Custom Fields in DentaLab for QuickBooks

Overview

 

Within DentaLab for QuickBooks (DQB) you may setup your own custom fields for these records:

                        Cases

                        Customers

                        Items

In addition, you can setup QuickBooks custom fields from a list of case fields for use in QuickBooks invoices, purchase orders and reports.

How to Setup  DQB Custom Fields

For each of these, you can establish up to 10 custom fields, each with a name or identifier.   These can be setup in Options/Custom Fields.   For Customers or Items, these can also be setup in Basic Lists- Customers or Items.

 

Note that for Items, the custom fields can be entered in Case Entry/Case Items.

Here are some examples of names/identifiers:

Cases:            Referenced By, Special Medical Issue, Priority

Customers:    Specialty, Referenced By, Rating, Status

Items: Shade, Tooth, Category

 

For the case and customer list screens for these, from the Actions Menu you can customize the grid to include columns for these custom fields.

Keep in mind that these extra fields can be useful for analysis, business development, marketing, and customer relationship activities.

 

How to Use DQB Custom Fields

For each of up to 10 custom fields for each type of record that you have setup, you may enter up to 50 characters of information for each individual case, customer or case item.  Once you have made an entry, it will appear on the drop-down selection list for subsequent entries.   Here are some examples:

Case – Priority:         in Case Entry, you can enter one of your standards for priority such as Rush, One Day Turnaround

Customer – Status:   in Basic Lists – Customers or in the Customer Center, you can enter one of your standards for status.   You may want to use Platinum, Gold, Silver, Bronze or A, B, C or still another standard list.

Analysis and Reporting on DQB Custom Fields

There are a variety of ways custom fields are used for analysis and reporting:

Display in Grids       

In Basic Lists-Customers and Case List you can use the Action Menu to indicate that you want to see the custom field(s) in the column(s) of the grid.  The custom fields can also be viewed when you elect to see the details of any record in the grid.

Customer Profile    

The profiles include the custom fields entered for each customer. These are available in Basic Lists-Customers, Customer Center and Reports and may be displayed or printed.

Custom Field Analysis (available 2014 Q3 release 1.40)

This option is available in the Reports menu.  You can choose to view/print:

            Case Custom Fields by a range of entered dates

            Case Item Custom Fields by a range of entered dates

            Customer Custom Fields

Each analysis provides a count and percentage for each unique entry in the custom fields.

Custom Forms, Labels and Reports

When requesting custom forms, labels or reports, keep in mind that you can include one or more of your custom fields.

Transferring Case Fields to QuickBooks (QB) Custom Fields

 In DQB Options/Invoice Settings/Custom Fields, you can setup to transfer information to QuickBooks with each creation of an invoice from a list of case fields including:

            Pan Code

            Patient Name

            Shade

            Short Memo

            Teeth

            Entered/Received Date

            Request Date and Time

 

When you click the button to create the QuickBooks custom fields to hold this information, QuickBooks must be in single-mode.  Check your QB version to determine its limit on the number of custom fields.

 

In addition to specifying the information to transfer, you should also setup the QB invoice template to display and print the selected fields.  You can access your template from the top List menu, then Templates.   The layout designer also allows you to place the fields where you would like to have them on the invoice. The designer is easy to use with extra guidance available from the QB Help system. 

 If creating QB purchase orders from DQB cases, you can also go to DQB Options/Purchase Order Settings/Custom Fields and follow the above pattern.

 

If you have further questions…

You can contact the support team at Mainstreet Systems at:

Voice :            215-256-4535

Fax:                215-256-1594

Email:             support@mainstreet-systems.com

Skype:            mainstreet-systems

Web:               www.mainstreet-systems.com or www.mainstreetsystems.net

           

           

Dental Lab Software Topics

The articles we have included in this blog have come from educational articles written for the dental lab trade journals and from white papers for guidance on DentaLab for QuickBooks (DQB).  

 

The blog can be viewed from our older website www.mainstreet-systems.com  under Support/Knowledge Base or our new website www.mainstreetsystems.net under Blogs.  You can also access it directly with this link:  http://dentallabsoftware.blogspot.com

 

The blog provides an index to the right based on the date the topic was first published.  Here are the topics:

 

An Overview of DentaLab for QuickBooks                                2013

Artistic, Creative, Custom, Elite, Precision, Quality                   2012

Custom Fields in DentaLab for QuickBooks                              2014

 

DQB Coordinating the Desktop and the Cloud                          2013

DQB Dental Lab Case Scheduling                                             2011

DQB Image Supplement                                                            2014

DQB Understanding Price Levels                                              2014

 

Patient Safety Compliance for Dental Labs                                2012

QuickBooks Synchronization vs. Integration                              2011

Smart Pointers (to select software for your dental lab)              2014

 

Surmounting the Rx Scrawl                                                       2013

Surrounding Yourself with Good People                                   2012

 

We invite you to add your suggestions for further educational topics and to leave constructive comments on any of the above topics. 

 

Mainstreet Systems & Software Support Team

Voice :            215-256-4535          Fax:    215-256-1594

Email:             support@mainstreet-systems.com

Skype:            mainstreet-systems

Web:               www.mainstreetsystems.net      

 

 

Smart pointers to select software for your dental lab

Over our years in providing software for dental laboratories, we have noted the ways dental labs have selected their software.   Some have been wise, others less so.  We have seen some labs go through as many as six different systems while others have been able to stick with their choice over the years through many transitions in technology and business practices.  If you would like to be one of the smart ones, here are some pointers for you.

Develop your list

Begin by developing a list of the criteria, your requirements, wishes, limitations for your system.  Be prepared to change and enhance as you continue through the rest of these pointers. You may want to set up a spreadsheet to make your comparisons.

Do your research

Take the time to do your research.   Use your trade journals and the internet search engines to find the software designed for the special needs of this industry.  Take the time to review the offerings, determine which of these might serve your criteria, then talk to each provider.  This should narrow your list of possibilities. If an interactive webinar is available, use this to preview the features of the system.  Ideally, if it looks like a good possibility, the next ideal step is to move on to a demo or trial version to actually work with it over a number of days.

Review the basics

Working with your list, review whether the features of each of the software possibilities meets or exceeds your basic requirements. The ideal is standard software that covers the needs of the industry at an affordable price but allows for growth and customization whenever needed. 

Special features

If there are special features you would like to have now or in the future, determine whether customization will be available or whether you will have to make do with a standard system. Note that customization can be performed on multiple levels:

1)    Through options, preferences, choices built into the software

2)    Customization of forms and reports with a reporting tool

3)    Enhancements to the standard system based on your suggestions and requests

4)    Special features or unique business practices that require custom programming

 Will it keep pace with technology, compliance, security?

Does the software provider have a commitment to keep pace with technology, compliance and security both in the lab and with computers?  You only need to look back a short period in  time to recognize that change and progress are inevitable.  Evaluate whether the business practices of the developer provide for funding the dynamic nature of software.  Since we became involved  with software for dental labs, there have been 36 companies who have come and gone, typically because they did not have this commitment. 

Talk to others

Talk to others, if possible seek out those knowledgeable both in dental laboratory production and in computer software, ask the provider for references, but do not rely on these solely.  Labs that have chosen their system primarily on price or by copying the choice of one of their friends tend to be defensive about their selection.  Theirs may not be the best choice or the right choice for you.

Consider your budget vs. benefits

You will, of course, need to consider your budget.  Price has to be a factor, but  take care to evaluate your expenditure over the long term and the benefits it will provide.   Among the benefits to consider are greater speed and accuracy to:

                        Locate cases and case histories

                        Respond to customer requests

                        Comply with government regulations

                        Create accurate billings

                        Resolve issues

                        Spot trends in customer behavior

                        Reduce lost revenue from remakes

                        Measure productivity, costs, sales

                        Handle special preferences

                        Smooth workflow to meet request dates without overtime

                        Enhance customer relationships

 Be sure to protect your information 

 There are a number of ways you will need to protect your information:

                        From unauthorized access

                        Data entry errors

                        To meet HIPPA privacy regulations

                        From being sold without your knowledge

                        From internet hackers and malware

                        To prevent loss due to hardware failure, weather disasters

    

We have found that some labs think they are too small or insignificant to be a  target for data breach.  This is not true.  The nature of their business, their customer list, credit card numbers—all may be of interest to someone else.

 

When you are evaluating software, be sure there are substantial and up-to-date measures for protecting your data.  These will include backup and restoration  methods, authorization codes, privacy measures such as encryption, readily  available information and support.

 

Be particularly careful of software providers that base their fees on your volume of transactions or that have the software to easily be looking at your information for any other purpose.   In addition, be certain you can always access, control and take possession of your own datafiles.

 

Learn the history and business model of your software provider      

This step involves looking both backward and forward to learn both the history nd the future forecast for those providing your software.  Software is an entity that must be dynamic and responsive to support changes in technology, in compliance, in business trends.  Does the business model of the software developer provide for this, does it have the expertise and experience to do this, does it encourage or discourage adaptation?  Does the software reflect the practices of just one lab or of many labs?

 Are ongoing education and guidance part of the picture or do you have to learn and cope on your own?   Does the company direct most of its resources to selling or does it strike a good balance between developing software, training  and education, and marketing?  If you have a good idea for the software or want to try an innovative concept that needs software support, will this company be responsive to working with you on this?

Does this company want to serve customers of your size and specialty? Has it  shown a commitment to not only providing the initial software but also the modifications and enhancements that will surface in the years ahead?  Does the basic technology it uses provide for these adaptations?            

Software first, then hardware             

The capabilities of software and its ongoing support should be the first consideration, then hardware. Do not make the mistake of first purchasing new  computer equipment and assuming you will find software for it.   If, however, you want to continue to use computer equipment you already have, you will need to review whether your software choice is a match.

There have been a number of advances in the industry that promote greater compatibility between software, hardware and the operating systems that tie the two together.  For example, if software is based on Microsoft Windows, you can still use Apple Macs or run the software over the internet with desktop-as-a- service or remote access services.    

If you want to use special hardware such as barcode readers, cameras, image scanners or tablets, review whether your software choice can accommodate these.

Be discerning

 Be particularly discerning when presented with:

o   Promises that seem too good to be true such as free lifetime support

o   Vaporware—software said to exist and be proven but not yet developed

o   Statements that issues surrounding your system will never arise

o   Software whose chief attribute is cheap

o   Software that is very limited in the name of simplicity

o   Lack of security measures for your information

o   Offerings that do not address future changes and needs

o   Software providers you cannot visit who have only an internet address

           

If you have further questions…

You can contact the support team at Mainstreet Systems at:

Voice :            215-256-4535          Fax:    215-256-1594

Email:             support@mainstreet-systems.com

Skype:            mainstreet-systems

Web:               www.mainstreet-systems.com  or www.mainstreetsystems.net
     

Patient Safety Compliance for Dental Labs

Overview

It happens all too often that we encounter labs who view trouble-shooting as the primary purpose for our software support services.  In truth, dealing with errors-- whether they be hardware issues or user errors or conflicts between various software systems--is only a small part of our work. 

The majority of our work with software development and support involves analysis, design, programming and testing toward keeping up to date with changes in laboratory and computer technology and requirements and in providing security and control for information. Other important components of our support services are ongoing training, education and guidance on use of the software.

It is QuickBooks that provides the software support for government requirements for accounting and taxation and it is DentaLab for QuickBooks that provides software support for government and industry requirements for patient safety.

Patient Safety Requirements for Dental Labs

In the dental laboratory industry, standards have been developed for Good Manufacturing Practices (GMP).   Compliance with these standards is recommended by the National Association of Dental Laboratories (NADL) and the Food & Drug Administration (FDA) in the USA and comparable administrations in other countries.  In addition, a growing number of states and provinces have developed legislation governing dental laboratory practices.

Included in GMP are measures to assure the safety of materials used in the manufacturer of dental prostheses.   Computer records of materials used, manufacturers, manufacturer codes or part numbers, and lot or batch numbers can be useful in tracking safety measures and in recalls, if defective or dangerous materials become necessary.

Also typically included in measures toward these goals are:

·        Documenting  the procedures used by laboratories to ensure patient safety

·        Tracking of production steps in laboratory cases by date, procedures, and   technicians

·        Documenting case issues and their resolutions

·        Providing information to the dental office and patient on the location where the work was performed 

DentaLab for QuickBooks: Patient Safety Support

For labs to comply with the increased requirements without incurring substantial amounts of time and money, it becomes critical to have good software support to both guide and document the steps in lab production.  Here are some of the ways this is done in DentaLab for QuickBooks:

1. Standard Procedures can be established to provide templates of work centers, items, and schedules.  These are used to guide case entry, providing both control and fast entry into the computer records.
2. Materials Disclosure sets provide templates of manufacturer, part/description, lot/batch numbers, entry by, start and expiration dates that can be associated with items and specific cases.  Should material recalls be mandated or adverse patient reactions be reported, associated cases can be quickly accessed.
3. Case materials disclosure documentation can be provided to the dental offices for inclusion in patient files.  These can also include laboratory registrations and/or certifications, safety data.                                                                                                                   
4. Tracking of case production by customer, patient, dates, procedures and items, technicians who performed the work, quality control issues.
5. Activity logs, case communication records, technician notes and case histories can all be used to track specifications and issues, resolution of problems.
6. Laboratory notes are standard text messages that can easily be included in case memos and other note-taking areas of the system including messages added to invoices to note issues, where the work was performed.
7. Electronic images created by the dental office or by scanning in the lab can be stored with case records and quickly accessed whenever needed to resolve issues or clarify specifications.

Upcoming Requirements

 
They seemed far away at first, but as the dates for the new government compliance requirements here in the USA close in, it is time to start planning for the software support that will be needed as development and testing do not happen overnight.  

One of the new federal requirements will be the excise tax on medical devices that will be applicable for most of the work produced by dental laboratories. QuickBooks already provides for automatic taxation if you specify that an item is taxable and then assign a tax item to specify the rate and chart of accounts entry.   For those who are in states and/or counties that also require taxation, you will need to assure that you are tallying multiple taxes accurately for government reporting.



Another will be the unique device identification (UID) that will require a barcode to identify the manufacturer, manufacturer contact information, date of origin, lot number, date of shipment, product class device, and risk classification.   This will likely require that a barcoded label be affixed to any packaging and possibly also the invoice or case materials disclosure form for the patient's records.  It is anticipated that a unique barcode will need to be generated for each case and shipment date.   Labs that provide services to the USA will need to register with the Food and Drug Administration (FDA) to obtain their UID.  

Whenever your national or local government issues regulations regarding the production of work based on dental prescriptions, we ask that you let us know so that we can determine if new measures of software support will be needed.

Contact us through:  http://www.mainstreetsystems.net

Surrounding Yourself with Good People

When asked what she thought was the most important ingredient in achieving his success, Debbie Phelps, mother of the phenomenal 2008 Olympian Michael, responded: surrounding yourself with good people.

How can you, as a lab technician or manager working intently at your job, surround yourself with more good people?   One excellent way that comes immediately to mind is to join the internet forums for your industry.   These are basically set up to exchange ideas and information, opinions and news pertinent to dental labs all over the world.  The internet makes this easily possible for anyone with a few moments a day, a computer or other device connected to the internet, and a willingness to listen and share.

As in any endeavor, there are those who are leaders, movers and shakers who like to communicate frequently and have their opinions heard.  Others who are members of the forums are known as lurkers because they tune in but do not make their voices heard.  And in between there are those who participate from time to time, asking questions, seeking opinions or whatever comes to mind.  Out of these exchanges, there develops camaraderie, giving support and friendship when needed, joking and good-natured kidding, a way to find good people who share your profession and livelihood. 

On these forums are also representatives of industry organizations, journals and vendors who have a mandate not to advertise directly but to share information and expertise when requested.   Also included in this group are dentists who can add knowledgeable viewpoints from their side of the fence.  The net result of tuning in is that you find those good-hearted folks who are willing to give back to the industry.

After a time in this quest, you come to know the personalities of the active participants:  who is witty, who is wise, who never seems to quite know what is going on, who is always trying to impress, who is willing to provide whatever education they may have to give---but basically all good people who care about this industry and each other.

To get you started, here are the contact points for some of the online communities for dental laboratories:  

Popularly known as the IDF:            internetdentalforum.org

-       to sign up, go to this link:

http://www.internetdentalforum.org/subscribe/subscribe/subscribe/sigsubscribe.html .

Dental Lab Network:                         dentallabnetwork.com/forums

Worldwide Dentaltown                     towniecentral.com or docere.com

-       First choose your area, then message boards and  dentallabtown

Lab Management Today                  LMTmag.com

-       Then choose The Bridge

Give them a try.  Find one or two that you like best.  We’ll look for you there.

Published in Spectrum Dialogue-Voice of Techno-Clinical Dentistry

About the Author:

Elaine Whelan is president of Mainstreet Systems & Software, specializing in software, training and support for dental laboratories as part of the Intuit Developers Network.   The flagship software system synchronizes case management with the QuickBooks products for accounting and financial management and services a large number of laboratories in the USA, Canada, Australia and United Kingdom. She has been a columnist for three journals of dental technology and has been guest speaker and lecturer at a number of dental conferences.

She is a graduate of Drexel University, has completed graduate studies at the University of Pennsylvania and Johns Hopkins University, and has earned a CDP from the Institute for Certification of Computer Professionals.   She is the author of two books “My Mom’s Making History” and “Jameer” that have been chosen for Read Across America Day.  Pennsylvania has honored her as one of the Best 50 Women in Business for 2007.

 
Contact through:   http://www.mainstreetsystems.net

QuickBooks Synchronization vs. Integration

QuickBooks Synchronization vs. Integration

Having seen the success of DentaLab for QuickBooks, a number of other vendors began to advertise that their laboratory case management software integrated with QuickBooks or was compatible with QuickBooks.  So when reviewing the alternatives, a number of labs have asked us this question:

Is integration with QuickBooks the same as synchronization?

The answer emphatically is:  No

Synchronization has many advantages over integration, as it provides for transferring information both in and out of QuickBooks, for keeping the links for the various tables and the transaction records coordinated and accurate at all times. 

QuickBooks originally provided for integration through the creation of IIF files at intervals to bring information created in other systems into QuickBooks.  In our legacy systems, this was the only choice and required very careful, often manual, coordination between the two systems and remembering to integrate at the correct times.  Intuit has not dropped the use of IIF files, but discourages it.

Some say they are compatible with QuickBooks because the ask you to take advantage of the easy export of customers, employees, and items from QuickBooks into a variety of formats.  This is also quite different than synchronization.    

Synchronization was offered by Intuit to selected developers and provides many benefits, including these:

• Synchronization means that separate systems now work hand-in-hand as though they were one. It is a step above integration and compatibility via export/import steps.
• The standards, methods and look and feel are coordinated so that once one learns one system, it is easy to continue on with the other.
• Data is typically entered only once, eliminating the time and errors involved in multiple entries for the same data.
• Updates are immediate, as there is no need for exporting from one and then importing into the other at specific intervals.
• Data is not lost or mismatched due to forgetting to export and import or to enter at more than one point.
• Synchronization brings together the benefits of mass-marketed software funded by millions of users with the benefits of expertise involved in a smaller but more specific industry.
• Synchronized software results in a richer, more comprehensive, more complete set of features at an affordable cost.

DentaLab for QuickBooks was developed in conjunction with the Intuit Developers Network and  is the only dental laboratory case management system that is truly synchronized with QuickBooks.  

If you have further questions…

You can contact the support team at Mainstreet Systems at:

Voice :  215-256-4535
Fax:        215-256-1594
Email:    support@mainstreet-systems.com
Skype:  mainstreet-systems
Web:     http://www.mainstreet-systems.com or www.mainstreetsystems.net