class allocator user guide2

Class Allocator

User Guide

Table of Contents 2

Addon Software Solutions, LLC http://www.addonsoftwaresolutions.com/

Class AllocatorVersion 1.1.3

Last Revision: 2010/11/30

Table of Contents TABLE OF CONTENTS .................................................................................................... 2

INTRODUCTION ............................................................................................................... 3

IMPORTANT GUIDELINES .............................................................................................. 4

INSTALLATION ON XP .................................................................................................... 5

INSTALLATION ON VISTA ............................................................................................ 11

INSTALLATION ON WINDOWS 7 .................................................................................. 18

CURRENT PLUG-IN FEATURES ................................................................................... 25

ALLOCATE EXPENSES ACROSS CLASSES ..................................................................................... 25 CHECK FOR UPDATES ................................................................................................................. 42 ABOUT ....................................................................................................................................... 43

APPENDIX A: RUNNING THE PLUG-IN ON A DIFFERENT COMPANY FILE ............ 44

APPENDIX B: UN-INSTALLATION ................................................................................ 46

Introduction

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Introduction

This document describes the features and functionality of Class Allocator plug-in.

Part I of the document will assist you with installing the plug-in – see Important Guidelines and Installation

chapters. Please note that there are two special chapters dedicated to installing the plug-in on Vista and

Windows 7 – see Installation on Vista and Installation on Windows 7.

Part II (Current Plug-in Features) deals with the description of the main application features.

Allocate Expense Across Classes – gives you step-by-step instructions on how to allocate expense

across classes.

There are two Appendixes:

Appendix A – Running the plug-in on a different company file;

Appendix B – Uninstalling the plug-in.

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Important Guidelines

NOTE:

Please note that the application will fail to install if QuickBooks® 2008 or later is not already installed. Before starting the install process for Class Allocator make sure you have the required QuickBooks® version on your machine.

Backup your QuickBooks® company file(s) periodically. This will prevent your company file from

being damaged by any possible undetected errors. Administrator rights are required on the machine to install the application. If your QuickBooks® company file requires login, on opening QuickBooks® for the first time after the

installation of the plug-in, make sure to login to QuickBooks® as Administrator (you need to do this only once, immediately after the plug-in was installed). On subsequent logins, you can use any other QuickBooks® accounts.

The plug-in requires QuickBooks® Redistributable Package 8.0 and Microsoft .Net Framework 2.0. In

case you don’t have any of these components installed on your computer, the installer will assist you with downloading and installing them.

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Installation on XP NOTES:

Requirements in order to run the plug-in on Windows XP:

- Windows XP (SP2 or later)

- At least Release 13 of QuickBooks® 2007 (R13). Intuit provides updates to their products, so

you can find the Release 13 of QuickBooks® 2007 on Intuit website. Visit their website and get the latest

updates (http://support.quickbooks.intuit.com/support/ProductUpdates.aspx).

Close QuickBooks® before installing the plug-in. The following steps need to be performed:

Double-click the downloaded Setup.exe file to start the plug-in installation.

The Setup window will be displayed; click Next:

Figure 1: Class Allocator Setup Wizard

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In the next dialog select a location where Class Allocator will be installed; click Next.

Figure 2: Choose Installation Folder

By default the application will be installed in C:\Class Allocator\. If you want to install the plug-in in a different folder, click the Browse button (see above); select a new location from the Look in drop-down list and click OK:

Figure 3: Different Installation folder

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Next click Install:

Figure 4: Install Application

A progress bar window will inform you about the status of installation; this step may take several

moments:

Figure 5: Installation Progress Bar

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To complete the installation click Finish:

Figure 6: Finish Installation

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Launch QuickBooks®. In the window that will be displayed, select Yes, whenever this QuickBooks® company file is

open and click Continue:

Figure 7: Grant Access to QuickBooks®

Next, click Done:

Figure 8: Access Rights

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A new set of sub-menus will be created under Company-> Class Allocator:

Figure 9: Application installed on QuickBooks®

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Installation on Vista NOTES:

Requirements in order to run the plug-in on Vista (with UAC on):


you can find the Release 13 of QuickBooks® 2007 on Intuit website. Visit their website and get the

latest updates (http://support.quickbooks.intuit.com/support/ProductUpdates.aspx).

Close QuickBooks® before installing the plug-in. The following steps need to be performed:

Right-click the Setup.exe file and select Run as administrator:

Figure 10: Installation on Vista- Run as Administrator



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Figure 11: Class Allocator Setup


Figure 12: Installation folder

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By default the application will be installed in C:\\Class Allocator\. If you want to install the plug-in in a different folder, click the Browse button (see above); select a new location from the Look in drop-down list and click OK:


Next click Install:

Figure 14: Install

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A progress bar window will inform you about the status of installation; this step may take several moments:



Figure 16: Complete Installation

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Right-click the QuickBooks® icon and select Run as administrator:

Figure 17 Run QB® Company as Administrator

This operation is necessary only when running the plug-in in QuickBooks® for the first time.

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In the window that will be displayed, select Yes, whenever this QuickBooks® company file is open and click Continue:

Figure 18: Grant access for application to QB company file

Next, click Done:


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Figure 20: Application installed on QuickBooks®

Close QuickBooks®.

Re-open QuickBooks® by simply double-clicking the QuickBooks® icon.

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Installation on Windows 7 NOTES:

Requirements in order to run the plug-in on Windows 7:

- Windows 7 (all editions except Starter and Basic)


you can find the Release 13 of QuickBooks® 2007 on Intuit website. Visit their website and get the latest

updates (http://support.quickbooks.intuit.com/support/ProductUpdates.aspx).

Close QuickBooks® before installing the plug-in.

Proceed as shown in the following stages:

Right-click the Setup.exe file and select Run as administrator:

Figure 21: Installation on Windows 7- Run as Administrator



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Figure 22: Class Allocator Setup


Figure 23: Installation folder

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By default the application will be installed in C:\Class Allocator\. If you want to install the plug-in in a different folder, click the Browse button (see above); select a new location from the Look in drop-down list and click OK:


Next click Install:

Figure 25: Install

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A progress bar window will inform you about the status of installation; this step may take several moments:



Figure 27: Complete Installation

Right-click the QuickBooks® icon and select Run as administrator:

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Figure 28 –Run QB Company as Administrator

This operation is necessary only when running the plug-in in QuickBooks® for the first time.

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In the window that will be displayed, select Yes, whenever this QuickBooks® company file is open and click Continue:

Figure 29: Grant access for application to QB company file

Next, click Done:


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Figure 31: Application appears in QuickBooks®

Close QuickBooks®.

Re-open QuickBooks by simply double-clicking the QuickBooks icon.

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Current Plug-in Features

The Class Allocator application has two main menus:

Allocate Expense Across Classes

Check Updates

About

Allocate Expenses Across Classes Open QuickBooks®. Before opening the Class Allocator application the user must access class tracking option. Select Edit->Preferences.

Figure 32: Access options

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In the new screen, under Accounting, mark Use class tracking option and click on OK button.

Figure 33: Class Tracking option

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For opening the application in QuickBooks®, go to Company -> Class Allocator -> Allocate Expenses Across Classes.

Figure 34: Start application

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The new window that will open has no data allocated.

Figure 35: Application’s main window open

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Select date range for the classes you want to see loaded and press on Load button. The data required will be posted.

Figure 36: Window containing classes

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Class to allocate In this section the class for “Class 1” will be chosen. Also, when checked the Account area will be populated with the existing accounts, corresponding to the class. Unclassified – the transaction doesn’t have a class allocated.

Figure 37: Class Allocated

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Account(s) to allocate Before accessing By Percentage part select the account(s) corresponding to the class If a class operates on more accounts in a certain period you selected, more entries will be displayed in

preview.

Figure 38: Account Allocated (Multiple Accounts)

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By Percentage In this part of the application the user can opt for two or more classes to allocate to. It can show the existing and used classes (the active classes used between the selected period are shown by default; if you want to see all classes, press on All).

Figure 39: By Percentage

The total of percentages must be 100%. If the amount is 100% the General Journal Entry for the transactions will be displayed.

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Figure 40: Percentage 100%

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In case the total percentage is not 100% Invalid percentages message will be displayed.

Figure 41: Percentage different than 100%

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Save Percentages When Save Percentages button is clicked, it saves the percentages assigned to each class.

Figure 422: Save Percentages

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Load Percentages After choosing the classes when clicking on Load Percentages, the application will load the previously saved ones.

Figure 433: Load Percentages

Number It is assigned automatically and it can be changed. Date Represents the date when the memo (General Journal Entry) was created. Memo It represents the memo class to allocate line. The user can name it. Turn memo on/off Based on the state of this option (checked/unchecked) the memo lines will be displayed or miss from the General Journal Entry. Also, when the memo option is not marked the memo line cannot be edited.

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Below we will present both cases: Checked

Figure 44: Memo On

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Unchecked

Figure 45: Memo Off; Allocate button

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Allocate The allocate button will create a General Journal Entry.

Figure 46: Amount allocated by classes

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After saving the General Journal Entry you can see the report containing the classes with the allocated amounts in Reports -> Company & Financial-> Profit & Loss by Class.

Figure 47: Access Report for General Journal Entry

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See the result below.

Figure 48: Allocate amount by classes Report

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Check for Updates By accessing this feature, the application will update itself automatically from a server.

Figure 49: Check Updates

Wait a few moments and a message window will prompt you. Click on OK to close it.

Figure 50: Message Window

In order to benefit from the last version of the Class Allocator, close and restart QuickBooks®.

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About It contains information about the version of the application, copyright rights, data about the owning company.

Figure 51: “About” screen

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Appendix A: Running the Plug-in on a Different Company File

You may need to install and run the application for a different company file. To do so, you need to grant

the plug-in access to the company file you use. In order to perform this operation, go to Edit-

>Preferences.

Figure 52: Changing Preferences

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Select Integrated Applications->Company Preferences and make sure that the Allow Access column

is checked as shown in the picture; click OK:

Figure 53: Integrate Application with Different Company File

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Appendix B: Un-installation

To uninstall Class Allocator from your computer, go to Start > Control Panel > Add/Remove Programs,

select Class Allocator and click Remove. Follow the on-screen instructions:

a. Press on Yes when asked if you want to remove the application

Figure 54: Remove application

b. Wait a few moments until the program is being removed from the computer

Figure 55: Application being removed

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