For those using SQLWorks Hosted, the ability to access SQLWorks anywhere is a major advantage. However, doing this may mean you need access local resources to print a document from SQLWorks, connecting to a new printer on a network that is unfamiliar to SQLWorks.
To do this, you will need to allow your saved Microsoft Remote Desktop connection (where Hosted SQLWorks is accessed) permission to access your printer (one of your local resources ) You can either do this when first setting up your connection to SQLWorks Hosted, or edit your settings to include this option later.
On Windows, this option is available by editing your saved Remote Desktop Connection, and clicking on the ‘Local Resources’ tab. Tick the ‘Printers’ checkbox to allow printing from Hosted SQLWorks to your local printer.
On Mac, this option is available by editing your saved Remote Desktop Connection, and clicking on the ‘Local Resources’ tab. Tick the ‘Printers’ checkbox to allow printing from Hosted SQLWorks to your local printer.
If your organisation stores files in a cloud storage app, SQLWorks can be integrated directly to view these folders in your ‘Documents’ tab, and files can be dragged and dropped into SQLWorks directly from the cloud.
This option can be set up from the main Navigation bar via Preferences > User Preferences > (User) > and by clicking the Setup Tab. By saving the file-path of your cloud app’s desktop folder into the ‘Remote/ Cloud Folder Path’ field, and clicking ‘Save & Close’, a SQLWorks user’s document tree will automatically default to view the chosen file location.
As long as your cloud app on your PC/Mac is able to sync to the cloud, SQLWorks will be able to make most up-to-date version of your synced files available for drag and drop.
This can be a useful way to make documents collected during fieldwork (eg: photographs) available to a main office – syncing direct from a smartphone, via your cloud app of choice, to be dragged and dropped against projects in SQLWorks.
Options include Microsoft OneDrive, Google Drive, Apple iCloud and Dropbox, as well as many other cloud file storage applications with a read/write access ‘desktop folder’ style client. (If you’re using a lesser-known cloud storage service with SQLWorks cloud link – we’d like to hear about it!)
This tool can also be used with a valid filepath to a location on a traditional on-premise server, and may be useful for businesses with very complex file structures, to help users automatically find the file location they would normally use for managing documents.
SQLWorks cloud link helps leverage all the flexibility of your favourite cloud app, to gather important files into your CRM, accounting and stock control system.
For additional support and assistance, please contact our SQLWorks team today.
SQLWorks Accounting includes the option to enter Journals both manually, but also offers the chance to save time by importing journals from a spreadsheet of data directly to your Nominal Ledger.
When in the Nominal Ledger click ‘Journal’ in the top toolbar, and the add Journals window opens. To begin importing your journals, click the ‘Import Journal Option, and browse for the file you wish to import.
Imports must be imported using a fixed format from a template file: a copy of which can be found within your SQLWorks installation ‘Misc’ Folder as a Microsoft Excel spreadsheet – or downloaded here.You will need to enter your data and save the file as a tab-delimited text (.txt) file before importing.
SQLWorks will warn you if the data you are seeking to import is old, and may block you from entering nominal journals into locked accounting periods.
Once importing journals has run successfully, your nominal journal data will appear in the list of journals to be added, and users can commit them to the Nominal Ledger by clicking ‘Save and Close’.
Quoting a customer can be a delicate process, and sometimes you need to be able to issue a quote with detailed options. We’ve collated a few handy tips to help your sales team build the perfect SQLWorks quote.
If you’re putting together a more complex quote, it can sometimes be useful to give a customer options. You can create these by right-clicking on the line numbers on the left of each quote line, and selecting ‘Choose Option Group’ to place groups of lines under ‘Option 1’ ‘Option 2’ subheadings (1.)
These options are normally alternatives to each other, so you typically won’t want SQLWorks to total them together. You can remove the overall total by switching to the to ‘Extras and Project’ Tab in the top right of the quote header, and unchecking the ‘Print Totals’ checkbox (2.) This will remove the ‘grand total’ from the bottom of the normal quote template (please note that if you exclude VAT you’ll need to include an amendment to this effect, as depending on your settings, the total VAT may no longer be visible.)
If you need to include sub-total lines instead for each option group, the easiest way is to add a sub-total line at the end of each group. By right clicking on the grey background of any given line, you can choose ‘Toggle Line Type’ to change a line to display the sub-total of the group immediately above it, to be hidden or to become a comment line without any costs (3.)
The area around the line number will change to a different colour to reflect the line type (1), and the quote template will change to incorporate the new line type. This is useful to help keep your quote clear and tidy – to add a running sub-total, line gaps or comments.
With these extras it’s easy to build more complex quotes from SQLWorks, and give customers an informative choice.
A Quick Disclaimer: if you have a custom quotations window for your company/organisation, one or more of these quoting tips features may be disabled. If you need them – speak to the SQLWorks team!
Keeping on top of your data means cleaning old entries and removing companies you don’t need every now and then – but what’s the best way to do this?
Your SQLWorks includes an ‘inactive’ status for removing companies, which allows you to effectively tidy your database whilst avoiding deleting data you might need later. – SQLW
We recommend using this feature because outright ‘deletion’ of a company is normally not the best option. Most companies have linked information connected to other parts of SQLWorks: including phone logs, tasks and more, which makes deletion impractical.
To make a company inactive, right click its name in the main Companies List and click the ‘Toggle Active’ button to move a company to inactive status.
Inactive companies can be recovered later if users need to access older data, whilst keeping their main working list up to date for other time-sensitive tasks, e.g.: when generating mailshots, and ensuring your company files always remain accurate.
Although SQLWorks is designed to avoid the need for multiple windows, sometimes this trick to open additional windows can be very useful.
To open an extra SQLWorks window, simply ‘Shift-click’ by holding shift at the same time as clicking on a chosen SQLWorks menu item.
This works with every Navbar section, tab and subsection of SQLWorks – and is useful for when you need to be able to refer to two (or more) unconnected sections of SQLWorks at once.
For example, whilst you’re busy working on a customer’s quote, the phone rings with a call from a different customer who wishes to book a meeting. Simply ‘shift-click’ the SQLWorks Calendar to open a separate diary window for you to work with.
Each of the windows behaves independently, and can be used, moved, resized or closed as normal. The only exception to this rule is that multiple copies of the same window will not synchronise any edits you make between copies.
This handy trick guarantees that you can work in different parts of SQLWorks simultaneously however you need.
Need some helpful advice? Contact our SQLWorks team today: 01271 375999
It’s often useful to be able to see what a company has been quoted for, ordered, or has been invoiced for, over a longer period of time.
SQLWorks provides a useful summary of this information under each company’s ‘Stock by Account’ table.
Opening a company’s Sales Ledger Account in SQLWorks and clicking the ‘Stock’ Tab in the main window will display a table that breaks down a company’s stock data by month. Users can choose the financial year to observe, filter by Product, Stock Group or more, and choose to count the number of quotes, orders or invoices.
This is a useful feature for repeat customers, providing a quick and easy summary of activity on a customer’s sales account over the course of 12 months. For a more detailed list of stock or custom items quoted, ordered or invoiced, click the ‘Detail’ tab and specify the date range with which to search that company’s sales account.
Either table can also be exported to Microsoft Excel if needed, so that SQLWorks can always report your sales account activity in the way that is most convenient for you.
Contact our SQLWorks team for more information: 01271 375999
Working in a larger team means that a post-it note can easily get lost – so SQLWorks lets you leave prompted reminder messages for other members of your team, called Prompt Notes.
Your prompt note will pop up when another SQLWorks user opens a specific company entry from the company’s list, a specific company’s account, project or all of these, and can be used to set reminders for all members of your team when accessing that company record.
Prompt Notes can be set from your SQLWorks default preferences for any chosen company by clicking ‘Edit’ from the toolbar, and selecting the ‘Prompt Notes’ Checkbox.
Choosing ‘None’, ‘Projects’, ‘Accounts’ or ‘All’ from your SQLWorks Preferences sets when the message should appear. Selecting ‘None’ restricts your prompt note to the company’s Companies List entry only.
Prompt notes are a useful tool for leaving warning messages, designated contact points or other client-specific information, and ensuring everyone gets a prompt for an important reminder.
If your company email password has changed, SQLWorks won’t be able to integrate with your email – here’s how to fix that.
You can update your SQLWorks integrated email password via ‘Preferences’ in the main Nav Bar (1). Clicking ‘User Prefs’ will open your company’s SQLWorks users, giving you access to some of your own accounts settings by clicking your own name on the user list.
This opens the Employee Info window shown above. In the bottom right panel your email settings are saved (2) – here you can update your User ID and Password, along with other integrated email settings such as your email signature.
Higher security user settings can only be changed by a designated system administrator, or the SQLWorks team by formal request.
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