Les Murphy

179 posts
Information Technology Generalist, Author of "Build Your Own QuickBooks Server"​ multi user QuickBooks on a budget

What is Hosted PBX

A Hosted PBX solution is often the solution of choice for many businesses looking for a business-grade phone service. Hosted PBX presents a great opportunity to save money. A Hosted PBX solution is critical to communicating with your customers.

◦No up-front costs for deployment

As is the case with hosted email services, there are no up-front costs associated with hosted PBX services. This means that organizations do not have to deploy a PBX or the other hardware and software that might be necessary to support the system. The shift from a capital expenditure (CAPEX) to an operating expense (OPEX) model is one of the most compelling arguments for cloud computing, particularly in an era of tight IT budgets or for organizations that do not have the in-house staff necessary to manage on-premise infrastructure.

◦More predictable pricing

As with any cloud-based service, pricing is more predictable for a hosted PBX than it is for an on-premise PBX. This is because costs for a hosted PBX are known up-front and will remain unchanged over the life of the contract with the hosted provider. With an on-premise PBX, there is less predictability because of unforeseen hardware repairs, capacity expansion and other issues that may necessitate an on-site visit from a consultant or technician.

◦No need for on-premise staff to manage the system

Another important advantage of a hosted PBX solution relative to its on-premise counterpart is that no in-house staff is required to manage the system, address system problems, perform upgrades, etc. While on-premise PBXs are not typically the most labor-intensive systems that an organization will operate, they do require some level of maintenance and support – a hosted PBX will eliminate the need for these activities.

◦Online administration permits remote management of the system

One of the fundamental advantages of a hosted PBX is that, as a cloud-based system, it can be managed completely online. That means that services, features and functions can be turned on or off as employee counts change, and that specific services, such as hunt groups, can be changed or added through an online console from any Web browser.

◦Users can manage their own profiles

Related to the online administration capabilities of a hosted PBX is the ability for users to manage their own profiles. For example, this capability permits users to change their find me/follow me numbers, change their PIN for accessing voicemail, modify the email address to which their voicemails will be sent, or modify their mobile phone settings.

◦Extremely high levels of uptime

One of the chief advantages of a hosted PBX is the extremely high level of uptime that such a system affords. This is not only important for normal, day-to-day operations, but also for business continuity purposes after a natural disaster, a power outage or some other unforeseen event. Using a hosted PBX that manages telephony capabilities in a remote location permits not only very high reliability, but true disaster preparedness, as well.

◦Lower cost of ownership

In many cases, a hosted PBX solution can provide a much lower cost of ownership compared to an on-premise system, particularly for a small business. For example, if we assume that an on-premise PBX for a 50-user business is $1,000 per seat, the cost of annual maintenance is $9,000 per year, and an average of one-hour of employee staff time per week is required to manage the system, the total cost of the PBX in Year 1 will be $52,000 and the three-year cost will be $74,182. A hosted PBX solution priced at $29.99 per user per month will cost $17,994 for one year (a cost savings of $34,006) and $53,982 over three years (a savings of 27%), as shown in the following table.

Costs of On-Premise and Hosted PBX Solutions

Cost Year 1 Year 2 Year 3 TOTAL
PBX System $50,000 $74,182
Annual maintenance $9,000 $9,000
In-house IT staff (growing at 3%/year) $2,000 $2,060 $2,122
TOTAL COST OF ON-PREMISE PBX $52,000 $11,060 $11,122
TOTAL COST OF HOSTED PBX $17,994 $17,994 $17,994 $53,982
SAVINGS FROM USE OF A HOSTED PBX $34,006 ($6,934) ($6,872) $20,200

Take the first step to benefit from Hosted PBX today.

Schedule a Hosted PBX Evaluation for your organization.

Please contact us today and let us get to work.

Email’s High Risk Threat

Protecting from cyberthreats requires strong layered security

Email filtering technology is one of the layers many businesses neglect. Email protection as part of your overall security services reduce vulnerable to targeted email attacks that can potentially cause damage to multiple applications in your networks. 

Email is the #1 attack vector used by cybercriminals

One wrong click can bring down an entire network and the business depending on that network. Deploying powerful, professional-grade email filtering technology can help reduce the risk of cyberattacks and ensure greater uptime and business continuity.

Mitigate risk with strong email security built for your business

It’s important to assess your risks and implement email security with the right combination of security layers, such as web protection, patch management, firewall management, strong password management tools, and endpoint protection—including a solid backup solution. 

Cloud-based applications still need specialized protection

Many business folks question why they need extra security when using cloud solutions like Microsoft 365 or G Suite, assuming cloud-based solutions and collaboration tools take care of all their security and data retention needs for them. While they are generally secure and constantly improving their security technology, nothing is perfect. These industry giants provide key targets for cybercriminals. Recently, the U.S. Federal Bureau of Investigation issued a warning of hackers targeting Microsoft 365 accounts and Google Suite with business email compromise attacks. A layered security approach with reliable security solutions deployed in your business can make the difference between losing business due to a data breach or winning new business due to having a reputation for trust and protection. 

Sources

1 – “2019 Data Breach Investigations Report,” by Verizon @ https://enterprise.verizon.com/resources/reports/2019-data-breach-investigations-report-emea.pdf (Accessed September 2020).

2 – “Watch out for Office 365 and G Suite scams, FBI warns businesses,” Naked Security by Sophos @ https://nakedsecurity.sophos.com/2020/03/10/watch-out-for-office-365-and-g-suite-scams-fbi-warns-businesses/ (Accessed September 2020).

Reduce Windows 10 Updates’ Effect on Local Network Traffic

Several versions of Windows 10 exist in the wild, each with their own Windows Update nuances. But, all of them can negatively impact network traffic. Windows Update on your computer, in its default state, both constantly downloads and uploads bits of data to build installation packages for both your computer and other computers. Microsoft remarkably leverages the computing resources of millions of Windows 10 computers to distribute monthly updates. However, controlling Windows Update downloads and uploads minimizes their impact to your network.

The next few screenshots detail how you can reign in Windows Update. Please understand that these configuration changes require administrative permission. You will need an administrator user password if you operate under Microsoft’s best practice of a standard user account security profile.

Select “Settings” then “Update & Security”

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Select “Windows Update” on the left and then select “Advanced options” under “Update settings”

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If you use other Microsoft products like Office 2016 or 365, check the box next to “Give me updates for other Microsoft products when I update Windows.”

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For older Windows 10 versions, selecting “Current Branch for Business” under “Choose when updates are installed” means your Windows 10 QuickBooks computer will get only updates “ready for wide spread use in businesses” postponing updates until they get more fully vetted.

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In newer versions, the required configuration label selection changed to “Semi-Annual Channel.”

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Newest versions of Windows 10 remove the configuration to “Choose when updates are installed” but retain the “Delivery Optimization” configuration link.

Scroll down the page and select “Delivery Optimization;” the older screen in the first image, the newer screen in the second image.

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Turn on “Allow downloads from other PCs” and then select “PCs on my local network” to share the Windows Update data download task among several local computers. Then, select “Advanced Options.”

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Limit “Download settings” to 5% to reduce inbound network traffic. Limit Upload settings to 5% and 5GB to prevent your computer from sending updates to other computers on the Internet.

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When curiosity gets the best of you, check the “Activity monitor” from the “Delivery Optimization” screen for some interesting viewing.

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Email Missing in Control Panel?

QuickBooks depends on email to send invoices and a host of other things. If you use Microsoft Office 2016 64 bit version, what do you do when you need to create a new Outlook profile and the email management tool in Control Panel renders an error message?

If you cannot open Mail in Control Panel, try these steps:

Remove MSO 2016 64 bit

Restart computer

Install MSO 2014 32 bit

Restart computer

Navigate to C:\Program Files (x86)\Microsoft Office\root\Office16\MLCFG32.CPL

Right click file then select “Open with Control Panel”

Do what you need to do with the Email Manager

Open Outlook

If you get the OSF-Roaming.16 message pop-up wwhen starting Outlook, close Outlook then do a Quick Repair under applications >> change, then reopen Outlook.

Laptop Monitor Docking Base Screen Resolution Problems

This time of year, we like to discuss our New Year’s resolutions. Here’s a new twist on that subject.

QuickBooks demands lots of screen real estate. You know how important screen resolution stability is to your productivity.  Unfortunately, mobility and screen resolution can often be problematic. So your computer screens suddenly become upside down with two different resolutions after an electrical issue or removal of your laptop from your docking station.

So how can your resolutions be returned to normal?

Try the process below that I use to clean up laptop monitor docking base screen resolution problems.

Shut off your laptop using shutdown and remove it from your docking base.

Turn off the power to your docking base if you have a powered docking base.

Turn off your monitor.

Turn on your laptop without connecting it to your docking base.

Fix and/or confirm your laptop’s resolution is ok.

Turn off your laptop using shutdown.

Turn on your docking base.

Turn on your monitor.

Reset the default settings on your monitor using the monitor’s configuration menu.

Attach your laptop to the docking base.

Turn on the laptop.

Give the laptop about ten minutes to find everything and complete configuration.

Your monitor should auto adjust to it’s best resolution and the laptop should retain it’s best resolution.

If your laptop is a “Domain” computer and your resolution does not reset correctly, contact your domain’s IT support folks. You may need administrator access to run through these steps and correctly reset your resolutions, provided you remember your resolutions.

Happy New Year!

Stabilize Windows 10 Updates

In earlier versions of Windows 10, selecting “Current Branch for Business” means your Windows 10 QuickBooks computer will get only updates “ready for wide spread use in businesses” postponing updates until they get more fully vetted.

The configuration, located at “Settings” >> “Update & Security” >> “Windows Update” >> “Advanced options” produces a stable operating system not prone to those Windows Upgrade mistakes that make the news occasionally. Most recently, Windows 10’s updates changes the required configuration label selection to “Semi-Annual Channel.”

When your target of operating system stability becomes mission critical, make the change. You will be glad you did.

 

Key To Successful Windows Desktop Servers

Windows Desktop Operating System Servers provide an inexpensive alternative to Windows Server Operating System Servers. Headless operation provides one of the key tenants of success.

Millions of Windows Desktop Operating System Servers exist in the wild today. Since 2001, Windows XP Pro and Embedded provided the impetus for Windows Desktop Operating System Servers development and proliferation.

I know of many Windows XP Pro video, point of sale, manufacturing and medical application servers still functional, long past XP’s announced end of life, proving the importance of  Windows Desktop Operating System Servers. Their application support remains important and relevant.

Headless operation means that the CPU (the box containing the motherboard, hard drive and power supply) boots to operational status without the presence of a monitor, keyboard or mouse. Various remote session tools like Remote Desktop Connection, VNC, RMM Desktop Support and many others provide access to the server.

Headless operation places the computer beyond everyday use as someone’s desktop computer, achieving a higher level of stability and dedication to a subset of applications required to complete work. Attach a UPS to it and put it in the data closet, then get to work.

My most current offerings focus on Windows 10 Pro Desktop Operating System Servers for legacy type applications and off domain remote desktop servers.

The Windows XP Pro upgrade path, whether to the cloud or Windows 10 Pro provides revenue streams to many technical businesses and a good living to those technical businesses’ employees.

 

High Performance QuickBooks Multi-User Environment

A QuickBooks production server provides the key to a high performance QuickBooks multi-user environment. Isolating QuickBooks company file(s) on a QuickBooks production server creates the advantage of keeping and hosting QuickBooks company files in a safe, secure and robust fashion. A QuickBooks production server prevents any damage that a compromised desktop computer can do to your company file(s).

The QuickBooks production server also performs automated tasks within QuickBooks and other “QuickBooks add on” softwares such as automated nightly offsite backups or automated order downloads from your website to QuickBooks. A QuickBooks production server can automatically keep each of your QuickBooks desktop computers updated to the latest QuickBooks version.

In some QuickBooks environments, a QuickBooks production server will host the entire QuickBooks application so that no QuickBooks software need be installed on any desktop computer.

Multi-User QuickBooks Networking Setup

Most businesses using QuickBooks have 10/100mb networks with low cost switches and uncertified data drops. Generally, they own consumer grade computers purchased from a big box store or online discounter.

I find that most client/server application problems, including QuickBooks, directly relate to businesses trying hard to save money on their computing infrastructure. Unfortunately, QuickBooks raises the bar beyond the network and computing environment that most small businesses adopt. Business must adhere to higher standards for Multi-User QuickBooks to work correctly and be productive.

In a multi-user QuickBooks environment, each computer must have a gigabit network interface, connected to a gigabit switch, using gigabit certified cables and data drops. Also, interaction between QuickBooks and each networked computer’s operating system must be configured properly for QuickBooks to perform optimally. You can accomplish effective QuickBooks networking easily.

First, install QuickBooks on a dedicated production server.

Second, connect only the QuickBooks Production Server and each computer running the installed QuickBooks application to a 1000 mb (gigabit) switch, then connect the 1000 mb (gigabit) switch to the existing 10/100 mb network, preferably at the top level switch. Your gigabit network segment for QuickBooks becomes part of the overall network, so each QuickBooks computer can reach the Internet, use business applications, share files, and print to network printers.

Need QuickBooks Support In A Non Standard Environment

You do have access to Intuit’s QuickBooks support when under correct Intuit licensing. Sometimes support proves difficult in an unsupported environment; something like QuickBooks Pro on a Windows Remote Desktop Services Server or QuickBooks on virtual machines. Intuit supports only Enterprise versions of QuickBooks on Remote Desktop Services servers and only “natively installed” non virtual QuickBooks environments.

Before you make the call, isolate the QuickBooks company file to determine the source of your problem. Install a non production copy of your version of QuickBooks on a computer that is not part of your production QuickBooks environment. Register the software with your account or phone number information.

Copy the entire production QuickBooks Company Files folder to your non production QuickBooks computer. Open the company to determine if your problem still exists. If it does not, look to your production operating system and environment to solve your problem. You may have network issues or other problems.

If your problem persists on your non production QuickBooks computer, contact support and have Intuit support resolve the problem on your non production computer. Plan ahead as you may need screen recording software if Intuit support remotely accesses your computer and speedily runs through a fix. Above all, ask questions so you clearly understand the solution. Take careful notes so that you can do the same steps to resolve the problem on your production copy of QuickBooks.

If you find yourself in a real bind, call a QuickBooks ProAdvisor certified in your version of QuickBooks. They typically have access to better support resources than consumers have access to.