The purpose of this article is to provide QuickBooks help to a typical small business owner to understand the differences between using the remote access capabilities with QuickBooks Pro and QuickBooks Online Plus. A less expensive QuickBooks Online version is also available, from Intuit, the manufacturer of the QuickBooks products. That software was not considered for this analysis. Before we address the differences, its first important to understand the term remote access. The term remote access has been with us for a long time and has emerged to mean, according to Wikipedia,a form of communication with a data processing facility from a remote location or facility through a data link. One of the more common methods of providing this type of remote access is using a virtual private network(VPN). The definition is further enhanced by the term remote desktop, which also according to Wikipedia, refers to a software or an operating system feature allowing graphical applications to be run remotely on a server, while being displayed locally. Some allow attaching to an existing user's session (i.e. a running desktop) and "remote controlling" it in front of the user's eyes. Whereas, according to a Google definition, online accounting relates to accounting that can be done on the World Wide Web. With this understanding of the remote vs. online accounting, we can provide some QuickBooks help by addressing the differences in two typical small business accounting QuickBooks products,- QuickBooks Pro and QuickBooks Online Plus.
Remote access with QuickBooks Pro allows you to remotely use your desktop QuickBooks Pro accounting program and data while the data is maintained on a networked server in a different location. Accessing QuickBooks Online Plus is similar to pressing a shortcut button for any internet application. QuickBooks Online Plus is a web enabled software application providing many useful online accounting features and functions. An important disadvantage is QuickBooks Online Plus's inability to handle inventory. For companies that have inventory, this drawback is critical and for those companies that do not have inventory the drawback is not important. The advantages and disadvantages of QuickBooks Online Plus as compared to QuickBooks Pro is analyzed below.
The advantages of QuickBooks Online Plus as compared to QuickBooks Pro with remote access are summarized and ranked by level of importance as follows:
1. You can can connect different departments, offices in multiple locations or even your home as long as you have WI-FI. You do not need a wired network
2. The monthly cost includes your accountant and no more than 3 simultaneous users. If you want 25 more users its about $3 per user per month
3. No need to perform a daily backup,since Intuit backs up daily for you
4. Automatic software updates and QuickBooks help support included in cost
5.To use the software, just click on your QuickBooks Online Plus shortcut on your desktop
The disadvantages of QuickBooks Online Plus as compared to QuickBooks Pro with remote access are summarized and ranked by level of importance as follows:
1. Does not handle inventory and purchase orders, this rules out retail, manufacturing and distribution type companies from using QuickBooks Online Plus
2. Cannot process multiple currencies
3. Unable to open multiple QuickBooks windows in QuickBooks Online Plus
4. No Company snapshot/dashboard in one desktop view
By using the World Wide Web,you as the owner/employer, investor, employee can all collaborate, share, communicate,and analyze the daily accounting information and reports, since everyone receives in real time the same online accounting information. Now,your CPA or accountant can provide QuickBooks support by responding with with faster answers to your important accounting and business questions by accessing QuickBooks Online Plus through the World Wide Web and also correcting your mistakes in real time. You can also outsource selected online accounting functions with QuickBooks Online Plus. If you chose to do this, please make sure that you implement a control process to monitor the outsourced person(s) work.
The Pros for using QuickBooks Online Plus as compared to QuickBooks Pro with remote access are impressive and assuming there is no need for inventories or multiple currencies, then QuickBooks Online Plus is a good choice for those with small business accounting needs.
As you can see,this analysis did not consider any computer performance processing ramifications. It will be the subject of another topic. Nor does it consider or assess the abilities of your employees in performing their daily accounting activities for each significant online accounting processes i.e. invoicing customers,recording deposits,paying expenses,etc.. Notwithstanding the recommendations herein and prior to making any decision its important to consult with your CPA or accountant for QuickBooks help to perform a needs analysis to determine the best accounting system for you.
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