Important QuickBooks Holiday Reminders

Submitted by Will on December 03, 2015

Christmas is here! The shopping frenzy has begun. Consumers are looking for deals and speedy service especially at the check-out. There are a couple of things we’d like to point out:


You don't want to upset customers! Do everything that you can to make it an enjoyable shopping experience!

1. We say this every year but it’s a message that retailers need to hear: Stock up on your Point of Sale supplies! Don’t wait until the last minute and have to pay for expedited shipping or worst, run out before your shipment arrives! Imagine the nightmare of running out of receipt paper while ringing up sales? Or your shipment of items arrives and you’re excited to get everything onto the sales floor but you run out of pricing labels or clothing hang tags?  You can still ring up sales but it will be much more inefficient and time consuming. Contact Us or you may contact our Preferred Supply Vendor directly.

2. Make sure your gift card program is in place before you get swamped. Gift cards are always a popular gift item. And make sure you don’t run out of those either. Contact your Merchant Service Provider to place an order.

3. Is your store ready for the new EMV credit and debit cards? Will wrote a great article explaining what EMV is and what it means to be compliant. Read it here.
For the Intuit Merchant Service/Payments customers: Intuit is extending the EMV liability shift by six months for its QuickBooks Payments customers. This means that Intuit will assume liability for the fraud until March 31, 2016 if you’re not EMV compliant. This “grace period” will allow you more time to upgrade your desktop software and purchase new card swipes/pin pads. Being a QuickBooks Payments customer, if you unknowingly accept a counterfeit EMV card using your magnetic stripe reader, Intuit will assume your liability for the fraud until March 31, 2016.  Intuit payments customers may contact us to purchase the EMV compliant Pin Pad Card Reader. If you are with another merchant provider, you need to contact them for a compliant device.

4. Maybe you’ve decided it's time to change the way you ring up sales today, or maybe you're a new retailer looking to select a system for the first time.  We’ve helped hundreds of companies select the appropriate QuickBooks software and services for their business needs. QuickBooks Point of Sale and QuickBooks Accounting software. In a recent blog article, William English outlines some key points to consider when selecting a Point of Sale (POS) system. Read it here.  It’s important to know ahead of time what to look for and what to expect when shopping around. You want to work with a trusted advisor and a reputable company.

Vendor Factoring in QBPOS & QBF

Submitted by Will on October 14, 2013

Q&A with Will English.

Question from his colleague: Does anyone have a best practice for handling Vendor Factoring, or when one Vendor in QuickBooks Pro is the Payee, receiving payments from more than one POS Vendor that you want to leave separate?

Will: In QuickBooks Point of Sale (QBPOS) you can have a payee that is different from the vendor. Just enter the payee name under the billing information. The voucher will have the vendor on it, but the bill will be in the payee name.

Q: Which field syncs up with the QuickBooks Pro Vendor Name field?  Can 2 different POS Vendors then sync to one QB Pro Vendor? Thank you!

Will: So, the name in the top is the Voucher Vendor and in the billing is the Payee.  For example, let's say you receive items from Cindy's tops and Bob's Pants. If you put Cindy in the payee field under the bill info, it will send 2 bills with payable to Cindy and will list the voucher numbers, but will not list Cindy or Bob in QuickBooks Financial (QBF).

Creating Employee Benefits & Credits in POS

Submitted by Will on August 29, 2012

Q & A with Will English:
Will received the following email inquiry from a CPA:

Mr. English,
I came across an older support article regarding a $100 per month employee benefit for retail staff using QuickBooks Point of Sale (QBPOS) that you responded to back in 2009. In your response you noted using the discount function to apply the charge to employee benefits in QB versus POS.  Since the original charge was processed through POS, will entering the discount directly into QB be reflected in the POS system (so the cashier will know if the employee will have available credit) at the next financial exchange? This client is using the QB POS 2013 and Enterprise 12.0.  Any assistance will be greatly appreciated.

Will’s answer: So if you are entering a General Journal Entry (GJE) to create the credit for the employee debit, employee benefit, and crediting Accounts Receivable (A/R) for the employee/customer, POS will update the balance for the customer account.  In 2013, it is not as visible as it used to be, but if you click on the magnifying glass, it will show the available credit.  Then the employee can charge using the account payment type.

The accountant thanked Will for his help. He went on to say that this procedure was exactly what they needed.

POS Sending Each Check Sale as a Separate Sales Receipt

Submitted by Will on October 21, 2011

Why Does POS Send Each Check Sale as a Separate Sales Receipt?

Q: Why does QuickBooks POS send each check sale as a separate sales receipt? I'd rather have everything for one day on one sales receipt, but checks are coming through as individual sales receipts. I can fix this by having the cashier’s record checks as cash, but I'd like to know why this is happening and if I can change it.

A: It is because POS populates the check # field on the Sales receipt. Since there is only 1 check # field available, it creates separate receipts.  I would enter a suggestion under help and send feedback.

Adding GL Account in FS & Exchange Added Account with POS

Submitted by Will on October 20, 2011

Recently, a QuickBooks user ran in to an issue and submitted the following question. Below is William's solution.

Q: I have added some new general ledger (GL) accounts in QuickBooks (QB) financial software (FS) and have done a Point of Sale (POS) financial exchange but the new accounts do not show in POS. How do I make this happen?

A: You may have to reconnect the file.  Go into Company Preferences and click on Financial.  That will cause POS to refresh the connection.

Creating Sales Orders & Taking Deposits in QBPro

Submitted by Will on July 27, 2011

If I want to set up orders and take a deposit, what is the best way to do this?
How does this look exported into QB?
Does it create an invoice?
How can I create an invoice in QB from POS?
So this is really several questions in one.
Regarding Orders and Deposits: with QuickBooks POS Pro, you have the ability to use Sales Orders.  With a Sales Order, you can list the items the customer is ordering and take a deposit.  To create a Sales Order, click on the Point of Sale Menu and chose New Sales Order.  Since this is a Sales Order, you are required to enter a customer name.  Then just scan or list the items the customer is buying.  To take a deposit, click on the “I want to” menu and “Take deposit/Payment.” Then you can accept payment and process as usual.  The Sales Order will not transfer into QuickBooks, but the deposit will be posted properly.  To complete the sale, you go back to the Sales Order and Sell Item.

To create an Invoice in QuickBooks, you will need to use the payment type on account.  This will create an Invoice. All other sales only create a Sales Receipt.  In order to use the account payment type, you will need to set the customer to be shared with QuickBooks.

Adding New Customers & Vendors in QuickBooks Pro & Premier

Submitted by Will on July 13, 2011

QuickBooks Pro & Premier have a limit to how many vendors, customers and employee items you can add . If you are constantly adding new customers and vendors you might want to keep a close eye on your available space. This can be monitored by selecting F2 from your home screen. The information is listed under List Information on the right hand side. If you reach your maximum  capacity now is a good time to consider upgrading to QuickBooks Enterprise.

Vendor Purchases by COD: QuickBooks Pro for Windows: 2011

Submitted by Will on April 12, 2011

Q: If you pay a vendor by COD and you sync the POS vender purchases into QB’s, what do you do with A/P entries which are already paid.

A: What you need to do is to create a credit for the vendor in accounts payable.  To do that, when you enter the check or credit card charge, use accounts payable in the account field and then put the vendor in the customer/job field.  Since you are using Accounts Payable, vendors will be listed.  This will create the credit that can be applied to the bill. 

QB POS sync with QB PRO inventory?

Submitted by Will on March 10, 2011

Q: How can I sync my QuickBooks PRO inventory with my QuickBooks POS inventory? I'm trying to use pro as my central inventory spot, as I have my online store already connected to it, is there any way to have POS just sync its inventory with pro?

EMS: We have a number of web stores connecting to POS.  POS is built from the group up to manage inventory.  QBfin has item limits that you can run into very easily.  That being said, we have clients that manage services in QBFin (pool service) and inventory in POS (storefront) Also best practice is NOT to push all of the sales receipts over to POS as it will increase file size and again problems with list limits.  If you use payment on account, you can create invoices over in QBfin.