QuickBooks Point of Sale

Q: I have 2 computers networked together with POS 9.0 (soon to have 3). When I do an end of day they are added together. How can I set it up to be separate? I want to know which computer/worker is short. Currently I have no way of knowing who…

A: So you need to have the report options come up first.  To do so, go to report center and the main page with all of the reports.  Down at the bottom is listed a box that saiys show modify report window before running report.  Check the box.  Now, when you run your Z-out cash drawer report, it will give you a chance to modify and select which register you want.

Customer Issue: Can’t exit POS 9.0. Error messages include “Access violation at address 0078C063 in module ‘qbpos.exe’. Read of address 00000000. Also, “Access violation at address 00De5FC3….read of address 000001D3. Am loathe to shut the machine down.

EMS Response: Access violations in general are resource related and can occur if you seldom reboot the machine as all programs have small memory leaks that decrease resources over time.  I advise my clients to reboot machines at least once a week.

Q: Is there a way to combine departments in a report? We are a Garden Center that sells plant materials as well as mulch, soil and rock. I want to generate a report that summarizes all plant sales vs mulch, soil and rock. Plant departments are items like annuals, grasses, ground cover etc. I need to combine all of the plant departments into a category called “Plant Materials” and the mulch, soil rock etc into one category. 

EMS: Not really. Had we consulted with you we would have advised to set up your departments starting with Plant Mat:Annuals, Plant Mat:Grasses, etc.  In this way, they would be all together for easy grouping.  You can sort of do what you want by using Department Codes.  Codes are no longer required and do not need to be unique.  Therefore, you could put the code PLA in all of the departments that are your plant materials departments.  In this way, you can filter by the dept code

Q: I want to relocate QB POS Data file from shared documents to shared network file. I have tried dragging, copying, etc.  Getting error “Being used by another person …” Nothing else is opened. I have rebooted and shut down PC.

EMS: POS will scan the network to connect client machines to the POS server.  The only reason I have seen people want to change the database location is so that the database is on their file server for backup.  There are two choices.  Install POS on the file server and make that the POS server or schedule your backups to a drive on the server and then back up the backups.

Q: I am having a tough time figuring out how to keep my employees accountable with POS 9.0.  I am new to this system.

EMS response: The beginning cash is the ending cash from the drawer count of the prior evening.  I agree that could be stronger.  The x-out status report allows you to print activity for any time period.  Keep in mind that printing reports doesn’t close anything unlike some other POS systems.

We recently started consignment in our retail shop. How do we keep track of store credits for customers in POS when their items sell? Do I create a PO as I do when paying a vendor? How would it be tracked for bookkeeping?

EMS Response: Intuit’s help recommends that you create a PO and put the consignment items on the PO and then as it sells, receive those items in which will create a bill to be paid.  This works but can be a pain to manage.  Another solution is to look at Pbposadvisors.com and download their consignment tool.  It is pretty slick and handles all of the back end accounting.  If you do a lot of consignment, it is well worth the money.

How do you record a PayPal payment on a sales receipt? We get a lot of PayPal payments through our web store and want to be able to record that the sales is coming from that payment method so we know the sale is not coming from our retail store.  How can we make this distinction since it’s not one of the payment choices when you record a sales receipt?  Our web store is not associated with intuit and we are not going to make a change. We need to have this program work for both our retail and our web store.

EMS: Mirror of time and POST3 answers are only good if you don’t use Intuit Merchant accounts services.  If so, use the check field and record the check # as PayPal.  I prefer this method overall as opposed to using the JCB, etc.

Question: POS Pro v. 7 is crediting customers too much money upon return of items that had a discount on the original sale. If this is happening in our system it must be happening to everyone else using POS Pro v. 7. Has anyone figured out a way to resolve?

EMS response: I always teach clients to refund for the original receipt. Go to sale history and find the receipt, then click on I want to and return items. Doing it this way will make sure that you only refund what they paid for it.

Can i use QuickBooks POS for a supermarket with 60.000 items 12 POS terminals 10 back offices and 2 front offices?

Will’s response: POS can run 20 workstations so need to more about the back office and front office as those may only need access to the financials which is a separate program.  The 60k items is no problem, but there is no scale integration.

Q: Sometimes when I enter a receipt thru POS to a customer, it comes across to QBPro listed as a counter sale in deposits. Also, the customer account it was entered to does not reflect the sale. When you go to back into deposit detail you can’t change the customer from counter sale to the correct customer.   The only way you can then correct it is to delete the deposit, go to the original receipt, and change the name, save, then redo the deposit.  Why does this happen?  Can I change a setting somewhere?

EMS: This is not by design for cash and credit card transactions nor should you need to change it in QuickBooks financial.  In fact, we recommend that you post in summary fashion which will create one sales receipt under counter sales for the total of that days sales (excepting on account sales which will create an invoice with that customer)  You can get all of the sales reports, etc. out of POS.