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Multiple contacts at same company

Here's a puzzle for you. We use QB to run our association, and what we "sell" are events, meetings, courses, etc.

Our 'orders' have many different contact names on them. First, there's the "key contact" who is the person who registers attendees (often an Exec. Asst. someone similar). Then there are the attendees themselves (usually 1-3 per company). And then there is the person whose credit card is used to pay the fee- and this name is often neither the key contact or an attendee. (Big companies use corporate cards to pay for stuff).

We user the name of the person who pays as the "customer" because they are the person who gets the receipt.

When someone calls us and says "I lost my receipt for the December meeting", or "our company was charged for $X for an event on this date- who from our company attended?", even though we know the company name, it's hard for us to find the info we need (unless of course the caller was the attendee and paid for himself), because on QB you can't "find" by the attendee name and you can't "find" by the company name. We often get 100 people to our events, so to "find" by event or invoice amount doesn't help too much .

I've looked through this Usenet for answers, and couldn't find any. Can anyone suggest a work-around so that we can help for our callers more quickly?

Thanks a bunch!

Reply to
Rural Ontario
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Peanut gallery says, sync it to ACT and use ACT to look up

Reply to
Golden California Girls

I think you're asking or hoping for too much from a bookkeeping program. Its not an organizer and isn't intended for the kind of extraneous data you need to document. I'd suggest either locating a software package designed for events management to use in conjunction with QB or create a separate solution of your own with Excel or a database program like FileMaker Pro (probably easier to learn than Access) or Access.

Reply to
Tee

You will be surprised how powerful Quickbooks is and how "flexible" in doing what you want... Here are some suggestions.

  1. If the name of each attendant is important create non-inventory item for each. ( You bill will be itemised accordingly) Huge effort though
2.If the executive is important use the memo field ( this is a reachable by quickbooks) as for the event itself use Job Name. you can either print it or hide, it but it is still searchable. As you know, you can customize your printed reports.

The key here is EVERY entity you enter in QuickBooks is searchable. You can search for "12.53" in amount field and you will get a response. !!!

Reply to
Arishy

If you want to go to the trouble, QB can insinuate itself into Microsoft Outlook's Business Contact Manager (or vice-versa). That is, you can keep track of all contacts, meetings, people, prospects, email, virgins, and tattoos within Outlook and have the info available to QB _OR_ you can do all your financial stuff in QB and be able to access same from Outlook.

Reply to
HeyBub

Thanks Arishy-

We'll try your ideas.

Reply to
Rural Ontario

Thanks Arishy

We'll try your ideas.

Reply to
Rural Ontario

Hi Golden Girls

Thanks. I'll look into the ACT sync idea. We do use ACT!

Reply to
Rural Ontario

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Reply to
Rural Ontario

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