you are not satisfied with your current accounting system, please click here to download our initial questionnaire. After it is completed, email it to us for a detailed proposal customized to your needs.

    The example projects discussed in this site are actual projects that have been completed. The client names have been deleted to protect their privacy. We would be happy to discuss how these, or other ideas, apply to your specific situation.

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    The information contained in this site is of a general nature and should not be acted upon in your specific situation without further details and/or professional assistance. © 2001-2004 by Jon Andrews, CPA, P.C. and 7D9 Internet Services, LLC. All rights reserved.