Setting Up A New Data Automation Account – Dropbox

In this video, we’re going to discuss how to set up your new Data Automation software account. This software is automatically going to send you a link and a username and password to log in to your account.

1. Click on the link and enter your username and password. Click Login.
2. Choose a file handling type. In this example, we chose Dropbox account as the handling type.
3. Enter your personal information: first name, last name and phone number.
4. Select the time interval that you’d like the software to automatically pull your information from your file handling type into the Data Automation software.
5. Select the file handling type. In this example, we’re going to select Dropbox.
6. It’s going to ask you for your APP Key and your APP Secret. To get this information, go to www.dropbox.com/developers/apps.
7. Click on the Create App button.
8. Click Dropbox API app.
9. Click on Files and datastorers.
10. Click No.
11. Click all file types.
12. Enter the name of your app.
13. Tick the box to agree to the Terms and Agreements.
14. Click create App.
15. You will then be redirected to a page where you’ll find the APP Key and the APP Secret. Copy these information and paste into your Data Automation account.
16. Select the language you’d like the software to be in.
17. Click Update.
18. Click Allow.
19. You now have successfully set up your new Data Automation Account using Dropbox.
20. Go to the Password Tab to change the password that the software has sent you.
21. Click Update when done.

How to Use the Memorize Function to Speed Up Data Entry for Receipts

In the data automation software, if we have multiple receipts that are the same vendor, but the business name might be different. Let’s say, these are all Gas Plus receipts but they have different business names associated with them. We can easily memorize all of these two one vendor. As a Fuel GL. It’s a GST, so I just make sure I’m Fuel, GST only. I can select those items and I can memorize it. So every time a fast gas oil comes up, it’s to 52nd Street. Every time to 52nd Street comes up, it’s 52nd Street as a vendor. Memorize these transactions. There we go. All of these items are coded to 52nd Street with these GLs and Tax codes and then I can very easily select all of them and push it to the accounting software.
And of course, even if it’s decided at a later date, if you want to change that back, and you want this particular gas receipt to be memorized as it’s own vendor, re-memorize. There we go. Conrich Gas is now Conrich, all the other ones have stayed the same. This is how easy it is to change vendors, memorize, map, for expedient use of our software.

How to Scan Your Reciepts More Effeciently

For some bookkeepers we’ve been piloting in a couple of locations. We can actually supply the person do the scanning for you -at additional cost of course. It ends up being a more efficient use of the bookkeepers time, because we have the right type of scanning technology to be really efficient on how we scan the data. If the bookkeeper wants to do the scanning themselves, or else they have staff that are underutilized then we have a number of video tutorials on how to be really efficient in your scanning, so that it doesn’t take up too much time.

One example is that we had a client, who has two retail locations, and a construction company. We can do a months worth of scanning in under an hour. That’s just because we’ve trained them well, we’ve got everything set up, and we can be really fast in how we do that scanning.

We can actually either supply someone on site to come by once a week, and do your scanning for you, or else we can train one of your existing staff.We help you optimize the scanning so that you’re really efficient. This is based on months of trial and error on our part.

Extract data from PDF’d Bank and Credit Card statements AND convert that data to OFX or QBO files for Auto reconciliation

Our software extracts the individual line items from the PDF to bank and credit card statements and then we push them into the web interface. And then we can code bulk transactions just like the benefits of Quickbooks Online, Sage and Xero. So, you can do a search for “gas” and it will pull out all the transactions from the bank statements with the word “gas” is in the descriptions and then you can code them to one GL account. Another thing we can do is we can convert the files to to qbo or obx files and then you can import those files into quickbooks desktop for auto reconciliations. Finally, when you code those transactions, not only does the software create the vendor invoice but it also creates the payment. So you’re getting multiple steps completed in one step. You can bulk and code transactions, create a qbo or obx file, and entering the vendor invoice and payment at the same time.

How To Find Files in Windows Explorer

In this video, you will learn how to easily and quickly find files using the search function built into Windows.

Using the search function built into Windows allows us to find and sort things very quickly. This will be your greatest tool to help find folders and documents for clients. The search function will allow you to filter by file name, date, or documents that have been paid a certain way – including by the authorization or source number. The search function will let you easily pull up documents and folders that need to be added to your accounting system and will help you do your job faster.

How To Create A Folder Structure

This video teaches you how to create a folder structure to help you easily sort your receipts and other scanned accounting documents.

Each client will have various different client’s within their main folder. For each client you will need to have a “to be entered” folder that all your scanned documents will go to. This should always be at the top of your folder structure so your bookkeeper is easily able to enter that information quickly. Within that folder you should have Accounts Payable – not paid and Accounts Payable – paid.

How To Upload Files for GUI

In this training video, you will learn how to easily and quickly upload files, which includes your receipts, bills, and invoices, to your data automation software.

1. Go into your file structure for the company you wish to use (in this case Dropbox)
2. Copy your files into the Dropbox folder
3. Once uploaded, go into the Data Automation site and extract the data from that folder
4. Once uploaded they will be transfered to the uploaded folder in Dropbox
5. Now you can review the files that have been uploaded and make sure they are correct
6. Process the documents

How to Adjust the Settings of your Data Automation Software Based on Your Preferences

This training videos discusses about the settings of your data automation software and how you can adjust the settings based on your preferences.

In the Settings and Preferences tab you can change things like:
-name and phone number
-time interval
-document extraction type
-file handling type
-file input settings
-language preferences
-two step factor authentication
-change your password

How To Sync QuickBooks to your Data UI Platform

In this training video, you will learn how to connect your client into your accounting database. This example uses QuickBooks.

1. Once your client is in the system you need to connect that client with your accounting database
2. Go to Quickbooks, first install the Quickbooks web connector to the computer where Quickbooks is installed
3. Go back to the Data Automation UI, click Quickbooks Canada which is at the bottom of the first page
4. Type in your username and password and select your timezone and save it
5. You should now have two files. They will need to be uploaded to the web connector
6. Click allow to the prompts that come up and your Quickbooks database for that company will now be synched with the Data software UI