Ability to Change Fiscal Year End Month
When you create your Data File, Big Business warns you to check the Start Date and Year End Month carefully because once Setup is complete they cannot be changed. This does not prevent the IRS or your Board of Directors insisting that you change your Fiscal Year End Month. (3021)
One remedy is to create a new Data File. You can retain most information, except historical transaction data, by using exports (Save to Disk, in the various QuickSearch tools) to create your new data file. This is a good option when a change like incorporating changes your accounting, too.
If needed, we can email a solution to change the month, and nothing else. This disrupts Budget reporting, but is otherwise quick and painless. Contact support@ bigbusiness.com for details.
Miscellaneous Sales Import Fields
This Solution describes the fields that can be imported as Miscellaneous Sales.
(5764)
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. This is easily done using a spread sheet application with columns matching the fields below, and each Item on a separate row. Then save the data from the spreadsheet using Save As... and selecting Text (tab-delimited) as the type.
Miscellaneous Sales Import Fields (and Formats):
Date (Date), Invoice# (10), Customer (CL), Amount, PO#/Comments (16), Department (DL), Salesperson (EL)
Formats:
(Date) accepts the format "mm/dd/yy" only; defaults to blank.
(10) accepts up to 10 characters; extra characters removed.
(CL) accepts any valid selection from the Customer Listing.
(DL) accepts any valid selection from the Department List.
(EL) accepts any valid selection from the Employee Listing.
Item Adjustment Import Fields
This Solution describes the fields that can be imported as Item Adjustments.
(5806)
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. This is easily done using a spread sheet application with columns matching the fields below, and each Item on a separate row. Then save the data from the spreadsheet using Save As... and selecting Text (tab-delimited) as the type.
Item Adjustment Import Fields (and Formats):
Item Code (I), Description1 (I), Description2 (I), Adjustment (#5), New Quantity (#5), Unit Cost (#3)
Notes:
Import an Adjustment quantity, or import a New Quantity to have the Adjustment calculated automatically, but not both.
Formats:
(I) accepts any valid selection from the Item List.
(#5) accepts any number upto 5 decimal places.
Miscellaneous Bills Import Fields
This Solution describes the fields that can be imported as Miscellaneous Bills.
(5807)
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. This is easily done using a spread sheet application with columns matching the fields below, and each Item on a separate row. Then save the data from the spreadsheet using Save As... and selecting Text (tab-delimited) as the type.
Miscellaneous Bills Import Fields (and Formats):
Date (Date), Invoice# (32), Vendor (VL), Amount ($), PO#/Comments (32), Department (DL)
Formats:
(Date) accepts the format "mm/dd/yy" only; defaults to blank.
(32) accepts up to 32 characters; extra characters removed.
(VL) accepts any valid selection from the Vendor Listing.
(DL) accepts any valid selection from the Department List.
Print Styles
Big Business includes Print Styles with options for:
• graphics
• fonts
for better looking output.
Big Business 10.10 expands this feature to apply to Reports. Big Business 10.15 fixes some Customer reports.
This Solution describes the feature. (6296)
To Use Print Styles:
1. Go to the System toolbar
2. Open the Company Card
3. Go to the Settings tab
3. For Printing choose a Font and Style
4. Click OK to Save the Company
For a Font it is best to choose one available on all systems and printers.
Import Files from Unix Systems
Big Business 9 automatically converts import files coming from Unix systems--such as Linux, which often used to host online shopping carts or web stores. (6449)
Before converting a file manually, try importing directly. Just ensure the file extension matches the file type: .txt for Tab-Text or .csv for Comma-Separated-Value.
If you are importing orders, you should also have a default customer and default item defined to automatically handle any discrepancies.
Zap Gremlins
Big Business 9.8 adds controls for Zap Gremlins, a feature that automatically replaces problem characters in text.
This Solution describes using these options. (6535)
The controls for Zap Gremlins--a feature that automatically replaces problem characters in text--are found in the Company Card on the Preferences tab.
• Use Custom Zap Gremlins checkbox turns on custom settings
• < enter the lowest character code to keep. 32 is Space, the first printing character.
• > enter the highest character code to keep. 170 is the trademark symbol.
• = enter a replacement character or leave blank. • is a bullet.
Autocomplete Data Entry
Autocomplete speeds data entry by showing you a possible match that you can select by typing Tab and a list of choices you can select by typing Down Arrow.
This Solution describes using this option. (6536)
Big Business 9.8 adds this feature for testing.
Autocomplete speeds data entry by showing you a possible match that you can select by typing Tab and a list of choices you can select by typing Down Arrow.
This is the feature you are familiar with in your web browser's address or search. The list that appears shows past sites or search terms, often including typos.
Big Business' Autocomplete tries to provide a relevant list. On the credit card dialog (pictured) the list of names combines the entries on the Customer and the Customer's Additional Contacts.
Custom Validation
Validation is testing that a record is ready to save. An Invoice must have a Customer.
Custom Validation adds tests you have requested. If an invoice has Units of PAL there must be a line item for Pallet Deposit.
(7106)
Block OS
Big Business 12 automatically blocks any operating system, OS, that is a problem. This protects you from unplanned system changes that could cause data loss. You can turn this feature Off if needed.
(7110)
To Disable Block OS:
1. Go to the Company card to the Advanced tab.
2. Click the checkbox for Disable Block OS.
3. Click OK to save changes.
Block OS was added in Big Business 12.24 to prevent Big Business from running on macOS Big Sur where it is NOT compatible. When Big Business 12 runs on macOS Big Sur it crashes which can cause data loss. This feature stops it from running as pictured.
Company Prefs
Company Prefs are on the second tab of the Company card on the System toolbar. These settings affect all Users (unless they override with their own User Prefs). All Connect settings for APIs are found here except Web-Server and Web-API settings that are per-user and found on Employee card.
This Solution decribes this feature. (6493)
Prefs like Auto Zoom affect all Users that are set to "System Setting" so you can change all at once (to use larger Zoomed windows). In their User Prefs they can change from System Setting to control their own settings (unless User Settings Prefs is set to Hide). Also, you can view and change User Settings in the Employees Search.
Server Administration from Client
Big Business lets you access the Server Administration window from Big Business Client.
This Solution provides details. (6518)
To open the Server Administration window from Big Business Client:
1. Sign In as an All-Access User
2. Go to System toolbar, to the Company Card
3. Go to the Preferences tab
4. Click the Server Admin button
This Chapter covers changes to Maintenance in Big Business 2.5 and recent additions to Big Business Documentation including:
• Editing Your Contact Information
• Adding Your Company Logo to Forms
• MacOS Easy Open and Importing
• Consolidating Data
• Improving Performance for Large Data Files
• Running Big Business Tools
This Chapter covers changes to Bookkeeper in Big Business 2.5 and recent additions to Big Business Documentation including:
• Profit & Loss Reporting By Department
• Using the Department Tag
• Using Account Groups for Fund Accounting
This Chapter covers the Bookkeeper toolbar in Big Business and recent additions to Big Business Documentation including:
• Profit & Loss Reporting By Department
• Using the Department Tag
• Using Account Groups for Fund Accounting
This Chapter covers the Maintenance toolbar in Big Business and recent additions to Big Business Documentation including:
• Editing Your Contact Information
• Adding Your Company Logo to Forms
• MacOS Easy Open and Importing
• Consolidating Data
• Improving Performance for Large Data Files
• Running Big Business Tools
Year End
Some business applications have a mandatory end of year procedure for archiving data, shifting balances among accounts, and so on. Big Business's reporting handles this for you, so there is no required procedure. You can demonstrate this facility to yourself by running a Report for a future date (e.g. a Profit and Loss Statement or Balance Sheet dated in the next fiscal year).
Big Business maintains all of your records intact so that you have access to historical information and the ability to post to the previous period. Big Business does include features for Protecting, Locking, Sealing, and Consolidating historical records. Please read the recommendations below carefully before using any of these features. (3065)
Some business applications have a mandatory end of year procedure for archiving data, shifting balances among accounts, and so on. Big Business's reporting handles this for you, so there is no required procedure. You can demonstrate this facility to yourself by running a Report for a future date (e.g. a Profit and Loss Statement or Balance Sheet dated in the next fiscal year).
Big Business maintains all of your records intact so that you have access to historical information and the ability to post to the previous period. Big Business does include features for Protecting, Locking, Sealing, and Consolidating historical records. Please read the recommendations below carefully before using any of these features.
Locking Periods will help prevent date errors and prevent modification of past data. Locking is is reversible if you ever need to make a correction. Restricting Access to the Maintenance Prefs will prevent unauthorized unlocking of locked periods.
Sealing is the same a Locking but is PERMANENT. We recommend that you not use Seal (for the same reasons that your parents wouldn't let you get a tattoo) unless you are quite sure this is what you want.
To display different Fiscal Years, go to the Display Fiscal Year field and enter the year you want displayed. The year entered will appear on the right and the prior year on the left.
Editing Your Contact Information
This solution describes how to edit your contact information. The company card in Big Business includes spaces for your Company Name, Address, Phone, Fax, URL (web address), and E-Mail information. (3288)
Big Business automatically adds your company contact information to Plain Paper forms, Shipping Labels, and other printouts, where appropriate. Big Business uses your Company Name, Address, Phone, Fax, E-Mail, and URL (Uniform Resource Locator, your web address) information, as they appear on the Company Card.
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If you paste your Company Logo into Printed Forms Artwork, the logo will replace contact information on Plain Paper forms.
If printing on letterhead, paste one white pixel into Printed Forms Artwork to prevent your Company information from printing.
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To edit your company contact information:
1. From the Maintenance toolbar, select the Company Card
2. Edit Company Name, Address, Phone, Fax, URL or E-Mail information.
3. Click the OK button to Save.
Experiment with different entries to achieve desired results and be creative! For example, Country is an excellent place to insert a Tax ID or License information you want to print on every transaction.
Using the Department Tag
This Solution provides instructions for splitting single items across Departments or profit centers. (3228)
Keeping in mind that an entire transaction is attributed to one Department, you may want to split shared expenses, such as phone bills, across multiple Departments.
Use the General Journal tool will give you more control. Each Posting on a General Journal has its own Department Tag. Making a periodic, summary correction often makes more sense (two offsetting entries to the same Category, "from" one Department, "to" another).
Company Logo
Big Business allows you to paste in your own company's artwork or logo so that it will print on the built in forms. This solution outlines the process of entering your own graphic so that it will appear on the built in forms. (3289)
If you paste your Company Logo into Printed Forms Artwork, Big Business will add your logo, instead of your contact information, to Plain Paper Quotes, Sales Orders, Invoices, Purchase Orders, and Bills.
To add your logo to Built-In Forms:
1. From a graphics-capable application, select your logo and Copy (Edit>Copy)it.
2. From Big Business's Maintenance toolbar, select the Company Card.
3. Click in the Printed Forms Artwork field.
4. Paste your new artwork by using the Paste command in the Edit menu.
To remove Artwork, select it, then use the Cut command in the Edit menu.
Printed Forms Artwork prints out 4.75 inches wide by 1.5 inches high. Big Business automatically scales your logo if it exceeds this size. Consequently, you can create a higher resolution image, using a screen resolution (72dpi) paint application, by increasing the initial size of your canvas:
• 342 by 108 pixels is the 72dpi "size" of Printed Forms Artwork.
• 1368 by 432 pixels, or 19" x 6" at 72 dpi, will yield 288 dpi when scaled.
• 734 by 216, or 9.5" x 3" at 72 dpi, will yield 144 dpi when scaled.
Experiment with different logos to find the optimal settings. Larger images, higher resolution, color, and complexity will increase print times. Only images which can be copied and pasted (bitmaps) can be added. EPS will need to be converted.
NOTE: Be sure to include your contact information in your logo.
Logo Export
Logo Export has been added to make it easier to change your address or other contact information. Click Export on the Company card to save your old company artwork as an image file, then email to your artist. When you get the new art back, click Import. (6984)
Logo Export is a better option than copy and paste, which sometimes changes the image quality.
To Export your logo:
1. Go to System toolbar, to Company card
2. Click Export
3. Choose a Format (PNG, Adobe Photoshop, etc)
4. Save
Profit & Loss Reporting by Department
This Solution describes the tracking of multiple profit centers within one Company File, using the Department tag on transactions. (3227)
Big Business includes the ability generate Departmentalized Profit & Loss Statements, allowing you to track multiple profit centers. By tagging each and every transaction which impacts a particular profit center with a Department tag, you enable the Bookkeeper, "Profit & Loss Statement by Department" Report to isolate that department's activity.
To create the necessary Department tags:
1. On any transaction, select Show List from the Department Pull-Down menu.
2. Type a Department name in the Add to Department List field.
3. Click the Add button.
When entering transactions, enter the beginning of the Department name, and Big Business will fill in the Department or open the Show List window. By using unique beginnings to Department names, you can simplify your data entry to just a few characters for filling in the Department. Use "Sales-ABC" and "Service-ABC," rather than "ABC Sales" and "ABC Service."
To check that all transactions have been assigned a Department:
• Check that your various Departmental Profit & Loss Statements add up to the comprehensive Profit & Loss Statement.
• Use QuickSeaches for transactions. By searching for "Department is...(blank)" you can find those transactions that did not have a Department assigned.
Changing Number Formats
Changing Number Formats
Big Business allows you to change number formats and currency symbols
to match your business needs. You use the Number Formats dialog box to set these options.
Big Business 6 increases the size of the number format settings to support currencies where totals might run into hundreds of millions or higher. (6089)
To change number formats:
1. In a Company Card, click the Format Numbers button.
2. In the Number Formats dialog box, choose the country whose currency symbol and number formats you want to use.
3. If necessary, manually change number formats and decimal place information for the different field types.
• The Country field lets you choose from among a selection of English-speaking countries. Choosing a country sets the currency symbol and sets the number formats to typical arrangements for the country. If you change any of the number formats, the country setting changes to “Custom,” but the previous currency symbol remains.
• The Display Format column in the dialog box determines how numbers will be displayed, including the number of decimal places that will be displayed. To
change the number of decimal places, enter the correct number of zeros after the decimal point in a field. For example, if your pricing structure uses very small increments like tenths or hundredths of cents, enter three or four zeros after the decimal point.
• The Rounding column determines the number of decimals places used in rounding. For example, if you set a price to round to two decimal places, any calculations or totals will be rounded to the nearest cent.
• The Examples column shows examples of how numbers appear with the settings you have chosen.
Customize the way Big Business rounds and displays numbers
You can customize the way Big Business displays and rounds numbers in order to match your needs. This is important if you need to maintain detail on amounts greater than the standard 2 decimal places. (5164)
Big Business allows you to change number formats and currency symbols to match your business needs. You use the Number Formats dialog box to set several options. In the Maintenance tool bar, select the Company Card. Click on the Format Numbers button located in the center of the Company Card.
After choosing the appropriate country from the selection of English-speaking countries, the typical set of currency symbols, number formats, and currency text will appear. In this window, it is possible to change the text printed on the checks, the display of numbers, currency symbols, and the rounding of decimal places. For example, you can define the currency to be printed on checks as “Dollars”, unit prices to display up to two decimals, while being rounded at four decimal places. The Example column shows examples of how numbers appear with the settings you have chosen.
When changing the display format, entering a 0 signifies that a number should always be printed in that space (even if the number is 0). If you insert a # instead of a 0, then a number will only appear if the number is not zero. You can always round to more decimal places than is actually displayed.