General QuickBooks Information

English Management Solutions, Inc. will be closed Mon. for Labor Day. We hope you have a fun and safe holiday! QuickBooks customers who require technical assistance or have an emergency during our office closure may do one of the following:

Contact Us:
Toll free 877-467-0451, local to San Diego at 858-467-0400
Use our Contact Us form or send an email to info@englishmgmt.com
Our billable rate will apply.

For non-emergencies, leave a message at our office number & we’ll return your call the following business day

Contact Intuit Support 24 hours/7 days a week. Fees may apply:
• Point of Sale: 1-800-4INTUIT (800-446-8848)
• Enterprise Solutions: 866-340-7237
• Merchant Services: 800-558-9558

Thank you for your business!

Does moving ever go as expected? You think you’ve got so much time to prepare for the actual move day and next thing you know you’re two days away. In the midst of coordinating and preparing for our office relocation, we have been blessed with a continued growth in business and have been able to assist many business owners and their staff whether or not they are currently using the QuickBooks Point of Sale system.

Will has been on the road for almost two full weeks meeting with existing and potential clients throughout a portion of Southern California. Road warrior! This week alone he installed the QuickBooks Point of Sale (QBPOS) system at the LA Dodgers baseball stadium office in Los Angeles, CA and trained the guys to use the system for their particular business needs. Inventory control is a huge point for them since they are constantly managing the player’s equipment.

That same day Will met with a potential client who is going to purchase QBPOS but hopes to use it on their existing computers. In this case, it was important for Will to do a site survey of their equipment to verify whether or not it is compatible for the QBPOS V2013. *See the list of minimum requirements below.

Will provided QBPOS training to the manager of a shoe boutique and one of their employee’s on inventory management within QBPOS and how to create and print bar code labels using the Zebra LP2824 Thermal Desktop Tag Printer.

We have met and spoken with business owners who are interested in implementing the QBPOS system at their business. Several of them have an online store. It has been a variety of businesses such as smoke shops, a tire and wheel company, a medical and surgical supply company, an online company that sells health and nutritional items, and a high quality herbs and spices company that has two store locations and an online store. This is just to name a few. The downtown San Diego Library recently moved into and opened their newly constructed building. Will set-up and installed their QBPOS system and now they want an additional POS workstation to accommodate their needs.

Contact Us today so we can learn more about your business needs and we’ll cheerfully answer your questions!

POS Recommended Configurations:
At least 2 GB of RAM for a single workstation installation
1 GB of disk space (additional space required for data files)
Optimized for 1024x768 screen resolution
Operating Systems (North American versions of Windows only):
Windows 8
Windows 7
Windows Server 2008 (SP1 or later strongly recommended)
Windows Vista, all editions (SP2 or later strongly recommended)
Windows Server 2003
Microsoft Windows XP (SP3 or later strongly recommended*), all editions.
Data import/export and Microsoft Office Integration requires full versions of the following:
Microsoft Excel 2000, 2002, 2003, 2007 or 2010
Microsoft Word 2000, 2002, 2003, 2007 or 2010
*Must be SP3 to process credit cards, all workstations must be SP3 only (cannot connect to other SP2 workstations), data file integrity issues make occur if you attempt to restore a backup made on SP2 on a SP3 system.

Multi-user recommendations:
Multi-core processor and 4 GB of RAM are recommended for better performance on the Point of Sale server workstation.
In a multi-user configuration, each workstation concurrently running Point of Sale must have a separately purchased user license, and every copy of Point of Sale must be the same version and level.1

More and more companies are implementing the QuickBooks Point of Sale (QBPOS) system and accounting software. We are excited to say that several Major League Baseball (MLB) teams are not only using QBPOS but are clients of English Management Solutions, Inc. (EMS).  There’s a lot going on with the MLB teams and they need to be assured that they have the software and equipment necessary to manage their activities. Each team has been a pleasure to work with!

We continue to expand our reach to a variety of businesses. QBPOS is an effective solution for more than just a retail store. Every company is different, so it’s important that the system is set-up to accommodate the particular business needs of each customer. Yes, there are some similarities between certain companies which include the business type, daily tasks, the equipment that’s needed and which software features they want/need to maximize, but we don’t make assumptions. We have detailed conversations with each client making the appropriate recommendations, and we work with them for ongoing support.

Here’s a quote from one of the MLB teams Assistant Clubhouse Manager:
"We have used the QuickBooks Point of Sale system for over three years now. With English Management’s fantastic customer service and training along with the excellent product QuickBooks offers, I couldn't see us managing our inventory any other way. I would compare it to having power windows on a car, then later buying a car without power windows! One of the major benefits this system offers to us is at any time we can look into our previous history and see what equipment we have issued to our players. So whenever we have a player that was with us at some point, then goes to the Minor Leagues and returns at a later time, we can just go into his past history to see all the items he was issued and then we can issue him new equipment before he even arrives.”
Jason Shawger
Milwaukee Brewers, Home Clubhouse

Q & A with Will English: today’s topic is regarding transferring the entire inventory to headquarters location. Is there an easy way to do this?

Question from a colleague: We have a QuickBooks Point of Sale V2013 multi store client closing one of their stores and wanting to transfer the entire inventory (1,500+ items) to their headquarters (HQ) location. Is there an easy way to do that?

Answer: Assuming the inventory is accurate between the two locations, I would export the inventory into Excel. Then, create a column to add the inventory in the two locations, making sure that you set the results as a fixed value.  The next step would be to map the combined column to the QTY1 field and import back in.  It is not as good as doing a transfer slip as the history will just show the change in quantity via an import, but it will be faster.

Q & A with Will English

Question from our client:  Currently our POS system creates duplicate vendors and item numbers (different products with the same item numbers). Will this be fixed with the upgrade to QuickBooks Point of Sale (QBPOS) V2013?  Also, what are the provisions for loyalty programs and mobile sales in the new system?

Answer: It shouldn’t duplicate item number or vendors.  I would have to understand what you are doing to cause this now as there is no fix in the new software.  For mobile sales, you can synch up a list of items that you wish to sell mobile.  We don’t recommend doing your entire list.  Then, POS synchs it to an application on your phone called Go Payments.  You then sell items on the phone taking credit card or cash, and it will send the sales transactions back to QBPOS.  As for loyalty programs, there is a buy X dollars to get Y dollars or Y percentage off.  For example, if you spend $500, you get $25 off.  It is not tiered, meaning that you don’t get more discount the more you spend, and you can only use one reward per sales ticket.  If you have any more questions, let’s set up a call and I’ll be happy to discuss.

The PinPad with Signature Capture is no longer listed on the Intuit Website. This is because the signature capture is no longer supported nor sold.  If you have one, it will keep working but you will not be able replace it as Intuit needs to program their security codes into it and they no longer will program them. Intuit no longer supports this product and there is not currently an alternative signature capture device to use with QuickBooks Point of Sale.

Many people are looking for a quick, concise resource for the QuickBooks Point of Sale (QBPOS) & Financial (QBF) software. Not a big heavy book that takes up a lot of room but something lightweight & easy to flip through with clearly written information & screen shots.

Will English, President of English Management Solutions, Inc. co-authored some reference handbooks with his colleague Steve D. Green, President of SDG Business Solutions. They teamed up to write these books because they saw such a need for this material; so many people were asking similar end-user questions that the need was there.

As nationally known trainers for both the Sleeter Group & the Joe Woodard Scaling New Heights conference, their classes fill up with attendees eager to learn from these sought after experts. Business owners, consultants, bookkeepers, & accountants around the nation seek their assistance with the various QuickBooks products. They are each active testers in the QuickBooks beta program, which allows them early access to the software for testing purposes. They have over 36 years of combined experience as software consultants. Their mission is providing small business owners with the financial information they need to be successful with the highest level of QuickBooks consulting services.
You can read Steve’s bio HERE and Will’s HERE.

Here’s a list of some of the reference handbooks available & a brief description of each. They are all step-by-step guides with screen shot tips. Learn more by following the links at the bottom of this blog:

QuickBooks Point of Sale V10 Store Operations Handbook: Will English & Steve Green are the "Go To" guys for POS. These nationally known trainers have broken down standard procedures in QBPOS to create inventory & receive inventory, make sales, & process QBPOS end of day.
QuickBooks Point of Sale Store Operations Handbook 2.0: With the new features & functionality of QuickBooks Point of Sale V2013, Will & Steve have provided another guide that is a great tool for end-users, bookkeepers, accountants & consultants, who need a quick & concise resource that explains how to post transactions, setup & manage inventory & sales activities within QuickBooks Point of Sale (QBPOS) as well as manage the steps required in the QuickBooks Financial Software (QBFS) to complete the POS accounting.

QuickBooks Point of Sale Store Operations Handbook for Wineries: The essential guide for Winery QuickBooks POS store operations in POS V10. A new release for version 2013 is scheduled to be released later this year.
This book is great tool for end-users, bookkeepers, accountants & consultants, who need a quick & concise resource that explains how to post transactions, setup & manage winery related inventory & sales activities within QuickBooks Point of Sale. It is also designed to address some of the key issues about how QBPOS will post the unique entries specific to wineries to QBFS & what to do with them when they get there.

Steve has also written some additional material such as:
Accounting for QuickBooks Point of Sale in QuickBooks Financial: This book shows you step-by-step how transactions are posted from QBPOS to QBFS & what to do with them when they get there. By following the steps in this book, you will be able to keep your accounting accurate & up-to-date.

QBPOS Physical Inventory Handbook: This book is a great tool for end-users, bookkeepers, accountants & consultants that need a quick & concise resource that explains how to manage the physical inventory process within QuickBooks Point of Sale (QBPOS).

See all of the handbooks availalbe through English Management Solutions, Inc. at PUBLICATIONS.
See all of the handbooks available through SDG Business Solutions at BOOKS & TRAINING GUIDES

Today’s topic is regarding the implementation of QuickBooks Point of Sale (QBPOS) V.2013 and the questions are from a new QBPOS user.

Client questions are in black font & Will’s replies are in blue.

I found a way to use Item Description vs Item Name on receipts (40 column) in company preferences.
a) Do I have to set this up again on the Remote store or if I set this on HQ does it set it for all stores? You need to set the receipt for each store.  If you have created a custom receipt, it can be exported and imported into the remote company.

b) What is the character width max of the Item Description field before it will truncate what it prints on a 40 column receipt (I found out the hard way when with importing that ALU is 30 characters max). It depends on the font size you are using, but usually about 30.

2) I want to change what the sales receipt says in the default lines…I know we did this for the remote store from HQ but now I cannot figure out now how to change it (I can only get the HQ store and the tag line saying that goes at the end of the receipt to edit). Do I have to do this at the store POS…and what keystrokes do I use? If you go to the company preferences at the remote and receipt message, you can edit it there.

3) How does one delete old import mappings - thru my trial and error I created a bunch but can't see to figure out how to delete the junk ones now? If you open the mapping, there is a button that says delete.

Q & A with Will English

One of our client’s is still using QuickBooks Point of Sale (QBPOS) V.6.0 and sent the following questions. The client’s questions and statements are in grey font and Will’s responses are in blue: 

We have questions about POS network connections. Could you advise us the following?

We run multi-store POS.  Server station is located at HQ and all retail stores installed POS as client workstation.  There is no server station at any retail store.

1.      At each stores, can we connect more than 2 POS without a server station? The first computer at each location is considered the server computer and that is where the data is found.
2.      If we can connect more than 2 POS without a server station at one location, can we share one license with many client workstation? You can install POS on more than one computer, but you can only open it on the number of machines that you have seats for.

Per our conversation, you can’t get an additional license for your V6 POS.  You will need to upgrade all of the existing systems to V2013.  We should do a hardware analysis as the new software requires more hardware resources.  We also need to know how many stores and however many seats per store so that we can provide you a quote.

As you can see, we take our client’s needs very seriously. It’s important to properly answer their questions, provide accurate information, and in this particular case, a hardware analysis is essential to ensure the client receives all the necessary items in order to use their system effectively.

It’s already Monday May 20^th and we’re half-way through the month. There are two weeks left in this month which carries some significance.

1. Memorial Day is next Monday May 27^th and our office will be closed. QuickBooks customers who require technical assistance and/or have an emergency during our office closure may do one of the following:
   
   Contact Intuit Support 24 hours/7 days a week:
   • Point of Sale: 888-333-3451
   • Enterprise Solutions: 866-340-7237
   • Merchant Services: 800-558-9558
   
   You may contact us via our online Contact Us Form, send an email to info@englishmgmt.com, or you can call our office toll free at 877-467-0451, local to San Diego at 858-467-0400. Press 5 for emergencies only. All non-emergencies will be addressed upon our return on Tue. May 28th. For non-emergencies: If you know your parties extension, enter it or listen for the options. Thank you for your business!
    
2. Very important for those who use the Intuit add-on services and live support:  Don’t forget that on Fri. May 31, 2013 Intuit will be sunsetting some versions of their software.  It’s referred to as the Intuit Service Discontinuation 2013. If you use their add-on services and/or live support, you should upgrade by May 31^st. And Will English always suggest that although you may not use any of the Intuit connected services, if you were to have a data issue, Intuit will not support you once they discontinue the software version.

*Please read our blog titled Intuit Service Discontinuation 2013 HERE. There’s also a document at the bottom of that page that list the products affected by this service discontinuation.

We’ve sent out email notifications to our clients and those on our contacts list, and kept website viewers updated. Please Contact Us as soon as possible with any and all questions and if you would like to update your software. We want to continue to be your QuickBooks resource. We appreciate your customer loyalty!