QuickBooks Point of Sale

Q & A with Will English

Question from a colleague: Hello! There's a motorcycle dealership that has 3 revenue streams - parts, service and bike sales. They want reports on income and expense by revenue stream and has QuickBooks Point of Sale (QBPOS) V9.0 with 3 licenses now. They're thinking about upgrading to QBPOS V.2013. Will it work for them to go to the multi-store set-up?

Answer: You can set up mappings to general ledger (GL) accounts by item type or by each individual item. This will give him what he needs without Multi-store. Multi-store posts to classes so it is designed for locations, not income expense.

There may be times that you want or need to export Invoice information from your QuickBooks software into an Excel spreadsheet. Follow these simple steps:

1. Go to the Reports tab & choose Sales, & Sales by Customer Detail.
2. That opens a report. From there you can filter the specific customer/s that you need along with specific dates. You will want to choose date ranges such as a specific week, quarter, or year.
3. For the date range: directly above the report is a row with date options. Choose what is appropriate for your needs.
4. You can customize the report by selecting various filters.
5. Click on Customize Report & a screen will pop-up to Modify the Report.
6. On that screen choose the Filters tab.
7. For a specific customer/s: Choose Name in the left column, & then choose either one customer name in the next column or select the Multiple Names option.
8. That will modify the Sales by Customer Detail report for the specified customer/s.
9. Click the Excel button to export it into an Excel spreadsheet. You will have the option to export the information into a new worksheet or update an existing one.

Question from a QuickBooks Point of Sale (QBPOS) end-user who does not want to write Purchase Orders from POS but use it only for inventory distribution and tracking. Will trained the staff in Dec. 2012 on how to use the system for their business needs. She recently contacted us with this specific question.

Client: I have a question about the QuickBooks inventory system. When Will showed me the system in December, the ability to generate purchase orders was part of the process. I learned from our finance department that they do not want us to write purchase orders from this system. They would like it used for inventory distribution and tracking only.

I want to be sure that bypassing the purchase order option will still allow us to use the system effectively. I’m thinking we may have to enter the inventory manually (rather than receiving it electronically through the PO system).

Will: That is correct.  What you might do is "issue" a purchase in Point of Sale (POS), print it and provide it to your purchasing department for entry into their system.

Send us your QuickBooks questions to info@englishmgmt.com.

Q & A with Will English

Q: How do you clear unbilled purchases in POS?

A: The unbilled purchases are caused by no invoice/reference # entry in the receiving voucher.  Once you insert something into that field, it will send an offsetting entry and send the bill to QuickBooks Financial (QBF).

Send us your QuickBooks questions to info@englishmgmt.com.

Q & A with Will English

So you're ready to upgrade your QuickBooks Point of Sale (POS) software to the newest version, V.2013. But how do you convert your existing data? With this new download, will the POS will be upgraded and the data converted from the previous version seamlessly?

A: Install the software.The first time you open the new POS, it finds the old data and offers to upgrade it. You simply follow the wizard through to completion.
 

Q&A with Will English

Q: Are we able to collect zip codes in POS for every sales order that is processed? We want to track zip codes for tax purposes.

A: Use the promo field. There is a Sales by Promo code report. This will allow you to run reports just by entering the zip code of your customers.
 

Adding “Open Cash Drawer” as one of the selections below “End of Day” on the QuickBooks Point of Sale HOME screen is a simple task. One of our clients provided the following screen shot and asked how to add it.

In order to accomplish this, you click Customize and find the Open Cash Drawer option.

Q &A with Will English:
One of Will’s colleagues, a QuickBooks consultant, has a client with POS V6.0 multi-store who is moving it to new machines.

Colleague:  I have a client who has V6.0 multi-store and is moving it to new machines. When their I.T. installed the software on the headquarters machine, it says that it is the headquarters in the preferences but if you go to the help>about it says it is a client. How do I fix that? Uninstall and reinstall?

William English:  So we need to be clear about terms. HQ's refers to the location and when you install the software. It only asks if it is a server or client. The company file is how you determine if a company is the HQ or a remote file. So, if you go into preferences, company and then multi-store, it will tell you if you are an HQ file or a remote even if you are on a client machine.

Colleague:  So then the issue is in the install? Sorry, since I didn't install it and haven't seen this before I am slightly confused. I cannot see the backup and restore under the utilities even when signed in as sysadmin which is why I was looking to see what store it thought it was.

William English:  Mostly you are at a client machine. Back-up and restore is only on the server. Probably what happened is the IT company moved the server machine on you, especially if they were installing a file server.

Colleague:  Okay, so I just need to uninstall and reinstall it since the location we are talking about should be the server?

William English: You need to also make sure you have the most current file backup to restore once you reinstall as server, as if there were any transactions entered while file was on different machine.

Q & A with Will English

Client: I am trying to run a report in Point of Sale and QuickBooks to see if our inventory matches up.  I want to make sure I have the proper steps.
1) POS: I go to End of Day Z out report and choose Custom Filter and enter fiscal year dates?  Will this show all sales outlets or do I need to do something else that I have forgotten?

2) QB Is it the balance sheet I compare too? 

Will's reply: The Z out store close is to verify income, not inventory.  Run the Inventory Valuation report and compare balance sheet for inventory.

Q & A with Will English

Question from a new Point of Sale 2013 user:
I’m trying to modify a report called Item List (inventory report) in the new QuickBooks Point of Sale (POS) version 2013. I tried to add unit of measure and item no. but it was not responding to the desired change. Is there any way that this could be fixed in QB 2013?  This used to work in QB v8 or v9.

Will's answer: You need to click right on the dot to add the column to obtain the desired change.

She replied with "Thanks! It worked." Some issues really are simple fixes; as simple as what you've read today. Many times it only requires a click or two to pull up the information that a POS user needs. You just have to know where to look and click!