QW Journal Fall 2022 for NewViews users
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  In This Issue

Current Release of NewViews

For optimal performance, make sure you are running the most current version:

NV 2.36 (Aug 19, 2022)
For details, click here.
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Fall 2022
Data Recovery Service

Although it doesn’t happen very often, there are circumstances that can cause corruption in a NewViews set of books (e.g. computer hardware failure, viruses, etc.). For that reason, we offer a Data Recovery Service and although there is no guarantee that your data can be fully recovered, our experts have an excellent track record in this regard.

For the best chance of data recovery if it ever becomes necessary, you should always ensure you are running the most current version of NewViews. Running older versions of NewViews not only increases your exposure to external security threats that are constantly evolving (security enhancements are included in almost every release of NewViews), it also hampers our ability to successfully recover your data. Furthermore, data recovery is less expensive for users on the current version, as shown below.

NewViews users who are running the most current version of NewViews:
  • $490 for the 1st two hours of technician time.
  • $195 for each additional hour of technician time.
NewViews users who are NOT running the most current version of NewViews:
  • $690 for the 1st two hours of technician time.
  • $295 for each additional hour of technician time.
To check which version of NewViews you are running, use the command Help > About to display system information in your browser. You will find your version number in the NewViews Program section. Note that you will also see your company number and NewViews serial number in NewViews Registration section.

As a general rule, you should check the integrity of your NewViews database(s) prior to making your regularly scheduled backups (monthly, at a minimum) so you can be confident your backups are reliable. This can be done by running the NewViews Database Utilities program from the Windows Start menu, selecting your database file and choosing the Check option. On average, it takes about two hours to check a database that is 100 MB.

For more information on checking data integrity, see Database Utilities in the NewViews User Guide. For more information on backing up, see Backing Up in the NewViews User Guide.

Attachments and the Size of Your Books

Attachment Views in NewViews are used to store and manage attachments, which can be PDFs, Microsoft Office documents, photos, scanned images, etc. Image files (jpg, png, gif and tif) which are less than 8 Mb are displayed directly in the detail pane. For other types of attachment files, you are prompted to double-click to launch the file’s default viewer or application.

Typical attachments in a NewViews set of books could include:
  • The organization’s legal documents (e.g. articles of incorporation, shareholder agreements, insurance policies, etc.)
  • Contracts (e.g. vendor and employee contracts)
  • Documents supporting individual transactions (e.g. purchase and/or sales invoices)
  • Pictures of sales/inventory items
The ability to save attachments is a very useful feature that many users have come to rely upon. However, they do increase the size of your books and it makes sense to ensure that any attachments you save have been optimized in terms of file size. This is especially true when it comes to image files, which can sometimes be quite large. For example, if you are regularly taking high resolution pictures with a smart phone and uploading them directly to NewViews, each individual photo could be anywhere between 1 MB and 14 MB, which would significantly increase the size of your books over time. To keep the size of your books manageable, it would be better to adjust the settings on your phone to ensure that the images you take (to use as attachments in NewViews) are 1 MB or less in size. You can also choose to reduce the size of images taken with a smartphone before uploading them to NewViews using a program like Microsoft Photos (included with Windows 10).

If you routinely save large PDF files as attachments in NewViews, these can also be reduced in size before uploading them using PDF compression tools. Adobe Acrobat DC and Pro both give you the ability to compress PDFs, as do some other programs.

Note: The resize option for attachments in NewViews is for display purposes only, it does not actually resize the attachment.

Reminder - Price Changes as of Sept 1, 2022

Please note that effective September 1, 2022, the following price changes took effect:

Product/Service Old Price New Price (Sept 1, 2022)
NewViews 2 Additional Workstation $695 $745
NewViews 2 Support Plan $225 $250
NewViews 2 Support Pay-per-call $2 /min ($20 minimum) $2.50 /min ($25 minimum)
NewViews 2 Online Training $115 /hr $135 /hr
NewViews 2 On-site Training $135 /hr $175 /hr

Prices for annual Update Plans, Data Hosting and Read-only Workstations have not changed.

Calculating sales discounts automatically

Did you know that NewViews lets you set up sales discounts for specific customers and/or sales items? These discounts are then calculated automatically when you enter invoices for those customers or sales items in the sales journal. Of course, the discounts that are calculated can easily be overwritten if they do not apply in specific circumstances.

If a given customer is to receive a standard discount on all sales items, you would set this up in the Trade/Tax Info view for that customer. In the Sales Price Percent field, enter 100 less the discount amount. In the example shown below, the customer Linear Electronics is entitled to a 10% discount, so we have changed the Sales Price Percent field from 100 to 90.

If an item goes on sale and you want the discounted price to be used when you enter a sales invoice for that item, change the Price field in the Trade/Tax Info view for the sales account. Note that you can enter the discounted price, or you can enter a formula to calculate it for you. For example, enter 1165*0.9 to reduce a price of 1165 by 10%, resulting in a sales price of 1048.50 (as shown below). Once the sale is over, you can simply change the Price field back to what it was before.

NewViews also provides price tables for all sales and customer accounts, which you can use to set up volume discounts. For details, see Price Tables in the NewViews User Guide.

Sort supplier ledgers by reconcile to visually match invoices with payments

For a quick and easy way to visually line up invoices from suppliers with payments that have been applied to those invoices, sort the ledger by the Reconcile field. This can be done just by clicking on the heading of the Reconcile column, and is especially handy for lengthy ledgers with many items.

As you can see in the example above, it’s very easy to see invoices and corresponding payments in this way. For this to work properly, however, you should be using the Tools > Pay Accounts feature to pay suppliers. This feature automates the process of paying suppliers, as well as reconciling invoices and payments using check numbers. Furthermore, the reconciliation performed by Tools > Pay Accounts ensures that aging reports for your payables are accurate. For more details on all the benefits of this powerful feature, see Paying Vendors in the NewViews User Guide.

Window > Define Columns (Ctrl+F11) only shows title bar

You can control the information displayed in one or more columns by pressing Ctrl+F11 or issuing the Window > Define Columns command. For a detailed description of the types of columns and the formatting options available for each, see Setting Up Columns in the NewViews NPH User Guide.

So what should you do if you issue the command and all you see is a title bar, as shown below?

All this means is that you (or someone who shares your workstation) has inadvertently shrunk the Define Columns prompt box. To fix this, use the mouse to hover over the lower edge of the title bar. When the pointer changes to a double arrow, click and hold the left mouse button while dragging the mouse to expand the prompt box until all the settings are visible.

This technique can be applied to any prompt box that has been shrunk inadvertently, preventing you from seeing all the settings.

Note: Did you know that you can use Window Define Columns to set custom titles for amount columns? For instructions, see the article Customizing Amount Column Titles in the February/March 2021 issue of the QW Journal.

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