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QuickBooks

®

Point of Sale
User’s Guide

Copyright
Copyright © 2002 Intuit Inc.
All rights reserved.
First printing April 2002

Intuit Inc.
P.O. Box 7850
Mountain View, California 94039-7850

Trademarks
Intuit, the Intuit logo, QuickBooks, QuickBooks Pro, Quicken and TurboTax, among others,
are registered trademarks and/or registered service marks of Intuit Inc. in the United States
and other countries. QuickBooks.com and Quicken.com, among others, are trademarks
and/or service marks of Intuit Inc. in the United States and other countries. Retail Pro and
the Retail Pro logo are registered trademarks and/or registered service marks of Retail
Technologies International, Inc. in the United States and other countries. Other parties'
trademarks or service marks are the property of their respective owners and should be
treated as such.

Contents
Chapter 1

Getting Started.............................................1

Chapter 2

QuickBooks POS Basics..............................33

Chapter 3

Departments & Vendors...............................75

Chapter 4

Inventory ......................................................91

Chapter 5

Inventory Utilities..........................................115

Chapter 6

Purchasing...................................................133

Chapter 7

Receiving .....................................................145

Chapter 8

Customers ...................................................159

Chapter 9

Recording Sales & Returns..........................169

Chapter 10 End of Day Procedures ................................199
Chapter 11 Reports & Sales Charts................................211
Chapter 12 Security Administrator ..................................235
Chapter 13 Data Exchange with QuickBooks .................245
Appendix A Preferences.................................................267
Appendix B Keyboard Shortcuts.....................................277
Appendix C Data Exchange ...........................................279
Appendix D Glossary of Terms.......................................295
Index ...............................................................................301

Getting Started

1

Welcome to QuickBooks Point of Sale! .................................................................................................2
Purpose of This Guide ............................................................................................................................4
Install & Configure QuickBooks POS....................................................................................................5
System Requirements.......................................................................................................................5
Installation........................................................................................................................................5
Network and Multi-User Configurations .........................................................................................7
Launch QuickBooks POS .......................................................................................................................8
Registering Your Software...............................................................................................................8
Startup Strategies ....................................................................................................................................9
The Setup Interview .......................................................................................................................10
Getting Started Topics....................................................................................................................12
The QuickBooks POS Main Menu .......................................................................................................25
Main Toolbar (Main Menu) ...........................................................................................................26
Practice QuickBooks POS ....................................................................................................................27
User Information...................................................................................................................................28
Protecting Your Data ............................................................................................................................28
Getting Program Help...........................................................................................................................29
Contacting Technical Support........................................................................................................30
Program Updates............................................................................................................................30
Are You Outgrowing QuickBooks POS?.......................................................................................31

1

QuickBooks POS User’s Guide

Welcome to QuickBooks Point of Sale!
QuickBooks Point of Sale (QuickBooks POS) is an advanced point of sale, inventory control,
customer tracking, and reporting program designed for use in retail stores. As you order, receive, and
sell merchandise your inventory quantities, costs and prices are instantly updated. The program
allows up to five workstations to run the program simultaneously, with all of them having current
information always available (refer to the section titled Network and Multi-User Configurations in
this chapter for additional requirements and information on multi-user capabilities.)
At a glance, you can view current item quantities on hand and on order; review costs, prices and
margins; and view detailed reports on sales activity. You can track customers and use the resulting
purchase history information to customize promotions, marketing materials, and mailings. At the end
of your business day the program will help you reconcile your cash drawer, process credit card
transactions (optional fee-based service), and backup your data files.
Optionally, QuickBooks POS can be used with QuickBooks 2002 financial software (Pro and Premier
versions) to give you unified control over your entire retail operation. QuickBooks POS transfers all
point of sale data needed for accurate business accounting to QuickBooks at the push of a button.
The core of the QuickBooks POS application is the inventory module. The inventory module is a
sophisticated perpetual inventory system kept continuously updated as transactional documents are
made and recorded during normal retail activities. The inventory module also maintains all itemrelated data such as descriptions, costs, prices, sizes, colors, attributes, and dates.
Tightly integrated with inventory are the three other primary QuickBooks POS functions wherein the
various activities that affect inventory are carried out. These functions are:
Point of Sale (POS)
Purchasing
Adjustments

For recording sales and returns, and tracking customer purchases.
For purchasing and receiving merchandise from your vendors.
For making miscellaneous adjustments to inventory quantities or
costs, such as when updating item quantities as a result of
conducting a physical inventory.

There are two general document types that are created to track and record retail activities in these
areas:

Transactional documents record actual changes in inventory and provide a permanent
record of those changes in monthly history files. For example, a sales receipt is a
transactional document that permanently records the deduction of an item quantity from
inventory when the item is sold.
There is a separate monthly history file for each of the transactional document types.
These history files can never be deleted. For this reason, transactional documents are
sometimes referred to as history documents. Each of the QuickBooks POS transactional
documents is explained on the next page.

2

Order documents (purchase orders) are temporary documents used to plan the purchase
of merchandise from vendors. The information recorded on a purchase order, such as
items, prices, and terms, can be easily transferred to a receiving voucher (a transactional
document) when the merchandise is actually received. Once a voucher is created, the
related purchase order can safely be deleted.

Getting Started ADJUSTMENTS Memos (History File) POS PURCHASING Vendors Purchase Order Vouchers Inventory (History File) Receipts (History File) Customers The transactional documents used in QuickBooks POS include: • Vouchers — Receiving vouchers add to inventory the merchandise received from vendors. sales. building customer loyalty. and accurately analyzing and reporting retail activities. Memos are used when neither of the other two transactional documents is appropriate. The Reports and Sales module provides the ability to look at your accumulated data broken down in many ways that help you track and analyze your business efficiency. but also offers features like customer filtering for lists and mailings. • Receipts — Sales receipts subtract merchandise from inventory when customers make purchases. The Department and Vendor modules allow categorizations of merchandise in inventory to facilitate efficient ordering. and instant retrieval of customer sales history. Memos are also used to record adjustments to inventory costs. vendor. For example. verification and repair. Return vouchers subtract from inventory merchandise that is returned to vendors. and reporting.1. 3 . The order document related to vouchers is the purchase order. QuickBooks POS also includes components that aid in increasing store traffic. Additional features in the QuickBooks POS program provide security control and data backup. customer-based discounts. adjustment memos could be used to subtract shrinkage quantities from inventory or to add “extra” units discovered during a physical inventory. Vouchers also adjust your inventory item cost and optionally update item prices. Sales charts can be used to graphically view sales patterns and trends as well as movement by department. or sales associate. A return receipt is used to add merchandise back to inventory when returned by a customer. • Memos — Adjustment memos can either add or subtract merchandise from inventory. viewing. The Customers module not only maintains customer addresses and phone numbers. The QuickBooks module provides the link to exchange your point-of-sale data with your QuickBooks financial software.

SAVE. departments.QuickBooks POS User’s Guide Purpose of This Guide This user's guide provides information on how to install. are configured during the installation and interview process but can be manually changed later as necessary.) for advanced users Pro Tip: Possible adverse effects of performing an action Warning: Preference settings that affect the current activity Preference: Note: Terminology Throughout this guide we will use terminology that is standard in retail operations and terminology that may be unique to the QuickBooks POS program. etc. Markdown %. configure.) Menu paths COMPANY D COMPANY PREFS D SALES File path/name \RPRO\BACKUP Data to be entered in a field 001 Procedural instructions 1. These features. check your preference or security settings that may be relevant to the area in which you are working. This should not be cause for concern. If a feature is not available to you. <F2>. <Ctrl+F> Toolbar or dialog selections INVENTORY. 2. Glossary of Terms for definitions of terms used. NEW Field names Vendor Code. 3. User's Guide Conventions: The following is a list of how information is displayed throughout this manual. vendors. Price Cross reference (Refer to Chapter 4. controlled through program preference and security settings. in most cases the steps to perform a task will remain the same. such as a receipt. or purchase order. The program was designed to benefit each unique retailer by including many user-definable features. Inventory.) The term records. <Alt>. The type of information designated Examples Keyboard keys <Enter>. Select a check box option # Important procedural information. as used in this guide. etc. depending on the features you are using.. Some of the graphics in this guide may differ slightly from what you see on your screen. alternative methods Note: Program tips (shortcuts. or to document records. can refer either to data records. 4 . and use the QuickBooks POS program in the most efficient manner. <L L> Two-key combinations <Alt+N>. voucher. or customers. (Refer to Appendix D. such as inventory items.

Note: Install QuickBooks POS First. 128 MB RAM recommended • Microsoft® Windows 98/NT 4. • 256-color monitor. or Accountant version) if integrating with QuickBooks financial software Installation This procedure will launch the Install Wizard and install the files necessary to run the QuickBooks POS program on your computer. please read the section titled Network and MultiUser Configurations. later in this chapter. 5 . If you already have a previous version of the program installed. such as the trial version. powered by Wells Fargo Merchant Services. before proceeding. please also read Chapter 13. before beginning the installation. If you are a QuickBooks user. Pentium III recommended • 64 MB RAM minimum. and a modem to authorize and settle credit card transactions (optional feebased service) • QuickBooks 2002 (Pro. Answer YES to install the files from the installation CD. Getting Started Install & Configure QuickBooks POS System Requirements QuickBooks POS requires the following minimum system configuration: • IBM Compatible 266 MHz Pentium II. you will be asked if you want to overwrite it. and then attach any necessary printers. Data Exchange with QuickBooks. 1024 x 768 recommended • CD-ROM drive • Internet access for certain features • Windows or OPOS supported printer and POS equipment • A merchant account through QuickBooks POS Merchant Service. Then Attach POS Printers It is recommended that you install QuickBooks POS on your system first. 1 GB free space recommended. 800 x 600 resolution.0 (Service Pack 6 or higher)/2000/XP • 8 GB Hard Drive with a minimum of 70 MB free disk space for installation. If you are installing in a multi-user configuration. The total amount of disk space required will vary with the features used and the size of your inventory and data records.1. This allows the QuickBooks POS installation process to install printer drivers so that Windows will automatically recognize the printers when they are attached. Premier.

2. Installer will create a new folder labeled QuickBooks Point of Sale. Review your QuickBooks POS installation settings and select NEXT to begin the installation. 4. 7. The Install Wizard will launch automatically and the install window is displayed. If you selected CUSTOM in Step 5. Select SETTINGS D CONTROL PANEL D ADD/REMOVE PROGRAMS. select to reinstall when prompted. If you are reinstalling the program (due to computer replacement or hardware failure for example). 2. however. Follow the on-screen prompts to install the program files to your computer. This is the right choice for most users installing QuickBooks POS for the first time. the Installer will create a new folder labeled QuickBooks Point of Sale. You will be able to launch QuickBooks POS from this folder by selecting START D PROGRAMS D [FOLDER NAME] from your Windows system. By default. Choose whether to place a shortcut for QuickBooks POS on your desktop. 6. • Select a folder to which to add the QuickBooks POS program icons. CUSTOM setup allows you to specify an installation path. Close all running applications except Windows. Select an existing folder to which to add the icons or type in a new folder name. • Select a folder to which to add the QuickBooks POS program icons. You will be able to launch QuickBooks POS from this folder by selecting START D PROGRAMS D [FOLDER NAME] from your Windows system. 3. 5. then select FINISH. Select START on the Windows task bar. Read and accept the licensing agreement. After each step. 6 . The default folder is C:\PROGRAM FILES\INTUIT\QBPOS. The default folder is C:\PROGRAM FILES\INTUIT\QPOS.QuickBooks POS User’s Guide To install the program: 1. complete the following: • Browse to the existing installation (Workstation 1) of QuickBooks POS on the network to which you are adding this workstation. If you selected ADD WORKSTATION in Step 5. you can choose BROWSE to select a different folder. Follow the on-screen prompts to access and start the SETUP. ADD WORKSTATION adds a new workstation to an existing installation of QuickBooks POS. You will not be able to continue with the installation unless you accept the agreement. • Select the folder in which to install QuickBooks POS. complete the following: • Select the folder in which to copy the QuickBooks POS files. select NEXT to proceed to the following step. 3. you can choose BROWSE to select a different folder. however. 9.EXE file on your CD-ROM. If the Install Wizard does not start automatically: 1. Restart your computer for your settings to take effect. 8. By default. The Installer will display a dialog notifying you when installation is complete. Select an existing folder to which to add the icons or type in a new folder name. EXPRESS setup installs all components to the default location on your hard drive. Put the QuickBooks POS CD into your CD-ROM drive. Enter the Installation Number from the CD jacket your software was packaged in. Select the installation type.

• Answer YES when asked if this installation is being added to an existing installation. not all files will be copied to additional computers. Because only the server stores most program and all data files. Refer to Chapter 13. the first to have the software installed is designated Workstation 01. To set-up a multi-user installation: 1. NOTE: Installing on Separate Computers with Single-User Licenses If you have a single-user QuickBooks license AND a single licensed copy of QuickBooks POS and are on a peer-to-peer network. Network the computers. including the procedures to back up your data and change preference settings. following the instructions for your networking software. you may require more than one user have access to the QuickBooks POS program and data at any given time. 3. i. The following apply to multi-user configurations of QuickBooks POS: • Either a peer-to-peer or client-server configuration can be used in the network. Install separately purchased copies of the QuickBooks POS software on each additional computer. Exchanging Data with QuickBooks. (See the note below for exception. etc.e. Getting Started Network and Multi-User Configurations Depending on the size of your store. and acts as the network server with program and data files installed. Each workstation is assigned a number during installation. • One workstation. • Browse to the location of the program files on the server computer when prompted. Maybe you need two cashiers to be ringing up sales. for additional installation instructions in this case. the second installation will be Workstation 02. If using this program in conjunction with QuickBooks 2002 financial software. there are a few functions that do not allow additional users in the program when they are run. • Each computer networked to use QuickBooks POS must have the same version of the QuickBooks POS software installed. • Each computer networked to use QuickBooks POS must have its own copy of the software installed and registered.1. it is recommended that both programs be installed on this computer.) The necessary files are copied to each computer. or maybe a backroom computer is needed to be running reports and ordering merchandise at the same time sales are being made out front. the first installation (server) would be Workstation 01. and still exchange data between the two. Additional workstations access this server to work in the program. One computer must be configured as the server. 2. QuickBooks POS can be networked to allow up to five users simultaneous access to the program.) • Most program functions can be accessed by multiple simultaneous users. 7 . Install QuickBooks POS on the server computer. it is possible to install your QuickBooks financial software on one computer and QuickBooks POS on another. being sure to: • Enter the unique Key Code from each purchased copy of the software to begin the installation. (The server must be running during this procedure. However.

On the 31st day after installation. both installing computers could be assigned the same workstation number. either manually or as part of the End of Day procedure • (QuickBooks users) The Recover feature • (QuickBooks POS Merchant Service users) Settlement of credit card transactions as part of the End of Day procedure • Automatic backup of data files upon exiting the program Launch QuickBooks POS 1. Use standard Microsoft® Windows procedures to launch QuickBooks POS from the Start menu or Desktop. You are encouraged to register promptly. Besides keeping your software functional. 8 . Note: Actions Limited to Workstation 01 The following actions can only be performed at Workstation 01 (refer to Chapter 10. This would cause data conflicts and require re-installation to correct. unregistered software will cease to function except for the ability to register. Registering Your Software The QuickBooks POS software must be registered within 31 days of installation. For example. End of Day for more information on the procedures mentioned here): • (QuickBooks users) Data exchange with QuickBooks. registration provides other valuable benefits including technical support and access to certain online features. If more than one installation is running simultaneously on a network. if you were in the POS area when you last exited the program. You will be reminded to register your software every time you launch QuickBooks POS until the registration procedure is completed. the POS area on the main toolbar will be pre-selected for you when you return.QuickBooks POS User’s Guide IMPORTANT NOTE: Install on Only One Workstation at a Time! During the installation routine the program must be able to determine the other workstations installed and assign workstation numbers. Registration is done by phone. QuickBooks POS launches. with the last program area used active.

The point-of-sale activities are implemented last. You will be asked for these numbers when you contact technical support.1. some of the chore of entering records is done for you and some of the steps shown below will not apply. Your registration process is complete. As you later define inventory items. you will be prompted to register every time you launch QuickBooks POS until registration is completed. For some retailers. etc. If you have multiple copies of QuickBooks POS installed on several workstations on a network. items. The approach you take is completely up to you.) The diagram on the next page shows two general startup paths. Getting Started Once registration is complete your installation will be updated with a registration number. 9 . If you import data from QuickBooks. The Register By Phone dialog is displayed. (Refer to Chapter 13. each copy must be registered. You will be able to print sales reports. With this approach the goal is to get all of your departments. 2. departments. Launch QuickBooks POS as usual. and optionally update QuickBooks with your sales at the end of that first day. the top priority is to begin recording sales immediately. (If you instead select REMIND ME LATER. Data Exchange with QuickBooks for more information. To register QuickBooks POS: 1. This path does not get you ringing up sales immediately. using default departments and generic item definitions. reconcile the cash drawer with the help of a Z-Out report. You can view your serial number and registration number anytime by accessing the HELP D ABOUT window from the QuickBooks POS main screen. Enter the number into the REGISTRATION NUMBER field. then given a registration number for your copy of QuickBooks POS.) 3. and customers clearly defined in the program first and begin ordering and receiving merchandise. your reports will take on more meaning as the level of detail in increases. Select PHONE. Select OK. Whether or not you use QuickBooks 2002 and your business philosophy will greatly influence the way you will begin using QuickBooks POS. You will be asked for the serial number. customers. This approach gives you the ability to begin selling merchandise the first day. but affords a greater degree of control and more detailed reporting and tracking capabilities from day one. Startup Strategies There is no one correct path to take to successfully configure the program in the shortest amount of time. vendors. listing the serial number for your software.. Call Intuit at the phone number provided on screen (1-800-498-7469). You will be prompted to register. vendors. A general discussion on each of the steps can be found in the following sections and more specific information in the individual User Guide chapters relating to each function. 4. Touchscreen users can select KEYBOARD to access an on-screen keyboard by which to enter the number into this field. 5. Others may prefer to focus on defining inventory and the ordering/receiving of merchandise first.

you will be given the option to transfer your existing QuickBooks data records to QuickBooks POS. Z-Out. reports. The information you provide is used to define the program preferences. vendors. security options. price and tax code at POS O Run End of Day procedures: card settlement. Note: QuickBooks Users We recommend you read Chapter 13. QB update O Add customers on the fly Define Departments and Vendors Define Items O Create vouchers or memos to record quantity and cost of existing items O Begin using POs and Vouchers O Print Tags or define Alternate Lookups O Update QuickBooks at End of Day Define Departments and Vendors Define Items O Create vouchers or memos to record quantity and cost of existing items O Begin using POs and Vouchers O Print Tags or define Alternate Lookups Take a Physical Inventory O Confirms on-hand quantities Switch to recording sales using specific item definitions Take a Physical Inventory (optional) O Confirms on-hand quantities Define Customers O Or add on the fly when recording sales Begin Recording Sales O List actual inventory items O Begin running End of Day Z-Out and credit card settlement The Setup Interview The first time you start QuickBooks POS after installation is completed.QuickBooks POS User’s Guide What is my priority on startup? Point of Sale First Configure System First Setup Interview O Install default departments and generic items during the interview Setup Interview O Install default departments and generic items optional Begin Recording Sales O List generic items and edit description. Online Help files can also assist you while navigating through the interview. 10 . If you are a current QuickBooks 2002 user. Data Exchange with QuickBooks for information on preparing your QuickBooks company file for data exchange before starting the Setup Interview. We suggest you read through this section and any chapters pertaining to areas of particular interest to you before beginning the interview. This will help you collect the information needed to complete all entries before starting. the Setup Interview will be automatically launched to assist you in configuring the many customizable features of the program. etc. hardware support files. and to install certain default departments. including how it works with your installed equipment. Preference settings control many aspects of the program. Answering the interview questions with care will greatly help in configuring the program properly to meet your needs and will get you up and running in the least amount of time.

1. Getting Started
You can return to the interview later if you do not complete it all the first time through or if you want
to change your answers.
Most choices can be changed easily, however there are a few areas where it is important you make the
correct choice at this time. These areas, identified by the
symbol below and on the interview
screens, are not easily changed later. For more information on a topic, select the MORE INFORMATION
button on an interview screen or refer to the appropriate chapter in this User Guide.
As you complete the interview, keep in mind:

You can return to the interview at any time to change most choices.

Your choices within an interview section are not recorded until you leave the section.

Most of the program settings configured during the interview can be manually revised by
accessing the Preferences modules from the Company menu within QuickBooks POS.

Warning: The Setup Interview is an Intolerant Activity
The Setup Interview is an intolerant process. This means that only the workstation running the interview
is allowed in the program at the time of access. If other workstations are currently working in the
program, have them exit before starting the interview.

To access the interview at a later time:
1. Select COMPANY from the main toolbar of the main QuickBooks POS menu.
2. Select INTERVIEW from the side toolbar.

The major sections of the interview and the topics they include are:
QB Data Exchange

If you are a current QuickBooks 2002 user, configure settings that allow
the two programs to work together.
Optionally, import existing
QuickBooks data to QuickBooks POS. The initial imported data includes
inventory items, customer information, and vendor information. Importing
can only be done once, and this interview option will be disabled after the
data has been transferred to QuickBooks POS. (Refer to Chapter 13. Data
Exchange with QuickBooks for more information).

Company Information

Enter your company name and address information. This information
prints on documents created in QuickBooks POS. Also define sales tax
codes and specify the sales tax rates to apply to taxable merchandise,
indicate if you want to track customers, configure price levels, and define
default receipt comments.

Business Type

Specify the type of business you operate. Based on your business type,
QuickBooks POS will configure certain basic program components for
you. Optionally, elect to install default departments, grid scales, and
generic items.

11

QuickBooks POS User’s Guide
Security Options

Specify if you want to require that employees log in to use the program.
If yes, define employee names and passwords. Assign each user to a
security group. Optionally, require confirmation on all record edits or
deletions. (Refer to Chapter 12. Security Administrator for more
information on security.)

Equipment Options

Enable the use of a touchscreen, receipt printer, and cash drawer, if
applicable. If using the QuickBooks POS Merchant Service to process
credit card transactions, specify the modem. The appropriate files will be
installed and equipment settings configured.

Printing Options

Select the QuickBooks POS document designs and other print options for
each of the document types. The choices made in there can be easily
changed later.

Merchant Service

Sign up for and configure the program to process credit card transactions
with the QuickBooks POS Merchant Service.

Getting Started Topics
As in many areas of the program, you will find that there are many ways to accomplish the tasks
needed to get you up and running.
The startup strategies presented earlier, and the Getting Started topics that follow, assume you will
want to clearly define one program area before moving on to the next. In the real world of the busy
retailer this may not always be practical. Each of the tasks covered in this section must be
accomplished, but you may choose instead to define items, departments, vendors, and optionally
customers, on the fly rather than all at one time, as described below.
Keep the following in mind as you complete the setup of the program:

Items cannot be added to inventory until you have a department and vendor records to assign
to those items. This is why Add/Edit Departments and Add/Edit Vendors appear early in the
strategy, especially if your goal is to fully configure the program before ringing up sales.
You can add or edit departments and vendors on the fly from inventory as you add an item if
(<F4>) button adjacent to the Department or Vendor fields
you prefer. Select the
respectively to go to either of those modules. Once there, you can add or edit a
department/vendor record and then choose SELECT DEPARTMENT/VENDOR to bring the new or
edited record back to the inventory item you are adding.

If you track customers, the same method can be used to add customers on the fly as you make
(<F4>) button in the Customer Lookup field from the
sales receipts. Simply select the
receipt, add or edit the customer record, and then bring that customer back to the receipt.

The Getting Started topics are available in the online Help. The Getting Started topic list is
displayed whenever you are at the main menu of the program (select the GO TO MAIN MENU
button in the upper-left corner repeatedly until you reach this page). Use this list of help
topics to help guide you through the steps necessary to get you up and running smoothly.

12

1. Getting Started

Add/Edit Departments
Each department is identified by a unique, user-defined department code. As you define inventory
items, you must assign one of your department codes to each item. QuickBooks POS can then track
the merchandise for each department as it is ordered, received, and sold.
You may have elected to install a set of default departments during the Setup Interview. Now is a
good time to review, edit, or add departments to ensure they meet your needs. By designing your
department structure carefully, you gain great flexibility when planning purchases and summarizing
data for reports. If you edit department codes, you must also edit the corresponding item department
codes in inventory.
Note: QuickBooks Users
If you imported data from QuickBooks, all of your items are assigned to a single default department with
a department code of QB. You should define new department codes to fit your needs and then assign
those codes to your inventory items. (Refer to Chapter 13. Data Exchange with QuickBooks.)

To access the departments module:
1. Select ITEMS from on main toolbar from the QuickBooks POS main menu.
2. Select DEPARTMENTS from the side toolbar.

To add a new department:
1. If necessary, select
view you prefer.

FORM VIEW (<F8>)

or

LIST VIEW (<F8>)

from the main toolbar to switch to the

2. Select NEW (<Alt+N>) from the main toolbar. A blank row is opened if you are in List View, or a
blank department record is opened if you are in Form View.
3. Enter data in the required Department and Dept Name fields.
4. Enter information in any of the other fields in which you want to record data for this department.
We suggest you define a Margin % (used to calculate price) and Tax code (assigned to new
items added to inventory with this department code).
5. In List View, save the record by navigating out of the current row or by exiting the program area.
In Form View, select APPLY CHANGES from the side toolbar to save the record. If prompted, select
YES to confirm the save.

To edit a department record:
1. Highlight or display the department record you want to modify (switch views if necessary). If
you have security rights to edit, you will automatically be placed in edit mode.
2. Modify the department fields as necessary. Press <F2> in a field to edit character by character.
To cancel any edits made, choose CANCEL (<Esc>) from the main toolbar before saving.
3. In List View, navigate out of the current row to save your changes. In Form View, select
CHANGES from the side toolbar to save your changes.

APPLY

For more information on Departments:

Read Chapter 3. Departments & Vendors in this User's Guide.

Search for Department in the program Help index.
13

QuickBooks POS User’s Guide

Add/Edit Vendors
Each vendor from whom you purchase inventory must be identified by a unique, user-defined code of
one to three alphanumeric characters. When you assign a vendor code to each item defined in
inventory, QuickBooks POS can track the merchandise by vendor as it is ordered, received, and sold.
Note: QuickBooks Users
If you imported data from QuickBooks, your QuickBooks vendor names were truncated to create Vendor
Codes in QuickBooks POS. You should review and edit your vendor records to fit your needs and then
assign those edited codes to your inventory items. (Refer to Chapter 13. Data Exchange with
QuickBooks.)

To access the vendors module:
1. Select ITEMS on the main toolbar from the QuickBooks POS's main menu.
2. Select VENDORS from the side toolbar.

To add a new vendor:
1. If necessary, select
view you prefer.

FORM VIEW (<F8>)

or

LIST VIEW (<F8>)

from the main toolbar to switch to the

2. Select NEW (<Alt+N>) from the main toolbar. A blank row is opened if you are in List View, or a
blank vendor record is opened if you are in Form View.
3. Enter a Vendor Code, Company, contact information, and other information as desired for this
vendor.
4. In List View, save the record by navigating out of the current row or by exiting the program area.
In Form View, save the record by selecting APPLY CHANGES from the side toolbar. If prompted,
select YES to confirm the save.

To edit a vendor record:
1. Highlight or display the vendor record you want to modify (switch views if necessary). If you
have security rights to edit, you will automatically be placed in edit mode.
2. Modify the vendor fields as necessary. Press <F2> in a field to edit character by character.
To cancel any edits made to the selected vendor, choose
before saving.

CANCEL (<Esc>)

from the main toolbar

3. In List View, navigate out of the current row to save your changes. In Form View, select
CHANGES from the side toolbar to save your changes.

For more information on Vendors:

14

Read Chapter 3. Departments & Vendors in this User's Guide.

Search for Vendor in the program Help index.

APPLY

1. Getting Started

Add/Edit Items
Although many data fields are available in inventory, the essential fields that serve to define each
item are:
The department code: 1 to 3 characters.
The user-defined code assigned to the vendor of the item.
Description 1
A description field usually used as the style description.
Attribute
A field used to describe an item characteristic, typically color or a second size.
Size
The size or any other characteristic of an item (the field is labeled Size, but is
essentially another Attribute field).
Each item must be unique (i.e., there must not be two or more items in inventory with the same
combination of Department, Vendor Code, Description 1, Attribute, and Size). It is not sufficient
to record some unique data in Description 2 or in some other inventory field. QuickBooks POS will
not allow you to create two or more inventory rows with the same Department, Vendor Code,
Description 1, Attribute and Size.
Department

Vendor Code

Warning: Required Inventory Fields
Technically, only the Department Code is required to define and save a new item. However, we
strongly recommend that, at a minimum, you also enter a Vendor Code, Description 1, and at least one
of Attribute and Size. The program will not prevent you from defining items with these fields blank, but
you may end up with conflicting items and this will result in serious problems in working in Style View
and in properly tracking and reporting item movement.

Note: QuickBooks Users
If you imported data from QuickBooks, existing item descriptions, quantities, and costs are automatically
entered into QuickBooks POS. However, there are other fields you should review and edit to fit your
needs. (Refer to Chapter 13. Data Exchange with QuickBooks.)

To access the inventory module:
1. Select ITEMS on the main toolbar from the QuickBooks POS main menu.
2. Select INVENTORY from the side toolbar.

To add a new item:
1. If necessary, select FORM VIEW (<F8>) or LIST VIEW (<F8>) to switch to the view you prefer.
2. Select NEW (<Alt+N>) from the main toolbar. A blank row is opened if you are in List View, or a
blank item record is opened if you are in Form View. If you want the item placed in a specific
blank row, select that row before selecting NEW.
3. Enter the required/suggested information: Department, Vendor Code, Description 1, Attribute
and/or Size.

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QuickBooks POS User’s Guide
4. Enter information in any of the other fields in which you want to record data for this item:


Review and change, as necessary, the default Tax code and Margin % fields.
Add or edit prices in each Price Level field, as applicable.
Enter UPC codes or Alternate Look Up definitions. UPCs and Alternate Lookups can be
used to scan or quickly enter items on receipts. (See more information on Alternate Lookups
later in this section.)
• Item Quantity and Cost cannot be directly edited in inventory. (See more information on
these choices in the next section.)
5. In List View, save the record by navigating out of the current row or by exiting the program area.
In Form View, save the record by selecting APPLY CHANGES from the side toolbar.

To edit an item:
1. Highlight or display the item record you want to modify (switch views if necessary). If you have
security rights to edit, you will automatically be placed in edit mode.
2. Modify the item fields as necessary. Press <F2> in a field to edit character by character.
To cancel any edits made to the selected item, choose
before saving.

CANCEL (<Esc>)

from the main toolbar

3. In List View, navigate out of the current row to save your changes. In Form View, save your
changes by selecting APPLY CHANGES from the side toolbar.
Note: If you sell lines of merchandise that are best worked with as styles (i.e. the items vary only in
size, color, or some other item trait), entering or editing those items is best done in Style View in
inventory.

For more information on items and styles:

Read Chapter 4. Inventory in this User's Guide.

Search for Inventory in the program Help index.

Search for Style in the program Help index.

Enter Item Quantities and Costs
Item quantities and costs have significant impact on inventory value and your financial records. For
this reason, you cannot directly enter or edit these fields in inventory. QuickBooks POS maintains an
accurate ledger of changes in these values with the use of receiving vouchers, adjustment memos, and
the Physical Inventory utility. You can use one or a combination of these methods to add your
starting quantities and costs to inventory.

Which method should you use?
Each method has advantages and disadvantages. Which is right for you depends on the type of
merchandise you sell, the number of items and vendors you have, and how you prefer to categorize
and work with the program. The table below summarizes the differences and then the basic
procedure for each method follows.

16

Physical Inventory Utility Note: QuickBooks Users If you choose to import data from QuickBooks. be aware that adding quantities and costs by the methods above will result in changes in your QuickBooks inventory value when the adjustments are transmitted to QuickBooks. Once you are using the program to order and receive merchandise. but choose not to import and instead manually define your items in QuickBooks POS. The advantages to using vouchers for this purpose is that both quantity and cost can be added for inventory items with a single document and that tags can be printed from the voucher if desired. If used. The disadvantage is that vouchers are limited to a single vendor. no matter the number of items. on-hand quantities and cost into inventory during the startup. By doing a physical. Data Exchange with QuickBooks for more information on how inventory adjustments are transferred to QuickBooks. so a separate voucher must be made for each of your vendors. 2. 17 . If you have inventory defined in QuickBooks. Vouchers can also be used to enter the starting on-hand item quantities and costs during startup. Quantity Adjustment Memo Quantity Adds quantity only. then you will probably do a physical inventory at some point anyway to confirm correct on-hand quantities and this may be a good choice for you. If used. Refer to your QuickBooks documentation for information on making an inventory adjustment in QuickBooks. Select VOUCHERS from the side toolbar. If you use generic items to sell items during startup. From the QuickBooks POS main menu. (Refer to Chapter 5. you can enter quantities for all your inventory items on a single screen. you must also create cost memos. To access the voucher module: 1. If used.1. Can list items from multiple vendors. The disadvantage is that you are limited to items from a single vendor on a voucher. Quantity Adds quantity only.) Using Receiving Vouchers to Enter Item Quantities and Costs Receiving vouchers are used to add item quantities and costs to inventory whenever merchandise is received from one of your vendors. However. This is the most common method used. Can list items from multiple vendors. Inventory Utilities for information on conducting a physical inventory and Chapter 13. Cost Adjustment Memos Cost Adds cost only. new and reordered item quantities and costs will always be entered in inventory when you update receiving vouchers. you must also create cost memos. Getting Started This discussion applies only to entering your initial. existing item quantities and costs are automatically entered into QuickBooks POS. it is still recommended that you conduct a physical inventory count to ensure your starting quantities are accurate. Method Adds Comments Receiving Voucher Quantity and Cost The advantage in using vouchers is that both quantity and cost can be entered on a single document. you must also create quantity memos or enter quantities with the Physical Inventory utility. select PURCHASING on the main toolbar. In this case a one-time compensating adjustment will need to be made in QuickBooks.

• Search for Tags in the program Help index. Select ITEMS from the QuickBooks POS main menu toolbar. later. Select UPDATE ONLY (<F11>) to update the voucher or PRINT/UPDATE (<F12>) to update and print the voucher. List the items being processed in the document item list by making an entry in the Item # field. or Alternate Lookup. See the tag printing procedure in the section titled Print Tags and Apply to Your Merchandise. Select the memo type: 18 QUANTITY or COST. Repeat for items from other vendors. • Search for Receiving Voucher in the program Help index. 2. Select ADJUSTMENTS from the side toolbar.QuickBooks POS User’s Guide To create a voucher to enter item quantities and costs: 1. 6. You can access the vendor file to add a vendor (<F4>) adjacent to the field. Navigate to the Qty Rcvd and Cost fields and enter your starting quantity and cost respectively. Enter a vendor code in the Vendor Code field. When you enter the voucher module. Select NEW (<Alt+N>) from the main toolbar. 5. 4. • Select ITEM LOOKUP and choose the items from inventory. Repeat Steps 3 and 4 for other items from this vendor. 2. For more information on using receiving vouchers: • Read Chapter 7. UPC. Using Adjustment Memos to Enter Item Quantities and Costs Adjustment memos can be used to add starting quantities and costs to inventory. Note: Printing Merchandise Tags Merchandise tags can be printed while you are making vouchers. . using one of these methods: • Enter or scan the Item #. from the voucher by selecting 3. 2. To access the adjustment memo module: 1. Receiving in the User's Guide. To enter item quantities or costs using adjustment memos: 1. The disadvantage to this method is that you cannot add both quantity and cost on the same memo. a new receiving voucher is opened in Form View. • Search for Listing Items in the program Help index.

Inventory Utilities in this User's Guide. Repeat until all item quantities and/or costs have been entered. Inventory Utilities in this User's Guide. • Updating on hand quantities to reflect your PI counts. • Entering these physical counts into QuickBooks POS so that the program can compare the counted quantities to the currently recorded quantities on hand in inventory. 4. UPC. For more information on conducting a physical inventory: • Read Chapter 5. item costs cannot be added at the same time. A physical inventory involves: • Going through the store and recording physical counts for every individual item. When done. Highlight an item. • Search for Adjustments in the program Help index. The entries you made in the style grid will populate the New Qty field on the memo. you can speed up the process of adding on-hand quantities. Repeat for additional items. or Alternate Lookup in the Item # field for each item. and then enter your on-hand quantities in the cells of the style grid. QuickBooks users should always make a compensating adjustment to their inventory account in QuickBooks to reflect the confirmed value after conducting a physical. select STYLE VIEW. • Search for Physical Inventory in the program Help index. ONLY (<F11>) to update the memo or PRINT/UPDATE (<F12>) to update and print the 6.1. • If using QuickBooks. • Reviewing any discrepancies located by the program. 5. Use Style View in inventory after selecting ITEM LOOKUP from a Quantity Adjustment memo. Pro Tip: Fast Memo Entry of On-Hand Quantities for Item Styles If you use item styles. The physical inventory utility is the quickest way to enter on-hand quantities for a large number of items into inventory. 19 . adjusting your inventory account accordingly. • Select ITEM LOOKUP from the side toolbar to go to inventory to locate and list items. Enter the adjustment value in the appropriate field (New Qty or New Cost) for each item. Conduct a Physical Inventory to Add Starting Quantities A physical inventory (PI) is the actual count of the merchandise that is in stock. A physical inventory is always recommended as part of the startup procedure and periodically thereafter to verify and adjust inventory value. Getting Started 3. Select UPDATE memo. List the items to be adjusted in one of two methods: • Enter or scan the Item #. You must also make an entry in the Reason field. • Search for Listing Items in the program Help index. choose SELECT ITEM(S) to return all the style items and on-hand quantities to the memo. However. For more information on creating adjustment memos: • Read Chapter 5.

. • Select PREVIEW to view the document(s) before printing or PRINT to imediately print. The use of Alternate Lookups is particularly well suited to retailers that do not tag merchandise. For more information on printing tags and setting print options: • • • Read Chapter 4. . To print tags for all items. Several Avery label types are supported in the provided tag designs (refer to the Printing section of Chapter 2. You must specify a tag design to use at W/S PREFERENCES D PRINTING (or in the Setup Interview). To be effectively used in lieu of merchandise tags. • Specify a print quantity: the on-hand quantity. QuickBooks POS Basics for a list of supported Avery labels). 3. if necessary. QuickBooks POS begins looking for matches as soon as you begin entering characters. Select PRINT TAGS from the side toolbar. each Alternate Lookup entry: 20 • Should be a unique character string that can be easily remembered by cashiers. This helps ensure they are not seen by the program as a duplicate of an Item or UPC number. or a quantity you specify. alphanumeric entries. • Choose to print tags for the selected item or all items. catalog numbers. 2. document quantity. This field can contain text descriptions. Review your print options settings in Workstation Preferences. if you have an Alternate Lookup of 1234 and a UPC of 1234567890123. QuickBooks POS allows you to print tags with item descriptions and price. Search for Tags or Print in the program Help index. Appendix A.QuickBooks POS User’s Guide Print Tags and Apply to Your Merchandise Tagging your merchandise can make identifying and listing items on documents much easier. To print tags from the inventory module or from vouchers: 1. you need not select a specific item. • It is suggested that they start with a letter rather than a number. • Should not duplicate the Item # or UPC code of the item or any other item. abbreviated names. anything that allows you to quickly and positively identify a unique item. both will be returned as matches when you enter 1234. Inventory in this User's Guide. etc. Select a specific item for which you want to print tags. Read User Guide Define Alternate Lookups An Alternate Lookup is an optional user-defined field in inventory that can be used to lookup and quickly list items on documents. as well as with Item numbers. duplications of the Description 1 field. If presented with a print option dialog: • Change the printer you want to use.

5. If a customer purchases a five-gallon clay pot. select from the side toolbar. In List View. To list an item on a document using an Alternate Lookup: 1. 21 . In List View simply navigate row to row to make changes. Navigate out of the field (<Enter>). Getting Started To define alternate lookups: 1. and CPI5 respectively. and five-gallon clay pots from the vendor Clay Pots International. The one unique matching item is instantly listed on the document. Inventory in this User's Guide. two-gallon. navigate out of the current row to save your changes. Example use of alternate lookups: If you sell a large volume of one-gallon. a selection dialog with all matches would be displayed and you can select the correct item. 3.1. you would simply enter CPI5 in the Item # field to list that item on the receipt. In Form View. press <Ctrl+Page Down> to display the next record in inventory. From the QuickBooks POS main menu. If necessary. ITEMS from the main toolbar and then INVENTORY 2. For more information on defining Alternate Lookups: • Read Chapter 2. Highlight an item in List View or display it in Form View. Enter the Alternate Lookup string in the Item # field in the document item list. QuickBooks POS Basics and Chapter 4. If more than one match is found. and you don't want to bother tagging them. 4. you could post a list of Alternate Lookups at the POS workstation to ensure cashiers make the correct entries. • Search for Alternate Lookup in the program Help index. In Form View. CPI2. save your changes by selecting APPLY CHANGES from the side toolbar. 2. Navigate to the Alternate Lookup field and make an entry. you could define Alternate Lookups for the three pots as CPI1. Repeat for all items you want to list on documents using alternate lookups. as would happen if your Alternate Lookup entry duplicated an item number for example.

If you elected to install default departments and generic items during the Setup Interview. All your credit card sales are authorized. Follow the on-screen directions. Terminal ID (TID) and Merchant Number. COMPANY PREFS D MERCHANT SERVICE and enter your assigned account For more information on the QuickBooks POS Merchant Service: • Select COMPANY D INTERVIEW from the QuickBooks POS main menu. You must then enter those numbers in QuickBooks POS company preferences. select the MERCHANT SERVICE section. which enables the credit card payment choice on the receipt payment screen. End of Day in this User's Guide for information on processing credit cards. then you have a general merchandise item defined for each department. • Read Chapter 9. monthly. • No duplicate data entry. Recording Sales & Returns in this User's Guide for information on taking credit card payments at the time of sale. you can ring up sales listing specific items.QuickBooks POS User’s Guide Set Up a Merchant Account for Credit Card Processing Most retailers will want to set up an account with QuickBooks POS Merchant Service. settle. and record all your credit card sales from within your QuickBooks Point of Sale software. Select POS from the main toolbar. powered by Wells Fargo Merchant Services. to perform credit card transactions (although this is not a requirement). or statement fees. and recorded directly in your QuickBooks Point of Sale software. • Free online settlement reporting 24-hours seven days a week. Key benefits of this service include: • Special low pricing and no setup. • Search for Merchant Service or Credit Cards in the program Help index. • Read Chapter 10. Select RECEIPTS from the side toolbar. • Transactions can be automatically posted to your QuickBooks 2002 financial software. you will be assigned a Merchant ID (MID). A blank sales receipt is displayed. Pre-approval is available for users with an existing QuickBooks merchant account. settled. 2. To access the receipt module: 1. 22 . In the interview. Once you have signed up for the account. If you have completed defining your inventory items. To enter your merchant account numbers: 1. A QuickBooks POS Merchant Service account offers an integrated credit card processing solution that allows you to authorize. Access COMPANY D numbers directly. You can begin ringing up sales listing these generic items immediately. Sell Merchandise Merchandise is sold on sales receipts. You can set up an account online during the Setup Interview or by phone.

7. CHECK. UPC #. CASH. 1. make changes. select EDIT ITEM (<F5>) to access the Item Information dialog. Enter the amount the customer is giving you in the highlighted payment field. then cash will be suggested as the change type automatically. 23 . then select CLOSE (<F5>) to return to the receipt item list. When the transaction is balanced—in other words. 5.e. Recording Sales and Returns. the amount will be displayed. Repeat for additional items. or Price Levels in the program Help index. receipt. or enter item discounts as necessary. CREDIT CARD. select 4. in this User's Guide. If the customer gave you cash. • Search for Receipts. i. In the Item # field of the receipt item list. double-click the item to return it to the receipt. For more information on making sales and related topics: • Read Chapter 9. 6. 2. With an item highlighted. such as check number or credit card information. To lookup or add a customer while making the (<F4>) adjacent to the Customer Lookup field to go to the customer module. Enter amounts and select payment type(s) for monies received or given as change (see below). this field will be suggested as the logged-on user. • Select ITEM LOOKUP from the side toolbar to locate and enter items from inventory. Select CONTINUE TO PAYMENT SCREEN (<F12>) to accept payment for the receipt. A properly installed and configured cash drawer will open on applicable payment types and the change window will be displayed to remind you of the amount and type of change to give the customer. Customers in the User's Guide or search for Customers in the program Help index. 3. add the items to be sold using these methods: • Enter or scan the Item #. 4.) 2. Getting Started To complete a basic sales receipt: This procedure assumes you are making sales at the default price level (normally Price Level 1). 3. 5. price. when there is no longer any amount due— select UPDATE ONLY (<F11>) to update the receipt or UPDATE/PRINT (<F12>) to update and print the receipt. Select the change type from the side toolbar. • For more information on tracking Customers. If change is due the customer. To take payment and give change: 1. Enter any applicable global discounts in the Discount $ or Discount % fields in the totals area (global discounts are applied against the receipt subtotal). tax code. Payments. Complete any additional information requested. etc. Enter an Associate – if security is being used. read Chapter 8. Edit individual item quantity. (Optional) List the customer on the receipt. 8. Select the payment type from the side toolbar. Once located in inventory. Select UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to print and update the receipt. (For information on listing a generic item see the following section. or Alternate Lookup.1.

As individual items are defined and tagged with their specific item number. To use generic items for recording sales. This means that the generic item has no defined cost or quantity in inventory. The description. A physical inventory should then be conducted periodically as part of good business practices to ensure an accurate inventory value on an ongoing basis. To correct the situation. The use of generic items allows you to ring up sales immediately and provides sales reporting by department. This field tells QuickBooks POS that the listing of this item on a receipt should not deduct a quantity from inventory. these sales will result in a discrepancy in your QuickBooks inventory value. Note: QuickBooks Users and Generic Items By definition. Refer to your QuickBooks documentation for information on making an inventory adjustment in QuickBooks. and tax code as necessary. define one for each department in your store and then when listing them on receipts you can edit the description. then one generic item for each department is created for you. the use of generic items is discontinued. quantity and price have been edited for the specific item being sold. Inventory Utilities for information on conducting a physical inventory and Chapter 13.) For more information on using generic items: 24 • Read Chapter 4. Data Exchange with QuickBooks for more information on how inventory adjustments are transferred to QuickBooks. Inventory and Chapter 9. • Search for Generic Items in the program Help index. Sample generic items in Inventory for various departments Sample receipt listing a generic item being sold from Department BC. the Non-Inventory field must be selected. a generic item is a non-inventory item. If you use generic items to sell actual inventory items. Recording Sales & Returns in this User's Guide. the sale will be posted to QuickBooks during the next data exchange but no adjustment will be made in your Cost of Goods Sold (COGS) account. you will need to make a manual compensating adjustment to your inventory accounts in QuickBooks. When generic items are defined in inventory. quantity. .QuickBooks POS User’s Guide How Do I Use Generic Items to Record Sales? Generic items are general inventory items that can be used during program start-up to record sales of items that are not yet individually defined in inventory. (Refer to Chapter 5. One way to do this is to conduct a physical inventory once all of your inventory items are defined in QuickBooks POS and then make an aggregate adjustment in your QuickBooks financial software to match the confirmed QuickBooks POS inventory. price. Over time. If you choose during the Setup interview to install default departments and generic items.

Selecting an area from the main toolbar affects the options available on the side toolbar. 25 .) r Side Toolbar The vertical toolbar on the left side of the screen. The buttons on this toolbar will vary depending on where you are in the program. In order for the HTML pages to display properly you must have Internet Explorer 5 or later installed. this toolbar provides access to the main areas of the program.1. The buttons on this toolbar will vary depending on your location in the program. q Main Toolbar The toolbar located across the top of each screen. From the Main Menu. displays the current user and workstation." If currently creating or editing a record you will be prompted to save before leaving. Getting Started The QuickBooks POS Main Menu o q n r p n Main Window Displays an HTML file when on the main menu or the document/record you are currently working with when in program modules. (See next page for more information. o QuickBooks POS Button Select anywhere to "Go to the Main Menu. Through links on HTML pages. p Status Bar At the Main Menu. The information displayed in the status bar will vary by program module. you can access support sites on the internet.

POS The POS area of QuickBooks POS contains modules for recording and tracking sales (receipts). The following is an introduction to each of the areas and the modules contained in them. X/ZOut Reports. These modules are grouped into areas by their function in the program. which allow you to make backups of your company data and restore backup data to QuickBooks POS. QuickBooks The QuickBooks area contains the Update and Recover options. change the program date. Help The Help area provides access to the context sensitive Help files and the program information ("About") dialog. Tools The Tools area contains the Backup and Restore features. This area also provides modules used to mark down prices. Items The Merchandise area provides access to the inventory. take a physical inventory. access practice mode. and record adjustments to inventory costs or quantities. and vendor modules. configure security options. Each module in the selected area is listed on the side toolbar. Purchasing The Purchasing area contains modules that record and track the purchase and receipt of merchandise (such as purchase orders and vouchers). view user information. There are several modules contained in each area. 26 . Company The Company area contains modules to define program preferences. and for creating sales charts. or the workstation designated as the server on a network configuration). Reports The Reports area includes modules for generating and viewing sales and data reports. These options are only accessible by Workstation 1 (the only workstation if you just have a single workstation.QuickBooks POS User’s Guide Main Toolbar (Main Menu) The main toolbar located on the QuickBooks POS main menu (as shown on previous page) provides access to the major areas of the program. and log in/out of the program. launch the Setup Interview. which apply to the exchange of information between QuickBooks POS and QuickBooks 2002 (see Chapter 13 for more information). tracking customers. respectively. each of which is used to organize and record merchandise. and running the End of Day procedure. department.

From QuickBooks POS's main menu. pressing <J J> while on the HELP option will move the cursor to the QUICKBOOKS POS button and then back to POS. <L L> to navigate the main and side toolbars respectively. 27 . With the focus on the toolbars use <I I>. it will loop back to the other end. This allows the practice mode to realistically replicate your retail operation. The original data files are not affected by actions taken while in practice mode. QuickBooks POS Basics. select QB POS from the side toolbar. OR Press <F10> to toggle the focus between the toolbars and the main window. The practice module is fully functional with one exception: you cannot exchange data with QuickBooks financial software while in practice mode. Note: Circular Toolbars QuickBooks POS toolbars are circular.1. before trying to use practice mode. For example. 2. If you attempt to move the cursor off one end of the toolbar. To return to real QuickBooks POS. Getting Started Accessing the Toolbars Touch or click the toolbar button you wish to select. vendors. from the main toolbar at the main menu. 1. COMPANY from the main toolbar and then PRACTICE While in practice mode the words "Practice Mode" will flash in the title bar and the status bar will be displayed in a bright yellow color. COMPANY from the main toolbar and then REAL QBPOS Note: Practice Mode Uses Your Real Data When you access practice mode. etc. <J J> and <K K>. the program makes copies of your data files and then uses those copies for practice. It may also be helpful to use Practice QuickBooks POS to familiarize yourself with the navigation and data entry techniques discussed in Chapter 2. items. Practice QuickBooks POS Practice QuickBooks POS is a separate program area that you can use to train and experiment with program features without endangering your real data. You should define a number of departments. select from the side toolbar.

This procedure is automatic and no user action is necessary. the program will prompt you to run the End of Day settlement procedure before exiting. A progress status bar will be displayed during this process. 2 0 1 0 Protecting Your Data The data you accumulate in your business is extremely valuable.QuickBooks POS User’s Guide User Information If you are running a multi-user system. If this is Workstation 1. 2. (See Chapter 12. the User Information feature allows you to see at a glance the number of workstations running QuickBooks POS and how many users are in each area of the program. The User Information screen gives you a very quick way to be sure that such an activity can be safely launched. 28 . Additional protection can be gained by following a regular manual back up routine. 2.) • Backup copies of your data can be made each time you run the end of day procedures and are automatically made every time Workstation 1 exits the software. Keeping it safe should be a top priority. QuickBooks POS will automatically check for and carry out the following tasks: 1. meaning that all users must be out of all other areas of QuickBooks POS before using them. Some activities in QuickBooks POS and related tools are non-tolerant activities. We strongly urge you to follow a comprehensive manual backup procedure in addition to the automatic protection. Inventory Utilities. Security Administrator.) • Changes in many types of critical data files that affect accounting are automatically tracked by adjustment memos. leaving an audit "trail. Workstation 1 Workstation 2 Workstation 4 To access the User Information screen: 1. the automated data protection procedure will run to ensure your data is safe. The integrity of your data files is verified and then backed up. Upon exit from the program. Select COMPANY D USER INFO from the main screen toolbars of QuickBooks POS. (See Chapter 10.) • Your data files are automatically checked for integrity and repaired if necessary as backups are made. QuickBooks POS provides several methods to help you protect your data: • Using Security Administrator you can limit access to the data through passwords and security control of program features. Select CLOSE (<Esc>) to exit. If credit card sales have been made but not yet processed." (See Chapter 5. End of Day.

1. to find the topic you need. • Select << (<Alt+<) to move back one topic in the predefined browse sequence. follow the onscreen prompts. SEARCH • Once you have located a topic on any of the tabbed pages. You must first setup the Find database. Click on a book to select a topic contained therein. Simply enter a word for the feature you are working with to locate that topic. 2. At the main menu it is necessary to select HELP from the main toolbar first and then HELP again from the side toolbar. Getting Started Exiting QuickBooks POS 1. OR If you are in a module. Select the Help button (<F1>) anywhere in the program. 29 . 2. Select EXIT (<Alt+E>) or the DISPLAY to leave help. • CONTENTS presents help topics in a library fashion. • Select PRINT (<Alt+P>) to print the topic displayed. with each "book" of the library covering a major program area or function. then select EXIT from the side toolbar to close the application. A context-sensitive help screen is displayed for the activity or module in which you are currently working. click it or select (<Alt+D>) to view the topic. The Help button is located on the side toolbar or on displayed dialogs throughout the program. Press the RETURN TO MAIN MENU button once more. right-hand corner of any screen. select YES to exit or NO to return to QuickBooks POS. From the confirmation dialog displayed. 3. OR Select the button from the upper. as necessary. select the RETURN TO MAIN MENU button to return to the QuickBooks POS main menu. Getting Program Help 1. • Select HELP TOPICS (<Alt+T>) to toggle on/off the display of the navigation pane (provides additional viewing room of the selected topic. Navigate through the help topics in the navigation pane on the left of the help window. provides a search index that searches for word(s) contained in the title or body of a help topic. • Select BACK (<Alt+B>) to move to the previously displayed topic. Press <Alt+F4> from anywhere in the program. INDEX provides a search index that searches for word(s) contained in the title of a help topic. • Select >> (<Alt+>) to move forward one topic in the predefined browse sequence.

should you require further support. To install an update: • QuickBooks POS will display a dialog alerting you that an update is available. ensuring that you have the most up-to-date features and capabilities available. • QuickBooks POS will launch the update process. These updates are available from the Intuit web site.com/support. use the resources listed below. If a program function is not available to you. Program Updates Updates to QuickBooks POS—such as maintenance releases.quickbooks. self-service support: Check out our support website for answers to frequently asked QuickBooks Point of Sale questions at www. • Ensure that all other users are out of the program. company events. then shut down.QuickBooks POS User’s Guide Contacting Technical Support This User’s Guide and the program help system will serve to answer most of your questions about QuickBooks POS. However.S. For details. *Excluding occasional downtime for system and server maintenance. If receiving the update on a CD follow the instructions accompanying the CD. holidays. feature updates. 30 . The program will copy the new files to the appropriate folders and restart QuickBooks POS when finished. • Initiate the update by selecting YES from the Update dialog. call Monday Friday. observed U. check your preference and security settings before calling for technical support. QuickBooks POS will prompt you to start the update process when you access the main menu. For free. Several live options are available. Note: Updates may also be made available from Intuit on CD. Fees apply. When an update file is detected on your computer. and new report or document designs—can be quickly and easily installed to your QuickBooks POS application. For live telephone support: Call (800) 348-0254. and events beyond our control. 6 am to 6 pm PST*. From time to time Intuit will make updates available for the program.

and gift registries • Inter-store transfer management • Polling system to keep up-to-date data at all stores and a central office • Accounting link If you’re expanding your operation. Retail Technologies International. Retail Pro provides these added benefits: • Supports multiple stores • Enhanced reporting power • User-customizable screen layouts. special orders.1. menus. Retail Pro is a powerful retail point of sale.com.retailpro. merchandising. 31 . adding a store or would like to see how Retail Pro can benefit your operation. and reporting power. Getting Started Are You Outgrowing QuickBooks POS? Opening another store? Need additional features and functionality? One of the great things about QuickBooks POS is that it offers a smooth upgrade to the parent product – Retail Pro®. and inventory control application for retailers who require more advanced features. and document designs • Integrated e-Commerce solution • Layaways. functionality. Inc. toolbars. contact a Retail Pro representative for more information and a demo at 800-738-2457 or online at www. from Intuit’s development partner. Upgrading from QuickBooks POS to Retail Pro is simple because the same core technology is shared between the products.

QuickBooks POS User’s Guide 32 .

..............................................................................................................55 Standard Features and Concepts .....................45 Lookup Fields................................................34 Security and Program Preferences.......56 Sales Tax ...............................................................................................................................................................................................................................................................................................................................34 Security Administrator ..........................................................................................63 Filtered View.........................56 Prices and Discounts ...........................36 Entering a Module .................................................................................................................70 Reviewing Saved Reports......................................................................................................................................................................................................................................................................69 Printing Tags ............................................................................................49 Listing Items on Documents .........................................................35 Log In/Out ................................................................................................................................................................38 Form View ...........................................................................................................44 Entering Data in a Field .....................................................................QuickBooks POS Basics 2 Overview.................................................42 Data Entry......................................................67 Printing ...................................................................................................59 Using Barcodes ...............................................................................................67 Editing or Reversing History Documents .........................................................................................................................................................................................37 QuickBooks POS Views..........................................................................................................................................................................41 Navigation ..50 Holding Documents ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................34 Preferences ....................................................................................................................................................................................................................................................................63 History Documents .......................................................................38 List View...........................74 33 .............................................................................................40 Main Toolbar Buttons (in Modules).................................62 Alternate Lookups.........................................................................................................................................................................................................................................................61 UPCs .............................................................................................................................

If you employ cashiers. you configure your security settings as you complete the Setup Interview. Optionally. • You can control access to program features and data by assigning each employee to one of four pre-defined security groups. Security Administrator The use of Security Administrator is optional. vendors. each with more rights than a cashier but less than an owner. We recommend that you return to this chapter as needed as you progress through the rest of the user guide. or modify passwords. vouchers. . and purchase orders) and non-document records (items. Note: Touchscreen and Mouse Navigation This guide will focus mainly on keyboard navigation with tips for the touchscreen and mouse users. options can simply be touched or clicked when they are being selected with a touchscreen or mouse. and customers). Where only one type or the other is involved we will refer to them as documents or non-document records. departments. If a procedure simply says records it applies to all record types.QuickBooks POS User's Guide Overview This chapter focuses on standard QuickBooks POS features that are used consistently throughout the program. • The Security Administrator utility can be accessed from the Company menu within the program to add or remove employees. allowing you to filter sales reports to assess performance. Typically. Selecting to require employee login to use the program turns on the security features. memos. it could be that you do not have sufficient security rights to access the feature or a preference setting for the feature might have disabled it. Using security means: 34 • You can require that employees login with a user name and password to use the program. Data records include document records (receipts. Where not otherwise noted. they would most likely be assigned to the Associate group. the owner of the business would be assigned to the Owner group. change security group assignments. If a feature is not available to you. For example. Each security group has rights to a pre-defined set of program features and data. the ability to add or edit data records can be controlled by security levels. For example. Intermediate security groups include the Manager and Assistant Manager levels. you can require employees to login for each new sales transaction. Some of the concepts are advanced for an introductory chapter and may be better understood once individual module chapters have been read. Data Records Throughout this guide we talk about data records. • The logged-in employee's name will automatically be recorded on each new document created. which grants rights to all program features. Security and Program Preferences The availability of many program features can be controlled by security settings and program preferences. granting only limited rights to the activities a cashier would typically perform.

another user with higher rights can log in. those affecting the entire application. establish data control.) If you chose not to require employee logins during the interview. Preferences. thus replacing the first user. There are two preferences Preferences. while also purpose. When a feature is affected by a preference setting. then you must return to the interview (or to COMPANY D COMPANY PREFS D SECURITY) to enable the use of Security Administrator before it will be available from the Company menu. Security Administrator or search the program Help index using the keyword Security. However. modules. either directly or through the Setup Interview is an intolerant process. and those for arrangement allows you to company settings.2.) Warning: Editing Company Preferences is an Intolerant Activity Editing company preferences. the group rights that you have assigned to the current (logged in) user are the only rights in effect at any given time. (See Log In/Out later in this chapter for more information. a preference note box explaining the preference options will be included in the User Guide section pertaining to that feature. to gain temporary access to a program function. QuickBooks POS Basics When using security. Most preferences are configured for you as you complete the Setup Interview but can be manually edited at any time by returning to the interview or by accessing the preferences modules directly. Select COMPANY from the main toolbar. This maintain central control over critical program features through the allowing individual workstation setups to be optimized for a particular To access the preferences modules: 1. 2. (For more information on using Security Administrator and a list of the rights granted with each of the four security groups refer to Chapter 12. and customize many of the QuickBooks POS features. This means that only the workstation accessing company preferences or the interview is allowed in the program at the time of access. called Company an individual workstation. called Workstation Preferences. 35 . (A complete summary of all program preferences can be found in Appendix A.) Preferences The Preferences modules allow you to configure QuickBooks POS to work with your hardware and accessories. Select COMPANY PREFS or W/S PREFERENCES from the side toolbar.

later in this chapter. By default.) 2. but a new user will have to log in before any program features can be accessed. The log in/out procedure below assumes you are requiring employees to log in. 2. 36 . The logged in user name is displayed on the status bar at the bottom of the QuickBooks POS screen. if defined in Security Administrator. (For more information on entering dates. The date displayed here will be recorded on all receipts and other documents made. Employee names. Select LOGOUT (<Alt+O>). The date can still be changed from the Company menu on the QuickBooks POS main screen. When using security. Enter the appropriate information in the following fields. This date can be changed by typing in a new date or selecting the drop-down arrow (<F4>) and selecting a new date from the calendar that is displayed. In this case. Logging out does not close QuickBooks POS. Note: Touchscreen Login Touch KEYBOARD to access a touchscreen keyboard to enter your user name and password. (Refer to Chapter 12. The current user is logged out. Note: Login Not Required If your program is not configured to require employee login. an employee name can be selected from the drop-down list in the Associate field. If you require that employees log in. Security Administrator for more information). Select LOG IN/OUT (<Alt+I> or <Ctrl+L>) from the main toolbar of most modules. refer to the section titled Data Entry D Entering Data in a Field D Date Fields. passwords. and security rights have been assigned in Security Administrator. the date displayed will be the current program date.QuickBooks POS User's Guide Log In/Out The Log In/Out feature provides both convenience and security in QuickBooks POS. User Name: Password: Date: Enter the user name assigned to you. the following dialog is displayed when you launch the program: To log in: 1. users can easily log in and out of the program and the security rights assigned to the logged in user will control the features that are available in the program. After entering the appropriate information. select LOGIN (<Enter>) or CANCEL (<Esc>). To log out: 1. the Login dialog will not be displayed when the program is launched. and that user names. Enter your password. can be recorded on documents even if employee login is not required.

a manager with security rights to do so can log in over the cashier and accept the check to complete the sale. you must also require users to sign in (preference above). Select to require users to log in to use the program. <J J> to navigate through the main toolbar. The second user's log in will automatically log out the first user. Preferences: Security Log In/Out COMPANY PREFS D GENERAL D OPTIONS: # Require users to sign in. COMPANY PREFS D GENERAL D OPTIONS: # Automatically log out employees after each sale. User names and passwords must be defined in Security Administrator to use this feature. A user is then required to log in before the next receipt can be created. Entering a Module Use the following steps to enter a module: 1. W/S PREFERENCES D GENERAL D Security: # Select to automatically log out the current user after a defined time period of inactivity in the program. Stop on the area in which the module is 2. Select to require an employee to log in after each receipt is updated. Note: Touchscreen and Mouse Navigation Click or touch the area in which the module is contained and then click or touch the module you want to enter." A cashier typically would not be given security rights to accept payment by check in this case. 37 . Use <F10> to access the toolbars from the main screen. The button selected is a slightly different shade than those on the rest of the toolbar. Automatic Security Logouts If several users will be ringing up sales on the same workstation and you want to ensure employees are properly tracked on sales transactions. Press <Enter> to access the 3. Specify the time period to be anywhere from 1 to 999 minutes. you can optionally specify that the current user is automatically logged out after each receipt is updated. Use <I located. <L L> to navigate through the side toolbar to select a module. The cashier is automatically logged out of the program when the manager logs in. To use this feature. I>. suppose a customer's file was flagged "Do Not Accept Checks. Use <K module you have chosen.2. You can also specify in preferences an automatic logout of the current user after a specified period of time in which no activity is detected. The manager's security rights remain in effect until he logs out or until a new user logs in. This feature saves time if it necessary for a user with higher security rights to log in to complete a sale that the first user cannot (due to security restrictions). K>. For example. However. Only one user can be logged in at any time. QuickBooks POS Basics Logging in a Second User A logged-in user does not have to log out before a second user logs in.

QuickBooks POS User's Guide QuickBooks POS Views There are two standard ways to view QuickBooks POS records and documents: List View and Form View each with its distinct uses and advantages. 38 . The screen shots shown in this guide may not exactly match what you see on your screen. List View List View displays a list of several records at one time in a format similar to a spreadsheet. vendors. This is because the screen layouts can differ depending on program configuration. touchscreen users will see different forms and toolbars than will mouse/keyboard users. The blue navigation bar just below the main toolbar in both views always shows your position and current activity in the program (see examples below). Note: Where Did My Records Go???? When you sort by a column heading. Current Sort Column Main Toolbar Search Field and Navigation Bar Selection List View Navigation: Sort Records Columns with a in the column heading can be sorted. A indicates the column by which the information is currently sorted. The following is an example of the department module's List View. Method 2: Press <F3> and select a new column from the list in the Sort By dialog. customers. This can make it appear that some records have disappeared. sort by a column heading that has an entry for all records. For example. Non-document records (departments. The sortable columns are also listed on the Sort By dialog accessed by pressing <F3>. The list can be easily sorted and searched to help you find a particular record or to group related records. only records with an entry in that column are displayed. To display all records again. items) can be edited simply by navigating to a field and entering new data. The general procedures used to carry out an activity will still be correct. To change the sort column: Method 1: Click or touch any column heading displaying a . when in fact they are simply not displayed.

2. non-editable fields are displayed with a dotted line around the perimeter. or navigate to another field to record changes. As you type characters identifying the record you are seeking. Editable fields that already have data entered are displayed in dark blue when you access them. the closest available match is selected in the record list. To locate the desired record. Alternatively. simply navigate to the field and make an entry. Column Position Drag and drop the column headings to arrange the columns in the order you prefer. I> or <Shift+Tab> to move one column to the left. enter filter criteria and then select OK in the View dialog. vouchers. 39 . Press <Enter>. all members of the same style as the selected item are displayed in blue text. the cursor is automatically placed in the Search field upon entering the record module. (Refer to the Filtered View section later in this chapter. etc. Use <J J> or <Tab> to move one column to the right within the selected row. When looking up records from documents (purchase orders. In inventory. If you have already conducted a search. Column Widths Drag-and-drop the heading separators to change column width. click the Search field or press <Ctrl+F>. Mouse/Touchscreen: Click or touch the record you wish to select. Go to Form View Select FORM VIEW (<F8>) or double-click a record to display it in Form View. then use the following three keyboard navigation techniques. Only available in non-document modules. QuickBooks POS Basics Search Records Searches are always done in the currently sorted column. To enter data in an editable field. Keyboard: If the cursor is in the Search field. Select a Field Touch or click the field you wish to select. Editable Fields Before data is entered.) Record Selection The selected record is highlighted and has an indicator ( < ) pointing to it. touch or click the side toolbar button corresponding to a field. receipts. an editable field will be white and display a flashing cursor. To adjust all columns to the width of their largest entry. right-click the column heading and select ADJUST COLUMN WIDTHS from the pop-up menu. Simply begin entering characters to find the desired record. Only the records matching your filter criteria are displayed. Use <Page Up> to move to the first record displayed on the screen and <Page Down> to move to the last displayed record. Filter Records Select FILTERED VIEW from the side toolbar. Use <I Press <Home> to move the cursor to the first filed in the selected row and <End> to move it to the last field in the selected row.). Use <K KL> to navigate through the rows to select a different record. the most recent entry must be cleared before typing a new one. press <Tab> first to move the focus to the selected record. <Tab>. To edit the current entry character-by-character press <F2>. The order you set will remain in effect until you change it again. Use <Ctrl+Home> to move to the first record in the file and <Ctrl+End> to move to the last.

For this reason. Use <K Only editable fields (white) can be selected.). . K> or <Shift+Tab> to move back through the fields.QuickBooks POS User's Guide Form View Form View is a more detailed view. Many users also prefer to use Form View to create or edit non-document records because of the increased detail. Below is an example of a receipt in Form View. Go to List View 40 Press <F8> or <Alt+L> to switch to List View (not available when creating or editing a record. The navigation bar displays your current activity and location in the program. In the case of documents. Form View is always used when creating or editing documents. Document Item List Status Bar Logged on user Active price level White fields are editable Gray fields are not editable Workstation number Form View navigation: Cycle Through Records Use <Ctrl+PageUp> to display the previous record in the current file. Select a Field Use <L L> or <Tab> to move forward through the fields in Form View. Use standard List View procedures for selecting an item or field within the document item list. the list of items to be processed is included only in Form View. displaying the data fields for an individual record on a single screen. Use <Ctrl+PageDown> to display the next record in the current file.

DELETE is not available in transactional document modules except in the document item list. which you must then paste into a new row. In other modules. Copy is always available in List View but only in Form View on former documents.2. SAVE is available when either editing an existing purchase order or creating one. In List View. REVIEW (<Alt+R>) Access and view a list of saved reports. PASTE (<Alt+A>) Paste a copied item in a new inventory row. or documents. DELETE (<Alt+D>) Delete a record or item. CANCEL (<Esc>) Cancel a new record or edit in progress (available in most modules). a copy of the record is stored. lists. the entire style is deleted. In inventory. The availability of these buttons will vary depending on the current module and activity. or <F2>) Edit a purchase order or voucher. For vouchers. the selected row will be deleted. Edits for vouchers and purchase orders are always made in Form View and selecting EDIT will automatically activate Form View if selected from List View. In Form View. the displayed record will be deleted. NEW (<Alt+N>) Start a new record. 41 . COPY (<Alt+C>) Copy the selected record. not saved). QuickBooks POS Basics Main Toolbar Buttons (in Modules) This section is to help familiarize you with the common action buttons contained on the main toolbar once you access most modules. EDIT (<Alt+E> SAVE (<Alt+S>) Save a newly created or edited purchase order or voucher. In inventory Style View. SAVE is only available when editing an existing document (new transactional documents are updated. LOG IN/OUT (<Alt+I>) Log a user in or out of the program. selecting COPY automatically starts a new record or document with the copied information entered for you.

Next to or underneath buttons on both toolbars. • SF2 means to press the <Shift> and <F2> keys together. • F4 means to press the <F4> key.. Many of the navigation keyboard commands were covered in the previous section on List and Form Views. a Navigation toolbar. Where applicable these keys are displayed on the toolbars or in dialogs. Keyboard Navigation For the keyboard user. (For a keyboard reference chart. offers the fastest way to carry out most activities. QuickBooks POS offers shortcut keys to speed navigation and data entry. or the <Ctrl> or <Shift> keys in combination with another key. To facilitate touchscreen use. other shortcut keys may be displayed in gray text. Mouse and Touchscreen Navigation When the documentation says to select. you can press <Alt + the underlined letter> to carry out that function. and touchscreen compatibility. or toolbar. refer to Appendix B. Form Navigator button. For example. to begin a new record or document press <Alt+N>. learning and using the keyboard shortcuts. The program offers keyboard. and field access buttons are added to the layouts of touchscreen users. 42 . etc. keyboard shortcuts are given where applicable. selecting buttons. Keyboard Shortcuts. and entering data both intuitive and efficient. or place the focus on a button. in most cases. • CL means to press the <Ctrl> and <L> keys together. Many actions can be accomplished by pressing shortcut keys.) Pro Tip: Keyboard Navigation and Entry is Fastest While QuickBooks POS supports the use of mouse and touchscreen navigation and data entry. These shortcuts usually use the Function keys. For example. Throughout this guide. <F1>.g. field.QuickBooks POS User's Guide Navigation QuickBooks POS is designed to make moving between program modules. mouse or touchscreen users can simply click or touch that button or field. Anywhere you see an underlined letter on the main toolbar. mouse. e. • CF8 means to press the <Ctrl> and <F8> keys together. highlight. Preferences: Enable Touchscreen Use W/S PREFERENCES D EQUIPMENT D Enable touchscreen features: # Select to display the touchscreen navigational toolbar and layouts throughout the program.. <F2>. Data entry keyboard commands are covered in the section titled Data Entry. later).

Move up one row or field Move down one row or field Access Number Pad Access Keyboard Touchscreen Field Access Buttons The size of the fields on a form or list can make selecting them with your finger difficult. and rows. are added specifically to aid touchscreen users in accessing data fields or related files. special access buttons are provided on the side toolbar to allow quick and efficient selection by touch. MOVE UP Move the cursor up one row in List View or up one field in Form View. MOVE DOWN Move the cursor down one row in List View or down one field in Form View. MOVE LEFT Move the cursor one column to the left of the current column in List View and in the document item list in Form View. columns. and access various other touchscreen tools. similar to that shown below. Once a field is accessed. MOVE RIGHT Move the cursor one column to the right of the current column in List View and in the document item list in Form View. the user can use touchscreen entry methods (navigation toolbar. 43 . The navigator button offers several of the same options as the navigator toolbar in less space. the buttons on the toolbar shown at right. QuickBooks POS Basics Navigation Toolbar If you are a touchscreen user. keypad. is added to many dialogs that require entries if your program is configured for a touchscreen. the navigation toolbar is added to the bottom of different screens in QuickBooks POS to allow you to move between fields. from the receipts module.2. BRING KEYBOARD Access a touchscreen keyboard for data entry. In these situations. BRING NUMPAD Access a touchscreen number pad for data entry. For example. and number pad) to make entries. Form Navigator Button A navigation button.

4. (Refer to the following sections. etc. Key combinations shown with a comma are separate key stokes. <Enter>. it means that QuickBooks POS will automatically write nnn in that field for you. <N>. Navigate through the data fields using <Tab>. Note: Key Combinations Key combinations shown with a plus sign (+) are to be used in conjunction with one another. later in this chapter for more information.) The following general Add and Edit instructions apply only to non-document records. (Refer to individual modules’ chapters for more specific information.) the procedures to create the various documents are covered in the individual chapters related to the document type. Press the first key. <Enter> and <IJ> making entries as necessary. and instructions in individual module chapters). 2. select YES to save the record. You will automatically be taken to an available blank line. This section gives a quick summary of common data entry tips.QuickBooks POS User's Guide Data Entry Adding or editing a record requires that data be entered. Example. switch to List View by selecting LIST VIEW (<F8>) from the main toolbar. If prompted. Hold down the first key while pressing the second key. 44 . Save the record by navigating out of the current row or by exiting the program area. If necessary. These fields are usually still editable.) QuickBooks POS has many shortcuts included to make data entry as fast and accurate as possible. 3. <Alt+N>. there are slight differences in the way data is entered from one to the next. Example. release it. (nnn is only an example. Be sure to complete all required fields for the record type. Select CANCEL anytime before saving if you do not want to add the record. Since different modules perform different functions. (Refer to those chapters and the sections on listing and editing items. and then press the second key. Select NEW (<Alt+N>) from the main toolbar. accepting payment.) Add a New Record In List View 1. editing prices and tax codes. Because creating a document can involve specific steps that do not universally apply (such as listing items. Note: Defaults When this guide says that nnn is the default or is suggested.

2. QuickBooks POS Basics
In Form View
1. If necessary, select FORM VIEW (<F8>) from the main toolbar.
2. Select NEW (<Alt+N>). A blank form is opened.
3. Navigate through the data fields making entries as necessary. Be sure to complete all required
fields for the record type. (Refer to the following sections, and instructions in individual module
chapters).
4. Save the record by selecting APPLY CHANGES from the side toolbar.
Select CANCEL at any time before saving if you decide you do not want to add the record.

Edit a Record
1. Use standard sort, search and filter procedures to locate the desired record in List View. If you
want to edit in Form View, select FORM VIEW (<F8>) from the main toolbar after the record is
located. Edit mode is automatically enabled in either List or Form View.
2. Navigate through the editable fields of the record, making changes as necessary. Press <F2> in a
field to edit character by character.
3. In List View, save your changes by navigating out of the current row.
In Form View, save your changes by selecting APPLY CHANGES from the side toolbar. To save and
display the next record in the file in one step press <Ctrl+Page Down>.
Select CANCEL at anytime before saving to discard your edits.

Note: Edit Records with Caution
Use caution when editing data fields that are components of other records or documents. For example,
if you edit a department or vendor code you must also edit any items in inventory that contain that
department or vendor code as part of the item record. If you edit an item and prior sales have been
made with the old information, then sales of the item with new information may not be consolidated with
the previous sales (depending on your filter criteria when running the report).

Entering Data in a Field
Use standard navigation techniques (such as arrow keys, <Tab>, and <Enter>) to access the field in
which you want to enter data. To bypass a field and either leave it blank or accept its current entry,
press <Enter>. Most data entries require that you navigate out of the field to record the entry. (Refer
to the sections below for data entry techniques for specific field types.)

Blank Fields
To enter data in blank fields:
1. Enter the appropriate data. If you are using a touchscreen, select
NUMPAD and then enter the information.

BRING KEYBOARD

or

BRING

2. Press <Enter> or navigate to the next field.
45

QuickBooks POS User's Guide

Read-Only Fields
QuickBooks POS automatically populates some fields with information that cannot be edited. In List
View these fields are displayed with a dotted line around their perimeter. In Form View they are gray
in color. An example of a read-only field is the Department Name field in Inventory. When a
department is entered in inventory, the corresponding department name from the department file is
also automatically entered and cannot be changed while in the inventory module. These fields are
shown in brackets [ ] in the field tables of each module chapter.

Fields with Suggested Entries
QuickBooks POS suggests entries in many data fields by automatically completing them for you. A
suggested entry can be still be manually changed by the user. For example, on a receipt the Associate
field is automatically populated with the logged-in employee name if security is being used.
However, this entry can be changed by selecting a different name from the drop-down list of
employees. Suggested entry fields are also shown in brackets [ ] in the field tables of each module
chapter.

Check Box Fields
A check box field can be selected or
cleared but no data can be entered.
Selecting a check box activates that field/function, while clearing it (removing the check) inactivates
the function. In the example shown, the Qty Decimal field in the department file is selected,
indicating that items in this department can be ordered, sold, and displayed in decimal quantities. If
the check box was cleared, then item quantities could be worked with in whole units only.

To select or clear a check box field:
1. Press <Spacebar> or click the field to toggle between selecting and clearing a check box.
2. Press <Enter> or navigate to the next field.

Currency Fields
Editable currency fields may have 0.00 or a suggested amount entered in the field initially. Numbers
are the only acceptable entries in these fields. Currency fields always have two decimal places.

To enter data in currency fields:
1. Enter the amount. If you are using touchscreen, select BRING NUMPAD and then enter the amount.
2. To enter an amount in even currency units, such as 2.00, 47.00, or 103.00, simply enter the
numbers that appear before the decimal and press <Enter>.
3. To enter negative numbers, press <−> before entering the amount.
4. Press <Enter> or navigate to the next field.

46

2. QuickBooks POS Basics

Quantity Fields
Quantity fields generally are blank or have 0 entered until a different quantity is entered. Numbers
are the only acceptable entries in these fields. Decimals may be allowed, dependent on your program
configuration. Direct entry of quantities in inventory is not allowed (quantities must be entered via
vouchers, adjustment memos, or the Physical Inventory tool).

To enter data in quantity fields:
1. Enter the appropriate data. If you are using touchscreen, select BRING NUMPAD and then enter the
information.
2. To enter negative numbers, press <−> and then enter the amount.
3. Press <Enter> or navigate to the next field.

Drop-Down List Fields
Fields with drop-down lists available will have a
button in them. Some drop-down list fields only
allow a predefined entry and others allow free-form entries.

To enter data in a drop-down list field:
1. Select the button (<F4>) to access the drop-down list. Then, use
the arrow keys to highlight your entry and press <Enter> to select
it. Alternatively, press <Spacebar> to cycle through the selections without
opening the drop-down list.
OR

If a predefined entry is required, simply type the first character or two of the entry you want to
immediately bring it to the field. In the example shown, the entire number, e.g. 003, would have
to be typed because the third character is the first to have a difference between entries.
OR

In drop-down lists that allow free-form entries, simply type in the appropriate data.
2. Press <Enter> or navigate to the next field.

Date Fields
There are two types of QuickBooks POS dates: fixed dates and dynamic dates.
Fixed dates are fixed in time. For example, if you enter 5/20/00, then no matter how much time has
passed that will remain the recorded date.
Dynamic dates allow you to define a single date or date range relative to the current operating system
date, such as a month-to-date range. As the operating system date changes, so do the dynamic dates.
Dynamic dates are primarily used for reports and sales charts are discussed in Chapter 11. Reports &
Sales Charts.

47

QuickBooks POS User's Guide

To enter data in a fixed date field:
1. Select the date field and do one or a combination of the following:

Select the
button or press <F4> to access a drop-down
calendar. Today's date is circled in red, and the currently
selected date is shown in blue. Use the arrow keys to move
from date to date or click on a new date. To view a new month,
select B (<PageDown>). To view the previous month, select A
(<PageUp>). Press the
button or <F4> again to exit the
calendar.

Enter the date directly using one of the quick entry methods
shown on the next page.

Select BRING NUMPAD and enter a date on the touchscreen.

2. Press <Enter> or navigate to the next field.
Dates are displayed in the format you have specified in Windows. You can enter dates in that same
format or use one of the following quick entry formats. When you press <Enter> or exit the field, the
date will be converted to the format set up in your operating system, with the appropriate slashes or
hyphens added.
Quick Entry Formats

Display Formats and Notes

MMddyyyy
Example: 09052001

Displays as 5-Sep-2001, 9-5-01, 09-05-2001, etc., depending on your operating
system settings.

MMddyy
Example: 112401

Displays as 24-Nov-2001, 11-24-01, 11/24/2001, etc., depending on your operating
system settings.

Use the following keyboard commands to quickly enter new dates into date fields. If a date is specified in a
field then the following commands will be relative to the displayed date. If there is not a date specified, the
resultant entry will be relative to the current QuickBooks POS date.
<T>, <Enter>
<+>, <Number>,
<Enter>

Move date forward as many days as the number entered. For example, if the
displayed date is 6/4/02 and you enter <+>, <5>, <Enter> the date will be moved
forward five days to 6/9/02.

<->, <Number>,
<Enter>

Move date back as many days as the number entered. For example, if the
displayed date is 6/4/02 and you enter <->, <5>, <Enter> the date will be moved
back five days to 5/30/02.

<Alt+K
K>

Change date one day forward.

<Alt+L
L>

Change date to one day earlier.

<Alt+PageUp>

Move date forward one month.

<Alt+PageDown>
<Alt+Home>
<Alt+End>

48

Enter today's date.

Move date back one month from the date currently displayed.
Move date forward one year.
Move date back one year.

2. QuickBooks POS Basics
The current QuickBooks POS date is suggested as the default date for most date fields on documents.
On receipts, the date is automatically the current QuickBooks POS date and cannot be edited.
However, should you want a different default date to be suggested on documents or want to use a
different date on a receipt, this can be done by changing the current QuickBooks POS date.

To change the QuickBooks POS date:
1. From the main screen of QuickBooks POS, select COMPANY and then CHANGE CURRENT DATE.
2. In the Change QB POS Date dialog, select the date you want from the drop-down calendar.
Select OK.
3. Go to the appropriate modules and create documents as needed.
4. IMPORTANT: When done, return to COMPANY D CHANGE CURRENT DATE and set the date back to
today's date, so business can resume as normal.

Lookup Fields
Lookup fields are used to bring data from another file
to the document or record you are working in.
Examples include the Customer Lookup field on
receipts, or the Department and Vendor Code fields
in inventory (as shown to the right). Lookup fields
are directly linked to the associated file.
Item lookups from documents work slightly
differently and are discussed separately in the next section.

To use Lookup fields:
1. Scan or begin typing an entry in the lookup field. It is only necessary to enter enough characters
to ensure a unique match in the associated file.
2. Press <Enter> or navigate out of the field.
A unique matching record in the associated file is instantly added to the current record/document.
For example, if you had typed Jef when looking up a customer, and Jefferson is the only name in
your customer file starting with Jef, then it would be instantly listed on the document. If a unique
match is not found, you are taken to the related file to further refine your search.

Lookup alternative
1. Select

(<F4>) in

the lookup field to directly access the associated file.

2. In the file, use standard sort, search, and Filtered View procedures to locate an existing record.
3. Once the record is located, choose SELECT <RECORD TYPE> from the side toolbar or double-click
the record to return it to your current document.
When you access the customer, department, or vendor files during a lookup, you have full editing
capabilities while in that module (subject to security settings). This makes it possible to add or edit
records on the fly.
(Refer to individual module chapters for more information on the lookup fields included in those
modules and the files to which they are associated.)
49

QuickBooks POS User's Guide

Listing Items on Documents
The Document Item List
The document item list is included in the Form View of document modules for the purpose of listing
the items to be processed by the document that is created. The document item list contains item detail
fields within it, such as description fields, price fields, discount fields, etc. The fields included will
vary depending on the module you are working in. Even though it is displayed only in the Form
View of documents, the document item list itself is in List View format and most List View
navigational procedures apply.

Item Lookups
Each inventory item is assigned an item number when it is first added to inventory. In addition, a
UPC number and an alternate lookup identifier can also be recorded for each item. All three of these
numbers can be used for item lookups to instantly list items on documents.

Sample Document item list from a receipt

The Item # field in the document item list is the item lookup field. Entering or scanning a number in
this field that matches any item's UPC, Item #, or Alternate Lookup will instantly bring the one
unique matching item to the document with a quantity of one, assuming there is one unique match.
UPCs are generally unique numbers due to their length and because the entire number must be
entered to lookup by UPC, conflicts with Item numbers or Alternate Lookups are unlikely. Alternate
Lookups on the other hand, could easily duplicate item numbers and cause delays in using the lookup
feature. For example, if you enter 31 and you have an Item # of 31 and a second item with an
Alternate Lookup of 31 (or even 31436), both items are considered matches. In this case, the
program will display a list of all matching items in a Select Appropriate Item dialog, from which you
can choose the item you wish to list on the document (example shown below).
For this reason it is recommended that if you are going to use Alternate Lookups, make them unique
and do not match existing item numbers. An easy way to do this is to start every Alternate Lookup
with a letter rather than a number.

Sample Select Appropriate Item dialog, resulting from a
ALU duplicating an Item #

50

moving you to the next line automatically. Note: QuickBooks Users . If this is the case. To lookup and list items by UPC: (For more information refer to the section titled UPCs in this chapter. a compensating adjustment will have to be made in QuickBooks. a dialog is displayed with choices of going to inventory to add a new item (subject to security restrictions) or of canceling to make a new entry.) Note: Automatic Carriage Return by Barcode Scanner Many scanners enter a carriage return for you after each scan. because the new item will not yet have a defined cost. especially if you regularly make sales of items without defined costs. including leading zeros. Ensure that unique Alternate Lookups have been recorded in inventory for each item. Ensure that UPC numbers have been recorded in inventory for each item. To lookup and list items by Alernate Lookup: (For more information refer to the section titled Alternate Lookups in this chapter. The cursor is moved to the next blank line. 3. such as generic items. To lookup and list items by Item #: 1.Adding a New Item to Inventory and Immediately Selling It Defining a new inventory item while making a receipt and then immediately selling the item may result in a discrepancy in your QuickBooks inventory value. UPC #s can also be manually entered by typing in the entire number. The item information is immediately brought to the document and the cursor moved to the next line. In this case. QuickBooks POS Basics Note: No Matching Item in Inventory If your entry does not match any current item in inventory. The unique matching item is immediately brought to the document with a quantity of one. 51 .2. and pressing <Enter>. and press <Enter>. scan the UPC barcode on the merchandise tag and press <Enter>. Inventory Utilities for information on conducting a physical inventory. Repeat to add additional items. then press <Enter>. (Refer to Chapter 5. 2. 3. 2. The matching item is instantly brought to the document and the cursor moved to the next line. scan or enter the item number. enter the characters of the Alternate Lookup.) 1. Repeat to add additional items. In the Item # field. Repeat to add additional items. 2.) 1. In the Item # field. One way to do this to conduct periodic physical inventories and then make an aggregate adjustment in QuickBooks. you will not need to press <Enter> after scanning in the procedures below. In the Item # field. This helps keep your inventory value accurate.

select FILTERED VIEW from the side toolbar and enter XYZ in the Vendor Code field.) 3.QuickBooks POS User's Guide To lookup and list items from inventory: If you do not know the item number. or cost memo). to display only items from vendor XYZ. the item list can be sorted. Filtered View: Use filtered view to display only those items that match criteria you specify. you can go to inventory to locate the item. or filtered to locate the correct item. This may be necessary because a tag has fallen off an item or is not readable. Optionally. . searched. Sort: If necessary. • In List View.) 2. Navigate through the item list making entries for all items you want to list on the document. Once in inventory. Use normal navigational procedures to select the needed item. enter the quantity of each item in the Doc Qty column. These selections access the inventory module. The inventory list is resorted with all matching entries grouped. Search: To look for an item. To cancel filtered view and display all items again. search. select REMOVE FILTER from the side toolbar. press <F3> to access the Sort By dialog and choose the column by which to sort. When done choose SELECT ITEMS (<Enter>) from the side toolbar to return selected items to the document with the specified quantities and prices/costs. Searches are always done in the currently sorted column. select ITEM LOOKUP from the side toolbar (ITEM LOOKUP/EDIT from POs and vouchers). Once you have located the correct item(s). The currently sorted column is indicated by the . (Alternative: doubleclicking in the item list is the same as selecting ITEM LOOKUP. then select OK. or Alternate Lookup for an item. double-click it. The item is listed with a quantity of one. (Refer to Filtered View later in this chapter for more detailed instructions. and Filtered View to locate the item(s) you want to list. enter criteria in the Search field (your cursor will automatically be placed there when Item Lookup is selected). select any column displaying to sort inventory. use one of the following methods to list them on the document: 52 • To immediately return one item to the document. Alternatively. you can specify the Doc Price (if making a receipt) or the Doc Cost (if making a PO. 1. Use sort. voucher. For example. UPC. From anywhere in the document.

Select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog.) 4. as you might on a PO. This procedure applies to documents that have not yet been updated or saved. voucher. This feature allows the flexibility to perform tasks. Select CLOSE (<F5>) to save item edits and return to the document. When done. Inventory Utilities. From purchase orders and vouchers. 3. QuickBooks POS Basics • Select an item and then choose DOC QTY/PRICE (<F5>) from the side toolbar to open the Item Information dialog. switch to Style View and enter quantities directly in the style grid cells corresponding to each style item. not just the document in which you are working. 2. (Refer to Chapters 5. full item editing is possible while in inventory. All items that you have specified a quantity for are listed on the document. Highlight the item you wish to edit in the document item list. 53 . Editing Listed Items These edits will only affect the listed items on the document. or adjustment memo.2. such as adding inventory items as new merchandise is being ordered or received. and copied. If an item has just been added. they will not affect the corresponding items in inventory. Items can be added. choose SELECT ITEMS from the side toolbar. optionally. deleted. Repeat for other items as needed. all while you are still also actively working on a document. Repeat for additional items. Make entries in the Doc Qty field and. Purchasing. revised. To edit items listed on a newly created document: 1. It is important to realize that any edits made to items while using Item Lookup/Edit from a document affects your actual inventory file. you do not need to move back up to the item line before going to Step 2. Alternatively. make changes to editable fields directly in the document item list by navigating to the field and entering a new value. Chapter 6. Repeat Steps 2-3 until you have located and listed all items you need. in the Doc Price or Doc Cost fields as described above. When done choose SELECT ITEMS (<Enter>) from the side toolbar to return selected items to the document with the specified quantities and prices/costs. and Chapter 7. Make necessary changes to any of the editable fields in the dialog. • If you need to list a large number of style items. The fields that can be edited vary by document and are discussed in the individual document chapters. Receiving for more information on using this method in each area.

Method 1 1. 2. Select LOOKUP ITEMS from the side toolbar. 1. you should return to the original listed item and edit the quantity field as necessary instead. Move the cursor to the Item # field in the document item list. These procedures only remove the item form the document. 3. 54 . Highlight the item you want to delete in your document item list. an error dialog is displayed and the item is not listed a second time. YES if the delete confirmation dialog is Method 2 1. Press <Enter> or navigate out of the filed. 2. If you attempt to list the same item twice on a PO. Enter 0 as the item number. Method 3 This method "zeroes out" the item. the methods available to you may vary. On documents other than receipts. Press <Enter> or navigate out of the field. Select CANCEL to return to the document. Select displayed. 2.) Consolidating Items QuickBooks POS will allow you to list the same item on a document more than once (except on POs). 2.QuickBooks POS User's Guide Deleting Listed Items Depending on the document type and security settings. Like items are consolidated. 3. In this case. Select DELETE (<Alt+D>) from the main toolbar. they do not affect inventory. if necessary. select EDIT ITEM (<F5>) from the side toolbar to open the Edit Item dialog. Enter 0 as the item quantity. Duplicate item listings can be consolidated with the following procedure: 1. You are taken to the inventory item lookup screen. With the item highlighted. but leaves it listed on the document. you can alternatively just move the cursor to the Qty field in the document item list. (Close the Edit Item dialog first.

sales tax rates. or even exit from QuickBooks POS. if you begin to ring up a sale but the customer forgot something and needs to go retrieve it. to access the list of 3. instead of waiting or losing the data you have entered so far. Select the document you want to work with. select documents on hold. you will need to clear and relist the item(s). Then. If you know changes have been made in these values while the receipt was on hold. vouchers. To hold and unhold a document: 1.2. 4. then choose UNHOLD from the side toolbar. QuickBooks POS Basics Holding Documents The hold feature. you can ring up other customers and then unhold the document when the first customer returns. Note: Held Documents Retain Original Information If changes are made to data in other modules while a document is on hold. you can make other documents. while the customer is gone. vendor. available on receipts. as applicable. allows you to temporarily place a document on hold. and/or customer. 55 . or a customer discount that document will not automatically reflect the new information when it is unheld. HELD from the main toolbar. and memos. For example. in order to reflect the new values. To make the document active again. Select HOLD (<Alt+H>) from the main toolbar. The unheld document retains the original information you entered. carry out other activities. Complete the document and update normally. vendor terms. such as inventory prices or costs. you can put their receipt on hold. 2. Meanwhile. Holding does not update the document or affect inventory.

the discount is reported on receipts and sales reports as such. each one being calculated automatically by the program as new items are added to inventory by a voucher. When making a receipt to sell merchandise you can specify the price level that applies. The features described below can be used alone or in conjunction with one another. You specify the default percentage markdown for each price level in preferences and the program then calculates each level's price for you based on the price of Price Level 1. Discounts — Discounts are given against the active price level when an item is sold. sales events. wholesale prices. A typical price level setup might look like this: Name Price/Markdown 1 Regular Calculated from cost and specified margin 2 Sales Event Level 1 marked down 10% 3 Employee Level 1 marked down 15% 4 Wholesale Level 1 marked down 20% Level 56 .) Prices and Discounts QuickBooks POS provides several ways for a retailer to offer different prices and discounts on merchandise sales. Price Markdowns — Temporarily marking down the price at time of sale can be done through the use of price levels. Price Levels Up to four separate price levels can be defined for each item in inventory. sales to employees. and global discounts (non-item specific) all fall into this category. Discounts to reward loyal customers. the price reduction is not reported as a discount on receipts or sales reports. Typically. etc. When a price is marked down at time of sale using price levels. (Refer to individual module chapters for specific instructions. but can be revised for individual items in inventory. Price Levels 2-4 are markdown prices. Price levels are a way to offer different prices for different purposes. Price Level 1 would be the normal everyday retail price and is calculated by applying a user-specified margin % to the item cost. Price levels allow you to offer a range of prices for everyday retail sales. Their availability and function may vary slightly in different modules. The Price Manager utility can be used to permanently markdown or up the inventory prices of selected merchandise in selected price levels. The default margin used in this calculation is defined separately for each department in the department module. they are not considered discounts for reporting purposes and are not displayed as a discount on receipts. When a price is discounted. item discounts for damaged/discontinued merchandise or to meet a competitor's price.QuickBooks POS User's Guide Standard Features and Concepts The following features or concepts are used in many areas of QuickBooks POS.

57 . your price levels are already defined.2. this will be Price Level 1. They are automatically applied to every new inventory item as it is added on receiving vouchers.) 1. The default price level specified in Step 5 is referred to as the "active" price level and is used to list item prices on receipts. the "active" price level) is controlled by the default price level you specify in company preferences. Tips on using price levels: • The price level definitions specified in preferences are defaults. 3. Enter a name for each of the four available price levels. Select SAVE to record your choices and exit the preference module. but you can use this procedure to revise your settings manually. Select COMPANY D COMPANY PREFS from the main menu. Typically. 2. The active price level can be manually changed when making a receipt by selecting a different level from the dropdown list in the Price Level field. but the price in any price level can be revised for individual items by editing that item in the Inventory module. 5. 4. Enter a markdown percentage for each price level 2-4. You can change the prices at each level manually for any item in inventory if you do not want to allow the default price markdown on that item. Select one of the four levels as the default price level used on receipts. • The price level suggested on receipts (i. select the PRICE LEVELS page. Using levels 2-4 is optional. To define default price levels: (If you completed the price level topic in the Setup Interview during initial configuration.e. In Company Preferences. 6. QuickBooks POS Basics The price level markdowns specified in preferences are default price levels assigned to new items as they are added to inventory on receiving vouchers. The active price level can always be seen on receipts in the Price Level field.

If you add or change the customer on a receipt after having manually applied item or global discounts. those manual discounts will be cleared when the customer is added. • Changing price levels does not affect any previous global discount given on a receipt. Inventory Utilities for more information. for example) you may elect not to apply a customer discount on top of that. (Refer to Chapter 8 Customers and Chapter 9.QuickBooks POS User's Guide • If you apply manual item discounts be aware that the discount will be applied against the active price level.) Customer Discounting Define a percentage discount for a customer in the customer file and it will be automatically suggested against the active price level on all receipts made for that customer. and Appendix A. Recording Sales. • If you use customer discounting. If you change the price level after applying a customer discount. change the price level first. Price Manager Price Manager can be used to markdown or markup the prices of selected merchandise in a selected price level by a specified amount or percentage. If you want to both change the price level and given an additional item discount. for more information on defining and using price levels). To display and report a price discount. the customer discount will be recalculated and taken off of the new price level. (Refer to Chapter 4. Inventory. Changing price levels after applying a manual item discount will clear the manual discounts. Recording Sales for more information. (Refer to Chapter 5.) 58 . If you are already using a marked down price level (during a sales event. apply a customer or manual discount instead of (or in addition to) changing the price level. The features of Price Manager are ideal for changing the prices of many items at one time. You will be asked if you want to apply the discount or not at the time of the sale. Price Manager can also be used to copy the prices of one price level to another. Preferences. Adding or changing a customer has no effect on the active price level on the receipt. • Changing the active price level on a receipt to a marked down price is not displayed as a discount on the receipt or in sales reports. the customer's discount is applied to the active price level. Chapter 9.

Alternatively. sales to out-of-area customers that are charged a different tax rate. 59 . Tax codes can also be defined for special tax circumstances. O edit the Discount % field to discount by a specified percentage. edit the tax code on affected items to apply the correct tax rate. A simple sales tax structure might only have two tax codes: taxable and exempt. or globally to all items. The sales tax rate (Tax %) is automatically applied to the sale of all items assigned a tax code that is designated as taxable. edit the Price or Disc % directly in the document item list by navigating to the appropriate field and entering a new value. or for different classes of merchandise with special tax handling. When making a receipt. With a separate tax code defined for such sales you are able to track and report on those sales by filtering reports by the tax code. Tax codes and rates are defined in preferences and then assigned to items in inventory. To use a tax code for these purposes. QuickBooks POS Basics Manual Discounting Manual discounts can be applied to individual items. O edit the Discount $ field to discount by a specified amount. EDIT ITEM (<F5>) and then select CLOSE (<F5>) to record item edits and return to the item list. those discounts will be cleared. The tax code might designate an item as taxable or non-taxable.2. Global discounts are cleared if you subsequently change the receipt customer but not when you change the receipt price level. and then: O edit the price field to discount to a specified amount. A tax code specifies the tax treatment for categories of merchandise. but the sales tax rate specifies the actual percentage tax to be collected on items with a taxable code. Be aware that if you change the price level or customer on the receipt after applying manual item discounts. and enter a tax rate if applicable in preferences. • Giving Global Discounts — Use the Discount % or Discount $ fields in the totals area of the receipt to give a global discount (applied to the receipt subtotal) by a specified percentage or amount. (Refer to Chapter 9. Use the sales tax regulations and rates specified by the taxing authority in your area to define the tax rates applied to sales in QuickBooks POS. Recording Sales for more information. define a unique tax code. on a receipt at the time of sale by any of these methods: • Giving Item Discounts —Highlight an item in the receipt item list. designate it as taxable or not. Select from the side toolbar.) Sales Tax The amount of sales tax charged for any item is determined by two factors: the item's tax code and the tax rate that applies to taxable items within a tax jurisdiction or area. As tax rates change in your area you will need to update the taxing instructions in company preferences. such as the sale of normally taxed items to tax-exempt organizations.

2. In this way you can change the tax code for sold items on a receipt and then filter reports by this code. you could have all taxable items flagged with a "T" or any character of your choice. When a receipt is printed. If you select a non-taxable QuickBooks code. select a default tax code to be assigned to new items added to inventory. Data Exchange with QuickBooks for more information. such as sales to charitable organizations or items with varying tax rates. The tax code of individual items can be edited in inventory and on receipts. Normally. Special characters such as * are allowed. 4. In the Default merchandise tax code field. (Refer to Chapter 13. Note: If you do not designate a corresponding QuickBooks tax code and one of the same name does not currently exist in QuickBooks. To define sales tax codes: 1. Charity.) 60 . The Tax % column is automatically filled in with the tax rate defined in QuickBooks for each tax group/item. QuickBooks POS will calculate and send sales tax information to QuickBooks in this format. Name your tax codes to fit your needs. 6. Pro Tip: Tracking Sales with Special Tax Handling You may only need two tax codes. From the QuickBooks POS main screen. But. You must also specify a QuickBooks Sales Tax Group or Sales Tax item that you use to report sales taxes for each tax code. You must have one or more tax groups/items defined in QuickBooks and assign them to the applicable tax codes. (See the Pro Tip below. If the majority of your merchandise is taxable. Out of State. Non-taxable. Note: QuickBooks Users If you use QuickBooks.) 3. 5. then QuickBooks POS will create a matching code in your QuickBooks company file. For every tax code defined in QuickBooks POS you must have a corresponding tax code defined in QuickBooks. The following procedure can be used to manually edit your settings. In the QB POS Name column of the tax code table. define a single character to represent the tax code. you should define a tax code for each of them. etc.QuickBooks POS User's Guide Your tax codes and rates were initially configured as you completed the Setup Interview. items will be flagged with the character you designate. if you want to track and report on sales with special tax handling. select COMPANY D COMPANY PREFS D SALES TAX. taxable and exempt. the QB Tax Group/Item field for this code is automatically set to Not taxed. The tax codes you specify in QuickBooks POS must correspond to those in your QuickBooks company file. you would want to specify Taxable (or another taxed code) as your default tax code. For example. specify the names of up to eight tax codes such as Taxable. your sales tax rates will be set for you based on the rates you have specified in QuickBooks (as part of sales tax groups or items) and cannot be directly edited in QuickBooks POS preferences. leave this column set at 0% or blank. Non-QuickBooks users only: Enter a tax rate for each tax code in the Tax % column. QuickBooks users only: Specify a corresponding QuickBooks group/item and tax code in the QB Tax Group/Item and QB Tax Code columns respectively for each QuickBooks POS tax code. you would set up this tax information while completing the Setup Interview. (Optional) In the Mark column. If a tax code is non-taxable.

on different reports. search. display the style in Style View and edit the Tax field in the upper pane. 2. (Refer to Chapter 11. 1. Select CLOSE (<F5>) to record the tax code change. 2. as necessary. The tax code can be changed for individual items in inventory. you may notice slight differences in the amounts reported for certain values. select EDIT ITEM (<F5>) or navigate to the Qty field in the document item list to manually enter the correct quantity after each scan. the program assumes a quantity of one for each scan.) To change the tax code at time of sale: The tax code assigned to the items on a receipt can be manually changed at the time of sale. With a wedge reader. APPLY CHANGES (if in Form Note: Changing the Tax Code for an Entire Style To easily change the tax code for all members of a style. When scanning. Save changes by exiting the row (if in List View) or by selecting View). 61 . no special procedures are required to use a wedge reader with QuickBooks POS. 4. This feature would typically be used when making sales. Navigate to the Tax field and select the appropriate tax code from the drop-down list. The computer cannot distinguish between a number typed at the keyboard and a number scanned in using a wedge reader. Repeat for each additional item. to a tax-exempt organization or business or for specialized sales requiring alternative tax treatment. Note: Sales Tax on Reports Due to rounding during calculation. 1. Use normal sort. List the item on the receipt using standard procedures. 3. recomputed to reflect your changes. 3. select a new tax code from the drop-down list. for example. The item and receipt tax amount will be Using Barcodes QuickBooks POS supports the use of wedge barcode readers to list items on documents by scanning UPC numbers or item numbers printed in bar code on tags. In the Tax field. Select EDIT ITEM (<F5>) to open the Edit Item dialog. Reports & Sales Charts for more information on reports. Highlight the item if necessary (not necessary if you have just listed the item and the cursor is on the next blank row). such as sales tax. Select ITEMS D INVENTORY from the main menu. Switch to Form View (<F8>) if you prefer working in that view.2. or Filtered View procedures to locate the item(s) you want to edit. QuickBooks POS Basics To edit tax codes for individual items: By default. the scanning device is “wedged” between the keyboard and the computer. When you exit the Style View the tax code change will be saved for all members of the style at once. Alternatively. Therefore. all new items added to inventory are assigned the default merchandise tax code specified in company preferences. navigate to the Tax field in the document item list and select a new tax code there. To record a different quantity.

expand those 6 to a 13 digit form. (Activate Edit mode first if adding UPCs to existing items. or adjusted. EAN... add nothing. Every UPC # recorded must be unique and contain only numbers. Method 1: Scanning UPC #s can be efficiently and accurately entered by scanning in the UPC barcode on the manufacturer’s label. received. and ISBN numbers collectively as UPC #s. QB POS will convert entries of less than 13 digits (such as UPC-A and UPC-E) to a 13-digit form. UPCs Note: Terminology For convenience. EAN. 62 . Thus. QuickBooks POS reports an error if the scanned number is not currently defined in inventory or if it is not unique. If you have recorded those UPCs in inventory in advance then you can scan the UPC barcode to list the items on documents or look them up in inventory.. UPC-E 6 all 6 digits UPC-A 12 the first 11 digits Example: 12345612345 all 12 digits EAN 13 all 13 digits Other <13 all digits QuickBooks POS will. Errors due to defaced tags are typically rejected by the reader and never reach QuickBooks POS. we will refer to UPC-A. UPC-E. Note: UPCs in History When an item is sold. Recording UPC #s in Inventory The UPC # field can be used to record UPC-E.QuickBooks POS User's Guide Although scanning is extremely accurate. Position the cursor in the UPC # field and scan the tag with a wedge reader. merchandise can be filtered by UPC when running history reports even after the item has been deleted from the inventory. scanning errors can occasionally occur. Some merchandise comes from the vendor pre-tagged with UPC barcodes. Example: 0123456123458 add the leading zero. especially when tags have been damaged or defaced.) Method 2: Manual Entry Type of code # of digits If you enter. its UPC from inventory is recorded on the history document. expand the entry to a 13 digit form. UPC-A. Refer to Chapter 11.. add the 12th digit (checksum) & leading zero. Reports & Sales Charts for more information on report filtering. or similar identifiers up to 13 digits. ISBN.

By default. In the sample above. you can simply use Filtered View to display only the items belonging to that vendor.) Filtered View Filtered View allows you to group and view data records that have information in common. Select FILTERED VIEW from the side toolbar. This is a highly useful feature when you want to locate a group of specific records. Shown below is a sample Filtered View criteria screen from the customer module. This field can contain text descriptions. rather than scrolling through the entire inventory file looking for items belonging to that particular vendor. Enter criteria in any of the fields by which you want to filter. QuickBooks POS Basics Alternate Lookups Alternate Lookups (ALUs) are optional user-defined fields that can be used to lookup items when listing them on documents. purchase orders are limited to listing merchandise from one vendor only. catalog numbers. refer to Chapter 4. etc. it can be seen that customers are being filtered by zip code and date of last sale.2. Refer to the following sections for data entry tips. (For more information on ALUs. To filter by criteria: 1. For example. It is not available when displaying inventory in Style View. Getting Started. 63 . You enter the criteria you wish to match and the program gathers the appropriate records and displays them. The fields available for filtering will vary depending on your current module. Inventory and the Startup Strategies section in Chapter 1. 2. ALUs are defined in inventory and each ALU must be unique. Filtered View displays the criteria defined the last time it was used. You can clear the currently defined criteria by choosing CLEAR ALL (<Alt+A>). Filtered View is available in all non-document modules and is accessible from both List View and Form View. When using ITEM LOOKUP/EDIT to go to inventory to list the items.

If in List View. This removes all blank records from view. the words "Filtered View" are displayed in the Navigation Bar. Number these elements 2. To exclude matching records.QuickBooks POS User's Guide 3. Select OK to filter and display the records matching the specified criteria. REMOVE FILTER from the side toolbar to exit the Note: Sorting by Dates If you choose to sort by date fields. 64 . such as First Rvcd or Last Sold. matching records will be displayed in order by last sale date and then broken down by zip code for each date. Continue to view records using <Crtl+PageUp> to display the previous record and <Crtl+PageDown> to display the next record. since only records with an entry in that column are displayed. Define additional sort elements to be used to break the “tie” when two or more records have the same value for the first sort element. If all of the records you are expecting to see in a file are not being displayed check to be sure you are not still in an active filtered view. List View displays all of the data meeting the filter criteria in lineal view. When you are finished reviewing records. click the sort arrow or highlight it and press <Space>. etc. In the example above. While viewing filtered records. Note: Where Did My Records Go???? Filtered View remains in effect until you cancel it by selecting REMOVE FILTER or by selecting NEW from the main toolbar to add a new record. 3. A down-arrow will order records from the oldest date to the most recent. • Sorted records can be displayed in descending or ascending order. an up-arrow in the Sort field will order records from the most recent date to the oldest date. Note: Hiding Blank Inventory Records If you have blank (undefined) records in your inventory file and wish to view inventory without these. order. simply run Filtered View with no defined criteria. Only the records that meet all of your defined criteria are included in the filter results. (Note: criteria does not have to be defined for an element in order to sort by it). select EXCLUDE from the dropdown list. in the Sort Order field. you can specify the priority in which records are sorted and displayed. use any of the optional filter options: • Records matching the specified criteria can be included (default) or excluded if the Included field is active for an element. 5. select 1 from the drop-down list for the first priority sort element. select filtered view and return to the full record file. also check to see which column your records are currently sorted by. In the Sort Order column. If you wish. • If filtering by more than one criteria. To change the sort 4. Form View initially displays the first record found that meets the criteria. switch to the next matching record by pressing <Crtl+PageDown>.

4. inclusive. Item #: (blank) to 40 .2. Item #: 3000 to (blank) 3000 - Records with item numbers 3000 and up. (See example of an Item # filter range below. then omit them when specifying filter criteria. you can type it directly into the field. To select an option. the program displays both the starting and ending values of range filters as blank.40 Records with item numbers 40 or less. click it or press <Space> again.) 65 . Choose CANCEL (<Esc>) to exit the dialog without returning any of your selected values to the filter field. spaces are listed before any digits. 3. During the filter process. keep in mind that all ZIP codes are treated as 9-digit entries.Notes and Tips Filtering by ZIP Code When defining ZIP code ranges. Open ranges can be specified by leaving one end of the range blank. click it or highlight it and press <Space>. 1. If dashes were not used. Select OK to return the selected values to the field.) Sample Filter Criteria Displayed Item #: (blank) to (blank) - Records Included when Filtering All item records Item #: 100 to 500 100 . QuickBooks POS Basics Define Multiple Criteria for a Field Multiple selection fields are available when criteria are restricted to a predefined list (as shown by the list of department codes to the right). and that. in a sort sequence. OR Choose the SELECT ALL or CLEAR ALL buttons.500 Records with item numbers 100 through 500. If left blank. Define a Range of Criteria Initially. records are included or excluded if the information in the related field is a match to any of the selected criteria. Selected options have a checkmark next to them (# #). all records will be included. (Whether the dash is required depends on how the codes were entered. 2. If you want to select multiple criteria or you want to view the list of available criteria for a field. To define a range. To clear that option. enter the lowest allowed value in the left field and the highest allowed value in the right field. Filter View . If you want to select a single criterion for this field and you know what the criterion is. select or press <F4> from a multiple selection filter field.

currency. (For more information on entering data in a date field. all data records are included in the filter results. For an exact match. For example. To include all 94488 ZIP codes. as 94488 followed by 4 spaces. Example: navy. If you define a range of 94488-0000 to 94488-9999 (using ZIP+4 codes). Note: QuickBooks POS does not distinguish between upper. • Excluding Matches: Descriptive fields typically do not make use of the Included field described above that allows you to choose to exclude matches. For example. • Dynamic Dates: (available in most date fields) Dynamic dates define a time period in relation to the current date instead of using specific start and end dates. However. Description 2. you can exclude matches in a descriptive field by using ~. Defining Filter Criteria • Spaces: A space made by pressing <Space> is a keyboard character—the same as any other entered character. and boys casual shoe buckle in the filter results. use empty quotes as your filter criterion. it matches every entry.QuickBooks POS User's Guide Example: QuickBooks POS treats 5-digit ZIP codes. then criteria meeting both of the defined criteria must be present for a record to pass through the filter. You can immediately begin entering data for a new record. enclose the string of characters within quotes: “buckle” will only include record that match buckle exactly. Selecting NEW While in Filtered View In the inventory. entering ~blue as your attribute criterion would exclude records that contain blue in their Attribute field. vendors. departments. ZIP code. Example: The filter criterion of buckle would include such records as ladies buckle shoe. If AND is selected. Navy. define the range from 94488 to 94488-9999. No matter what is contained in that field in each record. and date fields are range fields. buckle girls dress shoe. • Range Fields: Range fields include records that fall within the specified range. such as 94488. When a space is included in a criterion. selecting NEW while in Filtered View will perform the following actions: 1) cancel Filtered View. refer to the Data Entry section of this chapter. • Blank Entries: To filter for descriptive fields with blank entries. any record with 94488 ZIP code (without the +4 code) would be omitted. and customers modules.and lower-case when filtering. All quantity. including the 5-digit 94488 code. meeting just one of the defined criteria will allow a record to pass through the filter. 66 . If all filter criteria are blank.) • And / Or: Some fields have and/or selections. the record is included during filtering. and 2) take you to a blank row (if in List View) or open a new blank form (if in Form View). a matching space is required in the data record for the record to be a match during filtering. • Descriptive Fields: (Examples: Description 1. • Blank Fields: A blank field acts as a wildcard. Attribute) Records that have a string of characters anywhere in the field that exactly match the criterion entry are included. entering “” as your size criterion would locate records that have no value recorded in their Size field. If OR is chosen. and NAVY would all match the criterion of navy.

and Correct approach can be used to make a new document to correct any mistakes made on the original document. First. select PURCHASING D VOUCHERS. and Filtered View procedures to locate the document you need. These history documents are referred to as former receipts. to locate a former voucher. For example. In the case of a sales receipt. 5. 3. refer to Chapter 7.2. (For more information on the edits allowed on former vouchers. Select RECEIVING HISTORY or SALES HISTORY from the side toolbar to access former vouchers or former receipts respectively (this is necessary because a new document is automatically opened in Form View when you enter the voucher and receipt modules). vouchers. you will automatically be placed in the List View of former memos for the current month. A Reverse. and memos) updated during each month are stored in separate monthly history files. Reversing a history document has the opposite effect on inventory of the original. create a new correct document with the intended effect. If the document you are looking for was not made in the current month. Use normal sort. and choose OK (<Enter>). For example. because that information may not have been available when the voucher was originally created. The selected month's documents are displayed in List View. A receiving voucher is reversed with a return voucher. freight. MONTH from the 4. Vouchers can be edited to update payee. and any referenced purchase orders you must instead reverse the original document and then. Select the month you wish to look in. if necessary. inventory. Then begin a new document by copying the original one. or fields other than those listed on vouchers is allowed. (Reports gather data from any date range. Editing or Reversing History Documents Editing of history documents is limited to certain fields on former vouchers. former vouchers.) To access a history file: 1. reversing the voucher also updates the PO's fill status and balances. You can search for former documents within only one month's file at a time. memos. search. make corrections to the copy and update as usual. Copy. and former memos respectively. reverse the original. If an original voucher referenced a PO. the reversing document is a return receipt. Finally. incorrect document. 2. 67 . QuickBooks POS Basics History Documents Transactional documents (receipts. including ranges that span multiple months. because edits on history documents do not correct the effects a document had on inventory or referenced purchase orders. and invoicing fields only. If entering the Adjustments module. select side toolbar. It does this by creating a new reversing document. if the original document was a receipt that subtracted items from inventory. Receiving. then reversing it adds the items back to inventory.) No editing of former receipts. To correct your history document. Enter the desired program module.

Select COPY (<Alt+C>). Note: Unable to Reverse Voucher if Referenced PO Has Been Deleted Reversing a former voucher updates the fill status and balances of a referenced PO. 1. A Reversing Document dialog is displayed. Reverse the original document as described above. 5. corrected one. Make any necessary edits to correct the information on the new document. If that PO has been deleted. you cannot reverse the voucher until you have restored the PO (Refer to Chapter 6. Select PRINT/UPDATE (<F12>) from the side toolbar. 68 . See the Adjustments section of Chapter 5. (Receipts Only) Assign payment types and amounts as usual. Highlight or display the original document (status Reversed). the original history document will be flagged Reversed in the Status field and the new document that was created will be flagged Reversing. 3. Note: Reversing and Correcting Automatically Updates QuickBooks Records When you reverse a document and then create a new. Select REVERSE (<Alt+V>) from the main toolbar. Select your name from the Associate field and then select OK. 6.QuickBooks POS User's Guide To reverse a history document: (Note: reversing of an adjustment memo has some special considerations. 4. Purchasing for information on restoring POs). Note: Items Deleted From Inventory If any item listed on the document no longer exists in inventory. you will not be allowed to copy the document. 3. A new document is opened with the same information as the original. 2. Highlight or display the document to be reversed.) When completed. The Status field is displayed in List View only. for more information. A corrected document can then be made as described below. Changes to an item's description or other information in inventory will not prevent copying. your QuickBooks financial records are updated accordingly during the next data exchange. To copy and correct a document: 1. A reversing document is automatically created and added to the current month's history file. 2.

don't choose a letter-size design to print on a 40 column printer). (Refer to the Previewer documentation in this section for further information on previewing.) 69 . The Print Options dialog allows you to change the printer and number of copies. • Specify a print quantity. the number of copies you want to print. i.2. Basic printing instructions: 1. the layout is determined by the design file you specify in workstation preferences. QuickBooks POS Basics Printing When you print documents. records. • Choose to print the selected record or all records. Pro Tip: Selecting Design Files While design files can be selected directly in workstation preferences as described above. 3. Note: Printing and Updating If you select the PRINT button on a receipt. 2. select COMPANY D INTERVIEW from the QuickBooks POS main menu. If you want to print a group of records. voucher. Highlight or display the individual record or document you wish to print. you can preview what each available design file will look like when printed. To access the Setup Interview. you do not need to select a particular record. you can: • Change the printer you want to use. the document will be both printed and updated.e. In the interview. To print an entire file. or memo as you are creating it but before updating. and preview the document before sending it to the printer. If presented with a print option dialog. A selection of document design files is provided with QuickBooks POS. use Filtered View to display only the group you want to print in List View. Select PRINT (<Alt+P>) from the main toolbar. For each transaction/document type. if necessary. and whether you want to display the Print Option dialog at the time of printing (by selecting or clearing the PRINT DIALOG checkbox). a design file (make sure it matches your printer. specify the installed printer you wish to use. Selections made in the interview are automatically written to preferences for you. you may find it easier to select them from the Printing Options page in the Setup Interview. or tags. • Select PREVIEW to view the document before printing or PRINT to immediately print. Preferences: Setting Up Printing Instructions W/S PREFERENCES D PRINTING D Define printing instructions.

If you are working in Style View. • Select PREVIEW to view the tags before printing or PRINT to immediately print. select LOOKUP ITEMS to access inventory first. vouchers. Select PRINT TAGS from the side toolbar. or a user-specified number of tags. To print tags for all displayed items. Cost. so a cost of $100. you need not select a specific item. 70 . QuickBooks POS will print tags for the displayed style.QuickBooks POS User's Guide Printing Tags Tags can be printed from inventory. when printing the cost and last received date in code on a price tag. tag layouts are determined by the design file you have specified in workstation preferences. Only informed employees will know what the code is. To print tags: 1. Example: Avery xx60 series + cost. • Specify to print the on-hand quantity. Last Received Date. 0-9. if necessary. • Choose to print tags for the selected item or for all displayed items. For example. If presented with a print option dialog: • Change the printer you want to use. Use Filtered View or Style View to display a group of items first. Select a specific item for which you want to print tags. If you need to print a tag from a receipt. In inventory. Like the printing of records. new purchase orders. For the cost and last received dates to be included in code on a tag (assuming you have already defined the code in preferences).00 would be coded as ajjjj (including decimal places) on a tag. you can specify as part of your code that a is 1 and j is 0. you must select a tag design with a suffix of "+ cost". printed in code. 3. (Refer to the Previewer section on the next page for further information on previewing.) Printing the Cost and Last Received Date in Code on a Tag You can print on a price tag the cost of an item and its last received date in a specialized code that is defined in preferences. 2. Merchandise Tag These designs contain the Cost Code and Last Rcvd Code fields and the information in these fields will be printed in code. and from within Price Manager. if necessary. printed in code. document quantity. you can print tags from either Style View or Item View. Preferences: Specifying a Code for Price Tags COMPANY PREFERENCES D PRICE LEVELS D Price Tag code: Specify one letter or number to represent each number.

In the case of a very long report. QuickBooks POS Basics Supported Label Types In the Setup Interview or in workstation preferences. 71 . reports.2. labels. The following Avery laser and inkjet label types are supported for tag printing: Tag Size: 1" x 2-5/8" 1/2" x 1-3/4" Labels Per Sheet: 30 (3 across) 80 (4 across) Document Design Name(s): Avery xx60 series Avery xx67 series Sample Avery Label Stock Numbers: 05160 05260 05360 05660 05960 15160 15660 08160 08460 18660 05167 05267 05667 15267 06467 08167 08667 Previewer The Previewer is used throughout QuickBooks POS to view documents. The display in the Previewer allows you to see what the printed document will look like before you actually commit to printing it. tags. you may never print out a copy. specify the design to be used when printing merchandise tags. The use of the preview option is specified in workstation preferences (see Printing section above). and records on the screen before sending them to the printer. instead electing to display it on-screen whenever you need to review it.

Select a zoom level from the dropdown list or enter any custom level. labels. page information. Previewer Pop-Up Menu Right-click anywhere in the Previewer to display this menu. The Previewer Toolbar: Button Feature Shortcut Key Description ZOOM IN/OUT <Ctrl+I> <Ctrl+U> Page display size. EXIT <Esc> Exit the Previewer and return to the active record window. NEXT PAGE Go to the next page of the document. reports. PRINTER SETUP PRINT <Ctrl+P> Print the document. Zoom: Functions the same as if entered on the toolbar (see above). then press <Enter>. SAVE <Alt+S> Save the displayed report/document to your list of saved reports. The functions available from this pop-up menu are explained below. GO TO PAGE # Go to a specific page of the document. Shortcut keys zoom in/out approximately 20% with each keystroke. Default is 100%. PREVIOUS PAGE Go to the previous page of the document. Type in a page number and press <Enter>. and other printer options. FIRST PAGE Go to the first page of the document. tags. 72 . For simplicity.QuickBooks POS User's Guide The tools and features discussed below are applicable in most cases but may differ slightly from module to module. You can view saved reports from most modules of QuickBooks POS by selecting the REVIEW button from the main toolbar (your ability to see saved reports is controlled by the access level assigned to the report). following your preference settings. the term document in this section will be used to mean all documents. Go to the printer dialog and specify printer. and records that can be printed. LAST PAGE Go to the last page of the document.

Large Buttons. Status Bar: Select or clear to toggle on/off the display of the Rulers. QuickBooks POS Basics Find: Select FIND (<F3>) to locate a specific alphanumeric string of characters contained in the document. then select FIND NEXT to move the focus forward to the next occurrence. Each occurrence. Status Bar: The Status Bar conveys general information about the current document displayed in the Previewer. and Status Bar. as it is found. Select or clear to toggle the toolbar button size larger/smaller. Choosing to not display any of these items frees more screen space for viewing your document. A check mark indicates the feature is active. Continue selecting FIND NEXT to locate additional occurrences of the string. Toolbar. Show Toolbar. Check box options can be used to refine the search to match your entry exactly and/or to match the case as entered. Enter the string you wish to locate. A check mark indicates the feature is active.2. is outlined for clarity. Current Windows printer Cursor position in document Current zoom level Page count/position 73 . and to add/remove text labels. Show Rulers. Ready indicates that the screen print is completed and document is ready to view or output. Show Text Labels: These options are available only if show toolbar is also selected.

Reports & Sales Charts and other applicable module chapters. Select REVIEW from the main toolbar of applicable modules. showing the list of saved reports. or records. <Alt+Tab> You can toggle between Detail and Icons view in the Select Report to Review dialog by selecting DETAIL/NO DETAIL. lists.) To review saved reports: 1. Delete saved reports by highlighting the report you wish to delete and selecting DELETE. If using Security Administrator. 3. The report will be displayed in a You can leave the Previewer window open while working in another area of the program. This can be useful for doing things like viewing past sales reports or an inventory listing while ordering new items on a PO. the viewing of reports is restricted by your security level and the access level assigned to the report. or records that were previously saved from Previewer.QuickBooks POS User's Guide Reviewing Saved Reports The Review feature enables you to look at reports. Alternatively. lists. The Select Report to Review dialog is displayed. Saved reports. . Highlight the report you want to display and select Previewer window. 2. lists. Use to switch back and forth between your current record and the Previewer window. refer to Chapter 11. 74 . or records can be accessed and viewed by selecting REVIEW (<F7>) from the main toolbar. select the button in the upper-right corner of the Previewer window to make the window smaller but leave it open on top of your current record. OK. (For more information on running and saving reports.

89 75 .83 Payment Terms..........................................................................................................................81 Vendors.................................................................................................................................................................................................................................................................................................82 Fields .........................................................................78 Using Pricing Formulas for New Items.........................................................................................................................................86 Printing Department or Vendor Records ......80 Using Quantity Decimals .............................................................................................................................76 Department Fields ....................................................................................................................76 Defining Departments ......................................77 Working with Departments .....................................................................Departments & Vendors 3 Departments.......................................................................................................................................................................................................................................................................................................................................................................................82 Working with Vendors .............................................................85 Vendor History........................

Departments can be viewed in either List View or Form View. QuickBooks POS can then track the merchandise for each department as it is ordered. manageable categories that help you monitor past performance and make future buying decisions. Defining Departments Generally. received. Select ITEMS from the main menu main toolbar. you gain great flexibility when selecting and summarizing data for reports. then you would want separate departments for each of those shoe types. Note: Department Codes are Always Displayed in Uppercase When you define your department codes (Department). By designing your department codes carefully. however too many departments can result in too much detail on reports. The performance of item styles can always be compared no matter how department codes are assigned (refer to Chapter 4. you must enter a department code for it. user-defined department code. consolidated data. and sold. As you define each item in inventory. user-defined department code with the field name Department. for example. Department Codes Each department is identified by a unique. Planning your departments is very important. To access the departments module: 1. 76 . if you budget so many purchasing dollars. QuickBooks POS converts any lowercase letters to uppercase. that is. If you need to be able to compare the performance of two groups of items. related merchandise is grouped together into departments. 2. each group should be assigned to its own department. Likewise. This code can be one to three alphanumeric characters of your choosing. It is recommended that you define only as many departments as you need to effectively manage your purchasing. the optimal number of departments for your business will depend on how you evaluate the performance of your merchandise and how you plan your buying. for golf shoes and so many for running shoes. QuickBooks POS can maintain a virtually unlimited number of departments. Inventory for a description of styles). Select DEPARTMENTS from the side toolbar. which makes it difficult to get useful. Each department is identified by a unique.QuickBooks POS User’s Guide Departments In most retail businesses.

Margin% Margin %: Default margin percentage for use with a pricing formula. When you define your department codes. The first character is typically used for the broadest classification.) Default = 0% Qty Decimals Quantity Decimals: # If selected. Tier 3 The third tier allows the breakdown into more detailed groups. consisting of one to three characters. that collectively comprises a three-character Department code. by default two decimal places will be displayed in the quantity field. each tier containing one character. In our example above. let's assign an M to designate the first tier for Men's Shoes department. Select a tax code from the drop-down list. For example. To make reports and purchasing records more meaningful and intuitive you should define new department codes to meet your needs and then assign those new codes to items in inventory. When filtering for reports or using Filtered View to group records you could select MAR as the department code and only men's athletic shoes would be included. This field must contain an entry before a department can be created. you may find it useful to define departments using a three-tiered format.3. there might be the group of running shoes within the category of athletic shoes. Department Name Department Name: A descriptive name for the department to assist in easy identification. Tier 2 The second tier identifies a broad category within a department. when an item with this department code is added in inventory. You can filter items for the individual departments based on your Department codes. one major merchandise area might be men's shoes and another might be women's shoes.) Department Fields This table lists the name and use of each field available in department records. Tax Tax Code: Default tax code. all of your imported items were assigned into a single department. Required. Data Exchange with QuickBooks for more information.” later in this chapter. Field Usage Department Department Code: A unique code identifying each department. the tax code will automatically be set to the tax code that is selected here. For example. Departments & Vendors Department Code Structure While not required. We'll designate this group with the letter R. 77 . Let's assign A to designate the men's athletic shoe category. When a new item is added in inventory with this department code. (Refer to Chapter 13. consider how they might be used when filtering to generate a report. Tier 1 The first tier of the department code typically designates a major merchandise area. A department code is also required to define an item in inventory. (See "Using a Pricing Formula. Note: Importing Items from QuickBooks 2002 If you imported data from QuickBooks. with a code of QB. in a shoe store. As an example. For example. the Department code for Men's Athletic Running Shoes is MAR. the category of athletic shoes within the men’s shoes department.

CANCEL (<Esc>) from the main toolbar before Copy and Paste Department Records If an existing department is similar to one you want to add. 2. you have full editing capability. select APPLY CHANGES from the side toolbar to save the record. you can save the record by navigating out of the current row. Select NEW (<Alt+N>) from the main toolbar. The new record is in edit mode. To cancel the creation of a department. 3. LIST VIEW (<F8>) or FORM VIEW (<F8>) from the main toolbar to switch to the 2. Enter your filter criteria and select OK. with only the relevant set of department records listed. select YES to confirm the save. select saving. If prompted. simply copy the department and edit the copy accordingly. highlight the record to be copied. select view you prefer. 3. In Form View. Make any edits you need to modify the department.) Filtering gathers department records that have information in common. Filter Department Records – List View (Refer to Chapter 2. 4. Enter information in any of the other fields in which you want to record data for this department. Select COPY (<Alt+C>) from the main toolbar. 78 . In Form View. 1. 4. a unique Department code must be assigned to the new department. At a minimum. or a blank department record is opened if you are in Form View. select YES to confirm the save. If prompted. Copy can be canceled by selecting CANCEL (<Esc>) from the main toolbar. While in Filtered View. Select FILTERED VIEW from the side toolbar. In List View.QuickBooks POS User’s Guide Working with Departments Create a New Department 1. 1. 5. The department information is filtered accordingly. Department records can be filtered only by Department and Dept Name. 3. All the fields from the original department are copied into a new record. 2. When finished. If necessary. In List View. Select REMOVE FILTER to return to the normal department display. select APPLY CHANGES from the side toolbar to save the record. A blank row is opened if you are in List View. QuickBooks POS Basics for complete information on filter criteria. you can save the record by navigating out of the current row. You enter the criteria you want to match and the program assembles the appropriate records. exit the filtered view and all department records are again at your disposal. Enter data in the required Department and Dept Name fields. In List View.

DELETE. Modify the department fields as necessary. Edit a Department Record 1. select YES to confirm the save. only part of the sales for this item would appear on the report. Reports & Sales Charts for more information on reports. you can then choose to work with one of the available options. such as Department. then you edit the item’s department code to DOG and sell some more of the item. you can save the record by navigating out of the current row. If you filtered a sales report by the department code CAT. Note: Where Did My Departments Go???? When you sort by a column heading. You sell some of the item. (Refer to Chapter 11. A indicates the column by which the information is currently sorted. select APPLY CHANGES from the side toolbar to save the record. In Form View.3. you will automatically be placed in edit mode. choose toolbar before saving. CANCEL (<Esc>) from the main 3. Departments & Vendors Find a Department Record – List View The Search field can be used to easily locate a department in List View. QuickBooks POS Basics. If prompted. To cancel any edits made to the selected department. when in fact they are simply not being displayed. you must edit the Department code for each item or style with that code to match the new code. The program searches by the currently sorted column. transactions involving the department will not be consolidated when you run reports.) Once the record is located. refer to Chapter 2. that has an entry for all records. This can make it appear that many of your records have disappeared. then begin entering the characters for the department you are trying to locate. Running a Sales Summary by Department report would result in part of the sales for this item being listed under the department CAT and part under the department DOG. To correct inventory. suppose you have an item assigned to the department code CAT. 2. such as COPY. sort by a column heading. or PRINT. To display all fields again. Highlight or display the department record you want to modify (switch views if necessary). If you have security rights to edit. Warning: Use Caution When Editing Department Codes Editing a department code in the department file does not change the code in inventory. Press <F2> in a field to edit character by character. In List View. Columns that can be searched have a . In addition. For instance. only the records that have an entry in that column will be displayed. (For more information on the Search field. be aware that when you edit the Department code for an item. Click the Search field or press <Ctrl+F>.) 79 . Department records can be sorted only by the Department and Dept Name columns.

you can save the record by navigating out of the current row. Refer to Chapter 7. select APPLY CHANGES from the side toolbar to save the record. 4. When an item is added to inventory and has a Department code with a predefined margin. Note that pricing formulas affect only prices of new items added to inventory.) If needed. the margin can be edited in inventory for individual items by entering a new margin in the Margin % field of individual item records. (Receiving vouchers can be configured to adjust the price of existing items if desired. Repeat this process for each department for which you want a predefined margin. Enter a margin amount for that department in the Margin % field. If prompted. QuickBooks POS looks up a department name in the department record when needed. the name displayed in other areas will automatically be the current one. select YES to confirm the save. To define a default department margin: 1. 2. Using Pricing Formulas for New Items Predefined pricing formulas can be used to set inventory prices based on cost when adding new merchandise. Select the department record that you want to delete and choose toolbar. they do not adjust prices of existing items when costs change. DELETE (<Alt+D>) from the main 2. if you have changed the name for a department. QuickBooks POS will automatically compute the price for Price Level 1 from the cost by applying the predefined margin. Note: Delete a Department Record Deleting a department record does not affect inventory and history documents. The department code remains in place in both of those areas and reports can still be generated for the deleted department. If prompted. only the code is recorded in inventory and on documents. In List View. Therefore. Deleting a department record does affect your ability to include the Dept Name on reports since that name is stored only in the department file. Receiving for more information. 80 . select YES to confirm the deletion or NO to cancel. Delete a Department Record 1.QuickBooks POS User’s Guide Pro Tip: Changing a Department Name Department names are stored only in the department file. In Form View. 3. Highlight or display a department record (switch views if necessary).

In List View. In Form View. when an item with this department code is added to inventory. If prompted. For example. To use quantity decimals: 1. you might have an item that you typically sell by the case. by default two decimal places will be listed in the quantity field. select YES to confirm the save. 3.3. 81 . Repeat this process for each department for which you want to use quantity decimals. but occasionally you want to sell half-cases or individual units. Highlight or display a department record (switch views if necessary). Select QTY DECIMALS. 4. select APPLY CHANGES from the side toolbar to save the record. By selecting Qty Decimals. you can save the record by navigating out of the current row. Departments & Vendors Using Quantity Decimals Sometimes it is beneficial to list items in partial quantities. 2.

g. State Zip Address fields. it is strongly recommended that all new vendors should be created and existing vendors edited in QuickBooks POS. 2. are always transmitted to QuickBooks during updating. Contact person's first name. You should review and edit vendor codes as appropriate and complete other fields to fit your needs. Contact person's title. vendor codes were assigned by truncating the first three letters of the vendor name. 82 This number is displayed on POs that are . and sold. After the initial importing. From the QuickBooks POS main menu. on the other hand. (Refer to Chapter 13. user-defined code of one to three alphanumeric characters.. QuickBooks POS can track the merchandise by vendor as it is ordered. Mr. Mrs. Field Usage Account # Your account number with the vendor. any edits made to existing vendor records in QuickBooks will NOT be transmitted to QuickBooks POS during the daily data exchange updates. received. Note: Field Label Symbols Symbol [] Description Fields shown in brackets are automatically populated with suggested or read-only data by the program. e. Select VENDORS from the side toolbar. Company Vendor company name. In particular. If read-only. Vendor edits made in QuickBooks POS. Fields The table below lists the name and use of each field available in the vendor module. City. Vendor records can be viewed in either List View or Form View. created for this vendor.) To access the vendors module: 1. these fields cannot be directly edited by the user. not QuickBooks 2002. Note: Importing Vendors from QuickBooks 2002 If you imported vendors from QuickBooks. When you assign a vendor code (Vendor Code field) to each item defined in inventory. Name Fields Title First Last Name fields for vendor contact. Contact person's last name. Address Fields Street. Data Exchange with QuickBooks for more information. select ITEMS from the main toolbar.QuickBooks POS User’s Guide Vendors Each vendor from whom you purchase merchandise must be identified by a unique.

Enter information in the required Vendor Code field and any other fields in which you want to record data for this vendor. 3. Working with Vendors Create a New Vendor 1. 1. All the fields from the original vendor record are copied to a new record. each up to 15 characters can be entered in the Phone 1 and Phone 2 fields when defining a vendor. QuickBooks POS converts any lowercase letters to uppercase. Select NEW (<Alt+N>) from the main toolbar. In List View. (Refer to "Payment Terms" later in this chapter for more information. but can be overwritten. 2. a unique Vendor Code must be assigned to the new vendor. select YES to confirm the save. select YES to confirm the save. Vendor Notes Optional notes. 83 . identifying each vendor. the vendor record will be listed twice—once by the Phone 1 entry and once by the Phone 2 entry. In List View. A blank row is opened if you are in List View. if both Phone 1 and Phone 2 fields contain entries. 4. At a minimum. Make any edits you need to modify the vendor. The contents of Phone 1 and Phone 2 will not be displayed in the Phone field unless you are sorting the vendor list by this field. 3. Navigate out of the current row to save the record.3. Phone is a List View sort field comprised of the entries in the Phone 1 and Phone 2 fields. If prompted. Copy can be canceled by selecting CANCEL (<Esc>) from the main toolbar. 4. or a blank vendor record is opened if you are in Form View. Required. These terms will automatically be suggested on any PO or voucher made for this vendor. Copy a Vendor Record If an existing vendor is similar to one you want to add. Select COPY (<Alt+C>) from the main toolbar. The new record is in edit mode. If necessary. Terms Conditions of Payment: Default payment terms for the vendor. up to 3 characters. If prompted. you can save the record by navigating out of the current row. simply copy the vendor and edit the copy accordingly. highlight the record to be copied. Departments & Vendors Field [Phone] Phone 1-2 Usage Two telephone numbers. Then. select APPLY CHANGES from the side toolbar to save the record.) Vendor Code Unique alphanumeric code. In Form View. When you define your vendor codes. select view you prefer. LIST VIEW (<F8>) or FORM VIEW (<F8>) from the main toolbar to switch to the 2.

you can then choose to work with one of the available options.) Once the record is located. The vendor information is filtered and displayed accordingly. QuickBooks POS Basics for more information on the Search field. If prompted. when in fact they are simply not being displayed. CANCEL (<Esc>) from the main toolbar 3. In List View. that has an entry for all records. 84 . In Form View. Highlight or display the vendor record you want to modify (switch views if necessary). Select REMOVE FILTER to return to the normal vendor display. select YES to confirm the save. Note: Where Did My Vendors Go???? When you sort by a column heading. such as COPY. QuickBooks POS searches by the currently the sorted column. sort by a column heading. Vendor fields that can be filtered are Vendor Code and Company. then begin entering the characters for the vendor you are trying to locate. such as Vendor Code. Press <F2> in a field to edit character by character. 2. Modify the vendor fields as necessary. DELETE. Select FILTERED VIEW from the side toolbar. Enter your filter criteria and select OK. you will automatically be placed in edit mode. or PRINT. This can make it appear that many of your records have disappeared.QuickBooks POS User’s Guide Filter Vendor Records – List View Filtering gathers records that have information in common. While in Filtered View. Edit a Vendor Record 1. select APPLY CHANGES from the side toolbar to save the record. exit Filtered View and all vendor records are again at your disposal. with only the relevant set of vendor records listed. If you have security rights to edit. Vendor fields that can be sorted and then searched are Vendor Code and Company. Find a Vendor – List View The Search field can be used to easily locate a vendor in List View. To cancel any edits made to the selected vendor.) 1. you can save the record by navigating out of the current row. Columns with a in the column heading can be sorted. When finished. 2. QuickBooks POS Basics for complete information on Filtered View. (Refer to Chapter 2. Click the Search field or press <Ctrl+F>. A indicates the column by which the information is currently sorted. only the records that have an entry in that column will be displayed. you have full editing capability. choose before saving. You enter the criteria you want to match and the program assembles the appropriate records. (Refer to Chapter 2. 3. To display all fields again.

Select OK to save the terms and exit the Terms dialog. Highlight or display the vendor record that you want to delete and select the main toolbar.) In addition. Display the vendor record in Form View. K> and <L L> to move from term 3. you can set up default terms for a vendor. If prompted.3. 85 . Enter information as appropriate in the three terms fields. Note: Deleting a Vendor Record Deleting a vendor record does not affect inventory or history documents. The Terms dialog is displayed. Departments & Vendors Warning: Changing a Vendor Code Changing a vendor code in the vendor file has no effect on inventory or history. Inventory for more information. To define terms for a vendor: 1. DELETE (<Alt+D>) from 2. The vendor code remains in place in both of those areas and reports can still be generated for the deleted vendor. 2. select YES to confirm the deletion. The default terms that you specify will be applied to vouchers made for that vendor. If exchanging data with QuickBooks. Select the button or press <F4> in the Terms field. Deleting a vendor record does affect your ability to include the Vendor Name on reports since that name is stored only in the vendor file. be aware that when you edit the Vendor Code for an item. Choose CANCEL (<Esc>) to exit the Terms dialog without saving changes. these terms are transmitted to QuickBooks during the End of Day procedure. 4. Delete a Vendor Record 1. Press <K to term. The entries shown above would result in an entry of 5% 10 Net 30 on documents. edit that Vendor Code for each item or style. Payment Terms In the Terms field of the Vendor module. (Refer to Chapter 4. Refer to the Warning in the Working with Departments section earlier for more information. transactions involving the vendor before and after the change are not consolidated when you run reports. To correct a Vendor Code in inventory.

QuickBooks POS User’s Guide Vendor History Vendor history allows you to access former vouchers and purchase orders related to the selected vendor. Select HISTORY from the context menu. 86 . 3. Select RECEIVING HISTORY or PO HISTORY. Units Returned The total number of units returned to this vendor. Voucher Totals (Form View) Voucher List (List View) Voucher Item List (List View) Voucher Totals: The Vouchers Totals pane is displayed in Form View and summarizes information from all of the vouchers made for the selected vendor in the previous three-month period. Receiving History A vendor's receiving history summarizes the voucher activity for that vendor. Units Purchased The total number of units purchased from this vendor. 2. Highlight or display a vendor. Vendor history is available from both List View and Form View. To access vendor history: 1. The fields displayed are as follows: Fields Usage Avg Cost/ Voucher The total cost of all of the items on vouchers from this vendor divided by the total number of vouchers listed for this vendor. The receiving history screen is split into three panes as shown below. Discount $ The total discount dollars given by this vendor on all of the vouchers listed. Company The selected vendor's company name. The fields displayed are read-only and cannot be edited.

Vendor Code The unique alpha-numeric code for the selected vendor. Return Cost $ The total cost of the items returned to this vendor. Total Voucher Count The total number of return and receive vouchers made for this vendor. Voucher Count The total number of receive vouchers made for this vendor.3. Voucher Item List: The Voucher Item List pane is a listing of all of the items on the currently selected voucher in the Voucher List. Departments & Vendors Purchase Cost $ The total cost of the items purchased from this vendor. The fields displayed in this pane are the same fields that are in the voucher document item list in the voucher module.) 87 . Receiving. (For more information on these fields refer to the fields table in Chapter 7. Voucher List: The Voucher List pane is a listing of all of the vouchers made for the selected vendor. Return Voucher Count The total number of return vouchers made for this vendor. The fields displayed in this pane are the same fields that are on vouchers in the voucher module.

Select the voucher you would like to copy. Follow standard voucher procedures to edit and update the new voucher. Vendor Code The unique alphanumeric code for the selected vendor. 2. 1. Discount $ The total discount dollars given by this vendor on all of the purchase orders listed. This will copy the selected voucher and open a new voucher in Form View in the voucher module.) PO History PO History gives you access to purchase orders for the selected vendor. Receiving. (For more information on vouchers. Select COPY VOUCHER from the side toolbar. Units Ordered The total number of units on order from the chosen vendor. PO Totals (Form View) PO List (List View) PO Item List (List View) PO Totals: The PO Totals pane is displayed in Form View and summarizes information from all of the purchase orders made for the selected vendor in the three-month period. Units Received The total number of units received from the chosen vendor. The fields displayed are read-only fields and cannot be edited. $ On Order The total dollar amount of the items on order from the chosen vendor.QuickBooks POS User’s Guide To copy a voucher: The vouchers listed in the Voucher List pane can be copied to create a new voucher. refer to Chapter 7. The fields displayed are as follows: Fields Usage Avg $/ Purchase Order The total cost of all of the items on POs from this vendor divided by the total number of POs for this vendor. 88 .

The fields displayed in this pane are the same fields in the PO document item list in the PO module. 3. The fields displayed in this pane are the same as those included on POs in the PO module. • Select PREVIEW to view the document(s) before printing or PRINT to print immediately.) Printing Department or Vendor Records 1. Departments & Vendors PO List: The PO List pane is a listing of all of the purchase orders made for the selected vendor. 89 . Then select a design file (make sure it matches your printer. If you want to print a group of records. (Refer to Chapter 11. Select PRINT (<Alt+P>) from the main toolbar. QuickBooks POS for general information on printing and using the Previewer.) Preferences: Setting Up Printing Instructions W/S PREFERENCES D PRINTING D Define printing instructions. (Refer to Chapter 2. PO Item List: The PO Item List pane is a listing of all of the items listed on the currently selected purchase order in the PO List. 2. (For more information on these fields refer to the fields table in Chapter 6. if necessary.) Printing Department and Vendor Lists Lists of the records contained in your department and vendor files can be printed. • Choose to print the selected record or all listed records. • Specify a print quantity. For each transaction/document type. If presented with a print option dialog: • Change the printer you want to use. specify the number of copies you want to print. or the entire file. Purchasing. and whether you want the print option dialog displayed at the time of printing (by selecting or clearing the PRINT DIALOG checkbox). Highlight or display the record you want to print.3. i. specify the printer connected to this workstation. To print a group of records. Reports & Sales Charts for complete information. use Filtered View to display only the group you want to print. you do not need to select a specific record before printing. don't choose a letter-size design to use on a 40 column printer).e.

QuickBooks POS User’s Guide 90 .

.....101 Edit Items .............................................................................................................................110 Price Levels.........................................................................................................................................................................................................................................................................................................................................................................98 Working with Items: Item View ................103 Style Grid Basics..............................................................................100 Add a New Item ................................101 Copy and Paste an Item in Inventory .................................................103 Grid Scales ...........................................................................................................................110 Item Price and Cost...........................................................................................................................................................................................................................................................................................................................106 Add a New Style ..............................Inventory 4 Overview.......................................................................................................................................................107 Edit Styles ................95 Items ...........................................................................................................................................................................102 Working with Items: Style View ..........................................................113 91 ..................................................................................................................................................................................................................................109 Delete an Entire Style.......................................110 Price Manager ........................95 Generic Items .............................92 Inventory Views ............................113 Print Tags .................................................................................................................97 Item Fields...........................................................................................................................................................................................................................................................................................................................93 Defining Inventory.............................................................................................................................................102 Delete an Item ................................................................96 Styles ......................................................................................................................................................................................................................................................................................112 Printing .................108 Delete a Style Item .................................................................................................................................................................................................................110 Price/Cost Relationship .......................................................................................................................................................113 Print Inventory Records ..................................................................................

such as patterns or composition. and may have other shared information. While in the inventory module. • Item View displays records in the typical List View/Form View manner consistent with other modules of QuickBooks POS. You can view the entire inventory in List View or you can view an individual item in Form View. Because of this unique ability to work with items individually or as style groups. vendor. and description. referred to as styles. For example.QuickBooks POS User’s Guide Overview The inventory module is designed to help you track. retailers frequently group their merchandise into families of related items. the inventory module provides two ways to view your merchandise records. Each inventory row represents a unique item. 2.) To access the inventory module: 1. select ITEMS from the main toolbar. add. the status bar located at the bottom of each inventory screen gives important information about the current status of your inventory: Current User Price Level 92 Style Items (# of items in selected Style) Workstation # . and the bottom pane displaying all members of the style in a grid format. The grid allows you to view values for and work with all members of the style on a single screen. All of the color/size combinations within a style share the same department code. This type of merchandise is ideally suited to be handled as a style in QuickBooks POS. view. Instead of adding items one by one. From the QuickBooks POS main menu. We will use the size/color example throughout this documentation to explain how styles work. edit. such as the same cost and price. Select INVENTORY from the side toolbar. a clothing retailer may offer the same pair of pants in three colors and a dozen different sizes. (See Views on the next page for illustrations of these options. • Style View displays your merchandise in a split-screen view. with the top pane showing general information for the style as a whole in Form View. but the program can be set up to reflect other item attribute combinations. Each cell of the grid represents an item with a unique size/color (or another attribute) combination. and group your merchandise in a convenient and efficient manner.

Item View / Form View To select this view. choose ITEM VIEW from the side toolbar and FORM from the main toolbar. 93 . choose ITEM VIEW from the side toolbar and LIST from the main toolbar. Inventory Inventory Views Item View / List View To select this view. Each item is listed on a separate line. This view contains a list of all of the items included in your inventory. This view enables you to take a detailed look at one item at a time.4. All items in the same style as the selected item are displayed in blue type.

in a grid format. To select this view. all of the size/attribute combinations of the style and quantity information for each style item and all items combined. then choose STYLE VIEW from the side toolbar. This view allows you to work with all the members of a style without having to change screens. highlight an item while in Item View. The top pane contains general information for the style. This view enables you to take a detailed look at one style at a time. 94 .QuickBooks POS User’s Guide Style View Style View is made up of two panes. The lower pane displays.

(Refer to Chapter 5. A field used to describe an item. The program will not prevent you from defining items with these fields blank. It is not sufficient to record some unique data in Description 2 or in some other inventory field. A field used to describe an item characteristic. styles. 95 . Vendor Code. but is essentially another Attribute field). Taking a physical inventory is a recommended startup procedure to ensure starting quantities are correct once all inventory items are defined. or delete inventory items and styles is found in the following sections. create receiving vouchers or quantity and cost adjustment memos (see the discussion in Chapter 1. only the Department code is required to define and save a new item. Size. Inventory Defining Inventory This section contains a brief description of items. • To enter or edit the on-hand quantity or cost for existing items during initial setup.. The size or any other characteristic of an item (the field is labeled Size. However. • For new items being received for the first time and reorder items. Size.4. Merchandise Utilities for more information on adjustment memos and the Physical Inventory utility. you also enter a Vendor Code. Detailed information on how to create. and Attribute). must be identical for all items in a style. to help decide which is best for your circumstances). edit. QuickBooks POS will not allow you to create two or more inventory rows with the same Department. Description 1. at a minimum. there must not be two or more items in inventory with the same combination of Department. the receiving voucher will add both the quantities and costs to inventory. use the Physical Inventory utility. the essential fields that serve to define each item are: Department Vendor Code Description 1 Attribute Size The department code: 1 to 3 characters.) Item Definition Each item must be unique (i. The user-defined code assigned to the vendor of the item. but you may end up with conflicting items and this will result in serious problems in working in Style View and in properly tracking and reporting item movement. and Attribute. You cannot directly enter an item's on-hand quantity or cost. and at least one of Attribute or Size. Warning: Required Inventory Fields Technically. Getting Started. Items Although many data fields are available in inventory. typically color or a second size. Description 1. • Alternatively. and the fields that make up those items and styles. Description 1. You can also define prices and margin when you are defining the item.e. we strongly suggest that. Vendor Code. to quickly enter or edit the on-hand quantity for many existing items.

and tax code as necessary. but do not make entries in the Vendor Code. such as tailoring or wrapping charges that you wouldn't track quantities for. you could use either wht or whit for white. A secondary use of generic items is to record the sale of miscellaneous fees. and Whit will all be treated as the same attribute. but should not use both. Sample Listing of Generic Items for Boys’ Shoe Departments Be sure to select the Non-Inventory field when defining your own generic items (selected by default on generic items created by QuickBooks POS in the interview). Otherwise. However. It is strongly suggested you create or edit inventory items only in QuickBooks POS. The quantity for generic items with the non-inventory flag selected is always zero in inventory. these and other fields. the program is not case sensitive so WHIT. Inventory items are never exchanged between the two programs after the initial import. such as department and vendor codes. quantity.QuickBooks POS User’s Guide Note: QuickBooks Users If you imported data from QuickBooks. This field tells QuickBooks POS that the listing of this item on a receipt should not deduct a quantity from inventory. quantities and costs are automatically entered into QuickBooks POS. 96 . the use of generic items is discontinued. (Refer to Chapter 13. Price. you define one for each department in your store and then when listing them on receipts you edit the price. such as Generic Item for BA in the Description 1 field. Data Exchange with QuickBooks. Generic Items Generic items are universal inventory items that can be used during a system start-up to record sales of items that are not yet individually defined in inventory. As individual items are defined and tagged with their specific item numbers. establish standard abbreviations for sizes and attributes and be consistent in their usage. If you chose during the Setup Interview to install default departments and generic items. Enter a generic description. or Cost fields. To define a generic item follow the normal item creation steps in this chapter. Size. For example. Wht and whit will be treated as two different attributes on reports. To use generic items for recording sales. should be reviewed and edited to fit your needs. existing item descriptions. However. whit. listing a generic item on a receipt would result in a negative quantity in inventory and you would get erroneous results on reports that include on-hand quantity information. Attribute. then one generic item for each department was created for you.) Smart Abbreviations To more easily locate or filter merchandise in inventory for reports by color or size.

Data can be summarized by style on reports.4. and Description 1. you should add it to that style by adding a new size/color attribute in the style grid. UPC. For example. Inventory Styles Style Definition Each style is defined by its Department. Sweater style shown in Item View Same sweater style shown in a style grid All members of a style can be seen as a group in Style View. etc. The members of a style typically vary in size. Size is the most common variant and thus all style grids in QuickBooks POS are pre-labeled with Size along one axis and we use size/attribute or size/color to generically refer to any combination of item attributes in the documentation. which constitutes an entire style. every item belongs to a style. These fields must be identical for all members of a style and must be unique for each style. though that item may be the only member of the style if the item is unique in Department. Vendor Code. prices. and Description 1. or some other attribute. QuickBooks POS will check to see if your entry matches a style that already exists in inventory. color. costs. This one item. 97 . From a data standpoint. material. If it does. As you define each new item or style. Alternate Lookup. In QuickBooks POS. you would have one style made up of eight different items occupying eight inventory rows. can be viewed and worked on in Style View. pattern. In reality. a dialog informs you the style already exists and gives the option to join this item to the style or cancel. any item attribute can be used on either axis of a style grid. Vendor Code. If the new item is actually part of an existing style. each size/attribute combination within a style is a separate item defined on its own row in the inventory file. if you stock a sweater style in four sizes and two colors. Items within a style can have different Description 2. and many program actions can be conveniently applied to all the members of a style at once.

select (<F4>) from the Department field. This field can contain text descriptions. please refer to the applicable sections of this guide for more information on those settings. Description 1 Description 1: A field used to describe the item. When one item in a style is selected in Item View. typically color or a second size. also used as the style description. Attribute Attribute: A field used to describe an item characteristic. 1 to 3 characters. your program searches for a matching Item #. Note: Item View and Style View If a field is included in only one of these views.) When listing merchandise items on documents. Field Usage Alternate Lookup A user-defined field that can be used to lookup items. (See note to QuickBooks users at the end of this table. it will be so noted in the Usage column. one item’s Item # matches another item’s Alternate Lookup). Note: Field Label Symbols Symbol [] Description Fields shown in brackets are automatically populated with suggested or read-only data by the program. Note: System Configuration Depending upon system and/or preference settings. The Description 1 field is typically used to record the vendor's style number (or some other unique identifier) plus a brief description that makes the style easily recognizable. [Dept Name] Department Name: The name recorded in the department file for the item’s Department. If multiple matches are found (for example. (Refer to the section titled Price and Cost later in this chapter. If there are notes about preferences or security settings in the Usage column. (See note to QuickBooks users at the end of this table. Item Fields This table details the name and use of each field in the inventory module. As such. If read-only. the program will display the matches and ask you to choose which to list on the document. Duplicate Alternate Lookups are not allowed.) Department Department code: To access the department file.) 98 .QuickBooks POS User’s Guide Members of the same style may be scattered throughout the inventory file due to the fact that new items can be added to a style at any time. [Cost] Item Cost: The cost of the item. Cost is automatically updated by receiving vouchers or manually updated by adjustment memos. 1 to 4 characters. it must be the same for all members of a style. etc. UPC or Alternate Lookup. This field is not editable in inventory. these fields cannot be directly edited by the user. catalog numbers. Changes to this field can be applied to an item or to an entire style. Department is a required field for all items. that item and each of the other items in that style will be displayed in blue text. some of these fields will function differently. and must be the same for all members of a style.

Zero is the only allowed entry in the Qty field when initially defining an inventory item. These markdown percentages are initially applied to the Price Level 1 price to determine the prices for the other price levels when a new item is added to inventory. Margin % Margin %: The profit expressed as a percentage of the price.) Doc Qty Document Quantity: Displayed only when accessing inventory by selecting ITEM or ITEM LOOKUP/EDIT from a document. then their prices are changed automatically. Typically. enter a document quantity and then select CLOSE (<F5>) to record the change. enter the quantity in the Doc Qty field for the item. Price Level 2-4 Markdown % Markdown percentages for Price Level 2-4. (Refer to section on Grid Scales for more information. and when completing a physical inventory. i. switch to Style View and enter document quantities in the item cells. Price Level 1 is typically your everyday retail price and is initially calculated by adding your defined margin to the item's cost.) Qty Quantity: The quantity on hand in inventory. 99 . and all price level prices can be manually edited as needed. (See note to QuickBooks users at the end of this table. the Markdown % field is recalculated. Price Levels can optionally be updated by receiving vouchers. is updated the on-hand quantities for the item will not be updated in inventory. Margin % = price – cost price X 100 Non-Inventory # If selected. To enter a document quantity. This field can also be used to describe a second item attribute other than size if desired. Qty is automatically updated each time an item is received or sold. generic items are used for selling items prior to them being individually defined in inventory.) COMPANY PREFERENCES D SCALES: Define scales. then select <F5> to open the Item Information dialog. generic item. Scale Grid Scale: The attribute/size scale for a style. The on-hand quantity of an item must be zero to make an item a non-inventory item. LOOKUP [Item #] Item Number: The row number from 1 to 50. You can also select an item.e. Used to display the quantity of an item that is being added to the document item list of a document. Inventory Field Usage Description 2 Description 2: A description field usually used for recording any additional information to describe this particular item. Often used to record additional information at the point of sale. Price Level 2-4 are discount price levels. miscellaneous fees. when a transactional document listing a non-inventory item. You define price level names and markdown percentages in Company Preferences. You define price level names and discount percentages in Company Preferences and they are automatically calculated as new items are added to inventory. Size Size: The size of an item. If their prices are manually changed. and other non-inventory items. Alternatively. Price Level 1-4 Individual price levels and their prices. Assigned by program and not editable. Adjustment memos can also make changes in inventory quantity.000 that identifies each item. If the Price Level 2-4 Markdown % fields are manually changed.4. (For more information see Price and Cost. such as a vendor's catalog number. 1 to 4 characters. later in this chapter.

It is much more efficient to use Style View when creating a new style or adding items to an existing style. Vendor Code Vendor Code: The user-defined code assigned to the vendor of the item. Specify a default tax code for each department. COMPANY PREFERENCES D SALES TAX D Define Tax Codes: Define tax codes in the table. With multiple field entries. If no tax code is specified in the department record. This field must be 13 characters. To access the vendor file. To enter Item View: 1. Note: Data Entry Keyboard Shortcuts <F4> <K KLIJ> <Space Bar> <Enter> Display options or selection lists associated with the selected field when displayed next to a field. the program will add zeroes to fill the 13-character field. You can add. Filtered View will show a list of all items matching your search criteria. bypass the field.) 100 . edit. (Department tax code supersedes. Note: Finding an Item Both Search and Filtered View can be used to locate an item in inventory. By default. Changes to this field can be applied to an item or an entire style. To use Filtered View. the default tax code specified in preferences will be assigned. accept the current entry and move the cursor to the next field. Complete your entry and move to the next field. QuickBooks POS Basics. As new items are added to inventory they will be assigned the tax code specified in the applicable department record. select <F4> from the Vendor Code field. Without making an entry in the field.) ITEMS D DEPARTMENTS. To use Search. Edit by selecting a different tax code as necessary. and view items in either List View or Form View while in Item View. Select a default merchandise tax code that will be assigned to all new items added to inventory. Working with Items: Item View Item View is primarily used to add or edit individual items that are not members of a larger style. If a shorter number is entered. Select <Enter> to choose an option. UPC Universal Product Code: The item's unique UPC/EAN/ISBN identifier. see below. (For more information on how to use these options. sort the column by which you want to search and then type criteria in the Search field. 1 to 3 characters. Cycle through field options without the options list being displayed. is Scroll through a displayed list of options. Choose the Form/List View you prefer from the main toolbar. select FILTERED VIEW from the side toolbar and enter search criteria in each of the appropriate fields. each new item is assigned a default tax code as specified in the department file (first priority) or in company preferences. The vendor code must be the same for all members of a style. Select ITEM VIEW from the side toolbar. refer to Chapter 2.QuickBooks POS User’s Guide Field Usage Tax Tax Code Name: A drop-down list containing each of the tax code names defined in company preferences.

Note: Update Style Anytime you edit Department. then you edit the item’s department code to DOG and sell some more of the item. To go to the department or vendor file to select a Department or Vendor Code. Highlight an item (in List View) or display it (in Form View). If you update only the item. choose DEPARTMENTS or VENDORS from the side toolbar or press <F4> while in the Department or Vendor Code field. (Refer to Chapter 11. select APPLY CHANGES to save the record. To cancel the edits made to an item. If prompted. Also. In List View. Refer to the Fields table for information on specific fields. you can save the record by navigating out of the current row.) 4. Inventory Add a New Item 1. select CANCEL (<Esc>) from the main toolbar before saving. Enter information in other fields in which you want to record data for this item. the program will give you the option to join that item to the existing style. Description 1. Press <F2> in a field to edit character by character. 3. To add the item to a specific blank line. Vendor Code. Warning: Editing Inventory Items and Reports If you edit an inventory item after listing that item on documents. then that item will no longer be part of the style. (For existing quantities. select YES to confirm the save. say you have an item assigned to the department code CAT. No quantity other than 0 can be entered. the initial receiving voucher will add the quantities to inventory. you will automatically be taken to the next available blank line. Vendor Code or Description 1 for an item that is part of a style. 2. a grid will automatically be created for that style in Style View. the program will ask if you want to have that edit affect the entire style or the individual item. Make necessary edits. In List View. Size and Attribute. In List View. Each time a new item is created with the same Department. You sell some of the item. For instance. if you filtered a sales report by the department code CAT. Select NEW (<Alt+N>) from the main toolbar. 3. 2. select YES to confirm the save. select CANCEL (<Esc>) from the main toolbar. To cancel the creation of an item.) 101 . place the cursor on that line before selecting NEW. Edit Items To edit an item: 1.4. For items being ordered for the first time. the program will automatically open a blank record. you can save the record by navigating out of the current row. Running a Sales Summary by Department in the Reports module would result in part of the sales for this item being listed under the department CAT and part under the department DOG. Note: Items Belonging to a Style If you add a group of new items that are all part of a style in Item View. In Form View. transactions involving the item will not be consolidated on reports. only part of the sales for this item would appear on the report. In Form View. If prompted. select APPLY CHANGES to save the record. Vendor Code. In Form View. and Description 1 of another item in inventory. Enter a Department. Select STYLE to update the entire style or ITEM to update only the item. use the Physical Inventory tool to add those quantities to inventory. Reports & Sales Charts for more information on reports.

empty or not. 3. In List View. Delete an Item This process should be carried out with caution so as to not accidentally delete items on active POs. Scroll to find an empty inventory row. is created. If prompted. Select FORM from the main toolbar to go to Form View for that row. a new blank record opens. and UPC fields is displayed. Select APPLY CHANGES. Select DELETE to delete the item or select YES to confirm the deletion. Size. as QuickBooks POS must read every row. To manually delete an item: 1. this typically creates blank rows or blocks of rows scattered throughout the inventory file. In Form View. COPY 2. navigate to that row. However. Pro Tip: Keeping Your Inventory Compact As time passes. Inventory Utilities for more information on adjustment memos.) 102 . Enter item information using normal procedures. There is also an option to keep the new item in the same style grid. Highlight or display the item and select DELETE (<Alt+D>) from the main toolbar. 2. 5. 2. A Delete Item dialog will display a warning if the item you are deleting has a non-zero on-hand quantity or is listed on an active PO. Alternate Lookup. If the item still has an on-hand quantity. if you want to paste the record into a certain inventory row. the cursor moves to the first blank record. A Paste Item dialog box with options to edit the Attribute. Select NEW from the main toolbar. for which you will have to enter your name and an adjustment reason. you should delete old merchandise that you no longer stock. It is a good practice to fill in these gaps when adding new items. you can save the record by navigating out of the current row. 4. select APPLY CHANGES to save the record. Either the Attribute or Size field must be edited to avoid creating a conflicting item. Choose PASTE (<Alt+P>) from the main toolbar.QuickBooks POS User’s Guide Copy and Paste an Item in Inventory 1. This is selected by default. The empty rows will unnecessarily slow some inventory searches and analyses. 4. 5. In Form View. 3. (Refer to Chapter 5. To locate an empty row for a new item: 1. Highlight (in List View) or display (in Form View) the item you want to copy and select (<Alt+C>) from the main toolbar. In List View. In List View. CANCEL if you do not want to delete the item. Choose OK once the appropriate edits have been made. Choose NEW (<Alt+N>) from the main toolbar. an adjustment memo.

e. you should first highlight or display one item from the style in Item View. The store does carry blue in size large but it is currently out of stock. when working with a grid within the inventory module. the grid cells are initially blank and are used to enter a document quantity that will then be transferred to the document. Style View can be used to work with members of a style from several areas within QuickBooks POS. That example shows 16 possible size/color combinations (i.) Each grid can contain up to 30 columns and 30 rows. For example. Inventory Working with Items: Style View Style View consists of two panes. so is displayed as a quantity of zero. The user can switch the axis each element is displayed on. The two panes can be used together to easily enter. and can even display both Size and Attribute on the same axis. such as Department. and edit information for an entire style. later in this section. The values displayed in the style grid vary depending on which of these areas you access the grid from. then select the STYLE VIEW button from the side toolbar. Each cell is a unique size/attribute combination that corresponds to one item or row in the inventory Item View. with the axes of the grid comprised of the size and color (or other item attribute). 103 . will be displayed in this area. This sample style grid is formed by listing various sizes along the vertical axis and colors along the horizontal axis. track. When accessing a grid using ITEM LOOKUP/EDIT from a receipt or other document. The following sections detail procedures for working in a style grid.4. Vendor Code. The top pane displays basic information about the style in Form View. Each color is in stock in small and extra-large. the cells display the onhand quantity of each style item. (Refer to Rearranging the Axes. for more information. 16 items) in the style. The lower pane contains the style grid for a style. and Description 1. Style Grid Basics The lower pane of Style View displays all the items of the style in a grid format. The point where a row and column intersect is called a cell. Fields entries that are the same for the entire style. Even a relatively small grid like the sample above contains a great deal of information. To view a style in Style View. The store does not carry gray in size medium so that cell is blank..

<Home> Move the cursor to the first cell in a row. all of the attributes in each size. Complete your entry and move to the next cell. <L L>. Clear the check box and the totals will be hidden. Press <Enter> to choose an option. 104 . <I I>. down. 1. Select <F5> again to save item edits.QuickBooks POS User’s Guide Navigate the Grid: <K K>. <J J> Move the cursor up. From the grid. SHOW TOTALS to display totals. <Ctrl + Delete> Delete the item highlighted in the style grid. or right from one grid cell to another consecutively. Cycle through field options. right-click for a pop-up menu with the option to SHOW TOTALS. The new layout will be remembered and will always display that way until you change it again. <Ctrl + J> Move the cursor to the last displayed cell of a row. Select . <End> Move the cursor to the last cell in a row. bypass the cell. later in this section. In edit mode and with a cell selected in a grid. Rearranging Axes: Mouse users can switch the axis that the Size and Attr elements are displayed on or can display both elements on the same axis.) Data Entry in a Grid: <K KLIJ> <Space Bar> <F5> <Enter> Scroll through a displayed list of options. (Use with caution. <Ctrl + Home> <Ctrl + End> Move the cursor to the upper left cell of the grid. <Ctrl + I> Move the cursor to the first displayed cell of a row. You can choose to show or hide these totals. Move the cursor to the lower right cell of the grid. See "Delete a Style Item". press <F5> to access the Item Information dialog for item editing. and a grand total for all items in the style. left. Without making an entry in the field. <Page Up> Move the cursor to the first displayed cell of a column. <Page Down> Move the cursor to the last displayed cell of a column. Showing totals on a grid: The style grid contains the totals for all of the sizes in each attribute.

OR 1. Drag and drop an element from one axis to the other. The moved element will be inserted adjacent to an existing element at the position of the vertical (red) line. Double-click an element to quickly move it to the opposite axis. double-click the Attribute element… To display both Size and Attribute on the same axis. The moved element will be inserted between two existing elements. Lock the grid: To lock the grid in place so that the axes cannot be rearranged. The moved element will trade places with the element under the cursor. select context menu that can be accessed from the grid. Special cursor shapes and a vertical red line indicate where the element will be positioned on the new axis. Example: From the standard grid format. Inventory To change the axis an element is displayed on (mouse only): 1.4. at the point of the vertical (red) line. LOCKED from the right-click 105 . To return to the original grid format double-click the Attribute element again.

) that is used as a template when creating new style grids. For some merchandise. • If you modify a grid scale by adding more sizes or attributes.) • If you modify an individual style grid in the same manner in inventory.QuickBooks POS User’s Guide Grid Scales A grid scale is a user-defined array of item attributes (sizes. In this case you typically won’t know what attributes you need until you are actually ordering the items. 3. Choose ADD. you may have elected to install default grid scales typical for your business type. colors. the attributes vary from style to style and from season to season. simply select a predefined scale to apply as you enter a new style into inventory. You can also create new grid scales as outlined below. Here it is often easier to define scales with sizes only. patterns. you can instead create each style grid from scratch in inventory. Select SCALES from the side toolbar. During the Setup Interview. Enter attributes on the Attr axis (up to 30) and sizes on the Size axis (up to 30). Of course. and select OK. etc. Select OK to save the scale and return to the inventory module. but using scales makes the process much faster since all the predefined sizes and attributes are written on the new grid for you. This gives you the flexibility you need to define specific attributes. Creating grid scales: 1. you do not have to define items for those cells. If so. those sizes and attributes will be automatically added to every style grid that was built using that scale. 106 . 4. 2. (This does not automatically add inventory rows for the new cells. Each scale can be used for an unlimited number of styles. such as color for each style. while still avoiding repeated manual entry of your commonly used sizes. An inventory row will be assigned only to those cells where you enter a quantity (initially zero is the only allowed quantity entry to define an item). enter a scale name. If a scale contains any sizes or attributes that you don’t need for a particular style. the original scale will not be affected.

there is no way to change the original order and new sizes or attributes cannot be inserted between existing ones.4. 4. keep them simple. select NEW (<Alt+N>) from the main toolbar and the program will automatically display a new. edit the scale using the NEW SCALE button before using it to add the new style. (Refer to the Fields table in this chapter as necessary. 2. such as Description 2. Choose a predefined scale from the drop-down list in the Scale field to apply to the new style. and Copying predefined grid scales: Do Step 1 above. They can only be added to the end of the scale. Deleting. Enter information or make selections in the other available fields. select enter a name for the new scale. With Style View active. 107 . COPY. Copy Select the scale you want to copy from the Name drop-down list. If using a predefined scale. To change the order or insert attributes/sizes. However. Then to: Edit Delete Select the scale you want to edit from the Name drop-down list and edit as needed. make entries in the Department. To go to the department or vendor file to select a department/vendor code. for which you want to record data for this style. Select OK when done. empty style form in the upper pane and empty style grid in the lower pane. Select the scale you want to delete from the Name drop-down list and choose DELETE. Inventory Editing. • Enter any sizes you would like included in the grid in the Size column. Edit the new scale as needed. Alternatively. Enter any attributes you would like included in the grid in the Attr column. Vendor Code. sizes and attributes can be edited. and Description 1 fields. right-click anywhere in the style grid and select EDIT ATTR/SIZE from the context menu displayed. and/or Create/modify a grid using this procedure: • Select EDIT ATTR/SIZE from the side toolbar (<Ctrl+F8>). This will make your data entry faster and you will have fewer mistakes to correct. In the upper pane. and Add a New Style 1. 3. select (<F4>) while in the Department or Vendor field.) Pro Tip: Simplify Your Data Entry When choosing your style descriptions.

Changing the values in the displayed fields.) 6. however. the cell becomes shaded until that style is saved. Edit Styles To edit an existing style: 1. (Existing on-hand quantities should be added using receiving vouchers. but any item attribute can be used in a style grid. or the Physical Inventory utility. then you won't want to change the prices shown in the upper pane of Style View or you may inadvertently change the prices of items you didn't intend to. Edits in the style grid cells affect individual items. When a preexisting grid item is edited. adjustment memos. for example. If you have different prices within the style. Select CANCEL from the main toolbar to discard the new style. the cell remains unshaded. Select APPLY CHANGES from the side toolbar to save the record. Edits in the top pane affect all items in the style. Leave the cell blank if your store does not stock a particular attribute/size combination in the style. new item quantities will be added when they are received on a voucher. Note: * in Grid Headers If a size or attribute grid header has a * before it such as header was not part of a predefined scale. will change that value for all members of the style. on either axis.QuickBooks POS User’s Guide 5. select YES to confirm the save. . Note: the values displayed are those of the specific item that was selected when Style View was entered. 2. Display the style items in style view. Enter 0 (zero) in each attribute/size cell corresponding to the items you are or will be carrying. it means that the size or attribute Note: Cell Color When a new item is added to a grid. This creates a line in inventory for those items. 108 . Choose a cell and then select (<F5>) to make edits. If prompted. Note: "Size" Can be Any Attribute Size is used in this example and displayed in the grid. Make necessary edits in the top pane.

If you do edit existing items. Select CLOSE (<F5>) to exit the dialog when done. Select APPLY CHANGES from the side toolbar to save the record.4. or by conducting a physical inventory. Those fields can only be updated by receiving vouchers. If the item still has a quantity on hand or is listed on an active PO you will be warned. Alternatively. To manually delete a style item: 1. Delete a Style Item This process should be carried out with caution so that items with on-hand quantities or that are listed on active POs are not accidentally deleted. 2. select YES to confirm the changes. You can edit these values. 3. CANCEL to exit without deleting when the 109 . past history documents will now include the old attribute and newly created documents will list the new attribute. 4. Sales reports will not consolidate old and new item sales if you are filtering by size or attribute. Select APPLY CHANGES from the side toolbar to save the record. Press <Ctrl+F2> or right-click and choose DELETE STYLE ITEM from the pop-up menu. Add or edit sizes or attributes. Select EDIT ATTR/SIZE (<Ctrl+F8>) from the side toolbar. select confirm the changes. 2. select a cell in the grid in the lower pane. If prompted. Select DELETE to carry out the style deletion or confirmation dialog is displayed. 3. Inventory To edit specific item information. You cannot directly edit on-hand quantities or cost. adjustment memos. 3. If prompted. but be aware you are changing attributes of existing items when you do so. The sizes or attributes that already have items defined in inventory are displayed in red. Select the item you want to delete from the style grid. YES to To add or edit the attributes/sizes in an existing style grid: 1. Display the style items in Style View. then select <F5> or rightclick in the cell and select EDIT STYLE ITEM from the pop-up menu. right click anywhere in the style grid and then select EDIT ATTR/SIZE from the pop-up context menu. This opens the Item Information dialog where edits can be made to most inventory fields.

QuickBooks POS User’s Guide Delete an Entire Style This process should be carried out with caution so that items with on-hand quantities or that are listed on active POs are not accidentally deleted. If you adjust price. the Margin % will change. Price Level 1 will be the normal retail price. but can be edited for individual items in inventory. If you edit the Margin %. It is expressed as margin percentage (Margin %). 4 complete sets of prices for all items in inventory). 2. the price will change. Item Price and Cost Price/Cost Relationship Margin expresses the relationship between what you paid for an item (cost) and its selling price. QuickBooks POS Basics. All items in the style will be deleted. (For more information on price levels. Price Level 1 price = Cost X 100 100 — Margin A change made to price.. The Price Level 1 price of an item is calculated by applying the margin to the item cost. 3. cost or margin always causes a compensatory change to one of the other values. The default Margin % that is applied is set for each department in the department module. A confirmation dialog is displayed. as it is set by the average cost method as receiving vouchers are updated (see the next page). refer to Chapter 2. other than Price Level 1. Price Levels 2-4 are markdown price levels. To manually delete an entire style: 1. Select YES to delete. including Price Level 1. The use of price levels. can be edited in inventory for individual items as described below. Price Levels QuickBooks POS can maintain up to 4 price levels (i.) 110 . It is calculated by applying the margin to the item cost as shown above. You assign a markdown percentage (from 0% to 99%) to each one in Company preferences. The margin (defined in Departments) and price level discounts (defined in preferences) are defaults. Select DELETE from the main toolbar. Typically.e. The prices of any price level. Cost is not directly editable. is optional. used to calculate the prices of new items as they are added to inventory. Display the style in Style View.

You will be asked if you want to update the other price levels as well. Price Level 2 employee price. both in List and Form View. Edit the price fields as needed. and you have selected to allow vouchers to update prices. display the style in Style View. define a default markdown percentage (0% to 99%) for Price Levels 2-4. In List View. and the price or markdown percentage of Price Levels 2-4. In addition. To change prices for all items in a style. Editing Price Level 1 manually does not result in the other price levels being recalculated (rather the relative markdowns are recalculated). If prompted. 2. Default = Price Level 1 COMPANY PREFERENCES 111 . Editing either price or markdown percentage of Price Levels 2 -4 causes the other field to be recalculated but does not affect any other price level. The margin that applies to the item or style can also be edited. unless you manually change it at the time of sale. Default = 0%. Inventory To define or change the price of one or more price levels in inventory: 1.4. In Form View. Answering YES will update the Price Level 2-4 prices based on the current relative markdowns in inventory. When reorder merchandise is received on vouchers. Price Level 1 is updated according to the new cost and your specified margin. select YES to confirm the save. select APPLY CHANGES to save the record. If you change the margin in inventory. etc. Preferences: Price Levels COMPANY PREFERENCES D PRICE LEVELS D Price Levels: Define names for Price Level 1-4. 3. Price Level 2-4 prices are calculated from Price Level 1 based on the specified percentages. All receipts will list the prices from this default price level. Locate the item that you want to change. When adding new items to inventory. Price Level 3 wholesale price. you can save by navigating out of the current row. not the default preference markdowns. Price Level 1 might be retail. the new margin will take precedence over the margin specified in the department file for this item/style. You can edit the price of Price Level 1. The price at each price level is always displayed on the inventory screen. Preferences: Default Price Level D PRICE LEVELS D Default Price Level: Select the price level you want to be the default active price level on receipts.

QuickBooks POS User’s Guide

Item Cost
Cost is not a directly editable field in inventory. An item's cost can be changed in only two ways:
• Create and update a receiving voucher.
• Create and update a cost adjustment memo.
When entering existing items into inventory as part of the program startup, either a voucher or a cost
memo can be used. Receiving vouchers are always used to record item quantities and costs as they
are received for the first time or reordered.
An item's inventory cost is always averaged when a receiving voucher is made listing a new cost for
that item. The program proportionally averages the old cost and the new cost based on existing and
received quantities to update the inventory cost.
For example, if you have five units of an item on hand with a cost of $10 each and a voucher is made
to receive ten new units into inventory costing $12 each, the new averaged inventory cost is
calculated as follows:
(On-Hand Quantity × Current Cost) + (Received Quantity × Purchase Cost)
On-Hand Quantity + Received Quantity
Or, in our example:
(5 x 10) + (10 x 12) =
5 + 10

170
15

= A new inventory cost of $11.33

When a PO is created to order the item in the future, the new inventory cost is suggested as the
purchase cost but can be edited as necessary on the PO.
QuickBooks Users: During the next data exchange with QuickBooks, the receiving voucher updates
the QuickBooks inventory value for the received items at the voucher cost. The averaging of costs in
inventory has no additional net effect on inventory value. (Refer to Chapter 13. Data Exchange with
QuickBooks for information on how transactions are posted in QuickBooks.)

Price Manager
Using Price Manager you can conveniently mark up or mark down the prices of selected items or
styles. The price changes take effect immediately. You can enter markdown prices manually or use
Price Manager to calculate them in a variety of ways from the current price or cost.
Price Manager is ideal for making price changes to many items at once. It can also be used to copy
all the prices from one price level to another.
(Refer to Chapter 5. Inventory Utilities for more information on Price Manager.)

112

4. Inventory

Printing
Print Inventory Records
1. Highlight or display the item you want to print.
If you want to print a group of items, use Filtered View or Style View to display only the group
you want to print. To print a group of records, or the entire file, you do not need to select a
specific record before printing.
2. Select PRINT (<Alt+P>) from the main toolbar.
3. If presented with a print option dialog:

Change the printer you want to use, if necessary.

Choose to print the selected record or all listed records.

Specify a print quantity.

Select PREVIEW to view the document(s) before printing or PRINT to print immediately.

(Refer to Chapter 2. QuickBooks POS Basics for general information on printing and using the
Previewer.)

Print Tags
To print tags:
1. Select a specific item for which you want to print tags. To print tags for all displayed items, you
need not select a specific item.
Use Filtered View or Style View to display a group of items first, if necessary.
2. Select PRINT TAGS from the side toolbar.
3. If presented with a print option dialog:
• Change the printer you want to use, if necessary.
• Choose to print tags for the selected item or for all displayed items.
• Specify to print the on-hand quantity, document quantity, or a specified number of tags.
• Select PREVIEW to view the tags before printing or PRINT to immediately print.

Preferences: Setting Up Printing Instructions
W/S PREFERENCES D PRINTING D

Define printing instructions. For each transaction/document type, specify
the installed printer you wish to use, a design file (make sure it matches your printer, i.e. don't choose a
letter-size design to print on a 40-column printer), the number of copies you want to print, and whether
you want to display the Print Option dialog at the time of printing. The Print Options dialog allows you to
change the printer and number of copies, and preview the document before sending it to the printer.

113

QuickBooks POS User’s Guide

Pro Tip: Selecting Design Files
While design files can be selected directly in workstation preferences as described above, you may find
it easier to select them from the Printing Options page in the Setup Interview. In the interview, you can
preview what each available design file will look like when printed. Selections made in the interview are
automatically written to preferences for you. To access the Setup Interview, select COMPANY D INTERVIEW
from the QuickBooks POS main menu.

Printing the Cost and Last Received Date in Code
You can print on a price tag the cost of an item and its last received date in a specialized code that is
defined in preferences. Only informed employees will know what the code is. For example, you can
specify as part of your code that a is 1 and j is 0, so a cost of $100.00 would be coded as ajjjj
(including decimal places) on a tag.
Your customers will not be able to read this information, but you can see it on a tag to make decisions
about discounting or removing slow moving merchandise.

Preferences: Specifying a Code for Price Tags
COMPANY PREFERENCES D PRICE LEVELS D Price Tag code: Specify one letter or number to represent
each number, 0-9, when printing the cost and last received date in code on a price tag.

For the cost and last received dates to be printed in code on a tag (assuming you have already defined
the code in preferences), you must select a tag design that incorporates the Cost Code and Last Rcvd
Code fields.

114

Inventory Utilities

5

Price Manager.....................................................................................................................................116
Overview ......................................................................................................................................116
Markdowns...................................................................................................................................116
Implementing Price Markdowns ..................................................................................................118
Copying Prices to Another Price Level........................................................................................120
Physical Inventory ..............................................................................................................................122
Overview ......................................................................................................................................122
Entering Physical Inventory Counts.............................................................................................122
Updating Inventory ......................................................................................................................124
Adjustments ........................................................................................................................................125
Overview ......................................................................................................................................125
Accessing the Memos Module .....................................................................................................125
Views............................................................................................................................................126
Memo Fields.................................................................................................................................126
Actions that Generate Memos ......................................................................................................128
Creating a Memo Manually..........................................................................................................128
Canceling a New Memo...............................................................................................................129
Copying a Memo..........................................................................................................................129
Holding a Memo...........................................................................................................................130
Maintaining Former Memos.........................................................................................................130
Finding a Memo ...........................................................................................................................130
Reversing a Memo .......................................................................................................................131
Printing a Memo...........................................................................................................................132

115

QuickBooks POS User's Guide

Price Manager
Overview
Retailers often need to change merchandise prices for things like sales events or to increase sales of
slow-moving merchandise. Using Price Manager you can conveniently mark up or mark down the
prices of selected items or styles. You can enter markdown prices manually or use Price Manager to
calculate them in a variety of ways from the current price or cost.
Price changes made with Price Manager are different and separate from things like assigned customer
discounts and discounts on damaged merchandise.
Note: Terminology
For convenience, this documentation refers to both price reductions and increases as markdowns.
Note: Tolerance with Other QuickBooks POS Activities
You will not be allowed to update immediately if any other user is in QuickBooks POS. You can
implement planned pricing instructions as long as the current workstation is not in QuickBooks POS.

Launching Price Manager
1. From the QuickBooks POS main menu, select ITEMS from the main toolbar.
2. Select PRICE MANAGER from the side toolbar.

Markdowns
Using Price Manager’s markdown features, you can:

Make immediate price markdowns to selected merchandise.

Reduce prices for a temporary event, such as a weekend sale.

Copy prices from one price level to another.

In addition to the standard inventory fields, several markdown fields are available in Price Manager.
Only the markdown fields can be edited. You can use Price Manager to calculate markdown prices or
manually enter a value in any markdown field. Price Manager fills in the other markdown fields
based on the entered value. (See the next page for more information on markdown fields.)

Basic Steps for Markdowns:
(Detailed instructions are found on the following pages.)
1. Filter inventory or use Style View to display the items or style you want to mark down.
2. Calculate markdown prices or enter them manually.
3. Review the price changes.
4. Print new price tags.
5. Update inventory.
116

5. Inventory Utilities

Pro Tip: Review Reports in Price Manager
You can review saved reports when deciding which items to mark down in Price Manager. To review an
existing report, select REVIEW (<Alt+R>) from the main toolbar. A list of your existing reports is displayed.
Highlight a report and then select OK to display it in the Previewer. (Refer to Chapter 11. Reports &
Sales Charts for more information on running and saving reports.)

Markdown Fields
This table lists the name and usage of the markdown fields in Price Manager in alphabetical order.
Unless otherwise noted, the fields are available in both List View and Form View. You can freely
edit any of the markdown fields in Price Manager.

Note: Field Label Symbols
Symbol
[]

Description
Fields shown in brackets are read-only fields, which are automatically populated
with data by the program. These fields are not editable on movement documents.

Field

Usage

Active Price

The currently active price in inventory. (List View)

Markdown Dollars

The amount of the markdown.

Markdown %

Markdown Percentage: The markdown expressed as a percentage of the current
price.

Markdown Margin
Dollars

The profit for the item at the markdown price.

Markdown Margin %

Markdown Margin Percentage:
markdown price.

New Price

The price of the item after the markdown is applied.

The profit expressed as a percentage of the

Note: Standard Inventory Elements
Some standard inventory elements that are available in Price Manager have been omitted from the Field
list.

117

The calculation is applied to all items currently displayed in List View. Filtering is crucial if you are using Price Manager to calculate your markdown because the markdowns will be applied to all items currently displayed in List View. Make selections or enter criteria in the various fields. you can change the active price level in Company Prefs. (Refer to Chapter 2.QuickBooks POS User's Guide Filtering Inventory Changing inventory prices should always be done with care. The price level to which the markdown is applied is completely independent of the price level from which markdown prices were calculated. Remember that after creating markdown prices. When manually entering markdown information. The inventory items matching the filter criteria are displayed. so you must filter your inventory first (unless you want to mark down all items). Select ADJUST PRICES from the side toolbar. (You don’t have to filter inventory if you are manually entering markdown prices. 2. when updating markdowns. you must update QuickBooks POS inventory. Select FILTERED VIEW from the side toolbar. • Calculating markdown prices This method can be used to change prices of many items or only a few. The Adjust Prices dialog is displayed. Select OK when you are finished. QuickBooks POS Basics for more information on using Filtered View.) To filter inventory: 1. If you need to re-filter inventory.) (Refer to Chapter 2. • Manually entering markdown prices This method is convenient if you just want to change the prices of a few items. Filter inventory as described in the previous section. Both of these options are described in detail on the following pages. If necessary. filter inventory using Filtered View before you create markdown prices. Price Levels When calculating markdowns from price with Price Manager. Filtering inventory beforehand ensures that only the items and prices you want to change are changed. select REMOVE FILTER and start over. 118 . To calculate markdown prices: 1. Which method you use depends on the type of markdown you want to do. 3. QuickBooks POS Basics for more information on price levels. you will be asked to select a price level to which the markdown will be applied. To ensure that the changes you make with Price Manager are implemented properly. you can choose which price level to use for calculating the markdown.) Implementing Price Markdowns You can manually enter markdown prices or use Price Manager to calculate and enter them for you. such as Markdown Dollars or Markdown %. the amount or percentage will be applied to the currently active price level in inventory. 2. Later.

5. Adding Enter a percent or amount to be added to the item cost. (Decimals allowed. Carefully review the proposed changes. UPDATE. 7. Select YES to update your inventory prices. Select UPDATE. The markdown fields of each displayed item reflect the price change. Cost 5. If you made a mistake and want to start over. select the price level you want to use as the starting point for the markdown. 6. NO to cancel. or select CLEAR MARKDOWN to clear the markdown and start over. Multiplying Enter a number to be multiplied times the existing price. Coefficient Enter a number to be multiplied times the item cost. Subtracting Enter a percent or amount to be subtracted from the existing price. 4. A dialog confirms the price level 8. edit the markdown prices. Select ADJUST. Inventory Utilities 3. Adding Enter a percent or amount to be added to the existing price. select from the side toolbar.) Dividing Enter a number that the existing price is to be divided by. You can print new price tags at this point. and then select CLEAR MARKDOWN 119 . If adjusting from price. Price As Is Select to copy prices unchanged to another price level. Choose the price level you want to affect and select and number of items that will be affected. Select to adjust prices from the current price or cost. Select an adjusting option from the drop-down list and then enter your instructions for calculating the proposed new prices. The Update Markdown dialog is displayed.

select a price level. Price Manager copies price information to the markdown fields. Choose a price level to affect and select UPDATE. 7. 2. 120 in the Adjust . You can copy your regular active price level to other price levels that you plan to use. then select price by field. Make an entry in New Price or any other markdown field. Print new price tags. Select UPDATE. Price Manager copies prices to the price level you selected. Optionally filter inventory to display only certain records. Select the target price level in the Affect price level field. 2. Repeat Steps 2 through 4 for each item you want to mark down. Select PRICE in the Adjust price from field. such as selecting BACK or GO TO MAIN MENU. NO to cancel. 6. and then select CLEAR MARKDOWN Copying Prices to Another Price Level Price Manager makes it easy to copy prices from your active price level to another price level. 6. 5. 9. Filter inventory as described previously. for example. Select ADJUST PRICES from the side toolbar. AS IS 4. To copy prices to another price level: 1. For example. A dialog confirms the price level and number of items that will be affected. 5. Select YES to update your inventory prices. Select UPDATE. Select ADJUST. The Adjust Prices dialog is displayed. 8. Select the item you want to markdown. you can copy prices to a newly created employee price level or to one of the other price levels you have defined. You can then use Price Manager to mark down those other price levels. If you made a mistake and want to start over. 3. select from the side toolbar. 4. Select UPDATE. marking down your employee price level by 20 percent. 3. Pro Tip: Use Price Manager to Set Prices in other Price Levels Price Manager makes it easy to set up multiple price levels in inventory. 7.QuickBooks POS User's Guide To manually enter markdown prices: 1. Save by navigating out of the current row (List View) or by performing any action that leaves the screen.

• Print the tags after updating QuickBooks POS inventory. 2. Create markdown prices as described previously but do not update. The tags will show the pre-markdown price with a line through it. To print markdown tags after updating inventory: 1. you can print new price tags for the marked-down merchandise. The tags will show both the pre-markdown and markdown prices. If presented with print option dialogs: • Change the printer you want to use. you do not need to select a particular item. Make sure that only items included in the markdown are displayed. 2. 121 . 5. 3. 4. Inventory Utilities Printing Markdown Tags Using Price Manager. You have two options: • Print the tags before updating QuickBooks POS inventory. select the item you want to print. • Specify a print quantity. Select PREVIEW to view the tags before you print them or PRINT to immediately print. • Choose to print the selected record or all records. You may have to re-filter inventory.5. To print tags for all displayed items. To print tags for a specific item. if necessary. Follow Steps 2 through 5 as described above. Select PRINT TAGS from the side toolbar. To print markdown tags before updating inventory: 1.

That information is then used to confirm or correct the quantities recorded as On Hand in the inventory file. After each entry. Enter an item identifier (Item #. Individual items might be in various locations in the store. Select ADD COUNTS. Entering Physical Inventory Counts To enter physical inventory counts in the Add Count window: 1. After you enter an item identifier. If you selected QUANTITY FOR CURRENT ITEM in Step 2. • Select NEXT ITEM. If you want to edit this default quantity. Review and edit your physical inventory counts. and you can update your On Hand quantities in inventory. multiple entries are consolidated. 2. Repeat Steps 3 and 4 until you are finished entering all the items and their counts. 4. The Physical Inventory screen is displayed again. Select where the focus should move after each input in the Item # field. UPC. After you enter an item identifier. There are two ways to enter physical inventory counts: • Use the Add Count feature.QuickBooks POS User's Guide Physical Inventory Overview A physical inventory (PI) is an actual count of the merchandise that is in stock. Select OK. 7.) 5. You simply type in an item number and a physical quantity. • Edit the Physical Qty field of individual items. enter a quantity and press <Enter>. This speeds up the data entry process. follow the steps below for Entering Physical Quantities in the Physical Inventory Window. The Add Counts window is displayed. 3. (If you selected NEXT ITEM in Step 2. the focus moves back to the Item # field. so some items will have multiple entries. ITEM or NEXT ITEM. writing down individual item numbers and their quantities. then proceed to updating your inventory. to list items with a default quantity of 1. the program enters a default quantity of 1. with your counts entered in each item’s Physical Qty field. so you can immediately make the next entry. or Alternate Lookup) and press <Enter>. A physical inventory often involves someone going through the store. When you are finished. 6. the focus moves to the Quantity field. This is convenient for entering physical quantities for items that are grouped near each other. 122 . Audio and visual warnings are given if an unrecognizable identifier is entered. QUANTITY FOR CURRENT • Select QUANTITY FOR CURRENT ITEM for most efficient data entry. but it may be time consuming if the items are scattered throughout your inventory. focus returns to the Item # field.

then proceed to updating your inventory. 4. Enter a Physical Qty. Enter an item identifier and a physical quantity. 3. search. You can also enter physical quantities directly in List View. or filtering procedures to locate and highlight an item in the Physical Inventory window.5. Review and edit your physical inventory counts. 123 . The Physical Qty column displays entered physical quantities. To enter physical quantities in the Physical Inventory window: 1. Use regular sort. Inventory Utilities Add Count Window: Select QUANTITY FOR CURRENT ITEM if you want to enter physical counts at this time. Repeat as necessary. 2. Multiple entries can be made if additional quantities are found.

(Optional) Select FILTER VIEW if you want to restrict updating to only items that meet specific criteria. If not using security. the memo’s Associate field is left blank.) 124 .) Note: Adjustment Memo Created A quantity adjustment memo is always created when a PI file is used to update inventory. (Refer to the Adjustments section later in this chapter for instructions on reversing a memo. Make a manual adjustment to your QuickBooks Inventory Assets account to reconcile any difference. Run the End of Day data exchange or manual update before additional items are sold to transfer the Physical Inventory adjustments to QuickBooks. If you entered filter criteria in Step 1. QuickBooks Users — Adjusting Inventory Value after a Physical Inventory If you have performed either of the activities listed below since your last Physical Inventory. 5. Your inventory quantities will be updated and quantity adjustment memo(s) will be created. “Physical” is always listed as the memo’s Reason. These two activities transfer sales data to QuickBooks but do not make adjustments in your Cost of Goods Sold (COGS) account. Complete and update a physical inventory in QuickBooks POS.QuickBooks POS User's Guide Updating Inventory To update a physical inventory file: 1. This is because the items sold in these activities do not have a defined inventory cost at the time of sale. Select YES to update inventory quantities. 2. If using security. 4. you may have to make a manual adjustment to inventory value in your QuickBooks financial software. only items that match the criteria will be updated. Immediately run the Merchandise Report "On Hand Quantities by Style. Select NO to cancel the update. (Refer to your QuickBooks documentation for information on making this adjustment. warning you that inventory quantities for all items that have a Physical Quantity value will be updated. however. Select UPDATE. If necessary. the process cannot be undone." 3. the current logged-in user is entered as the Associate. Warning: Updating Cannot be Undone After you select YES to update your On Hand quantities. The PI Update dialog is displayed. The activities included are: • Using generic items to sell actual inventory items (such as during program startup) • Adding inventory items while making a receipt to sell that item To verify and adjust your QuickBooks inventory value: 1. 2. 3. Compare the total "On Hand Total Cost" from the QuickBooks POS report ran in Step 2 to the amount shown in your Inventory Assets account in QuickBooks. you can reverse the adjustment memo(s) created by updating and then create a new one with the proper changes. Enter criteria in the appropriate fields and select OK.

Inventory Utilities Adjustments Overview Adjustment memos are QuickBooks POS history documents that track changes to inventory quantities and/or costs. Some actions in QuickBooks POS. Former memos are permanently stored in monthly adjustment history files. The changes tracked are those that would not otherwise be recorded on vouchers or receipts. From the QuickBooks POS main menu. • A cost memo records the changes in inventory COST for the listed items. Note: QuickBooks Users Changes in inventory quantity and costs recorded on memos are aggregated and sent to your QuickBooks financial software as General Journal transactions during routine data exchanges. Typical uses for adjustment memos include: • adjust quantity for theft and other shrinkage • adjust quantity for donated items • enter initial quantities and costs during program setup • to correct errors in inventory Memo Types There are two types of memos: quantity and cost. Each type records changes to the specified value. the affected QTY or COST fields are automatically updated in inventory and the memo serves as a permanent record of the change. 2. This keeps your inventory valuation in QuickBooks accurate and up-to-date.) Accessing the Memos Module 1. select ITEMS from the main toolbar. such as changes resulting from conducting a physical inventory. • A quantity memo records a change in the quantities on hand for items in your store. Memos can be reversed but never deleted. (Refer to Chapter 13. When you create an adjustment memo. Select ADJUSTMENTS from the side toolbar.5. Data Exchange with QuickBooks for more information. automatically create adjustment memos to update inventory. 125 . such as deleting an item with a non-zero on-hand quantity.

Quantity and Cost Fields This section discusses old. Memo Fields The following sections list the fields that are available on adjustment memos.) Outside of the document item list. Old and new fields for adjusted values are included in the document item list of memos. [New Qty] (Total) Total quantity on hand for all items on this memo after updating. [Difference Qty] (Total) Total difference in quantity for all items on the memo: New Qty – Old Qty 126 . To toggle between the two views select either FORM (<Alt+F>) or LIST (<Alt+L>) from the main toolbar. For a more detailed account of a particular record. Quantity Field Usage [Old Qty] (Document Item List) Quantity on hand for this item before updating this memo. List View displays the former memos that were made in the current or selected month. Note: Field Label Symbols Symbol [ ] Description Fields shown in brackets are automatically populated with suggested or read-only data by the program. and Difference fields summarize the total adjustments to inventory on the memo. Form View is always used when creating new memos. In the document item list. New Qty (Document Item List) Quantity on hand for this item after updating this memo. the user enters their adjustment for the listed item in the New field and the Old field shows the value relevant to that item. These fields cannot be edited. (Refer to the More Memo Fields section for information on the remaining memo fields. these fields cannot be directly edited by the user. New. and Diff) fields for the quantity and cost values of items on an adjustment memo. and difference (Old.QuickBooks POS User's Guide Views Memos can be viewed in either List View or Form View. If read-only. these history documents can be viewed in Form View as well. [Qty Diff] (Document Item List) Difference in quantity for the item: New Qty – Old Qty [Old Qty] (Total) Total quantity on hand for all items on this memo before updating. New. Editable. the Old. You can also press <F8> to toggle between the two views. new.

(Required. Field Usage Associate The person making the memo. [New Cost] (Total) The total cost for all items listed on the memo after the adjustment. [Status] Shows whether the memo is regular status (active) or reversed.) Reason The reason for the adjustment. (Displayed in List View of former memos only. Default is the day the memo was created. based on QTY and inventory COST before the adjustment.999 assigned by QuickBooks POS.) [Source] The action that created the memo. 127 .5. Stolen (Stolen). [Type] The memo type and inventory value being adjusted: QUANTITY or COST. Annual (Annual). New Cost (Document Item List) Editable. [Difference Cost] (Total) Total difference in cost for all items on the memo: New Cost – Old Cost Inventory COST for this item after updating this memo. More Memo Fields The following table alphabetically lists the general fields on memos. Damaged (Damaged). [Difference Cost] (Document Item List) Difference in cost for the item: New Cost – Old Cost [Old Cost] (Total) The total cost for all items listed on the memo before the adjustment. Inventory Utilities Cost Field Usage [Old Cost] (Document Item List): Inventory COST for this item before updating this memo. [Date] The date when the memo was created. based on QTY and the inventory COST after adjustment. Vendor Change (Vend Chg). [Memo #] Sequential number from 1 to 99. End of Season (Seas End). Type in a reason or select one from the drop-down list: Cycle Count (Cycl Cnt). Non-editable if requiring employee login. Shrinkage (Shrink). Price Line (Prc Line).

(For details on each field. Select NEW (<Alt+N>) from the main toolbar of the Adjustments module. Enter information into the appropriate fields. From the side toolbar. The Source and Memo Type columns refer to the entries automatically recorded in the corresponding fields in the memo header. 3. Note: Non-Inventory Items You cannot list a non-inventory item on an adjustment memo. refer to the Quantity. Reverse Quantity or Cost Deleting an item with a non-zero quantity on hand in inventory. If you need to make adjustments to more than 500 items. Cost. select UPDATE ONLY (<F11>) to update the memo or PRINT/UPDATE (<F12>) to print and update the memo. Invn Quantity Updating inventory in the Physical Inventory module. 6. 4. Manual Quantity or Cost Reversing a memo in the Adjustments module. The Reason field must have an entry. UPC. Physical Quantity Creating a Memo Manually To create a memo: 1. or ALU in the Item # field. Select the memo type: QUANTITY or COST. New Cost or Doc Cost) for each item. Actions Source Memo Type Manually creating a memo in the Adjustments module. ITEM LOOKUP/EDIT (<Ctrl+F1>) from the side toolbar to go to inventory to locate and enter 5. Note: 500 Items Per Adjustment Memo You can list up to 500 items on a single adjustment memo. 2. use multiple adjustment memos. Enter the adjustment value in the appropriate field (New Qty or Doc Qty. 128 . OR Select items. List the items to be adjusted by entering or scanning the Item #.QuickBooks POS User's Guide Actions that Generate Memos The five actions below will generate adjustment memos. and Price Fields and More Memo Fields sections above).

Highlight or display the memo that you want to copy. The style items and their adjusted quantities are carried to your adjustment memo. 3. Update the PI as usual. The program will open a new memo in Form View containing the same information as the memo from which the information was copied. Enter the adjusted (new) quantities into the style grid. use the Physical Inventory module to update these quantities instead of using a quantity memo. Choose SELECT ITEMS. Canceling a New Memo If you select CANCEL from the main toolbar while creating a memo and before updating it. then locate each item and type in its Physical Qty. Make edits as needed in any of the fields.5. Select ITEM LOOKUP/EDIT and display the style in Style View. (Refer to the section titled Reversing Memos. create a quantity memo as usual. later in this chapter for more information. 5. Select to go back to the memo. Note: Copying Reversing Memos You cannot copy reversing memos. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) from the side toolbar. 1. In the Physical Inventory module. select EDIT from the main toolbar. 129 . a dialog will appear with the following two choices from which you can select: • DISCARD: • RETURN TO MEMO: Select to dispose of the memo permanently. 2. Inventory Utilities Pro Tip: Changing the Quantities for a Large Number of Items or a Style If you are changing the quantities for a large number of items. neither canceling nor discarding it. If you are changing the quantities for all items in a style. Copying a Memo Copying a former memo may be the quickest way to create a new memo. Choose a memo type: QUANTITY or COST. Select COPY (<Alt+C>) from the main toolbar. 4.

2. OR Press <F3> and select an index by which to search the memo history list in the Sort By dialog. Finding a Memo History documents. Highlight or display the memo you want from the list of held memos. made during a specific month are stored in that month’s separate file. Click the Search field (<Ctrl+F>) and begin entering your search criteria. You can only search one month at a time. From the main screen of the Adjustments module. such as memos. 1. To unhold a memo: 1. Maintaining Former Memos Former memos stored in monthly adjustment history files provide a permanent record of the changes to inventory quantities and costs that are not recorded in the sales or receiving history. the program will move to the first available match in the memo list. 2. You can return to a held memo and “unhold” it. With the memo displayed. As you enter the characters. To leave the held memo list without unholding a memo. select HELD (<Alt+H>) from the main toolbar. select HOLD (<Alt+H>) from the main toolbar. The list of currently held memos is displayed. the memos are header must have a next to its name). or even exit from QuickBooks POS. Unholding a memo returns it to active status. 130 . Holding a memo does not affect inventory quantities or costs. select FORMER (<Alt+M>) from the main toolbar or press <Esc>. Each monthly file has its own list of former memos. To hold a memo: 1. If the header has a currently sorted by that field. Select the column that you want to search by clicking or touching the header of the column (the next to its name.QuickBooks POS User's Guide Holding a Memo Incomplete memos or memos that are not ready to be updated can be put on hold while you carry out other activities. showing the memo you just put on hold. To find a former memo in the current month’s file: The current month’s file is displayed when you open the Adjustments module in List View. then select UNHOLD from the side toolbar. make other memos.

00 cost adjustment. Select MONTH on the side toolbar while in List View.00. QuickBooks POS will calculate the difference in unit cost and apply that amount to the inventory cost of the remaining or additional items. To continue. you must reverse the memo. 3. instead of the original $2. QuickBooks POS adjusts per item.00. follow Steps 1 and 2 from "To find a former memo in the current month’s file" above. Due to intervening sales. the original memo will be marked Reversed in the Status field. If the original memo removed three of an item from inventory. instead. The original memo can also be copied and the copy used to create a new. correct memo. Select OK. the reversal will return three units to inventory.00 adjustment. Reversing a Memo Former memos are permanent records that cannot be edited or deleted. The selected month’s memo list is displayed. • Reversing a cost memo creates a new memo that reverses the total dollar amount of the original cost adjustment. Inventory Utilities To find a former memo in a previous month’s file: 1. Select the month/year icon for the month that contains the memo you want to find. It does not restore inventory to the OLD QTY recorded on the memo because other documents affecting inventory quantities may have been recorded in the interim. which would be a $40. each item would now have $4. The same principle applies when items have been added to inventory. in this case a $20. • Reversing a quantity memo reverses the change in quantity made by the original memo. you now have 10 of this item on hand. When completed. The new memo that is created to reverse the original will be marked Reverse in its Source field and Reversing in the Status field. To undo an adjustment. instead it creates a new memo that reverses its effects. 131 . Example: Suppose you had 20 of an item on hand when you wrote down the unit cost by $2. Effects of Reversing a Memo: Reversing a memo does not alter the original memo. If you reversed the entire memo.00 added to it. 2. It also adjusts the current cost in inventory for each item. Note: Reversing Cost When Item Quantity Has Changed If the current total quantity on hand is less than or more than when the memo was created.5.

If presented with a print option dialog: • Change the printer you want to use. a corrected memo can then be created from the original using standard copy procedures.QuickBooks POS User's Guide To reverse a memo: 1.) Printing a Memo 1. Highlight or display the memo that you want to print. W/S PREFERENCES 132 . if necessary. 4. 3. The program will open a new reversing memo in Form View and in edit mode. Highlight or display the memo that you want to reverse. and Associate if security is not used). • Select PREVIEW to view the memo before you print it or PRINT to immediately print. 2. Select PRINT (<Alt+P>) from the main toolbar. Date. 3. number of copies. or to display a print dialog at time of printing. Select UPDATE (<F11>) or PRINT/UPDATE (<F12>) from the side toolbar. design. • Specify the number of copies you want to print. (Refer to Copying a Memo. 2. Preferences: Printing D PRINTING D Adjustment: Designate the default printing options: printer. Make any necessary edits to the editable fields (Reason. Select REVERSE (<Alt+V>) from the main toolbar. If necessary.

......................................................................................................................................................................................................................................................................................................................................................................135 Completing a Basic PO .............................................................................134 Accessing the PO Module ..............................135 PO Fields......143 133 ..............................................141 Deleting.............................................................141 PO Fill Status ............................136 Cost on POs....................................................................................................................................................................................135 Copying POs ............................................................................................................137 PO Discounts..............................................................................................................................................................134 Views.....141 Editing POs ..........................................................................................................................138 Deleting PO Items ................................................................................................................................134 Creating a Purchase Order .............................................141 Finding a PO: ..................................................... Archiving.........................................................Purchasing 6 Overview.................................................................143 Printing Tags ...........................................................................138 Listing Items.....................................................142 Printing POs...............................................................140 Maintaining POs ......................................................................................................................................................137 PO Items ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... and Purging POs.........................

You can also see what the expected shipping dates are. and cancel dates. they create and send temporary documents called purchase orders (POs) to vendors. The items you are planning to order are displayed in the PO item list. When a PO has been filled or cancelled. The merchandise ordered on a PO is added into inventory when the merchandise has been received on a voucher referencing that PO. Receiving vouchers provide the permanent record of the items purchased. you must enter them manually. You can see what quantities have been ordered. If you have existing purchase orders in QuickBooks that you want to track in QuickBooks POS. cost. (Refer to Chapter 13. including description. received. Data Exchange with QuickBooks. • Order. The Active PO file is displayed in List View. including discounts and fees. select PURCHASING from the main toolbar. POs are always created and edited in Form View.QuickBooks POS User’s Guide Overview When merchants need to restock or add new merchandise. From the QuickBooks POS main menu. and remain due on multiple POs. 134 . Select PURCHASE ORDERS from the side toolbar. Views POs can be viewed in either List View or Form View. • A list of the items to be ordered and information about those items. A PO typically includes the following information: • The vendor’s company name and account number. shipping. You can review the status of existing POs and use that information when planning future POs. It is strongly recommended that after importing you only create new purchase orders in QuickBooks POS. it should be deleted. While NEW and EDIT can be selected in either view. Note: QuickBooks Users Purchase orders are not imported or shared between QuickBooks POS and QuickBooks. and the quantity ordered. 2. • The total cost of the order.) Accessing the PO Module To access the PO module: 1.

Enter discounts and/or fees that will apply to the order. Enter the shipping and cancel dates. Enter a vendor code in the Vendor Code field. and dates as necessary. When you copy a PO. it is often easier to copy a previous PO and edit it as needed to create a new one. the COPY button is enabled. then select CANCEL (<Esc>). In List View: Highlight or display the PO to be copied.) 1. quantities. The company name and your customer account number are automatically entered on the PO. 3.6. To copy a PO: 1. List the items you want to order. if necessary. the new PO will be identical to the old PO except for the PO number and date information. Purchasing Creating a Purchase Order Completing a Basic PO The following procedure explains the basic steps for creating a new PO. (When you cancel edit mode. Select SAVE (<Alt+S>) to record your changes. Simply edit the items. Select COPY (<Alt+C>) from the main toolbar. In Form View: Display the PO to be copied. 5. for each item selected. as necessary. Select NEW (<Alt+N>) from the main toolbar.) 2. Make changes as needed to the new PO. Specific instructions for each step are covered in the following sections. You can copy active POs in either List View or Form View. 4. A new PO with the same information as the old PO is displayed. 4. Select SAVE (<Alt+S>). costs. You can also create a PO by copying an existing PO. (Refer to the Copying POs section for more information. A blank PO is displayed in Form View. 2. and save. Copying POs If you frequently order the same merchandise from the same vendors. 6. 3. 135 . entering the order quantity and changing the cost.

If read-only. Fee A fee applied to the PO. Note: Field Label Symbols Symbol [] Description Fields shown in brackets are automatically populated with suggested or read-only data by the program. Disc % Discount Percentage: The percentage of a discount applied to the PO subtotal. [Qty Ordered] Quantity Ordered: For the total PO. Associate* The associate making the PO. (<F4>) to Disc $ Discount Amount: The amount of a discount applied to the PO subtotal. Sort field. [Ext C$] Extended Cost: For a line item in the document item list. COMPANY PREFERENCES D PURCHASING & RECEIVING D RECEIVING VOUCHERS D Warn when receiving against cancelled POs: . Select (<F4>) to access the popup calendar. PO Instructions One or two lines of optional instructions that appear on printed POs. Date Fields: Cancel The date after which delivery is to be refused. Default: The current date. Field Usage [Account #] Your customer account number with the vendor. Ship PO Ship Date: The estimated shipping date for the order. a small order fee or special handling fee might be applied to an order. Select access the pop-up calendar. For example. Sort field. Ordered The date when the PO was created. [Last Activity] The most recent date when a voucher was made referencing the PO. the quantity being ordered.QuickBooks POS User’s Guide PO Fields The following table lists the fields that are available on POs. PO Instructions are defined in Company Preferences. Contains itemspecific fields from inventory as well as document item quantities and costs. [Company] The name of the vendor’s company. Sort field. Sort field. the quantity being ordered. Enter the amount. Cost PO Cost: The cost at which an item is being ordered on the PO. Select to warn users when receiving merchandise after a PO’s cancel date. Default: The current date. the quantity remaining to be received. these fields cannot be directly edited by the user. Qty Due = Qty Ordered – Qty Received. PO# Default sequential number assigned by the program. 136 . Items Document Item List: Item list for adding and displaying PO items. COMPANY PREFERENCES D PURCHASING & RECEIVING D PO Instructions: Default: FOB and Confirmation # [Qty] Quantity Ordered: For each item. Default: The current date. [Qty Due] Quantity Due: For the total PO and for each item. the quantity ordered multiplied by the Cost for that item.

the quantity already received. You can add a discount amount (Disc $) or percentage (Disc %) that will be applied to the purchase order subtotal. Purchasing Field Usage [Qty Rcvd] Quantity Received: For each item. Total = Subtotal . [Qty Received] Quantity Received: For the total PO. [Subtotal] The cost of all items on the PO before applying any discounts or fees. you will have to re-enter the discount on the voucher. Enter a discount amount in the Disc $ field or a discount percentage in the Disc % field. [Total] The total PO amount after discounts and fees are applied. PO Discounts Sometimes vendors will offer discounts on merchandise. Cost on POs A PO is a document that asks a vendor to deliver goods at a certain cost. the quantity already received. List View. To enter a discount on a purchase order: 1. Unfilled % = (Qty Due / Qty Ordered) X 100 Vendor Code The code identifying the vendor listed on the PO. QuickBooks POS will suggest the inventory Cost as the default PO cost. Select SAVE (<Alt+S>). 137 . Refer to the following sections on PO Items for instructions on changing an item's order cost as you create a PO. When the ordered items are received on a receiving voucher inventory cost will automatically be updated to reflect any change in the item cost. (<F4>) to access the A vendor code is required for all POs.6. 2. Note that this discount is not entered automatically on vouchers referencing the PO.Disc $ + Fee [Unfilled %] The percentage of the order that is unfilled. When listing items on a PO. QuickBooks POS updates the Unfilled % when a voucher that references the PO is updated. You can change the PO cost without affecting the inventory Cost. Select vendor file to add or look up a vendor. This discount is not spread over the costs of individual items listed on the PO.

Repeat the previous steps until you have selected and listed all items on the PO. 3. then select OK (<Enter>) to bring it to the purchase order. 3. Select SAVE (<Alt+S>). If multiple matches are found when looking up items. you can navigate to the Qty and Cost fields in the document item list and make edits directly there. These actions access the item lookup screen in the inventory module. Choose YES if asked to confirm the save. choose SELECT ITEMS (<Enter>) from the side toolbar to bring all selected items and quantities to the PO.QuickBooks POS User’s Guide PO Items Listing Items To use Item Lookup: 1. • Double-click an item. Select SAVE (<Alt+S>). enter a quantity in the Doc Qty field and cost in the Doc Cost field. Use standard sort. 4. Enter the order quantity and order cost for the item in the Qty and Cost fields respectively. or Filtered View to locate the item(s) you want to list on the PO. Alternatively. then a Select Item dialog will open with a list of all matching items. choose SELECT ITEMS from the side toolbar to bring the items and quantities to the PO. Select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog. Locate and highlight the correct item. or Alternate Lookup number or barcode. select EDIT ITEM (<F5>) from the side toolbar. Alternatively. When done. edit it as applicable for this order. Select ITEM LOOKUP/EDIT (<Ctrl+F4>) from the side toolbar or double-click in the item list. 6. In the Item # field. If additional changes in quantity or cost are required on listed items. highlight an item and select EDIT ITEM (<F5>) to access the Item Information dialog to make changes. 2. To list items by choosing from inventory: 1. navigate to the relevant fields in the item list and make changes directly there. The item information is immediately brought to the document and the cursor is moved to the next blank line. 5. enter or scan the item. When finished. as would happen if an Alternate Lookup matches an item number. • If you are ordering several members of the same style. or highlight it and choose with a default quantity of one (1). select STYLE VIEW from the side toolbar and enter item quantities in the individual cells of the style grid. you can: • Highlight an item. Repeat Steps 1-2 to add additional items or press <Tab> to move to the next field. Alternatively. SELECT ITEMS. Choose YES if asked to confirm the save. UPC. search. to bring it back to the PO 4. 2. 138 . The cost is suggested as the current inventory cost. For each item. select CLOSE (<F5>) to record the changes and return to the PO. When done. and press <Enter>. and enter this information in the Item Information dialog.

Select ITEM LOOKUP/EDIT. If working in Item View (adding a single item) enter a quantity in the Doc Qty field and cost in the Doc Cost field. highlight any item in the document item list. In both cases. Note: Cursor Location when Using ITEM LOOKUP/EDIT The first time you select ITEM LOOKUP/EDIT to list items on a PO. Each subsequent time that you select ITEM LOOKUP/EDIT to list items on the same document. the cursor will still return to row 133. Choose SELECT ITEMS after you have entered quantities for all the items you want to order. QuickBooks POS Basics for more information on locating and listing items on documents. 2. enter a new Alternatively. or search procedures to move to a different row in inventory. then select CLOSE (<F5>). Select NEW (<Alt+N>) and enter information for the item or style. Remember that these are order quantities you are entering. EDIT ITEM (<F5>). select quantity and cost.) 139 . You can double-click the item. If you want to bring more than one item at a time to the PO. use ITEM LOOKUP/EDIT to access inventory List View. you can enter order quantities in the grid cells of the items you want to order. Filtered View.) 4. if Item # 133 was the last item added to the PO. If necessary. Choose SELECT ITEMS to save the style information and bring the specified order quantities of each item back to the PO. the cursor automatically appears in the Search field. Inventory for more information on adding a new item or style. For example. or select the item and then choose SELECT ITEM. or ITEM VIEW to add a new item. Select STYLE VIEW to add a new style. (Refer to Chapter 4. the item will be listed on the PO with a Qty of 1. 3. Use standard navigation. 5. then choose SELECT ITEMS (<Enter>) to save the item information and bring the specified order quantities back to the PO. then the next time you select ITEM LOOKUP/EDIT. Note: Listing a Single Item on a PO To list a single item on a PO. the cursor will return to the item most recently added to the PO.6. where you can use standard Search procedures to locate inventory items. not inventory quantities. (Refer to Chapter 2. Purchasing To add a new inventory item and list it on a PO: 1. Select SAVE (<Alt+S>) to save the PO. navigate to the Qty and Cost fields in the document item list and make edits there. If working in Style View (adding a style). 6. highlight each item and enter a quantity in the Doc Qty field.

Pro Tip: Review Reports while Making POs You can view previously run and saved purchasing. 4. Choose a report from the list and select OK. you can use FILTERED VIEW to display only items from the vendor (or vendors) from whom you plan to order. Select STYLE VIEW to display the style grid. Move the cursor to any of the item’s fields. select in the upper-left corner of the Previewer window to shrink the report so you can view the report and the PO simultaneously. Highlight an item belonging to the style you want to order. Move the cursor to the Item # field of the item you want to delete. 3. then select CANCEL FILTER from the side toolbar. if you are getting ready to order merchandise from a certain vendor. For example. Select DELETE (<Alt+D>) from the main toolbar. 5. Enter a zero (0) and press <Enter>. 1. 4. Select REVIEW (<F7>) from the main toolbar. Choose SELECT ITEMS to bring the items and quantities to the PO. Press <Esc> to exit the report and return to the PO screen. Enter the vendor code(s). sales. and inventory reports while making a PO. To delete an item by changing the item number to zero: 1. you might first run a merchandise report showing current on/hand quantities in inventory for that vendor’s items. 3. 2. such as “[Vendor name] current on hand. 2. 1. Select EDIT (<Alt+E>) from the main toolbar to activate editing capability (only necessary if the PO has been saved).QuickBooks POS User’s Guide Pro Tip: Using Filtered View to Display a Single Vendor’s Items When making a PO. you can easily review while making the PO to help you decide what items and quantities to include. clear all other fields. 3. giving it a suitable name. You should save the report. Press <Alt+Tab> to switch back and forth between the report and the PO. 2. then select OK to display the filtered inventory view. 140 . You can do this by entering the vendor’s code (and no others) in the report criteria. The item you selected will still be highlighted. Alternatively. Deleting PO Items To delete an item from a PO: 1.” With the report saved. 2. Enter order quantities in the cells of the style grid.

Purchasing Maintaining POs POs are not intended to be stored permanently. 1. copied. When finished making edits. so that each item on the PO has a Qty Due of zero (0). 141 . Use standard sorting. PO Fill Status The Qty Due. you can easily see which POs have a Qty Due or Unfilled % of zero (0). Together. 2. The Qty Received increases. Press <F2> in a field to edit character by character. Editing POs The fields that can be edited on a PO are PO #. For example. Qty Ordered. Disc $ and Disc %. you can edit the PO to match the merchandise received. Edit the fields as needed. Ship and Cancel dates.6. Fee. you have the option to temporarily store a copy of the PO in the PO archive file. the PO would show a remaining Qty Due of 5 and Unfilled % of 25. When you delete a PO. Finding a PO: The active PO file is displayed when you access List View in the purchase orders module. the PO will still show a remaining Qty Due and Unfilled %. and the Qty Due and Unfilled % decrease as items are received on vouchers. You can also edit the order Qty and Cost of individual items. they determine the fill status of the PO. If a vendor substitutes items or quantities. if you ordered 20 of a certain item and received only 15 on a voucher. To find a PO: 1. or restored to the active PO file if the need arises. select SAVE (<Alt+S>). If you want to accept the substitution and have the PO show that the order was filled. In PO List View. POs start with an initial Qty Received of 0 and Unfilled % of 100. they should be deleted when all the items listed have been received. The list of active POs is displayed in List View. Access the purchase orders module. The Unfilled % will be adjusted accordingly. searching and scrolling procedures to locate the PO. Qty Received and Unfilled % are grouped together on the PO. These POs can be safely deleted. Archived POs can be printed. Associate. Order.

Method 1: To delete an archived PO 1. 3. 3. Archiving. Method 2: To purge archived POs: 1. If you want to To view archived POs: 1. Exit the purchase orders module. select NO. 142 . and edit the archived PO in List View or Form View. the same as in the purchase orders module. Enter a date. Highlight or display the PO that you want to restore. Highlight or display the PO to be deleted and select prompted. select YES to confirm the deletion. DELETE (<Alt+D>) 2. To restore an archived PO: 1. You may view. Select DELETE from the main toolbar. select delete it permanently. 2. YES from the main toolbar. Select ARCHIVED POs from the side toolbar. then select OK. print. If when prompted. Select RESTORE PO from the side toolbar. To remove archived POs: There are two ways to remove and delete archived POs.QuickBooks POS User’s Guide Deleting. Select ARCHIVED POs from the PO side toolbar. Select PURGE POs from the side toolbar. Select or highlight a PO. Use normal sort or search methods to find the PO you wish to view. 2. 2. Select YES if a confirmation dialog is displayed. The Purge Documents dialog is displayed. All POs with an Order Date prior to the date entered will be removed from the archived POs file. 2. If you want to archive the PO that you are deleting. and Purging POs To delete and archive a PO: 1.

design. Press <F2> in a field to edit character by character. • Select PREVIEW to view the tags before printing or PRINT to immediately print. then select EDIT (<Alt+E>) from the main toolbar. 143 . if necessary. Highlight or display the PO that you want to print. 3. Select from the current on-hand quantity of each item. • Specify the number of copies you want to print. 6. 2. • Select PREVIEW to view the PO before you print it or PRINT to immediately print. then select BACK from the side toolbar. 2. Printing Tags You can print tags ahead of time for merchandise that has been ordered but not yet received. Make changes to the editable fields. if necessary. you can print out a copy to send to a vendor or keep for your own records. Select PRINT TAGS from the side toolbar. To print tags for PO items: 1. Preferences: Printing W/S PREFERENCES D PRINTING D: Designate the default printing options: printer. Select PURCHASE ORDERS from the side toolbar. • Specify the number of copies. Highlight or display the PO. The procedure you follow is the same for active and archived POs in List View or Form View.6. 4. To print active or archived POs: 1. Select RESTORE PO from the side toolbar. Select PRINT (<F12>) from the main toolbar. the quantity ordered on the PO. Display the PO in Form View. 4. 5. Printing POs After completing a PO. Purchasing To edit an archived PO: 1. 3. 2. Select SAVE (<Alt+S>). or a specified number of copies. Select ALL ITEMS to print all items listed on the PO or DUE ITEMS to print only items with a remaining due quantity. If presented with a print option dialog: • Change the printer you want to use. number of copies. If presented with a print option dialog: • Change the printer you want to use. or to display the print option dialog at time of printing. Highlight or display the archived PO.

QuickBooks POS User’s Guide 144 .

..........................................................................................................................................156 Reversing a Former Voucher ....................................... Fees....158 Printing Tags .........150 Listing Items...........................156 Printing ............................................150 Editing Items ...........................................................................................................................................................................................................................153 Freight.......................................................................................................................................................................................................................................................................................................................................................................Receiving 7 Overview..........................................................................................................................................................................................................................................................................155 Finding a Former Voucher ...................146 Views...................154 Updating Inventory Costs and Prices When Receiving ....................................................147 Voucher Fields ........158 Printing a Voucher ..........................................................................................................................................................148 Canceling a New Voucher...............................149 Copying a Voucher ........................................155 Editing a Former Voucher..........................................................................147 Creating a Voucher .................................................................146 Accessing the Vouchers Module...........................................................................................................150 Voucher Items...............................................................................................................................................................................................149 Holding a Voucher ......................................................................................................................................................................................................................................................................................................................................................................................................................153 Handling Costs and Prices ............................................................................................154 Maintaining Former Vouchers............................................146 Voucher Basics ............................................152 Deleting Items ...................................................................................................................................................................... and Global Discounts............149 Effects of Updating a Voucher........................................................................................................................158 145 .............................................................

Use a return voucher if you need to send back items that have already been received into inventory. Views Vouchers can be viewed in either List View or Form View. it is called a former voucher and is stored in a monthly voucher history file. You can also press <F8> to toggle between the two views. The term voucher is used throughout this chapter to refer to both receiving and return vouchers. 146 . accessible from the vouchers module. unless otherwise specified. unless otherwise specified. select PURCHASING from the main toolbar. The PO’s fill status will be updated when the voucher is updated. it is important to enter the correct cost information for voucher items. For a more detailed account of a particular record. For example. these history documents can be viewed in Form View as well. 2. Accessing the Vouchers Module 1. Select VOUCHERS from the side toolbar. you might find items that were damaged during shipping.QuickBooks POS User’s Guide Overview A receiving voucher is a QuickBooks POS history document that provides a permanent record of merchandise being received into inventory. A return voucher. on the other hand. After a voucher is updated. List View displays the former vouchers that were made in the current or selected month. To keep accurate track of the value of your inventory. Form View is always used when creating new vouchers. you create a receiving voucher to accept the items into inventory. When receiving merchandise against a PO. From the QuickBooks POS main menu. To toggle between the two views select either FORM (<Alt+F>) or LIST (<Alt+L>) from the main toolbar. you can bring any or all of the items listed on the PO to a voucher. the act of receiving on a voucher used throughout is meant to encompass both receiving and returning. When a shipment arrives from a vendor. Similarly. records merchandise returned to the vendor and removed from inventory. upon unpacking the merchandise.

Field Usage Accounts Payable Denotes that the voucher has been completely processed and no longer needs to be exported. Fields that have an obvious purpose or whose purpose is explained in the Inventory chapter have been omitted from this table. 147 . Default: the listed vendor. Payee The vendor or agent to be paid for the merchandise. Editable. Sort field. Suggested as the logged in user. Invoice # The invoice number on the vendor’s invoice for the shipment. Fee Fee amount. Comments One or two lines of optional comments that only appear on printed Vouchers. Cost The cost at which an item listed in the document item list is being received (or returned) on a voucher. Freight Freight charges to be entered as a separate expense apart from the cost of all the items on the voucher.) Only available in List View and only if using QuickBooks POS in conjunction with QuickBooks. Not all fields are displayed in both views. Editable. Receiving Voucher Basics Voucher Fields The following table alphabetically lists the fields that are available in the vouchers module. Sort field. Date The date when the voucher was created. (Refer to Chapter 13. Voucher comments are defined in Company Preferences. Invoice Date The date of the vendor’s invoice. COMPANY PREFERENCES D PURCHASING & RECEIVING D Voucher Comments: Default: RMA # and "Remember to tag all merchandise!" [Company] The full name of the vendor. [Payee Name] The Payee Name is automatically populated from the vendor file once the payee has been written on the voucher using the Payee field. Data Exchange with QuickBooks for more information. Sort field. the quantity received multiplied by the Cost for that item. In most cases. used to record charges such as an order fee. Note: Field Label Symbols Symbol [] Description Fields shown in brackets are automatically populated with information by the program. these fields cannot be directly edited by the user. Associate The person making the voucher. Default: today’s date. Disc % Discount Percentage: The percentage discounted from the combined costs of all items on the voucher. [Ext C$*] Extended Cost: For a line item in the document item list.7. Sort field. Disc $ Discount Amount: The amount discounted from the combined costs of all items on the voucher. Default: Cost from inventory. Sort field.

or and print the voucher. • Choose the items from inventory. If necessary.) 2. Data Exchange with QuickBooks for more information. Enter the code of a vendor in this field to populate the other vendor fields on the voucher. and freight are applied. Qty Rcvd The number of units of an item received (or returned) on a voucher. List the items being received or returned using any of the following procedures. You may continue to use the changed vendor name and lose the PO items. and then try to change the vendor so it’s different than the PO vendor. a dialog will appear. Used in the document item list. • Enter the UPC #. [Subtotal] A sum of all extended item costs before discounts. you can enter an Item #. and that any referenced items will be removed from the voucher. Select UPDATE (<F11>) to update without printing the voucher. and freight are applied. Sort field. select PRINT TAGS from the side toolbar. If not referencing a PO. Alternatively. fees. stating that the vendor selected does not match the vendor for the referenced PO items. by selecting YES on the dialog. • Enter the Item #. 5. select RETURN from the side toolbar to make the voucher a return voucher. (When you enter the vouchers module. 3. After changing the vendor name. fees. Creating a Voucher 1. PO information will automatically populate the necessary voucher fields. [Total] The voucher total after discounts. as needed. 148 . Enter information in other fields.) 4. 7. (Refer to Chapter 13. Index field. (Refer to field descriptions above. PRINT/UPDATE (<F12>) to update Note: Accessing the Vendor Code Field on a Voucher Referencing a PO If you reference a PO to add PO items on the voucher. [Vendor Code] The code identifying the vendor addressed by the voucher. 6. If you want to print tags for the items. [PO #] The number of the PO that the voucher is referencing. • List the items from a referenced PO. UPC. you will not be allowed to keep the PO items on the voucher. enter the PO number in the PO # field.QuickBooks POS User’s Guide Field Usage PC Denotes a voucher for which an entry has been made in the Purchase Clearing account in QuickBooks.) Only available in List View and only if using QuickBooks POS in conjunction with QuickBooks. • Scan barcoded merchandise tags using a barcode reader. or Alternate Lookup in the voucher item list to automatically assign that first item’s Vendor Code to the voucher. To receive or return merchandise against a PO. Edit quantities or costs and enter discounts or fees. If necessary. • Enter the Alternate Lookup. as appropriate. select NEW (<Alt+N>) from the main toolbar. a new receiving voucher automatically opens in Form View. Selecting NEW is only necessary if you are working in List View. bypass the PO # field and enter the vendor code in the Vendor Code field.

7. Make any edits needed in any of the fields. neither canceling nor discarding it. such as the vendor name. From the main screen of the vouchers module. voucher items. showing the voucher you just put on hold. 149 . The rest of its fields. To hold a voucher: 1. 2. Receiving Preferences: Specifying Comments D PURCHASING & RECEIVING D Voucher Default Comments: Specify 1 or 2 lines of default comments that will appear on each voucher you create. Copying a Voucher Only former vouchers can be copied. will have the same information as the voucher from which the information was copied. 1. select HELD (<Alt+H>) from the main toolbar. and discount. 4. With the voucher displayed. 3. a dialog will appear with the following two choices from which you can select: • DISCARD: • RETURN TO VOUCHER: Select to dispose of the voucher permanently. 2. or even exit from QuickBooks POS. You can return to a held voucher and “unhold” it. The list of currently held vouchers is displayed. select HOLD (<Alt+H>) from the main toolbar. Holding a Voucher Incomplete vouchers or vouchers that are not ready to be updated can be put on hold while you carry out other activities. These comments will only appear on the voucher when it is printed. Holding a voucher does not affect inventory quantities or costs. Select COPY (<Alt+C>) from the main toolbar. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>). Unholding a voucher returns it to active status. then select UNHOLD from the side toolbar. Select to go back to the voucher. To leave the held voucher list without unholding a voucher. Select RECEIVING HISTORY (<Ctrl+F7>) from the side toolbar. make other vouchers. The program will open a new voucher with a new voucher number in Form View. 5. Highlight or display the voucher you want from the list of held vouchers. COMPANY PREFERENCES Canceling a New Voucher If you select CANCEL from the main toolbar while creating a voucher and before updating it. Highlight or display the voucher that you want to copy. To unhold a voucher: 1. select FORMER (<Alt+M>) from the main toolbar or press <Esc>.

select RECEIVE DUE from the side toolbar. Additional items can be listed using any other method. 2. 3. • Advances the voucher numbering sequence by one. if changed. 4. Choose YES to continue referencing that PO or NO to return to the voucher without choosing a PO. only one PO. If the system preference IS NOT set.QuickBooks POS User’s Guide Effects of Updating a Voucher When you update a receiving voucher. Select SELECT PO ITEMS from the side toolbar to return to the voucher. OR To bring all of the items due to the voucher. a dialog will appear. • Updates Cost in inventory. • Optionally updates inventory prices (set in company preferences). by the averaging method. updates the PO fill status. A voucher can reference. 150 . When you update a return voucher. To bring only some of the items to the voucher. QuickBooks POS performs the following actions: • Deducts the quantities from inventory. you will not be allowed to reference a PO past its cancel date. 1. enter the quantity of each item being received or returned in the Doc Qty field. by the averaging method. You first must edit the PO’s cancel date. • If the voucher references a PO. and thus receive or return against. if changed. • Updates the PO fill status if the voucher references a PO. Voucher Items Listing Items To reference a PO: Receiving against a PO is the fastest and most accurate way to receive or return merchandise that was ordered on the PO. Reference the PO by entering the PO number in the PO # field. Select PO ITEMS from the side toolbar. • Records the voucher in the current month’s history file. A list of the items on the referenced PO will be displayed. • Records a return voucher in the current month’s history file. Highlight the correct PO and select OK from number up. select the side toolbar. If the PO is past its cancel date and the system preference IS set to warn you when receiving against a cancelled PO. • Updates Cost in inventory. • Advances the voucher numbering sequence by one. QuickBooks POS performs the following actions: • Adds the quantities received into inventory. If you need to look the PO (<F4>) to access the PO file.

the referenced PO will still show a Qty Due of five for the orange sweaters. Alternatively. 2.) To choose items from inventory: 1. That item is listed on the voucher with a Qty Rcvd of one (1). send the items back to the vendor (no return voucher necessary). Receiving Substitutions Items that are substituted or overshipped do not make up for other units that were ordered but not received. or ALU: 1. select EDIT ITEM (<F5>) and enter a quantity and cost. highlight an item. The % Unfilled on the PO will be adjusted accordingly.7. (Refer to Chapter 2. Select ITEM LOOKUP/EDIT from the side toolbar after starting to create a voucher. QuickBooks POS Basics for more information on locating and listing items on documents. leaving no unfilled items. ITEMS from the side 151 . navigate to the Qty Rcvd and Cost fields respectively in the voucher item list. 2. When you have entered a quantity for all desired items. sort. To change the quantity received or order cost. 5. Pro Tip: Strategy for Bringing Most PO Items to Voucher To bring all but one or two of the items on a referenced PO to the voucher. and Filtered View procedures. UPC. edit the PO to match the merchandise received and then reference the edited PO when making a new voucher. select EDIT ITEM (<F5>) and enter the quantity and cost of the item being received or returned. This is useful if the order is open and you are still expecting a shipment of the five orange sweaters. If you ordered five orange sweaters but instead received five green sweaters. UPC. Locate and highlight the item using standard search. and make changes there. choose SELECT toolbar to list the items with their respective quantities on the voucher. Repeat to locate and enter quantities for additional items. Alternatively. select RECEIVE DUE first. Enter a Doc Qty and Doc Cost. Select to have the program issue a warning when a referenced PO is past its cancel date. 3. To list an item by entering the item #. You will automatically be taken into inventory. in the voucher item list. Preferences: Receiving Against a PO Whose Cancel Date Has Passed COMPANY PREFERENCES D PURCHASING & RECEIVING D RECEIVING VOUCHERS D Warn when receiving against cancelled POs: . Note: The Fill Status of a Referenced PO Updating a voucher that references a PO will automatically update the PO’s fill status. 4. To accept the substitution of the green sweaters for the orange sweaters and show the order as filled. Then. If you don’t want to accept the substitution. change the Qty Rcvd for the items not being received to zero (0). or Alternate Lookup in the Item field and press <Enter>. Enter or scan an Item #.

QuickBooks POS User’s Guide Note: Records Displayed for Selected Column Heading When you sort by a column heading. 2. To display all fields again. Enter required item definition fields and other fields. 1. when in fact they are simply not being displayed. 4.) Editing Items There are two methods to edit the quantity received and cost fields of voucher items: • Selecting EDIT ITEM (<F5>) and making changes in the Item Information dialog. sort by a column heading. Select EDIT ITEM (<F5>). select CLOSE (<F5>) to record the changes and return to the voucher. such as Item #. Note: Returning Merchandise Even when you are creating a return voucher. only the records that have an entry in that column will be displayed. including an order quantity (Doc Qty) and order cost (Doc Cost). Select ITEM LOOKUP/EDIT. 152 . Inventory for more information on adding new items to inventory. Select SELECT ITEMS from the side toolbar to return to the voucher. 6. The program will automatically deduct those quantities from inventory when updating the voucher based on the fact that it is a return voucher. This can make it appear that many of your records have disappeared. Navigate to the field you want to edit in the document item list. • Navigating to the correct field in the document item list and entering in the new information. Enter the new information. Select NEW. that has an entry for all records. as desired. adding the new item to it. 5. you should list the quantities for the items being returned as positive numbers. 3. Enter the new information. 2. To edit item information on the voucher itself: 1. This can be done in the document item list or while you are choosing items from inventory. 3. To use the Item Information dialog: 1. Navigate to the field you want to edit. 2. 4. (Refer to Chapter 4. Select SAVE to save the item information Select EDIT ITEM (<F5>) and enter a Qty Rcvd for the new item. When finished. Pro Tip: Receiving New Items You can easily add a new item to inventory as you list it on the voucher.

Applying a global discount does not change the cost of an individual item and does not trigger averaging of inventory costs. and Global Discounts Freight and fees are treated as separate charges on receiving vouchers. Move the cursor to the Item # field of the item you want to delete. 153 . The item will remain on the voucher with a quantity of zero (0).7. Place the cursor in the Freight field and enter an amount. Fees. Place the cursor in the Disc % or Disc $ field and enter an amount. Change the quantity to zero (0). Place the cursor in the Fee field and enter an amount. They are not “spread” over the cost of each item listed on the voucher. 2. 2. only to the voucher subtotal. To add a fee: 1. Select OK. Receiving Deleting Items Method 1 To delete an item from a voucher: 1. To add a global discount: 1. Freight. Select DELETE from the main toolbar. To add freight: 1. Global discounts are not applied to freight or fee amounts. Highlight the item in the Document Item List. A global discount amount or percentage is entered in the Disc $ or Disc % field and applied to the voucher subtotal (it is not spread across each item). Method 2 To delete an item by changing the item number to zero: 1.

To change cost information for an item: 1. This ensures that items are always sold at the margin you want. taking into account the received quantities and costs and existing inventory quantities and costs to calculate the new Cost of the item. If you select to update inventory prices when updating a voucher. 2. you can change prices for all price levels directly in inventory at any time.50. 154 . Prices for Price Level 2-4 are also updated to conform to the markdown percentages currently specified in inventory. enter a new cost. This enables merchants to set an accurate Margin % for items and maintains an accurate inventory valuation when using QuickBooks POS in conjunction with QuickBooks. QuickBooks POS will calculate a new Price Level 1 price based upon the item’s defined Margin %. Select YES to change inventory prices or NO to update costs without updating inventory prices.) Updating Prices You also have the option of updating your inventory prices at the same time you update costs. QuickBooks POS averages the Cost. make sure that the correct cost information is entered on the voucher. the received quantities and costs are averaged together with the existing inventory quantities and costs to determine the new Cost of the item. the program will alert you if there are any price changes detected. (Refer to Chapter 4.QuickBooks POS User’s Guide Handling Costs and Prices QuickBooks POS averages the cost of received merchandise. Averaging inventory costs does not result in any additional net change in total inventory value. When updating individual vouchers. Highlight the item in the voucher item list. Inventory for more information on inventory costs. Alternatively. To update inventory prices at receiving: 1. This means that when items are received. if you have 10 of an item that was purchased at an inventory cost of $5 and then receive 10 more purchased at a cost of $10. navigate to the Cost field in the item list and make changes directly there. Select EDIT ITEM (<F5>). A dialog asking if you want to modify inventory prices will appear. For maximum control over inventory prices. QuickBooks Users: The receiving voucher. When receiving merchandise. increases your inventory value for the received quantity at the voucher cost. For example. the new averaged Cost of the item will be $7. Updating Inventory Costs and Prices When Receiving Updating Costs When you receive items at a cost that is different than the current inventory Cost. when sent to QuickBooks. then select CLOSE (<F5>).

blank receiving voucher is displayed. made during a specific month are referred to as former documents and are stored in separate monthly history files. The former vouchers made in the selected month are displayed. QuickBooks POS Basics for more information on locating documents. 2. a voucher that has been updated is called a former voucher. The current month’s file is displayed when you access List View in the vouchers module. You can only search one month at a time. QuickBooks POS Basics for more information on locating documents. searching and scrolling procedures to locate the voucher. and it is stored in the current month’s receiving history file. 2. such as vouchers. 3. By default a new. (Refer to Chapter 2. Former vouchers provide a permanent record of merchandise received into inventory or returned to the vendor. Access the vouchers module. Select OK. searching and scrolling procedures to locate the voucher. Finding a Former Voucher History documents. (Refer to Chapter 2.) 155 . 4.7. Receiving and return vouchers are stored together in the same history files and by default share the same voucher numbering sequence. Select RECEIVING HISTORY from the side toolbar. The monthly history file includes both receiving and return vouchers made during the month and both are displayed in a single list. The current month's former vouchers are To find a former voucher in the current month’s file: 1. 5. Select MONTH from the side toolbar when in List View. displayed in List View. To display Voucher List View: 1. Receiving Maintaining Former Vouchers As noted before. Select the month/year icon for the month that contains the voucher you want to find.) To find a former voucher in a previous month’s file: 1. Use standard sorting. Use standard sorting.

When completed. make corrections to the copy and update as usual. 156 . Typically. Payee. Press <F2> in a field to edit character by character. Highlight or display the voucher to be reversed. Edit the fields as needed. editing is used to complete the vendor payment information on former vouchers when the vendor’s invoice for the merchandise has been received. When finished making edits. 2. 1. 3. the original voucher will be marked Reversed in the Status field and the new voucher that is created will be marked Reversing (Note: the Status field is only displayed in List View). A Reversing Document dialog will be displayed. Editing a voucher affects only the voucher records in the history file and any reports generated from those records. A return voucher is reversed with a receiving voucher. A Reverse. 2. First. other than the editable fields above. Invoice # or Invoice Date fields. Then. It has no effect on inventory or on a referenced PO. To reverse a voucher: Reversing a receiving voucher takes the received items out of inventory. Finally. reversing it will also update the PO’s fill status and balances. incorrect voucher. A reversing document with your name is automatically created and added to the former voucher file. Reversing a Former Voucher If an error is discovered on a former voucher. corrected voucher. A receiving voucher is reversed with a return voucher. 3. reverse the original. A corrected voucher can then be made as described below. Select EDIT (<F2>) from the main toolbar. it is necessary to reverse the voucher and then create a new. Copy. Select your name from the Associate field and then select OK. begin a new document by copying the original one.QuickBooks POS User’s Guide Editing a Former Voucher The only information that can be edited on a former voucher are Freight. and Correct approach can be used to undo the effects of the original voucher and make a new. If the original voucher referenced a PO. select SAVE (<Alt+S>). Select REVERSE (<Alt+V>) from the main toolbar. It does this by creating a new return voucher that "cancels out" the effect of the original voucher. corrected one to correct your history files and inventory. 1.

Highlight or display the original voucher (marked Reversed). If some of the items had been sold in the meantime. the new copy is stored in temporary memory. to make a new. Purchasing for information on restoring POs). correct voucher. Only one voucher can be stored there at a time. Note: Unable to Reverse Voucher if Referenced PO Has Been Deleted Reversing a former voucher updates the fill status and balances of a referenced PO. you are not allowed to reverse the document. 3. you must update. 5. hold. Select UPDATE ONLY (<F11>) to update without printing the voucher or PRINT/UPDATE (<F12>) from the side toolbar to print and update the voucher. and then correct. the parts that were incorrect on the original. the cost of those items will not be restored to precisely their previous value. Reverse the original voucher as described above. then the program will compensate for the difference in quantities. any changes to an item’s description or other information in inventory will not prevent reversing. Note: Reversing and Price Handling If you overwrote inventory prices with new voucher prices. you cannot reverse the voucher until you have restored the PO (Refer to Chapter 6. Note: Reversing and Cost Handling Reversing a voucher will restore the costs in inventory. Select COPY (<Alt+C>). Receiving To copy and correct a voucher: Copying and correcting a reversed voucher allows you to adopt the parts of the voucher that you want to keep. If that PO has been deleted. 157 . Thus. Note: One Copied Voucher at a Time When a voucher is copied. However. 4. Note: Items Deleted From Inventory If any item listed on the voucher no longer exists in inventory. As a result. reversing the voucher will not restore the original prices. Make any necessary corrections (edits) to correct the information on the new voucher. or edit. 2. 1. A new voucher is created with the same information as the original.7. or discard a voucher made from the current copy before copying another.

Highlight or display the voucher that you want to print. if necessary. 2. If presented with a print option dialog: • Change the printer you want to use. 1. number of copies. and then new tags are printed from the updated voucher. document quantity. 158 .QuickBooks POS User’s Guide Printing Printing a Voucher 1. you need not select a specific item. design. Select PRINT TAGS from the side toolbar. the voucher is updated. 4. • Select PREVIEW to view the memo before you print it or PRINT to immediately print. • Choose to print the SELECTED RECORD (item) or ALL LISTED RECORDS (all items). • Specify to print the on-hand quantity. Select a specific item for which you want to print tags. 2. or a user-specified number of tags. 3. or to display the Print Option dialog at time of printing. Preferences: Printing W/S PREFERENCES D PRINTING: Designate the default printing options: printer. Printing Tags The usual order for processing vouchers is as follows: merchandise is received on a voucher. Display the voucher. 3. Select PRINT (<Alt+P>) from the main toolbar. • Specify the number of copies you want to print. if necessary. If presented with a print option dialog: • Change the printer you want to use. • Select PREVIEW to view the tags before printing or PRINT to immediately print. To print tags for all voucher items.

.....................................................................................................................................168 159 .....................................................................................................................................................................................163 Edit a Customer Record ........................................................................................................................................................................161 Fields .................................167 Printing Customer Records ..................................................................................................................................................................................................162 Customer Discounts ...........................................................................................165 Customer History ...................................Customers 8 Overview............................................................164 Delete a Customer Record.......................................................................................................................................................................................................................161 Add a Customer.....160 Defining a Customer................................................................................................................................164 Maintain In-Store Charge Accounts.....................................................................................................163 Maintaining Your Customer Records ................................................................................167 Printing Customer Labels......................................................................165 Printing .163 Find a Customer Record......................................................................................................................................................

From the QuickBooks POS main menu. • Automatically give discounts to selected customers. Edits and additions made in QuickBooks POS are always transmitted to QuickBooks during the normal data exchanges. Customer purchasing history allows you to view all receipts. • Offer store charge accounts (also requires the use of QuickBooks). and phone numbers be recorded. not QuickBooks. A great deal of customer information can be stored by QuickBooks POS. it is important to enter data in a consistent manner. an accept checks setting. particularly when adding a customer to a receipt at point of sale. access the Setup Interview again from the Company menu and change your selection.QuickBooks POS User’s Guide Overview The tracking of customer information in QuickBooks is optional and is selected initially as part of the Setup Interview process. and the items sold on those receipts. • Print customer lists and mailing labels. and instantly display purchasing history for a customer. in the event the customer has lost her receipt. Entering data consistently makes it easier to find and sort customer records. Recording customers allows you to: • Maintain customer purchase history. (Refer to Chapter 13. 160 . Former sales receipts can also be copied to quickly create a return receipt. Using the reports module. If you later decide you do want to record and track customer information. addresses. 2. This is useful for verifying the sales price or date of a returned item. it is strongly recommended that new customer records be created and edited in QuickBooks POS. customer information can be accessed for reporting purposes. created for a customer in the past two years. write customer names on receipts. select POS from the main toolbar. Data Exchange with QuickBooks for more information. the customer fields will be added to the receipt form in the program. The exception to this rule is customer charge account limits and balances. You can easily add or update customers at POS. Not only can customer names. When adding and editing customer records. and extensive notes. but also other useful information such as customer-specific discounts.) To access the customers module: 1. Note: Importing Customers from QuickBooks After the initial importing of information is complete. which are updated in QuickBooks and then sent to QuickBooks POS. If you track customers. Select CUSTOMERS from QuickBooks POS’s main menu side toolbar.

Note that editing a customer record automatically sets the flag back to MODIFIED. Editable (subject to security rights). Company Name of the customer’s company.g. First Name Customer's first name. but also editable. City. Not updated when a receipt is updated. it will be updated in QuickBooks POS during the next routine data exchange. the check can still be accepted if desired. You can select to apply the discount or not at the time of sale. Manager. COMPANY PREFERENCES Last Name Customer's last name. After the first exchange. When DO NOT ACCEPT CHECKS is selected.. When taking payment on account. payment by account will not be allowed. (QuickBooks Users Only) Accounts Receivable Customer’s export status on an in-store charge account. If adding a new customer and you want to export this customer’s charge account information to QuickBooks. select NO. the program checks to see if the current sale would cause the credit limit to be exceeded. select MODIFIED. requested items. State City and State: The city and state where the customer lives. Customer Disc % The percent discount automatically suggested against the active price level to items listed on a receipt when the customer is listed on the receipt. Asst Manager). these fields cannot be directly edited by the user. First Name. Account Limit Maximum charge balance allowed for this customer. Amount is updated by QuickBooks during routine data exchanges. D SALES D SALES RECEIPTS D Order to display Full Name field: Specify the order in which to display the components of the Full Name. the status is set to YES. etc. 161 . Account Balance Customer's current balance on the in-store charge account. Full Name Combined Title. birthday. If the limit is edited in QuickBooks. With sufficient security rights (Owner. Customer Data Fields and Descriptions Field Usage Accept Checks? Each customer’s check-acceptance status. Customer notes are not exchanged with QuickBooks. Automatically updated when a receipt is updated. Sort field. Last Sale The date of the customer's last purchase. If so. Note: Field Label Symbols Symbol [] Description Fields shown in brackets are automatically populated with information by the program. If a charge account is not used for this customer. use at your discretion to record additional information about customer. Customer Notes Customer Notes: Optional notes. sizes. the cashier will be warned when trying to accept a check for payment at time of sale. and Last Name field. Sort field. In most cases. Customers Defining a Customer Fields This table lists the name and use of each data field available in the customer module. Account limits are imported from QuickBooks.8. e.

sort. then entering a driver license number in the Customer Lookup field on a receipt would instantly list the matching customer on the receipt. if you were to record driver license numbers in the Phone 2 field. 1.. Select NEW (<Alt+N>) from the main toolbar. and search customers by information other than a phone number. 2. When in the customer module. Make changes as necessary. 3. select YES to confirm the save. highlight the record to be copied. each up to 15 characters. 3. ZIP ZIP code or other postal code. You can utilize the COPY function to help you do this. (Refer to field descriptions above. For example. search. Select COPY (<Alt+C>) from the main toolbar to copy all fields to a new customer record. select YES to confirm the save. Note: For easy lookup by phone number. and locate customers in your customer file using information other than a second phone number.g. 162 . select CANCEL (<Esc>) from the main toolbar. select APPLY CHANGES from the side toolbar to save the record. up to 10 characters (e. Pro Tip: Recording and Using Other Customer Information The Phone 2 field can be used to sort.QuickBooks POS User’s Guide Field Phone 1 & 2 Usage Two phone numbers. The information in this field can also be used to perform customer lookups from receipts. Sort fields. you will be taken to the next available blank line. making sure to complete all required fields. 4. (See Pro Tip below for example. if you are in Form View. if desired. Example: 854-4207 (818) H. select LIST VIEW (<F8>) or FORM VIEW (<F8>) on the main toolbar. but you must be consistent in order to be able to look numbers up by phone number. You can use or omit the hyphen. allowing entry of an area code and a notation such as H or WK. If prompted. 2. use a consistent format when entering the numbers as you are defining customers. if desired. If you are in List View. Add a Customer 1. The Phone 2 field can be used to record. your customer list could be sorted by the Phone 2 field and entering a license number in the Search field would locate the matching entry. 12345-6789).) 4. As desired. To cancel the addition of a new customer. a blank record will be opened. save the record by navigating out of the current row. We suggest typing in the area code last so you can quickly find a customer by his or her basic seven-digit number. Save the record by navigating out of the current row. In List View. If prompted.) Street The customer’s street address (including apartment or suite number). you may want many of the fields to be the same as in another customer’s record. In List View. Enter customer information in the fields as appropriate. Use Copy When entering a new customer into the customer file. In Form View.

To define a customer discount: 1. Customers Customer Discounts Customer discounts are automatically suggested against the active price level to all items listed on a receipt made for that customer. Select YES to apply the discount. To display all fields again. This can make it appear that many of your records have disappeared. sort by a column heading. 2. (For more information on using the Search field. Select NO if you don’t want to apply the discount. Columns that can be searched have a . Note: Listing Customers with Discounts on Receipts When you add a customer with an assigned customer discount to a receipt. that has an entry for all records. Once the record is located. select APPLY CHANGES from the side toolbar to save the record. if you’re having a sale and already using a discount price level. such as Last Name. click the Search field or press <Ctrl+F>. DELETE. you can save the record by navigating out of the current row. when in fact they are simply not being displayed. The program searches by the currently sorted column. In List View. Phone 2. such as or PRINT. COPY. the most recent entry must be cleared before typing a new one. You have the option of applying the customer discount at the time a receipt is made.8. the closest available match is selected in the record list. 163 . To find a customer. For example. Enter a number (without %) in the Customer Disc % field. only the records that have an entry in that column will be displayed. EDIT. In Form View. Phone 1. If you have already conducted a search. refer to the QuickBooks POS Basics chapter.) Note: Where Did My Customers Go???? When you sort by a column heading. you are asked to confirm that you want to apply the discount to the current receipt. A indicates the column by which the information is currently sorted. you can then choose to work with one of the available options. As you type characters identifying the record you are seeking. and Company columns. If prompted. Customer records can be sorted by the Last Name. select YES to confirm the save. Maintaining Your Customer Records Find a Customer Record The Search field can be used to easily locate a customer in List View. you might not want to apply the customer discount to the receipt.

2. 1. 2. Select REMOVE FILTER to return to the normal customer display. 2. Enter your filter criteria and select OK. While in Filtered View. 3. In List View. If prompted.) Edit a Customer Record To edit a customer record: 1. QuickBooks POS Basics for complete information on filter criteria. you can perform normal editing functions. Make the necessary edits.QuickBooks POS User’s Guide Filter Customer Records – List View Filtering gathers customer records that have information in common. with only the relevant set of customer records listed. (Refer to Chapter 2. exit the filtered view and all customer records are again at your disposal. Select FILTERED VIEW from the side toolbar. The customer information is filtered accordingly. select APPLY CHANGES from the side toolbar to save the record. you can save the record by navigating out of the current row. 3. When finished. Select YES if a confirmation dialog is displayed. select LIST VIEW (<F8>) or FORM VIEW (<F8>) on the main toolbar. Select the record you wish to edit. select CANCEL (<Esc>). As desired. select YES to confirm the save. You enter the criteria you want to match and the program assembles the appropriate records. Highlight (in List View) or display (in Form View) the customer record and select (<Alt+D>) from the main toolbar. To cancel your current edit. Delete a Customer Record 1. 164 DELETE . In Form View. 4.

the program checks to see if the current balance plus the new sale would exceed the customer's account limit. The account balance is not updated by the program when updating a receipt. pertinent information can be exchanged between QuickBooks POS and your QuickBooks accounting package. select NO. Select HISTORY from the side toolbar. History displays the former receipts of the selected customer in the history period. When a receipt payment is being accepted by account charge. The following customer fields are used when exchanging data between QuickBooks POS and the QuickBooks accounting package: Accounts Receivable Indicates if the customer charge account information will be exchanged with QuickBooks. Customer History In addition to being able to track the purchases made by any customer using a variety of sales reports in the reports module (if you record customer names on receipts). To access customer history: 1. imported from QuickBooks during routine data exchanges. Sales involving account charges are sent to QuickBooks. Account limit must be changed in QuickBooks. Customers Maintain In-Store Charge Accounts (QuickBooks users only) When using in-store charge accounts. updated account balances and credit limits are sent back to QuickBooks POS. you are able to instantly access a customer’s sales history for the prior two years. Account Limit: The maximum charge balance allowed for the customer. 2. the flag will automatically reset to YES. payment by account charge is not allowed. The display is separated into three panes. Select MODIFIED when adding a new charge customer. Account Balance: The customer’s current balance. as long as the receipt was made within the two-year time period. imported from QuickBooks during routine data exchanges. The Account payment type will only be available on a receipt if the Accounts Receivable field is set to MODIFIED or YES.8. If so. Select a customer whose history you would like to view. To discontinue exchanging account information with QuickBooks. After the first data exchange with QuickBooks. 165 . You can also copy a former receipt from the customer’s history record.

Recording Sales & Returns for more information on these fields. Discount $ The total item and receipt discounts given on the included receipts.QuickBooks POS User’s Guide Receipt Totals Receipt List Receipt Item List Receipt Totals: The Receipt Totals pane displays. All the fields displayed in this pane are the same as those in the receipt document item list in the receipts module. summarized information from all included sales and return receipts. Total Receipt Count The total number of receipts on file for this customer. a breakdown of the individual items listed on the receipt that is selected in the Receipt List pane. in List View.) Receipt Item List: The Receipt Item List pane displays. Field Usage Average $/Receipt The average $ purchased per receipt. in List View. Units Purchased The total number of units sold on the included receipts. Sales Receipt Count The number of sales receipts on file for this customer. all included receipts made for the customer. Return Receipt Count The number of return receipts on file for this customer. Recording Sales & Returns for more information on these fields. sorted in reverse chronological order. Units Returned The total number of units returned on the included receipts. All the fields displayed in this pane are the same as those on receipts in the receipts module.) 166 . in Form View. Receipt List: The Receipt List pane displays. The fields shown below are all available in the Receipt Totals pane. Purchase $ The sum of the totals for the included sales receipts. (Refer to the Receipts fields section of Chapter 9. Full Name The customer’s full name. (Refer to Chapter 9. Return $ The sum of the totals for the included return receipts.

3. • Specify a print quantity. To print a group of records. Highlight or display the record you want to print. Accept payment and update the receipt. A new receipt. If the customer is returning the items. as usual. • Select PREVIEW to view the document(s) before printing or PRINT to print immediately. QuickBooks POS for general information on printing and using the Previewer. if necessary. • Choose to print the selected record or all listed records. If you want to print a group of records. Select COPY RECEIPT from the side toolbar. 5. select RETURN RECEIPT from the side toolbar. (Refer to Chapter 2. Recording Sales & Returns for more information on receipts. with full editing capability. 3. Customers To copy a receipt: The receipts listed in the Receipt List pane can be copied to create a new receipt. Select the receipt that recorded the previous sale of the items.) 167 . use Filtered View to display only the group you want to print. 1. 2. for example. If presented with a print option dialog: • Change the printer you want to use. 4. if a customer wants to return some of the items on a receipt or purchases the same items consistently. (Refer to Chapter 9. You may choose to use this feature. or the entire file. but with a new receipt number.) Printing Printing Customer Records 1. Select PRINT (<Alt+P>) from the main toolbar. Delete or change the quantity of any items that are not being returned or resold on the new receipt. you do not need to select a specific record before printing. is created identical to the original.8. 2.

and whether you want the print option dialog displayed at the time of printing (by selecting or clearing the PRINT DIALOG check box).e. For each transaction/document type. don't choose a letter-size design to use on a 40 column printer). The types of labels supported are as follows: Tag Size: Labels Per Sheet: Document Design Name(s): Sample Avery Label Stock Numbers: 1" x 2-5/8" 30 (3 across) 1" x 4" 20 (2 across) Avery 05x60 Avery 05x61 05160 05260 05660 05960 05161 05261 05661 05961 Preferences: Setting Up Printing Instructions Define printing instructions. specify the design to be used when printing customer labels. W/S PREFERENCES D PRINTING D 168 . i. specify the printer to be used for the document type. The procedure is the same as that shown above except select Step 2. Then select a design file (make sure it matches your printer. specify the number of copies you want to print.. PRINT LABELS from the side toolbar in In the Setup Interview or in workstation preferences.QuickBooks POS User’s Guide Printing Customer Labels The print labels option can be used to print customer name labels or shipping/mailing labels.

.....................................................................................................................................................186 Receipt Payment Procedures.............172 Receipt Prices and Discounts ..........................................................................................................................................170 Accessing the Receipt Module...........................................................................................190 Merchandise Returns ...........................................................................................................................................................................................170 Security at Point of Sale ....................................................................................................................................................................................................................................................185 The Payment Screen.................................................................................................173 Receipt Fields and Procedures .............................176 Receipt Items .....................................................................171 Completing a Receipt (Basic Steps).................................185 Completing the Receipt .....................................................184 Deleting Items ....................................................................................180 Listing Items.......................................................................................................................................................194 Maintaining Receipts ............................................195 Reversing Former Receipts ...Recording Sales & Returns 9 Overview.................................................171 Holding & Canceling Receipts..................................................................................................................................................................................................................................170 Receipt Basics......................................................189 Notes on Specific Payment Types.....................................................183 Giving Item Discounts .........................................................................................180 Edit Receipt Items ......................................................................................................................................................................................................................................................................................................................................................................198 169 .....................................................195 Printing Receipts .................................................................................................................195 Locating Former Receipts ........................................................................................................................................................186 Effects of Updating a Receipt ............................................................................................

Former receipts are permanent documents that can be reversed. after updating. For most users. Select RECEIPTS from the side toolbar. Note: Tracking Sales and Returns There are two options for using receipts to track and report sales and returns: Option 1: To track sales and returns separately. You will lose the ability to report separate sales and returns totals using this option. a blank new sales receipt form is displayed. When you initially access the receipts module. ready for you to enter data. Security Administrator for more information. are listed in the receipt history for the current month (former receipts). Security at Point of Sale Many point of sale features can optionally be controlled by the Security Administrator tool. Throughout this chapter. prohibit a cashier from accepting a customer's check. for example. The complete names will be used only when discussing procedures that apply to one only type or the other.) Accessing the Receipt Module 1. 170 . (Refer to Chapter 12. From the QuickBooks POS main menu. but never deleted.QuickBooks POS User’s Guide Overview There are two receipt types in QuickBooks POS: sales receipts provide a permanent record of merchandise sold from inventory and return receipts record the return of merchandise to inventory. Using security you could. Option 2: To track net sales instead. this is the recommended option. record all merchandise sold on sales receipts and all merchandise returned on return receipts. we will use the term receipt to refer to both sales and return receipts. 2. select POS from the main toolbar. record returns on SALES receipts as negative quantities. Both receipt types are created using a single receipt form and both.

or enter item discounts as necessary. select receipts). select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog. 8. the receipt type is a sales receipt. choose to apply a customer discount to the sale. Enter any applicable global discounts in the Disc % or Disc $ fields in the totals area of the receipt. or Alternate Lookup. If applicable. make changes. If you want to make a return receipt instead. 5. UPC #. (Optional) List the customer on the receipt using standard lookup procedures. After updating. 171 . such as check number or credit card information. later in this chapter). 11. tax code. 1. 4. (Refer to Price and Discount Priority. With an item highlighted. Refer to subsequent sections for detailed information on each step and explanations of receipt fields. select RETURN RECEIPT from the side toolbar. 10. a new blank sales receipt form is displayed. ready for the next sale. Complete any additional information requested. 3. Note that a change here may affect discounts you have given in the previous steps. By default. NEW from the main toolbar (only necessary if you were viewing former 2. price. Change the price level if necessary. (Refer to Price and Discount Priority. later in this chapter). Edit individual item quantity. Select PAYMENT (<F12>) from the side toolbar to go to the Payment screen. Recording Sales & Returns Receipt Basics Completing a Receipt (Basic Steps) Navigate through the receipt form to complete the following fields. In the Item # field of the document item list. then select CLOSE (<F5>) to return to the item list. Enter amounts and select payment type(s) for monies received or given as change. Note that a customer discount will replace any manual discounts specified in the previous step. Enter an Associate – if security is being used. 7. 6. O Select ITEM LOOKUP from the side toolbar to locate and enter items from inventory. Global discounts are subtracted from the receipt subtotal rather than taken against individual items. list the items to be sold by any of these methods: O Scan the barcoded merchandise tag using a barcode reader. 9.9. O Manually enter the Item #. Select UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to print and update the receipt. If necessary. this field will be filled with the name of the loggedin user and cannot be edited.

“unhold” it. Unholding a receipt returns it to active status. Canceling a receipt permanently discards it. you will need to clear and relist the item(s) and/or customer in order to reflect the new values. you can return to a held receipt. Holding a receipt does not update the receipt or affect inventory quantities. depending on your last activity). inventory prices. Select HOLD from the main toolbar. From the dialog displayed. or a customer discount while a receipt is on hold. If you know changes have been made in these values while the receipt was on hold. The unheld receipt retains the original information. A held receipt is given a tentative receipt number. press <Esc>. Select CANCEL from the main toolbar or press <Esc> (you may have to press <Esc> twice. at which time inventory will be updated. Note: Held Receipt Retains Original Information If changes are made to your sales tax rates.QuickBooks POS User’s Guide Holding & Canceling Receipts A receipt in progress can be put on hold or canceled at any time before updating. Select HELD from the main toolbar to open the list of held receipts. With a receipt on hold you can carry out other activities. then select UNHOLD from the side toolbar. keeping it active. To hold a receipt: 1. Complete and update the receipt normally. make other sales. without keeping a copy in sales history. To exit the dialog and return to the receipt. Locate and highlight the required receipt. the next new receipt that is completed will be assigned the same number. To cancel a receipt in progress: 1. 2. No record is kept and inventory is not affected. that receipt will not automatically reflect the new information when it is unheld. or even exit from QuickBooks POS. However. its tentative number will be replaced with the next available receipt sequence number. . When a held receipt is unheld. this number is not removed from the sequence. and complete the sale. To leave the held list without unholding a receipt. To retrieve a held receipt: 1. Later. A discarded receipt does not affect inventory or customer records. 2. select: DISCARD RETURN TO RECEIPT 172 To discard the receipt.

sales to VIP customers. (See Chapter 4. (See the next page for more information on changing price levels on receipts. The prices in each price level can be manually edited in inventory.) 173 . Inventory. Price Level 1 would typically be the normal everyday retail price and is calculated by applying a user-specified margin % to the item cost.) Manual Discounting Manual discounts can be applied to individual items. This is referred to as the "active" price level. sales to employees. promotional sales. (See Global and Item Discount sections later in this chapter for more information.9. Recording Sales & Returns Receipt Prices and Discounts Some retailers offer different prices for retail sales. You can choose to apply the discount or not. The active price level can be manually changed as a receipt is being made to give a different price.) An example price level setup: Level Name Price 1 Retail calculated from cost and margin 2 Employee Level 1 less 10% 3 VIP Customer Level 1 less 15% 4 Wholesale Level 1 less 20% You also specify in preferences which price level will be the default price level for listing prices on receipts (normally Price Level 1). etc. Customers. QuickBooks POS supports this practice with a combination of features that can be used to list item prices on receipts.) Price Levels Up to 4 separate price levels can be defined for each item in inventory. at the time of sale using the Disc % and Disc $ fields. (See Chapter 8.) Customer Discounting Define a percentage discount for a customer in the customer file and when listing that customer on a receipt you will be prompted to apply the discount against the active price level for each item listed. you may not want to apply it if you are already having a sale and the active price level is a discounted level. or globally to the receipt subtotal. For example. You specify the percentage reduction with each successive price level and the program then calculates each level's price for you based on Price Level 1 as new items are added to inventory. if required. (Refer to the Chapters shown for more information on each.

Preferences: Default Price Level COMPANY PREFERENCES D PRICE LEVELS D Price levels: Define names for up to 4 price levels. Navigate to the PRICE LEVEL field and select a new price level from the drop-down list. Answer YES to change the price of all items listed on the receipt to the new price level. You might do this. If you want to change the default price level for all new receipts. Customer and manual item discounts given on a receipt are applied against this active price level. if you were having a weeklong 10% off sale. Specify the default price level to be active on receipts. Receipt Form View showing Price Level field and active price level in status bar To change the receipt price level: 1. for example. simply change the default level in company preferences. The next receipt made will automatically default back to the active price level specified in company preferences. The active price level is always noted on the status bar and in the Price Level field in the body of the receipt. The new default price level selected would automatically be the active level until you change it back.QuickBooks POS User’s Guide Changing the Price Level on Receipts The default price level specified in company preferences will be automatically set as the active price level when you create a new receipt. You will be prompted to confirm the change in price level. Define discount percentages for Price Levels 2-4. 174 . Remember to change the default price level back to your normal price level when the sale is over. 2. A change in price level will clear any previous manual item discounts given.

More information on giving discounts can be found in the sections that follow. if you list an item and manually discount it by 10%. the customer discount will overwrite the manual discount if you choose to apply it. If you subsequently change the price level of the receipt. For example. first. if any global discount is to be given in addition to the item discount(s). The following standard order is recommended: 1. a message is displayed informing you of the discount percentage. simply discount from the receipt subtotal. Finally. then select CLOSE (<F5>) to return to the item list. Remember. 2. highlight the item and select EDIT ITEM (<F5>). Global discounts. not an accumulated discount of 10% plus an additional 15%. 4. specify it in the Disc $ or Disc % field in the totals area of the receipt. customer discounts will be recomputed relative to the new price level price. If any item requires further discounting. Customer and manual item discounts are always applied against the active price level. Edit the Price. 175 . In you apply the customer discount. Recording Sales & Returns Price and Discount Priority Because there are several ways to apply discounts to receipt items. if you answer YES the customer discount will be calculated from the now active price level specified in Step 1. on the other hand. You always have the option to apply or not apply a customer discount. a confirmation message will be displayed alerting you that any previous discounts may be replaced. Specify YES or NO to apply or not apply the customer discount. List the items being sold. (Optional) List the customer. A global discount would be in addition to any item discounts given. if necessary.9. 3. and then list a customer that has a 15% discount specified in his customer file. All item prices will be listed from the active price level. If you change the customer or price level after items have been listed. Change the price level on the receipt. for the sale of a damaged item for example. the customer will still get a 15% discount but the discount will be applied against the new price level not the original. Disc $ or Disc % fields as appropriate. Changing the price level can affect discounts given in previous steps: manual discounts will be overwritten by the new price level prices. the customer would receive only a 15% discount. If the customer is entitled to a customer discount. it is important to understand how they work together and which discount will take priority if more than one is applied.

QuickBooks POS User’s Guide Receipt Fields and Procedures This section details the fields and procedures used when creating new receipts. Select RETURN RECEIPT from the side toolbar. item discount. is used to list the items being sold or returned.). Any customer on file can be quickly listed on a receipt using standard lookup procedures and new customers can be added to the customer file while completing a receipt if necessary. If you are processing a return you must change the receipt type to a Return receipt. enter any of the following customer information. all new receipts are opened as Sale receipts. [Tax%]. To return to a sales receipt select SALES RECEIPT from the toolbar. Document Item List The Items field. also called the document item list. e. To list a customer on a receipt: Method 1: In the Customer Lookup field. (Refer to the Receipt Items section of this chapter for procedures to list and edit items in the document item list. This list contains item information from inventory (item number. Fields shown in brackets. Inventory for basic item field descriptions. the body of a return receipt is stamped RETURN. In addition. etc. at your discretion by selecting YES or NO when the discount message is displayed. either as suggested or read only entries. You will be alerted if a customer discount is specified for this customer. but necessary if you want to offer customer discounting or track customer purchasing history.g. and then press <Enter>: • • • • 176 Last name Phone number Customer ID Company name . are populated by the program. Refer to Chapter 4. or not. receipt price. The receipt type is displayed in the blue navigator bar. The discount can be applied. It is followed by a listing of other receipt fields in table format (such as those displayed only in the former receipt List View).) Listing a Customer on a Receipt Listing customers on receipts is optional. Sale or Return Receipt? By default. To make a return receipt: 1. description) as well as information specific to this receipt (quantity.

including adding. The Accept Checks? field indicates if it is OK to accept checks from the listed customer. press <Enter> or double-click the name to list the customer on the receipt. Method 2: Press <F4> or click to access the customer file. Method 1 Enter or scan lookup info in the Customer Lookup field. search. Security Administrator for more information. (Refer to Chapter 12. If multiple matches or no matches are found. the Associate is automatically filled with the name of the logged-in user and cannot be changed. Recording Sales & Returns The information for a unique matching customer is instantly transferred to the receipt.9. Method 2 Press <F4> or click the selection button next to the Lookup field to go to the customer file and find a customer. enter customer information.) To change the associate (if allowed): 1. All normal customer functions are available while in the customer file. A unique match automatically fills the other customer fields on the receipt. or scrolling procedures to search for an existing customer and then double-click or choose SELECT CUSTOMER (<Enter>) from the side toolbar to bring that customer to the receipt. Filtered View. Adding a customer to the receipt by either of these methods brings the customer name. editing. the customer file is opened and the closest matches are grouped and highlighted. • Use standard sort. It is possible to list associate names on a receipt when not requiring logins. then select the customer and double-click or choose SELECT CUSTOMER (<Enter>) from the side toolbar to bring the customer to the receipt. 177 . and deleting customers. After selecting a customer. • If the customer is not in the file select NEW. phone number and ID from the customer file to the corresponding fields on the receipt (the lookup field displays the Customer ID). in this case an associate name can be selected from the drop-down list in the Associate field. [Associate] Some retailers track sales by associate for performance or commission purposes (you can print a report of sales by associate). The listed associate will be automatically credited for all items sold on the receipt. Select another user name from the drop-down list in the Associate field. Use a second piece of information from the customer to choose from the customers listed. If security is used.

The specified discount(s) will be applied to the subtotal amount of the document.) and the tax rates that apply to each code are defined in preferences. [Tax %]. to evaluate the effectiveness of the promotion. etc. A tax code can then be assigned to each of your items in your inventory. Disc$ Note: Global vs. At the time of sale. you could run a sales report. The same two fields contained within the item list and the Item Information dialog refer to item discounts and the specified discount(s) will apply only to the specific item for which they are entered. Global Discounts — Disc%. you are having a big mail promotion to celebrate your business anniversary. For example. Refer to the Sales Tax section in Chapter 2. are global discount fields. [Tax $] Tax codes (taxable. when an otherwise taxable item is being purchased by a licensed reseller or by a tax-exempt charitable organization. QuickBooks POS Basics for general information on handling sales tax. Preferences: Receipt Promo Code COMPANY PREFERENCES D SALES D SALES RECEIPTS D # Require a Promo Code field: If selected. you can change the tax code for individual items on the receipt by editing the Tax field in the Item Information dialog or item list. Enter a percentage discount in the Disc % field or an amount discount in the Disc $ field. You might do this. Later. (Refer to the Editing Items section in this chapter for instructions on changing the tax code at time of sale. Sales reports can be filtered by the Promo Code field. filtered on the Promo Code field. An entry in either field will result in the program automatically calculating and entering a value for the other. (Refer to the Receipt Items section of this chapter for more information on giving item discounts. exempt. Item Discounts The discount fields Disc% and Disc$. an entry in Promo Code field on receipts is required. You could record an entry of Anniv for all sales made during the promotion.) 178 . for example. Using these tax definitions.QuickBooks POS User’s Guide Promo Code This is an optional field used to record a miscellaneous note on a receipt. when they appear outside of the document item list. the program automatically calculates and makes the correct entries on receipts in the Tax % field (the tax rate from preferences) and the Tax $ field (computed).) To give a global discount: 1. An entry in the Promo Code field can be required in company preferences. charitable.

2] Two user-definable comment fields can be specified in preferences that are printed on the copy of the receipt given to your customers. Other fields are only available in the List View of former receipts. later in this chapter. Address line 2 from customer record. [Zip] [Address 1] [Address 2] Postal code. COMPANY PREFERENCES D SALES D Printed Receipt Comments: Enter default comments for each of the two comment fields. COMPANY PREFERENCES D SALES D RECEIPTS D ORDER TO DISPLAY FULL NAME FIELD: Specify the order to display full name on receipts. These fields are not displayed on the receipt form but are printed on the copy of the receipt given to the customer. For example.) Customer full name. receipts. and title. For item discounts. you could use a comment field to print "We Appreciate Your Business" on every receipt. Displayed only in the Item Information dialog. Disc Type Discount type. 179 . Fields whose purpose is obvious or common to all modules have been omitted from this table. Address line 1 from customer record. later in this chapter. [Date] The date the receipt was made. not individual item information. Will display either "Accept Checks" or "Do Not Accept Checks." See the section titled Notes on Specific Payment Types. these fields cannot be directly edited by the user. See Receipt Items section. [Ext P$] The extended price (Qty X Price) for each listed item. Displayed only in List View of former COMPANY PREFERENCES D SALES D Discount types: Predefine up to eight item discount types that can be selected from on a receipt. In the document item list. Recording Sales & Returns Other Receipt Fields The following table lists additional fields that affect the way receipt information is displayed. and reported. These comments are not displayed on screen and cannot be changed at the time of sale. Field Customer Information Usage [Full Name] (Optional fields used when tracking customers. Note: Field Label Symbols Symbol  Description Fields shown in brackets are automatically populated with suggested or read-only data by the program. including specified combination and order of first and last names. for more information on accepting checks as payment. List View summarizes the former receipt totals.9. [Comment 1. printed. Note that item-specific fields are only available in the document item list in Form View. Accept Checks? Indicates if personal checks should be accepted from this customer (populated from customer file). If read-only. Discount types are predefined in preferences and selected when an item discount is given on a receipt. Displayed in Form View as new receipts are created. Not directly editable.

This feature is only available if you track customers and you use the QuickBooks accounting program. [Receipt #] Sequential number assigned to receipts as they are created. Displayed in List View of former receipts only. etc. [Receipt Type] Indicates type of receipt as: Sale or Return. including receipts. Displayed in List View of former receipts only. enter or scan the Item. Reversed. a dialog is displayed (subject to security rights) with options to go to inventory to add a new item or to cancel and make a new entry. Not editable. In the item list. for example. Editable. If your entry does not match a current item in inventory. In the Item # field. [Subtotal] The sum of the Ext Price for all items listed on a receipt. The unique matching item is immediately brought to the receipt with a quantity of one and the cursor is moved to the next blank line. Repeat to add additional items. If more than one payment type was used. Locate and highlight the correct item. Displayed in List View of former receipts only. (see Edit Items. [Payment] The payment type used for the receipt. If you do not have security rights to add an inventory item. later. QuickBooks POS Basics for general procedures for listing items on documents. the subtotal less global discounts. UPC.) Price The price at which an item is being sold on a receipt after any line-item discount or price changes. tax code.e. Split is displayed. 180 . Calculated field. plus taxes and payments on account). Displayed in List View of former receipts only.. then select OK (<Enter>) to bring it to the receipt. the dialog will not be displayed and your only choices will be to make a new entry or use Item Lookup to go to inventory to find the correct item. later in this chapter for more information. and press <Enter>. [Total] The receipt total (i. Reversing. item discounts. or Alternate Lookup number or barcode from the price tag. 2. Select EDIT ITEM (<F5>) to open the Item Information dialog to make any necessary changes to quantity. as would happen if an Alternate Lookup matches an item number. Method 1: (Fastest) 1. Receipt Items Listing Items (Refer to Chapter 2. If multiple matches are found.) Use normal lookup procedures to list items on documents. 3. for details). (Refer to Payment by Account Charge. [Receipt Status] Indicates status of receipt as: Regular.QuickBooks POS User’s Guide Field Usage Payment on Account Used to record amounts paid on account by customers with charge accounts. then a Select Item dialog will open with a list of all matching items.

including leading zeroes. Search: To look for an item. if you move the cursor focus to any other part of the list. To display all fields again. This can make it appear that many of your items have disappeared. select a column to sort inventory. the entire number. Use standard sort. search. The inventory list is resorted with all matching entries grouped. must be entered. The currently sorted column is indicated by the . One way to do this to conduct periodic physical inventories and then make an aggregate adjustment in your QuickBooks financial software. Alternatively. From anywhere in the receipt. it is not necessary to place the cursor in the Search field before you begin typing.Adding an Item to Inventory and Immediately Selling It Defining a new inventory item while making a receipt and then immediately selling the item may result in a discrepancy in your QuickBooks inventory value. select ITEM LOOKUP from the side toolbar (or double-click in item list). Method 2: (To list items by choosing from inventory. and Filtered View procedures to locate the item(s) you want to list. Recording Sales & Returns Note: QuickBooks Users -. especially if you regularly make sales of items without defined costs. enter criteria in the Search field. In this case. only the items that have an entry in that column will be displayed. Pro Tip: Entering Search Words When entering a search word after immediately accessing Item Lookup. You can resort by any column displaying a . when in fact they are simply not being displayed. 181 . Searches are always done in the currently sorted column. This helps keep your inventory value accurate.9.) 1. (Refer to Chapter 5. as you would if you clicked on a new column heading to change the sort for example. press <F3> and choose a field by which to sort from the list in the Sort By dialog. sort by a column heading. Use normal navigational procedures to select the needed item. Note: Records Displayed for Selected Column Heading When you sort by a column heading. Sort: If necessary. such as Item #. 2. Inventory Utilities for more information on conducting a physical inventory) Pro Tip: Manually Entering UPC Numbers When manually entering a UPC. The item lookup screen in inventory is displayed. because the new item will not yet have a defined cost. that has an entry for all items. a compensating adjustment will have to be made in QuickBooks. However. then you must replace the cursor in the Search field before entering a search word. Simply begin typing characters and they will be displayed in the Search field. such as generic items.

For example. QuickBooks POS Basics for more detailed instructions on using Filtered View. Listing a Generic Item Generic items are general inventory items that can be used during a program start-up to record sales of items that are not yet individually defined in inventory. When done. for which you don't want to track inventory quantities. when listing them on receipts you can edit the description. A secondary use of generic items is to record the sale of miscellaneous charges or fees. As individual items are defined and tagged with their specific item. Select CLOSE (<F5>) to exit the dialog. and discount fields as required. locating. then. Edit the descriptive fields. The item is listed on the receipt with a quantity of one. To use generic items for recording sales. 182 . price and tax code as necessary. You can repeat this procedure of going to inventory. or alternate lookup numbers. 2. choose SELECT ITEMS (<Enter>) from the side toolbar and all items and quantities selected are transferred to the receipt. To cancel filtered view and display all items again. such as tailoring. Once you have located the correct item. Qty. the use of generic items is discontinued. (For more information on defining generic items refer to Chapter 4. Repeat for additional items. Use the generic item defined for the department from which the merchandise being sold comes. or shipping charges. with sales reporting by department. Use any method described above to locate and list the generic item on the receipt.) 3. • Select DOC QTY/PRICE (<F5>) from the side toolbar to open the Item Information dialog. double-click it. When done with edits. Alternatively. many of these fields can be directly edited in the document item list. When done choose SELECT ITEMS from the side toolbar and all items and quantities selected are transferred to the receipt with the quantities you specified. Repeat Steps 2-3 until you have located and listed all items you need. you would define one for each department in your store and/or each miscellaneous charge.QuickBooks POS User’s Guide Filtered View: Use filtered view to display only those items that match criteria you specify. select REMOVE FILTER from the side toolbar. select CLOSE (<F5>) to close the Item Information dialog. Only items from vendor XYZ are displayed. (Refer to Chapter 2. use one of the following methods to bring it to the document: • To immediately return this one item to the document. quantity. Type in the desired quantity in the Doc Qty field. wrapping. You can also change the receipt price of the item by entering a new price in the Doc Price field while in the Item Information dialog. This gets you up and running quickly. to display only items from vendor XYZ. then select OK. • If you need to list a large number of style items switch to Style View and enter receipt quantities directly in the style grid cells corresponding to each item. Use normal navigation to select the needed item. Select EDIT ITEM (<F5>) to open the Item Information dialog. UPC. Tax code. and double-clicking to list additional items.) To list a generic item on a receipt: 1. 4. until all your specific inventory items are defined and items tagged. Inventory. Price. 3. select FILTERED VIEW from the side toolbar and enter XYZ in the Vendor Code field.

Sample receipt listing a generic item being sold from Department MCA. Tax code. Disc $. Recording Sales & Returns Pro Tip: Using Generic Items to Record Fees and Miscellaneous Charges Miscellaneous fees. There are three methods to edit item information on a receipt: • With an item highlighted in the document item list on the receipt. particularly for services. The description. Wrapping). 183 . then select CLOSE (<F5>) to record changes and close the dialog. Generic items can be used for this purpose. select EDIT ITEM (<F5>) from the side toolbar to open the Item Information dialog. you can enter the generic item on the receipt. for details. (See Item Information dialog later for more information. quantity and price have been edited for the specific item being sold. Edit Receipt Items After listing items on the receipt you can edit the following fields: Qty.e. and update.) Sample generic items in Inventory for various departments. The non-inventory flag means the quantity on-hand in inventory will always be shown as zero. Duplicate item listings can be consolidated with the following procedure: 1. The fees listed this way will be reported as normal sales on reports. • To change a listed item to another item. 2.9. Price.). The values that can edited in the item list are limited. Description 1 and 2. this chapter. • Navigate to the editable fields in the document item list and enter new values directly. (Refer to Receipt Items. Flag them as Non-Inventory Items. The new item is added with a quantity of one. All editable fields are available in the dialog. Inventory. and the item discount fields (Disc %. Size. Make necessary edits. In this way. place the focus in the Item # field and enter or scan a new item number. Disc Type). and Chapter 4. Select CANCEL to return to the document. Select ITEM LOOKUP from the side toolbar. Like items are consolidated. edit its price and tax code as needed. Consolidate Duplicate Item Listings The program will allow you to list the same item on a receipt more than once. can be listed in the document item list on receipts. and the item will not show up in on-hand item reports. Attribute. Create generic item(s) in inventory for this use with the appropriate department code and the name of the fee as its description (i.

then select EDIT ITEM (<F5>) and make an entry in the Price. 3. Pressing <F5> will open the Item Information dialog for the last item in the list.QuickBooks POS User’s Guide Note: Editing Item Prices To edit individual item prices or give item discounts make an entry in the item’s Price or Disc % field in the receipt item list. If the cursor is in the blank row after the last item entered. QuickBooks POS will recalculate and populate the new Disc $ and Price fields for you. Type in the new information or. • To discount to a certain amount: Enter the new amount in the Price field and press <Enter>. later in this chapter. For example. price. and give item discounts. Only fields displayed in white are editable. • To discount by an amount: Enter the discount amount in the Disc $ field and press <Enter>. make an entry in the Disc % or Disc $ fields in the totals area of the receipt.) To apply a global discount to all the items on a receipt. (For more information. refer to the section on Giving Item Discounts. The Item Information Dialog Use the Item Information dialog to quickly access and change item information at point of sale. You can also select the item in the receipt item list. Navigate to the field you want to edit. These changes do not affect the inventory information for edited items. Follow any on-screen prompts for entering additional information. quantity. To discount an item: 1. if you discount by entering a percentage in the Disc % field. tax code. select CLOSE (<F5>) to record the changes and return to the receipt. In this dialog you can edit item descriptive information. • To discount an item by a percentage: Enter the percentage amount in the Disc % field and press <Enter>. Giving Item Discounts Whenever an item discount is entered using one of the discount fields the program calculates the other discount fields and price automatically. Select an item in the document item list. 2. access a drop-down list of entry choices. and then select EDIT ITEM (<F5>) from the side toolbar. when available. 184 . A global discount is subtracted from the receipt subtotal. When done. it is not necessary to move back up to the item. You can also select a different Price Level to use for the receipt. Disc % or Disc $ field in the Item Information dialog. To edit item information: 1.

Method 2: 1. 3. Recording Sales & Returns OR Navigate to the Price or Disc % fields in the document item list. Select DELETE (<Alt+D>) from the main toolbar. 2. Edit the Qty field to zero in either the document item list or the Item Information dialog. Move the cursor to the Item # field of the item you want to delete. 2. Select CONTINUE side toolbar. Type in a zero (0) and press <Enter>. 2. CLOSE or press <F5> to record the discount and Deleting Items To delete an item from a receipt: Method 1: 1. 2. To zero out the item: 1. and press <Enter>. Completing the Receipt To access the Payment screen: 1.9. Select a discount type from the list displayed. (If using the Item Information dialog) Select return to the receipt. Highlight the item you want to delete. 185 . TO PAYMENT SCREEN under the Total field or select PAYMENT (<F12>) from the To return to the receipt: 1. The item will remain on the receipt with a quantity of zero. Navigate out of the field or press <F5> to close the Item Information dialog. Select BACK (<Esc>) from the side toolbar. enter a discount price or percentage.

because you have not yet defined any payment type(s) for this amount. then select the payment type for that amount! To define a payment type: This first example assumes the customer is paying the exact amount of the sale with no change due. There is a general rule to remember when taking payment: Rule: Enter the payment amount first. the receipt total is displayed. Receipt Payment Procedures When you go to the Payment screen. Shortcut keys. Available payment types. The amount is highlighted. ready for you to type in a different amount or to select a payment type for the full amount. The total is also initially displayed as the amount due. 186 . Total and payment amounts for each payment type used. The total amount is already entered as the amount due when you enter the Payment screen so it is not necessary to change the amount in this case.QuickBooks POS User’s Guide The Payment Screen List of payment and change types used on this receipt.

then press <Enter> again to select it. as applicable. (See Giving Change later in this section for how to return change to the customer. In the example shown below. In this example. Select a payment type for this amount and provide any required information (refer to Steps 1 and 2 in the single payment transaction above). Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) to update and/or print the receipt. 2. the shortcut key assigned to the check payment type is <Shift + F2>. until no amount is left due. selecting payment types for each amount being paid. Press <Ï> <Ð> to highlight a payment type. by default.9. • Press the shortcut key combination corresponding to the payment type. an entry of $20. Gift Certificate was selected as the payment type and the Gift Certificate number was entered when prompted. The remaining amount due is displayed — $8. such as check number or credit card information.08 in our example.08. For example. we applied a cash payment for the remaining $8. In our example. Enter (or scan) any additional information requested. 3. Repeat. select UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to update and print the receipt. • Press <Enter> to switch the focus to the side toolbar. Enter the amount being paid by the first payment type (type over the amount due). The total sale amount. changing the amount due first if necessary. Select a payment type from the side toolbar by one of these methods: • Click or touch a payment type. Recording Sales & Returns 1. 4.00 has been made.) 1. n o 187 . 2. is entered as the amount due and selected for you when you enter the payment screen. 3. This example again assumes the customer is paying the exact amount of the sale with no change due. To process a split-payment sale: A split-payment sale is paid for using two or more payment types. When there is no longer any amount due (the last amount in the Totals column is zero).

and the rest as cash. Change is returned to the customer in one or more change types just as amounts due were taken from the customer by payment types.) 2. Enter a gift certificate number if asked and select OK. Enter the corrected payment amount and define a payment type. You can simply update and print the receipt. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>). The amount of the gift certificate is subtracted and a new change due amount is suggested. Zero is displayed as the new amount meaning the receipt is balanced. Move the cursor back up to the change amount and select DELETE before entering the gift certificate amount. you must enter a negative amount for the amount of the first type (the certificate in this example). 1. 3. 1. then cash will be automatically suggested for the change as well. Enter a negative amount for the amount of the certificate. Select DELETE (<Delete>) from the main toolbar. To give change in more than one change type: For example. Select GIFT as the change type. if you want to issue part of the change as a gift certificate. There is one important difference when you need to manually enter a change amount: Change Rule: Manually entered change amounts must be entered as a negative number. Highlight the payment amount that is in error. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>). then CASH is automatically selected as the change type. overwriting the suggested change amount. You can accept this amount (no need to overwrite it with a negative number) and select CASH as the second change type. 188 . 1. 4. (If CASH was selected as the payment type. 3. 2. The change window is displayed to specify the change type and amount to give the customer. the extra amount is displayed as a Change Due amount.QuickBooks POS User’s Guide To revise a payment: If a payment amount or type is entered in error it can be deleted and a new payment entered. Giving Change If the amount received exceeds the receipt total. To give cash change in a cash sale: If you select cash as the payment type for the amount due.

Define payment for the new amount due as usual. The cash drawer can also be opened manually when in the receipts module or from the POS main menu. 3.9. check. O Opens the cash drawer and displays the change window. it will automatically open when you update a receipt using payment types of cash. the new amount due displays how much the customer needs to pay in total (purchase amount plus the cash amount). Select CASH as the payment type. By entering the amount of cash back first.) To open the cash drawer manually: 1. enter the negative amount of cash to be returned to the customer first. enter – 50. 1. O Updates the Last Sold date in inventory for each item sold. 4. O Files the receipt in the current month’s sales history file. or gift certificate. follow these steps. Select OPEN DRAWER (<Ctrl+F8>) from the side toolbar. on relevant sales.g. O Returns you to a new blank sales receipt form (if not logged out). $50) while paying for a purchase by a type other than cash. 189 . The screen will show $50 cash is due in change. (Subject to security rights. logs the current user out of the program.. Recording Sales & Returns Pro Tip: Returning a Specified Amount of Cash Back While Ringing Up a Purchase If a customer wants a certain amount of cash back (e. O Updates the Last Sale date on the customer’s record. O Advances the receipt numbering sequence by 1. O Optionally. if the customer wants $50 back. Opening the Cash Drawer If you have a properly configured and supported cash drawer. For example. After selecting PAYMENT to access the Payment screen. O Prints a copy of the receipt for the customer. Effects of Updating a Receipt Updating a receipt: O Deducts sold quantities from inventory (sale) or adds quantities back to inventory (return). 2.

Select CREDIT CARD as the payment type. The allowed credit card types are Visa.” With QuickBooks POS Merchant Service account. Important: You must send your credit card transaction data to the processor the same day transactions are authorized to avoid paying a penalty. you can send each day's Merchant Service batch to the processor for settlement as part of the end of day procedure. select AUTHORIZE and proceed to Step 5. one of the following messages will appear: Authorized The transaction was approved. 2. you will have to disable Data Protocol and Compression settings. The operator will give you an authorization number. To settle credit card transactions: Although your credit card transactions are authorized immediately. funds are not transferred from the cardholder's account to yours until the transactions are “settled. MasterCard. For example. to perform credit card transactions. To accept a credit card payment (using QuickBooks POS Merchant Service): 1. Or if your workplace requires that a number (such as 9) be dialed to access an outside line. if using a computer’s installed Win Modem. Funds are then deposited in your account. as needed. settle.QuickBooks POS User’s Guide Notes on Specific Payment Types Payment by Credit Card Most retailers will want to set up an account with QuickBooks POS Merchant Service. you will have to enter this number in the modem’s dialing properties. Select FORCE AUTHORIZATION and enter the number in the Authorization field. 6. When your authorization request has been processed. A QuickBooks POS Merchant Service account offers an integrated credit card processing solution that allows you to authorize. Ask the customer to provide a different form of payment. Discover. For instructions on changing these modem settings. expiration date and card type manually or via a credit card swipe (equipment sold separately). powered by Wells Fargo Merchant Services. 3. and Diner’s Club. 5. or search for the words "Credit Cards" in the Help index). you must also enter the cardholder’s zip code. Note: Modem Problems If you receive an error message when the modem tries to dial out. and record all your credit card sales from within your QuickBooks Point of Sale software. Accept or enter a payment amount. Referral Voice authorization is required. If manually entering the information. 4. American Express. (For more information on setting up a merchant account go to the Merchant Service section of the Setup Interview. Repeat for another credit card or other payment type. Call the number listed on the screen and give the operator your Merchant #. Next. Proceed to Step 5. search for Modems in the program Help index. Enter the credit card number. until the amount due is zero. less the merchant discount fee. 190 . Select AUTHORIZE. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>). Declined The transaction was not approved. you may have to change your modem settings.

the transaction will still be authorized.) To cancel or void a credit card transaction: QuickBooks POS Merchant Service users can cancel a credit card transaction before authorization has been received by selecting CANCEL in the Credit Card Tender window.) Preferences: Address Verification System (AVS) COMPANY PREFERENCES D CARD SERVICES ENTERED CREDIT CARDS: Select an option D TREAT ADDRESS VERIFICATION SYSTEM RESPONSE TO MANUALLY to handle AVS discrepancies. (For more information. To accept a credit card payment (using other merchant service): 1. You can also send credit card transaction data multiple times a day. End of Day Procedures. however. 2. you should void the transaction. and expiration date. or to never accept mismatches. You can select to always accept mismatches. refer to Chapter 10. to be prompted for a response when mismatches occur. ("Card not present" fees apply. you send each day’s Merchant Service batch to the processor for settlement as part of the End of Day procedure. The results of this check are strictly for your information. If you suspect credit card fraud. Follow your service’s instructions for authorizing credit card payments. 3. 4.9. Refer to QuickBooks POS Merchant Service documentation for more information. Select a card type. Keep in mind that by using a different service. The system checks if the customer’s Zip Code matches the address currently on file at the cardholder’s bank and alerts you if there is a discrepancy.s Card not present QuickBooks POS Merchant Service does not require that the credit card be present to authorize a transaction. zip code. Select CREDIT CARD as the payment type. Recording Sales & Returns Note: Sending Merchant Service Batch If you have a QuickBooks POS Merchant Service account. you do need to have the customer’s name. card number. the transaction can be voided by selecting VOID in the Credit Card Tender window.) Note: Address Verification System QuickBooks POS performs an Address Verification System (AVS) check on all credit card transactions that are entered manually. If authorization has already been received and the customer suddenly decides to cancel the purchase. 191 . you will not be able to authorize and settle the transactions directly in your QuickBooks Point of Sale software. (See the preference setting on the following page to set how you want to handle this situation. Accept or enter a payment amount.

If the logged-in user has Owner. O You first define account limits for the individual customers in QuickBooks and complete a subsequent data exchange so the customer's account limit and current account balance are available in QuickBooks POS. Enter the check amount as the payment amount and select CHECK as the payment type. If the customer's credit limit is changed in QuickBooks. earlier in this chapter. entering the full amount of the check and selecting payment type and CASH as the change type. The warning can be ignored and the check accepted at your discretion. the receipt will be sent and posted to the customer's account in QuickBooks. simply select a different type for the change due. The entire amount will show as a change due. QuickBooks will send the new account balance (which may include finance charges not tracked in QuickBooks POS) so that you have an updated balance at point of sale to reference on the next sale. the check option is available but a warning dialog will be displayed to alert you. Enter the check number or complete verification procedures as requested. Account customers are defined in both QuickBooks POS and QuickBooks. O The Accounts Receivable flag for the customer must be set to Modified or Yes in the customer file. Create a receipt with no items listed and a zero total balance. CASH as the change type and then update Payment by Account Charge To allow customers to charge purchases on a store account requires that: You be a QuickBooks user. 2. Complete the sale normally.QuickBooks POS User’s Guide Payment by Check Note: Accept Checks? If a user with Associate security rights attempts to accept payment by check and the Accept Checks? field in the customer record is set to "Do Not Accept Checks". or Asst Manager security rights. (See the Pro Tip on giving back cash in the Giving Change section. To accept a check for more than the purchase amount: 1. CHECK as the The change can be returned by other types if desired. Manager. 4.) To cash a check without a purchase: 1. it will also be sent to QuickBooks POS during the next data exchange. the payment by check option will be disabled and another payment type will have to be used to complete the sale. When you exchange information with QuickBooks at the end of the day. Select normally. O O 192 . Select PAYMENT (<F12>) to display the payment screen 3.

Accept payment and update the receipt normally. Select the payment type the customer is using to pay for the gift certificate (cash. List the customer on the receipt.9. Reports. Start a Sales receipt. 2. Note that you cannot both take and give a gift certificate on the same transaction. 4. Payment cannot be accepted by charge on account if the sale would cause the account limit to be exceeded. and will then be available in QuickBooks POS after the next routine data exchange. List the items and customer on the receipt normally. credit card. The program checks the customer’s account balance and limit and alerts you if insufficient credit is available to complete the sale. Start a new receipt with no items listed and a zero total. Enter the amount being paid on account in the Payment on Account field. GIFT as the change type. track certificate purchases as Gift amounts paid out. The amount is displayed as a Change amount. Accept or enter the payment amount and then select ACCOUNT as the payment type. move the cursor back to the change amount and select DELETE (<Delete>). If cash is the payment type then cash is suggested as the change type. and redemptions as Gift amounts paid in. To record payments on account: 1. Recording Sales & Returns To process an account charge: 1. Update/print the receipt. 2. Update/print the receipt normally. 4. Optionally list items being sold in the same transaction. When a customer buys a gift certificate. The change window displays the amount to give the customer as a gift certificate. 3. Payment by Gift Certificate: A gift certificate is “store money” that can be used to purchase merchandise at some future date. as a customer cannot make a payment on account by charging it to his account. 2.). Enter the amount of the gift certificate. 3. etc. Select OK. The account limit can be increased in QuickBooks. To sell a gift certificate: 1. In this case. there is no net sale. The ACCOUNT option is not available on the payment screen when accepting a payment on account. 5. including X/Z-Out Reports. Certificate numbers can be recorded both on the sale and the redemption of gift certificates for tracking purposes. Select PAYMENT (<F12>) to display the payment screen. 3. Enter a gift certificate number in the dialog displayed and select 6. 193 . if desired. The customer is paying in the amount of the certificate in one currency (such as cash) and receiving the same amount as change in the form of a gift certificate.

you will lose the ability to track and report returns separately. create a normal return receipt. The customer’s charge account will be credited and a credit memo will be created in Quick Books. To do this. Select RETURN RECEIPT from the side toolbar. On the payment screen. 2. later in this chapter. 3. If refunding by credit card. On the Payment screen. entering quantities of returned items as negative numbers and quantities of sold items as positive numbers. 3. Pro Tip: Using Charge Account to Give Store Credit on Returns Merchants using QuickBooks POS in conjunction with QuickBooks accounting software. 4. Merchandise Returns Merchandise returns are recorded on return receipts.) Pro Tip: Returning and Selling on a Single Receipt It is possible to list both return items and sales items on a single receipt. You cannot both sell merchandise and return merchandise on the same receipt. or see the Pro Tip below). enter information as requested. To make a return receipt: 1. Highlight or display the original receipt. Start a new receipt. Process the payment normally. select ACCOUNT as the change type. then process the return amount on the Payment screen as change. Simply start a SALES receipt and list the items. however. Take additional payments and/or return change in the normal way.QuickBooks POS User’s Guide To accept a gift certificate for payment: A gift certificate can be used to pay for a sale the same as any other payment type. you instead will get net sales rather than returns broken out as a separate category. Update and print the receipt. can issue store credit on merchandise returns. edit as necessary. Change the receipt type to a return receipt. and allowing charge on account. Be aware. 1. List the returned merchandise. 4. 2. then select COPY to copy all the original receipt information and items to a new receipt. Pro Tip: Using Copy to Quickly Duplicate the Original Receipt If you can locate the original sale receipt in the history files you can speed up creation of a new return receipt. Update/print the receipt. that if you do this. On sales reports. Record the certificate number when requested. List returned quantities as positive numbers on a return receipt. 194 . A return receipt deducts the receipt total from the current day’s sales and adds the item(s) back into inventory. selecting GIFT as the payment type. using the same prices at which the merchandise was purchased (from the original receipt. for more information. select a change type for the amount to be returned to the customer. (Refer to Maintaining Receipts.

First. The displayed purchase history shows a summary of customer purchases. a list of former receipts.9. Select HISTORY (<Ctrl+F12>) from the side toolbar. A new. Then begin a new document by copying the original one. customer records. Reversing a former receipt both corrects your sales history and adjusts inventory. or copy a former receipt to create a new one. Options are available to print the customer’s history. and a breakdown of the items included on each receipt. Select HISTORY (<Ctrl+F7>) from the side toolbar to switch to the List View of former receipts. Access the receipts module. QuickBooks POS Basics). select choose the correct month from those displayed. Locate the receipt by either: • Scrolling through the history list. The List View in the Receipts module displays the current month’s (or a selected month’s) former receipts. To display a customer’s past purchases while creating a new receipt: In the Customer Lookup field. If the receipt was not made during the current month. Copy. and Correct approach. reverse the original. (See the notes on reversing receipts of specific payment types at the end of this section. But they can be reversed. • Using standard Sort and Search procedures (refer to Chapter 2. make corrections to the copy and update as usual to create a new corrected receipt. 2. to make a new receipt to replace the original with the correct information. Former receipts provide the permanent record of merchandise sold from (and returned to) inventory.) 195 . 1. Locating Former Receipts To locate a receipt in the history list: 1. MONTH SALES from the side toolbar and 2. Sales and return receipts are stored in the same history file and share the same numbering sequence. Use normal procedures to locate and select the specific customer. by creating a new receipt with the opposite effect of the original. Former receipts can be viewed in either List or Form View. Finally. blank receipt is displayed in Form View. etc. incorrect document. press <F4> or click to access the customer file. Reversing Former Receipts Former receipts cannot be deleted or edited. You can then use a Reverse. each receipt is stored as a former receipt in the sales history file for the month in which it was made. Recording Sales & Returns Maintaining Receipts After updating.

you will not be allowed to copy the receipt. 6. Set the QuickBooks POS date back to the date the original receipt was made. which reverses the effect of the original. Changes to an item's description or other information in inventory will not prevent copying. Reverse the original receipt as described above. you might want to date the new receipt the same as the original so that your sales reports reflect the date the merchandise was actually sold. the original receipt will be marked Reversed in the Status field and the new receipt that was created will be marked Reversing. first reverse the original receipt as described above. 1. To copy and correct a receipt: Copying and correcting a reversed receipt allows you to adopt the parts of the original receipt that you want to keep. so business can resume as normal. Select UPDATE ONLY (<F11>) or UPDATE/PRINT (<F12>). return to COMPANY D CHANGE CURRENT DATE and set the date back to today's date. Return to the receipts module. A Reversing Document dialog is displayed. A corrected receipt can then be made as described below.e. i. 196 . Back out to the main menu and select COMPANY D CHANGE CURRENT DATE. Locate and select the receipt to be reversed on the Sales History screen. When completed. 3. 1. The Receipt Status field is displayed only in List View. IMPORTANT: When done. It does this by creating a new receipt of the opposite type. A new receipt is created with the same information as the original. A reversing document with your name is automatically created and added to the former receipt file. 2. Pro Tip: Changing the Date on Receipts When you reverse a receipt more than a day old and create a new corrected one. a sales receipt is reversed with a return receipt.QuickBooks POS User’s Guide To reverse a receipt: Reversing a sales receipt adds the sold items back to inventory and reversing a return receipt deducts items from inventory. The payment types assigned must match the original receipt but the amounts can be adjusted as necessary to balance. correct receipt. Select REVERSE (<Alt+V>) from the main toolbar. The new receipt will have the same date as the original. 4. 2. Select your name from the Associate field and then select OK. Locate the original receipt in Sales History (status of Reversed). 3. copy the reversed receipt. Note: Items Deleted From Inventory If any item listed on the original receipt no longer exists in inventory. To do this. to make a new. 5. Make any necessary corrections (edits) to correct the information on the new receipt. Process payments for the receipt as usual. make and update the new corrected receipt as described above. Select COPY (<Alt+C>). and then correct or edit the parts that were inaccurate on the original.

you will need to handle collecting or refunding from/to the customer according to your store policy and legal requirements in your area. both the reversing (return) receipt and the new corrected receipt will be sent to QuickBooks as part of the next data exchange. Cash The reversing receipt (return) shows the original payment returned to the customer as cash change. this receipt will be automatically be sent to the card processor as part of the next settlement batch. enter the same number as the original certificate. the accounting is automatically corrected along with the other changes you make on the receipt. Record payment on the new corrected sales receipt by gift certificate as well. Record payment on the new corrected sales receipt by check as well. If you track gift certificates by number. If there is a difference between the amounts on the two receipts. Gift Certificate The reversing receipt (return) shows the original payment returned to the customer as change by gift certificate. Check The reversing receipt (return) shows the original payment returned to the customer as change by check. QuickBooks Users: In all cases. changing the amount of the check. you will need to handle collecting or refunding from/to the customer. resulting in a new charge on the cardholder's account. authorizing and updating the charge by manually entering the card information. This will result in a credit on the cardholder's account. If you use the QuickBooks Merchant Service. 197 . The following are brief descriptions of how reversing a sales receipt of specific payment types. Credit Card The reversing receipt (return) shows the original payment returned to the customer as change by credit card. If there is a difference between the amounts on the two receipts. This new receipt will also be sent with the next settlement batch. Record payment on the new corrected sales receipt by the same credit card. thus automatically updating your accounting records accurately. follow the same procedure but use the third-party processor's instructions for handling the card credit and new authorization. Record payment on the new corrected sales receipt as cash as well. The amounts taken in payment on the original receipt are returned as change (on paper) to the customer as credits on the return receipt created. If you do not use the QuickBooks POS Merchant Service. If there is a difference between the amounts on the two receipts. and then creating a new corrected receipt are handled. Recording Sales & Returns Notes on Reversing Receipts of Specific Payment Types When you reverse a sales receipt the reversing receipt created is a return receipt. you will need to handle collecting or refunding from/to the customer according to your store policy. In this way. Reversing a return receipt works the same way but the payment and change (credit) amounts are the opposite.9. Record payment on the new corrected sales receipt by account charge. Account The reversing receipt (return) shows the original payment returned to the customer as an account credit. or getting a new check according to your store policy and legal requirements in your area.

QuickBooks POS User’s Guide Printing Receipts Typically. Copies of former receipts can also be printed. To print a receipt: 1. you may wish to print more than one copy of the receipt.) 198 . number of copies. (Refer to Chapter 2. is determined by the design file and print options selected in workstation preferences. If a print option dialog is displayed: • Change the printer. 2. W/S PREFERENCES You may find it easier to select a design file by returning to the Printing Options page of the Setup Interview. if necessary. Preferences: Define Print Options D PRINTING D Define printer. • Specify the number of copies to print. For some transactions. along with other print options. design file. Select PRINT UPDATE (<F12>) on a new receipt or select former receipt. a receipt is printed when updated and given to the customer for their records. on credit card transactions you may want to print one copy of the receipt for the customer and a second signature line copy to keep on file at the store. For example. • Select PREVIEW to view the receipt prior to printing or PRINT to immediately print. and whether to display the print option dialog before printing. Here you can preview different receipt designs and select the appropriate on for your needs. PRINT (<Alt+P>) from the main toolbar on 3. Complete a new receipt normally and accept payment or select a former receipt in Sales History. QuickBooks POS Basics for general information on printing and previewing documents. The layout and information printed.

......................................................................206 Backing Up Your Data ............................................................209 199 ..................................................................................................................................................................................................................................................................................................................................................................................................................202 Data Exchange with QuickBooks .............................................................................209 Restoring Your Data ..............................................................................................End of Day Procedures 10 Overview................................200 Sending a Merchant Service Batch........................................203 Z-Out Store Close Report ...........................................................................................................................207 Manual Backups.....208 Rotating Backups .....................................

• Running a Z-Out Store Close report. • Backing up your data files. or if you are sending a merchant batch as part of the End of Day process. When you initiate the End of Day procedure. prompting you for input as needed. you should: • Make sure that all other users are out of QuickBooks POS (or sitting at the main menu). QuickBooks POS will continue with the current activity or.QuickBooks POS User’s Guide Overview The day is over. the program alerts you with a warning dialog. at the main menu of QuickBooks POS. • Updating QuickBooks with the day's transactions and other new information. 200 . There are four essential activities that make up the End of Day procedure: • Sending the credit card batch file to QuickBooks POS Merchant Service for processing. If you attempt to run End of Day while other workstations are still actively working in QuickBooks POS (other than sitting at the main menu). count the money. then USER INFO from the side toolbar. in the case of an improper shutdown. You can see which workstations are currently logged into the program by selecting COMPANY from the main toolbar. the server in a multiple-workstation environment) if you are using QuickBooks and transferring data during the End of Day procedure. Note: Running End of Day on Workstation 1 The End of Day procedure should be run from Workstation 1 (the first computer you installed QuickBooks POS on. the doors are locked. If you receive this warning. take the measures necessary to stabilize the system. This message could also result if any workstation running QuickBooks POS was improperly shut down. and backup your data before you head home. • Select CONTINUE. it’s time to tally up the sales. Activity Tolerance In a multiple-workstation environment. update QuickBooks (if applicable). these activities are carried out as you specify. only the workstation initiating End of Day can be actively working in QuickBooks POS while the procedure is running.

Select OK. 4. select POS from the main toolbar. The End of Day dialog is displayed. • Backup your company data (also specify to the default backup location or an alternate backup location). 201 . End of Day Procedures Basic Steps to Run the End of Day Procedure: 1. Select the procedures you want to run as part of the end of day closing by selecting or clearing the appropriate check boxes (refer to the following sections for more information about each of these options): • Send Merchant Service batch (credit card processing). 2. From the main menu of QuickBooks POS. 3. • Run a Z-Out end of day report (and specify a date range for the report to cover).10. and then END OF DAY from the side toolbar. • Run Data Exchange with QuickBooks. Enter additional information as prompted.

All you need to do is select the SEND MERCHANT SERVICE BATCH option on the End of Day dialog. You can run Electronic Funds Transfer (EFT) reports from within the reports area of QuickBooks POS. If selected. The service routes the transaction to the bank that issued the credit card. In addition. 202 . including statements. refer to the documentation provided by QuickBooks POS Merchant Service. (For more information. Not sending credit card transaction data to the processor the same day transactions are authorized will result in a penalty. credit card transactions are sent for processing only once a day. Only transactions not already sent are included in each batch processing. powered by Wells Fargo Merchant Services. Note that if you are sending a Merchant Service batch as part of the End of Day procedure. you can send transactions to the processor whenever you want. QuickBooks POS Merchant Service does the rest. you should run End of Day from Workstation 1. then select OK. and then transfers it into the merchant’s bank account. select POS from the main toolbar and END OF DAY from the side toolbar. QuickBooks POS transmits the data on each authorized credit card transaction to QuickBooks POS Merchant Service for processing. during the End of Day procedure. is available 24 hours a day. Once the data has been transmitted. Important: You must send your credit card transaction data to the processor the same day transactions are authorized to avoid paying a penalty. gets the money from them. as normal. This process is automated. However. Select only the Send Merchant Service batch option (clear the other options). To send credit card transactions to the processor without running the other End of Day functions. seven days a week from the QuickBooks POS Merchant Service web site.QuickBooks POS User’s Guide Sending a Merchant Service Batch If you have set up an account with QuickBooks POS Merchant Service.) Note: Sending Credit Card Transactions Multiple Times a Day Typically. Note that this option is only available for retailers who have a QuickBooks POS Merchant Service account. free online reporting. A monthly statement shows the total amount of each day’s transactions during that statement cycle and the fees that were charged. you should send each day’s Merchant Service batch to the processor as part of End of Day.

refer to Chapter 13. End of Day Procedures Data Exchange with QuickBooks If the appropriate preferences have been set and defined in company preferences. All transactions not previously exchanged will be transferred between the two programs. refer to Chapter 13. progress messages are displayed. • To conduct an information exchange as part of the End of Day process. (For more information on the data exchange process. Data Exchange). Data Exchange with QuickBooks. then UPDATE from the side toolbar. 203 . known as Data Exchange with QuickBooks. fifty receipts paid for with cash in one day would be consolidated into one receipt for the sum amount of all fifty for purposes of posting to QuickBooks. Again. For example. and a Z-Out Store Close report). This procedure should be used if you do not want to run the other end of day procedures (credit card settling. but only recorded on one sales receipt in QuickBooks. Due to this consolidation. (For more information about the data that is transferred. there will not always be equivalent records in QuickBooks for all individual documents created in QuickBooks POS. QuickBooks Financial Software The information contained on certain documents in QuickBooks POS will be consolidated before being sent to QuickBooks. So the amount of cash taken in for the day is recorded on fifty receipts in QuickBooks POS. The following information is transferred during an End of Day data exchange: Exported from QuickBooks POS to QuickBooks Imported from QuickBooks to QuickBooks POS • New customers (including New customers and updated account balances) customer information • Customer account balances • New vendors and updated and credit limit for edited vendor information customer records • Sales information (including • New vendors charges to customers’ accounts) • New payment terms • Receiving information • New employees • Inventory adjustments (aggregate) • New payment terms Only “new” data that has been added to QuickBooks POS or QuickBooks and has not yet been exchanged will be imported/exported. You can also manually run a data exchange at any time. Retailers that use this exchange capability. QuickBooks Data Exchange and Appendix C. As the information exchange proceeds.) Note: Records in QuickBooks POS vs. this option is only available if you are using QuickBooks in conjunction with QuickBooks POS and if you are at Workstation 1. have the option of conducting a data exchange as part of the End of Day process. certain types of data that have been added to QuickBooks are transferred to QuickBooks POS. To manually update QuickBooks: 1. select TRANSFER YOUR DAY'S TRANSACTIONS AND OTHER NEW INFORMATION TO QUICKBOOKS in the End of Day dialog. information from QuickBooks POS can be exchanged with QuickBooks 2002.10. Select QUICKBOOKS from the main menu toolbar. In addition. where it can be used for accounting and record-keeping purposes. data backup. Note that this option is only available if you are using QuickBooks in conjunction with QuickBooks POS and if you are running the End of Day procedure from Workstation 1.

QuickBooks POS User’s Guide
Error Handling
The following is a list of possible errors during a data exchange with QuickBooks and their solutions.
Error Message

Solution

QBPOS Company Preferences does not contain a
valid entry for <setting>. Check preferences and try
again.

In QuickBooks POS, change the option assigned to
the named setting in company preferences. Then run
the End of Day procedure again.

An error occurred while <importing/exporting> <type>
data. Please contact Technical Support.

A fatal error has occurred in the data exchange
process.
Contact technical support for further
information and assistance.

An error occurred while processing receipt #
<number> dated <date>.

For sales exports, this message lists the receipt # and
date that caused the error. Reverse the original
receipt, and then create a new receipt for the
transaction with slightly altered information to attempt
to correct the problem. (See Chapter 9. Recording
Sales & Returns for information on reversing receipts.)

Void any transactions referencing this invoice before
running End of Day procedure again.

Note: Accessing a Company File in QuickBooks
If you are using an older version of QuickBooks 2002, QuickBooks POS may not be able to access
your company file unless QuickBooks is currently running with the company file open. QuickBooks
POS will alert you with a warning message if this is the case. Your QuickBooks program can be
modified to automatically allow QuickBooks POS access to the company file by following the steps
listed in Chapter 13. Data Exchange with QuickBooks.

Data Recovery
In the event that your QuickBooks company file is lost and you cannot restore it from backups,
QuickBooks POS includes a method for sending all data within a specified date range to QuickBooks,
whether it has been previously sent or not.
This feature should be used only to recover when your QuickBooks company file data is completely
lost and you do not have a backup or your QuickBooks backup is not current. If you use this feature
at any time other than to recover from data loss you may overwrite important information or create
duplicate entries in your QuickBooks file. Try to restore your QuickBooks company files from your
QuickBooks backups before using this recover procedure.
Like the UPDATE button, the RECOVER button is only available if you use QuickBooks in conjunction
with your QuickBooks POS software and you are at Workstation 1. The use of this feature may be
restricted by security rights.

Warning: Data Recovery May Be Time Intensive
Depending on the size of your database, the date range you specify, and your computer speed, the data
recovery process may take a considerable amount of time to complete. Once started the process must
be allowed to complete. Errors may result in duplication or missed records if you attempt to stop and
restart the process.

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10. End of Day Procedures

To recover from a total QuickBooks company file loss (no QuickBooks backup):
1. Select RECOVER from the QUICKBOOKS menu in QuickBooks POS.
2. Specify a date range in the dialog displayed. All transactional data and new/edited customers and
vendors within the specified date range will be exported to QuickBooks.
3. Select OK to start the exchange. Progress messages are displayed as the recovery process is
executed.

To recover if your QuickBooks backup is several days old:
Restore from the QuickBooks backup first, then use the Recover feature in QuickBooks POS to send
only the data and transactions from the first day after the date of your QuickBooks backup file
through the current day.
For example, it is March 1. Your QuickBooks company file is damaged beyond repair, and the most
recent QuickBooks backup you have is from February 27.
1. Restore from the February 27 QuickBooks backup.
2. Select RECOVER in QuickBooks POS. Specify a beginning date of February 28 and an ending
date of March 1.
3. Select OK to send the data generated with the specified dates to QuickBooks.
4. Resume routine end of day data exchange procedures.

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Z-Out Store Close Report
As part of your End of Day procedure, you may wish to run a Z-Out (“zero” out) Store Close report to
provide a summary of your workstations’ sales activities for the day, reconcile the cash drawer, and
help prepare a deposit for the day.
You can easily do this by selecting to include the Z-Out report on the End of Day dialog. Select the
time period for the report from the drop-down list. For a Z-Out Store Close report, this is usually the
dynamic date TODAY. To define a fixed date range, select CUSTOM. When the End of Day procedure
is running, an Enter Date/Time Range dialog will be displayed where you can define a fixed date
range. (Refer to Chapter 2. QuickBooks POS Basics for more information about dynamic and fixed
date ranges.)
The Z-Out Store Close report includes sales activity for all workstations and cashiers.
(For more information on running a Z-Out report, refer to Chapter 11. Reports & Sales Charts.)

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10. End of Day Procedures

Backing Up Your Data
The data that a retailer gathers during day-to-day business operations and saves on his computers is
invaluable and must be protected from harm. Power failure, media defects, or hardware problems can
destroy days’ or weeks’ worth of information. Backing up your data on a regular basis enables you to
recover from such events as quickly and painlessly as possible. Failure to do so puts your entire
business at risk.
Part of the End of Day procedure is backing up your data and saving it in a compressed file,
QBPOS.QBP. The default backup location is the QBPOS\RPRO\BACKUP folder; however, for maximum
data protection, you are strongly urged to make regular backups to a separate drive. Typically, this
means saving the data to floppy disks and storing those disks at home or some other off-site location.
It is important to note that QuickBooks POS only backs up your QuickBooks POS data. Therefore, it
should serve as only one component of a comprehensive data backup strategy. You need to take
separate action to back up other important information for your business (accounting records,
employee records, etc.).
Backups to the Default Location
Your data is backed up to the local hard drive in a compressed file format, overwriting the previous
backup file. This automatic feature affords a degree of protection in the event your working data
becomes damaged; however there are some important limitations to this protection:

Your working data and backup file are on the same hard drive and thus both could be lost in
the event of a major hard disk problem, natural disaster, or theft.

Since the previous backup file is overwritten each time the program is exited, this method
provides only one generation of backups.

To make backups to the default location:
1. Select END OF DAY.
2. In the Safeguarding Your Data section, select
BACKUP LOCATION.

BACKUP YOUR COMPANY DATA,

then select

DEFAULT

3. Select OK to start the End of Day procedure.
Backups to An Alternate Location
Making backups to an alternate location affords a far greater level of security because you can backup
to removable media or a network drive (on a different computer) and you can rotate your backup
media so that you always have two or more generations of backups.
Making backups to a network drive provides additional protection because the data can be stored on a
different hard drive, but it still leaves the data vulnerable to hazards that could affect both computers
if they are located in the same building.
Backing up data to removable media ensures that your data is protected even if harm comes to your
computer system. Even greater data protection from catastrophic events, such as fire, is gained by
storing the removable media at a different site from where the computer is located.

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To make backups to an alternate location:
1. Select END OF DAY.
2. In the Safeguarding Your Data section, select
ALTERNATE BACKUP LOCATION.

BACKUP YOUR COMPANY DATA,

then select

3. Select OK to start the End of Day procedure.
4. When the Back Up QB POS Data dialog is displayed, select SPECIFY ALTERNATE LOCATION. Enter
the path or browse to the alternate backup location.
5. If backing up to removable media, such as floppy disks, place a blank formatted disk, tape or
cartridge in the drive.
6. Select BACKUP. QuickBooks POS will verify the integrity of your data and perform the backup to
the designated location.
Select CANCEL to exit the backup dialog without making a backup of your data.

Note: Backing up to Multiple Disks
Even though backup files are compressed, your data files may require multiple disks to successfully
complete a backup, especially if backing up to 3.5" floppy disks. It is recommended you have several
blank, formatted disks available before starting the backup procedure.
If you insert a disk that is not blank, you will be warned and asked if you want to proceed. If you answer
YES, all previous data on the disk will be permanently erased. If you are not sure, answer NO to replace
the disk with another or select CANCEL to abort the backup process entirely.

Manual Backups
Manual backups can be initiated at any time, but no other tool can be running on any workstation
during this process.
To perform a manual backup:
1. Select TOOLS from the main toolbar of the QuickBooks POS main screen, then select
from the side toolbar.

BACKUP

2. Specify the backup location. To backup to the local hard drive, select DEFAULT LOCATION. To
backup to a network drive or removable media, select SPECIFY ALTERNATE LOCATION and then
enter the path or browse to the location of the alternate drive.
3. If backing up to removable media, place a blank, formatted disk, tape, or cartridge in the drive.
4. Select BACKUP. QuickBooks POS will verify the integrity of your data and perform the backup to
the designated location. Select CANCEL to exit the backup dialog without making a backup of
your data.

Note: Automatic Backups on Exit
Whenever Workstation #1 exits the program and no other workstations are logged in, files are
automatically backed up. This is in addition to the backup made during the End of Day procedure and
requires no action on your part. Your data is backed up to the local hard drive in a compressed file
format, overwriting the previous backup file.

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10. End of Day Procedures

Rotating Backups
You should back up your data frequently. The data you can restore is only as current as the most
recent backup. Daily backups are recommended, and we suggest using a different set of media
(diskettes, tapes, etc.) for each day of the week. By using a different set of media every day, you have
multiple backups from which you can restore. This is important because file or media damage may
go undetected for several days. If you use only one set of backup media, by the time you realize you
have damaged data or media, you may find yourself in a situation where your only backup also has
the damage. If you use a separate media set for each day of the week, it is likely that you will still
have a backup containing a good data file that can get your business back up and running.

Rotating backups:
Take the disk or other
form of removable media
containing the oldest
remaining data...

Mon.
April 2

… and use it to
download the most
recent data, overwriting
the old file.

Tues.
April 3

Wed.
April 4

Thurs.
April 5

Place the newest data at the
end of the line. Repeat the
process daily, overwriting the
oldest data each time.

Fri.
April 6

Sat.
April 7

Sun.
April 8

Sun.
April 1

If a file becomes damaged or corrupted, you can restore it from
any one of these backup copies without losing everything.

Restoring Your Data
If it becomes necessary to recover from data loss, your files can be easily restored from your backups.
This is when you will be very glad you have consistently followed your backup routine!
To restore your data:
1. Select TOOLS from the main toolbar of the QuickBooks POS main screen, then select
from the side toolbar.

RESTORE

2. Specify the location of your backup files. To restore from the local hard drive, select DEFAULT
LOCATION. To restore from a network drive or removable media, select SPECIFY ALTERNATE
LOCATION and then enter the path or browse to the location of the backup files.
3. If restoring from removable media, put the first disk into the drive specified in Step 2.
4. Select RESTORE. QuickBooks POS will uncompress and copy the backup files back into your
working directory. You will be prompted to insert sequential restore disks if required.
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QuickBooks POS User’s Guide 210 .

...........................230 Create a Sales Chart .............................................................215 Entering Dates....................................................................................................................................................................................................................................................................................................218 X/Z-Out Reports ..........................................................................................................................................................................................................................213 Run a Report .......................................................................................................................234 Save a Sales Chart...............................................................................234 211 .........214 Report Filter Criteria ....................................................213 Report Access Levels............................................................................................................212 Overview .........................................................................................................................................223 How POS Actions are Handled on X/Z-Outs ....................................................212 Report Categories...............................................................................................222 X/Z-Out Basic Steps .................................................................................Reports & Sales Charts 11 Reports............................................................................................................223 Define Filter Criteria............................213 Report Options ................................................................................................232 Print a Sales Chart....................................227 Sales Charts .............................................................................................................................................................................................230 Overview .............................................................................................................................................................................................................................................................................224 Z-Out Reports.........................................................................................................................................................

etc. you enter selection criteria to include or exclude particular merchandise. Report options and filter criteria. Each report has a different design. and informed purchasing. A sample Reports module screen is shown below. sales analysis. Description of the report. to focus on a particular date range. such as Sales Summaries or Purchasing Journals. 212 Sample preview of the report. A report filter determines the actual information that is to appear in the report. which determines the information to be included and how it will be arranged. Using a filter. targeted customer mailings. Select a report category. The information contained in these reports comes from the data you routinely enter during normal daily operations. . List of reports available in the currently-selected category. Various report options can also be defined. with the information ranging from detailed item reports to reports summarized by style or department. That history can be viewed or reported in many ways. when you record sales on QuickBooks POS receipts you are automatically creating your sales history. Filters are also supplied with each QuickBooks POS report. For example. providing even more flexibility. has a variety of ready-to-use reports. Each report category.QuickBooks POS User’s Guide Reports Overview The Reports module offers a wide variety of reports that are valuable tools for inventory control.

From the main screen of QuickBooks POS. Users assigned to the Associate group do not have access to the reports module. A brief description of the report is displayed in the What You’ll Learn pane to the lower right of the screen.) 6. POs. for more information. for example. are displayed in the middle of the screen. report options and filter criteria for the report are set as they were last defined.) 5. Security Administrator for more information about security groups. To save the report. the information for Purchasing Journals is drawn from purchase orders or vouchers. for more information. The security groups who have access to the report. Edit these by selecting CHANGE REPORT OPTIONS (<Alt+C>) at the bottom of the screen. such as Inventory. Once saved. all users have access to all reports. the report is available for later review. contains reports relating to sales. To print the report. via the REVIEW feature. Certain reports will give you the option to change the date range for the report before it is run. If Security Administrator is not being used. select REPORTS from the main toolbar. then REPORTS from the side toolbar. Reports & Sales Charts Report Categories There are many report categories in QuickBooks POS. Run a Report 1. the information for Sales Summaries is drawn from receipts. 2. (Refer to the Review feature documentation in Chapter 2. etc. (Refer to the Previewer documentation in Chapter 2. The information for each report is drawn from the related data sources (document type(s) or inventory). such as Sales Summary by Style and Sales Summary by Department. Each category includes reports for a particular program area. The results are displayed in a Previewer window. 3. the reports a user can run or view is determined by the security group he/she belongs to. exit the Previewer by selecting EXIT PREVIEW from the Previewer toolbar.11. Choose the report you would like to run from the list of available reports in this category. Report Access Levels If you are using Security Administrator to control access rights to features in QuickBooks POS. (Refer to the Report Options and Report Filter Criteria sections in this chapter for more information. Departments. Select RUN REPORT (<Alt+P>) from the main toolbar to generate the report.) 7. select PRINT from the Previewer toolbar. 4. Select a category of reports from the drop-down list. For example. (Refer to Chapter 12. 213 . The Sales Summaries category. When you are finishing viewing the report. Reports that the currently logged-on user does not have access rights to will not be available for selection. Highlight any report in the list to view a sample of the report in the preview window. as well as the date and time it was last run.) Highlighting a particular report will display a list of the security groups that have access to it. in Reports as well as in other modules of QuickBooks POS. By default. etc. You then have the option to print the report or save it as a text file. The available filter elements and report options vary between report categories and individual reports. select SAVE from the Previewer toolbar.

page orientation.) 214 . you may notice slight differences in the amounts reported for certain values. (For more information about entering data in fields. which can then be arranged to form the complete report. the Report Properties dialog is displayed. While editing report options. When you select CHANGE REPORT OPTIONS (<Alt+C>) while viewing a report design. QuickBooks POS will print it in sections on multiple pages. or to display the print option dialog at time of printing. Define options as you would like. Preferences: Printing W/S PREFERENCES D PRINTING D Reports: Designate the default printing options for reports: printer. number of copies. Note: Rounding Values on Reports Due to rounding during calculation. such options can include the report subtitle. QuickBooks POS Basics. such as sales tax. To define report options: 1. refer to Chapter 2. Report Options Report options are user-definable instructions. you can revert back to the last saved set of options by selecting RESET (<Alt+R>). Depending on the report. 2. on different reports. design. Select the Options tabbed page if necessary. etc. the range of documents to be included.QuickBooks POS User’s Guide Note: Printing Large Reports If a report is too wide to be printed within the page width specified for the printer.

select CLEAR. Free-form Criteria There are report filter elements that allow free-form criteria. QuickBooks POS excludes all records that match the criterion and includes those that do not. You sell some of the item. Think of the tilde as meaning not or exclude. Exact Matches: Enclose the criterion in quotation marks to require an exact match. character for character. To define filter criteria: 1. refer to Chapter 2. Blank Fields: To filter for records with a blank field. Free-form criteria can be used with elements that have variable text entries. only part of the sales for this item would appear on the report. When you select CHANGE REPORT OPTIONS while viewing a report design.e. i. ignoring upper/lowercase. To exclude all blank records. Excluding Matches: If you start your criterion with a tilde (~). to require the characters enclosed by the quotation marks to match the entire field entry. Running a Sales Summary by Department in the Reports module would result in part of the sales for this item being listed under the department CAT and part under the department DOG. When running the report. Define filter criteria as you would like. Example: If your criterion is BLUE. if you filtered a sales report by the department code CAT. 2. only documents that match your criteria are accessed for the report. only blue is a match. To find only exact matches for BLUE. the program searches for a matching string anywhere in the corresponding field. Also. A matching data field cannot contain any characters (even leading spaces) that are not also in your criterion. For basic filter procedures. as doing so may result in transactions involving the item not being consolidated on reports. 215 . use “BLUE” as your criterion. Detailed information about specific filter procedures follow later in this section. i.e. Reports & Sales Charts Report Filter Criteria Filter criteria allows you to run reports that display specific information. Since the entire field entry must match what is contained within the quotation marks. then you edit the item’s department code to DOG and sell some more of the item. QuickBooks POS Basics. Warning: Editing Inventory Items Use caution when editing items in inventory.11. the Report Properties dialog is displayed. Select the Filter Criteria tabbed page if necessary. i. two quotation marks with nothing in between (“”). AND/OR statements (described later in this section) can be used with free-form criteria. For instance. You define each criterion by entering a string of alphanumeric characters. To clear all current criteria settings. use empty quotes. include blue but exclude sky blue. enter a tilde and empty quotes (~“”). both blue and sky blue would be matches. When you define filter criteria. In addition. say you have an item assigned to the department code CAT.e. such as Description 1.

QuickBooks POS User’s Guide Examples: ~BLUE ~“BLUE” (not blue) Excludes any records that include the word blue anywhere in the specified field. and BLUE GREEN would cause their respective records to be excluded from the results.e. Goal: Filter for all brown tie shoes Criterion: (an AND statement) BRWN TIE and TIE must both be in the Description 1 field Item(s) Selected: Item #101 BRWN Longer chains of criteria joined by AND can be built in the same manner. all black and brown tie shoes. SLON = slip-on. BUCK = buckle). The power and flexibility gained with such statements is immense in that you can filter by what might otherwise be unrelated information. RED Three rules determine how the program interprets any AND/OR statement. (not an exact match to what is in the quotation marks. Assume that the reports will also be filtered for the shoe department. The examples on this and the next page make use of the inventory data shown to the right. You can define multiple criteria and then include records that meet two or more criteria (AND) or those that meet any of the criteria (OR). BLCK. 216 AND . You can also use a combination of AND/OR statements. DARK BLUE and BLUE GREEN would be included in the results. SKY BLUE. / TIE = tie/lace-up. the entry in the record’s field must meet all of the criteria in order to be included in the filter results. Records with field entries of SKY BLUE. WHTE. Suppose that for your shoe department you include a color and description in Description 1 (BRWN. Example: Field entries of BLUE. NAVY. not exactly/only blue) Example: A field entry of BLUE would cause its respective record to be excluded. i. you could select such combinations as all black tie shoes. And/Or Statements Selected filter elements allow the use of AND/OR statements when defining related free-form criteria. DARK BLUE. or all slip-on shoes. Item # Description 1 000101 000201 000301 000401 000501 000601 000701 000801 BRWN TIE BRWN BUCK WHITE SLON BLCK SLON BRWN SLON WHTE TIE NAVY SLON BLCK SLON AND/OR Rule #1 If two or more criteria are joined by AND. Using AND/OR statements as your Description 1 criteria.

#801 When designing these more complex statements. the entry in the record’s field must meet any one of the criteria in order to be included in the filter results. In this case. i. Pro Tip: Using Quotation Marks and Tildes in AND/OR Statements Quotation marks.11. Reports & Sales Charts AND/OR Rule #2 If two or more criteria are joined by OR. Goal: Select all shoes that are brown tie or black slip-on Criterion: (a mixed AND/OR statement) BRWN and TIE or BLCK and SLON BRWN AND TIE OR BLCK AND SLON must be in the Description 1 field Item(s) Selected: Items #101. that were both BRWN and TIE (Item #101).e. 217 . and the tilde (~) can be used in your AND/OR criteria to specify exact matches. it often helps to visualize the AND statements enclosed within brackets and treated as a unit. #401. the criteria joined by the ANDS are grouped together and evaluated first. After evaluating all the ANDS. empty quotation marks. Rewriting the criteria above would yield: [BRWN and TIE] or [BLCK and SLON] The program evaluates AND requirements first. it identifies all items that meet the first AND requirement. the program looks at the OR statements. In this example. #501. Then it identifies all the items that meet the second AND requirement (BLCK and SLON. All items that satisfy either of the requirements joined by an OR are selected. and non-matches. Then the OR statements are evaluated. blank fields. #201. #701 Longer chains of criteria joined by OR can be built in the same manner. Goal: Filter for all brown or navy shoes Criterion: (an OR statement) BRWN OR NAVY Either BRWN or NAVY must be in the Description 1 field Item(s) Selected: Items #101. and Items #401 and #801 are selected because they satisfy the AND statement to the right. Items #401 and #801). respectively. AND/OR Rule #3 When three or more criteria are joined by any combination of ANDS and ORS. Item #101 is selected because it satisfies the AND statement to the left of the OR.

such as a month-to-date range. last year for this same year-to-date range. year-to-date. Entering Dates There are two types of QuickBooks POS dates: fixed dates and dynamic dates. For example. When you press <Enter> or exit the field. All vendors except that one specified vendor will be included in the report results (that is. 218 . if you enter 5/20/00.QuickBooks POS User’s Guide Range Criteria Range criteria allows both open-ended and closed ranges. etc. With a simple selection. the date will be converted to the format set up in your operating system. you also have the availability of dynamic date options. Fixed dates are fixed in time. Include/Exclude Criteria Option The INCLUDE/EXCLUDE option lets you choose how to filter — inclusively or exclusively. then no matter how much time has passed that will remain the recorded date. so do the dynamic dates. not the current QuickBooks POS date. There are a variety of predefined dynamic date ranges available for your use. If you want to filter for all vendors except one. you can specify to have the report span month-to-date. you could select that vendor as the criteria and toggle the include/exclude option to EXCLUDE. Dates are displayed in the format you have specified in Windows. the one vendor is excluded). with the appropriate slashes or hyphens added. The available quick entry formats are listed on the next page. As the operating system date changes. You can enter dates in that same format or use one of the following quick entry formats. Note: Current QuickBooks POS Date Dynamic date ranges are calculated according to your computer’s operating system date. For date ranges. Dynamic dates allow you to define a single date or date range relative to your computer’s current operating system date.

To view the following month. 11/24/2001. depending on your operating system settings. etc. To view the previous month. Click the date you wish to select. depending on your operating system settings. select the button or press <F4> to access a drop-down calendar. For example. Select OK to record the range and exit the dialog. 2. For example. <Alt+L L> Change date to one day earlier. select A (<PageUp>). <Number>. <5>. <Alt+PageUp> Move date forward one month. 11-24-01. if the displayed date is 6/4/02 and you enter <+>. <Enter> the date will be moved back five days to 5/30/02. Use the following keyboard commands to quickly enter new dates into date fields. In the Date Filter Type field. Move date back one year. <Alt+PageDown> <Alt+Home> <Alt+End> Move date back one month from the date currently displayed. and the currently selected date is shown in blue. <5>. <Enter> the date will be moved forward five days to 6/9/02. 9-5-01. 219 . For the start and end dates of the fixed period. etc. Example: 09052001 Mmddyy Example: 112401 Displays as 24-Nov-2001. <+>. <Alt+K K> Change date one day forward. if the displayed date is 6/4/02 and you enter <->. Move date forward one year. select FIXED PERIOD from the drop-down list.. If there is not a date specified. you can access a Date/Time dialog to define any date by clicking or selecting the field and pressing <F4>. <Enter> Move date back as many days as the number entered. Use the arrow keys to move from date to date. <T>. 09-05-2001. the resultant entry will be relative to your current operating system date.. 3.11. <Enter> Enter today's date. <Enter> Move date forward as many days as the number entered. select B (<PageDown>). <->. <Number>. To enter data in a fixed date field: 1. Today's date is circled in red. or highlight it and press <Enter>. If a date is specified in a field then the following commands will be relative to the displayed date. When you choose to define report options or filter criteria. Reports & Sales Charts Quick Entry Formats Display Formats and Notes Mmddyyyy Displays as 5-Sep-2001.

Once your selection has been made. Note: Changing the Report Date Range at Runtime Certain reports that users tend to run frequently—X/Z-Out reports. 220 . Choose a range from the drop-down list in the Date Filter Type field. a dialog is displayed. To define a starting day. enter the Duration field (<Alt+U>) and enter a number of days. and sales summaries—give you the option of modifying the date range at runtime. 2. 3. or months. months. or define a new fixed (CUSTOM) or dynamic date range. 2000. Select OK to record the range and exit the dialog. enter the Starting field (<Alt+S>) and enter a number of days. voucher journals. choose OK to run the report. Note that if you run the report with a different date range than the one currently defined in report options. weeks. The table of dynamic date examples on the next page is based on a current system date of April 19. To define a duration. this new date will become the default date in the report options for that report. If you choose a user-defined range (any of the ranges with ? in them) then you will have to define a duration and start date.QuickBooks POS User’s Guide To enter data in a dynamic date field: 1. without requiring you to return to the Report Properties dialog. you can choose to run the report with the date range AS SPECIFIED in report options. sales journals. At this point. or weeks ago from which to start your range. When you select RUN REPORT.

2000 April 19 – April 28. 2000 May 4 – June 2. 2000 April 23 – May 5. (April 1-19. 2000 TODAY Current date. 1999) 221 . (April 16-19. 1999) MTD (LAST YEAR) From the first day of the month to the current day/month for last year. starting <number> months ago. (April 19-19. For these examples. The current month is 0 months ago and next month would be –1 month ago. The first complete week preceding the current date is 1 week ago. An open range cannot be defined with this option. Select it to define a date range with a specific starting and ending date that will remain unchanged. 2000 A duration lasting <number> months. etc. The current week is 0 weeks ago and next week would be –1 week ago. (January 1-April 19. starting <number> of days ago. (January 1-April 19. (April 18-April 19. 2000) WTD (LAST YEAR) From the first day of the week to the current day/month for last year. (April 1-April 19. the previous week would be 2 weeks ago. Duration 1 week 2 weeks 3 weeks '?' MONTHS '?' MONTHS AGO Starting 16 days ago 0 days ago -15 days ago Starting 2 weeks ago 0 weeks ago -1 week ago Range of Dates April 2 – April 8. 00 March 1 – May 31. 2000 April 1 – April 30. starting <number> weeks ago. 2000) YESTERDAY Yesterday. '?' DAYS '?' DAYS AGO A duration of <number> days. the previous month would be 2 months ago. 2000 A duration lasting <number> weeks. Reports & Sales Charts Dynamic Date Range Option Range of Dates FIXED PERIOD: FROM DATE TO DATE A non-dynamic date range option. 2000) MTD (FROM 1ST DAY OF THE MONTH TO From the first day of the current month to today. The first complete month preceding the current date is 1 month ago. etc. 2000 April 16 – April 29.11. 99 – Mar 31. 1999) YTD (LAST YEAR) From January 1 to the current day/month for last year. assume the week starts on Sunday. Duration 5 days 10 days 30 days '?' WEEKS '?' WEEKS AGO Range of Dates April 3 – April 7. Duration 6 months 3 months 1 month Starting 6 months ago 1 month ago -1 month ago Range of Dates Oct 1. (April 18-18. 2000) TODAY) YTD (FROM 1ST DAY OF THE YEAR TO TODAY) From January 1 of the current year to today. 2000) WTD (FROM LAST SUNDAY TO TODAY) From the first day of the week to today.

W/S PREFERENCES 222 . credit card. Non-Currency Media: Media other than currency used to pay for sales/returns. Note: X/Z-Out Terminology Breakouts: Listings of the total amount paid in. All reports: • Include all sales activity for the period. • Include net sales. COD. Z-Out reports (“zero” out) are reports of point of sale activity typically generated when closing out the cash drawer at the end of a shift or day. and/or gift certificate. and the net amount for each discount type. Media: A general term for currency and non-currency items (see below) used as payment. a Z-Out Drawer Count report: • Can be used for cash drawer reconciliation. number of copies. • Can be used to record manual counts of currency. deposit. as often as wanted. payment. reporting both the day’s cash flow and any amounts over or short relative to recorded transactions. • Can aid in preparing bank deposits by calculating a deposit amount and printing the list of deposit items. cash flow. for a quick check on sales activity or to obtain a non-currency media listing up to the time the report is run. Currency: Bills and coins used as payment. and breakouts for discounts. X-Out reports can be run at any time during the day. Preferences: Printing D PRINTING D X/Z-Out: Designate the default printing options for reports: printer.QuickBooks POS User’s Guide X/Z-Out Reports The Reports module contains two types of reports that can provide an up-to-the minute accounting of point of sale activities for the current sales period. store credit. the amount paid out. Non-currency media are the documents or certificates used to record amounts paid for by check. The Reports module provides a separate Z-Out report for each of these situations: the Z-Out Drawer Count report and the Z-Out Store Close report. These listings are included in all X-Outs and Z-Outs. design. or to display the print option dialog at time of printing. In addition. account.

6. or Z-OUT STORE CLOSE as appropriate. Workstation The workstation(s) to be included. all associates are included. Reports & Sales Charts X/Z-Out Basic Steps The sections that follow provide additional details on running X/Z-Out reports. 2. 8. select CHANGE REPORT OPTIONS from the bottom of the screen to define filter criteria for receipt date/time. select REPORTS from the main toolbar. RESET to erase your changes and revert back to the last 223 . Optionally change the receipt date range in the dialog that is displayed. From the side toolbar. and/or associate. To run the report for the date range defined in your report options. Associate The cashier/associate(s) to be included. Select (<F4>) to access a list of registered workstations to choose from. While editing filter criteria. all workstations in the store are included. To run an X. select REPORTS. Select RUN REPORT from the main toolbar. From the QuickBooks POS main menu. Choose X-OUT SHIFT REPORT. Select OK. In the Reports module. you can select saved criteria. Optionally. 5. select X/Z REPORTS from the drop-down list of report types. (Z-Out Drawer Count only) Perform manual media counts if necessary. Select PRINT to print the report. Z-OUT DRAWER COUNT. 7. (Refer to Chapter 2. and the Entering Dates section earlier in this chapter for additional information on using filters and dynamic dates respectively. The date range can be specified as a fixed range or a dynamic date range (relative to the current system date). For Z-Out Store Close reports. Note that you also have the option to change the report date range in the dialog that is displayed at runtime. cashiers. Date fields allow direct entry or you can access a selection list of date options by selecting (<F4>). 3. 4.) 9. Define Filter Criteria The filtering options for X-Out Shift and Z-Out Drawer Count reports allow the definition of any combination of workstations. workstation. select AS SPECIFIED. you can only filter for time period. and time period for the report.11.) Define Filter Criteria Receipt Date/Time The date and time range of receipts to be included. If left blank. If left blank.or Z-Out report: 1. This can be an individual associate or all associates. (See the Z-Out Reports section in this chapter for more information.

The cash flow is adjusted appropriately. The next two pages show a sample X-Out Shift report. such as check or credit card. • User-defined discount types from preference settings are used to identify item discounts given at point of sale. the cash flow is adjusted for the certificate amount. 224 . Non-Currency Media • X/Z-Out reports include itemized listings of the individual amounts paid for by non-currency media. Check. Again. the sale is included in the sales summary. identified by type. • Refunds for returned merchandise are recorded as paid-out amounts for the type of payment used. Discount dollars or types are not identified there. • GLOBAL is assigned if you discounted the receipt total. there is no entry in the initial sales summary section of the report. Gift Certificates • Purchase of a gift certificate: As this transaction is not a sale. The amount of the certificate is reported as an amount paid in by the payment type used (Cash. If a sale is paid for with $50 cash and $75 on a credit card. amounts are credited to the individual payment types. the report would show a $50 cash paid-in amount and a $75 credit card paid-in amount. Discounts • The sales figures in the first section of the report are calculated from the receipt totals after any discount. • The discount breakout section reports all discounts.) and an amount paid out by Gift. Accepting More Than One Payment Type • When the customer pays for a transaction using more than one payment type. • Amounts recorded on return receipts are shown in the Returns column. etc.QuickBooks POS User’s Guide How POS Actions are Handled on X/Z-Outs Sales and Returns • Sales recorded on sales receipts are reported in the Sales column in the first section of the report. The receipt total is shown as amounts paid in by Gift and any other payment types used. • Redemption of a gift certificate: When a gift certificate is used to purchase merchandise.

& Net Individual Credit Card Type – Paid In. & Net Checks – Paid In. & Net 225 . Returns. Returned. Paid Out. & Net Sales Cash Flow Discounts Given. Paid Out. & Net All Credit Cards – Paid In.11. Paid Out. Reports & Sales Charts Filter Criteria Gross Sales. Paid Out. & Net Receipt Counts Cash – Paid In.

QuickBooks POS User’s Guide Individual Credit Card Type – Paid In. & Net Lists of Individual NonCurrency Media Items 226 . & Net Gift Certificate – Paid In. Paid Out. Paid Out.

the Z-Out Drawer Count report also displays manual media counts (if recorded) and the amount of currency to be deposited. all workstations and associates are automatically included in the report. In addition. Z-Out Drawer Count: The Z-Out Drawer Count report is typically run at the end of an associate’s shift. Unlike the Z-Out Drawer Count report. Reports & Sales Charts Z-Out Reports Media Counts and Reconciliation Z-Out reports contain all the information included in an X-Out. manual media counts are optional. This amount cannot be edited. Z-Out Store Close: The Z-Out Store Close report is typically run at the end of the day when closing the store. the Media Totals window is displayed. The Media Totals window lists several currency fields. Z-Out Drawer Count reports can be filtered by date range. The total amount of non-currency media accepted during the time period for the report is also displayed. Otherwise. In addition. manual media counts can be recorded and reported on the Z-Out Drawer Count report. When this preference is selected. Preferences: Requiring Manual Media Counts COMPANY PREFERENCES D SALES D Require a manual media count for X/Z Out: # Select to require a manual media count on Z-Out Drawer Count reports. manual media counts and deposit amounts are not available for the Z-Out Store Close report. For maximum accountability.11. it is recommended that you require your associates to conduct manual media counts at the end of each shift. workstation. The report can only be filtered by date range (usually today). but are typically filtered by associate for today’s date. Z-Out Drawer Count reports cannot be printed until a manual media count is entered. and/or associate. summarizing the sales activity over the course of the shift. The entries for currency are completed as follows: 227 . The Media Totals Window for Z-Out Drawer Count Reports After selecting RUN REPORT (and selecting OK from the runtime Report Properties dialog) to begin the Z-Out Drawer Count report.

5. (<F4>) Enter Currency Counts Enter the count of each denomination. 228 . Complete the counts for each currency as described below. select OK to complete the report and reconcile the drawer. QuickBooks POS suggests the amount that was entered in the Leave field the last time a Z-Out Drawer Count report was run for this workstation. QuickBooks POS calculates and displays the currency total at the bottom of the window. The Deposit fields are calculated amounts and can only be edited by revising the media counts.) The program generates a Deposit amount based on the entries you have made. 3. The Media Count Window for a Z-Out Drawer Count report The Media Count window is opened by selecting from the Count field in the Media Totals window. In the Leave field. Enter any optional remarks to explain discrepancies or problems. (By default. select OK to carry the currency total to the Media Totals window. Once the count is completed. Based on your counts. (By default. Enter the amount of currency that was in the drawer at the beginning of the period in the Begin field. then run a Z-Out Store Close report. Remarks are printed at the end of the Z-Out Drawer Count report. 4. enter the amount of currency that is to be left in the drawer to begin the next period. When all entries are complete. If you are doing a manual media count: Select the the Media Count window.) (<F4>) button in the Count field to open 2. Note: Running Z-Out Reports If you want to conduct manual media counts for each drawer at the end of the day and still want to run a Z-Out Store Close report.QuickBooks POS User’s Guide 1. you should run Z-Out Drawer Count reports for each workstation. QuickBooks POS suggests the amount that was entered in the Leave field the last time a Z-Out Drawer Count report was run for this workstation. The total of each counted media type is automatically carried from the Media Count window to the Media Totals window. or entering new Begin or Leave amounts.

00 Net: 440. QuickBooks POS calculates the amount of currency that should be in the drawer (Net) and compares that with the currency count to determine the amount over or short.50 Balance: 0. Z-Out Drawer Count reports can be filtered by workstation and/or associate. At this point the associate can select YES to continue running the Z-Out Drawer Count report without addressing the problem. in the same format. and also display cash drawer reconciliation and the amount of currency to be deposited. Reports & Sales Charts Discrepancy Warning After media counts are completed and amounts are entered on the Media Totals window. the associate chooses OK to reconcile the cash drawer. If discrepancies exist between what the associate counted and what the program has recorded as paid. Remarks entered on the Media Totals window are printed at the end of the report. Paid In: 440. for all workstations and associates. Once the associate chooses to continue.69 CHECKS In addition.00 Net: 566. QuickBooks POS also calculates the cash amount for the deposit. there is one last opportunity to review or make changes before proceeding with the reconciliation. a discrepancy notice is displayed. QuickBooks POS displays summarized information for each non-currency media.11.15 Paid Out: 20.50 Paid Out: 0. contain the same information as an X-Out report.69 Short: 0. or select NO to return to the Media Totals and Media Count windows to attempt to correct the discrepancy. Answering YES at the confirmation screen runs the reconciliation and creates the Z-Out Drawer Count report.00 Deposit: 416.Leave DOLLARS Paid In: 437.50 Count: 440.79 Count: 566.36 Begin: 150.00 229 .10 Leave: 150. Net = Begin + Paid In – Paid Out Short/Over Balance = Net – Count Deposit = Count . The Z-Out Reports Z-Out Store Close reports contains the same information included in X-Out Shift reports. On Z-Out Drawer Count reports.

plotted as a pie chart. department. For example. Units. Only one descriptive element can be graphed at a time and all of the sales information for that element. visualizing trends. Bar graph: Bar graphs are particularly effective when making comparisons among members of a group. Several types of graphs and charts are available. discloses units sold for five different vendors (only non-zero values are plotted for each vendor) over the course of five months. each best suited for a particular purpose. attributes. the same sales data as used above. associates. sizes. or weekdays. vendors. clerk. such as departments. Five values of merchandise sold (Price. Graphical formats are useful for making quick comparisons. Only one result can be charted at a time in a pie chart. and instantly communicating data to others. hours. this side bar graph compares the sales performance of five vendors.QuickBooks POS User’s Guide Sales Charts Overview The Sales Charts Tool can display a summary of the sales for different descriptive elements. Pie Chart-Sales Charts 230 . The information can be viewed in graph or chart format. in the selected analyzed period of time. Margin $. etc. Bar Graph-Sales Charts Pie charts: Pie charts enable you to visualize what proportion of the total sales was contributed by which vendor. will be graphed or charted. Thus. and Margin %) can all be compared at once for each department. Cost.

Cost. Cost. Reports & Sales Charts Area graphs: Area graphs are best suited for identifying trends and for visualizing the fluctuations of sales. You can track up to five values on the same chart. Price. and Margin % of merchandise sold by different departments are being compared. This chart compares the Price. Line Graph-Sales Charts 231 . In this sample line graph. You can track up to five results on the same graph. and Margin % of merchandise sold from five departments in the course of five months. Units. Area Graph-Sales Charts Line graphs: Line graphs are very similar to area graphs. Margin $. Margin $.11.

a graph showing a sales summary for each Vendor in inventory will be displayed. select the values to be displayed. Define the date range for your sales chart. Select a different descriptive element to look at a sales summary of information relating to that element. you can select ANALYZE from the side toolbar to reopen this dialog. select REPORTS from the main toolbar and then SALES CHARTS from the side toolbar. and Line graphs will display any combination of the values selected. The first value selected (from the left) is charted. if VENDOR is selected. if you wish to change your date range.QuickBooks POS User’s Guide Create a Sales Chart 1. From the bottom of the screen. From the side toolbar select the descriptive element to be displayed. 2. From the main screen of QuickBooks POS. Pie charts will only display one value at a time. 4. A dynamic date filter dialog is displayed. The values with a check mark next to them will be included in the graph. For example. Price would be charted for a pie chart. In this example. The summary will only include the values selected in Step 3. (Refer to the Entering Dates section earlier in this chapter. Only one choice can be displayed per graph. Area.) 3. Bar. Later. 232 .

With Points switched off. Marks displays the values for each charted result on a Bar. Area. or Line graph. making the Margin $ equal 20%. Units sold is 60. or PIE from the chart toolbar. then each value would be divided by the total of the three. To switch to a different 3-Dimensional: Any of the four chart formats can be displayed with a three-dimensional effect. and Price sold is 100. and the Price equal 50%. This is a useful when printing on a noncolor printer. 200. when comparing the amount of Margin $. It displays the values for each charted result on Bar and Area graphs. Stacked displays the values for each result charted one on top of the next for Bar and Area graphs. one behind the other. In this example. Select the type of chart to be created. Pattern displays each piece of the Pie chart in a different pattern instead of in a solid color. AREA. For example. Side displays bar graph results side by side. if Margin $ sold is 40. Reports & Sales Charts 5. Marks will always be shown on Pie charts. To be an effective comparison. LINE. Units. only the line is shown. Graph Format: Select BAR. Select 3D to toggle that effect on/off. chart format. more than one value should be selected when displaying a Stacked 100% graph. Stacked 100% shows the percentage sold of each value in comparison to the other selected values for Bar and Area graphs. and Price sold for each department. Default can only be displayed if 3D is selected. Cost equals 400 and Margin % equals 800. simply select it.11. the Units equal 30%. Points plots each value as a point on a Line graph. 233 . Effect: Additional display options are available in the Effects menu.

Select View Margins to display the margin indicators on the screen. select PRINT (<Alt+P>) from the main toolbar. • On Bar. on Bar. 3. With the chart displayed. 1.jpg format). right or left. use any of the following options: Specify Portrait or Landscape Mode. zoom out by placing the cursor along either axis of the graph. or behind it on Bar. Click Reset Margins to restore the last saved margin settings. Click SAVE (<Alt+S>) and specify a file name and location. Area. • Click on a result to make it switch places with the result below. Set Detail to More to print the chart at the maximum size possible with the specified margins. release. • On Bar. Area. Display the chart. Adjust the width of any margin. Click and drag it to the lower righthand corner. and the graph will enlarge. the program will chart the left-most selected value. or Line graphs. The chart size expands/shrinks automatically to match the new margins. next to. 2.QuickBooks POS User’s Guide Note: Charting Tips • Only one result can be charted at a time in a pie chart. If you select two or more values. • You can move the graph up or down. or Line graphs. Save a Sales Chart A chart can also be saved as a file (. Print a Sales Chart 1. or Line graphs. Margins can also be changed by dragging and dropping the margin indicator lines with your mouse (see below). and Line graphs. To modify the printing instructions. 234 . 2. Select Proportional to return the chart to its original relative height and width proportions. To change the printer selection. Right-click one of the lines of the graph and drag the graph until the proper portions are displayed. Area. Select PRINT (<Alt+P>). Area. choose a different printer from the Printer drop-down list. Click and drag to upper-right. release. zoom in by placing the cursor along the left axis of the graph in the upper-left portion of the section to be zoomed in on. When set to Normal. the chart is reduced slightly and the text labels identifying the chart data are enlarged. and the graph returns to its original size.

..................................................241 Delete a User............................................241 Security Rights by Group ..................................................................................239 Copy a User Profile .......................................................................................................................................................................Security Administrator 12 Overview......................................................................................................................................................238 Add a New User...........................................................................................................................................................................................242 235 ......................................236 Import of QuickBooks Employees ........................................................................................................237 Launch Security Administrator................................240 View/Edit User Properties ..................................................................................................................

You can manually launch Security Administrator at any time later to add or remove employees. If your answer was yes. First. The second reason is to use security groups to restrict employee access to program functions. You also have the option of requiring employee login for each sales transaction. Preferences: Automatically Logging Out Employees After Each Sale D GENERAL D # Automatically logout employees after each sale. for example. it is not uncommon for the owner or manager to be using the same register as a sales associate. You do not have to require that employees log in to use this feature (refer to the Note in the next section). Select to require employee login to use the program. you make them available to list on documents as they are created in QuickBooks POS. Note: Why Use Security Administrator? There are two reasons to use Security Administrator. The Require users to sign in preference must be selected for this option to be available. Even if you don't want to require passwords for logging in and controlling user access to certain features. For these and other security reasons. you may still want to define your employees in Security Administrator so you will be able to run sales reports broken down by employee (refer to the Note in the next section). During the Setup Interview you were asked if you wanted to require employees to log in to use the program. by defining employee names. This preference can also be set by returning to the Security Options section of the Setup Interview (COMPANY D INTERVIEW) and select or clear the log in requirement check box there. This use requires employees to log in to the program and optionally log in for each sales transaction. you also defined your employee user names. passwords. restrict which employees are authorized to edit prices in inventory or run certain reports. COMPANY PREFERENCES 236 . Preferences: Requiring Employees to Log In COMPANY PREFERENCES D GENERAL D # Require users to sign in. Select to automatically log out the signed-in user after each sales transaction is completed. If you choose this option. the employee making a sale is automatically logged out immediately after the receipt is updated. You may want to give different security rights to different employees to maintain control over access to certain features or to ensure confidentiality regarding sensitive financial information. The same or another employee must log in to process the next sale. QuickBooks POS includes a security system called the Security Administrator. This gives you the ability to run sales reports by employee for commission purposes or accountability. and revise the security group assigned to an employee. Security Administrator is installed automatically with QuickBooks POS but its use is optional. and assigned employees to one of the four available security groups at that time. change passwords. You could.QuickBooks POS User’s Guide Overview In the POS environment of a small retailer. Note: Accessing Security Administrator You can access Security Administrator only if the preference to require users to log in is turned on (see below).

237 . a third match would append a 3. then that name will be set as the login name. delete them manually from Security Administrator. If only a first or last name exists in QuickBooks. Refer to the Security Rights by Group table. the second name will include a 2 as the last character. • Full Name is set to First Name[space]Last Name. Removing employee names in QuickBooks will not delete them in QuickBooks POS. The new user's name will be displayed in the status bar and his security rights will remain in effect until he logs out. for the list of specific rights granted to each group. If a second user logs in. The buttons for features controlled by Security Administrator are disabled on the QuickBooks POS toolbars if the logged-in user does not have access rights to that feature. This allows QuickBooks to maintain master control over employee names for accounting and payroll purposes. • No password is assigned to imported employees. It is recommended that new employees be added in QuickBooks. you must manually assign them (during the interview or in Security Administrator). and Nicknames of BUberhau and BUberha2. Getting Started for more information about Logging In/Out. as needed. Individual users are assigned to the appropriate group.) • All imported employees are automatically assigned to the lowest security group (Associate). then the First Name and Last Name fields were automatically imported to Security Administrator. later in this chapter. the first user will be automatically logged out. If you want to require the use of passwords. • Nickname is set to the first 8 characters of the login name. The four security groups available are: • Owner (all rights) • Manager • Assistant Manager • Associate (least rights) Rights to specific areas of the program decrease as you move from the highest group (Owner) to the lowest (Associate). Security Administrator Security groups give all members of the group access to the same features in the program. • In the event that two similar QuickBooks names would result in the same login name in QuickBooks POS. as follows: • Login Name is set to first initial of first name plus last name.) Import of QuickBooks Employees If you chose during the Setup Interview to require employees to log in and you have employees defined in QuickBooks. manually change the group to which the employee is assigned (during the interview or in Security Administrator). (Example: Bob Uberhauser and Bill Uberhauser would be assigned login names of BUberhauser and BUberhauser2. Only one user can be logged in at any time.12. During the next normal data exchange those new employees will be imported to Security Administrator. if an employee is no longer employed with you. To grant an employee higher security rights. (Refer to Chapter 1. Nicknames are limited to 8 characters. There is no limit to the number of characters in a login name. etc.

Once employees have been defined. IMPORTANT: It is strongly suggested you change the password for the Security Administrator immediately after accessing this module the first time to prevent unauthorized access. but leave the Password field blank for each employee. the Require users to sign in option must be initially turned on. The list of users can be sorted by Login Name. Click a column heading to sort by its information. Select LOGIN. Full Name. Nickname. selecting to require users to log in. Select COMPANY from the main toolbar and then SECURITY from the side toolbar. and saving your Interview settings. If you changed the password while completing the Setup Interview. This user has full access to the Security Administrator features and cannot be renamed or deleted. 238 . you can log into Security Administrator using your own name and password if you belong to the Owner or Manager security groups. The current sort is retained when Security Administrator is exited. called Security System Administrator.) Employees will then be able to log in without entering a password. Start the Security Administrator program and log on as the system administrator: 1. Your defined employees will be available for selection on any document that contains the Associate field. or Description. Once logged into the program. The sample list shown below is sorted by Login Name in descending order. make every employee a member of the Owner group to grant everyone full access to QuickBooks POS.QuickBooks POS User’s Guide Launch Security Administrator During installation. then add users in Security Administrator as described in the following section. Define employees by returning to the Security Options section of the Setup Interview. In order to define employees. enter the new password to log in. A Ø or × in the column heading indicates the column by which the list is sorted and whether the sort is in ascending (×) or descending (Ø) order. Note: Tracking Employees without Requiring Logins If you don't want to require users to log in or to control access to certain features. another alternative is to set the Require users to sign in option to on and define employees. one user. turn on the log-in requirement in COMPANY PREFERENCES D GENERAL. Pro Tip: Blank Passwords If you want to track employees but don’t wish to require passwords to log in. If you defined employees and security groups during the interview. Alternatively. is automatically defined. defining employees. an employee’s nickname will automatically be entered into the Associate field of any document that he/she creates. If you haven't already defined employees and security groups you need to log in as the Security System Administrator the first time you launch Security Administrator. you may still want to define employees in Security Administrator so that you will be able to run reports broken down by employee. turn off the log-in requirement in the Security Options section of the Setup Interview or in company preferences. 2. (If you are not controlling access to certain features. Many reports can be filtered by this field. Click again to change the order of the sort. Enter the following user name and password: User Name: Sysadmin User Password: sysadmin (passwords are case-sensitive) 3.

They cannot contain spaces. Nicknames must be unique. whichever is preferred for POS input on documents. Once saved. it is recommended that the use of capitalization be consistent. Login Name: Assign a unique alphanumeric user login name (spaces and special characters cannot be included as part of a login name). Security Administrator Add a New User QuickBooks Users: It is recommended that you add new employees in QuickBooks. Full Name: (optional) Enter the user’s full name.) A user profile must be established for each person who is to have access to QuickBooks POS if security is used. As a result. 239 . when reports are sorted by associate name. rather than QuickBooks POS. After making an entry in a field press <Tab> to accept the entry and move to the next field. capital letters are listed before lowercase letters.DAT file is kept current with the nicknames as defined in Security Administrator. but Joe would be listed before jake. This name will be used only for logging in.DAT file is populated/updated from the Security Administrator nickname list. The program automatically suggests a nickname using the first 8 characters of the login name. 1. The security rights of the group to which a user belongs determine that user’s access to program features. (For example. such as the Physical Inventory tool module. it cannot be changed. The assignment of group membership is an important part of each user profile. Decide if capitalization will be used. By entering nicknames in a consistent fashion.) You have the option to assign a different alphanumeric. Description: (optional) Enter a description for the user. Nickname: The name entered in Associate fields on documents and displayed on reports. Nicknames can be numbers or names. and enter all nicknames accordingly. Note: Associate/Cashier Names Derived from the Security Administrator Nickname List The QuickBooks POS CLERK. the suggested nickname for the login name of JoaoFernandes would be JoaoFern. Note: Entering Nicknames When entering nicknames.12. Other QuickBooks POS activities. also access the nickname list when memos are generated. Select ADD from the toolbar. In the Reports module. Names are automatically added/deleted so that the CLERK. 2. 8-character nickname for the user. you guarantee that they will be sorted alphabetically in reports. (Read "Import of QuickBooks Employees" earlier in this chapter for more information. and when. Restriction: The login name cannot be the same as another user’s login name or nickname. Jake would be listed before Joe. The User Properties window is displayed. This name is used for record-keeping and identification purposes only.

using Copy automatically copies the description. Copy a User Profile The Copy feature can be used if a new user will be in the same security group as an existing one. click and drag one of the four group names from the Not Member of Groups column to the Member of Groups column. All but the name and password information is copied to a new user profile. then the user must enter this password upon logging in.) 2. User Class: USER is the default and is usually assigned to the general user. as the Security Administrator program is exited. user class. New information can be saved at any time. In the case of a new user. Make any other changes that are necessary—including group memberships. Highlight the name of the user whose profile is to be copied. ( blue user on list).) 4. ( red user on list) 3. (To view the rights assigned to each group. Alternatively. (Note: You cannot copy the Security System Administrator’s profile. 4. 3. Continue to add users in this manner or use the Copy feature as described in the next section. Select OK to add this user to the list and record the group membership. if there are any unsaved changes. but current users need to log out and then log in again for changes to take effect. Select SAVE from the toolbar to save the new user list.QuickBooks POS User’s Guide Password: (optional) Enter a password and enter it a second time for confirmation. and group membership to the new profile for you. use the arrow keys to select a group name and press <Enter> to move it into or out of either column. To copy a user profile: 1. Select OK to add this new user to the list. 240 . To assign a group membership. refer to the table at the end of this chapter or access the program Help file for Security Administrator. 5. POWER USER status allows a user full access to the features of the Security Administrator program itself. a warning prompt is displayed and you can save changes at that time. If a password is entered into the user profile. Select COPY from the toolbar. Additionally. Enter the new user’s names and password.

Select SAVE from the toolbar to record any changes. 3.12. Select YES to delete. Select OK to close the window. 2. Select PROPERTIES from the toolbar. Highlight the user whose profile you want to view or edit. 3. 241 . You can now edit user properties. Highlight the user you want to delete. 4. including nickname. 2. Delete a User 1. password and the groups the employee is assigned to. Select DELETE from the toolbar. 1. A warning prompt asks for confirmation before the selected user is deleted. Security Administrator View/Edit User Properties The profile of a user can be viewed and edited using the PROPERTIES feature. You cannot edit a user’s Login Name. The user’s profile is displayed.

QuickBooks POS User’s Guide Security Rights by Group The following are the security rights assigned to each group: AREA/RIGHT OWNER MANAGER ASST MGR ASSOCIATE Access Company Preferences X X Access Workstation Preferences X X Access Practice X X X X Access Interview X Access Registration X Company Program Exit QuickBooks POS X X X View other workstation print files X X X Change program date X X X Backup data X X X Restore data X X Access Security Administrator X X Manual update X X Recover data X X Access Sales Charts X X Change report options X X Run Owner-level reports X Run Manager-level reports X X Run Asst. Manager-level reports X X View other workstation saved reports X X Tools QuickBooks Reports 242 X .

12. Security Administrator AREA/RIGHT OWNER MANAGER ASST MGR Override "Accept Checks" setting X X X See cost fields X X Change month X X Reverse receipt X X X Copy receipt X X X Add / Copy item X X Edit item X X Delete item X Edit prices X X See cost fields X X Access Price Manager X X ASSOCIATE Receipts Former Receipts Inventory Departments Add / Copy department X Edit department X Delete department X Vendors Add / Copy vendor X Edit vendor X Delete vendor X X Vouchers Access voucher module X X Create return voucher X X See cost fields X X Edit cost X X X X 243 .

QuickBooks POS User’s Guide AREA/RIGHT OWNER MANAGER ASST MGR Access former vouchers X X X See cost fields X X Change month X X Reverse former voucher X X Copy former voucher X X Edit former voucher X X Access PO module X X Access archived POs X X Add / Copy POs X X Edit POs X X Delete POs X X See cost fields X X Access Item Lookup X X Former Vouchers Purchase Orders Adjustments (Memos) Access Adjustments module X Former Adjustments (Memos) Access former memos X Change month X Reverse former memos X Copy former memos X Customers Delete customers X X Edit customer discount % X X X X X X Point of Sale Access End of Day procedure 244 ASSOCIATE .

.........................................................................................256 Customers...................................................................................249 Installing on Separate Computers with Single-User Licenses ....................254 Accounts and Payment Types ........................................................255 Inventory Items .................................................................................262 Return Vouchers.............................................................................................................................................................246 Preparing to Exchange Data ...................................................................................Data Exchange with QuickBooks 13 Overview..........................263 Vendors ...........................................................................................................................................................................................254 Department Codes ................................................................................................258 Running the End of Day Procedure......................264 Employees ...................................257 Managing Daily Updates .............................................................................................................................................................................257 Purchase Orders (POs) ...................................................263 Inventory Adjustments (Memos) ......................................258 How QuickBooks Handles Point of Sale Data .............................................265 245 ...........................................................................................................................................................................................................................................................255 Vendors ..............................................................................................................................................................................................252 Reviewing Your QuickBooks POS Setup ....................................................................249 Setting Preferences to Allow Access in QuickBooks.............................................................................250 Accessing QuickBooks from QuickBooks POS ........................................................257 Employees ......................................................................................................................................................................................................................................................................................248 Remove Unused List Items in QuickBooks ....................................................................................251 Importing Data Using the Setup Interview ......261 Receiving Vouchers ................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................261 Sales Receipts.............................................263 Customers..264 Questions About Data Exchange ........................................................................................................248 Set Up Sales Tax Items or Groups in QuickBooks .......................................................................................................264 Payment Terms......................................

New customers. QuickBooks financial software tracks your accounting data. Data exchange during a recovery is one-way — from QuickBooks POS to QuickBooks. customer account balances. • Review your imported data and QuickBooks POS setup. new or updated customer and vendor information. In this chapter. and employees are sent from QuickBooks to QuickBooks POS. Program preferences are read from QuickBooks. • Use the Recover feature in case of total data loss in your QuickBooks company file. payment terms. This includes information that has been previously sent. Exchanging information between the two programs can significantly reduce your workload because you can track sales activities in the QuickBooks POS program then automatically transfer summarized accounting data into your QuickBooks financial software. • Populate records in QuickBooks POS by importing data using the Setup Interview. and thereafter each time the user returns to the Setup Interview or company preferences (except company information. 2. QuickBooks POS tracks your daily point of sale business.QuickBooks POS User’s Guide Overview This chapter explains how to exchange data between QuickBooks POS and QuickBooks 2002 financial software. such as sales and inventory-related activities. 3.). There are four situations in which data is exchanged between the programs: 1. including sales tax items/groups. data can be imported from QuickBooks as part of the Setup Interview. making this information available for selection when users define their QuickBooks POS preferences. account mappings. you'll learn how to: • Prepare for data exchange by setting program preferences in QuickBooks. a Recover feature allows the user to send all data within a specified date range in a single exchange with QuickBooks. customers. vendors. and inventory items to QuickBooks POS and saves users the time of having to manually re-enter that information into QuickBooks POS. Note: What Type of QuickBooks User Are You? This chapter is written for new QuickBooks POS users who either use QuickBooks 2002 Pro or Premier already or at least have installed the program and plan to use it to track their accounting data. 246 . and aggregate adjustments to inventory values from QuickBooks POS to QuickBooks. These preferences are read from QuickBooks the first time a user accesses the Setup Interview in QuickBooks POS. address. we recommend installing and configuring QuickBooks financial software before you begin. which is only read once). The End of Day data exchange sends your consolidated point of sale and receiving data. company information (name. This one-time data import transfers existing QuickBooks vendors. This procedure sends only data that is new or changed since the last routine exchange occurred. • Transfer data between the two programs on a routine basis by running the End of Day procedure. 4. If you are new to both programs. the corresponding sales tax rates. In the event of a total company file data loss in QuickBooks. etc. After installing QuickBooks POS. and payment types.

Data Exchange with QuickBooks We strongly recommend using one of the following sequences. If you currently use QuickBooks financial software but are new to QuickBooks POS: • Make any necessary modifications to your QuickBooks items and make sure you have set the appropriate preferences for sales tax and integrated applications. Specific details are provided in the sections that follow. • Use QuickBooks POS to enter subsequent point of sale activities. The interview will help you to set up your records and get ready to use QuickBooks software at a later time. • Review your QuickBooks POS setup. but skip the QB Data Exchange section.13. If you are new to QuickBooks financial software and QuickBooks POS: • Set up your QuickBooks financial software company file (including sales tax information) using the documentation provided with your QuickBooks software. • Use QuickBooks POS to enter subsequent point of sale activities. (Refer to Chapter 1. In the future. If you have just purchased QuickBooks POS but do not plan to use QuickBooks financial software at this time. • Review your QuickBooks POS setup. as a new QuickBooks user. such as cleaning out unused items in QuickBooks or making sure you have the correct sales tax items defined. Some of the recommended steps require preliminary work. follow the steps in the Setup Interview. • Use the Setup Interview to import your QuickBooks data into QuickBooks POS. depending on the type of user you are. • Use the Setup Interview to import your QuickBooks data into QuickBooks POS.) 247 . Reading through all sections of this chapter should help to prepare you for future use of QuickBooks. Getting Started to review the possible program startup strategies and decide which options are right for your business. you will need to set up your company file and return to the Setup Interview to complete the QB Data Exchange section.

In the Set Up Sales Tax Items area. and lists that you can use to populate your QuickBooks POS records. From the QuickBooks Edit menu. vendors. In the Default Sales Tax Codes area. QuickBooks POS Basics). However.QuickBooks POS User’s Guide Preparing to Exchange Data If you already use QuickBooks financial software to track your business. as described in your QuickBooks 2002 documentation. If you are using a sales tax group that is already defined in QuickBooks. 248 . The sales tax item or group is required before you can exchange your data with QuickBooks POS. 2. you need to modify your settings to accommodate sales tax codes. 3. customers. select a sales tax item or group from the Most Common Sales Tax drop-down list. sales tax codes and items/groups can be added from the Preferences window or they can be added or modified from within the program. To set sales tax preferences in QuickBooks: 1. and select or add each tax item that will be part of this named group. 4. To enter the settings all in one place. The company file you set up in QuickBooks contains items. Basically. Open QuickBooks. If you plan to track inventory valuation in QuickBooks in conjunction with QuickBooks POS. you'll need to work in the Item list and select SALES TAX GROUP from the Type drop-down list in the New Item window. However. If you track sales tax in QuickBooks. 6. your tax items are already part of the group you selected. Select SALES TAX to display the preferences tabs for Sales Tax. Set Up Sales Tax Items or Groups in QuickBooks Using QuickBooks and QuickBooks POS together may require you to modify or add to your company file in QuickBooks. you should start by making sure that your QuickBooks data is set up correctly so that all relevant items are imported during the interview. use the QuickBooks Preferences window as specified here. QuickBooks POS can accommodate up to eight sales tax codes. Select the Company Preferences tab and make sure the response for Do you charge sales tax? is YES. or in company preferences as described in Chapter 2. use the Taxable drop-down list to assign an existing code or add new ones. you must also set your QuickBooks financial software preferences appropriately. In QuickBooks financial software. Note that QuickBooks financial software will group all items you assign to a sales tax group together for the purpose of collecting tax. The sales tax codes you use in QuickBooks must match the ones you'll use in QuickBooks POS (sales tax codes must be set in QuickBooks POS using the Setup Interview. but you created your company file using a previous version of QuickBooks financial software. 5. follow the instructions in your QuickBooks documentation to do this. At least one sales tax item or group should be defined before you exchange data with QuickBooks POS. select PREFERENCES. if you have not yet defined sales tax groups. you can see the individual items listed on reports.

But if you've been using QuickBooks prior to installing QuickBooks POS. Make sure this checkbox is cleared. PREFERENCES and then select INTEGRATED 2. 3. your preferences may have been set to block access from other applications. clean out unused items before starting the data exchange procedure in QuickBooks POS. To streamline the exchange of data. Select the COMPANY PREFERENCES tab. From the Lists menu. To remove unused list items: 1. 3. your preferences for integrated applications are set to automatically allow access to the company file. Setting Preferences to Allow Access in QuickBooks After you prepare your QuickBooks data for import to QuickBooks POS. Making it inactive removes it from a list but retains the record so that you can access it again in QuickBooks. 4. Select ITEM at the bottom of the screen to display available options. From the Edit menu in QuickBooks. select APPLICATIONS. 2. you need to modify your QuickBooks Company preferences so that QuickBooks POS can access your company file. If you are installing QuickBooks for the first time. you'll need to ensure that QuickBooks preferences are set to allow the exchange of data. you can put a checkmark in the second box to ensure that you'll be notified of any attempted access by another application. If this is the case. To make sure QuickBooks preferences allow access to QuickBooks POS: 1. Select DELETE (<Ctrl+D>) or MAKE INACTIVE.13. Data Exchange with QuickBooks Remove Unused List Items in QuickBooks If you've been using QuickBooks financial software for some time. The first checkbox is labeled Don't allow any application to access this company file. (Optional) If you regularly use other applications during your Quickbooks sessions. Select the list item you want to remove. Deleting an item removes it permanently. inactive items will not be imported to QuickBooks POS. However. Open QuickBooks. you may have accumulated list items that are no longer needed. 249 . select the list you want to edit. 5.

Launch QuickBooks on the REGISTER computer. Once this procedure is complete.QuickBooks POS User’s Guide Installing on Separate Computers with Single-User Licenses If you are not in a networked configuration or if you have a multi-user QuickBooks license or multiple licensed copies of QuickBooks POS. you could install QuickBooks POS Workstation 01 and QuickBooks financial software on the office computer. (Refer to your network documentation for details on network configurations).Getting Started for general installation instructions). 4. To install the two programs on separate computers. using this configuration you could have your QuickBooks financial software on a computer in the office and QuickBooks POS on the register computer. the following applies: • If QuickBooks is open on the OFFICE computer. with only single-user licenses: Do not have QuickBooks open on the OFFICE computer when performing this procedure. you can remove QuickBooks financial software from the REGISTER computer and use it normally on the OFFICE computer. (This is allowed by your single-user QuickBooks license agreement even though you already have QuickBooks installed on your office computer. For example. follow the instructions in Accessing QuickBooks from QuickBooks POS on the next page specifying the user created above when you reach Step 10. and Workstation 02 on the front register computer. then this procedure is not necessary. For example. Create a new user in your QuickBooks financial software called "QBPOS Remote" or similar. Install QuickBooks POS on the REGISTER computer (see Chapter 1. Follow the installation procedure in Chapter 1. 1. When you exchange data with QuickBooks POS with this setup. provided that multiple users do not access QuickBooks simultaneously from multiple computers. it must be in multi-user mode • If QuickBooks is not open on any computer multi-user mode is not a requirement • You cannot be logged in to QuickBooks as the user created above 250 . Open your QuickBooks company file that is stored on the OFFICE computer from the REGISTER computer (across the network. 3.) 2. do not open QuickBooks on the OFFICE computer). Install QuickBooks financial software on the REGISTER computer using your existing QuickBooks CD and instructions. Leaving QuickBooks financial software open on the REGISTER and logged on as the Administrator. you can use the following procedure to install QuickBooks POS on a separate computer from your QuickBooks financial software and still have the two programs exchange data across the network. making sure that Workstation 01 of QuickBooks POS is installed on a computer that has your QuickBooks financial software installed. Getting Started. If you have only a single-user QuickBooks license and a single licensed copy of QuickBooks POS and are on a peer-to-peer network. 5.

Answer YES to Are You Using QuickBooks 2002? and then browse to put your QuickBooks company file name in the field. 3. If a message is displayed asking if you want to allow QuickBooks POS access to your company file. Open QuickBooks POS. 5. 4. select COMPANY from the main toolbar and then INTERVIEW from the side toolbar. From the Edit menu in QuickBooks.13. Select the user and then OK. 9. the Setup Interview will launch automatically. Data Exchange with QuickBooks Accessing QuickBooks from QuickBooks POS The most common way to present a request for access is to use the Setup Interview in QuickBooks POS. To request access to the QuickBooks company file from QuickBooks POS: 1. If this is the first time you have started QuickBooks POS. Select the Company Preferences tab and highlight the QuickBooks POS application in the list of applications to specify that you are allowing access. QuickBooks POS will be able to access this particular QuickBooks company file even if it is not open. 10. 251 . 8. complete the rest of these steps. PREFERENCES and then select INTEGRATED 7. select APPLICATIONS. If not. Select the checkbox labeled ALLOW THIS APPLICATION TO LOGIN AUTOMATICALLY. answer YES and complete Steps 6-11. Open QuickBooks company file in single-user mode. Switch back to QuckBooks POS and continue the interview process. Switch back to QuickBooks by pressing <Alt+Tab> or choosing QuickBooks from the taskbar. From this point on. Select PROPERTIES. Select QB DATA EXCHANGE and navigate to page 2 of the section. your request for access is complete and you do not need to follow any additional steps. 11. This series of steps sends the initial request to QuickBooks financial software that puts the QuickBooks POS application in the list of Integrated Applications on the Company preferences tab. 6. If you do not receive this message after a few seconds. Leave QuickBooks running as you 2.

252 .) Benefits of Importing You are not required to import your QuickBooks data. Item definitions in QuickBooks do not accommodate the styles feature. the following information is imported for you: • Inventory items • Customers • Vendors Importing puts your existing inventory items into QuickBooks POS without requiring you to enter them manually. such as the ability to group your items into styles. (Once the initial import process is complete. so importing can save you time and effort.). you will need to open the interview manually from the QuickBooks POS Company menu.) • If your QuickBooks inventory items are out of date with the latest information (costs. Importing also means that your existing QuickBooks customers and vendors will be available to list on sales receipts and purchase orders. you might choose to manually enter your items in QuickBooks POS. Importing eliminates the need to enter data twice. Inventory for more information about this QuickBooks POS feature.QuickBooks POS User’s Guide Importing Data Using the Setup Interview You will be asked in the QuickBooks POS Setup Interview if you want to import data from your QuickBooks company file into QuickBooks POS. the import data option is disabled in the Setup Interview to ensure that the items you have imported are not overwritten by a second import. The import process occurs when you complete the QB Data Exchange section of the Setup Interview.) • You may wish to wait until you eliminate unneeded data in your company file. You need to define these items in QuickBooks POS before you can create purchase. and vendors in QuickBooks POS before you can begin conducting point of sale activities. What If I Choose Not to Import? If you choose not to import data during the Setup Interview. but wish to do so later. customers. etc. When the import process is finished. tax codes. you will need to manually add inventory items. all of your QuickBooks data records in these categories will be in QuickBooks POS. When would I choose not to import data? • If you want to use certain inventory features. We recommend that you import your QuickBooks data at this time. Importing is a one-time operation. receiving. descriptions. (Refer to the Preparing to Exchange Data section earlier in this chapter for more information. When you import. but we recommend that you do so. you might want to enter items ensure accuracy. If you elect not to import immediately after installing. (Refer to Chapter 4. and sales documents for them in that program.

When this happens. (For more information about importing data. This is because when you manually add inventory items in QuickBooks POS. 3. you should make any changes or additions to this data in QuickBooks POS as outlined in the next section. To import your data later: 1. Follow the After you import data from QuickBooks to QuickBooks POS. Select NEXT to go to the next page of the interview and complete the questions for the rest of the section. instructions on the interview screen to import your QuickBooks data. Refer to the instructions in your QuickBooks financial software documentation for more information about adjusting inventory amounts.13. In the QB Data Exchange section of the Setup Interview. Select INTERVIEW from the side toolbar. you will need to make a compensating adjustment in QuickBooks to correct your inventory value. select COMPANY from the main toolbar. From the QuickBooks POS main menu. select YES to the question Do You Want to Import QuickBooks Data into QuickBooks POS? 2. your QuickBooks inventory values can be erroneously increased.) 253 . the program will send inventory adjustments (as general journal transactions) showing increases to QuickBooks inventory. When you complete or leave the QB Data Exchange section of the interview. To import your data now: 1. Select QB DATA EXCHANGE from the interview menu on the left of the screen. Data Exchange with QuickBooks Warning: Choosing Not to Import Your QuickBooks Data If you have inventory items defined in QuickBooks. Getting Started. The interview opens to the last screen you used before you closed it. but choose not to import. your QuickBooks data will be imported. 2. refer to Chapter 1.

You can specify a combination of custom and default accounts.QuickBooks POS User’s Guide Reviewing Your QuickBooks POS Setup QuickBooks POS includes some data fields that are not included in the QuickBooks financial software program. Select SAVE. 2. point of sale data will be sent to the default accounts and payment types in QuickBooks during routine exchanges of data. 254 . Be sure you have your custom accounts defined in your QuickBooks financial software. Continue mapping the account and payment fields so that each POS field has a corresponding QB Account entry. Note: Creation of Default Accounts in QuickBooks If you elect to use the default accounts and payment types and they do not currently exist in QuickBooks. Accounts and Payment Types During the Setup Interview. they will be created. Select ACCOUNTING from the side toolbar and then select the Advanced tab. To take full advantage of the features related to these fields you should review and edit the imported data as discussed below. select an account from the list in the QB Account column. 6. then you must manually map your custom QuickBooks accounts and payment types to the corresponding fields in QuickBooks POS. If you accept this option. Select the Basic tab and choose CREATE ANY ACCOUNTS THAT DO NOT EXIST IN QUICKBOOKS. 5. they will be automatically created for you. For each QuickBooks POS field on the left. From the QuickBooks POS main menu. 4. To set custom accounting preferences in QuickBooks POS: 1. though included in both programs. All of your account and payment types defined in QuickBooks will be available from the drop-down selection lists. and other fields. select COMPANY from the main toolbar and then COMPANY PREFERENCES from the side toolbar. you have an opportunity to use a set of default accounts and payment types suggested by the QuickBooks POS program. 3. If you chose not to use the default accounts and payment types because you want to use custom QuickBooks accounts instead. are handled slightly differently. If you have selected any of the default accounts or payment types and they do not yet exist in QuickBooks.

etc. As you review/edit departments.) Vendors To access the vendor file. You should make these changes before you sell anything if you want more meaningful sales reports. you must also edit the codes in inventory for items from affected vendors. A third vendor beginning with the letters AND would become AN2. QuickBooks does not have a comparable field. you can proceed directly to assigning them to your items by editing the Department field for your inventory items. a QuickBooks vendor with a company name of Anderson Sundries would be truncated to a QuickBooks POS vendor code of AND. You may have selected some default departments to install during the Setup Interview. As your items are imported.13. For example. You should review. then VENDORS from the side toolbar. you should also specify a default Margin % that will be used to calculate the price of new items added with that department code. If you don’t need or want to use these “vendors” in QuickBooks POS—which will be the case for most retailers—they should be manually deleted from the vendor module in QuickBooks POS after import. select ITEMS from the main toolbar of the QuickBooks POS main menu. If a vendor code designated AND already exists in QuickBooks POS. (If no vendor Company Name exists in QuickBooks.) Vendor codes are created by truncating the QuickBooks Company Name (or Vendor Name) to the first three letters of the name. they are assigned a default department code of QB and a department name of QuickBooks Financial Software. vendor codes to make sure they are easy to identify. If you want to track and report sales using codes that are more pertinent to your business. (Refer to Chapter 3. and if necessary edit. Or. you may wish to modify the default departments before assigning them to inventory items. QuickBooks POS tracks and reports purchases from vendors by user-defined vendor codes. then DEPARTMENTS from the side toolbar. so QuickBooks POS assigns vendor codes upon import based on the vendor's Company Name in QuickBooks. If you edit Vendor codes in the vendor file. Individual item prices can always be edited in the inventory file. (Refer to Chapter 3. then the new vendor code will be created as AN1. Departments & Vendors for more information. these agencies are imported to QuickBooks POS as vendors. if needed. Departments & Vendors for more information. 255 .) Note: Sales Tax Agencies The agencies for whom a retailer collects sales tax are stored in the vendor list in QuickBooks. and if so. QuickBooks POS categorizes and reports sales based on user-defined department codes. Data Exchange with QuickBooks Department Codes To access the department file. As such. then QuickBooks POS uses the Vendor Name from QuickBooks to assign a vendor code instead and also copies the vendor name to the Company field in QuickBooks POS. select ITEMS from the main toolbar of the QuickBooks POS main menu. you should manually define new department codes and names in the department file and then assign those codes to imported items in inventory as appropriate.

inventory items to be grouped into a style must be modified so that all members of a particular style have identical Department. exempt. Attribute Make entries in this field to further classify your items by color. During the QB Data Exchange section of the Setup Interview. Price Levels The price from QuickBooks is placed in the Price Level 1 field on imported items. The default selection of None is recommended for Description 2.) If you change the department codes in the department file. Note that a Margin % defined in inventory takes precedence over one defined in the department file. or None. this field is set to 0%. etc. Sales Description. Tax All imported items are set to be taxable.) Styles To use the styles feature. you can make an entry in this field to facilitate purchasing and reporting. Description 1-2 This field is typically used to record additional descriptive information about your items. UPC Codes QuickBooks does not support UPC codes so these must be manually entered if you want to list items on receipts by UPC using a barcode scanner. fabric. then INVENTORY from the side toolbar. Vendor Code Vendor codes are created by QuickBooks POS when vendors are imported and later assigned to the appropriate inventory items. and edit them if needed). (See the previous discussion about department codes. The margin is used to set prices on future received merchandise. The items that are imported are items and subitems assigned to a Type of Inventory Part. The import process transfers existing inventory items in QuickBooks to QuickBooks POS. If you edit vendor codes in the vendor file. Service. Service. (See the previous discussion about vendor codes. Review the entries in the following fields in QuickBooks POS. Purchase Description. or Other Charge are imported with the Non-Inventory flag selected in their inventory records in QuickBooks POS. Price levels 2-4 are set according to the imported Price Level 1 and the Markdown % defined for each price level.) 256 . and modify them as needed: QB POS Field Department (department code) Description All imported items will be assigned the department code QB. Items assigned to Non-Inventory Part.QuickBooks POS User’s Guide Inventory Items To access the inventory file. or Other Charge in QuickBooks. and Description 1 fields. Margin % Once imported. you must also change them in inventory for affected items. select ITEMS from the main toolbar of the QuickBooks POS main menu. you must have a corresponding tax code in QuickBooks. Inventory for more information on inventory fields. (See Chapter 2. you will be asked to select which QuickBooks inventory field you would like to import into the Description 1-2 fields in QuickBooks POS: Item Name/Number. Use the Size and Attribute fields to differentiate the items in the style. Non-inventory Items These items are imported but should be reviewed to ensure that the Non-Inventory flag is set in QuickBooks POS inventory. QuickBooks POS Basics for more information on using price levels. Vendor Code. which will leave this field blank in QuickBooks POS for recording of additional information at the time of sale. or any other product trait that varies within your item groupings. a pattern. For every tax code defined in QuickBooks POS. (Refer to Chapter 4. Review the sales tax codes assigned to items and be sure they are correctly identified as taxable. Edit as necessary. Size If your merchandise is categorized by sizes. Non-Inventory Part. you must also edit the codes in inventory for items from affected vendors.

then PURCHASE ORDERS from the side toolbar. (Refer to Chapter 6. After that. Security Administrator for more information about security groups and defining employees. Data Exchange with QuickBooks Customers To access the customer file. passwords must be defined during the Setup Interview or in Security Administrator. (Note that access to Security Administrator is controlled by security rights and is only available if you have elected to require employees to log in to use the program. Optionally.13. Purchasing for more information about purchase orders. you should review imported employees and reassign them to a different security group if necessary. you can create receiving vouchers against these POs when the ordered items arrive. Purchase orders are not imported from QuickBooks financial software. Note that imported employees are automatically assigned to the security group with the least amount of access rights. If you do.) Purchase Orders (POs) To access the purchase order file. This can affect how the imported names populate the customer fields in QuickBooks POS. (Refer to Chapter 12. you can set this flag to NO. If you do not need to send information for this customer to QuickBooks when you do daily updates.) 257 .) QuickBooks does not contain a Password field for employees. then SECURITY from the side toolbar. either Company Name or Last/First Name. Associate. Access Security Administrator by selecting COMPANY from the main toolbar of QuickBooks POS. We recommend that you review and edit customer name fields as necessary in QuickBooks POS after importing. QuickBooks employees are imported to QuickBooks POS as soon as this option is selected.) Employees If you choose to require employees to log in during the Setup Interview or in company preferences. any new employee added to QuickBooks will be sent to QuickBooks POS during the next data exchange. (Refer to Appendix C.) You should also ensure that the Accounts Receivable flag is set to YES for the customer records that you imported from QuickBooks. the Customer Name field is populated by whatever you enter first on the customer New/Edit screen. In QuickBooks financial software. select ITEMS from the main toolbar of the QuickBooks POS main menu. (Refer to Chapter 8. Doing so allows you to include the customer in daily exchanges of data. If you wish to require passwords for employee login in QuickBooks POS. select POS from the main toolbar of the QuickBooks POS main menu. When you add a new customer in QuickBooks POS and want this customer information to be sent to QuickBooks. set the flag to MODIFIED. Data Exchange for more information about how fields are mapped between QuickBooks POS and QuickBooks financial software. If you use Security Administrator to control what QuickBooks POS features employees can access. you can manually enter open QuickBooks purchase orders in QuickBooks POS to allow coordinated tracking of order status and reports. Employee records must be reviewed within the Security Administrator module. Customers for more information about maintaining customers. then CUSTOMERS from the side toolbar. Note that editing a customer record whose Accounts Receivable field is set to YES automatically sets the flag back to MODIFIED.

ensure that the DATA EXCHANGE WITH QUICKBOOKS option is selected. Any data imported from QuickBooks on a daily basis (customers. Running the End of Day Procedure Run the End of Day procedure from Workstation 1 (the workstation on which you first installed QuickBooks POS). employees) must be subjected to the same review as the data imported during the interview (refer to the Reviewing Your QuickBooks POS Setup section earlier in this chapter for more information about reviewing your data).) Warning: QuickBooks Data Exchange Note that inventory items are not exchanged during the End of Day process. As the information transfer proceeds. If you are in a multiple-user configuration. and vendors in QuickBooks POS after the two programs begin sharing data. In the End of Day dialog. To avoid data discrepancies and save data review time. Data Exchange for more information about how fields are mapped between QuickBooks POS and QuickBooks financial software. The normal End of Day update is an automated process that summarizes your sales activities and updates your company data in QuickBooks. progress messages are displayed. customers. it is strongly advised that you only add or edit items. 258 . POS from the main toolbar. vendors. all other users must log out of QuickBooks POS before you initiate this procedure. 3. From the main screen of QuickBooks POS. The following information is transferred during an information exchange: QuickBooks POS to QuickBooks • New customers and updated customer information (except Account Limits or Balances) QuickBooks to QuickBooks POS • New customers • Updated customer account balances and account limits • New vendors and updated vendor information • Edited customer Credit • Sales information (receipts) • New vendors • Receiving information (vouchers) • New vendor payment terms • Inventory cost adjustments (aggregate) • New employees • New vendor payment terms (Refer to Appendix C. run the End of Day procedure once a day at the end of the day. select DAY from the side toolbar. To run the End of Day procedure: 1.QuickBooks POS User’s Guide Managing Daily Updates To transfer daily sales. and vendor data to QuickBooks. and then END OF 2. Select OK. customer. Items are only transferred during the one-time interview import.

Security Try to restore your QuickBooks data from your QuickBooks backups before using the recover procedure. but it is not current. Warning: Data Recovery May Be Time Intensive Depending on the size of your database. Errors may result in duplication or missed records if you attempt to stop and restart the process. However. and then Recovery Procedures If your QuickBooks financial software data file is damaged or lost. • You restore from a QuickBooks backup. 259 . you should contact Intuit technical support for assistance. You might use this feature if you want to do mid-day billings from QuickBooks and want to be sure that you have posted all up-to-the-minute QuickBooks POS data. A manual transfer does not differ in any way from the data exchange conducted during the End of Day process. Once started the process must be allowed to complete. To manually initiate a data exchange: 1.13. To recover from a total QuickBooks data loss (no QuickBooks backup): This situation assumes that you have been unable to restore your QuickBooks data file and have rebuilt your company file from scratch. to QuickBooks. To capture recently-sent retail information. There is a fee for this service. you can try to restore it from recent backups. Administrator for more information. From the QuickBooks POS main menu. the data recovery process may take a considerable amount of time to complete. the recover feature provides a way to specify a date range and send this data. Like the UPDATE button. whether or not previously sent. Note: If You Need Help Restoring Your QuickBooks Data File If you are unsuccessful restoring your QuickBooks data file.) (Refer to Chapter 12. This feature should be used in only two situations: • Your QuickBooks data is completely lost and you have no backup. the date range you specify. The recover feature allows you to resend your point of sale data to QuickBooks. Updates can only be run from Workstation 1. The use of this feature may be restricted by security rights. and your computer speed. If you use this feature at any time other than to recover from data loss you may overwrite important information or create duplicate entries in your QuickBooks file. select UPDATE from the side toolbar. Both methods send all data that has not yet been sent to QuickBooks. performing a backup from an out-of-date file could cause you to lose the sales data that you have been regularly sending from QuickBooks POS to QuickBooks. QUICKBOOKS from the main toolbar. the RECOVER button is only available at Workstation 1. Data Exchange with QuickBooks Performing a Manual Update Point of sale data can also be transferred manually at any time.

Restore from the February 27 QuickBooks backup. Restore from the QuickBooks backup first. Resume routine End of Day data exchange procedures. 260 . customers. Select a date range as far back as you would like to resend point of sale data to your new QuickBooks file (typically back to when you first started using QuickBooks POS). All transactional data and new/edited customers and vendors within the specified date range will be exported to QuickBooks. 1. 2. Specify a beginning date of February 28 and an ending date of March 1. and the most recent QuickBooks backup you have is from February 27: 1. Your QuickBooks company file is damaged. it is March 1. Select RECOVER in QuickBooks POS. For example. 4. Select OK to start the exchange. Specify a date range in the dialog displayed.QuickBooks POS User’s Guide Note: Rebuilding Your QuickBooks 2002 Company File Rebuilding from scratch means that you need to set up everything you normally track in QuickBooks financial software. To recover if your QuickBooks backup is several days old: This situation means that you have recovered your data file but your recent sales activity has been lost. Select OK to send the data generated within the specified dates to QuickBooks. and transactional data within the specified period will be sent. then use the Recover feature in QuickBooks POS to send only the data and transactions from the first day after the date of your QuickBooks backup file through the current day. Select RECOVER from the QUICKBOOKS menu in QuickBooks POS. 2. 3. You must also follow the instructions for setting up sales tax and preferences as described in the beginning of this chapter. All vendors. 3.

Note: New Employees and Edited Customer Account Information Employees are only transferred one way. Data Exchange with QuickBooks How QuickBooks Handles Point of Sale Data This section describes how QuickBooks handles your QuickBooks POS data. it is strongly advised that records are added or edited only in QuickBooks POS. Listing each item on every receipt would be cumbersome as well as unnecessary. For field mappings of transferred data. Instead. If you want to adjust a customer’s account values. Once data has been imported to QuickBooks POS.) before being transferred. Discover. etc. (The exceptions to this rule are new employees and changes to a customer’s account information. edits to existing records (other than mentioned previously) are typically not. • Sales receipts paid for by credit card are consolidated by day for each credit card type (Visa. Data Exchange. since the receipts stored in your QuickBooks POS history files already provide a detailed record of the actual items sold in each transaction.13. Check transactions are transferred to QuickBooks as Sales Receipts. Likewise. As such. A Sales Receipt is created in QuickBooks that contains the aggregate amount for each credit card type. It is therefore a good idea to get into the habit of adding and editing records in QuickBooks POS to ensure that new and edited data is reflected in both programs. • Receipts sent to QuickBooks list a single item in the following format: POS [Tax Code] Sales.) While new customers and vendors created in QuickBooks will be sent to QuickBooks POS. such as POS Taxable Sales or POS Exempt Sales. 261 . See the note below. refer to Appendix C. • Sales receipts paid for by gift certificate will be transferred separately as individual Sales Receipts so that gift certificates can be tracked by number in QuickBooks. A Sales Receipt is created in QuickBooks that contains the aggregate amount of cash sales for the day. changes to a customer’s Credit or Current Balance are only transferred from QuickBooks to QuickBooks POS (the Account Limit and Account Balance fields in QuickBooks POS—the equivalent of the QuickBooks Credit and Current Balance fields—are not editable). from QuickBooks to QuickBooks POS. • Sales receipts paid for by check are transferred individually so that bank deposits created in QuickBooks can list all check numbers. new employees should only be added in QuickBooks to ensure that these additions are sent to QuickBooks POS and reflected in both programs. the consolidated amount of items sold per tax code is listed under “dummy” items named after each tax code. Note: Adding or Editing Records QuickBooks POS becomes the “owner” of most shared data. • Sales receipts paid for by cash are consolidated by day before being transferred to QuickBooks. Sales Receipts In QuickBooks. this must be done in QuickBooks. This is because QuickBooks requires that at least one item be listed on receipts. Changes will be transferred to QuickBooks POS upon the next data exchange. sales receipts are classified by payment method.

Two types of journal transactions may be created for exported receipts: Cost of Goods Sold (COGS) and Return. it is exported as a bill (situation #2). Later. The Accounts Payable flag is selected once a voucher has been exported with an invoice number (situations #2 and #3). These activities transfer sales data to QuickBooks but do not make adjustments in your Cost of Goods Sold (COGS) account because the items sold do not have a defined inventory cost at the time of sale. This flag designates that the voucher has been completely processed and no longer needs to be exported. This is the case when a voucher does not contain a value in the Invoice # field. Note: Fees and Discounts on Vouchers If a voucher with fees and/or discounts is exported as a General Journal transaction (in other words. 2. or receipts with negative totals. 262 .QuickBooks POS User’s Guide • Sales receipts paid for by charge on account will be transferred to QuickBooks separately as Invoices so that QuickBooks can maintain accurate customer charge balances for billing purposes. the final bill exported to QuickBooks once an invoice for the voucher has been received will be adjusted to reflect any fees or discounts. Receiving Vouchers Receiving vouchers can be exported to QuickBooks in one of three ways: 1. the fees and discounts will not be taken into account on the journal entry. Instead. As a General Journal entry for merchandise received without a bill. Refer to Chapter 5. and/or Credit Memos created in QuickBooks when receipts are exported. General Journal transactions are also created. (Refer to Appendix C. • In addition to the Sales Receipts. it is exported to QuickBooks as a General Journal entry (situation #1 in the list above). Vouchers for which merchandise is received first and a bill is received later are actually processed twice by the data exchange process. Inventory Utilities D Physical Inventory for more information. 3. the voucher does not have an invoice number recorded on it). when a bill has been received for the voucher and a number has been entered into the Invoice # field on the voucher in QuickBooks POS. As a bill when merchandise was previously received and now the vendor’s invoice has been received. Note: Adjusting Inventory Value in QuickBooks If you use generic items to sell actual inventory items or add new inventory items while making a receipt. This occurs when a voucher was exported previously without an invoice #. As a bill when the merchandise and vendor’s invoice has been received at the same time. • Return receipts. This occurs when a voucher has not been exported previously and it contains a value in the Invoice # field. Invoices. you may need to periodically make a manual adjustment to inventory value in your QuickBooks financial software. Data Exchange for more details). These types of vouchers will thus have two records associated with them in QuickBooks. The first time the voucher is exported. are transferred to QuickBooks as Credit Memos. but it now contains a value in the Invoice # field. The PC flag in voucher List View will be selected for vouchers for which an entry has been made in the Purchase Clearing Account in QuickBooks (situations #1 and #3 in the list above).

the program will export that customer’s record to QuickBooks before exporting the receipt.13. A single journal transaction is made for the accumulated inventory adjustments for each day. the customer account balance is updated in both programs and available at point of sale when the next transaction is made. 2. The new amounts will be sent to QuickBooks POS during the next data exchange. In addition. Customers New and edited customer records are always exported to QuickBooks as part of a routine data exchange. when an exported sales receipt paid by charge account references a customer that is not in QuickBooks. A Memo entry of POS Adjust is assigned to each account. then a Credit is created in QuickBooks. as defined in the user’s company preferences. this must be done from within QuickBooks. On the QuickBooks journal transaction. these amounts will effectively “cancel” each other out in terms of the amount recorded on the journal transaction. If the return voucher has an invoice number. Data Exchange with QuickBooks Return Vouchers Return vouchers can be exported to QuickBooks in one of two ways: 1. then a General Journal Transaction is created in QuickBooks. the aggregate adjustment amount is assigned to the appropriate Memo Inventory and Memo Offset accounts. Customer notes and comments are never exchanged between the two programs. if a user creates a regular memo and a memo that reverses it on the same day. 263 . The Account Limit and Account Balance fields are not editable in QuickBooks POS. If the return voucher has no invoice number. no General Journal transaction for adjustments will be created in QuickBooks for that day. if the total of all adjustment amounts for a particular day equals zero. In addition. Customer account balances in QuickBooks will be adjusted to reflect any charges on account made in QuickBooks POS in the following manner: The charge to account on a sales receipt is added to the customer’s Current Balance in QuickBooks. The new Current Balance value for the customer is then sent back to QuickBooks POS and written to the Account Balance field of the corresponding customer record. In this manner. The entry will be dated for that day. Note: Edit Account Limits and Account Balances in QuickBooks If you wish to adjust a customer’s credit limit or account balance. Note: Adjustment Amounts Since adjustment amounts are consolidated by day on a journal transaction. Inventory Adjustments (Memos) Inventory adjustments resulting from changes in quantity and cost in QuickBooks POS not put on another transactional document (receipt or voucher) are sent to QuickBooks as General Journal transactions.

equivalent terms are assigned to the records created in QuickBooks. review and edit employee security groups and passwords after adding new employees. like new customer and vendor records. equivalent payment terms are assigned to the imported records. Vendor notes and comments are never exchanged between the two programs. vendors. and are never sent in the opposite direction. In other words. inventory items. In addition. the same list of defined terms available from the Terms drop-down list in QuickBooks POS is available in the Terms drop-down list in QuickBooks. Likewise. when a voucher references a vendor that is not in QuickBooks. you can ensure that payroll information is always conveniently in one place and that new employees will be added to QuickBooks POS as well. Payment Terms Payment terms in QuickBooks POS are equivalent to what are called Standard Terms in QuickBooks. new records (customers. when vendor records created in QuickBooks are sent to QuickBooks POS. In addition to exporting/importing individual payment terms.) should be created in QuickBooks POS. the data exchange process carries over terms associated with vendor records and vouchers. When vendor records and vouchers are exported from QuickBooks POS. Payment terms for a particular vendor are recorded in that vendor’s record. Removing employee names in QuickBooks will not delete them from QuickBooks POS. the terms from the customer’s record in QuickBooks are assigned to the invoice created in that program. Vouchers in QuickBooks POS draw their payment terms from the terms defined for the vendor listed on the voucher. Payroll is often handled from within the QuickBooks program. the program will export that vendor’s record to QuickBooks before exporting the voucher. terms are used to calculate when a bill is due and what (if any) discount percentage should be applied to the bill.) Employees It is generally recommended that once you begin sharing information between QuickBooks and QuickBooks POS. assuming data exchanges have been conducted on a regular basis. etc. New or edited payment terms defined for a vendor in either program are sent to the other during data exchanges. The data exchange process ensures that all terms defined in QuickBooks POS are also available for selection in QuickBooks and vice versa. (See Payment Terms section below. When sales receipts paid by charge are exported from QuickBooks POS. If you require employees to login to use QuickBooks POS. Employees can only be sent from QuickBooks to QuickBooks POS. delete the employee name manually from Security Administrator. which should always be created in QuickBooks. so by making a habit of entering new employee records into QuickBooks. Records that need to be recorded in QuickBooks for accounting or record-keeping purposes. 264 . In general.QuickBooks POS User’s Guide Vendors New and edited vendor records are always exported to QuickBooks as part of a routine data exchange. One exception to this rule is employee records. If an employee is no longer employed by you. will be sent there via routine data exchanges.

Once transferred. if you send several days’ worth of sales receipts to QuickBooks. and 2) the new. so you will not see individual totals for receipts. the first two names are entered into the First field. but can only see one receipt for the total amount. records in QuickBooks POS and QuickBooks will not always match number for number. Reversing the receipt does the following: 1) creates a new reversing receipt with the opposite effect of the original to "cancel" it out (it does not change the original). corrected one. corrected receipt posts the correct payment information to QuickBooks. fields from QuickBooks are combined in QuickBooks POS. For example. fifty receipts paid for with cash on a certain day would be consolidated into one receipt for the sum amount of all fifty before being sent to QuickBooks. the new corrected receipt will correct your financial records in QuickBooks. If your customer's name is John Adams Smith. So the amount of cash taken in for the day is recorded on fifty receipts in QuickBooks POS. When you transfer customer data from QuickBooks POS to QuickBooks. Recording Sales & Returns for more information. Data Exchange with QuickBooks Questions About Data Exchange What can I do if one of my associates incorrectly entered a payment? Reverse the receipt in QuickBooks POS and create a new.) I sent a number of cash receipts for day X. Why do some of my customers’ names look different after importing into QuickBooks POS? Names in the First Name and M. if the original was a sales receipt. For instance. 265 . Consolidation occurs on a daily basis. the consolidated totals for each day are sent rather than the sum of all days. (Refer to Chapter 9. The consolidated amount of items sold per tax code is assigned to the “item” named after that tax code. the first and second names will appear in separate fields as they did before. field. For example. An item named "POS Taxable Sales" appears on my receipts sent to QuickBooks. but only recorded on one in QuickBooks. adding the quantity back to inventory. Why? To create a more efficient transfer process. Because of consolidation. Why? Because QuickBooks requires a sales receipt to list at least one item.I. “dummy” items named after the tax codes to which items belong are listed on receipts transferred to QuickBooks. some types of data are consolidated instead of being transferred separately.I. QuickBooks POS looks for a break in the First Name field and adds the information from the QuickBooks M. selecting REVERSE creates a return receipt with the same items and prices.13.

QuickBooks POS User’s Guide 266 .

......270 Company Preferences .................................................................................................................................................................................................268 Workstation Preferences.....................................................270 Printing.......................................................271 Merchant Service ........................................................................................................................................................................................................................................................271 Accounting – Advanced ...........275 267 ....................................................................................................................................................................269 General .......................................................................274 Sales Tax ...........271 Accounting – Basic .....................................................................................................................................................................273 Sales .............................................................................................................................................................................................................................................273 Purchasing & Receiving..................................................Preferences A Overview...........................................275 New Scale......................................269 Equipment ..........................................................................................................................................................................................272 General .............................................................................................................................................................272 Price Levels..........................................................................................................................................................................................................................................

gray title rows signify a new preference page in the program. The Preferences column includes each preference's descriptive name as it appears on screen. Selecting a checkbox enables a feature. but can be directly edited in these modules if necessary. with one section devoted to workstation preferences and the other to company preferences. Cycle through preference settings in the current page. is an intolerant process. (Preference tree) Move cursor down the Preference tree displaying each page as it is chosen. Each section is in a table format with three columns: Preferences. clearing the checkbox disables it. Note: Keyboard Commands in Preferences <K K> <L L> <Letter> <Tab> <Space Bar> <F4> <F6> 268 (Preference tree) Move cursor up the Preference tree displaying each page as it is chosen. The Options column lists the possible settings for the preference.QuickBooks POS User’s Guide Overview The Preferences modules are used to configure QuickBooks POS to work with your hardware and to customize many of the QuickBooks POS features to best suit the needs of your business. Warning: Editing Company Preferences Is an Intolerant Activity Editing company preferences. There are two types of preferences. U in the Option column. workstation and company. Select or clear preference setting. How a preference setting affects program functionality may be explained in further detail in the User Guide section pertaining to that particular function. Workstation preferences define workstation-specific settings and options including hardware setup and printing configuration. Company preferences define settings and options that are shared by all workstations on a network and that configure all QuickBooks POS modules. Functions. (Preference tree) Displays the next page that starts with the chosen letter. Display drop-down menus associated with the selected preference setting. The preference settings are initially configured as you complete the Setup Interview process. Consecutive preferences that are related to or dependent on one another are divided by dashed lines instead of a solid line. it means the choices are selected or not selected. Change focus from the preference tree to the preferences window and vice versa. The Functions column gives brief descriptions of how each setting will affect the program. In the Preference tables. When you see #. . either directly or through the Setup Interview. This means that only the workstation accessing company preferences is allowed in the program at the time of access. Conventions This appendix is divided into two sections. Options.

269 .) (Refer to the following tables for 4. When this option is selected. select CANCEL to exit without saving. USER-DEFINED If using the QuickBooks POS Merchant Service to process credit card transactions. W/S PREFERENCES from the W/S Preferences Tree 2. Edit the preferences you want to change. Select COMPANY from the main toolbar and then side toolbar. Make sure the printer you wish to use with QuickBooks POS is listed.Appendix A. make sure that those two settings are disabled. Select SAVE from the context menu to save changes made this session and exit. LPT1. LPT2 If using a cash drawer. specific info. After installing a new modem. Alternatively. Consult your computer’s documentation for information on configuring the installed modem. In the left pane. it is advised that you save and re-enter preferences a few times during that process. select the parallel port being used from the drop-down list. Equipment Parallel Port # Modem Select ADD MODEM to install a new modem. This way if there is a power surge or other system problem you will not lose all changes made. users should disable two settings that are normally activated by default: data protocol and compression. If it is not. choose the page containing the preference you want to change. U Select to use touchscreen capabilities in QuickBooks POS. Important: Disable Data Protocol and Compression on Installed Win Modems When using a computer’s installed Win Modem for credit card transactions. select ADD PRINTER to install it. select the type of modem being used from the drop-down list. you must restart your computer before using the modem to record sales in QuickBooks Point of Sale. Cash Drawer USER-DEFINED Select the cash drawer/printer combination being used. Preferences Workstation Preferences To manually configure workstation preferences: 1. the touchscreen navigational toolbar and layouts especially configured for touchscreen use are displayed throughout the program. POS Printer USER-DEFINED A list of currently installed printers is displayed. Note: Saving Preferences If you are changing multiple preference settings. 3. If you are using an installed Win Modem and receive an error message when trying to dial out. NONE. Preferences Options Functions Enable touchscreen features #. Note: The cash drawer feature is only available if using one of the 40-column printers listed.

Minutes until user is automatically logged out USER-DEFINED Define the period of time. Default: 15 minutes USER-DEFINED Specify print options for each document type listed: Printing Printing 270 Printer: Select from a list of installed printers. Print Dialog: Select to automatically display a dialog allowing you to define a number of print options. or to display a preview. in minutes. U If selected. before a user will be logged out. automatically logs out a user after a specified period of time has passed. Copies: Enter the number of copies to print each time this document type is printed. . before printing.QuickBooks POS User’s Guide Preferences Options Functions General Security settings (the following settings apply only if Security Administrator is used.) Security Automatically logout #. Design: Select from a list of available document designs to be used when printing the selected document type.

(Only accounts previously defined in QuickBooks are available for selection. Preferences Company Preferences Note: Editing of most company preference settings requires that all other workstations be out of the program. 4. choose the page containing the preference you want to change. Edit the preference settings as necessary. Data Exchange with QuickBooks for more information. select the CREATE ANY ACCOUNTS THAT DO NOT EXIST IN QUICKBOOKS option once you have finished defining account mappings in preferences. You can accept the default payment type mappings or define your own mapping structure by choosing from the drop-down list in the QB Payment Type column. The rest of the accounting preferences. You can accept the default account mappings or define your own mapping structure by choosing from the dropdown list in the QB Account column. Otherwise. Refer to Chapter 13. have all other users exit the program before you try again. Preferences Options Functions #. Accounting – Basic Use with QB accounting system Company file QuickBooks Accounts DO NOT CREATE ACCOUNTS IN QUICKBOOKS Accounting – Advanced Account mapping USER-DEFINED Each account type in QuickBooks POS must have a corresponding account type in QuickBooks to which data will be transferred. select CANCEL to exit without saving changes. (Only payment types previously defined in QuickBooks are available for selection. USER-DEFINED Enter or browse for the path to the QuickBooks company file that you wish to use with QuickBooks POS.) 271 . on both the Accounting – Basic and the Accounting – Advanced pages.) Payment type mapping USER-DEFINED Each payment type in QuickBooks POS must have a corresponding payment type in QuickBooks to which data will be transferred. Select SAVE from the side toolbar to save changes made this session and exit.Appendix A. select DO NOT CREATE ACCOUNTS IN QUICKBOOKS. will only be available if this option is selected. U Select to allow the exchange of data between QuickBooks POS and QuickBooks 2002. Company Preferences Tree 2. 1. 3. Select COMPANY from the main toolbar and then COMPANY PREFS from the side toolbar. In the left pane. If the preference you want to edit is not available. Alternatively. CREATE ANY ACCOUNTS THAT DO NOT EXIST IN QUICKBOOKS If you choose to define your own account mappings.

Prompt when AVS mismatch occurs #. you must enter the customer’s ZIP code. This option is only available if users are required to sign in. U Select to prompt the cashier when an AVS mismatch occurs. and POs. Access to all QuickBooks POS features is available. U Select to always accept a manual credit card transaction regardless of AVS mismatch. U Select to never accept a credit card transaction when an AVS mismatch occurs. #. Street. An AVS mismatch occurs when the ZIP code provided by the customer does not match the ZIP code on file for the customer. and Miscellaneous 1-3 fields with the appropriate information. Terminal ID number. headings are used to identify your store. ZIP. USER-DEFINED Store headings can be printed across the top of receipts. Merchant Number Provided when you sign up for an account with QuickBooks POS Merchant Service. users will not need to login. Merchant ID number. Merchant Number. Automatically logout after each sale 272 employees #. When this preference is cleared. QuickBooks POS automatically logouts the currently logged in employee upon the updating of a receipt. This is a useful preference for workstations shared by multiple associates at the same time. When manually entering a credit card transaction.QuickBooks POS User’s Guide Preferences Options Functions MID Provided when you sign up for an account with QuickBooks POS Merchant Service. . Merchant Service Treat Address Verification System response to manually entered credit cards as: Select how to handle AVS mismatches. City. TID Provided when you sign up for an account with QuickBooks POS Merchant Service. U Require users to sign in If selected. Users will have access only to the features to which their user group is assigned rights. State. The cashier can then choose to continue with the credit card transaction or not. U If selected. Typically. Select one of the following: Always accept AVS mismatch transactions #. require users to login to QuickBooks POS using the login names and passwords assigned in Security Administrator. General Store Headings Fill in the Store Name. Never accept AVS mismatch transactions #. vouchers.

Voucher comments are not displayed on screen. the price for price level 1 is updated. the prices in Price Level 2 will be marked down 20% compared to Price Level 1. or customers #. U If selected. USER-DEFINED Enter optional default comments that will print on all vouchers. Warn when deleting documents. The prices for these price levels will be Price Level 1 less the markdown amount. USER-DEFINED Enter a character to replace each number (0-9) when printing cost and received dates in code on price tags. users will be given the option of updating the inventory price for an item when updating a voucher on which the item price differs from its price in inventory. or customers #. and the markdown prices for price levels 2 – 4 are readjusted based on the new price level 1. PO Instructions USER-DEFINED Define up to two lines of optional instructions to print on all POs. PO instruction lines are not displayed on screen.Appendix A. select a price level. Note that these prices are only the suggested prices for Price Levels 2 – 4 as new items are added to inventory. items. if you enter 20% for Price Level 2.) or Price Levels Price Tag Code Price Levels Establish up to four (4) price levels. Defaults in line one: “FOB:” and “Confirmation #:” Allow voucher to update inventory price #. Default: “RMA #:” and “Remember to tag all merchandise!” Purchasing & Receiving Voucher Default Comments against 273 . items. Markdown % USER-DEFINED Assign a markdown percent (0-99%) to price levels 2 .4. Name USER-DEFINED Assign a name to each price level. For example. If the user chooses to update the inventory price. items. Default Price Level USER-DEFINED From the drop-down list. or customers before carrying out the action. Preferences Preferences Options Functions Warn when editing documents. This will be the default price level when creating a new receipt. To use this feature you must select a tag design that includes the code fields (in WORKSTATION PREFERENCES D PRINTING). General (cont. Warn when receiving cancelled POs #. items. Individual item prices and markdown percentages in any price level can be edited in the inventory module. U Confirm deletions of documents. warn but still allow receiving against a PO even if its cancel date has passed. customers before carrying out the action. U If selected. U Confirm edits to documents.

Coupon. Discount types USER-DEFINED Define a list of names to be used to identify lineitem discounts at POS and on reports. Default: “Thank you!” and “Have a nice day!” Order to display full name field TITLE FIRST LAST Choose the order to display names in the Full Name field. U If selected. Damage. Defect. TITLE FIRST Example: If a record has Sara in the First field. Require a manual media count for X/Z Out #. Ms. access a customer’s purchasing history. 274 . Sales FIRST LAST LAST FIRST LAST. FIRST LAST TITLE FIRST LAST. and Ms. Defaults: Comp. This includes the ability to define customer records. TITLE FIRST. Sara. For example. if you choose to display the Full Name field as LAST. require associates to manually count each denomination of currency when running a ZOut Drawer Count report. you might want to use this preference to print your return/exchange policy on all receipts.QuickBooks POS User’s Guide Preferences Options Functions Printed Receipt Comments USER-DEFINED Enter comments that will be automatically printed on all receipts. and print lists of customers in the reports module. Require the Promo Code field #. The discount types defined here will be available to select when a line item discount is given. you can track customers in QuickBooks POS. Edward in the Last field. then. requires an entry in the Promo Code field on a receipt before payment can be accepted and the receipt updated. in the Title field. Multi. the program will automatically fill in the field with Edwards. Demo. U If selected. list specific customers on receipts. Track customers on receipts #. U If selected.

it will take precedence over the default code selected when adding items in that department. When you are entering a new style in inventory. the QB Tax Code field for this code is automatically set to Non and is no longer editable. etc. the Tax % is filled in as defined for the assigned tax group/item. 2. If you selected a tax item or group in Step 4. and enter a name for the new scale. 3. a Tax % of zero (0) is assigned to this tax code. If you use QuickBooks. Select ADD. Edit Select a scale from the Name dropdown list and edit as needed. and click OK. enter a scale name. 4. etc. In addition. colors. QuickBooks users cannot make manual entries in this field. such as Taxable. In the Default merchandise tax code field. items will be flagged with the character you designate. Note: If a tax code is designated in the department file. If you selected NOT TAXED in Step 4. Scales can also be edited. You must have previously defined these groups/items in QuickBooks. (Optional) In the Mark column. select COPY. Non-Taxable. When a receipt is printed.Appendix A. specify a name for each tax code. Select an appropriate QuickBooks tax code in the QB Tax Code column. Charitable. select a tax code from the drop-down list to be assigned to new items as they are added to inventory. 6. specify a tax percentage for each tax code in the Tax % column. and deleted. select an appropriate QuickBooks sales tax group or item from the drop-down list in the QB Tax Group/Item column. rather than manually entering each attribute combination. 275 . Preferences Preferences Options Functions UP TO EIGHT 1. select a scale. Sales Tax Sales Tax USER-DEFINED CODES Scales Scales USER-DEFINED Define grid scales that can be used when adding new style grids in inventory. and attributes are entered for you. Delete Select a scale from the Name dropdown list and choose DELETE. 1. 5.) in the appropriate row or column. The tax code for individual items can always be edited in inventory. Copy Select a scale from the Name dropdown list. 2. patterns. copied. If you do not use QuickBooks. In the Name column of the tax code table. define a single character to represent each tax code. Enter attributes (sizes.

QuickBooks POS User’s Guide 276 .

as well as those that do not correspond to a particular toolbar button and are therefore not readily evident on screen. QuickBooks POS offers shortcut keys to speed navigation and data entry. Keystroke Action Function (F) Keys <F1> Access Help <F2> Enter character-by-character edit mode after selecting a field <F3> Select a sort column (List View) <F4> Access associated data files and selection lists from Lookup fields <F5> Open and close the Item Information dialog <F10> Cycle the focus between toolbars and the main window <F11> Update only (Transactional Documents) <F12> Update and print (Transactional documents) Go to payment screen (from receipt body) Control (Ctrl) Keys <Ctrl+L> Log in/out <Ctrl+F3> Access Filtered View <Ctrl+Page Up> <Ctrl+Page Down> Display the record before the currently selected record (Form View) Display the record after the currently selected record (Form View) <Ctrl+Home> Go to the first record in the displayed list <Ctrl+End> Go to the last record in the displayed list Alternate (Alt) Keys (Available only when the menu item is displayed) <Alt+N> Creates a new item/record <Alt+D> Delete item/record <Alt+P> Print record <Alt+H> Hold a document or access the list of Held documents <Alt+L> Switch to List View <Alt+F> Switch to Form View <Alt+F4> Exit QuickBooks POS 277 .Keyboard Shortcuts B For the keyboard user. In most areas of the program the keyboard shortcuts are displayed on the toolbar buttons. The following table lists the most common keyboard shortcuts.

<Tab> Move from one field to the next in a list or form <Shift+Tab> Move back to the previous field in a list or form <w w. exits program from main screen Accept or record current entry and move to next field. and selections <Home> Move cursor to first column of selected row (List View and Document Item List) <End> Move cursor to last column of selected row (List View and Document Item List) . buttons.z z> Navigate between fields.y y.x x. columns.QuickBooks POS User’s Guide Keystroke Action Other Keys <Esc> <Enter> 278 Backs out one screen.

See Vendor Address below. separate charts are provided for each of these processes./… Title First Name First Last Name Last Address Address Phone Phone 1 Fax Phone 2 Contact N/A Ignore. refer to Chapter 13. (Refer to Chapter 13. they are omitted from the following charts.C Data Exchange Field Mappings for Data Exchange The following charts summarize field mappings for the information transferred between QuickBooks and QuickBooks POS during a routine data exchange. If this code already exists. 279 . For more information on the data exchange process.) Terms Terms Equivalent payment terms are written to the Terms field in QuickBooks POS. Data Exchange with QuickBooks. Data Exchange with QuickBooks for more information./Ms. the Vendor Name will be copied to the Company field in QuickBooks POS instead.) Company Name Company If no company name exists in QuickBooks. For records that are both imported or exported. QuickBooks POS will substitute the last letter with a number. Vendors (Imported from QuickBooks to QuickBooks POS) QuickBooks Field/Value QuickBooks POS Field/Value Notes Truncated Vendor Code The first three letters of the Company Name from QuickBooks is written to the Vendor Code field in QuickBooks POS. (This field corresponds to the contact’s name. As equivalent payment terms are exchanged between the two programs in a straightforward manner (these records do not contain multiple fields). If no company name exists in QuickBooks. contained in the First and Last fields. the first three letters of the Vendor Name will be used instead. Mr.

in that order. Last Name Last Address Address Phone Phone 1 Fax Phone 2 Contact Concatenated When transferring vendor information from QuickBooks POS to QuickBooks. then they are created. the information in the First and Last fields are strung together.QuickBooks POS User’s Guide Vendors (Exported from QuickBooks POS to QuickBooks) QuickBooks Field/Value QuickBooks POS Field/Value Notes Company Name and Vendor Name Company Mr. ZIP/Postal Code. If there is one. as these correspond to the Company and First and Last fields. which are imported separately. The vendor address in QuickBooks POS consists of a field for Street address. and written to the Contact field in the QuickBooks vendor record. M. If equivalent terms do not exist. Parsed from First When transferring vendor data from QuickBooks POS to QuickBooks. State field in QuickBooks POS. and Country/Region./… Title First Name Parsed from First When transferring vendor data from QuickBooks POS to QuickBooks.) See Vendor Address below. it assumes the break is between first and middle names and writes the information before the space to the First Name field in QuickBooks. If there is one. it assumes the break is between first and middle names and writes the information after the space to the M. and a field for ZIP code./Ms. and written to the City. Terms Terms The payment terms in the vendor record from QuickBooks POS are matched to the equivalent terms in QuickBooks. State. the program looks for a space in the First field. ZIP/Postal Code ZIP 280 . a field for City and State. The field mapping for importing a vendor address is as follows: QuickBooks Field QuickBooks POS Field Notes Address Street The last line of the Address field in QuickBooks is written to the Street field in QuickBooks POS. (Refer to Chapter 13. Concatenated City. State The City and State fields from QuickBooks are strung together.I. Any address lines preceding the last line are ignored. the program looks for a space in the First field. Vendor Address The vendor address in QuickBooks consists of three address lines plus separate fields for City. separated by a comma. Data Exchange with QuickBooks for more information. in that order. field in QuickBooks.I.

Data Exchange The field mapping for exporting a vendor address is as follows: QuickBooks Field QuickBooks POS Field Address (line 1) Company Address (line 2) First and Last Concatenated Address (line 3) Street City Parsed from City. a number will be appended to the end of the nickname (see the example given for Login Name above). As QuickBooks POS requires that all employee login names are unique. 281 . If an employee nickname already exists in QuickBooks POS. For example. N/A Description Always set to Imported from QuickBooks. If only a first name or only a last name exists for an employee in QuickBooks. N/A Nickname Always set to the first eight characters of the employee’s Login Name. the second occurrence of the login name TWilliam would be TWillia2. if an employee named James Adams works at the same store as the above-mentioned John Adams. Employees (Imported from QuickBooks to QuickBooks POS) QuickBooks Field/Value First Name and Last Name QuickBooks POS Field/Value Login Name Notes If there is both a first name and a last name for the employee in QuickBooks. if an employee in QuickBooks has a First Name of John and a Last Name of Adams. QuickBooks POS requires that all employee nicknames be unique. State State Parsed from City. N/A Member of Groups Always assigned to the Associate group. For example.Appendix C. State ZIP/Postal Code ZIP Notes Street address. his QuickBooks POS Login Name would be JAdams. QuickBooks POS would try to assign him the same login name as John upon import. it will instead assign James a login name of JAdams2. the shorter the number of characters taken from the login name. QuickBooks POS will append a number to the end of any login name that is the same as an existing one. As nicknames are restricted to eight characters. then Login Name is set to the first initial of the first name plus the entire last name. First Name and Last Name Full Name The employee’s First Name and Last Name from QuickBooks. For example. When QuickBooks POS discovers that this login name already exists. the longer the appended number becomes. separated by a space. then that name is used as the Login Name.

if a user wants to edit a customer’s credit limit amount. in that order. fields in QuickBooks are strung together. If there is one. Credit Account Limit This field is imported for new customer records. This field is not editable in QuickBooks POS. The values in the First Name and M.I. it assumes the break is between first and middle names and writes the information before the space to the First Name field in QuickBooks. However. Credit Account Limit This field is imported for new customer records. the new account limit will be transferred to QuickBooks POS. it assumes the break is between first and middle names and writes the information after the space to the M. and written to the First field in QuickBooks POS.I. 282 . field in QuickBooks. and written to the Contact field in QuickBooks. this should be done in QuickBooks. in that order. This ensures that any update to the customer’s current balance due to transactions is reflected in QuickBooks POS as well. If there is one. and is also resent to QuickBooks POS when the customer record is edited in QuickBooks. M. YES for Customers (Exported from QuickBooks POS to QuickBooks) QuickBooks Field/Value QuickBooks POS Field/Value Notes Company Name Company First Name Parsed from First When transferring customer data from QuickBooks POS to QuickBooks. If it is later manually edited in QuickBooks. Last Name Last See Customer Bill To Address below. Current Balance Account Balance This field is imported for new customer records. the program looks for a space in the First field.QuickBooks POS User’s Guide Customers (Imported from QuickBooks to QuickBooks POS) QuickBooks Field/Value QuickBooks POS Field/Value Notes Company Name Company Concatenated First Last Name Last Address Fields Address Fields Phone Phone 1 Fax Phone 2 N/A Accounts Receivable The Accounts Receivable field is always set to imported customers. the program looks for a space in the First field. Parsed from First When transferring customer data from QuickBooks POS to QuickBooks.I. Address Fields Address Fields Phone Phone 1 Fax Phone 2 Contact Concatenated The values in the First and Last fields in QuickBooks POS are strung together. See Customer Bill To Address below.

and Country/Region. and a field for ZIP code. State State Parsed from City. State. State ZIP/Postal Code ZIP Notes 283 . When importing to QuickBooks POS. the field mapping for a customer’s address is as follows: QuickBooks Field QuickBooks POS Field Address Street City and State Concatenated City. as these correspond to the Company and First and Last fields. Any address lines preceding the last line are ignored. the field mapping for a customer’s Bill To address is dependent on whether or not the Company field in the customer’s record in QuickBooks POS contains any information. The customer address in QuickBooks POS consists of a field for Street address. State ZIP/Postal Code ZIP Notes The last line of the Address field in QuickBooks is written to the Street field in QuickBooks POS. When exporting to QuickBooks. ZIP/Postal Code. Data Exchange Customer Bill To Address The customer Bill To address in QuickBooks consists of three address lines plus separate fields for City. a field for City and State.Appendix C. which are imported separately. If there is nothing in the Company field: QuickBooks Field QuickBooks POS Field Address (line 1) First and Last Concatenated Address (line 2) Street City Parsed from City. State State Parsed from City. State ZIP/Postal Code ZIP Notes If there is information in the Company field: QuickBooks Field QuickBooks POS Field Address (line 1) Company Address (line 2) First and Last Concatenated Address (line 3) Street City Parsed from City.

Debit and Credit Aggregate Sum total of all adjustments made for the date recorded in the Date field are debited and credited to the appropriate accounts. Receiving Vouchers (Exported from QuickBooks POS to QuickBooks as a General Journal Transaction) QuickBooks Field/Value QuickBooks POS Field/Value Notes Date Date Memo N/A Always follows the format: POS Voucher # . The voucher # is taken from QuickBooks POS and the date and time is the date and time the journal transaction was created. 284 . POS Voucher #23 – 11/02/2001 13:56:51. Account N/A The receiving voucher amount is assigned to the Purchase Clearing and Voucher Inventory accounts defined in QuickBooks POS company preferences. For example. Debit and Credit SubTotal The subtotal from the voucher in QuickBooks POS is assigned as a debit or credit to the appropriate accounts.QuickBooks POS User’s Guide Adjustment Memos (Exported from QuickBooks POS to QuickBooks as a General Journal Transaction) Note: Adjustment memos are consolidated by day upon exporting. Account N/A The aggregate adjustment amount is assigned to the Memo Inventory and Memo Offset accounts defined in QuickBooks POS company preferences.mm/dd/yyyy hh:mm:ss. QuickBooks Field/Value QuickBooks POS Field/Value Notes Date Date Memo N/A Always defaults to POS Adjust. One General Journal transaction in QuickBooks will contain the aggregate amount for all adjustments recorded in QuickBooks POS for a particular day.

Date Invoice Date If the Invoice Date field is left blank on the voucher. POS Recv Item Only is the dummy item assigned to the subtotal for the voucher if the voucher has been previously exported as a General Journal transaction. POS Freight In Freight POS Freight In is the dummy item assigned to any freight charge on the voucher. After the voucher has been exported. the Invoice Date field on the voucher in QuickBooks POS will also be set to the current date. For example. POS Recv Adjust Disc $ POS Recv Adjust is the dummy item assigned to any discount amount for the voucher. The voucher # and invoice # are taken from QuickBooks POS and the date and time is the date and time the bill was created. Amount Due Total Terms Terms The payment terms on the voucher from QuickBooks POS are matched to the equivalent terms in QuickBooks. This value is typically negative. After the voucher has been exported. the Bill Received field is set to the current date. POS Recv or POS Recv Item Only SubTotal POS Recv is the dummy item assigned to the subtotal for the voucher. Debit and Credit SubTotal The subtotal from the voucher in QuickBooks POS is assigned as a debit or credit to the appropriate accounts. Memo N/A Always follows the format: POS Voucher # Inv # mm/dd/yyyy hh:mm:ss. Bill Received N/A Always selected. Bill Due Invoice Date If the Invoice Date field is left blank on the voucher. the Bill Received field is set to the current date. the Invoice Date field on the voucher in QuickBooks POS will also be set to the current date. POS Recv Fee Fee POS Recv Fee is the dummy item assigned to any fee amount on the voucher.Appendix C. 285 . POS Voucher #21 Inv #12 11/02/2001 13:56:51. If equivalent terms do not exist. Return Vouchers (Exported from QuickBooks POS to QuickBooks as a General Journal Transaction) QuickBooks Field/Value QuickBooks POS Field/Value Notes Date Date Memo N/A Account N/A The return voucher amount is assigned to the Purchase Clearing and Voucher Inventory accounts defined in QuickBooks POS company preferences. then they are created. Data Exchange Receiving Vouchers (Exported from QuickBooks POS to QuickBooks as a Bill) QuickBooks Field/Value QuickBooks POS Field/Value Notes Vendor Vendor Code The matching vendor name is located in QuickBooks and is written to the Vendor field on the bill.

where the date is the date the receipt was created. always follows the format: POS COGS mm/dd/yyyy. and/or Credit Memos created in QuickBooks when receipts are exported. POS Freight In Freight POS Freight In is the dummy item assigned to any freight charge on the return voucher. Debit and Credit Total cost of items sold – total cost of items returned The appropriate amount from QuickBooks POS is assigned as a debit or credit to the applicable accounts.QuickBooks POS User’s Guide Return Vouchers (Exported from QuickBooks POS to QuickBooks as a Credit) QuickBooks Field/Value QuickBooks POS Field/Value Notes Vendor Company Date Date Credit Amount Total POS Recv SubTotal POS Recv is the dummy item assigned to the subtotal for the return voucher. For example. This value is typically negative.) For negative total amount. a General Journal transaction is created each time you conduct an export. QuickBooks Field/Value QuickBooks POS Field/Value Date Date Account N/A Notes For positive total amounts. Memo N/A For a Cost of Goods Sold (COGS) journal transaction. a Cost of Goods Sold (COGS) journal transaction subtracts the cost of all items sold by day from the Inventory Assets account and adds it to the Cost of Goods Sold account (as assigned in your QuickBooks POS account mappings. 286 . Invoices. POS Recv Adjust Disc $ POS Recv Adjust is the dummy item assigned to any discount amount for the return voucher. POS COGS 11/02/2001. General Journal Transactions for Exported Receipts (COGS) In addition to the Sales Receipts. listing the total cost of items sold minus the total cost of items returned for all exported receipts. POS Recv Fee Fee POS Recv Fee is the dummy item assigned to any fee amount on the return voucher. a Cost of Goods Sold (COGS) journal transaction subtracts the cost of items returned from the Cost of Goods Sold account and adds it to the Inventory Assets account (as assigned in your QuickBooks POS account mappings).

Individual receipt totals for check and gift certificate Memo N/A For return receipts. This includes line item discounts as well as the appropriate proportion of any global discounts given. POS Exempt Discount. etc. where the date is the date on which the receipt was created. POS Returns 12/19/2001. 287 . Sales Receipts Paid by Cash (Exported from QuickBooks POS to QuickBooks as a Sales Receipt) Note: Sales receipts paid by cash in QuickBooks POS are consolidated by day upon exporting. etc. For example. Data Exchange General Journal Transactions for Exported Receipts (Return) Created for all return/negative receipts except for return/negative receipts paid by charge to a customer’s account. POS Taxable Discount.). POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example. POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the sum amount of all cash receipts for the applicable day. Debit and Credit Consolidated receipt totals for cash and credit card types The appropriate amount from QuickBooks POS is assigned as a debit or credit to the applicable accounts. Payment Method N/A Always Cash. If using a QuickBooks sales tax group. always follows the format: POS Returns mm/dd/yyyy. a separate line is provided for each type of tax in the group. POS Exempt Sales.). the dummy customer for sales receipts. Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example. POS Taxable Sales. One sales receipt in QuickBooks will contain the aggregate amount for all cash receipts in QuickBooks POS for each day. If the retailer is using a single tax item. QuickBooks Field/Value Notes QuickBooks POS Field/Value Date Date Account N/A A journal transaction for return/negative receipts subtracts the returned amount from Accounts Receivable account and credits it to the account assigned to the payment type in QuickBooks POS company preferences. Individual journal transactions are created for returns paid by check and gift certificate. the line is named after the tax item. QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A Always Counter Sales. The journal transactions for return/negative receipts are consolidated by day for cash and credit card types.Appendix C.

QuickBooks POS User’s Guide QuickBooks Field/Value (cont. the dummy customer for sales receipts. etc. This includes line item discounts as well as the appropriate proportion of any global discounts given. POS Exempt Discount. Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Deposit To N/A This will always be the account assigned to the applicable credit card type in QuickBooks POS company preferences under Account Mapping.) Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Deposit To N/A This will always be the account assigned to Cash in QuickBooks POS company preferences under Account Mapping. where the date is the date on which the Sales Receipt is created in QuickBooks.).). The appropriate tax percentage is applied to each line. . For example. 288 Always Counter Sales. POS Exempt Sales.) QuickBooks POS Field/Value (cont. Memo N/A Always follows the format: POS Sales mm/dd/yyyy. Memo N/A Always follows the format: POS Sales mm/dd/yyyy. For example. Payment Method N/A Set to the appropriate credit card type (Visa. POS Sales 11/02/2001. POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example. QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example. etc.). Discover. etc. POS Taxable Discount. POS Taxable Sales.) Notes (cont. Customer Tax Code N/A Always set to Tax. POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the sum amount of all receipts for the applicable credit card type and day. Sales Receipts Paid by Credit Card (Exported from QuickBooks POS to QuickBooks as a Sales Receipt) Note: Sales receipts paid by credit card are consolidated by type and by day upon exporting. One sales receipt in QuickBooks will contain the aggregate amount for credit card receipts of a particular type in QuickBooks POS for each day. To be printed N/A Always selected. a separate line is provided for each type of tax in the group. POS Sales 11/02/2001. If the retailer is using a QuickBooks sales tax group to calculate tax. where the date is the date on which the Sales Receipt is created in QuickBooks.

POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the receipt. POS Taxable Sales. where the date is the date on which the Sales Receipt is created in QuickBooks.). Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Deposit To N/A This will always be the account assigned to Check in QuickBooks POS company preferences under Account Mapping. 289 . Memo N/A Always follows the format: POS Sales mm/dd/yyyy. etc. POS Sales 11/02/2001.). POS Exempt Sales. Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example. POS Taxable Discount. Check Number POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example.Appendix C. If the retailer is using a QuickBooks sales tax group to calculate tax. a separate line is provided for each type of tax in the group. Check No. Data Exchange Sales Receipts Paid by Check (Exported from QuickBooks POS to QuickBooks as a Sales Receipt) QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A Always Counter Sales. This includes line item discounts as well as the appropriate proportion of any global discounts given. etc. POS Exempt Discount. the dummy customer for sales receipts. For example. Payment Method N/A Always Check. The appropriate tax percentage is applied to each line.

the dummy customer for sales receipts. POS Taxable Discount. The appropriate tax percentage is applied to each line. Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Deposit To N/A This will always be the account assigned to Gift Certificate in QuickBooks POS company preferences under Account Mapping. Check No. If the retailer is using a QuickBooks sales tax group to calculate tax. This includes line item discounts as well as the appropriate proportion of any global discounts given. POS Exempt Sales. Memo N/A Always follows the format: POS Sales mm/dd/yyyy.). POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the receipt. etc. POS Taxable Sales. . Gift Certificate Number POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example. For example. Payment Method N/A This will always be the payment type assigned to Gift Certificate in QuickBooks POS company preferences under Payment Type Mapping.QuickBooks POS User’s Guide Sales Receipts Paid by Gift Certificate (Exported from QuickBooks POS to QuickBooks as a Sales Receipt) QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example.). POS Sales 11/24/2001. etc. POS Exempt Discount. a separate line is provided for each type of tax in the group. 290 Always Counter Sales. where the date is the date on which the Sales Receipt is created in QuickBooks.

POS Taxable Discount. POS Exempt Discount. POS Sales 11/16/2001. The appropriate tax percentage is applied to each line. If the retailer is using a QuickBooks sales tax group to calculate tax. POS Exempt Sales. etc. it uses the name from the Contact field. Bill To Various The program locates the matching customer record in QuickBooks.Appendix C. and writes the Bill To address from this record to the Bill To field on the Invoice. POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example. POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the receipt. Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Memo N/A Always follows the format: POS Sales mm/dd/yyyy. Data Exchange Sales Receipts Paid By Charge to Account (Exported from QuickBooks POS to QuickBooks as an Invoice) QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A The program locates the matching customer record in QuickBooks. This includes line item discounts as well as the appropriate proportion of any global discounts given. 291 . For example. a separate line is provided for each type of tax in the group. it places this into the Customer: Job field on the invoice. POS Taxable Sales. If there is an entry in the Company Name field. Terms are read from the customer record in QuickBooks (not in QuickBooks POS) for the customer listed on the receipt and written to the invoice.). where the date is the date on which the Sales Receipt is created in QuickBooks. etc. Otherwise.). Date Date Terms Terms Ship Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example.

If the retailer is using a QuickBooks sales tax group to calculate tax. A credit memo for credit card types is only created if the consolidated total for receipts for a credit card type is negative for a particular day. POS Taxable Discount. Total N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) + (Sales tax amounts) Memo N/A Always follows the format: POS Return mm/dd/yyyy. POS Exempt Sales. . gift certificate. Individual credit memos are always created for return receipts paid by check. This includes line item discounts as well as the appropriate proportion of any global discounts given. etc. or charge to account. a separate line is provided for each type of tax in the group. POS Exempt Discount. QuickBooks Field/Value QuickBooks POS Field/Value Notes Customer: Job N/A Date Date POS [Tax Code Name] Sales N/A Sum of the price of all items on the receipt belonging to each tax code (for example. the dummy customer for credit memos.). where the date is the date on which the Credit Memo is created in QuickBooks. POS [Tax Code Name] Discount N/A Total amount of discounts applied to items on the receipt belonging to each tax code (for example. POS Subtotal N/A (Sum of amount sold for all tax codes) – (Sum of discounts given for all tax codes) Sales Tax Fields N/A Sales tax collected for the receipt(s). The appropriate tax percentage is applied to each line. For example. etc. POS Return 12/18/2001.).QuickBooks POS User’s Guide Return Receipts (Exported from QuickBooks POS to QuickBooks as a Credit Memo) Note: A credit memo for cash return receipts is only created if the consolidated total for cash receipts is negative for a particular day. 292 Always Counter Sales. POS Taxable Sales.

go to COMPANY D COMPANY PREFS D ACCOUNTING D ADVANCED and specify different accounts and/or payment types. QuickBooks POS will create these accounts in QuickBooks. Default Account Mappings QuickBooks POS Field QuickBooks 2002 Account QB Account Type Cash Undeposited Funds Other Current Asset Check Undeposited Funds Other Current Asset Credit Card Undeposited Funds Other Current Asset Gift Certificate Gift Certificates Other Current Asset Accounts Receivable Accounts Receivable Accounts Receivable Merchandise Sales Merchandise Sales Income Merchandise Discount Merchandise Sales: Discounts Income Sales Tax Sales Tax Payable Other Current Liability Receipt Fee: POA Merchandise Sales Income Cost of Goods Sold Cost of Goods Sold Cost of Goods Sold Purchase Clearing Unbilled Purchases Other Current Liability Voucher Inventory Inventory Asset Other Current Asset Voucher Adjustment Inventory Asset Other Current Asset Freight In Purchasing Expenses Expense Voucher Fee Purchasing Expenses Expense Accounts Payable Accounts Payable Accounts Payable Memo Inventory Inventory Asset Other Current Asset Memo Offset Inventory Asset Other Current Asset Default Payment Type Mappings QuickBooks POS Field QuickBooks Payment Type Cash Cash Check Check Credit Card: AMEX American Express Credit Card: MASTER MasterCard Credit Card: VISA Visa Credit Card: DSCVR Discover Credit Card: DINERS Diners 293 . If you do not wish to use these default accounts. Data Exchange Default Account and Payment Type Mappings These default accounts and payment types are where QuickBooks POS will transfer your point of sale data to in your QuickBooks financial software.Appendix C. If necessary.

QuickBooks POS User’s Guide 294 .

AREA: A group of related modules. Cells Each cell represents a particular combination (such as size/attribute) and can correspond to an item in inventory. CELL: In a grid (e. (ALU): A descriptive inventory field optionally used as an additional item lookup field. or restore non-active POs. usually a sales person or cashier. This file enables the user to print. Refer to your QuickBooks financial software documentation for more information. CERTIFICATE: A QuickBooks term related to integrated applications and their access to your QuickBooks company file.D Glossary of Terms A C MEMO: A transactional document that provides a permanent record of changes to an item’s quantity or cost that was not recorded on another type of transactional document. B BACKUP: A manual or automated procedure that verifies the integrity and makes a backup copy of QuickBooks POS data files. ADJUSTMENT ALPHANUMERIC: Containing both letters and numbers. CASHIER: An associate who works at point of sale. ATTRIBUTE: Typically an item’s color or a second size.and lower-case letters. Refer to your QuickBooks financial software documentation for more information. ARCHIVE FILE: A file that stores non-active POs. 295 . such as shoe width. Horizontal Axis Vertical Axis ASSOCIATE: An employee. a feature listing all accounts and their balances. a style grid). others can be added by users as needed. See also grid. Each QuickBooks POS area can be accessed from the main toolbar on the main QuickBooks POS screen. copy. See also restore. the point where a column and row intersect. A certificate is a digital signature including verification of the identity of the third-party developer.g. ALTERNATE LOOKUP ARCHIVE: To temporarily store a copy of purchase orders in the archive file. CHART OF ACCOUNTS: In QuickBooks.. CASE SENSITIVE: Any process where the program distinguishes between upper. Some accounts are predefined by QuickBooks when a company is set up.

made up of one to three alphanumeric characters. COST: The amount paid by the retailer when purchasing merchandise for resale. GRID: A concise format used to display styles in Style View of inventory. such as a small-order fee. receipt. Typically. (DEPARTMENT): The user-assigned department code.QuickBooks POS User’s Guide PREFERENCES: Company preferences define settings and options that are shared by all workstations on a network and that configure all QuickBooks POS modules. typically Dept Name. price. % UNFILLED = D QTY ORD X 100 FILTERED VIEW: A screen where you define criteria that determine which merchandise or data will be included or excluded for the current activity. Description 1. Description 2. shipping. Vendor Code. FORMER DOCUMENT ITEM LIST: The data entry field of a document where the items being processed are listed. or Size. Attribute. DOCUMENT: An updated transactional document (memo. GRID SCALE: GROUP: See scale. Identifies the point from which a store must pay transportation costs on incoming shipments. GLOBAL DISCOUNT: A discount applied to the subtotal on a document. a title to the merchandise also changes hands at this point. DATA ENTRY FIELD: A specialized area on the screen where you enter data and where the data is displayed. with different descriptive fields located on each. purchase orders. FILL STATUS: A summary of the quantity still due on a purchase order. QTY DUE FILTER ELEMENT: A component of a filter screen. FOB: Free (freight) on board. DOCUMENTS: Order documents and transactional documents. COMPANY CONFLICTING ITEMS: Two or more inventory rows in the same style with the same size and attribute. FIELD: A component of a page design where data can be entered or viewed. voucher) permanently stored in the current month’s history file. See cell. such as receipts. 296 A general merchandise item in inventory used to record the sale of items or fees that are not individually defined in inventory. Field names are included at the top of each column. and memos. In Form View. In List View. See also field. and tax. . FORM VIEW: A detailed view that displays all fields of data contained in a single record. FOREIGN CURRENCY: A non-local currency accepted by a store. See also item discount. Element names identify the criteria to be entered in each field. Includes both a horizontal and vertical axis. fields can be individual components or can be grouped together. The description. G GENERIC ITEM: F FEE: (PO/Voucher) A field on POs and vouchers used to record amounts that are charged in addition to the cost of goods. DEPARTMENT CODE DESCRIPTIVE FIELD: A field that describes the item. a field is the cell where a column and row meet. and tax code is edited as needed on receipts. (In Security Administrator) A set of users that are granted specific security rights and access to program functions.

For example.COST MERCHANT ID (MID): INVENTORY: A store’s set of merchandise. Examples: cash. 297 . ITEM LOOKUP: A method that is used to locate an item in inventory and write it on a document. For retailers who use QuickBooks POS Merchant Account Service to perform credit card transactions. PRICE X 100 See adjustment memo. MERCHANT NUMBER: For retailers who use QuickBooks POS Merchant Account Service to perform credit card transactions. the merchant ID is a number assigned to the retailer and used to identify the retailer. Former transactional documents: receipts. PAYMENT PHYSICAL INVENTORY (PI): The process of counting the actual merchandise on hand and then correcting the quantities recorded in inventory as needed. like QuickBooks POS. vouchers. MODULE: Individual program sections contained within an area. the Items area contains inventory.Appendix D. %: Gross margin or profit margin percentage. and memos. UPC #. See also Item Lookup. A discount applied to an individual item price on a receipt. the Merchant Number is assigned to the retailer and used to identify the retailer when performing voice authorizations. MEMO: #: The number assigned by QuickBooks POS to each item defined in inventory. MARGIN% I INTEGRATED APPLICATIONS: A QuickBooks feature that allows external applications. check. ITEM ITEM DISCOUNT: PRICE . to access the company file and exchange data. credit card. One way to express the relationship between item cost and price. Glossary of Terms H M HEADER FIELDS: MAIN TOOLBAR: HISTORY DOCUMENTS: MARGIN Data fields that contain general document information (as opposed to item fields). quantities. The horizontal toolbar located across the top of all QuickBooks POS screens. Changing preference settings and Backup are two examples. Item lookups search the Item #. department. P L LIST VIEW: LOOKUP: A list of records contained in a file. and vendor modules. TYPES: (Receipt) How the customer pays for merchandise or the store pays out a customer’s refund or change. Refer to your QuickBooks financial software documentation for more information. the module for tracking that merchandise. Also. Ability to quickly locate data from another module and enter that information in your current module. = N NETWORK: Two or more computers linked together and sharing both program and data files. and other related information. INTOLERANT ACTIVITY: An activity that requires all other users to be out of the program before it can be performed. The item’s row number in the inventory file is used as its Item #. Information recorded by any computer on the network is instantly available to all users on the network. and ALU fields to find a match.

this term refers to the area containing the receipt and customer modules. A record could be either document or non-document data. RECEIVING RECORD: (noun) QuickBooks POS data is typically stored as a sequence of records in 298 A code used to identify why sales are taxable or non-taxable. SALES TAX CODE: R RECEIPT: A transactional document that records a sale or return of merchandise at point of sale. Different price levels can be used to record employee prices. VOUCHER: A transactional document that provides a permanent record of merchandise received from a vendor. PURCHASE ORDER (PO): A temporary order document recording merchandise ordered from a vendor. Refer to your QuickBooks financial software documentation for more information. RETURN PRICE LEVELS: Up to 4 complete sets of prices for all items in inventory. Printed. and make the document active. See purchase order. POS: RECORD: (verb) To enter data in a field. typically given to the customer. RIGHTS: See security rights. either manually or automatically by the program. and customize many of the QuickBooks POS features. There are two types of preferences in QuickBooks POS: company preferences and workstation preferences. Receipts. VOUCHER: A transactional document that provides a permanent record of merchandise returned to a vendor. Retailers who use QuickBooks in conjunction with QuickBooks POS can assign a sales tax item from QuickBooks to sales conducted in QuickBooks POS via company preferences. The printed receipt serves as the customer’s receipt. See point of sale. etc. RESTORE: (relating to archived files) To move an archived PO from the archive file to the active file. S SALES RECEIPT: Q QB POS: Abbreviation for QuickBooks Point of Sale software. RESTORE: (relating to the Restore feature) Using backup data to replace damaged data files. PRICE: The amount charged to the customer for the purchase of an item. A transactional document that provides a permanent record of a merchandise sale.QuickBooks POS User’s Guide PO: data files. vouchers. POINT OF SALE (POS): The location(s) in your store where sales are rung up. SALES TAX ITEM: In QuickBooks. See also sales receipt and return receipt. PURGE: To permanently remove an archived PO from the program. REVERSE: To create a new document that cancels out the effects of a former document. On menus in QuickBooks POS. establish feature options. the printed record of the transaction. wholesale prices. it serves as the customer’s receipt. Also. . PREFERENCES: Preferences enable you to configure your QuickBooks POS program to work with your hardware and accessories. a sales tax item is used to calculate a single sales tax applied to a sale. RETURN RECEIPT: A transactional document that provides a permanent record of a merchandise return at point of sale. Sales tax codes in QuickBooks can be assigned to corresponding sales tax codes in QuickBooks POS in company preferences. and memos can be reversed.

record status. Examples: COD and 2% 10. 299 . For example. typing <Alt + the underlined letter> instantly selects the corresponding option on the main toolbar or in various dialogs. vouchers. SPLIT-PAYMENT SALE: A sale paid for using two or more payment types.Appendix D. STYLE GRID: See grid. STYLE DESCRIPTION: The description field(s) used along with Department and Vendor Code to define a style. In QuickBooks POS. transactional documents record changes in inventory quantities. TOGGLE: To switch between two options. SECURITY ADMINISTRATOR: The Security Administrator Tool contains settings that limit which features and areas can be accessed by users or groups. Refer to your QuickBooks financial software documentation for more information. STATUS BAR: An information line located on the bottom of most QuickBooks POS screens. SEARCH: An option that finds the closest data match when a user enters information in the Search field of List View. TOOLBAR: A bar located vertically or horizontally in an application window. modules. costs. STORE: The physical location from which you sell merchandise. Vendor Code. or functions. STYLE: A group of inventory items with the same Department. TOLERANT ACTIVITY: A QuickBooks POS activity that can be performed while other workstations are engaged in any QuickBooks POS activity. It contains buttons that represent commands to access program areas. SORT INDEX FIELD: A field in a data record used to index and sort the records in that data file. Glossary of Terms SALES TAX GROUP: In QuickBooks. TOOLS: Separate program files that provide ancillary or support capabilities. (TID): For retailers who use QuickBooks Merchant Account Service to perform credit card transactions. such as Backup and Restore. Retailers who use QuickBooks in conjunction with QuickBooks POS can assign a sales tax group from QuickBooks to sales conducted in QuickBooks POS via company preferences. containing buttons for program features. etc. Predefined array of sizes and attributes that can be used when creating or modifying a style grid. T TAX CODE: A code assigned to each item in inventory that defines the tax status (such as taxable or non-taxable) for the sale of items. SCALE: Also called grid scale. SECURITY RIGHTS: The set of abilities granted to the users of a security group to access or use various program areas or features. SHORTCUT KEY: A keyboard command that executes a QuickBooks POS function. a store also refers to a merchandise inventory. Net 30. the currently logged in employee. and memos. displaying data such as the active price level. Available in most modules. When updated. including the same activity. or prices. the terminal ID is a number assigned to the retailer and used to identify the point-ofsale terminal from which a credit card transaction originated. TRANSACTIONAL DOCUMENTS: Receipts. and Description 1 that are linked so they can be viewed together as a grid or in lineal display. a sales tax group is used to calculate two or more sales tax items grouped together and applied to the same sale. SIDE TOOLBAR: The vertical toolbar located throughout QuickBooks POS. TERMINAL ID TERMS: (PO/Voucher) How and when the retailer plans to pay the vendor for merchandise ordered.

is a 12-digit number encoding both manufacturer and product information. costs. The shorter UPC-E codes contain only six digits. etc.QuickBooks POS User’s Guide to five) are sequentially numbered Workstation 01. VENDOR VOUCHER: A transactional document that records merchandise received from or returned to a vendor. In QuickBooks POS.S. 2) When using QuickBooks. the most widely used version. update refers to the end-of-day exchange of data between QuickBooks POS and QuickBooks. UPC numbers can be used to look up or scan items when listing them on documents. such as a field entry or calculation of quantities. installed workstations (up 300 WORKSTATION PREFERENCES: Workstation preferences define workstation-specific settings and options. 3) The process of obtaining and installing new program files. X X/Z-OUT REPORT: Reports of POS activities. . See also receiving voucher and return voucher. including hardware setup and printing preferences. found on grocery items and many other products in the U. See also workstation. U UPC: Universal product code: A family of widely-used barcode symbologies that encode both manufacturer and product identification. UPC-A.g. a voucher updates inventory quantities and optionally prices. update has three possible meanings: 1) The process that permanently records a transaction and makes adjustments to inventory and related documents. as well as report any amounts over or short. Workstation 02. W W/S: Abbreviation for workstation. and also updates a referenced PO's fill status. e. or prices. WORKSTATION (W/S): An individual PC. CODE: The user-defined code assigned to each vendor and used to track that vendor’s merchandise as it is received and sold. The X-Out Shift Report can be run throughout the day to monitor sales activity. The Z-Out Drawer Count report is run at the end of a shift to reconcile the cash drawer. V VALUES: Numerical data. The Z-Out Store Close report is run at the end of the day to summarize the day’s sales activities and cash flow. UPDATE: In QuickBooks POS. In QuickBooks POS.

118-119 price. 213 Accept Checks? setting. 272 cash drawers reconciliation. cells. 78 grid scales. 76 inventory. 191. 92 modules. 122-123 adding customers. 37 monthly history files. 127 reversing. 67 purchase orders. 222 C calculating cost. 177 (see also user) attribute. 108. 214 301 . 125 printing. 160 department records. 239-240 QuickBooks employees. 131 Alternate Lookups (ALU) item lookup by. 143 purging. 177 price levels. 272 merchant number. 272 Merchant ID (MID). 191 adjusting prices.Index Index You can also search the QuickBooks POS Help index for specific program information. 106-107 inventory items. 125 reason. 130-131 holding/unholding. 82 vouchers. 83 Address Verification System. 134 QuickBooks from QuickBooks POS. 101 styles. 110. 95 Avery Labels tags. 125 creating memos automatically. 207-208 manual backups. 168 B backing up data automatic backups. 154 markdowns. 130 memo types. 128 markdowns. 128 manually. 142 restoring. 129 cost memos. 154 adjustment memos actions that generate memos. 161 account mapping. 271 account merchant service account. 118 receipts. 206. A access levels. 162 departments. 192-193 active price level changing on a receipt. 128 fields. 71 customer labels. 129 copying. 174 setting default price level. See associate. 251 vendor records. 174 report options. 51 and/or statements. 257 records. 237. 61 breakouts. 208 barcodes. 44 vendors. 149 card services AVS response. 146 accounts receivable. 132 quantity memos. 208 rotating backups. 227-229 cashier. 110-111. 215-216 archived POs editing. 209 using floppy disks. 272 Terminal ID (TID). 107 new user. 154 canceling adjustment memos. 161 accessing customer records. 172 vouchers. 103 changing associate on a receipt. 142 associate. 126-127 finding. 174 Add Counts window. 128 canceling. 22 payments on account.

154 creating adjustment memos. 176 mailing labels. 232 vouchers. 168 customer lists. 128 departments. 223 charge accounts account balance. 46 date fields. 161 exchanging with QuickBooks. 272 merchant service. 164. 44 editing. 239-240 purchase orders. 196 vouchers. 49 quantity fields. 218 . 192 clearing filter criteria. 119 Company Preferences accounting 271 general. 47 read-only fields. 218-219 fixed dates. 220 entering. 191 setting up a merchant account. 167 notes. 240 vendor information. 165 account limit. 176 Customers adding. 45 check box fields. 275 consolidating items. 128 code. 263 copying a customer record. 113 updating when receiving. 46 currency fields. 161-162 filtering. 63 dates dynamic dates. 156 cost changing with adjustment memo. 160 listing on receipts. 112 printing on price tags. 165 D data backup/restore. 162 charge accounts. 272 reversing and voiding payments. 63 markdowns. 275 scales. 107 security user information.QuickBooks POS User’s Guide X/Z-Out report options. 165. 46 data import/exchange data recovery. 135 receipts. 56. 161 printing customer labels. 171 sales charts. 191 canceling payments. 246 data records adding. 163 editing. 102 grid scales. 176 deleting. 207-209 data entry blank fields. 101 styles. 192 checks Accept Checks? setting. 164 discounts. 167 purchasing history. 261 payment by check. 165 exchanging with QuickBooks. 272 price levels. 274 sales tax. 248-251 sales data. 209 preparing for import/exchange. 47 fields with suggested entries. 163 history. 47-49 drop-down list fields. 107 new user. 83 vouchers. 273 sales. 114 inventory cost. 78 inventory items. 165 charge balance. 261-264 with QuickBooks (overview). 149 correcting memos. 273 purchasing & receiving. 219 ranges. 219 format. 162 departments. 78 grid scales. 46 lookup fields. 45 finding. 165 importing from QuickBooks. 129 customer information. 148 302 credit cards accepted card types. 163 finding. 131 receipts. 106-107 inventory items. 183 copying adjustment memos. 191 configuring your system. 162 Customer Lookup field. 263 payments by charge. 22 Customer Lookup. 164 fields.

79 planning. 153 item discounts. 202 QuickBooks data exchange. 76-77 copying. 63-64 items. 129 receipts. 220 fixed dates. 184 vendor history. 184-185 manual. 85 Department field. 81 defining costs of existing items. 273 editing customers. 80 editing. 239 passwords. 122 records. 45 security user properties. 164 departments. 128 report options. 76-77 filter criteria for reports. 254-257 inventory items. 59 Price Manager. 122-123 exiting modules. 241 style items. 239 nicknames. 165 item information. 207-209 processing credit card transactions. 241 vouchers. 263 303 . 203-204. 170 dynamic dates. 56. 2. 107 delete confirmation. 112. 101 styles.Index decimal quantities. 260 vendors. 16. 239 login names. 37 physical inventory counts. 67-68 order. 160 inventory adjustments. 80 inventory items. 261-262 sales data. 219 modules. 142 security users. 273 deleting customers. 258-260 running Z-Out report. 185 purchase orders. 102 styles. 240 End of Day backing up data files. 162 department codes. 220 dynamic dates. 81 discarding memos. 76 pricing formula. 77 filtering. 53 physical inventory counts. 74 document item list. 80 quantities of existing items. 153 displaying customer purchasing history. 77 departments adding. 56. 134 transactional. 48. 79 defining. 29 error messages during End of Day. 172 vouchers. 163 global. 101 margins. 110 vendors. 47-49. 108-109 listed items on documents. 80 review after import. 78 finding. 79 fields. 164 departments. 156 employees adding. 50 documents history. 116-120 purchase order. 78 codes. 59. 79 imported data. 101. 128 customers. 80 pricing formula. 137 voucher. 2. 2. 214 styles. 149 discounts customer. 109-110 items listed on receipts. 206 entering data. 109 styles. 16. 152. 76 department names. 45-46 dates. 86-87 saved reports. 220 E edit confirmation. 77 department codes changing. 204 exporting to QuickBooks customers. 29 QuickBooks POS. 78 deleting. 262 receiving information. 255 quantity decimals. 76-77 planning.

65. 63 entering criteria. 29 program help 29-30 program updates. 98 copying items. 161 G generic items defining. 255 employees. 215 exact matches. 141 Filtered View canceling. 40 former memos correcting. 130-131 receipts. 218-219 Form View. 131 finding. 67 holding memos. 295-300 grid. 224 redeeming. 156 finding. 47-48. 196 finding. 218 finding customers. 67 memos. See scales H help and support online help. 63-64 filtering by postal/Zip Code. 96. 193 global discounts. 101 styles. 178 glossary. 172 vouchers. 156 finding. 10 inventory adding grid scales. 194 selling. 136 on receipts. 112 . 215 include/exclude. 96 listing on receipts. 156-157 freight charges. 256 vendors. 66 defining criteria 63-64. 195 vendors. 195-196 former vouchers correcting. 130 receipts. 130-131 reversing. 107-108 attributes. 157 editing.QuickBooks POS User’s Guide F F5 Item Information window. 155 reversing. 68 correcting. 149 I importing from Quickbooks accounts and payment types. 131 former receipts correcting. 255 installation and configuration installing QuickBooks POS on a separate computer from QuickBooks. See style grid grid scales. 106-107 items. 67 reversing. 68 editing memos. 95. 30 upgrading to Retail Pro. 31 history documents copying. 195 reversing. 248 normal. 67-68 updating 150. 102 cost. 252 department codes. 183 on vouchers. 5-6 Interview. 64 clearing criteria. 63-64 departments. 65. 218 range criteria. 182 non-inventory field. 153. 153 fill status. 84 vouchers. 254 customers. 195 vouchers. 56. 215 records. 216-217 blank fields. 163 data records. 30 technical support. 153 full name. 63-66 reports by and/or statements. 257 data during Setup Interview. 189 history files. 155 fixed dates. 257 inventory items. 130 receipts. Setup. 53 fees on POs. 79 history documents. 99 304 gift certificates on X/Z-Out reports.

272 login names. 92-93 non-inventory field. 105 logging in/out. 96 price. 56. 271 margin default department margin. 294 QuickBooks payment types 254. 120 creating. 110 price levels. 101 styles. Alternate Lookup. 183 copying in inventory. 113 Style View. 118-119 clearing. 277-278 L labels. 100 List View. 52 listing by Alternate Lookup. 42. 106 finding. 92. 36 automatic logout. 103 defining.Index cost code. 51 using Item Lookup/Edit. 108-109 fields. 52-53 Item #. 80 set margin percentage for inventory. 116-121 price tags. 52-53 locking style grids. 110-111 Price Manager. 50-53 by Item#. 71 QuickBooks POS. 70. 17. 107 items. 51 Item #. 8 Security Administrator. 94. 113 printing. 201 Previewer. 117 calculating. 95 deleting from inventory. 51 UPC. 38-39 listing customers on receipts. 113 printing tags. 107 deleting. 26. 102 discounts. 92 updating definitions. 95 deleting from inventory. 108-109 updating inventory cost. 37. 168 launching End of Day. 184-185 editing on documents. 101. 101 copying in inventory. 51 choosing from inventory. 97. 41 mapping fields 271. 91 Items adding to inventory. 118-120 305 . 98-100 finding items. 239 M main toolbar. 101 finding. 51 by going to inventory. 184-185 editing. 273 editing grid scales. 94 styles adding. 50 by searching. 95 Item View. 52 by item. 51 Item View. 107-108 description. 176-177 items on documents. 101 item definitions. 107 importing from QuickBooks. UPC. 238 List View. 100 Form View. 56. 102 defining. 112. 103-105 grid scales adding. 114. 154 style definitions. 272 log in a second user. 110 markdowns active price. 105 editing. 107 editing. 101 consolidating. 37 requiring user login. 110-111 price/cost relationship. 102 definition. 93 generic items. 51 UPC. 70. 56. 271. 279-293 QuickBooks account types 254. 71. 119 copying price levels. 108-109 item lookup by Alternate Lookup. 53 inventory lookup by Filtered View. 92-93 items adding to inventory. 56. 252-253 initial quantities. 96 grids. 102 discounts. 106-107 copying. 52 K keyboard shortcuts.

184-185 equipment. 179. 120 fields. 124 PO instructions. 57. 190 Merchant ID (MID). 222. 42 style grid. 190-191 by gift certificate. 283 physical inventory editing counts. 134-143 P passwords defining. 41. 56 setting default active price level. See adjustment memos merchandise returns. 121-122 updating inventory quantities. 114 design files. 118-119 Media Count window. 113 markdown tags. 5. 43 net sales. 192-193 by check. 27 preferences. 193-194 306 payment type mapping. 189 merchant service account 22 order documents. 272 modem setup. 269 printing cost code. 106-107 vendor codes. 118 markdown fields. 116-120 copying between price levels. 116 Price Manager. 120 defining default price levels. 227-228 memos. 43 touchscreen. 225 network and multi-user configuration. 56 QuickBooks adjustment (see adjustment memos) updating when receiving items. 7-8 nicknames. 117 options. 121 records. 70. 57-58 price markdowns. See purchase orders POS discount types. 69 documents. 169-198 practice QuickBooks POS. 273 overview. 158 prices adjusting prices. 240 pasting records. 80 printers. 154 pricing formulas. 57 defining prices for new items. 117 printing markdown tags. 119 price levels. 103-105 toolbar. 200 setting up Merchant Service account. 224 O opening cash drawer. 118-119 copying prices to another price level. 117 new price. 273 defining. 56-58 names. 240 entering. 121 updating inventory prices. 110. 120 entering manually. 111 markdown percentages. 173-174 prices and discounts. 69 . 7-8 N navigation keyboard.QuickBooks POS User’s Guide entering manually. See Company Preferences. 121. 143. 273 updating. 116-121 calculating markdowns. 70. 122-123 entering counts. 2 receipts. 120 filtering inventory. 41 Payment on Account. 222. 136 POs. 192-193 payments by account/charge. 154 using. 79 grid scales. 113. 110-111 editing prices. 271. 190 send credit card batch. 42. 272 Merchant Number. 71-74 price levels default. 69 inventory. 269 module. 22 Terminal ID (TID). 154 editing on a receipt. Workstation Preferences Previewer. 272 modifying department codes. 192 by credit card. 2 ordering merchandise. 121 price tags. 82. 83 multi-user configuration. 118 printing markdown tags. 194 Merchant Service accepting credit card payments. 228-229 Media Totals window. 239 non-currency media.

195-197 sales receipts. 176 selecting customer. 178 payments on account. 191-194 price. 175 types. 142 Q quantities entering initial. 182-183 global. 192-193 records adding. 175 printing. 185 discounts generic items. 179 copying. 8 reports access levels. 136-137 fill status. 196 default price levels. 184-185 priority. 175 item. 188-189 holding/unholding. 196 correcting. 176-177 payment type. 45-49 registering QuickBooks POS. 143 printing tags. 184 comments. 202. 135 creating. 273 deleting items. 248-249 installing QuickBooks/QuickBooks POS on same computer. 138 fees. 135 deleting. 70. 142 deleting listed items. 186-188 payment types. 5-6 updating. 141 quantities received. 187-188 totals. 142-143 copying. See vouchers reconciliation of cash drawer. 176-177 listing items by item identifier. 181-182 generic items. 138 by Item Lookup #. 16 on-hand. 195 giving change. 30 Promo Code field. 187 taking payment. 2 purging archived POs. 158 processing credit card transactions. 176-180 finding former receipts. 187. 172 changing associate. 96. 137 listing items adding new items while. 177 price levels. 140 discounts. 207-209 purchase orders archived POs. 141 editing listed items. 203. 196 customer lookup. 150 purchasing module. 172 item information. 198 Promo Code. 141 item costs. 182 listing customers. 213 categories. 113. 178. 139 by choosing from inventory. 45 entering data. 195 reversing. 177 return receipts. 173-175 price levels. 138 PO instructions. 99. 122-123 physical. 202 program updates. 213 307 . 173. 181-182 by selecting from inventory. 187-188 split payments. 54 editing. 143. 246-264 QuickBooks POS Merchant Service. 121. 178 protecting data. 141 finding. 227-229 receipts canceling. 190 recording fees and charges on receipts. 143 referencing on a voucher. 122-123 quantities on order. 174 tax code. 183 notes on receipts. 136 fields. 186-189 updating. 141 QuickBooks exchanging data. 176-177 date. 272 R receiving vouchers. 183 payment amounts. 173 fields. 44-45 deleting listed items. 173-174 prices priority. 137 editing. 203-204. 136 printing.Index tags.

107 scanning merchandise. 241 security groups. 153 shortcuts. 104-105 cells. 11 security options. 92 store headings. 214 resetting report options. 114 . 201 reports. 236 security rights by group. 241 importing employees. 12 printing options. 146 reversing memos. 236 copying a user profile. 275 tax rate. 107 navigating. 11 company information. 39. 59 saving records. 237 launching. 181 second user logging in. 181 searching. 61. 103 editing. 12 QuickBooks data exchange. 110 descriptions. 231 bar graphs. 12 shipping charges. 103 styles creating. 242-244 security system administrator. 193 support. 176 (see also receipts). 38 startup. 42. 234 saving. sales tax tax codes defining. 104 size/attributes. 39. 240 deleting a user. 34-35. 113 printing cost/last received date. 213 X/Z-Out reports. 9-10 T tags markdown tags. 156 reviewing reports. 201 items from inventory. 59-60. 238 selecting End of Day options. 106 attaching to a style. 195-196 vouchers. 241 editing user properties. 277 sorting changing sort order. 214 restoring data. 215-221 options. 238 308 requiring users to log in. 52-53 selection criteria for Filtered View. See system startup status bar. 74 running End of Day. 234 sales receipts. 11 equipment options. 74 running. 107-108 definitions. 121 price tags. 107 copying. 12 Merchant Service. 101 adding new styles. 193 Setup Interview business type. 239-240 automatic logout. 70.QuickBooks POS User’s Guide filter criteria. 104 showing totals. 237 security rights by group. 232-233 effects. 63-64 selling gift certificates. 38 sortable fields. 275 editing. 242-244 viewing user properties. 107 editing. 233 line graphs. See security system administrator system requirements. 230 creating. 176 return vouchers. 230 printing. 223 S sales charts area graphs. 107-108 arranging. 209 return receipts. 61 Search field. 37 Security Administrator. 236-244 adding new users. 272 style grids adding new items. 103 deleting from inventory. 52. 103 displaying. 44 scales adding. See technical support system administrator. 231 pie charts. 131 receipts. 214 reviewing. 5 system startup.

2 U unholding documents. 11. 157 costs and prices. 82 payment terms. 40 vouchers adding. 74 inventory. 156 finding. 85 toggling and/or options. 85 vendor code. 271 End of Day process. 189 vouchers. 83 deleting. 153 finding. 146 views List View. 151 from a PO. 55 memos. 30 updating inventory prices. 150 scanning. 82 vouchers. 83 copying. 172 vouchers. 157 editing. 100 changing at point of sale. 148 deleting items. 154 item prices. 153 holding/unholding. 84 finding. 59 tax codes assigning in inventory. 85 printing. 62 updates. 82. 92-94 purchase orders. 84 fields. 89 terms. 61 defining. 154 listing items choosing from inventory. 28 name. 155 reversing. 149 copying and correcting. 178 rate. 153 discounts. 82-83 filtering. 239 password. 149 changing cost. 124 QuickBooks 203-205. 59. 155 former vouchers correcting. 85 editing. 149 UPC assigning. 275 technical support. 116 toolbar buttons. 156 freight charges.Index tax code. 241 vendors. 154 markdowns. 84 history. 154 comments. 147 copying. 82 adding. tracking customers. 236 V vendor codes. 86-87 importing from QuickBooks. 134 reports 74. 59-60 defining tax codes. 213 security user properties. 153 editing former vouchers. 62 item lookup by. 125 customers. 118-119 physical inventory. 152 fee amounts. 41 tools See backup and restore. 160 transactional documents. 216-217 include/exclude options. 30 terms vendor terms. 218 tolerance Company Preferences. 240 information. 60. 150 user class. 258-264 receipts. 83 viewing adjustment memos. 149 item costs. 11 Price Manager. 38-39 Form View. 130 receipts. 82 vendors account number. 151 309 . 60. 160 departments. 156 listed items. 154 creating. 275 exempt sales. 148 canceling. 181 recording in inventory. 200 Interview. 240 security groups.

148 return vouchers. 148 substitutions. 227 non-currency media counts. 223 store close report. 227 Zip Codes verifying addresses by. 227 filter criteria. 191 . 224 POS actions on. 151 new items. 148 W workstation. 224 gift certificate data. 151 updating cost and price.QuickBooks POS User’s Guide using Item Lookup/Edit. 150 receiving vouchers. 152 printing. 158 receiving against a PO. 270 X X-Out shift reports running. 225 X/Z-Out reports displaying discount data. 7-8 Workstation Preferences configuring. 223 Z Z-Out reports currency counts. 270 printing preferences. 224 filter criteria. 154 vouchers. 269 enable touchscreen features. 223 printing preferences. 224 printing preferences. 222 running. 227-228 drawer counts. 224 sales/returns. 269 general preferences. 227 running. 269 equipment preferences. 223 media counts. 222 reconciliation. 223 310 shift report. 270 security logout.