CPA Technology Blog

QB 2006: Setting Up Multiple Users, New SQL DB

I recently received my ProAdvisor copy of Quickbooks Pro 2006, Premier Accountant Edition.  It seems to be a nice upgrade - new features are listed here, and it seems to be stable from my limited testing.  While you might not notice it, Intuit has replaced the underlying database with Sybase SQL, which is a more robust solution than has been available in the past.  This will result in larger files, but the software should handle them better as well.

While this new database offers more opportunities, any techie who has supported a CPA firm knows that changing database platforms is a potential area for new conflicts where things worked and played well together in the past.  One issue which seems to concern many CPA/Technologists is the best way to set up QB 2006 in a networked environment.  Intuit recommends setting up one user workstation as the "server" in a networked environment, and for those who don't have a dedicated server such as Microsoft's Small Business Server 2003, this will be the only option.  With the new security emphasis at Microsoft, as well as the firewalls built into Win XP SP2 and Symantec's Norton Internet Security, this may make the job of setting up the new program a little more complex than you thought, what with the client/server architecture and other changes.  For those who do have a dedicated server, Doug Sleeter, the CEO of Quickbooks Consultants "The Sleeter Group," has posted an article to his website on how to serve up Quickbooks on a server such as SBS2003.

One of the interesting dilemmas which will need to be addressed by CPA Firm Technologists is the way security is handled in the two programs:

• Quickbooks requires (pretty much) Admin access on the local PC to run effectively. (see Susan's post , and numerous others on her blog)
• MS Small Business Accounting - appears to have security tied into the Windows login.  This excerpt from the Software Guide MS provides its partners through their Professional Accountants Network and the partner program illustrates the issue better than I can alone:

All members of the Windows Administrator Group have full access to Small Business accounting, including installation, setting up the company, managing user roles, installing add-ins, creating or importing an accountant's backup copy, setting up access for multiple users, and using any of the Data Utilities commands on the File menu (emphasis added)

The issue here is this:  If your bookkeeper (or your client's bookkeeper) is supporting clients on QB and SBA, QB requires local admin access, which will then negate your ability to restrict that same users' rights on SBA databases.  While this may not be a big deal at small shops, this does introduce a new internal control risk here.  MS's approach is superior in the long run, and will be hopefully enabled by the upcoming release of Windows Vista, which places emphasis on restrictiing user rights wherever possible, but until QB changes its approach, there may be some risks here.  This also creates problems for those running QB in a terminal server/Citrix environment.  While experts such as Susan Bradley have workarounds, they are reported to still have some conflicts which require the use of admin rights for some activities.

BTW, the Sleeter Group publishes a text which I own called the Quickbooks Consultants Reference Guide - get 10% off by using code "K2" at the checkout on their site, www.sleetergroup.com.  I own and recommend that you consider this guide, which includes all sorts of "real world consultant tips" with your clients).  K2 also has a discount code for those in the ProAdvisor Program which will get you $100 off of the standard price for this resource.  (and based on my blog's traffic reports, if you're here, you probably found out about me from a seminar through either K2 or AICPA) The code is 11089-07986.

Disclosure: I teach seminars for K2 Enterprises, who receives travel funds from numerous clients and consults with software and hardware vendors, including Intuit and The Sleeter Group.  I don't personally receive any commissions, incentives, or other payments from these discount codes, and the only thing I get above fees for teaching classes is evaluation copies of software and other materials to use in preparing for seminars.

The Smokies for Newbies

Sent this e-mail to a person who asked about the Smokies, and thought it might be of interest to some of you. BFT

Dear XXXXXXX:

I have forwarded your information to some locals who work in either accounting or real estate, and are familiar with the booming cabin business in Sevier County, TN. Sevier County is about 30-45 minutes past Knoxville on I-40 and state route 66. If you have teenagers, I would stay close to Pigeon Forge, which is where much of the "let's go do stuff" things are, while if you're looking to be closer to nature, I'd look at communities like Townsend, Wears Valley, Gatlinburg (very touristy, but right next to the Great Smoky Mountains National Park). I am a CPA and IT consultant in Knoxville, TN, and support a couple of CPA firms and law firms in Sevier County, so I'm traditionally up there 1-2 days a week when I'm not traveling all over the country teaching continuing education. The locals I've sent your info to include:

* Cayce Smith - owns a cabin in Gatlinburg -

* John/Becky Gargis - Own one and rent additional cabins in Gatlinburg - www.smokymountainsrental.com is their main cabin.

* Two CPA'sand a Sevierville attorney who work with clients that rent cabins overnight - I'll have them or their clients call you if you will provide your phone # and specs for what you want to rent.

If your friends or associates need more information, or would like for me to e-mail their request to the same group of property owners, have them send the request to cabins@tankersleys.us. My friends and clients would love the referrals, and you will do better renting from individuals than you probably will from renting through a large management company, especially when you want amenities like those you requested.

XXXXXX, the skiing here pretty well stinks by ski fanatic standards, but is better than nothing. If you're used to West Coast resorts like Vail, Heavenly, and Squaw Valley, you're going to be disappointed. That having been said, if you just want to play in the snow, you can do it in Gatlinburg - they have lots of snow-making machinery up there, but I'm not sure when they will open for the season. The ski resort up there is called Ober Gatlinburg, but my ski friends tell me that it's nothing special. They do have an artificial ski surface up there, and there is a tram you should ride up there whether you intend to ski or not - it's an amazing view of the mountains. Ober also has an indoor skating rink which is pretty nice.

My favorite restaurants in Sevier County are as follows:

* The Apple Barn - nice family place, good country cooking. I am told that thereis one of these in Gatlinburg and in Sevierville now.

* Calhoun's - Great Barbecue (pulled pork with tomato sauce), good steaks and salads. The owner, Mike Chase, is one of the premier restaraunt operators in the area - very consistent, good quality. They also brew their own beer (yum!).

* The Park Grill - Architecture is amazing (huge solid pine lodge reminiscent of the lodges at western national parks). Food is pretty good - great place for coffee and dessert.

* The Peddler is supposed to be a pretty good place (Gatlinburg), although I haven't been there in 10 years.

Touristy thematic restaurants with the standardfare (which I can't recommend or advise against since I haven't visited them)include:

* Hard Rock Cafe (Gatlinburg)

* NASCAR Cafe (Sevierville)

* Alabama Grill (the country band, not the state) - (Sevierville)

A few fun places I like include:

* Cowboy's Seafood - Think Longhorn Steaks in the middle of nowherewith peanut shellson the floor and serving fried fish. It's an acquired taste, but interesting. They are on Douglas Dam Road, off of TN-66 between Sevierville and I-40.

* The Front Porch - Bills itself as the "World's Only Mexican Bluegrass Restaurant". They do close for the winter, but I'm not sure when. Their slogan is "One Mean Hombre, Has Much Hongry"

There is hiking in the national park all the way from handicapped-accessible, paved trails for the handicappedup to the Appalachian Trail for experts. You can buy a $2 map at the visitors center in the park, but I recommend the Happy Hiker, a hiking shop just outside the park in Gatlinburg (www.happyhiker.com). They have a wide variety of trail books which will give you an expectation regarding the sites on a trail as well as the difficulty of the trail. They also have boots, wool socks, packs, tents, etc.

Gatlinburg hosts a Ripley's Believe it Or Not Museum, Ripley's Aquarium in the Smokies, and other sites. Gatlinburg is the more upscale area- nicer shops,etc.

Pigeon Forge has more amusement park type places like Dollywood, the NASCAR go-cart place, goofy miniature golf places, etc. It's probably a little more low brow than Gatlinburg. Finally, Wears Valley and Townsend are much slower, much more relaxed places, and would cater more to those seeking peace and quiet. If you can, you should go to Clingman's Dome, the highest point in Tennessee. This will require a .5 mile steep walk up a paved path, but there is a tower at the top which provides an amazing view on a clear day. This is in the middle of the GSM National Park, and is closed after the snows start, so check with the visitors center before you drive up there for nothing.

Pigeon Forge offers a number of theaters, including performers Lee Greenwood and Louise Mandrell, as well as an Elvis Impersonator (Lou Vuto is his name, I think), so there's plenty of fun stuff for everyone.

If coming from the South or West (e.g. Atlanta/Nashville at peak times, you'll do better to take US 441 (Henley St. in Knoxville / Chapman Highway from Knoxville to Sevierville) south through Knoxville toward Sevierville. This will meet up with The Parkway (TN-66 in Sevierville), where you would normally want to turn right if going to Gatlinburg or Pigeon Forge. If traffic is nasty, go straight through the light at the Courthouse (intersection of 441 and TN-66, and go a mile or two furhter on this road, called Dolly Parton Parkway to an Exxon Station, which is across the street from a McDonald's. To go to Gatlinburg and Pigeon Forge, turn right on this road (Upper Middle Creek), and follow it until it comes out near Dollywood in Pigeon Forge (intersection of Teaster Lane and Middle Creek, near Patriot Park). This is near Dollywood, and if you bear left at the light when you get to Pigeon Forge, this road will dead end into Parkway on the far side of Pigeon Forge, nearest to Gatlinburg. If passing through, please buy some doughnuts from the Krispy Kreme, and tell Joey Messick that I told you to stop in. (I have done some consulting for them in the past.)

There are a number of bookstores for those seeking a good book up there, including a Bookland in Gatlinburg, a Books A Million in Sevierville, and numerous others across the county. You should also watch taffy being made as you walk down the parkway in Gatlinburg - it's neat to see the candy made by hand. Pi Beta Phi, the sorority, sponsors an artists colony in the middle of Gatlinburg, and there are numerous other local artists (e.g. photographer Ken Jenkins, who operates the Beneath the Smoke gallery in Gatlinburg. Artist Jim Gray, who has a number of galleries, and many others). There is also an artists' colony near Gatlinburg I think its off the road to Newport.

If you're passing through Knoxville, I recommend the Women's Basketball Hall of Fame (downtown Knoxville), Yee-Haw Industries on Gay Street (the main drag through downtown Knoxville - artist shop who has done work for Ralph Lauren, etc.), and Litton's Restaurant (take I-640 to Broadway, head north 1-2 miles, and Litton's is across from the "Fountain City Duck Pond" at Essary Road and Broadway) - best hamburger on the planet. and the best desserts you will encounter. The best mall in Knoxville is West Town Mall, I-40 at Exit 380. While there, take your girls to the Le Sportsac store off of Montvue Road - one of my sister's friends owns it, and they have purses, bags, and lots of costume jewelry. Again, tell them that I sent you (Lee Anne is the owner). Other sites to see include the East TN Historical Society (Gay St.at Union), the James White Fort (downtown Knoxville), and the Zoo (pretty good fot a city this sized).

Non-chain restaurants to visit if in Knoxville include the following

* Calhoun's (casual dining, barbecue) - numerous locations - my favorite is the original on Neyland Drive in downtown.

* Copper Cellar (Fine dining) - downtown and by West Town mall

* Regas (Fine dining)

* Italian Market and Grill (good italian)

* Riverside Tavern / Lakeside Tavern - Good food, great views of the water.Dressy Casual.

* Naples (italian)

* Stir Fry Caf (Thai)

* The Chop House (Steaks, amazing pork chop)

Good luck, and if I can help, please drop me a line nospamattankersleysdotus

Brian

Spyware Comparisons....

http://spywarewarrior.com/asw-test-guide.htm has a comparison of anti-spyware programs, and (surprise), the Microsoft (aka Giant) anti-spyware product has come out on top.  While the tests were performed about a year ago, the author seems to be one of the only third parties testing all solutions.  Interesting methodology for getting infected and for testing the effectiveness of the anti-spyware programs.  It's also interesting to see that no one product is going to detect everything - so the best prevention is to not participate in risky behaviour.

Thanksgiving, 1620.

I saw this in the Wall Street Journal Online today, and wanted to pass it along to you and yours.  Thanks for your counsel and friendship through the years, and I wish each of you a very happy thanksgiving, a merry Christmas, and a prosperous 2006.  As I sit here in my parents' living room with my wife, my son, both of my parents, and my sister and her family, I am struck with the many blessings the Lord has put at our table, including our family, our friends, and our health.  May God bless you all as richly as He has blessed my family with good times this holiday season which will make those long, dark days of winter ahead warm with pleasant memories of the things that are really important - faith, family, and friends.

Best regards, Brian

______________________________

The Desolate Wilderness
November 23, 2005; Page A16

Here beginneth the chronicle of those memorable circumstances of the year 1620, as recorded by Nathaniel Morton, keeper of the records of Plymouth Colony, based on the account of William Bradford, sometime governor thereof:

So they left that goodly and pleasant city of Leyden, which had been their resting-place for above eleven years, but they knew that they were pilgrims and strangers here below, and looked not much on these things, but lifted up their eyes to Heaven, their dearest country, where God hath prepared for them a city (Heb. XI, 16), and therein quieted their spirits.

When they came to Delfs-Haven they found the ship and all things ready, and such of their friends as could not come with them followed after them, and sundry came from Amsterdam to see them shipt, and to take their leaves of them. One night was spent with little sleep with the most, but with friendly entertainment and Christian discourse, and other real expressions of true Christian love.

The next day they went on board, and their friends with them, where truly doleful was the sight of that sad and mournful parting, to hear what sighs and sobs and prayers did sound amongst them; what tears did gush from every eye, and pithy speeches pierced each other's heart, that sundry of the Dutch strangers that stood on the Key as spectators could not refrain from tears. But the tide (which stays for no man) calling them away, that were thus loath to depart, their Reverend Pastor, falling down on his knees, and they all with him, with watery cheeks commended them with the most fervent prayers unto the Lord and His blessing; and then with mutual embraces and many tears they took their leaves one of another, which proved to be the last leave to many of them.

Being now passed the vast ocean, and a sea of troubles before them in expectations, they had now no friends to welcome them, no inns to entertain or refresh them, no houses, or much less towns, to repair unto to seek for succour; and for the season it was winter, and they that know the winters of the country know them to be sharp and violent, subject to cruel and fierce storms, dangerous to travel to known places, much more to search unknown coasts.

Besides, what could they see but a hideous and desolate wilderness, full of wilde beasts and wilde men? and what multitudes of them there were, they then knew not: for which way soever they turned their eyes (save upward to Heaven) they could have but little solace or content in respect of any outward object; for summer being ended, all things stand in appearance with a weatherbeaten face, and the whole country, full of woods and thickets, represented a wild and savage hew.

If they looked behind them, there was a mighty ocean which they had passed, and was now as a main bar or gulph to separate them from all the civil parts of the world.

This editorial has appeared annually since 1961.

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NASBA to Provide CPE Tracking Tool

Greg LaFollette has scooped the world and caught information on a new CPE tracking tool to be launched next year by NASBA.  See link for more details.

http://www.thetechgap.com/2005/10/nasba_to_provid.html

COSO releases Guidance on Internal Control Over Financial Reporting (ICFR) for Smaller Public Companies

COSO released an exposure draft of their new document on ICFR in smaller public companies today.  For more information, please visit their website at http://www.ic.coso.org

Hushmail: Secure E-Mail for Everyone

I have been struggling with how to e-mail confidential information to clients for some time. As many of you know, standard e-mail is inherently insecure. Both POP3 and IMAP send your username and password in clear text over the internet. Some time back (I think about 5 years ago), the FBI was publically chided for using a 'sniffer' called Carnivore. While sniffers have been widely available even back in the 1980's, this was a key case for the limitation of government surveillance on private citizens. The case highlights the importance of being careful what you say in e-mail, and the ease with which CPAs can enable identity theft if they e-mail tax returns to clients. A sniffer would only need to be inbetween a CPA and his or her client and specify a filter of ###-##-#### to pick up confidential data like social security numbers. Game over. Turn in your CPA license at the door.

About seven years ago, I happened across Hushmail, a secure e-mail service operated by Hush Communications. I have enjoyed using their service during that period, and upgraded to their 'pay' product some time back. They have a free service, which allows you to send email to another hushmail user securely with strong encryption. How strong? Strong enough that if you lose you pass phrase, you're out of luck. There is no getting encrypted files back without either the pass phrase or the services of the NSA or KGB. Until recently, both parties to a transaction would have to have Hushmail accounts (or at a minimum, digital ID's) to send or receive secure e-mail. This made it difficult, but not impossible to exchange data with clients, who almost universally did not have such certificates, and the technology was a little too 'geeky' for all but the nerdiest nerds.

This changed substantially a few weeks ago, when the webmail interface changed to allow you to specify a question and related passkey to encrypt data sent to a third party. While this feature may have been around for a while, it represents an evolution in the usability of encrypted e-mail. I can now send and receive files with confidential data like social security numbers to and from clients without them having to get a Verisign Class I digital ID and the tech sophistication needed to use it.  No client program, no certificate, no problem.  The data is enveloped in an encrypted envelope, and if the password is entered incorrectly five times, the message "self-destructs":

Warning: Your previous answer did not match the answer entered by the sender. Remember, you must spell the answer in exactly the same way as the sender.

You have 0 tries remaining (of five possible).

To protect your privacy, we have permanently disabled this secure email.

Wow.  Just like those tapes on Mission Impossible.  Cool.  All you have to do now is call the client on their cell phone and give them a hard password to give them access to the encrypted "envelope".

So if you MUST e-mail secure information to others, look at Hushmail. I've used it for some time, and love it.

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