QuickBooks User Guide - Point of Sale

QuickBooks
Point of Sale
Users 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
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
QuickBooks POS Users 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.
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.
1. 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.
Vouchers also adjust your inventory item cost and optionally update item prices. Return
vouchers subtract from inventory merchandise that is returned to vendors. The order
document related to vouchers is the purchase order.
Receipts Sales receipts subtract merchandise from inventory when customers make
purchases. 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.
Memos are used when neither of the other two transactional documents is appropriate. For
example, adjustment memos could be used to subtract shrinkage quantities from inventory
or to add extra units discovered during a physical inventory. Memos are also used to
record adjustments to inventory costs.
QuickBooks POS also includes components that aid in increasing store traffic, building customer
loyalty, and accurately analyzing and reporting retail activities.
The Department and Vendor modules allow categorizations of merchandise in inventory to facilitate
efficient ordering, viewing, sales, and reporting.
The Customers module not only maintains customer addresses and phone numbers, but also offers
features like customer filtering for lists and mailings, customer-based discounts, and instant retrieval
of customer sales history.
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. Sales charts can be used to
graphically view sales patterns and trends as well as movement by department, vendor, or sales
associate.
The QuickBooks module provides the link to exchange your point-of-sale data with your
QuickBooks financial software.
Additional features in the QuickBooks POS program provide security control and data backup,
verification and repair.
3
Purpose of This Guide

This user's guide provides information on how to install, configure, and use the QuickBooks POS
program in the most efficient manner. The program was designed to benefit each unique retailer by
including many user-definable features. These features, controlled through program preference and
security settings, are configured during the installation and interview process but can be manually
changed later as necessary. Some of the graphics in this guide may differ slightly from what you see
on your screen, depending on the features you are using. This should not be cause for concern; in
most cases the steps to perform a task will remain the same. If a feature is not available to you, check
your preference or security settings that may be relevant to the area in which you are working.
User's Guide Conventions:

The following is a list of how information is displayed throughout this manual.
The type of information designated
Examples
Keyboard keys
<Enter>, <Alt>, <F2>, <L

L>
Two-key combinations
<Alt+N>, <Ctrl+F>
Toolbar or dialog selections
INVENTORY, SAVE, NEW
Field names
Vendor Code, Markdown %, Price
Cross reference
(Refer to Chapter 4. Inventory.)
Menu paths
COMPANY D COMPANY PREFS D SALES
File path/name
\RPRO\BACKUP
Data to be entered in a field
001
Procedural instructions
1. 2. 3., etc.
Select a check box option
Important procedural information, alternative methods
Note:
Program tips (shortcuts, etc.) 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. (Refer to Appendix D. Glossary of Terms for
definitions of terms used.)
The term records, as used in this guide, can refer either to data records, such as inventory items,
departments, vendors, or customers, or to document records, such as a receipt, voucher, or purchase
order.
1. Getting Started
Install & Configure QuickBooks POS

System Requirements
QuickBooks POS requires the following minimum system configuration:
IBM Compatible 266 MHz Pentium II, Pentium III recommended
64 MB RAM minimum, 128 MB RAM recommended
Microsoft Windows 98/NT 4.0 (Service Pack 6 or higher)/2000/XP
8 GB Hard Drive with a minimum of 70 MB free disk space for installation. The total amount of
disk space required will vary with the features used and the size of your inventory and data
records. 1 GB free space recommended.
256-color monitor, 800 x 600 resolution, 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, powered by Wells Fargo
Merchant Services, and a modem to authorize and settle credit card transactions (optional feebased service)
QuickBooks 2002 (Pro, Premier, 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. If you already have a previous version of the program installed,
such as the trial version, you will be asked if you want to overwrite it. Answer YES to install the files
from the installation CD.
If you are installing in a multi-user configuration, please read the section titled Network and MultiUser Configurations, later in this chapter, before beginning the installation. If you are a QuickBooks
user, please also read Chapter 13. Data Exchange with QuickBooks, before proceeding.
Note: Install QuickBooks POS First, Then Attach POS Printers

It is recommended that you install QuickBooks POS on your system first, and then attach any
necessary printers. This allows the QuickBooks POS installation process to install printer drivers so
that Windows will automatically recognize the printers when they are attached.
To install the program:

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

1. Select START on the Windows task bar.
2. Select SETTINGS D CONTROL PANEL D ADD/REMOVE PROGRAMS.
3. Follow the on-screen prompts to access and start the SETUP.EXE file on your CD-ROM.
6
1. Getting Started
Network and Multi-User Configurations

Depending on the size of your store, you may require more than one user have access to the
QuickBooks POS program and data at any given time. Maybe you need two cashiers to be ringing up
sales, or maybe a backroom computer is needed to be running reports and ordering merchandise at the
same time sales are being made out front. QuickBooks POS can be networked to allow up to five
users simultaneous access to the program.
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.
Each computer networked to use QuickBooks POS must have its own copy of the software
installed and registered.
Each computer networked to use QuickBooks POS must have the same version of the
QuickBooks POS software installed.
One workstation, the first to have the software installed is designated Workstation 01, and
acts as the network server with program and data files installed. Additional workstations
access this server to work in the program. If using this program in conjunction with
QuickBooks 2002 financial software, it is recommended that both programs be installed on
this computer. (See the note below for exception.)
Most program functions can be accessed by multiple simultaneous users. However, there are
a few functions that do not allow additional users in the program when they are run, including
the procedures to back up your data and change preference settings.
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, it is possible to install your QuickBooks financial software on one computer
and QuickBooks POS on another, and still exchange data between the two. Refer to Chapter 13.
Exchanging Data with QuickBooks, for additional installation instructions in this case.
To set-up a multi-user installation:

1. Network the computers, following the instructions for your networking software. One computer
must be configured as the server.
2. Install QuickBooks POS on the server computer.
3. Install separately purchased copies of the QuickBooks POS software on each additional
computer, being sure to:
Enter the unique Key Code from each purchased copy of the software to begin the
installation.
Answer YES when asked if this installation is being added to an existing installation.
Browse to the location of the program files on the server computer when prompted. (The
server must be running during this procedure.)
The necessary files are copied to each computer. Because only the server stores most program and all
data files, not all files will be copied to additional computers. Each workstation is assigned a number
during installation, i.e. the first installation (server) would be Workstation 01, the second installation
will be Workstation 02, etc.
7
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. If more than one installation is running simultaneously on a network,
both installing computers could be assigned the same workstation number. This would cause data
conflicts and require re-installation to correct.
Note: Actions Limited to Workstation 01

The following actions can only be performed at Workstation 01 (refer to Chapter 10. End of Day for more
information on the procedures mentioned here):
(QuickBooks users) Data exchange with QuickBooks, 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.
QuickBooks POS launches, with the last program area used active. For example, if you were in the
POS area when you last exited the program, the POS area on the main toolbar will be pre-selected for
you when you return.
Registering Your Software

The QuickBooks POS software
must be registered within 31
days of installation. On the 31st
day after installation,
unregistered software will cease
to function except for the ability
to register. You will be
reminded to register your
software every time you launch
QuickBooks POS until the
registration procedure is
completed. Registration is done
by phone.
You are encouraged to register
promptly. Besides keeping your
software functional, registration provides other valuable benefits including technical support and
access to certain online features.
8
1. Getting Started
Once registration is complete your installation will be updated with a registration number. You can
view your serial number and registration number anytime by accessing the HELP D ABOUT window
from the QuickBooks POS main screen. You will be asked for these numbers when you contact
technical support.
If you have multiple copies of QuickBooks POS installed on several workstations on a network, each
copy must be registered.
To register QuickBooks POS:
1. Launch QuickBooks POS as usual. You will be prompted to register.
2. Select PHONE. The Register By Phone dialog is displayed, listing the serial number for your
software. (If you instead select REMIND ME LATER, you will be prompted to register every time you
launch QuickBooks POS until registration is completed.)
3. Call Intuit at the phone number provided on screen (1-800-498-7469). You will be asked for the
serial number, then given a registration number for your copy of QuickBooks POS.
4. Enter the number into the REGISTRATION NUMBER field. Touchscreen users can select KEYBOARD to
access an on-screen keyboard by which to enter the number into this field.
5. Select OK. Your registration process is complete.
Startup Strategies
There is no one correct path to take to successfully configure the program in the shortest amount of
time. Whether or not you use QuickBooks 2002 and your business philosophy will greatly influence
the way you will begin using QuickBooks POS.
For some retailers, the top priority is to begin recording sales immediately. This approach gives you
the ability to begin selling merchandise the first day, using default departments and generic item
definitions. You will be able to print sales reports, reconcile the cash drawer with the help of a Z-Out
report, and optionally update QuickBooks with your sales at the end of that first day. As you later
define inventory items, departments, vendors, customers, etc., your reports will take on more meaning
as the level of detail in increases.
Others may prefer to focus on defining inventory and the ordering/receiving of merchandise first.
With this approach the goal is to get all of your departments, vendors, items, and customers clearly
defined in the program first and begin ordering and receiving merchandise. The point-of-sale
activities are implemented last. This path does not get you ringing up sales immediately, but affords a
greater degree of control and more detailed reporting and tracking capabilities from day one.
The approach you take is completely up to you. If you import data from QuickBooks, some of the
chore of entering records is done for you and some of the steps shown below will not apply. (Refer to
Chapter 13. Data Exchange with QuickBooks for more information.)
The diagram on the next page shows two general startup paths. 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.
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,
price and tax code at POS
O Run End of Day procedures: card
settlement, Z-Out, reports, 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, the Setup Interview will be
automatically launched to assist you in configuring the many customizable features of the program.
The information you provide is used to define the program preferences, security options, and to install
certain default departments, vendors, hardware support files, etc. If you are a current QuickBooks
2002 user, you will be given the option to transfer your existing QuickBooks data records to
QuickBooks POS.
Note: QuickBooks Users
We recommend you read Chapter 13. Data Exchange with QuickBooks for information on preparing
your QuickBooks company file for data exchange before starting the Setup Interview.
Preference settings control many aspects of the program, including how it works with your installed
equipment. 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.
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. Online Help files can also assist you while navigating through the interview.
10
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

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.
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
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.
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:

view you prefer.
FORM VIEW (<F8>)
or
LIST VIEW (<F8>)
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.
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.

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.
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.
15

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.)
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>)
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
1. Getting Started
This discussion applies only to entering your initial, on-hand quantities and cost into inventory during
the startup. Once you are using the program to order and receive merchandise, new and reordered
item quantities and costs will always be entered in inventory when you update receiving vouchers.
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.
The disadvantage is that you are
limited to items from a single vendor on a voucher, so a separate
voucher must be made for each of your vendors. This is the most
common method used.
Quantity
Adjustment Memo
Quantity
Adds quantity only. Can list items from multiple vendors. If used, you
must also create cost memos.
Cost
Adjustment Memos
Cost
Adds cost only. Can list items from multiple vendors. If used, you must
also create quantity memos or enter quantities with the Physical
Inventory utility.
Quantity
Adds quantity only. By doing a physical, you can enter quantities for all
your inventory items on a single screen, no matter the number of items.
If you use generic items to sell items during startup, 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, you must also create cost memos.
Physical Inventory
Utility

If you choose to import data from QuickBooks, existing item quantities and costs are automatically
entered into QuickBooks POS. However, it is still recommended that you conduct a physical inventory
count to ensure your starting quantities are accurate. If you have inventory defined in QuickBooks, but
choose not to import and instead manually define your items in QuickBooks POS, 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. In this case a one-time compensating adjustment
will need to be made in QuickBooks. (Refer to Chapter 5. Inventory Utilities for information on
conducting a physical inventory and Chapter 13. Data Exchange with QuickBooks for more information
on how inventory adjustments are transferred to QuickBooks. Refer to your QuickBooks documentation
for information on making an inventory adjustment in QuickBooks.)
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.
Vouchers can also be used to enter the starting on-hand item quantities and costs during startup. 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. The
disadvantage is that vouchers are limited to a single vendor.
To access the voucher module:

1. From the QuickBooks POS main menu, select PURCHASING on the main toolbar.
2. Select VOUCHERS from the side toolbar.
17
To create a voucher to enter item quantities and costs:

1. When you enter the voucher module, a new receiving voucher is opened in Form View.
2. Enter a vendor code in the Vendor Code field. You can access the vendor file to add a vendor
(<F4>) adjacent to the field.
from the voucher by selecting
3. List the items being processed in the document item list by making an entry in the Item # field,
using one of these methods:
Enter or scan the Item #, UPC, or Alternate Lookup.
Select ITEM LOOKUP and choose the items from inventory.
4. Navigate to the Qty Rcvd and Cost fields and enter your starting quantity and cost respectively.
5. Repeat Steps 3 and 4 for other items from this vendor.
6. Select UPDATE ONLY (<F11>) to update the voucher or PRINT/UPDATE (<F12>) to update and print the
voucher.
Repeat for items from other vendors.
Note: Printing Merchandise Tags

Merchandise tags can be printed while you are making vouchers. See the tag printing procedure in the
section titled Print Tags and Apply to Your Merchandise, later.
For more information on using receiving vouchers:
Read Chapter 7. Receiving in the User's Guide.
Search for Receiving Voucher in the program Help index.
Search for Listing Items in the program Help index.
Search for Tags in the program Help index.
Using Adjustment Memos to Enter Item Quantities and Costs

Adjustment memos can be used to add starting quantities and costs to inventory. The disadvantage to
this method is that you cannot add both quantity and cost on the same memo.
To access the adjustment memo module:

1. Select ITEMS from the QuickBooks POS main menu toolbar.
2. Select ADJUSTMENTS from the side toolbar.
To enter item quantities or costs using adjustment memos:

1. Select NEW (<Alt+N>) from the main toolbar.
2. Select the memo type:
18
QUANTITY
or COST.
1. Getting Started
3. List the items to be adjusted in one of two methods:
Enter or scan the Item #, UPC, or Alternate Lookup in the Item # field for each item.
Select ITEM LOOKUP from the side toolbar to go to inventory to locate and list items.
4. Enter the adjustment value in the appropriate field (New Qty or New Cost) for each item. You
must also make an entry in the Reason field.
5. Select UPDATE
memo.
ONLY (<F11>)
to update the memo or PRINT/UPDATE (<F12>) to update and print the
6. Repeat until all item quantities and/or costs have been entered.
Pro Tip: Fast Memo Entry of On-Hand Quantities for Item Styles
If you use item styles, you can speed up the process of adding on-hand quantities. Use Style View in
inventory after selecting ITEM LOOKUP from a Quantity Adjustment memo. Highlight an item, select
STYLE VIEW, and then enter your on-hand quantities in the cells of the style grid. When done, choose
SELECT ITEM(S) to return all the style items and on-hand quantities to the memo. The entries you made
in the style grid will populate the New Qty field on the memo. Repeat for additional items.
For more information on creating adjustment memos:
Read Chapter 5. Inventory Utilities in this User's Guide.
Search for Adjustments in the program Help index.
Search for Listing Items in the program Help index.
Conduct a Physical Inventory to Add Starting Quantities

A physical inventory (PI) is the actual count of the merchandise that is in stock. The physical
inventory utility is the quickest way to enter on-hand quantities for a large number of items into
inventory. However, item costs cannot be added at the same time.
A physical inventory is always recommended as part of the startup procedure and periodically
thereafter to verify and adjust inventory value. QuickBooks users should always make a
compensating adjustment to their inventory account in QuickBooks to reflect the confirmed value
after conducting a physical.
A physical inventory involves:
Going through the store and recording physical counts for every individual item.
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.
Reviewing any discrepancies located by the program.
Updating on hand quantities to reflect your PI counts.
If using QuickBooks, adjusting your inventory account accordingly.
For more information on conducting a physical inventory:
Read Chapter 5. Inventory Utilities in this User's Guide.
Search for Physical Inventory in the program Help index.

19
Print Tags and Apply to Your Merchandise

Tagging your merchandise can make identifying and listing items on documents much easier.
QuickBooks POS allows you to print tags with item descriptions and price, as well as with Item
numbers. You must specify a tag design to use at W/S PREFERENCES D PRINTING (or in the Setup
Interview). Several Avery label types are supported in the provided tag designs (refer to the Printing
section of Chapter 2. QuickBooks POS Basics for a list of supported Avery labels).
To print tags from the inventory module or from vouchers:

1. Select a specific item for which you want to print tags. To print tags for all items, you need not
select a specific item.
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 all items.
Specify a print quantity: the on-hand quantity, document quantity, or a quantity you specify.
Select PREVIEW to view the document(s) before printing or PRINT to imediately print.
For more information on printing tags and setting print options:
Read Chapter 4. Inventory in this User's Guide.

Review your print options settings in Workstation Preferences.
Appendix A.
Search for Tags or Print in the program Help index.
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. The use of Alternate Lookups is particularly well suited to retailers
that do not tag merchandise. This field can contain text descriptions, catalog numbers, alphanumeric
entries, abbreviated names, duplications of the Description 1 field, etc., anything that allows you to
quickly and positively identify a unique item.
To be effectively used in lieu of merchandise tags, each Alternate Lookup entry:
20
Should be a unique character string that can be easily remembered by cashiers.
Should not duplicate the Item # or UPC code of the item or any other item.
It is suggested that they start with a letter rather than a number. This helps ensure they
are not seen by the program as a duplicate of an Item or UPC number. QuickBooks POS
begins looking for matches as soon as you begin entering characters, if you have an
Alternate Lookup of 1234 and a UPC of 1234567890123, both will be returned as
matches when you enter 1234.
1. Getting Started
To define alternate lookups:

1. From the QuickBooks POS main menu, select
from the side toolbar.
ITEMS
from the main toolbar and then
INVENTORY
2. Highlight an item in List View or display it in Form View.

3. Navigate to the Alternate Lookup field and make an entry.
4. 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.
5. Repeat for all items you want to list on documents using alternate lookups. In List View simply
navigate row to row to make changes. In Form View, press <Ctrl+Page Down> to display the next
record in inventory.
To list an item on a document using an Alternate Lookup:

1. Enter the Alternate Lookup string in the Item # field in the document item list.
2. Navigate out of the field (<Enter>).
The one unique matching item is instantly listed on the document. If more than one match is found,
as would happen if your Alternate Lookup entry duplicated an item number for example, a selection
dialog with all matches would be displayed and you can select the correct item.
Example use of alternate lookups:

If you sell a large volume of one-gallon, two-gallon, and five-gallon clay pots from the vendor Clay
Pots International, and you don't want to bother tagging them, you could define Alternate Lookups
for the three pots as CPI1, CPI2, and CPI5 respectively.
If a customer purchases a five-gallon clay pot, you would simply enter CPI5 in the Item # field to list
that item on the receipt. If necessary, you could post a list of Alternate Lookups at the POS
workstation to ensure cashiers make the correct entries.
For more information on defining Alternate Lookups:
Read Chapter 2. QuickBooks POS Basics and Chapter 4. Inventory in this User's Guide.
Search for Alternate Lookup in the program Help index.
21
Set Up a Merchant Account for Credit Card Processing

Most retailers will want to set up an account with QuickBooks POS Merchant Service, powered by
Wells Fargo Merchant Services, to perform credit card transactions (although this is not a
requirement). A QuickBooks POS Merchant Service account offers an integrated credit card
processing solution that allows you to authorize, settle, and record all your credit card sales from
within your QuickBooks Point of Sale software. Key benefits of this service include:
Special low pricing and no setup, monthly, or statement fees.
No duplicate data entry. All your credit card sales are authorized, settled, and recorded
directly in your QuickBooks Point of Sale software.
Free online settlement reporting 24-hours seven days a week.
Transactions can be automatically posted to your QuickBooks 2002 financial software.
You can set up an account online during the Setup Interview or by phone. Once you have signed up
for the account, you will be assigned a Merchant ID (MID), Terminal ID (TID) and Merchant
Number. You must then enter those numbers in QuickBooks POS company preferences, which
enables the credit card payment choice on the receipt payment screen. Pre-approval is available for
users with an existing QuickBooks merchant account.
To enter your merchant account numbers:

1. Access COMPANY D
numbers directly.
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. In the interview,
select the MERCHANT SERVICE section. Follow the on-screen directions.
Read Chapter 9. Recording Sales & Returns in this User's Guide for information on
taking credit card payments at the time of sale.
Read Chapter 10. End of Day in this User's Guide for information on processing credit
cards.
Search for Merchant Service or Credit Cards in the program Help index.
Sell Merchandise
Merchandise is sold on sales receipts. If you elected to install default departments and generic items
during the Setup Interview, then you have a general merchandise item defined for each department.
You can begin ringing up sales listing these generic items immediately. If you have completed
defining your inventory items, you can ring up sales listing specific items.
To access the receipt module:

1. Select POS from the main toolbar.
2. Select RECEIPTS from the side toolbar. A blank sales receipt is displayed.
22
1. Getting Started
To complete a basic sales receipt:

This procedure assumes you are making sales at the default price level (normally Price Level 1).
1. In the Item # field of the receipt item list, add the items to be sold using these methods:
Enter or scan the Item #, UPC #, or Alternate Lookup.
Select ITEM LOOKUP from the side toolbar to locate and enter items from inventory. Once
located in inventory, double-click the item to return it to the receipt. Repeat for additional
items.
(For information on listing a generic item see the following section.)
2. Edit individual item quantity, price, tax code, or enter item discounts as necessary. With an item
highlighted, select EDIT ITEM (<F5>) to access the Item Information dialog, make changes, then
select CLOSE (<F5>) to return to the receipt item list.
3. (Optional) List the customer on the receipt. To lookup or add a customer while making the
(<F4>) adjacent to the Customer Lookup field to go to the customer module.
receipt, select
4. Enter an Associate if security is being used, this field will be suggested as the logged-on user.
5. Enter any applicable global discounts in the Discount $ or Discount % fields in the totals area
(global discounts are applied against the receipt subtotal).
6. Select CONTINUE TO PAYMENT SCREEN (<F12>) to accept payment for the receipt.
7. Enter amounts and select payment type(s) for monies received or given as change (see below).
Complete any additional information requested, such as check number or credit card information.
8. Select UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to print and update the
receipt.
To take payment and give change:

1. Enter the amount the customer is giving you in the highlighted payment field.
2. Select the payment type from the side toolbar, i.e. CASH, CHECK, CREDIT CARD, etc.
3. If change is due the customer, the amount will be displayed.
4. Select the change type from the side toolbar. If the customer gave you cash, then cash will be
suggested as the change type automatically.
5. When the transaction is balancedin other words, 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.
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.
For more information on making sales and related topics:
Read Chapter 9. Recording Sales and Returns, in this User's Guide.
Search for Receipts, Payments, or Price Levels in the program Help index.
For more information on tracking Customers, read Chapter 8. Customers in the User's
Guide or search for Customers in the program Help index.
23
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. As individual items are defined and tagged
with their specific item number, the use of generic items is discontinued.
To use generic items for recording sales, define one for each department in your store and then when
listing them on receipts you can edit the description, quantity, price, and tax code as necessary. If you
choose during the Setup interview to install default departments and generic items, then one generic
item for each department is created for you.
The use of generic items allows you to ring up sales immediately and provides sales reporting by
department.
When generic items are defined in inventory, the Non-Inventory field must be selected. This field
tells QuickBooks POS that the listing of this item on a receipt should not deduct a quantity from
inventory.
Sample generic items in Inventory for various departments
Sample receipt listing a generic item being sold from Department BC. The
description, quantity and price have been edited for the specific item being sold.
Note: QuickBooks Users and Generic Items

By definition, a generic item is a non-inventory item. This means that the generic item has no defined
cost or quantity in inventory. If you use generic items to sell actual inventory items, 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. Over time, these sales will result in a discrepancy in your QuickBooks
inventory value. To correct the situation, you will need to make a manual compensating adjustment to
your inventory accounts in QuickBooks. 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. A physical inventory
should then be conducted periodically as part of good business practices to ensure an accurate
inventory value on an ongoing basis. (Refer to Chapter 5. Inventory Utilities for information on
conducting a physical inventory and Chapter 13. Data Exchange with QuickBooks for more information
on how inventory adjustments are transferred to QuickBooks. Refer to your QuickBooks documentation
for information on making an inventory adjustment in QuickBooks.)
For more information on using generic items:
24
Read Chapter 4. Inventory and Chapter 9. Recording Sales & Returns in this User's
Guide.
Search for Generic Items in the program Help index.
1. Getting Started
The QuickBooks POS Main Menu

o
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. Through links on HTML pages, you can access support
sites on the internet. In order for the HTML pages to display properly
you must have Internet Explorer 5 or later installed.
QuickBooks POS
Button
Select anywhere to "Go to the Main Menu." If currently creating or

editing a record you will be prompted to save before leaving.
Status Bar
At the Main Menu, displays the current user and workstation. The
information displayed in the status bar will vary by program module.
Main Toolbar
The toolbar located across the top of each screen. The buttons on this
toolbar will vary depending on where you are in the program. From
the Main Menu, this toolbar provides access to the main areas of the
program. (See next page for more information.)
Side Toolbar
The vertical toolbar on the left side of the screen. Selecting an area
from the main toolbar affects the options available on the side
toolbar. The buttons on this toolbar will vary depending on your
location in the program.
25
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. The following is an introduction to each of the areas and
the modules contained in them. Each module in the selected area is listed on the side toolbar. There
are several modules contained in each area. These modules are grouped into areas by their function
in the program.
POS
The POS area of QuickBooks POS contains modules for recording and tracking sales
(receipts), tracking customers, and running the End of Day procedure.
Items
The Merchandise area provides access to the inventory, department, and vendor modules,
each of which is used to organize and record merchandise. This area also provides
modules used to mark down prices, take a physical inventory, and record adjustments to
inventory costs or quantities.
Purchasing
The Purchasing area contains modules that record and track the purchase and receipt of
merchandise (such as purchase orders and vouchers).
Company
The Company area contains modules to define program preferences, view user information,
access practice mode, configure security options, change the program date, launch the
Setup Interview, and log in/out of the program.
Tools
The Tools area contains the Backup and Restore features, which allow you to make
backups of your company data and restore backup data to QuickBooks POS, respectively.
Reports
The Reports area includes modules for generating and viewing sales and data reports, X/ZOut Reports, and for creating sales charts.
QuickBooks
The QuickBooks area contains the Update and Recover options, which apply to the
exchange of information between QuickBooks POS and QuickBooks 2002 (see Chapter 13
for more information). These options are only accessible by Workstation 1 (the only
workstation if you just have a single workstation, or the workstation designated as the
server on a network configuration).
Help
The Help area provides access to the context sensitive Help files and the program
information ("About") dialog.
26
1. Getting Started
Accessing the Toolbars

Touch or click the toolbar button you wish to select.
OR
Press <F10> to toggle the focus between the toolbars and the main window. With the focus on the toolbars use
<I
I>, <J
J> and <K
K>, <L
L> to navigate the main and side toolbars respectively.
Note: Circular Toolbars

QuickBooks POS toolbars are circular. If you attempt to move the cursor off one end of the toolbar, it
will loop back to the other end. For example, from the main toolbar at the main menu, pressing <J
J>
while on the HELP option will move the cursor to the QUICKBOOKS POS button and then back to POS.
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. It may also be helpful to use Practice
QuickBooks POS to familiarize yourself with the navigation and data entry techniques discussed in
Chapter 2. QuickBooks POS Basics. The practice module is fully functional with one exception: you
cannot exchange data with QuickBooks financial software while in practice mode.
1. From QuickBooks POS's main menu, select
QB POS from the side toolbar.
COMPANY
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.
2. To return to real QuickBooks POS, select
COMPANY
REAL QBPOS
Note: Practice Mode Uses Your Real Data

When you access practice mode, the program makes copies of your data files and then uses those
copies for practice. 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. You should define a number
of departments, items, vendors, etc. before trying to use practice mode.
27
User Information
If you are running a multi-user system, 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.
Workstation 1
Workstation 2
Workstation 4
To access the User Information screen:

1. Select COMPANY D USER INFO from the main
screen toolbars of QuickBooks POS.
2. Select CLOSE (<Esc>) to exit.
Some activities in QuickBooks POS and related tools
are non-tolerant activities, meaning that all users
must be out of all other areas of QuickBooks POS
before using them. The User Information screen
gives you a very quick way to be sure that such an
activity can be safely launched.
2
0
1
0
Protecting Your Data

The data you accumulate in your business is extremely valuable. Keeping it safe should be a top
priority. 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. (See Chapter 12. Security Administrator.)
Changes in many types of critical data files that affect accounting are automatically
tracked by adjustment memos, leaving an audit "trail." (See Chapter 5. Inventory
Utilities.)
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. Additional
protection can be gained by following a regular manual back up routine. (See Chapter
10. End of Day.)
Your data files are automatically checked for integrity and repaired if necessary as
backups are made. This procedure is automatic and no user action is necessary.
Upon exit from the program, QuickBooks POS will automatically check for and carry out the
following tasks:
1. If credit card sales have been made but not yet processed, the program will prompt you to run the
End of Day settlement procedure before exiting.
2. If this is Workstation 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. A progress status bar will be
displayed during this process. We strongly urge you to follow a comprehensive manual backup
procedure in addition to the automatic protection.
28
1. Getting Started
Exiting QuickBooks POS

1. Press <Alt+F4> from anywhere in the program,
OR
Select the
button from the upper, right-hand corner of any screen,
OR
If you are in a module, select the RETURN TO MAIN MENU button to return to the QuickBooks POS
main menu. Press the RETURN TO MAIN MENU button once more, then select EXIT from the side
toolbar to close the application.
2. From the confirmation dialog displayed, select YES to exit or NO to return to QuickBooks POS.
Getting Program Help

1. Select the Help button
(<F1>) anywhere in the program. A context-sensitive help
screen is displayed for the activity or module in which you are currently working.
The Help button is located on the side toolbar or on displayed dialogs throughout the program.
At the main menu it is necessary to select HELP from the main toolbar first and then HELP again
2. Navigate through the help topics in the navigation pane on the left of the help window, as
necessary, to find the topic you need.
CONTENTS presents help topics in a library fashion, with each "book" of the library
covering a major program area or function. Click on a book to select a topic contained
therein.
INDEX provides a search index that searches for word(s) contained in the title of a help
topic. Simply enter a word for the feature you are working with to locate that topic.
provides a search index that searches for word(s) contained in the title or
body of a help topic. You must first setup the Find database; follow the onscreen
prompts.
SEARCH
Once you have located a topic on any of the tabbed pages, click it or select
(<Alt+D>) to view the topic.
Select PRINT (<Alt+P>) to print the topic displayed.
Select BACK (<Alt+B>) to move to the previously displayed topic.
Select >> (<Alt+>) to move forward one topic in the predefined browse sequence.
Select << (<Alt+<) to move back one topic in the predefined browse sequence.
Select HELP TOPICS (<Alt+T>) to toggle on/off the display of the navigation pane (provides
additional viewing room of the selected topic.
3. Select EXIT (<Alt+E>) or the
DISPLAY
to leave help.
29
Contacting Technical Support

This Users Guide and the program help system will serve to answer most of your questions about
QuickBooks POS. However, should you require further support, use the resources listed below.
If a program function is not available to you, check your preference and security settings before
calling for technical support.
For live telephone support:
Call (800) 348-0254. Several live options are available. Fees apply. For details, call Monday Friday, 6 am to 6 pm PST*.
For free, self-service support:
Check out our support website for answers to frequently asked QuickBooks Point of Sale questions at
www.quickbooks.com/support.
*Excluding occasional downtime for system and server maintenance, company events, observed U.S.
holidays, and events beyond our control.
Program Updates
Updates to QuickBooks POSsuch as maintenance releases, feature updates, and new report or
document designscan be quickly and easily installed to your QuickBooks POS application,
ensuring that you have the most up-to-date features and capabilities available.
From time to time Intuit will make updates available for the program. These updates are available
from the Intuit web site. When an update file is detected on your computer, QuickBooks POS will
prompt you to start the update process when you access the main menu.
To install an update:
QuickBooks POS will display a dialog alerting you that an update is available.
Ensure that all other users are out of the program.
Initiate the update by selecting YES from the Update dialog.
QuickBooks POS will launch the update process, then shut down.
The program will copy the new files to the appropriate folders and restart QuickBooks POS when
finished.
Note: Updates may also be made available from Intuit on CD. If receiving the update on a CD follow
the instructions accompanying the CD.
30
1. 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, from Intuits development partner, Retail Technologies International, Inc.
Retail Pro is a powerful retail point of sale, merchandising, and inventory control application for
retailers who require more advanced features, functionality, and reporting power. Upgrading from
QuickBooks POS to Retail Pro is simple because the same core technology is shared between the
products. Retail Pro provides these added benefits:
Supports multiple stores
Enhanced reporting power
User-customizable screen layouts, toolbars, menus, and document designs
Integrated e-Commerce solution
Layaways, special orders, 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 youre expanding your operation, adding a store or would like to see how Retail Pro can benefit
your operation, contact a Retail Pro representative for more information and a demo at 800-738-2457
or online at www.retailpro.com.
31
32
QuickBooks POS Basics
Overview...............................................................................................................................................34
Security and Program Preferences........................................................................................................34
Security Administrator ...................................................................................................................34
Preferences .....................................................................................................................................35
Log In/Out ......................................................................................................................................36
Entering a Module ................................................................................................................................37
QuickBooks POS Views.......................................................................................................................38
List View........................................................................................................................................38
Form View .....................................................................................................................................40
Main Toolbar Buttons (in Modules)...............................................................................................41
Navigation ......................................................................................................................................42
Data Entry.............................................................................................................................................44
Entering Data in a Field .................................................................................................................45
Lookup Fields.................................................................................................................................49
Listing Items on Documents ..........................................................................................................50
Holding Documents .......................................................................................................................55
Standard Features and Concepts ...........................................................................................................56
Prices and Discounts ......................................................................................................................56
Sales Tax ........................................................................................................................................59
Using Barcodes ..............................................................................................................................61
UPCs ..............................................................................................................................................62
Alternate Lookups..........................................................................................................................63
Filtered View..................................................................................................................................63
History Documents ...............................................................................................................................67
Editing or Reversing History Documents ......................................................................................67
Printing .................................................................................................................................................69
Printing Tags ..................................................................................................................................70
Reviewing Saved Reports.....................................................................................................................74
33
QuickBooks POS User's Guide
Overview
This chapter focuses on standard QuickBooks POS features that are used consistently throughout the
program. Some of the concepts are advanced for an introductory chapter and may be better
understood once individual module chapters have been read. We recommend that you return to this
chapter as needed as you progress through the rest of the user guide.
Note: Touchscreen and Mouse Navigation
This guide will focus mainly on keyboard navigation with tips for the touchscreen and mouse users.
Where not otherwise noted, options can simply be touched or clicked when they are being selected with
a touchscreen or mouse.
Data Records
Throughout this guide we talk about data records. Data records include document records (receipts,
vouchers, memos, and purchase orders) and non-document records (items, departments, vendors, and
customers). If a procedure simply says records it applies to all record types. Where only one type or
the other is involved we will refer to them as documents or non-document records.
Security and Program Preferences

The availability of many program features can be controlled by security settings and program
preferences. If a feature is not available to you, 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. For example,
the ability to add or edit data records can be controlled by security levels.
Security Administrator
The use of Security Administrator is optional. Typically, you configure your security settings as you
complete the Setup Interview. Using security means:
34
You can require that employees login with a user name and password to use the program.
Selecting to require employee login to use the program turns on the security features.
Optionally, you can require employees to login for each new sales transaction.
The logged-in employee's name will automatically be recorded on each new document
created, allowing you to filter sales reports to assess performance.
You can control access to program features and data by assigning each employee to one
of four pre-defined security groups. Each security group has rights to a pre-defined set of
program features and data. For example, the owner of the business would be assigned to
the Owner group, which grants rights to all program features. If you employ cashiers,
they would most likely be assigned to the Associate group, granting only limited rights to
the activities a cashier would typically perform. Intermediate security groups include the
Manager and Assistant Manager levels, each with more rights than a cashier but less than
an owner.
The Security Administrator utility can be accessed from the Company menu within the
program to add or remove employees, change security group assignments, or modify
passwords.
2. QuickBooks POS Basics

When using security, the group rights that you have assigned to the current (logged in) user are the
only rights in effect at any given time. However, another user with higher rights can log in, thus
replacing the first user, to gain temporary access to a program function. (See Log In/Out later in this
chapter for more information.)
If you chose not to require employee logins during the interview, 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.
(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. Security Administrator or search the program Help
index using the keyword Security.)
Preferences
The Preferences modules allow you to configure QuickBooks POS to work with your hardware and
accessories, establish data control, and customize many of the QuickBooks POS features. 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.
There are two preferences
Preferences, and those for
arrangement allows you to
company settings, while also
purpose.
modules, those affecting the entire application, called Company

an individual workstation, called Workstation Preferences. 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. Select COMPANY from the main toolbar.
2. Select COMPANY PREFS or W/S PREFERENCES from the side toolbar.
When a feature is affected by a preference setting, a preference note box explaining the preference
options will be included in the User Guide section pertaining to that feature. (A complete summary of
all program preferences can be found in Appendix A. Preferences.)
Warning: Editing Company Preferences is an Intolerant Activity

Editing company preferences, either directly or through the Setup Interview is an intolerant process.
This means that only the workstation accessing company preferences or the interview is allowed in the
program at the time of access.
35
Log In/Out
The Log In/Out feature provides both convenience and security in QuickBooks POS. When using
security, 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.
The log in/out procedure below assumes you are requiring employees to log in, and that user names,
passwords, and security rights have been assigned in Security Administrator.
Note: Login Not Required
If your program is not configured to require employee login, the Login dialog will not be displayed when
the program is launched. The date can still be changed from the Company menu on the QuickBooks
POS main screen. Employee names, if defined in Security Administrator, can be recorded on
documents even if employee login is not required. In this case, an employee name can be selected from
the drop-down list in the Associate field. (Refer to Chapter 12. Security Administrator for more
information).
If you require that employees log in, the following dialog is displayed when you launch the program:
To log in:
1. Enter the appropriate information in the
following fields.
User Name:
Password:
Date:
Enter the user name assigned

to you.
Enter your password.
The date displayed here will be
recorded on all receipts and
other documents made.
By default, the date displayed will be the current program date. 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. (For more information
on entering dates, refer to the section titled Data Entry D Entering Data in a
Field D Date Fields, later in this chapter.)
2. After entering the appropriate information, select LOGIN (<Enter>) or CANCEL (<Esc>). The logged
in user name is displayed on the status bar at the bottom of the QuickBooks POS screen.
Note: Touchscreen Login
Touch KEYBOARD to access a touchscreen keyboard to enter your user name and password.
To log out:
1. Select LOG IN/OUT (<Alt+I> or <Ctrl+L>) from the main toolbar of most modules.
2. Select LOGOUT (<Alt+O>). The current user is logged out.
Logging out does not close QuickBooks POS, but a new user will have to log in before any program
features can be accessed.
36
Logging in a Second User

A logged-in user does not have to log out before a second user logs in. The second user's log in will
automatically log out the first user.
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). For example, suppose a customer's file was
flagged "Do Not Accept Checks." A cashier typically would not be given security rights to accept
payment by check in this case. However, a manager with security rights to do so can log in over the
cashier and accept the check to complete the sale. The cashier is automatically logged out of the
program when the manager logs in. The manager's security rights remain in effect until he logs out or
until a new user logs in. Only one user can be logged in at any time.
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, you can optionally specify that the current user is
automatically logged out after each receipt is updated. A user is then required to log in before the
next receipt can be created.
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.
Preferences: Security Log In/Out

COMPANY PREFS D GENERAL D OPTIONS: # Require users to sign in. Select to require users to log in to
use the program. User names and passwords must be defined in Security Administrator to use this
feature.
COMPANY PREFS D GENERAL D OPTIONS: # Automatically log out employees after each sale. Select to
require an employee to log in after each receipt is updated. To use this feature, you must also require
users to sign in (preference above).
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. Specify the time period to be anywhere from 1 to 999
minutes.
Entering a Module
Use the following steps to enter a module:
1. 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.
I>, <J
J> to navigate through the main toolbar. Stop on the area in which the module is
2. Use <I
located.
K>, <L
L> to navigate through the side toolbar to select a module. Press <Enter> to access the
3. Use <K
module you have chosen.
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.
37
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.
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).
The screen shots shown in this guide may not exactly match what you see on your screen. This is
because the screen layouts can differ depending on program configuration. For example, touchscreen
users will see different forms and toolbars than will mouse/keyboard users. The general procedures
used to carry out an activity will still be correct.
List View
List View displays a list of several records at one time in a format similar to a spreadsheet. The list
can be easily sorted and searched to help you find a particular record or to group related records.
Non-document records (departments, vendors, customers, items) can be edited simply by navigating
to a field and entering new data. The following is an example of the department module's List View.
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 sortable columns are
also listed on the Sort By dialog accessed by pressing <F3>.
To change the sort column:

Method 1:
Click or touch any column heading displaying a
Method 2:
Press <F3> and select a new column from the list in the Sort By
dialog.
Note: Where Did My Records Go????

When you sort by a column heading, only records with an entry in that column are displayed. This can
make it appear that some records have disappeared, when in fact they are simply not displayed. To
display all records again, sort by a column heading that has an entry for all records.
38

Search Records
Searches are always done in the currently sorted column.

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

Use <Ctrl+PageDown> to display the next record in the current file.
Select a Field
Use <L
L> or <Tab> to move forward through the fields in Form View.
K> or <Shift+Tab> to move back through the fields.
Use <K
Only editable fields (white) can be selected. Use standard List View
procedures for selecting an item or field within the document item list.
Go to List View
40
Press <F8> or <Alt+L> to switch to List View (not available when creating or
editing a record.).
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. The availability of these buttons will vary depending on the current
module and activity.
NEW (<Alt+N>)
Start a new record.
or <F2>)
Edit a purchase order or voucher. 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.
EDIT (<Alt+E>
SAVE (<Alt+S>)
Save a newly created or edited purchase order or voucher. SAVE is available when either
editing an existing purchase order or creating one. For vouchers, SAVE is only available
when editing an existing document (new transactional documents are updated, not
saved).
CANCEL (<Esc>)
Cancel a new record or edit in progress (available in most modules).
DELETE (<Alt+D>)
Delete a record or item. In List View, the selected row will be deleted. In Form View,
the displayed record will be deleted. In inventory Style View, the entire style is deleted.
DELETE is not available in transactional document modules except in the document item
list.
COPY (<Alt+C>)
Copy the selected record. Copy is always available in List View but only in Form View
on former documents. In inventory, a copy of the record is stored, which you must then
paste into a new row. In other modules, selecting COPY automatically starts a new record
or document with the copied information entered for you.
PASTE (<Alt+A>)
Paste a copied item in a new inventory row.

LOG IN/OUT (<Alt+I>)
Log a user in or out of the program.

REVIEW (<Alt+R>)
Access and view a list of saved reports, lists, or documents.
41
Navigation
QuickBooks POS is designed to make moving between program modules, selecting buttons, and
entering data both intuitive and efficient. The program offers keyboard, mouse, and touchscreen
compatibility.
Keyboard Navigation
For the keyboard user, QuickBooks POS offers shortcut keys to speed navigation and data entry.
Many of the navigation keyboard commands were covered in the previous section on List and Form
Views. Data entry keyboard commands are covered in the section titled Data Entry, later).
Many actions can be accomplished by pressing shortcut keys. Where applicable these keys are
displayed on the toolbars or in dialogs.
Anywhere you see an underlined letter on the main toolbar, you can press <Alt + the underlined letter>
to carry out that function. For example, to begin a new record or document press <Alt+N>.
Next to or underneath buttons on both toolbars, other shortcut keys may be displayed in gray text.
These shortcuts usually use the Function keys, e.g., <F1>, <F2>, etc., or the <Ctrl> or <Shift> keys in
combination with another key. For example,
F4 means to press the <F4> key.
CL means to press the <Ctrl> and <L> keys together.
CF8 means to press the <Ctrl> and <F8> keys together.
SF2 means to press the <Shift> and <F2> keys together.
Throughout this guide, keyboard shortcuts are given where applicable. (For a keyboard reference
chart, refer to Appendix B. Keyboard Shortcuts.)
Pro Tip: Keyboard Navigation and Entry is Fastest
While QuickBooks POS supports the use of mouse and touchscreen navigation and data entry, learning
and using the keyboard shortcuts, in most cases, offers the fastest way to carry out most activities.
Mouse and Touchscreen Navigation

When the documentation says to select, highlight, or place the focus on a button, field, or toolbar,
mouse or touchscreen users can simply click or touch that button or field.
To facilitate touchscreen use, a Navigation toolbar, Form Navigator button, and field access buttons
are added to the layouts of touchscreen users.
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.
42
Navigation Toolbar
If you are a touchscreen user, the navigation toolbar is added to the bottom of different screens in
QuickBooks POS to allow you to move between fields, columns, and rows, and access various other
touchscreen tools.
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.
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.
BRING
KEYBOARD
Access a touchscreen keyboard for data entry.
BRING
NUMPAD
Access a touchscreen number pad for data entry.
Form Navigator Button

A navigation button, similar to that shown below, is added to many dialogs that require entries if your
program is configured for a touchscreen. The navigator button offers several of the same options as
the navigator toolbar in less space.
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. In these situations, special access buttons are
provided on the side toolbar to allow quick and efficient selection by
touch.
For example, the buttons on the toolbar shown at right, from the
receipts module, are added specifically to aid touchscreen users in
accessing data fields or related files. Once a field is accessed, the user
can use touchscreen entry methods (navigation toolbar, keypad, and
number pad) to make entries.
43
Data Entry
Adding or editing a record requires that data be entered. Since different modules perform different
functions, there are slight differences in the way data is entered from one to the next. This section
gives a quick summary of common data entry tips. (Refer to individual modules chapters for more
specific information.)
QuickBooks POS has many shortcuts included to make data entry as fast and accurate as possible.
Note: Key Combinations
Key combinations shown with a plus sign (+) are to be used in conjunction with one another. Hold down
the first key while pressing the second key. Example, <Alt+N>.
Key combinations shown with a comma are separate key stokes. Press the first key, release it, and then
press the second key. Example, <N>, <Enter>.
Note: Defaults
When this guide says that nnn is the default or is suggested, it means that QuickBooks POS will
automatically write nnn in that field for you. These fields are usually still editable. (nnn is only an
example.)
The following general Add and Edit instructions apply only to non-document records. Because
creating a document can involve specific steps that do not universally apply (such as listing items,
accepting payment, editing prices and tax codes, etc.) the procedures to create the various documents
are covered in the individual chapters related to the document type. (Refer to those chapters and the
sections on listing and editing items, later in this chapter for more information.)
Add a New Record

In List View
1. If necessary, switch to List View by selecting LIST VIEW (<F8>) from the main toolbar.
2. Select NEW (<Alt+N>) from the main toolbar. You will automatically be taken to an available
blank line.
3. Navigate through the data fields using <Tab>, <Enter> and <IJ> 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 navigating out of the current row or by exiting the program area. If prompted,
select YES to save the record.
Select CANCEL anytime before saving if you do not want to add the record.
44

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
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.
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.
46
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.
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.
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
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.

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>
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Enter today's date.
Move date back one month from the date currently displayed.
Move date forward one year.
Move date back one year.

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
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

Note: No Matching Item in Inventory
If your entry does not match any current item in inventory, 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: QuickBooks Users - 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, because the new item will not yet have a defined
cost. In this case, a compensating adjustment will have to be made in QuickBooks. One way to do this
to conduct periodic physical inventories and then make an aggregate adjustment in QuickBooks. This
helps keep your inventory value accurate, especially if you regularly make sales of items without defined
costs, such as generic items. (Refer to Chapter 5. Inventory Utilities for information on conducting a
physical inventory.)
Note: Automatic Carriage Return by Barcode Scanner
Many scanners enter a carriage return for you after each scan, moving you to the next line automatically.
If this is the case, you will not need to press <Enter> after scanning in the procedures below.
To lookup and list items by Item #:

1. In the Item # field, scan or enter the item number, and press <Enter>. The unique matching item
is immediately brought to the document with a quantity of one. The cursor is moved to the next
blank line.
2. Repeat to add additional items.
To lookup and list items by UPC:

(For more information refer to the section titled UPCs in this chapter.)
1. Ensure that UPC numbers have been recorded in inventory for each item.
2. In the Item # field, scan the UPC barcode on the merchandise tag and press <Enter>. The item
information is immediately brought to the document and the cursor moved to the next line.
UPC #s can also be manually entered by typing in the entire number, including leading zeros, and
pressing <Enter>.
To lookup and list items by Alernate Lookup:

(For more information refer to the section titled Alternate Lookups in this chapter.)
1. Ensure that unique Alternate Lookups have been recorded in inventory for each item.
2. In the Item # field, enter the characters of the Alternate Lookup, then press <Enter>. The
matching item is instantly brought to the document and the cursor moved to the next line.
51
To lookup and list items from inventory:

If you do not know the item number, UPC, or Alternate Lookup for an item, you can go to inventory
to locate the item. This may be necessary because a tag has fallen off an item or is not readable.
Once in inventory, the item list can be sorted, searched, or filtered to locate the correct item.
1. From anywhere in the document, select ITEM LOOKUP from the side toolbar (ITEM LOOKUP/EDIT
from POs and vouchers). These selections access the inventory module. (Alternative: doubleclicking in the item list is the same as selecting ITEM LOOKUP.)
2. Use sort, search, and Filtered View to locate the item(s) you want to list.
Sort: If necessary, select any column displaying
to sort inventory. The currently sorted
column is indicated by the . Alternatively, press <F3> to access the Sort By dialog and choose
the column by which to sort.
Search: To look for an item, enter criteria in the Search field (your cursor will automatically be
placed there when Item Lookup is selected). Searches are always done in the currently sorted
column. The inventory list is resorted with all matching entries grouped. Use normal
navigational procedures to select the needed item.
Filtered View: Use filtered view to display only those items that match criteria you specify. For
example, to display only items from vendor XYZ, select FILTERED VIEW from the side toolbar and
enter XYZ in the Vendor Code field, then select OK. To cancel filtered view and display all items
again, select REMOVE FILTER from the side toolbar. (Refer to Filtered View later in this chapter for
more detailed instructions.)
3. Once you have located the correct item(s), use one of the following methods to list them on the
document:
52
To immediately return one item to the document, double-click it. The item is listed with
a quantity of one.
In List View, enter the quantity of each item in the Doc Qty column. Optionally, you can
specify the Doc Price (if making a receipt) or the Doc Cost (if making a PO, voucher, or
cost memo). Navigate through the item list making entries for all items you want to list
on the document. When done choose SELECT ITEMS (<Enter>) from the side toolbar to
return selected items to the document with the specified quantities and prices/costs.
Select an item and then choose DOC QTY/PRICE (<F5>) from the side toolbar to open the
Item Information dialog. Make entries in the Doc Qty field and, optionally, in the Doc
Price or Doc Cost fields as described above. Repeat for additional items. When done
choose SELECT ITEMS (<Enter>) from the side toolbar to return selected items to the
document with the specified quantities and prices/costs.
If you need to list a large number of style items, as you might on a PO, voucher, or
adjustment memo, switch to Style View and enter quantities directly in the style grid cells
corresponding to each style item. When done, choose SELECT ITEMS from the side
toolbar. All items that you have specified a quantity for are listed on the document.
(Refer to Chapters 5. Inventory Utilities, Chapter 6. Purchasing, and Chapter 7.
Receiving for more information on using this method in each area.)
4. Repeat Steps 2-3 until you have located and listed all items you need.
From purchase orders and vouchers, full item editing is possible while in inventory. Items can be
added, revised, deleted, and copied, all while you are still also actively working on a document. This
feature allows the flexibility to perform tasks, such as adding inventory items as new merchandise is
being ordered or received. It is important to realize that any edits made to items while using Item
Lookup/Edit from a document affects your actual inventory file, not just the document in which you
are working.
Editing Listed Items

These edits will only affect the listed items on the document; they will not affect the corresponding
items in inventory. The fields that can be edited vary by document and are discussed in the individual
document chapters. This procedure applies to documents that have not yet been updated or saved.
To edit items listed on a newly created document:

1. Highlight the item you wish to edit in the document item list. If an item has just been added, you
do not need to move back up to the item line before going to Step 2.
2. Select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog. Make
necessary changes to any of the editable fields in the dialog. Select CLOSE (<F5>) to save item
edits and return to the document.
Alternatively, make changes to editable fields directly in the document item list by navigating to
the field and entering a new value.
3. Repeat for other items as needed.
53
Deleting Listed Items

Depending on the document type and security settings, the methods available to you may vary. These
procedures only remove the item form the document, they do not affect inventory.
Method 1
1. Highlight the item you want to delete in your document item list.
2. Select DELETE (<Alt+D>) from the main toolbar. Select
displayed.
YES
if the delete confirmation dialog is
Method 2
1. Move the cursor to the Item # field in the document item list.
2. Enter 0 as the item number.
3. Press <Enter> or navigate out of the filed.
Method 3
This method "zeroes out" the item, but leaves it listed on the document.
1. With the item highlighted, select EDIT ITEM (<F5>) from the side toolbar to open the Edit Item
dialog. On documents other than receipts, you can alternatively just move the cursor to the Qty
field in the document item list.
2. Enter 0 as the item quantity.
3. Press <Enter> or navigate out of the field. (Close the Edit Item dialog first, if necessary.)
Consolidating Items
QuickBooks POS will allow you to list the same item on a document more than once (except on
POs). Duplicate item listings can be consolidated with the following procedure:
1. Select LOOKUP ITEMS from the side toolbar. You are taken to the inventory item lookup screen.
2. Select CANCEL to return to the document. Like items are consolidated.
If you attempt to list the same item twice on a PO, an error dialog is displayed and the item is not
listed a second time. In this case, you should return to the original listed item and edit the quantity
field as necessary instead.
54
Holding Documents
The hold feature, available on receipts, vouchers, and memos, allows you to temporarily place a
document on hold. Meanwhile, you can make other documents, carry out other activities, or even exit
from QuickBooks POS.
For example, if you begin to ring up a sale but the customer forgot something and needs to go retrieve
it, you can put their receipt on hold. Then, while the customer is gone, instead of waiting or losing
the data you have entered so far, you can ring up other customers and then unhold the document when
the first customer returns. Holding does not update the document or affect inventory.
To hold and unhold a document:

1. Select HOLD (<Alt+H>) from the main toolbar.
2. To make the document active again, select
documents on hold.
HELD
from the main toolbar, to access the list of
3. Select the document you want to work with, then choose UNHOLD from the side toolbar.
4. Complete the document and update normally.
Note: Held Documents Retain Original Information

If changes are made to data in other modules while a document is on hold, such as inventory prices or
costs, sales tax rates, vendor terms, or a customer discount that document will not automatically reflect
the new information when it is unheld. The unheld document retains the original information you
entered. If you know changes have been made in these values while the receipt was on hold, you will
need to clear and relist the item(s), vendor, and/or customer, as applicable, in order to reflect the new
values.
55
Standard Features and Concepts

The following features or concepts are used in many areas of QuickBooks POS. Their availability
and function may vary slightly in different modules. (Refer to individual module chapters for specific
instructions.)
Prices and Discounts

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

The price level markdowns specified in preferences are default price levels assigned to new items as
they are added to inventory on receiving vouchers. 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.
To define default price levels:

(If you completed the price level topic in the Setup Interview during initial configuration, your price
levels are already defined, but you can use this procedure to revise your settings manually.)
1. Select COMPANY D COMPANY PREFS from the main menu.
2. In Company Preferences, select the PRICE LEVELS page.
3. Enter a name for each of the four available price levels. Using levels 2-4 is optional.
4. Enter a markdown percentage for each price level 2-4.
5. Select one of the four levels as the default price level used on receipts. Typically, this will be
Price Level 1.
6. Select SAVE to record your choices and exit the preference module.
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 can always be seen on receipts in the Price Level field.
Tips on using price levels:
The price level definitions specified in preferences are defaults. They are automatically
applied to every new inventory item as it is added on receiving vouchers, but the price in
any price level can be revised for individual items by editing that item in the Inventory
module.
The price level suggested on receipts (i.e. the "active" price level) is controlled by the
default price level you specify in company preferences. 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.
57
If you apply manual item discounts be aware that the discount will be applied against the
active price level. Changing price levels after applying a manual item discount will clear
the manual discounts. If you want to both change the price level and given an additional
item discount, change the price level first.
Changing price levels does not affect any previous global discount given on a receipt.
If you use customer discounting, the customer's discount is applied to the active price
level. If you change the price level after applying a customer discount, the customer
discount will be recalculated and taken off of the new price level.
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. To display and report a price discount, apply a
customer or manual discount instead of (or in addition to) changing the price level.
(Refer to Chapter 4. Inventory, Chapter 9. Recording Sales, and Appendix A. Preferences, for more
information on defining and using price levels).
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. Price Manager can also be used to copy the prices of
one price level to another.
The features of Price Manager are ideal for changing the prices of many items at one time.
(Refer to Chapter 5. Inventory Utilities for more information.)
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. You will be asked if
you want to apply the discount or not at the time of the sale. If you are already using a marked down
price level (during a sales event, for example) you may elect not to apply a customer discount on top
of that.
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. Adding or changing a
customer has no effect on the active price level on the receipt.
(Refer to Chapter 8 Customers and Chapter 9. Recording Sales for more information.)
58
Manual Discounting
Manual discounts can be applied to individual items, or globally to all items, on a receipt at the time
of sale by any of these methods:
Giving Item Discounts Highlight an item in the receipt item list. Select
from the side toolbar, and then:
O
edit the price field to discount to a specified amount,
edit the Discount $ field to discount by a specified amount,
edit the Discount % field to discount by a specified percentage,
EDIT ITEM (<F5>)
and then select CLOSE (<F5>) to record item edits and return to the item list.
Alternatively, edit the Price or Disc % directly in the document item list by navigating to the
appropriate field and entering a new value.
Be aware that if you change the price level or customer on the receipt after applying manual
item discounts, those discounts will be cleared.
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.
Global discounts are cleared if you subsequently change the receipt customer but not when
you change the receipt price level.
(Refer to Chapter 9. Recording Sales for more information.)
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.
Tax codes and rates are defined in preferences and then assigned to items in inventory. A tax code
specifies the tax treatment for categories of merchandise. A simple sales tax structure might only
have two tax codes: taxable and exempt. The sales tax rate (Tax %) is automatically applied to the
sale of all items assigned a tax code that is designated as taxable.
Tax codes can also be defined for special tax circumstances, such as the sale of normally taxed items
to tax-exempt organizations, sales to out-of-area customers that are charged a different tax rate, or for
different classes of merchandise with special tax handling. 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. To use a tax
code for these purposes, define a unique tax code, designate it as taxable or not, and enter a tax rate if
applicable in preferences. When making a receipt, edit the tax code on affected items to apply the
correct tax rate.
The tax code might designate an item as taxable or non-taxable, but the sales tax rate specifies the
actual percentage tax to be collected on items with a taxable code.
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. As tax rates change in your area you will need to update
the taxing instructions in company preferences.
59

Your tax codes and rates were initially configured as you completed the Setup Interview. The
following procedure can be used to manually edit your settings.
To define sales tax codes:

1. From the QuickBooks POS main screen, select COMPANY D COMPANY PREFS D SALES TAX.
2. In the QB POS Name column of the tax code table, specify the names of up to eight tax codes
such as Taxable, Non-taxable, Out of State, Charity; etc. Name your tax codes to fit your needs.
(See the Pro Tip below.)
3. Non-QuickBooks users only: Enter a tax rate for each tax code in the Tax % column. If a tax
code is non-taxable, leave this column set at 0% or blank.
4. (Optional) In the Mark column, define a single character to represent the tax code. Special
characters such as * are allowed. When a receipt is printed, items will be flagged with the
character you designate. For example, you could have all taxable items flagged with a "T" or any
character of your choice.
5. 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.
For every tax code defined in QuickBooks POS you must have a corresponding tax code defined
in QuickBooks. Note: If you do not designate a corresponding QuickBooks tax code and one of
the same name does not currently exist in QuickBooks, then QuickBooks POS will create a
matching code in your QuickBooks company file.
You must have one or more tax groups/items defined in QuickBooks and assign them to the
applicable tax codes. If you select a non-taxable QuickBooks code, the QB Tax Group/Item
field for this code is automatically set to Not taxed. The Tax % column is automatically filled in
with the tax rate defined in QuickBooks for each tax group/item.
6. In the Default merchandise tax code field, select a default tax code
to be assigned to new items added to inventory. If the majority of
your merchandise is taxable, you would want to specify Taxable (or
another taxed code) as your default tax code. The tax code of
individual items can be edited in inventory and on receipts.
Pro Tip: Tracking Sales with Special Tax Handling

You may only need two tax codes, taxable and exempt. But, if you want to track and report on sales
with special tax handling, such as sales to charitable organizations or items with varying tax rates, you
should define a tax code for each of them. In this way you can change the tax code for sold items on a
receipt and then filter reports by this code.

If you use QuickBooks, 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. The tax codes you specify in QuickBooks POS must correspond to those in your
QuickBooks company file. You must also specify a QuickBooks Sales Tax Group or Sales Tax item that
you use to report sales taxes for each tax code. QuickBooks POS will calculate and send sales tax
information to QuickBooks in this format. Normally, you would set up this tax information while
completing the Setup Interview. (Refer to Chapter 13. Data Exchange with QuickBooks for more
information.)
60
To edit tax codes for individual items:

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

Although scanning is extremely accurate, scanning errors can occasionally occur, especially when
tags have been damaged or defaced. Errors due to defaced tags are typically rejected by the reader
and never reach QuickBooks POS. QuickBooks POS reports an error if the scanned number is not
currently defined in inventory or if it is not unique.
UPCs
Note: Terminology
For convenience, we will refer to UPC-A, UPC-E, EAN, and ISBN numbers collectively as UPC #s.
Some merchandise comes from the vendor pre-tagged with UPC barcodes. 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.
Recording UPC #s in Inventory

The UPC # field can be used to record UPC-E, UPC-A, EAN, ISBN, or similar identifiers up to 13
digits. QB POS will convert entries of less than 13 digits (such as UPC-A and UPC-E) to a 13-digit
form.
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
manufacturers label. Position the cursor in the UPC # field and scan the tag with a wedge reader.
(Activate Edit mode first if adding UPCs to existing items.)
Method 2: Manual Entry

Type of code
# of digits
If you enter...
UPC-E
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...

expand those 6 to a 13 digit form.
add the 12th digit (checksum) & leading zero.
Example: 0123456123458
add the leading zero.
add nothing.
expand the entry to a 13 digit form.
Note: UPCs in History

When an item is sold, received, or adjusted, its UPC from inventory is recorded on the history document.
Thus, merchandise can be filtered by UPC when running history reports even after the item has been
deleted from the inventory. Refer to Chapter 11. Reports & Sales Charts for more information on report
filtering.
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Alternate Lookups
Alternate Lookups (ALUs) are optional user-defined fields that can be used to lookup items when
listing them on documents. This field can contain text descriptions, catalog numbers, etc. ALUs are
defined in inventory and each ALU must be unique. (For more information on ALUs, refer to
Chapter 4. Inventory and the Startup Strategies section in Chapter 1. Getting Started.)
Filtered View
Filtered View allows you to group and view data records that have information in common. You
enter the criteria you wish to match and the program gathers the appropriate records and displays
them. This is a highly useful feature when you want to locate a group of specific records.
For example, purchase orders are limited to listing merchandise from one vendor only. When using
ITEM LOOKUP/EDIT to go to inventory to list the items, rather than scrolling through the entire inventory
file looking for items belonging to that particular vendor, you can simply use Filtered View to display
only the items belonging to that vendor.
Filtered View is available in all non-document modules and is accessible from both List View and
Form View. It is not available when displaying inventory in Style View.
To filter by criteria:
1. Select FILTERED VIEW from the side toolbar.
2. Enter criteria in any of the fields by which you want to filter. Refer to the following sections for
data entry tips.
Shown below is a sample Filtered View criteria screen from the customer module. The fields
available for filtering will vary depending on your current module.
By default, Filtered View displays the criteria defined the last time it was used. In the sample
above, it can be seen that customers are being filtered by zip code and date of last sale. You can
clear the currently defined criteria by choosing CLEAR ALL (<Alt+A>).
63

3. If you wish, 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. To exclude matching records, select EXCLUDE from the dropdown list.
If filtering by more than one criteria, you can specify the priority in which records are sorted
and displayed. In the Sort Order column, select 1 from the drop-down list for the first
priority sort element. 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. Number these elements 2, 3,
etc. in the Sort Order field. In the example above, matching records will be displayed in
order by last sale date and then broken down by zip code for each date. (Note: criteria does
not have to be defined for an element in order to sort by it).
Sorted records can be displayed in descending

or ascending
order, click the sort arrow or highlight it and press <Space>.
order. To change the sort
4. Select OK to filter and display the records matching the specified criteria.
Only the records that meet all of your defined criteria are included in the filter results.
List View displays all of the data meeting the filter criteria in lineal view. Form View initially
displays the first record found that meets the criteria; switch to the next matching record by
pressing <Crtl+PageDown>. Continue to view records using <Crtl+PageUp> to display the
previous record and <Crtl+PageDown> to display the next record.
While viewing filtered records, the words "Filtered View" are displayed in the Navigation Bar.
5. When you are finished reviewing records, select
filtered view and return to the full record file.
REMOVE FILTER
from the side toolbar to exit the
Note: Sorting by Dates

If you choose to sort by date fields, such as First Rvcd or Last Sold, an up-arrow in the Sort field will
order records from the most recent date to the oldest date. A down-arrow will order records from the
oldest date to the most recent.
Note: Hiding Blank Inventory Records
If you have blank (undefined) records in your inventory file and wish to view inventory without these,
simply run Filtered View with no defined criteria. This removes all blank records from view.
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. 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. If in List View, also check to see
which column your records are currently sorted by; since only records with an entry in that column are
displayed.
64

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). During the filter process, records are included or excluded if
the information in the related field is a match to any of the selected criteria.
1. If you want to select a single criterion for this field and
you know what the criterion is, you can type it directly
into the field.
2. If you want to select multiple criteria or you want to view
the list of available criteria for a field, select
or press
<F4> from a multiple selection filter field.
3. To select an option, click it or highlight it and press
<Space>. Selected options have a checkmark next to
them (#
#). To clear that option, click it or press <Space>
again.
OR
Choose the SELECT ALL or CLEAR ALL buttons.

4. Select OK to return the selected values to the field.
Choose CANCEL (<Esc>) to exit the dialog without
returning any of your selected values to the filter field.
Define a Range of Criteria

Initially, the program displays both the starting and
ending values of range filters as blank. If left blank, all records will be included.
To define a range, enter the lowest allowed value in the left field and the highest allowed value in the
right field. Open ranges can be specified by leaving one end of the range blank. (See example of an
Item # filter range below.)
Sample Filter Criteria
Displayed
Item #: (blank) to (blank)
Records Included when Filtering

All item records
Item #: 100 to 500
100 - 500
Records with item numbers 100 through 500, inclusive.
Item #: 3000 to (blank)
3000 -
Records with item numbers 3000 and up.
Item #: (blank) to 40
- 40
Records with item numbers 40 or less.
Filter View - Notes and Tips

Filtering by ZIP Code
When defining ZIP code ranges, keep in mind that all ZIP codes are treated as 9-digit entries, and
that, in a sort sequence, spaces are listed before any digits. (Whether the dash is required depends on
how the codes were entered. If dashes were not used, then omit them when specifying filter criteria.)
65

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

1. Enter the desired program module. For example, to locate a former voucher, select
PURCHASING
D VOUCHERS.
2. 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). If entering the Adjustments
module, you will automatically be placed in the List View of former memos for the current
month.
3. If the document you are looking for was not made in the current month, select
side toolbar.
MONTH
from the
4. Select the month you wish to look in, and choose OK (<Enter>). The selected month's documents
are displayed in List View.
5. Use normal sort, search, and Filtered View procedures to locate the document you need.
Editing or Reversing History Documents

Editing of history documents is limited to certain fields on former vouchers, because edits on history
documents do not correct the effects a document had on inventory or referenced purchase orders.
Vouchers can be edited to update payee, freight, and invoicing fields only, because that information
may not have been available when the voucher was originally created. (For more information on the
edits allowed on former vouchers, refer to Chapter 7. Receiving.)
No editing of former receipts, memos, or fields other than those listed on vouchers is allowed. To
correct your history document, inventory, and any referenced purchase orders you must instead
reverse the original document and then, if necessary, create a new correct document with the intended
effect.
A Reverse, Copy, and Correct approach can be used to make a new document to correct any mistakes
made on the original document. First, reverse the original, incorrect document. Then begin a new
document by copying the original one. Finally, make corrections to the copy and update as usual.
Reversing a history document has the opposite effect on inventory of the original. For example, if the
original document was a receipt that subtracted items from inventory, then reversing it adds the items
back to inventory. It does this by creating a new reversing document. In the case of a sales receipt,
the reversing document is a return receipt. A receiving voucher is reversed with a return voucher. If
an original voucher referenced a PO, reversing the voucher also updates the PO's fill status and
balances.
67
To reverse a history document:

(Note: reversing of an adjustment memo has some special considerations. See the Adjustments
section of Chapter 5. for more information.)
When completed, the original history document will be flagged Reversed in the Status field and the
new document that was created will be flagged Reversing. The Status field is displayed in List View
only.
1. Highlight or display the document to be reversed.
2. Select REVERSE (<Alt+V>) from the main toolbar.
3. A Reversing Document dialog is displayed. Select your name from the Associate field and then
select OK.
A reversing document is automatically created and added to the current month's history file.
A corrected document can then be made as described below.
To copy and correct a document:

1. Reverse the original document as described above.
2. Highlight or display the original document (status Reversed).
3. Select COPY (<Alt+C>). A new document is opened with the same information as the original.
4. Make any necessary edits to correct the information on the new document.
5. (Receipts Only) Assign payment types and amounts as usual.
6. Select PRINT/UPDATE (<F12>) from the side toolbar.
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. If that PO has
been deleted, you cannot reverse the voucher until you have restored the PO (Refer to Chapter 6.
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. Changes to an item's description or other information in inventory will not prevent copying.
Note: Reversing and Correcting Automatically Updates QuickBooks Records
When you reverse a document and then create a new, corrected one, your QuickBooks financial records
are updated accordingly during the next data exchange.
68
Printing
When you print documents, records, or tags, the layout is determined by the design file you specify in
workstation preferences. A selection of document design files is provided with QuickBooks POS.
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 (by selecting or clearing the PRINT
DIALOG checkbox). The Print Options dialog allows you to change the printer and number of copies, and
preview the document before sending it to the printer.
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.
Note: Printing and Updating

If you select the PRINT button on a receipt, voucher, or memo as you are creating it but before updating,
the document will be both printed and updated.
Basic printing instructions:

1. Highlight or display the individual record or document you wish to print.
If you want to print a group of records, use Filtered View to display only the group you want to
print in List View. To print an entire file, you do not need to select a particular record.
2. Select PRINT (<Alt+P>) from the main toolbar.
3. If presented with a print option dialog, you can:
Choose to print the selected record or all records.
Specify a print quantity.
Select PREVIEW to view the document before printing or PRINT to immediately print. (Refer to
the Previewer documentation in this section for further information on previewing.)
69
Printing Tags
Tags can be printed from inventory, vouchers, new purchase orders, and from within Price Manager.
If you need to print a tag from a receipt, select LOOKUP ITEMS to access inventory first.
In inventory, you can print tags from either Style View or Item View. If you are working in Style
View, QuickBooks POS will print tags for the displayed style. Like the printing of records, tag
layouts are determined by the design file you have specified in workstation preferences.
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.
Choose to print tags for the selected item or for all displayed items.
Specify to print the on-hand quantity, document quantity, or a user-specified number of tags.
Select PREVIEW to view the tags before printing or PRINT to immediately print. (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. 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.
For the cost and last received dates to be included in
code on a tag (assuming you have already defined the
code in preferences), you must select a tag design with a
suffix of "+ cost". Example: Avery xx60 series + cost.
Cost,
printed
in code.
Last
Received
Date,
printed in
code.
Merchandise Tag
These designs contain the Cost Code and Last Rcvd Code
fields and the information in these fields will be printed in
code.
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.
70

Supported Label Types
In the Setup Interview or in workstation preferences, specify the design to be used when printing
merchandise tags. 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, reports, tags, labels, and
records on the screen before sending them to the printer. The use of the preview option is specified in
workstation preferences (see Printing section above).
The display in the Previewer allows you to see what the printed document will look like before you
actually commit to printing it. In the case of a very long report, you may never print out a copy,
instead electing to display it on-screen whenever you need to review it.
71

The tools and features discussed below are applicable in most cases but may differ slightly from
module to module. For simplicity, the term document in this section will be used to mean all
documents, reports, tags, labels, and records that can be printed.
The Previewer Toolbar:

Button
Feature
Shortcut Key
Description
ZOOM IN/OUT
<Ctrl+I>
<Ctrl+U>
Page display size. Select a zoom level from the dropdown list or enter any custom level, then press <Enter>.
Shortcut keys zoom in/out approximately 20% with each
keystroke. Default is 100%.
FIRST PAGE
Go to the first page of the document.
PREVIOUS PAGE
Go to the previous page of the document.
NEXT PAGE
Go to the next page of the document.
LAST PAGE
Go to the last page of the document.
GO TO PAGE #
Go to a specific page of the document. Type in a page

number and press <Enter>.
SAVE
<Alt+S>
Save the displayed report/document to your list of saved

reports. 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).
Go to the printer dialog and specify printer, page
information, and other printer options.
PRINTER SETUP
PRINT
<Ctrl+P>
Print the document, following your preference settings.
EXIT
<Esc>
Exit the Previewer and return to the active record window.
Previewer Pop-Up Menu

Right-click anywhere in the Previewer to display this menu. The
functions available from this pop-up menu are explained below.
Zoom:
Functions the same as if entered on the toolbar (see above).
72
Find:
Select FIND (<F3>) to locate a specific alphanumeric string of characters contained in the document.
Enter the string you wish to locate; then select FIND NEXT to move the focus forward to the next
occurrence. Continue selecting FIND NEXT to locate additional occurrences of the string. Each
occurrence, as it is found, is outlined for clarity. Check box options can be used to refine the search
to match your entry exactly and/or to match the case as entered.
Show Rulers, Show Toolbar, Status Bar:

Select or clear to toggle on/off the display of the Rulers, Toolbar, and Status Bar. A check mark
indicates the feature is active. Choosing to not display any of these items frees more screen space for
viewing your document.
Large Buttons, Show Text Labels:

These options are available only if show toolbar is also selected. Select or clear to toggle the toolbar
button size larger/smaller, and to add/remove text labels. A check mark indicates the feature is active.
Status Bar:
The Status Bar conveys general information about the current document displayed in the Previewer.
Ready indicates that the screen
print is completed and document is
ready to view or output.
Current Windows printer
Cursor position
in document
Current zoom level

Page count/position
73
Reviewing Saved Reports

The Review feature enables you to look at reports, lists, or records that were previously saved from
Previewer. Saved reports, lists, or records can be accessed and viewed by selecting REVIEW (<F7>)
from the main toolbar. This can be useful for doing things like viewing past sales reports or an
inventory listing while ordering new items on a PO.
If using Security Administrator, the viewing of reports is restricted by your security level and the
access level assigned to the report.
(For more information on running and saving reports, lists, or records, refer to Chapter 11. Reports
& Sales Charts and other applicable module chapters.)
To review saved reports:
1. Select REVIEW from the main toolbar of applicable modules.
2. The Select Report to Review dialog is displayed, showing the list of saved reports.
3. Highlight the report you want to display and select
Previewer window.
OK.
The report will be displayed in a
You can leave the Previewer window open while working in another area of the program. Use
to switch back and forth between your current record and the Previewer window.
Alternatively, 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. .
<Alt+Tab>
You can toggle between Detail and Icons view in the Select Report to Review dialog by selecting
DETAIL/NO DETAIL. Delete saved reports by highlighting the report you wish to delete and selecting
DELETE.
74
Departments & Vendors
Departments..........................................................................................................................................76
Defining Departments ....................................................................................................................76
Department Fields ..........................................................................................................................77
Working with Departments ............................................................................................................78
Using Pricing Formulas for New Items..........................................................................................80
Using Quantity Decimals ...............................................................................................................81
Vendors.................................................................................................................................................82
Fields ..............................................................................................................................................82
Working with Vendors ...................................................................................................................83
Payment Terms...............................................................................................................................85
Vendor History...............................................................................................................................86
Printing Department or Vendor Records ..............................................................................................89
75
Departments
In most retail businesses, related merchandise is grouped together into departments, that is,
manageable categories that help you monitor past performance and make future buying decisions.
Planning your departments is very important. Each department is identified by a unique, user-defined
department code. By designing your department codes carefully, you gain great flexibility when
selecting and summarizing data for reports.
To access the departments module:

1. Select ITEMS from the main menu main toolbar.
2. Select DEPARTMENTS from the side toolbar.
Departments can be viewed in either List View or Form View.
Defining Departments
Generally, 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. The performance of item styles can
always be compared no matter how department codes are assigned (refer to Chapter 4. Inventory for
a description of styles). If you need to be able to compare the performance of two groups of items,
each group should be assigned to its own department. Likewise, if you budget so many purchasing
dollars, for example, for golf shoes and so many for running shoes, then you would want separate
departments for each of those shoe types.
QuickBooks POS can maintain a virtually unlimited number of departments; however too many
departments can result in too much detail on reports, which makes it difficult to get useful,
consolidated data. It is recommended that you define only as many departments as you need to
effectively manage your purchasing.
Department Codes
Each department is identified by a unique, user-defined department code with the field name
Department. This code can be one to three alphanumeric characters of your choosing. As you
define each item in inventory, you must enter a department code for it. QuickBooks POS can then
track the merchandise for each department as it is ordered, received, and sold.
Note: Department Codes are Always Displayed in Uppercase
When you define your department codes (Department), QuickBooks POS converts any lowercase
letters to uppercase.
76
3. Departments & Vendors

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

Create a New Department
view you prefer.
LIST VIEW (<F8>)
or
FORM VIEW (<F8>)
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.
5. In Form View, select APPLY CHANGES from the side toolbar to save the record. In List View, you
can save the record by navigating out of the current row. If prompted, select YES to confirm the
save.
To cancel the creation of a department, select
saving.
CANCEL (<Esc>)
from the main toolbar before
Copy and Paste Department Records

If an existing department is similar to one you want to add, simply copy the department and edit the
copy accordingly.
1. In List View, highlight the record to be copied.
2. Select COPY (<Alt+C>) from the main toolbar. All the fields from the original department are
copied into a new record. The new record is in edit mode.
3. Make any edits you need to modify the department. At a minimum, a unique Department code
must be assigned to the new department.
Copy can be canceled by selecting CANCEL (<Esc>) from the main toolbar.
save.
Filter Department Records List View

(Refer to Chapter 2. QuickBooks POS Basics for complete information on filter criteria.)
Filtering gathers department records that have information in common. You enter the criteria you
want to match and the program assembles the appropriate records. While in Filtered View, with only
the relevant set of department records listed, you have full editing capability. When finished, exit the
filtered view and all department records are again at your disposal. Department records can be
filtered only by Department and Dept Name.
2. Enter your filter criteria and select OK.
The department information is filtered accordingly.
3. Select REMOVE FILTER to return to the normal department display.
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Find a Department Record List View

The Search field can be used to easily locate a department in List View. Click the Search field or
press <Ctrl+F>, then begin entering the characters for the department you are trying to locate. The
program searches by the currently sorted column. Columns that can be searched have a
. A
indicates the column by which the information is currently sorted.
Department records can be sorted only by the Department and Dept Name columns. (For more
information on the Search field, refer to Chapter 2. QuickBooks POS Basics.)
Once the record is located, you can then choose to work with one of the available options, such as
COPY, DELETE, or PRINT.
Note: Where Did My Departments Go????
When you sort by a column heading, only the records that have an entry in that column will be displayed.
This can make it appear that many of your records have disappeared, when in fact they are simply not
being displayed. To display all fields again, sort by a column heading, such as Department, that has an
entry for all records.
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 to the selected department, choose
toolbar before saving.
CANCEL (<Esc>)
from the main
save.
Warning: Use Caution When Editing Department Codes
Editing a department code in the department file does not change the code in inventory. To correct
inventory, you must edit the Department code for each item or style with that code to match the new
code.
In addition, be aware that when you edit the Department code for an item, transactions involving the
department will not be consolidated when you run reports. For instance, suppose you have an item
assigned to the department code CAT. You sell some of the item, then you edit the items department
code to DOG and sell some more of the item. 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. If you filtered a sales report by the department code CAT, only part of the sales for
this item would appear on the report. (Refer to Chapter 11. Reports & Sales Charts for more information
on reports.)
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Pro Tip: Changing a Department Name

Department names are stored only in the department file; only the code is recorded in inventory and on
documents. QuickBooks POS looks up a department name in the department record when needed.
Therefore, if you have changed the name for a department, the name displayed in other areas will
automatically be the current one.
Delete a Department Record

1. Select the department record that you want to delete and choose
toolbar.
DELETE (<Alt+D>)
from the main
2. If prompted, select YES to confirm the deletion or NO to cancel.
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.
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.
Using Pricing Formulas for New Items

Predefined pricing formulas can be used to set inventory prices based on cost when adding new
merchandise. When an item is added to inventory and has a Department code with a predefined
margin, QuickBooks POS will automatically compute the price for Price Level 1 from the cost by
applying the predefined margin.
Note that pricing formulas affect only prices of new items added to inventory, they do not adjust
prices of existing items when costs change. (Receiving vouchers can be configured to adjust the price
of existing items if desired. Refer to Chapter 7. Receiving for more information.)
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.
To define a default department margin:

1. Highlight or display a department record (switch views if necessary).
2. Enter a margin amount for that department in the Margin % field.
save.
4. Repeat this process for each department for which you want a predefined margin.
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Using Quantity Decimals

Sometimes it is beneficial to list items in partial quantities. For example, you might have an item that
you typically sell by the case, but occasionally you want to sell half-cases or individual units. By
selecting Qty Decimals, when an item with this department code is added to inventory, by default
two decimal places will be listed in the quantity field.
To use quantity decimals:

1. Highlight or display a department record (switch views if necessary).
2. Select QTY DECIMALS.
save.
4. Repeat this process for each department for which you want to use quantity decimals.
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Vendors
Each vendor from whom you purchase merchandise must be identified by a unique, user-defined code
of one to three alphanumeric characters. When you assign a vendor code (Vendor Code field) to
each item defined in inventory, QuickBooks POS can track the merchandise by vendor as it is
ordered, received, and sold.
Note: Importing Vendors from QuickBooks 2002
If you imported vendors from QuickBooks, vendor codes were assigned by truncating the first three
letters of the vendor name. You should review and edit vendor codes as appropriate and complete other
fields to fit your needs. After the initial importing, it is strongly recommended that all new vendors should
be created and existing vendors edited in QuickBooks POS, not QuickBooks 2002.
In particular, any edits made to existing vendor records in QuickBooks will NOT be transmitted to
QuickBooks POS during the daily data exchange updates. Vendor edits made in QuickBooks POS, on
the other hand, are always transmitted to QuickBooks during updating. (Refer to Chapter 13. Data
Exchange with QuickBooks for more information.)
To access the vendors module:

1. From the QuickBooks POS main menu, select ITEMS from the main toolbar.
2. Select VENDORS from the side toolbar.
Vendor records can be viewed in either List View or Form View.
Fields
The table below lists the name and use of each field available in the vendor module.
Note: Field Label Symbols
Symbol
[]
Description
Fields shown in brackets are automatically populated with suggested or

read-only data by the program. If read-only, these fields cannot be directly
edited by the user.
Field
Usage
Account #
Your account number with the vendor.

created for this vendor.
Address Fields
Street,
City, State
Zip
Address fields.
Company
Vendor company name.
Name Fields
Title
First
Last
Name fields for vendor contact.

Contact person's title, e.g. Mr., Mrs.
Contact person's first name.
Contact person's last name.
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This number is displayed on POs that are
Field
[Phone]
Phone 1-2
Usage
Two telephone numbers, each up to 15 characters can be entered in the Phone 1 and
Phone 2 fields when defining a vendor. Phone is a List View sort field comprised of the
entries in the Phone 1 and Phone 2 fields. 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.
Then, if both Phone 1 and Phone 2 fields contain entries, the vendor record will be
listed twiceonce by the Phone 1 entry and once by the Phone 2 entry.
Terms
Conditions of Payment: Default payment terms for the vendor. These terms will
automatically be suggested on any PO or voucher made for this vendor, but can be
overwritten. (Refer to "Payment Terms" later in this chapter for more information.)
Vendor Code
Unique alphanumeric code, up to 3 characters, identifying each vendor. When you

define your vendor codes, QuickBooks POS converts any lowercase letters to
uppercase. Required.
Vendor Notes
Optional notes.
Working with Vendors

Create a New Vendor
view you prefer.
LIST VIEW (<F8>)
or
FORM VIEW (<F8>)
blank vendor record is opened if you are in Form View.
3. Enter information in the required Vendor Code field and any other fields in which you want to
record data for this vendor.
save.
Copy a Vendor Record

If an existing vendor is similar to one you want to add, simply copy the vendor and edit the copy
accordingly.
2. Select COPY (<Alt+C>) from the main toolbar. All the fields from the original vendor record are
copied to a new record. The new record is in edit mode.
3. Make any edits you need to modify the vendor. At a minimum, a unique Vendor Code must be
assigned to the new vendor.
Copy can be canceled by selecting CANCEL (<Esc>) from the main toolbar.
4. Navigate out of the current row to save the record. If prompted, select YES to confirm the save.
83
Filter Vendor Records List View

Filtering gathers records that have information in common. You enter the criteria you want to match
and the program assembles the appropriate records. While in Filtered View, with only the relevant
set of vendor records listed, you have full editing capability. When finished, exit Filtered View and
all vendor records are again at your disposal. Vendor fields that can be filtered are Vendor Code and
Company. (Refer to Chapter 2. QuickBooks POS Basics for complete information on Filtered View.)
The vendor information is filtered and displayed accordingly.
3. Select REMOVE FILTER to return to the normal vendor display.
Find a Vendor List View

The Search field can be used to easily locate a vendor in List View. Click the Search field or press
<Ctrl+F>, then begin entering the characters for the vendor you are trying to locate. QuickBooks POS
searches by the currently the sorted column. Columns with a in the column heading can be sorted.
A
indicates the column by which the information is currently sorted. Vendor fields that can be
sorted and then searched are Vendor Code and Company. (Refer to Chapter 2. QuickBooks POS
Basics for more information on the Search field.)
COPY, DELETE, or PRINT.
Note: Where Did My Vendors Go????
being displayed. To display all fields again, sort by a column heading, such as Vendor Code, that has
an entry for all records.
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>)
save.
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Warning: Changing a Vendor Code

Changing a vendor code in the vendor file has no effect on inventory or history. To correct a Vendor
Code in inventory, edit that Vendor Code for each item or style. (Refer to Chapter 4. Inventory for more
information.)
In addition, be aware that when you edit the Vendor Code for an item, transactions involving the vendor
before and after the change are not consolidated when you run reports. Refer to the Warning in the
Working with Departments section earlier for more information.
Delete a Vendor Record

1. Highlight or display the vendor record that you want to delete and select
the main toolbar.
DELETE (<Alt+D>)
from
2. If prompted, select YES to confirm the deletion.
Note: Deleting a Vendor Record

Deleting a vendor record does not affect inventory or history documents. The vendor code remains in
place in both of those areas and reports can still be generated for the deleted vendor.
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.
Payment Terms
In the Terms field of the Vendor module, you
can set up default terms for a vendor. The
default terms that you specify will be applied to
vouchers made for that vendor.
If exchanging data with QuickBooks, these
terms are transmitted to QuickBooks during the
End of Day procedure.
To define terms for a vendor:

1. Display the vendor record in Form View.
2. Select the
button or press <F4> in the
Terms field. The Terms dialog is displayed.
K> and <L
L> to move from term
3. Enter information as appropriate in the three terms fields. Press <K
to term. The entries shown above would result in an entry of 5% 10 Net 30 on documents.
4. Select OK to save the terms and exit the Terms dialog. Choose CANCEL (<Esc>) to exit the Terms
dialog without saving changes.
85
Vendor History
Vendor history allows you to access former vouchers and purchase orders related to the selected
vendor. Vendor history is available from both List View and Form View.
To access vendor history:

1. Highlight or display a vendor.
2. Select HISTORY from the context menu.
3. Select RECEIVING HISTORY or PO HISTORY.
Receiving History
A vendor's receiving history summarizes the voucher activity for that vendor. The fields displayed
are read-only and cannot be edited. The receiving history screen is split into three panes as shown
below.
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. 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.
Company
The selected vendor's company name.
Discount $
The total discount dollars given by this vendor on all of the vouchers listed.
Units Purchased
The total number of units purchased from this vendor.
Units Returned
The total number of units returned to this vendor.
86

Purchase Cost $
The total cost of the items purchased from this vendor.
Return Cost $
The total cost of the items returned to this vendor.
Return Voucher Count
The total number of return vouchers made for this vendor.
Total Voucher Count
The total number of return and receive vouchers made for this vendor.
Vendor Code
The unique alpha-numeric code for the selected vendor.
Voucher Count
The total number of receive vouchers made for this vendor.
Voucher List: The Voucher List pane is a listing of all of the vouchers made for the selected vendor.
The fields displayed in this pane are the same fields that are on vouchers in the voucher module.
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. The fields displayed in this pane are the same fields that are in
the voucher document item list in the voucher module.
(For more information on these fields refer to the fields table in Chapter 7. Receiving.)
87
To copy a voucher:
The vouchers listed in the Voucher List pane can be copied to create a new voucher.
1. Select the voucher you would like to copy.
2. Select COPY VOUCHER from the side toolbar.
This will copy the selected voucher and open a new voucher in Form View in the voucher module.
Follow standard voucher procedures to edit and update the new voucher. (For more information on
vouchers, refer to Chapter 7. Receiving.)
PO History
PO History gives you access to purchase orders for the selected vendor. The fields displayed are
read-only fields and cannot be edited.
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. 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.
Discount $
The total discount dollars given by this vendor on all of the purchase orders listed.
$ On Order
The total dollar amount of the items on order from the chosen vendor.
Units Ordered
The total number of units on order from the chosen vendor.
Units Received
The total number of units received from the chosen vendor.
Vendor Code
The unique alphanumeric code for the selected vendor.
88

PO List: The PO List pane is a listing of all of the purchase orders made for the selected vendor.
The fields displayed in this pane are the same as those included on POs in the PO module.
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. The fields displayed in this pane are the same fields in the PO
document item list in the PO module.
(For more information on these fields refer to the fields table in Chapter 6. Purchasing.)
Printing Department or Vendor Records

1. Highlight or display the record you want to print.
print. To print a group of records, or the entire file, you do not need to select a specific record
before printing.
Choose to print the selected record or all listed records.
Select PREVIEW to view the document(s) before printing or PRINT to print

immediately. (Refer to Chapter 2. QuickBooks POS for general information on
printing and using the Previewer.)
Printing Department and Vendor Lists

Lists of the records contained in your department and vendor files can be printed. (Refer to Chapter
11. Reports & Sales Charts for complete information.)

Define printing instructions.
For each transaction/document type, specify the printer connected to this workstation. Then select a
design file (make sure it matches your printer, i.e. don't choose a letter-size design to use on a 40
column printer), specify the number of copies you want to print, and whether you want the print option
dialog displayed at the time of printing (by selecting or clearing the PRINT DIALOG checkbox).
89
90
Inventory
Overview...............................................................................................................................................92
Inventory Views .............................................................................................................................93
Defining Inventory................................................................................................................................95
Items ...............................................................................................................................................95
Generic Items .................................................................................................................................96
Styles ..............................................................................................................................................97
Item Fields......................................................................................................................................98
Working with Items: Item View ........................................................................................................100
Add a New Item ...........................................................................................................................101
Edit Items .....................................................................................................................................101
Copy and Paste an Item in Inventory ...........................................................................................102
Delete an Item ..............................................................................................................................102
Working with Items: Style View .......................................................................................................103
Style Grid Basics..........................................................................................................................103
Grid Scales ...................................................................................................................................106
Add a New Style ..........................................................................................................................107
Edit Styles ....................................................................................................................................108
Delete a Style Item .......................................................................................................................109
Delete an Entire Style...................................................................................................................110
Item Price and Cost.............................................................................................................................110
Price/Cost Relationship ................................................................................................................110
Price Levels..................................................................................................................................110
Price Manager ..............................................................................................................................112
Printing ...............................................................................................................................................113
Print Inventory Records ...............................................................................................................113
Print Tags .....................................................................................................................................113
91
Overview
The inventory module is designed to help you track, view, add, edit, and group your merchandise in a
convenient and efficient manner. Each inventory row represents a unique item.
Instead of adding items one by one, retailers frequently group their merchandise into families of
related items, referred to as styles. For example, a clothing retailer may offer the same pair of pants
in three colors and a dozen different sizes. We will use the size/color example throughout this
documentation to explain how styles work, but the program can be set up to reflect other item
attribute combinations, such as patterns or composition.
All of the color/size combinations within a style share the same department code, vendor, and
description, and may have other shared information, such as the same cost and price. This type of
merchandise is ideally suited to be handled as a style in QuickBooks POS.
Because of this unique ability to work with items individually or as style groups, the inventory
module provides two ways to view your merchandise records.
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.
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, and the bottom pane displaying all
members of the style in a grid format. Each cell of the grid represents an item with a unique
size/color (or another attribute) combination. The grid allows you to view values for and work
with all members of the style on a single screen.
(See Views on the next page for illustrations of these options.)
To access the inventory module:

2. Select INVENTORY from the side toolbar.
While in the inventory module, 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 #
4. Inventory
Inventory Views
Item View / List View
To select this view, choose ITEM VIEW from the side toolbar and LIST from the main toolbar. This view
contains a list of all of the items included in your inventory. Each item is listed on a separate line.
All items in the same style as the selected item are displayed in blue type.
Item View / Form View

To select this view, choose ITEM VIEW from the side toolbar and FORM from the main toolbar. This
view enables you to take a detailed look at one item at a time.
93
Style View
Style View is made up of two panes. This view allows you to work with all the members of a style
without having to change screens. To select this view, highlight an item while in Item View, then
choose STYLE VIEW from the side toolbar.
This view enables you to take a detailed look at one style at a time. The top pane contains general
information for the style.
The lower pane displays, in a grid format, all of the size/attribute combinations of the style and
quantity information for each style item and all items combined.
94
4. Inventory
Defining Inventory
This section contains a brief description of items, styles, and the fields that make up those items and
styles. Detailed information on how to create, edit, or delete inventory items and styles is found in
the following sections.
Items
Although many data fields are available in inventory, the essential fields that serve to define each
item are:
Department
Vendor Code
Description 1
Attribute
Size
The department code: 1 to 3 characters.

The user-defined code assigned to the vendor of the item.
A field used to describe an item, must be identical for all items in a style.
A field used to describe an item characteristic, typically color or a second size.
The size or any other characteristic of an item (the field is labeled Size, but is
essentially another Attribute field).
You can also define prices and margin when you are defining the item. You cannot directly enter an
item's on-hand quantity or cost.
To enter or edit the on-hand quantity or cost for existing items during initial setup, create
receiving vouchers or quantity and cost adjustment memos (see the discussion in Chapter 1.
Getting Started, to help decide which is best for your circumstances).
Alternatively, to quickly enter or edit the on-hand quantity for many existing items, use the
Physical Inventory utility. Taking a physical inventory is a recommended startup procedure to
ensure starting quantities are correct once all inventory items are defined.
For new items being received for the first time and reorder items, the receiving voucher will
add both the quantities and costs to inventory.
(Refer to Chapter 5. Merchandise Utilities for more information on adjustment memos and the
Physical Inventory utility.)
Item Definition
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, Size, and Attribute). 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, Size, and Attribute.
Warning: Required Inventory Fields
Technically, only the Department code is required to define and save a new item. However, we strongly
suggest that, at a minimum, you also enter a Vendor Code, Description 1, and at least one of Attribute
or 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.
95

If you imported data from QuickBooks, existing item descriptions, quantities and costs are automatically
entered into QuickBooks POS. However, these and other fields, such as department and vendor codes,
should be reviewed and edited to fit your needs. Inventory items are never exchanged between the two
programs after the initial import. It is strongly suggested you create or edit inventory items only in
QuickBooks POS. (Refer to Chapter 13. Data Exchange with QuickBooks.)
Smart Abbreviations
To more easily locate or filter merchandise in inventory for reports by color or size, establish standard
abbreviations for sizes and attributes and be consistent in their usage. For example, you could use
either wht or whit for white, but should not use both. Wht and whit will be treated as two different
attributes on reports. However, the program is not case sensitive so WHIT, whit, and Whit will all be
treated as the same attribute.
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, the use of generic items is discontinued. A secondary use of generic
items is to record the sale of miscellaneous fees, such as tailoring or wrapping charges that you
wouldn't track quantities for.
To use generic items for recording sales, you define one for each department in your store and then
when listing them on receipts you edit the price, quantity, and tax code as necessary. If you chose
during the Setup Interview to install default departments and generic items, then one generic item for
each department was created for you.
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). This field tells QuickBooks POS that
the listing of this item on a receipt should not deduct a quantity from inventory. The quantity for
generic items with the non-inventory flag selected is always zero in inventory. Otherwise, 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.
To define a generic item follow the normal item creation steps in this chapter, but do not make entries
in the Vendor Code, Price, Attribute, Size, or Cost fields. Enter a generic description, such as
Generic Item for BA in the Description 1 field.
96
4. Inventory
Styles
Style Definition
Each style is defined by its Department, Vendor Code, and Description 1. These fields must be
identical for all members of a style and must be unique for each style. Items within a style can have
different Description 2, Alternate Lookup, UPC, prices, costs, etc.
The members of a style typically vary in size, color, pattern, material, or some other attribute. 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. In reality, any item attribute can be used on either axis of a style
grid.
In QuickBooks POS, each size/attribute combination within a style is a separate item defined on its
own row in the inventory file. For example, if you stock a sweater style in four sizes and two colors,
you would have one style made up of eight different items occupying eight inventory rows.
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. Data can be summarized by style on
reports, and many program actions can be conveniently applied to all the members of a style at once.
As you define each new item or style, QuickBooks POS will check to see if your entry matches a
style that already exists in inventory. If it does, a dialog informs you the style already exists and
gives the option to join this item to the style or cancel. If the new item is actually part of an existing
style, you should add it to that style by adding a new size/color attribute in the style grid.
From a data standpoint, every item belongs to a style, though that item may be the only member of
the style if the item is unique in Department, Vendor Code, and Description 1. This one item,
which constitutes an entire style, can be viewed and worked on in Style View.
97

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. When one item in a style is selected in Item View, that item
and each of the other items in that style will be displayed in blue text. 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.
Item Fields
This table details the name and use of each field in the inventory module.
Note: System Configuration
Depending upon system and/or preference settings, some of these fields will function differently. If there
are notes about preferences or security settings in the Usage column, please refer to the applicable
sections of this guide for more information on those settings.
Symbol
[]
Description
Fields shown in brackets are automatically populated with suggested or read-only
data by the program. If read-only, these fields cannot be directly edited by the
user.
Note: Item View and Style View

If a field is included in only one of these views, it will be so noted in the Usage column.
Field
Usage
Alternate Lookup
A user-defined field that can be used to lookup items. This field can contain text
descriptions, catalog numbers, etc. Duplicate Alternate Lookups are not allowed. (See
note to QuickBooks users at the end of this table.)
When listing merchandise items on documents, your program searches for a matching
Item #, UPC or Alternate Lookup. If multiple matches are found (for example, one
items Item # matches another items Alternate Lookup), the program will display the
matches and ask you to choose which to list on the document.
Attribute
Attribute: A field used to describe an item characteristic, typically color or a second

size. 1 to 4 characters.
[Cost]
Item Cost: The cost of the item. Cost is automatically updated by receiving vouchers
or manually updated by adjustment memos. (Refer to the section titled Price and Cost
later in this chapter.)
Department
Department code: To access the department file, select

(<F4>) from the
Department field.
Department is a required field for all items, and must be the same for all members of a
style. 1 to 3 characters.
[Dept Name]
Department Name: The name recorded in the department file for the items
Department. This field is not editable in inventory.
Description 1
Description 1: A field used to describe the item; also used as the style description. As
such, it must be the same for all members of a style. Changes to this field can be
applied to an item or to an entire style. (See note to QuickBooks users at the end of
this table.)
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4. Inventory
Field
Usage
Description 2
Description 2: A description field usually used for recording any additional information
to describe this particular item, such as a vendor's catalog number. Often used to
record additional information at the point of sale. (See note to QuickBooks users at the
end of this table.)
Doc Qty
Document Quantity: Displayed only when accessing inventory by selecting ITEM

or ITEM LOOKUP/EDIT from a document. Used to display the quantity of an item
that is being added to the document item list of a document. To enter a document
quantity, enter the quantity in the Doc Qty field for the item. You can also select an
item, then select <F5> to open the Item Information dialog, enter a document quantity
and then select CLOSE (<F5>) to record the change. Alternatively, switch to Style View
and enter document quantities in the item cells.
LOOKUP
[Item #]
Item Number: The row number from 1 to 50,000 that identifies each item. Assigned by
program and not editable.
Margin %
Margin %: The profit expressed as a percentage of the price.

Margin % =
price cost
price
X 100
Non-Inventory
# If selected, when a transactional document listing a non-inventory item, i.e. generic

item, is updated the on-hand quantities for the item will not be updated in inventory.
Typically, generic items are used for selling items prior to them being individually
defined in inventory, miscellaneous fees, and other non-inventory items. The on-hand
quantity of an item must be zero to make an item a non-inventory item.
Price Level 1-4
Individual price levels and their prices. Price Level 1 is typically your everyday retail
price and is initially calculated by adding your defined margin to the item's cost. Price
Level 2-4 are discount price levels. You define price level names and discount
percentages in Company Preferences and they are automatically calculated as new
items are added to inventory. Price Levels can optionally be updated by receiving
vouchers, and all price level prices can be manually edited as needed.
Price Level 2-4

Markdown %
Markdown percentages for Price Level 2-4. 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. You define price level names and markdown
percentages in Company Preferences. If the Price Level 2-4 Markdown % fields are
manually changed, then their prices are changed automatically. If their prices are
manually changed, the Markdown % field is recalculated.
(For more information see Price and Cost, later in this chapter.)
Qty
Quantity: The quantity on hand in inventory. Qty is automatically updated each time
an item is received or sold, and when completing a physical inventory. Adjustment
memos can also make changes in inventory quantity. Zero is the only allowed entry in
the Qty field when initially defining an inventory item.
Scale
Grid Scale: The attribute/size scale for a style. (Refer to section on Grid Scales for
more information.)
COMPANY PREFERENCES D SCALES: Define scales.
Size
Size: The size of an item. 1 to 4 characters. This field can also be used to describe a
second item attribute other than size if desired.
99
Field
Usage
Tax
Tax Code Name: A drop-down list containing each of the tax code names defined in
company preferences. By default, each new item is assigned a default tax code as
specified in the department file (first priority) or in company preferences. Edit by
selecting a different tax code as necessary.
COMPANY PREFERENCES D SALES TAX D Define Tax Codes: Define tax codes in the
table. Select a default merchandise tax code that will be assigned to all new items
added to inventory. (Department tax code supersedes, see below.)
ITEMS D DEPARTMENTS. Specify a default tax code for each department. As new items
are added to inventory they will be assigned the tax code specified in the applicable
department record. If no tax code is specified in the department record, the default tax
code specified in preferences will be assigned.
UPC
Universal Product Code: The item's unique UPC/EAN/ISBN identifier. This field must
be 13 characters. If a shorter number is entered, the program will add zeroes to fill the
13-character field.
Vendor Code
Vendor Code: The user-defined code assigned to the vendor of the item. To access
the vendor file, select
<F4> from the Vendor Code field.
The vendor code must be the same for all members of a style. Changes to this field
can be applied to an item or an entire style. 1 to 3 characters.
Working with Items: Item View

Item View is primarily used to add or edit individual items that are not members of a larger style. It
is much more efficient to use Style View when creating a new style or adding items to an existing
style.
To enter Item View:

1. Select ITEM VIEW from the side toolbar. You can add, edit, and view items in either List View or
Form View while in Item View. Choose the Form/List View you prefer from the main toolbar.
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.
is
Scroll through a displayed list of options. Select <Enter> to choose an option.

Cycle through field options without the options list being displayed.
Complete your entry and move to the next field.
Without making an entry in the field, bypass the field.
With multiple field entries, accept the current entry and move the cursor to the next
field.
Note: Finding an Item

Both Search and Filtered View can be used to locate an item in inventory.
To use Search, sort the column by which you want to search and then type criteria in the Search field.
To use Filtered View, select FILTERED VIEW from the side toolbar and enter search criteria in each of the
appropriate fields. Filtered View will show a list of all items matching your search criteria.
(For more information on how to use these options, refer to Chapter 2. QuickBooks POS Basics.)
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4. Inventory
Add a New Item

1. Select NEW (<Alt+N>) from the main toolbar. In Form View, the program will automatically open
a blank record. In List View, you will automatically be taken to the next available blank line. To
add the item to a specific blank line, place the cursor on that line before selecting NEW.
2. Enter a Department, Vendor Code, Description 1, Size and Attribute. To go to the department
or vendor file to select a Department or Vendor Code, choose DEPARTMENTS or VENDORS from
the side toolbar or press <F4> while in the Department or Vendor Code field.
3. Enter information in other fields in which you want to record data for this item. Refer to the
Fields table for information on specific fields. No quantity other than 0 can be entered. (For
existing quantities, use the Physical Inventory tool to add those quantities to inventory. For items
being ordered for the first time, the initial receiving voucher will add the quantities to inventory.)
4. In Form View, select APPLY CHANGES to save the record. In List View, you can save the record
by navigating out of the current row. If prompted, select YES to confirm the save.
To cancel the creation of an item, select CANCEL (<Esc>) from the main toolbar before saving.
Note: Items Belonging to a Style
If you add a group of new items that are all part of a style in Item View, a grid will automatically be
created for that style in Style View. Each time a new item is created with the same Department,
Vendor Code, and Description 1 of another item in inventory, the program will give you the option to
join that item to the existing style.
Edit Items
To edit an item:
1. Highlight an item (in List View) or display it (in Form View).
2. Make necessary edits. Press <F2> in a field to edit character by character.
by navigating out of the current row. If prompted, select YES to confirm the save.
To cancel the edits made to an item, select CANCEL (<Esc>) from the main toolbar.
Note: Update Style
Anytime you edit Department, Vendor Code or Description 1 for an item that is part of a style, the
program will ask if you want to have that edit affect the entire style or the individual item. Select STYLE to
update the entire style or ITEM to update only the item. If you update only the item, then that item will no
longer be part of the style.
Warning: Editing Inventory Items and Reports

If you edit an inventory item after listing that item on documents, transactions involving the item will not
be consolidated on reports. For instance, say you have an item assigned to the department code CAT.
You sell some of the item, then you edit the items department code to DOG and sell some more of the
item. 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. Also, if you
filtered a sales report by the department code CAT, only part of the sales for this item would appear on
the report. (Refer to Chapter 11. Reports & Sales Charts for more information on reports.)
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Copy and Paste an Item in Inventory

1. Highlight (in List View) or display (in Form View) the item you want to copy and select
(<Alt+C>) from the main toolbar.
COPY
2. Choose NEW (<Alt+N>) from the main toolbar. In List View, the cursor moves to the first blank
record. In Form View, a new blank record opens.
In List View, if you want to paste the record into a certain inventory row, navigate to that row.
3. Choose PASTE (<Alt+P>) from the main toolbar.
A Paste Item dialog box with options to edit the Attribute, Size, Alternate Lookup, and UPC
fields is displayed. Either the Attribute or Size field must be edited to avoid creating a
conflicting item.
There is also an option to keep the new item in the same style grid. This is selected by default.
4. Choose OK once the appropriate edits have been made.
by navigating out of the current row.
Delete an Item
This process should be carried out with caution so as to not accidentally delete items on active POs.
Pro Tip: Keeping Your Inventory Compact
As time passes, you should delete old merchandise that you no longer stock. However, this typically
creates blank rows or blocks of rows scattered throughout the inventory file. The empty rows will
unnecessarily slow some inventory searches and analyses, as QuickBooks POS must read every row,
empty or not. It is a good practice to fill in these gaps when adding new items.
To locate an empty row for a new item:
1.
2.
3.
4.
5.
Scroll to find an empty inventory row.

Select NEW from the main toolbar.
Select FORM from the main toolbar to go to Form View for that row.
Enter item information using normal procedures.
Select APPLY CHANGES.
To manually delete an item:

1. Highlight or display the item and select DELETE (<Alt+D>) from the main toolbar.
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.
2. Select DELETE to delete the item or
select YES to confirm the deletion.
CANCEL
if you do not want to delete the item. If prompted,
If the item still has an on-hand quantity, an adjustment memo, for which you will have to enter
your name and an adjustment reason, is created. (Refer to Chapter 5. Inventory Utilities for more
information on adjustment memos.)
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4. Inventory
Working with Items: Style View

Style View consists of two panes. The two panes can be used together to easily enter, track, and edit
information for an entire style. To view a style in Style View, you should first highlight or display
one item from the style in Item View, then select the STYLE VIEW button from the side toolbar.
The top pane displays basic information about the style in Form View.
Fields entries that are the same for the entire style, such as Department, Vendor Code, and
Description 1, will be displayed in this area.
The lower pane contains the style grid for a style. The following sections detail procedures for
working in a style grid.
Style Grid Basics

The lower pane of Style View displays all the items of the style in a grid format, with the axes of the
grid comprised of the size and color (or other item attribute).
This sample style grid is formed by listing
various sizes along the vertical axis and
colors along the horizontal axis. The user
can switch the axis each element is
displayed on, and can even display both
Size and Attribute on the same axis.
(Refer to Rearranging the Axes, later in
this section, for more information.)
Each grid can contain up to 30 columns and 30 rows. The point where a row and column intersect is
called a cell. Each cell is a unique size/attribute combination that corresponds to one item or row in
the inventory Item View.
Even a relatively small grid like the sample above contains a great deal of information. That example
shows 16 possible size/color combinations (i.e., 16 items) in the style. Each color is in stock in small
and extra-large. The store does not carry gray in size medium so that cell is blank. The store does
carry blue in size large but it is currently out of stock, so is displayed as a quantity of zero.
Style View can be used to work with members of a style from several areas within QuickBooks POS.
The values displayed in the style grid vary depending on which of these areas you access the grid
from. For example, when working with a grid within the inventory module, the cells display the onhand quantity of each style item. When accessing a grid using ITEM LOOKUP/EDIT from a receipt or
other document, the grid cells are initially blank and are used to enter a document quantity that will
then be transferred to the document.
103
Navigate the Grid:

<K
K>, <L
L>, <I
I>, <J
J>
Move the cursor up, down, left, or right from one grid cell to another
consecutively.
<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.
<Home>
Move the cursor to the first cell in a row.
<End>
Move the cursor to the last cell in a row.
<Ctrl + Home>
<Ctrl + End>
Move the cursor to the upper left cell of the grid.

Move the cursor to the lower right cell of the grid.
<Ctrl + I>
Move the cursor to the first displayed cell of a row.
<Ctrl + J>
Move the cursor to the last displayed cell of a row.
<Ctrl + Delete>
Delete the item highlighted in the style grid. (Use with caution. See "Delete
a Style Item", later in this section.)
Data Entry in a Grid:

<K
KLIJ>
<Space Bar>
<F5>
<Enter>
Scroll through a displayed list of options. Press <Enter> to choose an option.

Cycle through field options.
In edit mode and with a cell selected in a grid, press <F5> to access the Item
Information dialog for item editing. Select <F5> again to save item edits.
Complete your entry and move to the next cell.
Without making an entry in the field, bypass the cell.
Showing totals on a grid:

The style grid contains the totals for all of the sizes in each attribute, all of the attributes in each size,
and a grand total for all items in the style. You can choose to show or hide these totals.
1. From the grid, right-click for a pop-up menu with the option to SHOW TOTALS.
Select ; SHOW TOTALS to display totals. Clear the check box and the totals will be hidden.
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. The new layout will be remembered and will always display that way
until you change it again.
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4. Inventory
To change the axis an element is displayed on (mouse only):

1. Drag and drop an element from one axis to the other. Special cursor shapes and a vertical red line
indicate where the element will be positioned on the new axis.
The moved element will trade places with the element under the cursor.
The moved element will be inserted adjacent to an existing element at the
position of the vertical (red) line.
The moved element will be inserted between two existing elements, at the
point of the vertical (red) line.
OR
1. Double-click an element to quickly move it to the opposite axis.
Example:
From the standard grid format, double-click the Attribute element
To display both Size and Attribute on the same axis.
To return to the original grid format double-click the Attribute element again.
Lock the grid:

To lock the grid in place so that the axes cannot be rearranged, select
context menu that can be accessed from the grid.
LOCKED
from the right-click
105
Grid Scales
A grid scale is a user-defined array of item attributes (sizes, colors, patterns, etc.) that is used as a
template when creating new style grids. Each scale can be used for an unlimited number of styles.
Of course, you can instead create each style grid from scratch in inventory, but using scales makes the
process much faster since all the predefined sizes and attributes are written on the new grid for you.
During the Setup Interview, you may have elected to install default grid scales typical for your
business type. If so, 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.
If a scale contains any sizes or attributes that you dont need for a particular style, you do not have to
define items for those cells. 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).
For some merchandise, the attributes vary from style to style and from season to season. In this case
you typically wont know what attributes you need until you are actually ordering the items. Here it
is often easier to define scales with sizes only. This gives you the flexibility you need to define
specific attributes, such as color for each style, while still avoiding repeated manual entry of your
commonly used sizes.
If you modify a grid scale by adding more sizes or attributes, those sizes and attributes will be
automatically added to every style grid that was built using that scale. (This does not
automatically add inventory rows for the new cells.)
If you modify an individual style grid in the same manner in inventory, the original scale will
not be affected.
Creating grid scales:

1. Select SCALES from the side toolbar.
2. Choose ADD, enter a scale name, and select OK.
3. Enter attributes on the Attr axis (up to 30) and sizes on the Size axis (up to 30).
4. Select OK to save the scale and return to the inventory module.
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4. Inventory
Editing, Deleting, and Copying predefined grid scales:

Do Step 1 above. Then to:
Edit
Delete
Select the scale you want to edit from the Name drop-down list and edit as needed.
Select the scale you want to delete from the Name drop-down list and choose
DELETE.
Copy
Select the scale you want to copy from the Name drop-down list, select
enter a name for the new scale. Edit the new scale as needed.
COPY,
and
Add a New Style

1. With Style View active, select NEW (<Alt+N>) from the main toolbar and the program will
automatically display a new, empty style form in the upper pane and empty style grid in the lower
pane.
2. In the upper pane, make entries in the Department, Vendor Code, and Description 1 fields. To
go to the department or vendor file to select a department/vendor code, select
(<F4>) while in
the Department or Vendor field.
3. Enter information or make selections in the other available fields, such as Description 2, for
which you want to record data for this style. (Refer to the Fields table in this chapter as
necessary.)
Pro Tip: Simplify Your Data Entry
When choosing your style descriptions, keep them simple. This will make your data entry faster and you
will have fewer mistakes to correct.
4. Choose a predefined scale from the drop-down list in

the Scale field to apply to the new style.
and/or
Create/modify a grid using this procedure:
Select EDIT ATTR/SIZE from the side toolbar

(<Ctrl+F8>). Alternatively, right-click anywhere in
the style grid and select EDIT ATTR/SIZE from the
context menu displayed.
Enter any sizes you would like included in the

grid in the Size column. Enter any attributes you
would like included in the grid in the Attr column.
Select OK when done.
If using a predefined scale, sizes and attributes can be

edited. However, there is no way to change the
original order and new sizes or attributes cannot be
inserted between existing ones. They can only be
added to the end of the scale. To change the order or
insert attributes/sizes, edit the scale using the NEW
SCALE button before using it to add the new style.
107

5. Enter 0 (zero) in each attribute/size cell corresponding to the items you are or will be carrying.
This creates a line in inventory for those items. Leave the cell blank if your store does not stock a
particular attribute/size combination in the style. (Existing on-hand quantities should be added
using receiving vouchers, adjustment memos, or the Physical Inventory utility; new item
quantities will be added when they are received on a voucher.)
6. Select APPLY CHANGES from the side toolbar to save the record. If prompted, select YES to
confirm the save.
Select CANCEL from the main toolbar to discard the new style.
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.
, it means that the size or attribute
Note: Cell Color

When a new item is added to a grid, the cell becomes shaded until that style is saved. When a preexisting grid item is edited, the cell remains unshaded.
Note: "Size" Can be Any Attribute
Size is used in this example and displayed in the grid, but any item attribute can be used in a style grid,
on either axis.
Edit Styles
To edit an existing style:
1. Display the style items in style view.
2. Make necessary edits in the top pane. Note: the values displayed are those of the specific item
that was selected when Style View was entered. Changing the values in the displayed fields,
however, will change that value for all members of the style. If you have different prices within
the style, for example, 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
top pane
affect all
items in the
style.
Edits in the style

grid cells affect
individual items.
Choose a cell and
then select (<F5>)
to make edits.
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4. Inventory
To edit specific item information, select a cell in the grid in the lower pane, then select <F5> or rightclick in the cell and select EDIT STYLE ITEM from the pop-up menu. This opens the Item Information
dialog where edits can be made to most inventory fields.
You cannot directly edit on-hand quantities or cost. Those fields can only be updated by
receiving vouchers, adjustment memos, or by conducting a physical inventory. Select CLOSE
(<F5>) to exit the dialog when done.
3. Select APPLY CHANGES from the side toolbar to save the record. If prompted, select
confirm the changes.
YES
to
To add or edit the attributes/sizes in an existing style grid:

1. Display the style items in Style View.
2. Select EDIT ATTR/SIZE (<Ctrl+F8>) from the side toolbar.
Alternatively, right click anywhere in the style grid
and then select EDIT ATTR/SIZE from the pop-up context
menu.
3. Add or edit sizes or attributes. The sizes or attributes
that already have items defined in inventory are
displayed in red. You can edit these values, but be
aware you are changing attributes of existing items
when you do so.
If you do edit existing items, past history documents
will now include the old attribute and newly created
documents will list the new attribute. Sales reports
will not consolidate old and new item sales if you are
filtering by size or attribute.
4. Select APPLY CHANGES from the side toolbar to save
the record. If prompted, select YES to confirm the
changes.
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.
To manually delete a style item:

1. Select the item you want to delete from the style grid.
2. Press <Ctrl+F2> or right-click and choose DELETE STYLE ITEM from the pop-up menu.
If the item still has a quantity on hand or is listed on an active PO you will be warned.
3. Select DELETE to carry out the style deletion or
confirmation dialog is displayed.
CANCEL
to exit without deleting when the
109
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. All items in the style will be deleted.
To manually delete an entire style:

1. Display the style in Style View.
2. Select DELETE from the main toolbar. A confirmation dialog is displayed.
3. Select YES to delete.
Item Price and Cost

Price/Cost Relationship
Margin expresses the relationship between what you paid for an item (cost) and its selling price. It is
expressed as margin percentage (Margin %). The Price Level 1 price of an item is calculated by
applying the margin to the item cost.
Price Level 1 price =
Cost X 100
100 Margin
A change made to price, cost or margin always causes a compensatory change to one of the other
values. If you adjust price, the Margin % will change. If you edit the Margin %, the price will
change. Cost is not directly editable, as it is set by the average cost method as receiving vouchers are
updated (see the next page). The default Margin % that is applied is set for each department in the
department module, but can be edited for individual items in inventory.
Price Levels
QuickBooks POS can maintain up to 4 price levels (i.e., 4 complete sets of prices for all items in
inventory). Typically, Price Level 1 will be the normal retail price. It is calculated by applying the
margin to the item cost as shown above. Price Levels 2-4 are markdown price levels. You assign a
markdown percentage (from 0% to 99%) to each one in Company preferences. The use of price
levels, other than Price Level 1, is optional.
The margin (defined in Departments) and price level discounts (defined in preferences) are defaults;
used to calculate the prices of new items as they are added to inventory. The prices of any price level,
including Price Level 1, can be edited in inventory for individual items as described below.
(For more information on price levels, refer to Chapter 2. QuickBooks POS Basics.)
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4. Inventory
To define or change the price of one or more price levels in inventory:
1. Locate the item that you want to change. To change prices for all items in a style, display the
style in Style View.
2. Edit the price fields as needed. You can edit the price of Price Level 1, and the price or
markdown percentage of Price Levels 2-4. The margin that applies to the item or style can also
be edited. If you change the margin in inventory, the new margin will take precedence over the
margin specified in the department file for this item/style.
3. In Form View, select APPLY CHANGES to save the record. In List View, you can save by
navigating out of the current row. If prompted, select YES to confirm the save.
Editing Price Level 1 manually does not result in the other price levels being recalculated (rather the
relative markdowns are recalculated). 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 price at
each price level is always displayed on the inventory screen, both in List and Form View.
When reorder merchandise is received on vouchers, and you have selected to allow vouchers to
update prices, Price Level 1 is updated according to the new cost and your specified margin. You
will be asked if you want to update the other price levels as well. Answering YES will update the
Price Level 2-4 prices based on the current relative markdowns in inventory, not the default
preference markdowns.
Preferences: Price Levels

COMPANY PREFERENCES D PRICE LEVELS D Price Levels: Define names for Price Level 1-4. Price Level 1
might be retail, Price Level 2 employee price, Price Level 3 wholesale price, etc.
In addition, define a default markdown percentage (0% to 99%) for Price Levels 2-4. When adding new
items to inventory, Price Level 2-4 prices are calculated from Price Level 1 based on the specified
percentages. Default = 0%.
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. All receipts will list the prices from this default price level, unless
you manually change it at the time of sale. Default = Price Level 1
COMPANY PREFERENCES
111
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.)
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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.
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
Use Filtered View or Style View to display a group of items first, 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.


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.
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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
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
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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

2. Select PRICE MANAGER from the side toolbar.
Markdowns
Using Price Managers 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.
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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.

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.
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Filtering Inventory
Changing inventory prices should always be done with care. To ensure that the changes you make
with Price Manager are implemented properly, filter inventory using Filtered View before you create
markdown prices.
Filtering inventory beforehand ensures that only the items and prices you want to change are changed.
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. (You dont have to filter
inventory if you are manually entering markdown prices.) (Refer to Chapter 2. QuickBooks POS
Basics for more information on using Filtered View.)
To filter inventory:
2. Make selections or enter criteria in the various fields.
3. Select OK when you are finished. The inventory items matching the filter criteria are displayed.
If you need to re-filter inventory, select REMOVE FILTER and start over.
Price Levels
When calculating markdowns from price with Price Manager, you can choose which price level to
use for calculating the markdown. Later, when updating markdowns, you will be asked to select a
price level to which the markdown will be applied. The price level to which the markdown is applied
is completely independent of the price level from which markdown prices were calculated.
When manually entering markdown information, such as Markdown Dollars or Markdown %, the
amount or percentage will be applied to the currently active price level in inventory. If necessary,
you can change the active price level in Company Prefs. (Refer to Chapter 2. QuickBooks POS
Basics for more information on price levels.)
Implementing Price Markdowns

You can manually enter markdown prices or use Price Manager to calculate and enter them for you.
Which method you use depends on the type of markdown you want to do.
Calculating markdown prices

This method can be used to change prices of many items or only a few. The calculation is
applied to all items currently displayed in List View, so you must filter your inventory first
(unless you want to mark down all items).
Manually entering markdown prices

This method is convenient if you just want to change the prices of a few items.
Both of these options are described in detail on the following pages. Remember that after creating
markdown prices, you must update QuickBooks POS inventory.
To calculate markdown prices:

1. Filter inventory as described in the previous section.
2. Select ADJUST PRICES from the side toolbar. The Adjust Prices dialog is displayed.
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3. Select to adjust prices from the current price or cost. If adjusting from price, select the price level
you want to use as the starting point for the markdown.
4. Select an adjusting option from the drop-down list and then enter your instructions for calculating
the proposed new prices.
Price
As Is
Select to copy prices unchanged to another

price level.
Adding
Enter a percent or amount to be added to the

existing price.
Subtracting
Enter a percent or amount to be subtracted

from the existing price.
Multiplying
Enter a number to be multiplied times the

existing price. (Decimals allowed.)
Dividing
Enter a number that the existing price is to be

divided by.
Adding
Enter a percent or amount to be added to the

item cost.
Coefficient
Enter a number to be multiplied times the

item cost.
Cost
5. Select ADJUST. The markdown fields of each displayed item reflect the price change. Carefully
review the proposed changes. You can print new price tags at this point, edit the markdown
prices, or select CLEAR MARKDOWN to clear the markdown and start over.
6. Select UPDATE. The Update Markdown dialog is displayed.
7. Choose the price level you want to affect and select
and number of items that will be affected.
UPDATE.
A dialog confirms the price level
8. Select YES to update your inventory prices.

If you made a mistake and want to start over, select
NO
to cancel, and then select
CLEAR
MARKDOWN
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To manually enter markdown prices:

1. Optionally filter inventory to display only certain records.
2. Select the item you want to markdown.
3. Make an entry in New Price or any other markdown field.
4. Save by navigating out of the current row (List View) or by performing any action that leaves the
screen, such as selecting BACK or GO TO MAIN MENU.
5. Repeat Steps 2 through 4 for each item you want to mark down.
6. Print new price tags.
7. Select UPDATE.
8. Choose a price level to affect and select UPDATE. A dialog confirms the price level and number of
items that will be affected.
9. Select YES to update your inventory prices.
If you made a mistake and want to start over, select
NO
to cancel, 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. For
example, you can copy prices to a newly created employee price level or to one of the other price
levels you have defined.
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. You can copy your regular
active price level to other price levels that you plan to use. You can then use Price Manager to mark
down those other price levels, for example, marking down your employee price level by 20 percent.
To copy prices to another price level:

1. Filter inventory as described previously.
2. Select ADJUST PRICES from the side toolbar. The Adjust Prices dialog is displayed.
3. Select PRICE in the Adjust price from field, select a price level, then select
price by field.
AS IS
4. Select ADJUST. Price Manager copies price information to the markdown fields.
5. Select UPDATE.
6.
Select the target price level in the Affect price level field.
7. Select UPDATE. Price Manager copies prices to the price level you selected.
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in the Adjust
Printing Markdown Tags

Using Price Manager, you can print new price tags for the marked-down merchandise. You have two
options:
Print the tags before updating QuickBooks POS inventory.

The tags will show both the pre-markdown and markdown prices.
Print the tags after updating QuickBooks POS inventory.

The tags will show the pre-markdown price with a line through it.
To print markdown tags before updating inventory:

1. Create markdown prices as described previously but do not update.
2. To print tags for a specific item, select the item you want to print. To print tags for all displayed
items, you do not need to select a particular item.
4. If presented with print option dialogs:
Choose to print the selected record or all records.
5. Select PREVIEW to view the tags before you print them or PRINT to immediately print.
To print markdown tags after updating inventory:

1. Make sure that only items included in the markdown are displayed. You may have to re-filter
inventory.
2. Follow Steps 2 through 5 as described above.
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Physical Inventory
Overview
A physical inventory (PI) is an actual count of the merchandise that is in stock. That information is
then used to confirm or correct the quantities recorded as On Hand in the inventory file.
A physical inventory often involves someone going through the store, writing down individual item
numbers and their quantities. Individual items might be in various locations in the store, so some
items will have multiple entries.
There are two ways to enter physical inventory counts:
Use the Add Count feature. This speeds up the data entry process. You simply type in an
item number and a physical quantity. After each entry, the focus moves back to the Item #
field, so you can immediately make the next entry. When you are finished, multiple entries
are consolidated, and you can update your On Hand quantities in inventory.
Edit the Physical Qty field of individual items. This is convenient for entering physical
quantities for items that are grouped near each other, but it may be time consuming if the
items are scattered throughout your inventory.
Entering Physical Inventory Counts

To enter physical inventory counts in the Add Count window:
1. Select ADD COUNTS. The Add Counts window is displayed.
2. Select where the focus should move after each input in the Item # field,
ITEM or NEXT ITEM.
QUANTITY FOR CURRENT
Select QUANTITY FOR CURRENT ITEM for most efficient data entry. After you enter an item
identifier, the focus moves to the Quantity field.
Select NEXT ITEM, to list items with a default quantity of 1. After you enter an item
identifier, focus returns to the Item # field.
3. Enter an item identifier (Item #, UPC, or Alternate Lookup) and press <Enter>. Audio and
visual warnings are given if an unrecognizable identifier is entered.
4. If you selected QUANTITY FOR CURRENT ITEM in Step 2, enter a quantity and press <Enter>.
(If you selected NEXT ITEM in Step 2, the program enters a default quantity of 1. If you want to
edit this default quantity, follow the steps below for Entering Physical Quantities in the Physical
Inventory Window.)
5. Repeat Steps 3 and 4 until you are finished entering all the items and their counts.
6. Select OK. The Physical Inventory screen is displayed again, with your counts entered in each
items Physical Qty field.
7. Review and edit your physical inventory counts, then proceed to updating your inventory.
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Add Count Window:

Select QUANTITY FOR
CURRENT ITEM if you want
to enter physical counts
at this time.
The Physical Qty column

displays entered physical
quantities.
Enter an item
identifier and
a physical
quantity.
Multiple
entries can
be made if
additional
quantities
are found.
You can also enter physical quantities directly in List View.
To enter physical quantities in the Physical Inventory window:

1. Use regular sort, search, or filtering procedures to locate and highlight an item in the Physical
Inventory window.
2. Enter a Physical Qty.
3. Repeat as necessary.
4. Review and edit your physical inventory counts, then proceed to updating your inventory.
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Updating Inventory
To update a physical inventory file:
1. (Optional) Select FILTER VIEW if you want to restrict updating to only items that meet specific
criteria. Enter criteria in the appropriate fields and select OK.
2. Select UPDATE. The PI Update dialog is displayed, warning you that inventory quantities for all
items that have a Physical Quantity value will be updated.
3. Select YES to update inventory quantities. If you entered filter criteria in Step 1, only items that
match the criteria will be updated.
Select NO to cancel the update.
Warning: Updating Cannot be Undone
After you select YES to update your On Hand quantities, the process cannot be undone. Your inventory
quantities will be updated and quantity adjustment memo(s) will be created. If necessary, however, you
can reverse the adjustment memo(s) created by updating and then create a new one with the proper
changes. (Refer to the Adjustments section later in this chapter for instructions on reversing a memo.)
Note: Adjustment Memo Created

A quantity adjustment memo is always created when a PI file is used to update inventory. Physical is
always listed as the memos Reason. If using security, the current logged-in user is entered as the
Associate. If not using security, the memos Associate field is left blank.
QuickBooks Users Adjusting Inventory Value after a Physical Inventory

If you have performed either of the activities listed below since your last Physical Inventory, you may
have to make a manual adjustment to inventory value in your QuickBooks financial software. These
two activities transfer sales data to QuickBooks but do not make adjustments in your Cost of Goods
Sold (COGS) account. This is because the items sold in these activities do not have a defined
inventory cost at the time of sale.
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. Complete and update a physical inventory in QuickBooks POS.
2. Immediately run the Merchandise Report "On Hand Quantities by Style."
3. Run the End of Day data exchange or manual update before additional items are sold to transfer
the Physical Inventory adjustments to QuickBooks.
4. 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.
5. Make a manual adjustment to your QuickBooks Inventory Assets account to reconcile any
difference. (Refer to your QuickBooks documentation for information on making this adjustment.)
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Adjustments
Overview
Adjustment memos are QuickBooks POS history documents that track changes to inventory
quantities and/or costs. The changes tracked are those that would not otherwise be recorded on
vouchers or receipts, such as changes resulting from conducting a physical inventory.
When you create an adjustment memo, the affected QTY or COST fields are automatically updated in
inventory and the memo serves as a permanent record of the change. Some actions in QuickBooks
POS, such as deleting an item with a non-zero on-hand quantity, automatically create adjustment
memos to update inventory.
Former memos are permanently stored in monthly adjustment history files. Memos can be reversed
but never deleted.
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.
A quantity memo records a change in the quantities on hand for items in your store.
A cost memo records the changes in inventory COST for the listed items.

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. This
keeps your inventory valuation in QuickBooks accurate and up-to-date. (Refer to Chapter 13. Data
Exchange with QuickBooks for more information.)
Accessing the Memos Module

2. Select ADJUSTMENTS from the side toolbar.
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Views
Memos can be viewed in either List View or Form View. List View displays the former memos that
were made in the current or selected month. For a more detailed account of a particular record, these
history documents can be viewed in Form View as well. To toggle between the two views select
either FORM (<Alt+F>) or LIST (<Alt+L>) from the main toolbar. You can also press <F8> to toggle
between the two views. Form View is always used when creating new memos.
Memo Fields
The following sections list the fields that are available on adjustment memos.

Symbol
[ ]
Description
Fields shown in brackets are automatically populated with suggested or read-only data by
the program. If read-only, these fields cannot be directly edited by the user.
Quantity and Cost Fields

This section discusses old, new, and difference (Old, New, and Diff) fields for the quantity and cost
values of items on an adjustment memo. Old and new fields for adjusted values are included in the
document item list of memos. In the document item list, the user enters their adjustment for the listed
item in the New field and the Old field shows the value relevant to that item. (Refer to the More
Memo Fields section for information on the remaining memo fields.)
Outside of the document item list, the Old, New, and Difference fields summarize the total
adjustments to inventory on the memo. These fields cannot be edited.
Quantity
Field
Usage
[Old Qty]
(Document Item List) Quantity on hand for this item before updating this memo.
New Qty
(Document Item List) Quantity on hand for this item after updating this memo.
Editable.
[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 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
Cost
Field
Usage
[Old Cost]
(Document Item List): Inventory COST for this item before updating this memo.
New Cost
(Document Item List)

Editable.
[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,
based on QTY and inventory COST before the adjustment.
[New Cost]
(Total) The total cost for all items listed on the memo after the adjustment, based
on QTY and the inventory COST after adjustment.
[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.
Field
Usage
Associate
The person making the memo. Non-editable if requiring employee login.
[Date]
The date when the memo was created. Default is the day the memo was created.
[Memo #]
Sequential number from 1 to 99,999 assigned by QuickBooks POS. (Displayed in

List View of former memos only.)
Reason
The reason for the adjustment. Type in a reason or select one from the drop-down
list: Cycle Count (Cycl Cnt), Vendor Change (Vend Chg), Price Line (Prc Line),
End of Season (Seas End), Annual (Annual), Shrinkage (Shrink), Stolen
(Stolen), Damaged (Damaged). (Required.)
[Source]
The action that created the memo.
[Status]
Shows whether the memo is regular status (active) or reversed.
[Type]
The memo type and inventory value being adjusted: QUANTITY or COST.
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Actions that Generate Memos

The five actions below will generate adjustment memos. The Source and Memo Type columns refer
to the entries automatically recorded in the corresponding fields in the memo header.
Actions
Source
Memo Type
Manually creating a memo in the Adjustments module.
Manual
Quantity or Cost
Reversing a memo in the Adjustments module.
Reverse
Quantity or Cost
Deleting an item with a non-zero quantity on hand in

inventory.
Invn
Quantity
Updating inventory in the Physical Inventory module.
Physical
Quantity
Creating a Memo Manually

To create a memo:
1. Select NEW (<Alt+N>) from the main toolbar of the Adjustments module.
2. Select the memo type:
QUANTITY
or COST.
3. Enter information into the appropriate fields. (For details on each field, refer to the Quantity,
Cost, and Price Fields and More Memo Fields sections above). The Reason field must have an
entry.
4. List the items to be adjusted by entering or scanning the Item #, UPC, or ALU in the Item #
field.
OR
Select
items.
ITEM LOOKUP/EDIT (<Ctrl+F1>)
from the side toolbar to go to inventory to locate and enter
5. Enter the adjustment value in the appropriate field (New Qty or Doc Qty, New Cost or Doc
Cost) for each item.
6. From the side toolbar, select UPDATE ONLY (<F11>) to update the memo or PRINT/UPDATE (<F12>) to
print and update the memo.
Note: 500 Items Per Adjustment Memo

You can list up to 500 items on a single adjustment memo. If you need to make adjustments to more
than 500 items, use multiple adjustment memos.
Note: Non-Inventory Items
You cannot list a non-inventory item on an adjustment memo.
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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, use the Physical Inventory module to
update these quantities instead of using a quantity memo. In the Physical Inventory module, select EDIT
from the main toolbar, then locate each item and type in its Physical Qty. Update the PI as usual.
If you are changing the quantities for all items in a style, create a quantity memo as usual. Select ITEM
LOOKUP/EDIT and display the style in Style View. Enter the adjusted (new) quantities into the style grid.
Choose SELECT ITEMS. The style items and their adjusted quantities are carried to your adjustment
memo.
Canceling a New Memo

If you select CANCEL from the main toolbar while creating a memo and before updating it, 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.

Select to go back to the memo, neither canceling nor discarding it.
Copying a Memo
Copying a former memo may be the quickest way to create a new memo.
1. Highlight or display the memo that you want to copy.
2. Select COPY (<Alt+C>) from the main toolbar.
3. Choose a memo type: QUANTITY or COST.
The program will open a new memo in Form View containing the same information as the memo
from which the information was copied.
4. Make edits as needed in any of the fields.
5. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) from the side toolbar.
Note: Copying Reversing Memos

You cannot copy reversing memos. (Refer to the section titled Reversing Memos, later in this chapter
for more information.
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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, make other memos, or even exit from QuickBooks POS. Holding a memo does not
affect inventory quantities or costs.
To hold a memo:
1. With the memo displayed, select HOLD (<Alt+H>) from the main toolbar.
The list of currently held memos is displayed, showing the memo you just put on hold. You can
return to a held memo and unhold it. Unholding a memo returns it to active status.
To unhold a memo:
1. From the main screen of the Adjustments module, select HELD (<Alt+H>) from the main toolbar.
2. Highlight or display the memo you want from the list of held memos, then select UNHOLD from
the side toolbar. To leave the held memo list without unholding a memo, select FORMER
(<Alt+M>) from the main toolbar or press <Esc>.
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.
Finding a Memo
History documents, such as memos, made during a specific month are stored in that months separate
file. Each monthly file has its own list of former memos. You can only search one month at a time.
To find a former memo in the current months file:

The current months file is displayed when you open the Adjustments module in List View.
1. Select the column that you want to search by clicking or touching the header of the column (the
next to its name, the memos are
header must have a next to its name). If the header has a
currently sorted by that field.
OR
Press <F3> and select an index by which to search the memo history list in the Sort By dialog.
2. Click the Search field (<Ctrl+F>) and begin entering your search criteria. As you enter the
characters, the program will move to the first available match in the memo list.
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To find a former memo in a previous months file:

1. Select MONTH on the side toolbar while in List View.
2. Select the month/year icon for the month that contains the memo you want to find.
3. Select OK.
The selected months memo list is displayed. To continue, follow Steps 1 and 2 from "To find a
former memo in the current months file" above.
Reversing a Memo
Former memos are permanent records that cannot be edited or deleted. To undo an adjustment, you
must reverse the memo, instead. The original memo can also be copied and the copy used to create a
new, correct memo.
Effects of Reversing a Memo: Reversing a memo does not alter the original memo; instead it
creates a new memo that reverses its effects.
Reversing a quantity memo reverses the change in quantity made by the original memo. If
the original memo removed three of an item from inventory, the reversal will return three
units to inventory. 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.
Reversing a cost memo creates a new memo that reverses the total dollar amount of the
original cost adjustment. 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, QuickBooks
POS will calculate the difference in unit cost and apply that amount to the inventory cost of the remaining
or additional items.
Example: Suppose you had 20 of an item on hand when you wrote down the unit cost by $2.00, which
would be a $40.00 cost adjustment. Due to intervening sales, you now have 10 of this item on hand. If
you reversed the entire memo, each item would now have $4.00 added to it, instead of the original
$2.00. QuickBooks POS adjusts per item, in this case a $20.00 adjustment. The same principle applies
when items have been added to inventory.
When completed, the original memo will be marked Reversed in the Status field. The new memo
that is created to reverse the original will be marked Reverse in its Source field and Reversing in the
Status field.
131
To reverse a memo:
1. Highlight or display the memo that you want to reverse.
2. Select REVERSE (<Alt+V>) from the main toolbar. The program will open a new reversing memo
in Form View and in edit mode.
3. Make any necessary edits to the editable fields (Reason, Date, and Associate if security is not
used).
4. Select UPDATE (<F11>) or PRINT/UPDATE (<F12>) from the side toolbar.
If necessary, a corrected memo can then be created from the original using standard copy
procedures. (Refer to Copying a Memo.)
Printing a Memo
1. Highlight or display the memo that you want to print.
Specify the number of copies you want to print.
Select PREVIEW to view the memo before you print it or PRINT to immediately print.
Preferences: Printing
D PRINTING D Adjustment: Designate the default printing options: printer, design,
number of copies, or to display a print dialog at time of printing.
W/S PREFERENCES
132
Purchasing
Overview.............................................................................................................................................134
Accessing the PO Module ............................................................................................................134
Views............................................................................................................................................134
Creating a Purchase Order ..................................................................................................................135
Completing a Basic PO ................................................................................................................135
Copying POs ................................................................................................................................135
PO Fields......................................................................................................................................136
Cost on POs..................................................................................................................................137
PO Discounts................................................................................................................................137
PO Items .............................................................................................................................................138
Listing Items.................................................................................................................................138
Deleting PO Items ........................................................................................................................140
Maintaining POs .................................................................................................................................141
Finding a PO: ...............................................................................................................................141
Editing POs ..................................................................................................................................141
PO Fill Status ...............................................................................................................................141
Deleting, Archiving, and Purging POs.........................................................................................142
Printing POs........................................................................................................................................143
Printing Tags ................................................................................................................................143
133
Overview
When merchants need to restock or add new merchandise, they create and send temporary documents
called purchase orders (POs) to vendors. A PO typically includes the following information:
The vendors company name and account number.
Order, shipping, and cancel dates.
A list of the items to be ordered and information about those items, including description,
cost, and the quantity ordered.
The total cost of the order, including discounts and fees.
The merchandise ordered on a PO is added into inventory when the merchandise has been received on
a voucher referencing that PO. When a PO has been filled or cancelled, it should be deleted.
Receiving vouchers provide the permanent record of the items purchased.
Purchase orders are not imported or shared between QuickBooks POS and QuickBooks. If you have
existing purchase orders in QuickBooks that you want to track in QuickBooks POS, you must enter them
manually. It is strongly recommended that after importing you only create new purchase orders in
QuickBooks POS. (Refer to Chapter 13. Data Exchange with QuickBooks.)
Accessing the PO Module

To access the PO module:
1. From the QuickBooks POS main menu, select PURCHASING from the main toolbar.
2. Select PURCHASE ORDERS from the side toolbar.
Views
POs can be viewed in either List View or Form View. The Active PO file is displayed in List View.
You can see what quantities have been ordered, received, and remain due on multiple POs. You can
also see what the expected shipping dates are. You can review the status of existing POs and use that
information when planning future POs. While NEW and EDIT can be selected in either view, POs are
always created and edited in Form View. The items you are planning to order are displayed in the PO
item list.
134
6. Purchasing
Creating a Purchase Order

Completing a Basic PO
The following procedure explains the basic steps for creating a new PO. Specific instructions for
each step are covered in the following sections, as necessary. You can also create a PO by copying an
existing PO. (Refer to the Copying POs section for more information.)
1. Select NEW (<Alt+N>) from the main toolbar. A blank PO is displayed in Form View.
2. Enter a vendor code in the Vendor Code field. The company name and your customer account
number are automatically entered on the PO.
3. Enter the shipping and cancel dates.
4. List the items you want to order, entering the order quantity and changing the cost, if necessary,
for each item selected.
5. Enter discounts and/or fees that will apply to the order.
6. Select SAVE (<Alt+S>).
Copying POs
If you frequently order the same merchandise from the same vendors, it is often easier to copy a
previous PO and edit it as needed to create a new one. When you copy a PO, the new PO will be
identical to the old PO except for the PO number and date information. Simply edit the items,
quantities, costs, and dates as necessary, and save. You can copy active POs in either List View or
Form View.
To copy a PO:
1. In List View: Highlight or display the PO to be copied.
In Form View: Display the PO to be copied, then select CANCEL (<Esc>). (When you cancel edit
mode, the COPY button is enabled.)
2. Select COPY (<Alt+C>) from the main toolbar. A new PO with the same information as the old PO
is displayed.
3. Make changes as needed to the new PO.
4. Select SAVE (<Alt+S>) to record your changes.
135
PO Fields
The following table lists the fields that are available on POs.
Symbol
[]
Description
Fields shown in brackets are automatically populated with suggested or read-only data by
the program. If read-only, these fields cannot be directly edited by the user.
Field
Usage
[Account #]
Your customer account number with the vendor.
Associate*
The associate making the PO.
[Company]
The name of the vendors company.
Cost
PO Cost: The cost at which an item is being ordered on the PO.
Date Fields:
Cancel
The date after which delivery is to be refused. Select

(<F4>) to access the popup calendar. Default: The current date. Sort field.
COMPANY PREFERENCES D PURCHASING & RECEIVING D RECEIVING VOUCHERS D Warn
when receiving against cancelled POs: ; Select to warn users when receiving
merchandise after a POs cancel date.
[Last Activity]
The most recent date when a voucher was made referencing the PO.
Ordered
The date when the PO was created.

Default: The current date. Sort field.
Ship
PO Ship Date: The estimated shipping date for the order. Select
access the pop-up calendar. Sort field.
Default: The current date.
(<F4>) to
Disc $
Discount Amount: The amount of a discount applied to the PO subtotal.
Disc %
Discount Percentage: The percentage of a discount applied to the PO subtotal.
[Ext C$]
Extended Cost: For a line item in the document item list, the quantity ordered
multiplied by the Cost for that item.
Fee
A fee applied to the PO. For example, a small order fee or special handling fee
might be applied to an order. Enter the amount.
Items
Document Item List: Item list for adding and displaying PO items. Contains itemspecific fields from inventory as well as document item quantities and costs.
PO#
Default sequential number assigned by the program. Sort field.
PO Instructions
One or two lines of optional instructions that appear on printed POs. PO

Instructions are defined in Company Preferences. COMPANY PREFERENCES D
PURCHASING & RECEIVING D PO Instructions: Default: FOB and Confirmation #
[Qty]
Quantity Ordered: For each item, the quantity being ordered.
[Qty Due]
Quantity Due: For the total PO and for each item, the quantity remaining to be
received.
Qty Due = Qty Ordered Qty Received.
[Qty Ordered]
Quantity Ordered: For the total PO, the quantity being ordered.
136
6. Purchasing
Field
Usage
[Qty Rcvd]
Quantity Received: For each item, the quantity already received.
[Qty Received]
Quantity Received: For the total PO, the quantity already received. List View.
[Subtotal]
The cost of all items on the PO before applying any discounts or fees.
[Total]
The total PO amount after discounts and fees are applied.

Total = Subtotal - Disc $ + Fee
[Unfilled %]
The percentage of the order that is unfilled. QuickBooks POS updates the Unfilled
% when a voucher that references the PO is updated.
Unfilled % = (Qty Due / Qty Ordered) X 100
Vendor Code
The code identifying the vendor listed on the PO. Select

vendor file to add or look up a vendor.
(<F4>) to access the
A vendor code is required for all POs.
Cost on POs
A PO is a document that asks a vendor to deliver goods at a certain cost. When listing items on a PO,
QuickBooks POS will suggest the inventory Cost as the default PO cost. You can change the PO
cost without affecting the inventory Cost.
When the ordered items are received on a receiving voucher inventory cost will automatically be
updated to reflect any change in the item cost.
Refer to the following sections on PO Items for instructions on changing an item's order cost as you
create a PO.
PO Discounts
Sometimes vendors will offer discounts on merchandise. You can add a discount amount (Disc $) or
percentage (Disc %) that will be applied to the purchase order subtotal. This discount is not spread
over the costs of individual items listed on the PO. Note that this discount is not entered
automatically on vouchers referencing the PO; you will have to re-enter the discount on the voucher.
To enter a discount on a purchase order:

1. Enter a discount amount in the Disc $ field or a discount percentage in the Disc % field.
137
PO Items
Listing Items
To use Item Lookup:
1. In the Item # field, enter or scan the item, UPC, or Alternate Lookup number or barcode, and
press <Enter>. The item information is immediately brought to the document and the cursor is
moved to the next blank line.
2. Select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog. Enter the
order quantity and order cost for the item in the Qty and Cost fields respectively. The cost is
suggested as the current inventory cost; edit it as applicable for this order. When finished, select
CLOSE (<F5>) to record the changes and return to the PO.
Alternatively, you can navigate to the Qty and Cost fields in the document item list and make
edits directly there.
3. Repeat Steps 1-2 to add additional items or press <Tab> to move to the next field.
4. Select SAVE (<Alt+S>). Choose YES if asked to confirm the save.
If multiple matches are found when looking up items, as would happen if an Alternate Lookup
matches an item number, then a Select Item dialog will open with a list of all matching items.
Locate and highlight the correct item, then select OK (<Enter>) to bring it to the purchase order.
To list items by choosing from inventory:

1. Select ITEM LOOKUP/EDIT (<Ctrl+F4>) from the side toolbar or double-click in the item list. These
actions access the item lookup screen in the inventory module.
2. Use standard sort, search, or Filtered View to locate the item(s) you want to list on the PO.
3. For each item, enter a quantity in the Doc Qty field and cost in the Doc Cost field. When done,
choose SELECT ITEMS (<Enter>) from the side toolbar to bring all selected items and quantities to
the PO. Alternatively, you can:
Highlight an item, select EDIT ITEM (<F5>) from the side toolbar, and enter this information
in the Item Information dialog.
Double-click an item, or highlight it and choose

with a default quantity of one (1).
If you are ordering several members of the same style, select STYLE VIEW from the side
toolbar and enter item quantities in the individual cells of the style grid. When done,
choose SELECT ITEMS from the side toolbar to bring the items and quantities to the PO.
SELECT ITEMS,
to bring it back to the PO
4. Repeat the previous steps until you have selected and listed all items on the PO.
5. 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. Alternatively, navigate
to the relevant fields in the item list and make changes directly there.
6. Select SAVE (<Alt+S>). Choose YES if asked to confirm the save.
138
6. Purchasing
To add a new inventory item and list it on a PO:

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

When making a PO, you can use FILTERED VIEW to display only items from the vendor (or vendors) from
whom you plan to order.
1. Enter the vendor code(s), clear all other fields, then select OK to display the filtered inventory view.
2. Highlight an item belonging to the style you want to order, then select CANCEL FILTER from the side
toolbar. The item you selected will still be highlighted.
3. Select STYLE VIEW to display the style grid.
4.
5.
Enter order quantities in the cells of the style grid.

Choose SELECT ITEMS to bring the items and quantities to the PO.
Pro Tip: Review Reports while Making POs

You can view previously run and saved purchasing, sales, and inventory reports while making a PO.
For example, if you are getting ready to order merchandise from a certain vendor, you might first run a
merchandise report showing current on/hand quantities in inventory for that vendors items. You can do
this by entering the vendors code (and no others) in the report criteria. You should save the report,
giving it a suitable name, such as [Vendor name] current on hand. With the report saved, you can
easily review while making the PO to help you decide what items and quantities to include.
1.
Select REVIEW (<F7>) from the main toolbar.
2.
Choose a report from the list and select OK.
3.
Press <Alt+Tab> to switch back and forth between the report and the PO. Alternatively, select
in the upper-left corner of the Previewer window to shrink the report so you can view the report and
the PO simultaneously.
4.
Press <Esc> to exit the report and return to the PO screen.
Deleting PO Items
To delete an item from a PO:
1. Select EDIT (<Alt+E>) from the main toolbar to activate editing capability (only necessary if the PO
has been saved).
2. Move the cursor to any of the items fields.
3. Select DELETE (<Alt+D>) from the main toolbar.
To delete an item by changing the item number to zero:

1. Move the cursor to the Item # field of the item you want to delete.
2. Enter a zero (0) and press <Enter>.
140
6. Purchasing
Maintaining POs
POs are not intended to be stored permanently; they should be deleted when all the items listed have
been received. In PO List View, you can easily see which POs have a Qty Due or Unfilled % of
zero (0). These POs can be safely deleted. When you delete a PO, you have the option to temporarily
store a copy of the PO in the PO archive file. Archived POs can be printed, copied, or restored to the
active PO file if the need arises.
Finding a PO:
The active PO file is displayed when you access List View in the purchase orders module.
To find a PO:
1. Access the purchase orders module. The list of active POs is displayed in List View. Use
standard sorting, searching and scrolling procedures to locate the PO.
Editing POs
The fields that can be edited on a PO are PO #, Associate, Order, Ship and Cancel dates, Fee, Disc
$ and Disc %. You can also edit the order Qty and Cost of individual items.
1. Edit the fields as needed. Press <F2> in a field to edit character by character.
2. When finished making edits, select SAVE (<Alt+S>).
PO Fill Status
The Qty Due, Qty Ordered, Qty Received and Unfilled % are
grouped together on the PO. Together, they determine the fill
status of the PO.
POs start with an initial Qty Received of 0 and Unfilled % of 100.
The Qty Received increases, and the Qty Due and Unfilled %
decrease as items are received on vouchers. For example, if you
ordered 20 of a certain item and received only 15 on a voucher, the
PO would show a remaining Qty Due of 5 and Unfilled % of 25.
If a vendor substitutes items or quantities, the PO will still show a remaining Qty Due and Unfilled
%. If you want to accept the substitution and have the PO show that the order was filled, you can edit
the PO to match the merchandise received, so that each item on the PO has a Qty Due of zero (0).
The Unfilled % will be adjusted accordingly.
141
Deleting, Archiving, and Purging POs

To delete and archive a PO:
1. Highlight or display the PO to be deleted and select
prompted, select YES to confirm the deletion.
DELETE (<Alt+D>)
2. If you want to archive the PO that you are deleting, select

delete it permanently, select NO.
YES
from the main toolbar. If
when prompted. If you want to
To view archived POs:

1. Exit the purchase orders module.
2. Select ARCHIVED POs from the PO side toolbar.
3. Use normal sort or search methods to find the PO you wish to view. You may view, print, and
edit the archived PO in List View or Form View, the same as in the purchase orders module.
To restore an archived PO:

1. Highlight or display the PO that you want to restore.
2. Select RESTORE PO from the side toolbar.
To remove archived POs:

There are two ways to remove and delete archived POs.
Method 1: To delete an archived PO
1. Select or highlight a PO.

2. Select DELETE from the main toolbar. Select YES if a confirmation dialog is displayed.
Method 2: To purge archived POs:
1. Select ARCHIVED POs from the side toolbar.

2. Select PURGE POs from the side toolbar. The
Purge Documents dialog is displayed.
3. Enter a date, then select OK. All POs with an
Order Date prior to the date entered will be
removed from the archived POs file.
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6. Purchasing
To edit an archived PO:

1. Highlight or display the archived PO.
2. Select RESTORE PO from the side toolbar, then select BACK from the side toolbar.
3. Select PURCHASE ORDERS from the side toolbar.
4. Highlight or display the PO, then select EDIT (<Alt+E>) from the main toolbar.
5. Make changes to the editable fields. Press <F2> in a field to edit character by character.
Printing POs
After completing a PO, you can print out a copy to send to a vendor or keep for your own records.
The procedure you follow is the same for active and archived POs in List View or Form View.
To print active or archived POs:

1. Highlight or display the PO that you want to print.
2. Select PRINT (<F12>) from the main toolbar.
Select PREVIEW to view the PO before you print it or PRINT to immediately print.
4. Select ALL ITEMS to print all items listed on the PO or DUE ITEMS to print only items with a
remaining due quantity.
W/S PREFERENCES D PRINTING D: Designate the default printing options: printer, design, number of
copies, or to display the print option dialog at time of printing.
Printing Tags
You can print tags ahead of time for merchandise that has been ordered but not yet received.
To print tags for PO items:

1. Display the PO in Form View.
2. Select PRINT TAGS from the side toolbar. If presented with a print option dialog:
Specify the number of copies. Select from the current on-hand quantity of each item,
the quantity ordered on the PO, or a specified number of copies.
143
144
Receiving
Overview.............................................................................................................................................146
Accessing the Vouchers Module..................................................................................................146
Views............................................................................................................................................146
Voucher Basics ...................................................................................................................................147
Voucher Fields .............................................................................................................................147
Creating a Voucher ......................................................................................................................148
Canceling a New Voucher............................................................................................................149
Copying a Voucher ......................................................................................................................149
Holding a Voucher .......................................................................................................................149
Effects of Updating a Voucher.....................................................................................................150
Voucher Items.....................................................................................................................................150
Listing Items.................................................................................................................................150
Editing Items ................................................................................................................................152
Deleting Items ..............................................................................................................................153
Freight, Fees, and Global Discounts...................................................................................................153
Handling Costs and Prices ..................................................................................................................154
Updating Inventory Costs and Prices When Receiving ...............................................................154
Maintaining Former Vouchers............................................................................................................155
Finding a Former Voucher ...........................................................................................................155
Editing a Former Voucher............................................................................................................156
Reversing a Former Voucher .......................................................................................................156
Printing ...............................................................................................................................................158
Printing a Voucher .......................................................................................................................158
Printing Tags ................................................................................................................................158
145
Overview
A receiving voucher is a QuickBooks POS history document that provides a permanent record of
merchandise being received into inventory. When a shipment arrives from a vendor, you create a
receiving voucher to accept the items into inventory. A return voucher, on the other hand, records
merchandise returned to the vendor and removed from inventory. Use a return voucher if you need to
send back items that have already been received into inventory. For example, upon unpacking the
merchandise, you might find items that were damaged during shipping.
After a voucher is updated, it is called a former voucher and is stored in a monthly voucher history
file, accessible from the vouchers module. The term voucher is used throughout this chapter to refer
to both receiving and return vouchers, unless otherwise specified. Similarly, the act of receiving on a
voucher used throughout is meant to encompass both receiving and returning, unless otherwise
specified.
When receiving merchandise against a PO, you can bring any or all of the items listed on the PO to a
voucher. The POs fill status will be updated when the voucher is updated. To keep accurate track of
the value of your inventory, it is important to enter the correct cost information for voucher items.
Accessing the Vouchers Module

1. From the QuickBooks POS main menu, select PURCHASING from the main toolbar.
2. Select VOUCHERS from the side toolbar.
Views
Vouchers can be viewed in either List View or Form View. List View displays the former vouchers
that were made in the current or selected month. For a more detailed account of a particular record,
these history documents can be viewed in Form View as well. To toggle between the two views
select either FORM (<Alt+F>) or LIST (<Alt+L>) from the main toolbar. You can also press <F8> to
toggle between the two views. Form View is always used when creating new vouchers.
146
7. Receiving
Voucher Basics
Voucher Fields
The following table alphabetically lists the fields that are available in the vouchers module. Not all
fields are displayed in both views. Fields that have an obvious purpose or whose purpose is explained
in the Inventory chapter have been omitted from this table.
Symbol
[]
Description
Fields shown in brackets are automatically populated with information by the program. In
most cases, these fields cannot be directly edited by the user.
Field
Usage
Accounts Payable
Denotes that the voucher has been completely processed and no longer needs to
be exported. (Refer to Chapter 13. Data Exchange with QuickBooks for more
information.) Only available in List View and only if using QuickBooks POS in
conjunction with QuickBooks.
Associate
The person making the voucher. Suggested as the logged in user. Sort field.
Comments
One or two lines of optional comments that only appear on printed Vouchers.
Voucher comments are defined in Company Preferences. COMPANY PREFERENCES
D PURCHASING & RECEIVING D Voucher Comments: Default: RMA # and
"Remember to tag all merchandise!"
[Company]
The full name of the vendor.
Cost
The cost at which an item listed in the document item list is being received (or
returned) on a voucher. Sort field.
Default: Cost from inventory. Editable.
[Ext C$*]
Extended Cost: For a line item in the document item list, the quantity received
multiplied by the Cost for that item.
Date
The date when the voucher was created.

Editable.
Disc $
Discount Amount: The amount discounted from the combined costs of all items on
the voucher.
Disc %
Discount Percentage: The percentage discounted from the combined costs of all
items on the voucher. Sort field.
Fee
Fee amount, used to record charges such as an order fee.
Freight
Freight charges to be entered as a separate expense apart from the cost of all the
items on the voucher.
Invoice #
The invoice number on the vendors invoice for the shipment. Sort field.
Invoice Date
The date of the vendors invoice.
Payee
The vendor or agent to be paid for the merchandise. Default: the listed 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.
Default: todays date.
Sort field.
147
Field
Usage
PC
Denotes a voucher for which an entry has been made in the Purchase Clearing
account in QuickBooks. (Refer to Chapter 13. Data Exchange with QuickBooks for
more information.) Only available in List View and only if using QuickBooks POS
in conjunction with QuickBooks.
[PO #]
The number of the PO that the voucher is referencing. Index field.
Qty Rcvd
The number of units of an item received (or returned) on a voucher. Used in the
document item list.
[Subtotal]
A sum of all extended item costs before discounts, fees, and freight are applied.
[Total]
The voucher total after discounts, fees, and freight are applied.
[Vendor Code]
The code identifying the vendor addressed by the voucher. Sort field. Enter the
code of a vendor in this field to populate the other vendor fields on the voucher.
Creating a Voucher
1. If necessary, select NEW (<Alt+N>) from the main toolbar. (When you enter the vouchers module, a
new receiving voucher automatically opens in Form View. Selecting NEW is only necessary if you
are working in List View. If necessary, select RETURN from the side toolbar to make the voucher a
return voucher.)
2. To receive or return merchandise against a PO, enter the PO number in the PO # field. PO
information will automatically populate the necessary voucher fields.
If not referencing a PO, bypass the PO # field and enter the vendor code in the Vendor Code
field. Alternatively, you can enter an Item #, UPC, or Alternate Lookup in the voucher item list
to automatically assign that first items Vendor Code to the voucher.
3. Enter information in other fields, as appropriate. (Refer to field descriptions above.)
4. List the items being received or returned using any of the following procedures.
List the items from a referenced PO.
Scan barcoded merchandise tags using a barcode reader.
Enter the Item #.
Enter the UPC #.
Enter the Alternate Lookup.
Choose the items from inventory.
5. Edit quantities or costs and enter discounts or fees, as needed.
6. If you want to print tags for the items, select PRINT TAGS from the side toolbar.
7. Select UPDATE (<F11>) to update without printing the voucher, or
and print the voucher.
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, and then try to change the vendor so its different
than the PO vendor, you will not be allowed to keep the PO items on the voucher. After changing the
vendor name, a dialog will appear, stating that the vendor selected does not match the vendor for the
referenced PO items, and that any referenced items will be removed from the voucher. You may
continue to use the changed vendor name and lose the PO items, by selecting YES on the dialog.
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7. 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. These comments will only appear on
the voucher when it is printed.
COMPANY PREFERENCES
Canceling a New Voucher

If you select CANCEL from the main toolbar while creating a voucher and before updating it, 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.

Select to go back to the voucher, neither canceling nor discarding it.
Copying a Voucher
Only former vouchers can be copied.
1. Select RECEIVING HISTORY (<Ctrl+F7>) from the side toolbar.
2. Highlight or display the voucher that you want to copy.
3. Select COPY (<Alt+C>) from the main toolbar.
The program will open a new voucher with a new voucher number in Form View. The rest of its
fields, such as the vendor name, voucher items, and discount, will have the same information as
the voucher from which the information was copied.
4. Make any edits needed in any of the fields.
5. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>).
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, make other vouchers, or even exit from QuickBooks POS. Holding a voucher
does not affect inventory quantities or costs.
To hold a voucher:
1. With the voucher displayed, select HOLD (<Alt+H>) from the main toolbar.
The list of currently held vouchers is displayed, showing the voucher you just put on hold. You can
return to a held voucher and unhold it. Unholding a voucher returns it to active status.
To unhold a voucher:
1. From the main screen of the vouchers module, select HELD (<Alt+H>) from the main toolbar.
2. Highlight or display the voucher you want from the list of held vouchers, then select UNHOLD
from the side toolbar. To leave the held voucher list without unholding a voucher, select FORMER
(<Alt+M>) from the main toolbar or press <Esc>.
149
Effects of Updating a Voucher

When you update a receiving voucher, QuickBooks POS performs the following actions:
Adds the quantities received into inventory.
Updates Cost in inventory, if changed, by the averaging method.
Optionally updates inventory prices (set in company preferences).
Records the voucher in the current months history file.
If the voucher references a PO, updates the PO fill status.
Advances the voucher numbering sequence by one.
When you update a return voucher, QuickBooks POS performs the following actions:
Deducts the quantities from inventory.
Records a return voucher in the current months history file.
Updates the PO fill status if the voucher references a PO.
Advances the voucher numbering sequence by one.
Updates Cost in inventory, if changed, by the averaging method.
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. A voucher can reference, and thus receive or return against, only one PO.
Additional items can be listed using any other method.
1. Reference the PO by entering the PO number in the PO # field. If you need to look the PO
(<F4>) to access the PO 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, a dialog will appear. Choose YES to continue referencing that PO or NO to
return to the voucher without choosing a PO. If the system preference IS NOT set, you will not
be allowed to reference a PO past its cancel date. You first must edit the POs cancel date.
2. Select PO ITEMS from the side toolbar. A list of the items on the referenced PO will be displayed.
3. To bring only some of the items to the voucher, enter the quantity of each item being received or
returned in the Doc Qty field.
OR
To bring all of the items due to the voucher, select RECEIVE DUE from the side toolbar.
4. Select SELECT PO ITEMS from the side toolbar to return to the voucher.
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7. Receiving
Substitutions
Items that are substituted or overshipped do not make up for other units that were ordered but not
received. If you ordered five orange sweaters but instead received five green sweaters, the referenced
PO will still show a Qty Due of five for the orange sweaters. This is useful if the order is open and
you are still expecting a shipment of the five orange sweaters.
To accept the substitution of the green sweaters for the orange sweaters and show the order as filled,
edit the PO to match the merchandise received and then reference the edited PO when making a new
voucher, leaving no unfilled items. The % Unfilled on the PO will be adjusted accordingly. If you
dont want to accept the substitution, send the items back to the vendor (no return voucher necessary).
Note: The Fill Status of a Referenced PO
Updating a voucher that references a PO will automatically update the POs fill status.
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: ; Select to have the program issue a warning when a referenced PO is past
its cancel date.
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, select RECEIVE DUE first.
Then, in the voucher item list, change the Qty Rcvd for the items not being received to zero (0).
To list an item by entering the item #, UPC, or ALU:

1. Enter or scan an Item #, UPC, or Alternate Lookup in the Item field and press <Enter>. That
item is listed on the voucher with a Qty Rcvd of one (1).
2. To change the quantity received or order cost, navigate to the Qty Rcvd and Cost fields
respectively in the voucher item list, and make changes there. Alternatively, select EDIT ITEM
(<F5>) and enter the quantity and cost of the item being received or returned.
(Refer to Chapter 2. QuickBooks POS Basics for more information on locating and listing items on
documents.)
To choose items from inventory:

1. Select ITEM LOOKUP/EDIT from the side toolbar after starting to create a voucher. You will
automatically be taken into inventory.
2. Locate and highlight the item using standard search, sort, and Filtered View procedures.
3. Enter a Doc Qty and Doc Cost. Alternatively, highlight an item, select EDIT ITEM (<F5>) and enter
a quantity and cost.
4. Repeat to locate and enter quantities for additional items.
5. When you have entered a quantity for all desired items, choose SELECT
toolbar to list the items with their respective quantities on the voucher.
ITEMS
from the side
151
Note: Records Displayed for Selected Column Heading

being displayed. To display all fields again, sort by a column heading, such as Item #, that has an entry
for all records.
Note: Returning Merchandise
Even when you are creating a return voucher, you should list the quantities for the items being returned
as positive numbers. The program will automatically deduct those quantities from inventory when
updating the voucher based on the fact that it is a return voucher.
Pro Tip: Receiving New Items

You can easily add a new item to inventory as you list it on the voucher.
1.
2.
3.
4.
5.
6.
Select ITEM LOOKUP/EDIT.

Select NEW.
Enter required item definition fields and other fields, including an order quantity (Doc Qty) and
order cost (Doc Cost), as desired.
Select SAVE to save the item information
Select EDIT ITEM (<F5>) and enter a Qty Rcvd for the new item.
Select SELECT ITEMS from the side toolbar to return to the voucher, adding the new item to it.
(Refer to Chapter 4. Inventory for more information on adding new items to inventory.)
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. This can
be done in the document item list or while you are choosing items from inventory.
Navigating to the correct field in the document item list and entering in the new
information.
To use the Item Information dialog:

1. Select EDIT ITEM (<F5>).
2. Navigate to the field you want to edit.
3. Enter the new information.
4. When finished, select CLOSE (<F5>) to record the changes and return to the voucher.
To edit item information on the voucher itself:

1. Navigate to the field you want to edit in the document item list.
2. Enter the new information.
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7. Receiving
Deleting Items
Method 1
To delete an item from a voucher:
1. Highlight the item in the Document Item List.

2. Select DELETE from the main toolbar.
Method 2
To delete an item by changing the item number to zero:
2. Change the quantity to zero (0). Select OK. The item will remain on the voucher with a quantity
of zero (0).
Freight, Fees, and Global Discounts

Freight and fees are treated as separate charges on receiving vouchers. They are not spread over
the cost of each item listed on the voucher.
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). Applying a global discount does not change the
cost of an individual item and does not trigger averaging of inventory costs. Global discounts are not
applied to freight or fee amounts, only to the voucher subtotal.
To add freight:
1. Place the cursor in the Freight field and enter an amount.
To add a fee:
1. Place the cursor in the Fee field and enter an amount.
To add a global discount:

1. Place the cursor in the Disc % or Disc $ field and enter an amount.
153
Handling Costs and Prices

QuickBooks POS averages the cost of received merchandise. This means that when items are
received, the received quantities and costs are averaged together with the existing inventory quantities
and costs to determine the new Cost of the item. This enables merchants to set an accurate Margin
% for items and maintains an accurate inventory valuation when using QuickBooks POS in
conjunction with QuickBooks.
When receiving merchandise, make sure that the correct cost information is entered on the voucher.
To change cost information for an item:

1. Highlight the item in the voucher item list.
2. Select EDIT ITEM (<F5>), enter a new cost, then select CLOSE (<F5>). Alternatively, navigate to the
Cost field in the item list and make changes directly there.
Updating Inventory Costs and Prices When Receiving

Updating Costs
When you receive items at a cost that is different than the current inventory Cost, QuickBooks POS
averages the Cost, taking into account the received quantities and costs and existing inventory
quantities and costs to calculate the new Cost of the item. For example, 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, the
new averaged Cost of the item will be $7.50.
QuickBooks Users: The receiving voucher, when sent to QuickBooks, increases your inventory value
for the received quantity at the voucher cost. Averaging inventory costs does not result in any
additional net change in total inventory value. (Refer to Chapter 4. Inventory for more information
on inventory costs.)
Updating Prices
You also have the option of updating your inventory prices at the same time you update costs. If you
select to update inventory prices when updating a voucher, QuickBooks POS will calculate a new
Price Level 1 price based upon the items defined Margin %. This ensures that items are always
sold at the margin you want. Prices for Price Level 2-4 are also updated to conform to the markdown
percentages currently specified in inventory. For maximum control over inventory prices, you can
change prices for all price levels directly in inventory at any time.
To update inventory prices at receiving:

1. When updating individual vouchers, the program will alert you if there are any price changes
detected. A dialog asking if you want to modify inventory prices will appear. Select YES to
change inventory prices or NO to update costs without updating inventory prices.
154
7. Receiving
Maintaining Former Vouchers

As noted before, a voucher that has been updated is called a former voucher, and it is stored in the
current months receiving history file. Former vouchers provide a permanent record of merchandise
received into inventory or returned to the vendor. Receiving and return vouchers are stored together
in the same history files and by default share the same voucher numbering sequence.
Finding a Former Voucher

History documents, such as vouchers, made during a specific month are referred to as former
documents and are stored in separate monthly history files. The monthly history file includes both
receiving and return vouchers made during the month and both are displayed in a single list. You can
only search one month at a time.
The current months file is displayed when you access List View in the vouchers module.
To display Voucher List View:

1. Access the vouchers module. By default a new, blank receiving voucher is displayed.
2. Select RECEIVING HISTORY from the side toolbar.
displayed in List View.
The current month's former vouchers are
To find a former voucher in the current months file:

1. Use standard sorting, searching and scrolling procedures to locate the voucher.
(Refer to Chapter 2. QuickBooks POS Basics for more information on locating documents.)
To find a former voucher in a previous months file:

1. Select MONTH from the side toolbar when in List View.
2. Select the month/year icon for the month that contains the voucher you want to find.
3. Select OK.
4. The former vouchers made in the selected month are displayed.
5. Use standard sorting, searching and scrolling procedures to locate the voucher.
(Refer to Chapter 2. QuickBooks POS Basics for more information on locating documents.)
155
Editing a Former Voucher

The only information that can be edited on a former voucher are Freight, Payee, Invoice # or Invoice
Date fields. Typically, editing is used to complete the vendor payment information on former
vouchers when the vendors invoice for the merchandise has been received. Editing a voucher affects
only the voucher records in the history file and any reports generated from those records. It has no
effect on inventory or on a referenced PO.
1. Select EDIT (<F2>) from the main toolbar.
2. Edit the fields as needed. Press <F2> in a field to edit character by character.
3. When finished making edits, select SAVE (<Alt+S>).
Reversing a Former Voucher

If an error is discovered on a former voucher, other than the editable fields above, it is necessary to
reverse the voucher and then create a new, corrected one to correct your history files and inventory.
A receiving voucher is reversed with a return voucher. A return voucher is reversed with a receiving
voucher. If the original voucher referenced a PO, reversing it will also update the POs fill status and
balances.
A Reverse, Copy, and Correct approach can be used to undo the effects of the original voucher and
make a new, corrected voucher. First, reverse the original, incorrect voucher. Then, begin a new
document by copying the original one. Finally, make corrections to the copy and update as usual.
To reverse a voucher:
Reversing a receiving voucher takes the received items out of inventory. It does this by creating a
new return voucher that "cancels out" the effect of the original voucher. When completed, 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).
1. Highlight or display the voucher to be reversed.
3. A Reversing Document dialog will be displayed. Select your name from the Associate field and
then select OK.
A reversing document with your name is automatically created and added to the former voucher
file.
A corrected voucher can then be made as described below.
156
7. 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, and then correct, or edit, the parts that were incorrect on the original, to make a new, correct
voucher.
1. Reverse the original voucher as described above.
2. Highlight or display the original voucher (marked Reversed).
3. Select COPY (<Alt+C>). A new voucher is created with the same information as the original.
4. Make any necessary corrections (edits) to correct the information on the new voucher.
5. Select UPDATE ONLY (<F11>) to update without printing the voucher or PRINT/UPDATE (<F12>) from
the side toolbar to print and update the voucher.
If any item listed on the voucher no longer exists in inventory, you are not allowed to reverse the
document. However, any changes to an items description or other information in inventory will not
prevent reversing.
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. If that PO has
been deleted, you cannot reverse the voucher until you have restored the PO (Refer to Chapter 6.
Purchasing for information on restoring POs).
Note: Reversing and Cost Handling
Reversing a voucher will restore the costs in inventory. If some of the items had been sold in the
meantime, then the program will compensate for the difference in quantities. As a result, the cost of
those items will not be restored to precisely their previous value.
Note: Reversing and Price Handling
If you overwrote inventory prices with new voucher prices, reversing the voucher will not restore the
original prices.
Note: One Copied Voucher at a Time
When a voucher is copied, the new copy is stored in temporary memory. Only one voucher can be
stored there at a time. Thus, you must update, hold, or discard a voucher made from the current copy
before copying another.
157
Printing
Printing a Voucher
1. Highlight or display the voucher that you want to print.
Select PREVIEW to view the memo before you print it or PRINT to immediately print.
W/S PREFERENCES D PRINTING: Designate the default printing options: printer, design, number of copies,
or to display the Print Option dialog at time of printing.
Printing Tags
The usual order for processing vouchers is as follows: merchandise is received on a voucher, the
voucher is updated, and then new tags are printed from the updated voucher.
1. Display the voucher.
2. Select a specific item for which you want to print tags. To print tags for all voucher items, you
Choose to print the SELECTED RECORD (item) or ALL LISTED RECORDS (all items).
Specify to print the on-hand quantity, document quantity, or a user-specified number of
tags.
158
Customers
Overview.............................................................................................................................................160
Defining a Customer...........................................................................................................................161
Fields ............................................................................................................................................161
Add a Customer............................................................................................................................162
Customer Discounts .....................................................................................................................163
Maintaining Your Customer Records .................................................................................................163
Find a Customer Record...............................................................................................................163
Edit a Customer Record ...............................................................................................................164
Delete a Customer Record............................................................................................................164
Maintain In-Store Charge Accounts.............................................................................................165
Customer History .........................................................................................................................165
Printing ...............................................................................................................................................167
Printing Customer Records ..........................................................................................................167
Printing Customer Labels.............................................................................................................168
159
Overview
The tracking of customer information in QuickBooks is optional and is selected initially as part of the
Setup Interview process. If you later decide you do want to record and track customer information,
access the Setup Interview again from the Company menu and change your selection.
If you track customers, the customer fields will be added to the receipt form in the program.
Recording customers allows you to:
Maintain customer purchase history.
Offer store charge accounts (also requires the use of QuickBooks).
Automatically give discounts to selected customers.
Print customer lists and mailing labels.
Customer purchasing history allows you to view all receipts, and the items sold on those receipts,
created for a customer in the past two years. This is useful for verifying the sales price or date of a
returned item, in the event the customer has lost her receipt. Former sales receipts can also be copied
to quickly create a return receipt.
A great deal of customer information can be stored by QuickBooks POS. Not only can customer
names, addresses, and phone numbers be recorded, but also other useful information such as
customer-specific discounts, an accept checks setting, and extensive notes. You can easily add or
update customers at POS, write customer names on receipts, and instantly display purchasing history
for a customer. Using the reports module, customer information can be accessed for reporting
purposes.
When adding and editing customer records, it is important to enter data in a consistent manner.
Entering data consistently makes it easier to find and sort customer records, particularly when adding
a customer to a receipt at point of sale.
Note: Importing Customers from QuickBooks
After the initial importing of information is complete, it is strongly recommended that new customer
records be created and edited in QuickBooks POS, not QuickBooks. Edits and additions made in
QuickBooks POS are always transmitted to QuickBooks during the normal data exchanges. The
exception to this rule is customer charge account limits and balances, which are updated in QuickBooks
and then sent to QuickBooks POS. (Refer to Chapter 13. Data Exchange with QuickBooks for more
information.)
To access the customers module:

1. From the QuickBooks POS main menu, select POS from the main toolbar.
2. Select CUSTOMERS from QuickBooks POSs main menu side toolbar.
160
8. Customers
Defining a Customer
Fields
This table lists the name and use of each data field available in the customer module.
Symbol
[]
Description
Fields shown in brackets are automatically populated with information by the program. In
most cases, these fields cannot be directly edited by the user.
Customer Data Fields and Descriptions

Field
Usage
Accept Checks?
Each customers check-acceptance status. When DO NOT ACCEPT CHECKS is selected,

the cashier will be warned when trying to accept a check for payment at time of sale.
With sufficient security rights (Owner, Manager, Asst Manager), the check can still be
accepted if desired.
Account Balance
Customer's current balance on the in-store charge account. Not updated when a
receipt is updated. Amount is updated by QuickBooks during routine data exchanges.
Account Limit
Maximum charge balance allowed for this customer. When taking payment on account,
the program checks to see if the current sale would cause the credit limit to be
exceeded. If so, payment by account will not be allowed. Account limits are imported
from QuickBooks. If the limit is edited in QuickBooks, it will be updated in QuickBooks
POS during the next routine data exchange.
(QuickBooks Users
Only)
Accounts
Receivable
Customers export status on an in-store charge account. If adding a new customer and
you want to export this customers charge account information to QuickBooks, select
MODIFIED. After the first exchange, the status is set to YES. If a charge account is not
used for this customer, select NO. Note that editing a customer record automatically
sets the flag back to MODIFIED.
City, State
City and State: The city and state where the customer lives.
Company
Name of the customers company. Sort field.
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. You can select to apply
the discount or not at the time of sale. Editable (subject to security rights).
Customer Notes
Customer Notes: Optional notes; use at your discretion to record additional information
about customer, e.g., birthday, requested items, sizes, etc. Customer notes are not
exchanged with QuickBooks.
First Name
Customer's first name.
Full Name
Combined Title, First Name, and Last Name field.

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.
COMPANY PREFERENCES
Last Name
Customer's last name. Sort field.
Last Sale
The date of the customer's last purchase. Automatically updated when a receipt is
updated, but also editable.
161
Field
Phone 1 & 2
Usage
Two phone numbers, each up to 15 characters, allowing entry of an area code and a
notation such as H or WK. Sort fields.
Note: For easy lookup by phone number, use a consistent format when entering the
numbers as you are defining customers. We suggest typing in the area code last so
you can quickly find a customer by his or her basic seven-digit number. You can use or
omit the hyphen, but you must be consistent in order to be able to look numbers up by
phone number. Example: 854-4207 (818) H.
The Phone 2 field can be used to record, sort, and search customers by information
other than a phone number, if desired. (See Pro Tip below for example.)
Street
The customers street address (including apartment or suite number).
ZIP
ZIP code or other postal code, up to 10 characters (e.g., 12345-6789).
Add a Customer
1. As desired, select LIST VIEW (<F8>) or FORM VIEW (<F8>) on the main toolbar.
2. Select NEW (<Alt+N>) from the main toolbar. If you are in List View, you will be taken to the next
available blank line; if you are in Form View, a blank record will be opened.
3. Enter customer information in the fields as appropriate, making sure to complete all required
fields. (Refer to field descriptions above.)
4. In Form View, select APPLY CHANGES from the side toolbar to save the record. In List View, save
the record by navigating out of the current row. If prompted, select YES to confirm the save.
To cancel the addition of a new customer, select CANCEL (<Esc>) from the main toolbar.
Use Copy
When entering a new customer into the customer file, you may want many of the fields to be the same
as in another customers record. You can utilize the COPY function to help you do this.
2. Select COPY (<Alt+C>) from the main toolbar to copy all fields to a new customer record.
3. Make changes as necessary.
4. Save the record by navigating out of the current row. If prompted, select YES to confirm the save.
Pro Tip: Recording and Using Other Customer Information

The Phone 2 field can be used to sort, search, and locate customers in your customer file using
information other than a second phone number, if desired. The information in this field can also be used
to perform customer lookups from receipts. For example, if you were to record driver license numbers in
the Phone 2 field, then entering a driver license number in the Customer Lookup field on a receipt
would instantly list the matching customer on the receipt. When in the customer module, 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.
162
8. Customers
Customer Discounts
Customer discounts are automatically suggested against the active price level to all items listed on a
receipt made for that customer. You have the option of applying the customer discount at the time a
receipt is made.
To define a customer discount:

1. Enter a number (without %) in the Customer Disc % field.
save.
Note: Listing Customers with Discounts on Receipts
When you add a customer with an assigned customer discount to a receipt, you are asked to confirm
that you want to apply the discount to the current receipt. Select YES to apply the discount. Select NO if
you dont want to apply the discount. For example, if youre having a sale and already using a discount
price level, you might not want to apply the customer discount to the receipt.
Maintaining Your Customer Records

Find a Customer Record
The Search field can be used to easily locate a customer in List View. To find a customer, click the
Search field or press <Ctrl+F>. As you type characters identifying the record you are seeking, the
closest available match is selected in the record list. If you have already conducted a search, the most
recent entry must be cleared before typing a new one.
The program searches by the currently sorted column. Columns that can be searched have a
. A
indicates the column by which the information is currently sorted. Customer records can be sorted by
the Last Name, Phone 1, Phone 2, and Company columns.
or PRINT.
EDIT, COPY, DELETE,
(For more information on using the Search field, refer to the QuickBooks POS Basics chapter.)
Note: Where Did My Customers Go????
being displayed. To display all fields again, sort by a column heading, such as Last Name, that has an
entry for all records.
163
Filter Customer Records List View

Filtering gathers customer records that have information in common. You enter the criteria you want
to match and the program assembles the appropriate records. While in Filtered View, with only the
relevant set of customer records listed, you can perform normal editing functions. When finished,
exit the filtered view and all customer records are again at your disposal.
The customer information is filtered accordingly.
3. Select REMOVE FILTER to return to the normal customer display.
(Refer to Chapter 2. QuickBooks POS Basics for complete information on filter criteria.)
Edit a Customer Record

To edit a customer record:
1. Select the record you wish to edit.
2. As desired, select LIST VIEW (<F8>) or FORM VIEW (<F8>) on the main toolbar.
3. Make the necessary edits.
To cancel your current edit, select CANCEL (<Esc>).
save.
Delete a Customer Record

1. Highlight (in List View) or display (in Form View) the customer record and select
(<Alt+D>) from the main toolbar.
2. Select YES if a confirmation dialog is displayed.
164
DELETE
8. Customers
Maintain In-Store Charge Accounts

(QuickBooks users only)
When using in-store charge accounts, pertinent information can be exchanged between QuickBooks
POS and your QuickBooks accounting package. Sales involving account charges are sent to
QuickBooks; updated account balances and credit limits are sent back to QuickBooks POS.
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. Select MODIFIED when adding a new
charge customer. After the first data exchange with QuickBooks, the
flag will automatically reset to YES. To discontinue exchanging
account information with QuickBooks, select NO. The Account
payment type will only be available on a receipt if the Accounts
Receivable field is set to MODIFIED or YES.
Account Limit:
The maximum charge balance allowed for the customer, imported

from QuickBooks during routine data exchanges. When a receipt
payment is being accepted by account charge, the program checks to
see if the current balance plus the new sale would exceed the
customer's account limit. If so, payment by account charge is not
allowed. Account limit must be changed in QuickBooks.
Account Balance:
The customers current balance; imported from QuickBooks during

routine data exchanges. The account balance is not updated by the
program when updating a receipt.
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), you are able to instantly access a
customers sales history for the prior two years. You can also copy a former receipt from the
customers history record, as long as the receipt was made within the two-year time period.
To access customer history:

1. Select a customer whose history you would like to view.
2. Select HISTORY from the side toolbar.
History displays the former receipts of the selected customer in the history period. The display is
separated into three panes.
165
Receipt Totals
Receipt List
Receipt Item List
Receipt Totals: The Receipt Totals pane displays, in Form View, summarized information from all
included sales and return receipts. The fields shown below are all available in the Receipt Totals
pane.
Field
Usage
Average $/Receipt
The average $ purchased per receipt.
Discount $
The total item and receipt discounts given on the included receipts.
Full Name
The customers full name.
Purchase $
The sum of the totals for the included sales receipts.
Return $
The sum of the totals for the included return receipts.
Return Receipt Count
The number of return receipts on file for this customer.
Sales Receipt Count
The number of sales receipts on file for this customer.
Total Receipt Count
The total number of receipts on file for this customer.
Units Purchased
The total number of units sold on the included receipts.
Units Returned
The total number of units returned on the included receipts.
Receipt List: The Receipt List pane displays, in List View, all included receipts made for the
customer, sorted in reverse chronological order. All the fields displayed in this pane are the same as
those on receipts in the receipts module. (Refer to the Receipts fields section of Chapter 9. Recording
Sales & Returns for more information on these fields.)
Receipt Item List: The Receipt Item List pane displays, in List View, a breakdown of the individual
items listed on the receipt that is selected in the Receipt List pane. All the fields displayed in this
pane are the same as those in the receipt document item list in the receipts module. (Refer to Chapter
9. Recording Sales & Returns for more information on these fields.)
166
8. Customers
To copy a receipt:
The receipts listed in the Receipt List pane can be copied to create a new receipt. You may choose to
use this feature, for example, if a customer wants to return some of the items on a receipt or purchases
the same items consistently.
1. Select the receipt that recorded the previous sale of the items.
2. Select COPY RECEIPT from the side toolbar. A new receipt, with full editing capability, is created
identical to the original, but with a new receipt number.
3. If the customer is returning the items, select RETURN RECEIPT from the side toolbar.
4. Delete or change the quantity of any items that are not being returned or resold on the new
receipt.
5. Accept payment and update the receipt, as usual.
(Refer to Chapter 9. Recording Sales & Returns for more information on receipts.)
Printing
Printing Customer Records
1. Highlight or display the record you want to print.
print. To print a group of records, or the entire file, you do not need to select a specific record
before printing.
Select PREVIEW to view the document(s) before printing or PRINT to print immediately.
(Refer to Chapter 2. QuickBooks POS for general information on printing and using the
Previewer.)
167
Printing Customer Labels

The print labels option can be used to print customer name labels or shipping/mailing labels.
The procedure is the same as that shown above except select
Step 2.
PRINT LABELS
from the side toolbar in
In the Setup Interview or in workstation preferences, specify the design to be used when printing
customer labels. 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

the printer to be used for the document type. Then select a design file (make sure it matches your
printer, i.e., don't choose a letter-size design to use on a 40 column printer), specify the number of
copies you want to print, and whether you want the print option dialog displayed at the time of printing
(by selecting or clearing the PRINT DIALOG check box).
168
Recording Sales & Returns
Overview.............................................................................................................................................170
Security at Point of Sale ...............................................................................................................170
Accessing the Receipt Module.....................................................................................................170
Receipt Basics.....................................................................................................................................171
Completing a Receipt (Basic Steps).............................................................................................171
Holding & Canceling Receipts.....................................................................................................172
Receipt Prices and Discounts .......................................................................................................173
Receipt Fields and Procedures .....................................................................................................176
Receipt Items ......................................................................................................................................180
Listing Items.................................................................................................................................180
Edit Receipt Items ........................................................................................................................183
Giving Item Discounts .................................................................................................................184
Deleting Items ..............................................................................................................................185
Completing the Receipt ......................................................................................................................185
The Payment Screen.....................................................................................................................186
Receipt Payment Procedures........................................................................................................186
Effects of Updating a Receipt ......................................................................................................189
Notes on Specific Payment Types................................................................................................190
Merchandise Returns ..........................................................................................................................194
Maintaining Receipts ..........................................................................................................................195
Locating Former Receipts ............................................................................................................195
Reversing Former Receipts ..........................................................................................................195
Printing Receipts ..........................................................................................................................198
169
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.
Both receipt types are created using a single receipt form and both, after updating, are listed in the
receipt history for the current month (former receipts). Former receipts are permanent documents that
can be reversed, but never deleted.
Throughout this chapter, we will use the term receipt to refer to both sales and return receipts. The
complete names will be used only when discussing procedures that apply to one only type or the
other.
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, record all merchandise sold on sales receipts
and all merchandise returned on return receipts. For most users, this is the
recommended option.
Option 2:
To track net sales instead, record returns on SALES receipts as negative quantities.
You will lose the ability to report separate sales and returns totals using this option.
Security at Point of Sale

Many point of sale features can optionally be controlled by the Security Administrator tool. Using
security you could, for example, prohibit a cashier from accepting a customer's check. (Refer to
Chapter 12. Security Administrator for more information.)
Accessing the Receipt Module

1. From the QuickBooks POS main menu, select POS from the main toolbar.
2. Select RECEIPTS from the side toolbar.
When you initially access the receipts module, a blank new sales receipt form is displayed, ready for
you to enter data.
170
9. Recording Sales & Returns
Receipt Basics
Completing a Receipt (Basic Steps)
Navigate through the receipt form to complete the following fields. Refer to subsequent sections for
detailed information on each step and explanations of receipt fields.
receipts).
NEW
from the main toolbar (only necessary if you were viewing former
2. By default, the receipt type is a sales receipt. If you want to make a return receipt instead, select
RETURN RECEIPT from the side toolbar.
3. In the Item # field of the document item list, list the items to be sold by any of these methods:
O
Scan the barcoded merchandise tag using a barcode reader.
Manually enter the Item #, UPC #, or Alternate Lookup.
Select ITEM LOOKUP from the side toolbar to locate and enter items from inventory.
4. Edit individual item quantity, price, tax code, or enter item discounts as necessary. With an item
highlighted, select EDIT ITEM (<F5>) from the side toolbar to access the Item Information dialog,
make changes, then select CLOSE (<F5>) to return to the item list.
5. (Optional) List the customer on the receipt using standard lookup procedures. If applicable,
choose to apply a customer discount to the sale. Note that a customer discount will replace any
manual discounts specified in the previous step. (Refer to Price and Discount Priority, later in
this chapter).
6. Enter an Associate if security is being used, this field will be filled with the name of the loggedin user and cannot be edited.
7. Change the price level if necessary. Note that a change here may affect discounts you have given
in the previous steps. (Refer to Price and Discount Priority, later in this chapter).
8. Enter any applicable global discounts in the Disc % or Disc $ fields in the totals area of the
receipt. Global discounts are subtracted from the receipt subtotal rather than taken against
individual items.
9. Select PAYMENT (<F12>) from the side toolbar to go to the Payment screen.
10. Enter amounts and select payment type(s) for monies received or given as change. Complete any
additional information requested, such as check number or credit card information.
11. Select UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to print and update the
receipt.
After updating, a new blank sales receipt form is displayed, ready for the next sale.
171
Holding & Canceling Receipts

A receipt in progress can be put on hold or canceled at any time before updating.
With a receipt on hold you can carry out other activities, make other sales, or even exit from
QuickBooks POS. Holding a receipt does not update the receipt or affect inventory quantities. Later,
you can return to a held receipt, unhold it, and complete the sale, at which time inventory will be
updated.
Canceling a receipt permanently discards it. No record is kept and inventory is not affected.
To hold a receipt:
1. Select HOLD from the main toolbar.
A held receipt is given a tentative receipt number. However, this number is not removed from the
sequence; the next new receipt that is completed will be assigned the same number. When a held
receipt is unheld, its tentative number will be replaced with the next available receipt sequence
number.
To retrieve a held receipt:

1. Select HELD from the main toolbar to open the list of held receipts.
2. Locate and highlight the required receipt, then select UNHOLD from the side toolbar. To leave the
held list without unholding a receipt, press <Esc>.
Unholding a receipt returns it to active status. Complete and update the receipt normally.
Note: Held Receipt Retains Original Information

If changes are made to your sales tax rates, inventory prices, or a customer discount while a receipt is
on hold, that receipt will not automatically reflect the new information when it is unheld. The unheld
receipt retains the original information. If you know changes have been made in these values while the
receipt was on hold, you will need to clear and relist the item(s) and/or customer in order to reflect the
new values.
To cancel a receipt in progress:

1. Select CANCEL from the main toolbar or press <Esc> (you may
have to press <Esc> twice, depending on your last activity).
2. From the dialog displayed, select:
DISCARD
RETURN TO RECEIPT
172
To discard the receipt, without keeping a copy in sales history. A

discarded receipt does not affect inventory or customer records.
To exit the dialog and return to the receipt, keeping it active.
Receipt Prices and Discounts

Some retailers offer different prices for retail sales, sales to employees, sales to VIP customers,
promotional sales, etc. QuickBooks POS supports this practice with a combination of features that
can be used to list item prices on receipts. (Refer to the Chapters shown for more information on
each.)
Price Levels
Up to 4 separate price levels can be defined for each item in 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.
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. The prices in each price level can be manually
edited in inventory, if required. (See Chapter 4. Inventory.)
An example price level setup:
Level
Name
Price
Retail
calculated from cost and margin
Employee
Level 1 less 10%
VIP Customer
Level 1 less 15%
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). This is referred to as the
"active" price level. The active price level can be manually changed as a receipt
is being made to give a different price. (See the next page for more information
on changing price levels on receipts.)
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 can choose to apply the
discount or not. For example, you may not want to apply it if you are already
having a sale and the active price level is a discounted level. (See Chapter 8.
Customers.)
Manual
Discounting
Manual discounts can be applied to individual items, or globally to the receipt

subtotal, at the time of sale using the Disc % and Disc $ fields. (See Global and
Item Discount sections later in this chapter for more information.)
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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. Customer and manual item discounts given on a receipt are
applied against this active price level.
The active price level is always noted on the status bar and in the Price Level field in the body of the
receipt.
Receipt Form View showing Price Level field

and active price level in status bar
To change the receipt price level:

1. Navigate to the PRICE LEVEL field and select a new price level from the drop-down list.
2. You will be prompted to confirm the change in price level. Answer YES to change the price of all
items listed on the receipt to the new price level. A change in price level will clear any previous
manual item discounts given.
The next receipt made will automatically default back to the active price level specified in company
preferences.
If you want to change the default price level for all new receipts, simply change the default level in
company preferences. The new default price level selected would automatically be the active level
until you change it back. You might do this, for example, if you were having a weeklong 10% off
sale. Remember to change the default price level back to your normal price level when the sale is
over.
Preferences: Default Price Level

COMPANY PREFERENCES D PRICE LEVELS D Price levels: Define names for up to 4 price levels. Define
discount percentages for Price Levels 2-4. Specify the default price level to be active on receipts.
174
Price and Discount Priority

Because there are several ways to apply discounts to receipt items, it is important to understand how
they work together and which discount will take priority if more than one is applied. For example, if
you list an item and manually discount it by 10%, and then list a customer that has a 15% discount
specified in his customer file, the customer discount will overwrite the manual discount if you choose
to apply it. In you apply the customer discount, the customer would receive only a 15% discount, not
an accumulated discount of 10% plus an additional 15%. If you subsequently change the price level
of the receipt, the customer will still get a 15% discount but the discount will be applied against the
new price level not the original.
Customer and manual item discounts are always applied against the active price level. You always
have the option to apply or not apply a customer discount. If you change the customer or price level
after items have been listed, a confirmation message will be displayed alerting you that any previous
discounts may be replaced.
Global discounts, on the other hand, simply discount from the receipt subtotal. A global discount
would be in addition to any item discounts given.
The following standard order is recommended:

1. List the items being sold. All item prices will be listed from the active price level. If any item
requires further discounting, for the sale of a damaged item for example, highlight the item and
select EDIT ITEM (<F5>). Edit the Price, Disc $ or Disc % fields as appropriate, then select CLOSE
(<F5>) to return to the item list.
2. (Optional) List the customer. If the customer is entitled to a customer discount, a message is
displayed informing you of the discount percentage. Specify YES or NO to apply or not apply the
customer discount. Remember, if you answer YES the customer discount will be calculated from
the now active price level specified in Step 1.
3. Change the price level on the receipt, if necessary, first. Changing the price level can affect
discounts given in previous steps: manual discounts will be overwritten by the new price level
prices; customer discounts will be recomputed relative to the new price level price.
4. Finally, if any global discount is to be given in addition to the item discount(s), specify it in the
Disc $ or Disc % field in the totals area of the receipt.
More information on giving discounts can be found in the sections that follow.
175
Receipt Fields and Procedures

This section details the fields and procedures used when creating new receipts. It is followed by a
listing of other receipt fields in table format (such as those displayed only in the former receipt List
View).
Fields shown in brackets, e.g. [Tax%], are populated by the program, either as suggested or read only
entries.
Sale or Return Receipt?

By default, all new receipts are opened as Sale receipts. If you are processing a return you must
change the receipt type to a Return receipt.
To make a return receipt:
1. Select RETURN RECEIPT from the side toolbar.
The receipt type is displayed in the blue navigator
bar. In addition, the body of a return receipt is
stamped RETURN. To return to a sales receipt
select SALES RECEIPT from the toolbar.
Document Item List

The Items field, also called the document item list, is used to list the items being sold or returned.
This list contains item information from inventory (item number, description) as well as information
specific to this receipt (quantity, receipt price, item discount, etc.).
(Refer to the Receipt Items section of this chapter for procedures to list and edit items in the
document item list. Refer to Chapter 4. Inventory for basic item field descriptions.)
Listing a Customer on a Receipt

Listing customers on receipts is optional, but necessary if you want to offer customer discounting or
track customer purchasing history. 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. You will be alerted if a customer discount is specified for this customer. The
discount can be applied, or not, at your discretion by selecting YES or NO when the discount message
is displayed.
To list a customer on a receipt:

Method 1: In the Customer Lookup field, enter any of the following customer information, and
then press <Enter>:
176
Last name
Phone number
Customer ID
Company name

The information for a unique matching customer is instantly transferred to the receipt. If
multiple matches or no matches are found, the customer file is opened and the closest
matches are grouped and highlighted. Use a second piece of information from the
customer to choose from the customers listed. After selecting a customer, press <Enter>
or double-click the name to list the customer on the receipt.
Method 2
Press <F4> or click the selection button
next to the Lookup field to go to the
customer file and find a customer.
Method 1
Enter or scan lookup
info in the
Customer Lookup
field. A unique
match automatically
fills the other
customer fields on
the receipt.
The Accept Checks? field indicates if it is OK

to accept checks from the listed customer.
Method 2: Press <F4> or click
to access the customer file.
Use standard sort, search, Filtered View, 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.
If the customer is not in the file select NEW, enter customer information, then select
the customer and double-click or choose SELECT CUSTOMER (<Enter>) from the side
toolbar to bring the customer to the receipt.
Adding a customer to the receipt by either of these methods brings the customer name, phone number
and ID from the customer file to the corresponding fields on the receipt (the lookup field displays the
Customer ID). All normal customer functions are available while in the customer file, including
adding, editing, and deleting customers.
[Associate]
Some retailers track sales by associate for performance or commission purposes (you can print a
report of sales by associate). If security is used, the Associate is automatically filled with the name of
the logged-in user and cannot be changed. The listed associate will be automatically credited for all
items sold on the receipt.
It is possible to list associate names on a receipt when not requiring logins; in this case an associate
name can be selected from the drop-down list in the Associate field. (Refer to Chapter 12. Security
Administrator for more information.)
To change the associate (if allowed):

1. Select another user name from the drop-down list in the Associate field.
177
Promo Code
This is an optional field used to record a miscellaneous note on a receipt. Sales reports can be filtered
by the Promo Code field. For example, you are having a big mail promotion to celebrate your
business anniversary. You could record an entry of Anniv for all sales made during the promotion.
Later, you could run a sales report, filtered on the Promo Code field, to evaluate the effectiveness of
the promotion. An entry in the Promo Code field can be required in company preferences.
Preferences: Receipt Promo Code

COMPANY PREFERENCES D SALES D SALES RECEIPTS D # Require a Promo Code field: If selected, an
entry in Promo Code field on receipts is required.
Global Discounts Disc%, Disc$

Note: Global vs. Item Discounts
The discount fields Disc% and Disc$, when they appear outside of the document item list, are global
discount fields. The specified discount(s) will be applied to the subtotal amount of the document. 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. (Refer to the
Receipt Items section of this chapter for more information on giving item discounts.)
To give a global discount:

1. Enter a percentage discount in the Disc % field or an amount discount in the Disc $ field. An
entry in either field will result in the program automatically calculating and entering a value for
the other.
[Tax %], [Tax $]

Tax codes (taxable, exempt, charitable, etc.) and the tax rates that apply to each code are defined in
preferences. A tax code can then be assigned to each of your items in your inventory. Using these
tax definitions, 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).
At the time of sale, 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. You might do this, for example, when an otherwise
taxable item is being purchased by a licensed reseller or by a tax-exempt charitable organization.
(Refer to the Editing Items section in this chapter for instructions on changing the tax code at time of
sale. Refer to the Sales Tax section in Chapter 2. QuickBooks POS Basics for general information on
handling sales tax.)
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Other Receipt Fields

The following table lists additional fields that affect the way receipt information is displayed, printed,
and reported. Note that item-specific fields are only available in the document item list in Form
View. Other fields are only available in the List View of former receipts. List View summarizes the
former receipt totals, not individual item information. Fields whose purpose is obvious or common to
all modules have been omitted from this table.

Symbol
Description
Fields shown in brackets are automatically populated with suggested or read-only data by the program.
If read-only, these fields cannot be directly edited by the user.
Field
Customer Information
Usage
[Full Name]
(Optional fields used when tracking customers. These fields are not displayed
on the receipt form but are printed on the copy of the receipt given to the
customer.)
Customer full name, including specified combination and order of first and last
names, and title.
COMPANY PREFERENCES D SALES D RECEIPTS D ORDER TO DISPLAY FULL NAME
FIELD: Specify the order to display full name on receipts.
[Zip]
[Address 1]
[Address 2]
Postal code.
Address line 1 from customer record.
Address line 2 from customer record.
[Comment 1, 2]
Two user-definable comment fields can be specified in preferences that are

printed on the copy of the receipt given to your customers. These comments
are not displayed on screen and cannot be changed at the time of sale. For
example, you could use a comment field to print "We Appreciate Your
Business" on every receipt.
COMPANY PREFERENCES D SALES D Printed Receipt Comments: Enter default
comments for each of the two comment fields.
Accept Checks?
Indicates if personal checks should be accepted from this customer

(populated from customer file). Will display either "Accept Checks" or "Do Not
Accept Checks." See the section titled Notes on Specific Payment Types,
later in this chapter, for more information on accepting checks as payment.
Displayed in Form View as new receipts are created.
[Date]
The date the receipt was made.

receipts.
Disc Type
Discount type. For item discounts. Displayed only in the Item Information
dialog. Discount types are predefined in preferences and selected when an
item discount is given on a receipt. See Receipt Items section, later in this
chapter.
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.
[Ext P$]
The extended price (Qty X Price) for each listed item. In the document item
list. Not directly editable.
179
Field
Usage
Payment on Account
Used to record amounts paid on account by customers with charge accounts.

This feature is only available if you track customers and you use the
QuickBooks accounting program. (Refer to Payment by Account Charge, later
in this chapter for more information.)
Price
The price at which an item is being sold on a receipt after any line-item
discount or price changes. In the item list. Editable.
[Receipt #]
Sequential number assigned to receipts as they are created. Displayed in List

View of former receipts only.
[Receipt Status]
Indicates status of receipt as: Regular, Reversed, Reversing. Displayed in

List View of former receipts only.
[Receipt Type]
Indicates type of receipt as: Sale or Return. Displayed in List View of former
receipts only.
[Subtotal]
The sum of the Ext Price for all items listed on a receipt.
[Payment]
The payment type used for the receipt. If more than one payment type was
used, Split is displayed. Displayed in List View of former receipts only.
[Total]
The receipt total (i.e., the subtotal less global discounts, plus taxes and
payments on account). Calculated field. Not editable.
Receipt Items
Listing Items
(Refer to Chapter 2. QuickBooks POS Basics for general procedures for listing items on documents,
including receipts.)
Use normal lookup procedures to list items on documents.
Method 1: (Fastest)
1. In the Item # field, enter or scan the Item, UPC, or Alternate Lookup number or barcode from the
price tag, and press <Enter>. 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.
2. Select EDIT ITEM (<F5>) to open the Item Information dialog to make any necessary changes to
quantity, item discounts, tax code, etc. (see Edit Items, later, for details).
If multiple matches are found, as would happen if an Alternate Lookup matches an item number, for
example, then a Select Item dialog will open with a list of all matching items. Locate and highlight
the correct item, then select OK (<Enter>) to bring it to the receipt.
If your entry does not match a current item in inventory, 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. If you
do not have security rights to add an inventory item, 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.
180

Note: QuickBooks Users -- 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, because the new item will not yet have a defined
cost. In this case, a compensating adjustment will have to be made in QuickBooks. One way to do this
to conduct periodic physical inventories and then make an aggregate adjustment in your QuickBooks
financial software. This helps keep your inventory value accurate, especially if you regularly make sales
of items without defined costs, such as generic items. (Refer to Chapter 5. Inventory Utilities for more
information on conducting a physical inventory)
Pro Tip: Manually Entering UPC Numbers

When manually entering a UPC, the entire number, including leading zeroes, must be entered.
Method 2: (To list items by choosing from inventory.)

1. From anywhere in the receipt, select ITEM LOOKUP from the side toolbar (or double-click in item
list). The item lookup screen in inventory is displayed.
2. Use standard sort, search, and Filtered View procedures to locate the item(s) you want to list.
Sort: If necessary, select a column to sort inventory. The currently sorted column is indicated by
the
. You can resort by any column displaying a . Alternatively, press <F3> and choose a
field by which to sort from the list in the Sort By dialog.
Search: To look for an item, enter criteria in the Search field. Searches are always done in the
currently sorted column. The inventory list is resorted with all matching entries grouped. Use
normal navigational procedures to select the needed item.
Pro Tip: Entering Search Words

When entering a search word after immediately accessing Item Lookup, it is not necessary to place the
cursor in the Search field before you begin typing. Simply begin typing characters and they will be
displayed in the Search field. However, if you move the cursor focus to any other part of the list, as you
would if you clicked on a new column heading to change the sort for example, then you must replace the
cursor in the Search field before entering a search word.
Note: Records Displayed for Selected Column Heading

When you sort by a column heading, only the items that have an entry in that column will be displayed.
This can make it appear that many of your items have disappeared, when in fact they are simply not
being displayed. To display all fields again, sort by a column heading, such as Item #, that has an entry
for all items.
181

Filtered View: Use filtered view to display only those items that match criteria you specify. For
example, to display only items from vendor XYZ, select FILTERED VIEW from the side toolbar and
enter XYZ in the Vendor Code field, then select OK. Only items from vendor XYZ are displayed.
Use normal navigation to select the needed item.
To cancel filtered view and display all items again, select REMOVE FILTER from the side toolbar.
(Refer to Chapter 2. QuickBooks POS Basics for more detailed instructions on using Filtered
View.)
3. Once you have located the correct item, use one of the following methods to bring it to the
document:
To immediately return this one item to the document, double-click it. The item is listed
on the receipt with a quantity of one. You can repeat this procedure of going to
inventory, locating, and double-clicking to list additional items.
Select DOC QTY/PRICE (<F5>) from the side toolbar to open the Item Information dialog.
Type in the desired quantity in the Doc Qty field. 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. Select CLOSE (<F5>) to exit the dialog. Repeat for additional items. When done,
choose SELECT ITEMS (<Enter>) from the side toolbar and all items and quantities selected
are transferred to the receipt.
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. 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.
4. Repeat Steps 2-3 until you have located and listed all items you need.
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. As individual items are defined and tagged
with their specific item, UPC, or alternate lookup numbers, the use of generic items is discontinued.
A secondary use of generic items is to record the sale of miscellaneous charges or fees, such as
tailoring, wrapping, or shipping charges, for which you don't want to track inventory quantities.
To use generic items for recording sales, you would define one for each department in your store
and/or each miscellaneous charge; then, when listing them on receipts you can edit the description,
quantity, price and tax code as necessary. This gets you up and running quickly, with sales reporting
by department, until all your specific inventory items are defined and items tagged.
(For more information on defining generic items refer to Chapter 4. Inventory.)
To list a generic item on a receipt:

1. Use any method described above to locate and list the generic item on the receipt. Use the
generic item defined for the department from which the merchandise being sold comes.
2. Select EDIT ITEM (<F5>) to open the Item Information dialog. Edit the descriptive fields, Qty,
Price, Tax code, and discount fields as required. Alternatively, many of these fields can be
directly edited in the document item list.
3. When done with edits, select CLOSE (<F5>) to close the Item Information dialog.
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Pro Tip: Using Generic Items to Record Fees and Miscellaneous Charges
Miscellaneous fees, particularly for services, can be listed in the document item list on receipts. Generic
items can be used for this purpose. Create generic item(s) in inventory for this use with the appropriate
department code and the name of the fee as its description (i.e. Wrapping). Flag them as Non-Inventory
Items. In this way, you can enter the generic item on the receipt, edit its price and tax code as needed,
and update. The non-inventory flag means the quantity on-hand in inventory will always be shown as
zero, and the item will not show up in on-hand item reports. The fees listed this way will be reported as
normal sales on reports. (Refer to Receipt Items, this chapter, and Chapter 4. Inventory, for details.)
Sample generic items in Inventory for various departments.
Sample receipt listing a generic item being sold from

Department MCA. The description, quantity and price have
been edited for the specific item being sold.
Consolidate Duplicate Item Listings

The program will allow you to list the same item on a receipt more than once. Duplicate item listings
can be consolidated with the following procedure:
1. Select ITEM LOOKUP from the side toolbar.
2. Select CANCEL to return to the document. Like items are consolidated.
Edit Receipt Items

After listing items on the receipt you can edit the following fields: Qty, Price, Description 1 and 2,
Attribute, Size, Tax code, and the item discount fields (Disc %, Disc $, Disc Type).
There are three methods to edit item information on a receipt:
With an item highlighted in the document item list on the receipt, select EDIT ITEM (<F5>)
from the side toolbar to open the Item Information dialog. All editable fields are
available in the dialog. Make necessary edits, then select CLOSE (<F5>) to record changes
and close the dialog. (See Item Information dialog later for more information.).
Navigate to the editable fields in the document item list and enter new values directly.
The values that can edited in the item list are limited.
To change a listed item to another item, place the focus in the Item # field and enter or
scan a new item number. The new item is added with a quantity of one.
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Note: Editing Item Prices

To edit individual item prices or give item discounts make an entry in the items Price or Disc % field in
the receipt item list. You can also select the item in the receipt item list, then select EDIT ITEM (<F5>) and
make an entry in the Price, Disc % or Disc $ field in the Item Information dialog. (For more information,
refer to the section on Giving Item Discounts, later in this chapter.)
To apply a global discount to all the items on a receipt, make an entry in the Disc % or Disc $ fields in
the totals area of the receipt. A global discount is subtracted from the receipt subtotal.
You can also select a different Price Level to use for the receipt.
The Item Information Dialog

Use the Item Information dialog to
quickly access and change item
information at point of sale. In this
dialog you can edit item descriptive
information, quantity, price, tax code,
and give item discounts. These
changes do not affect the inventory
information for edited items.
To edit item information:

1. Navigate to the field you want to edit. Only fields displayed in white are editable.
2. Type in the new information or, when available, access a drop-down list of entry choices. Follow
any on-screen prompts for entering additional information.
3. When done, select CLOSE (<F5>) to record the changes and return to the receipt.
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. For example, if you discount by entering a percentage in the
Disc % field, QuickBooks POS will recalculate and populate the new Disc $ and Price fields for you.
To discount an item:
1. Select an item in the document item list, and then select EDIT ITEM (<F5>) from the side toolbar. If
the cursor is in the blank row after the last item entered, it is not necessary to move back up to the
item. Pressing <F5> will open the Item Information dialog for the last item in the list.
To discount to a certain amount:

Enter the new amount in the Price field and press <Enter>.
To discount by an amount:
Enter the discount amount in the Disc $ field and press <Enter>.
To discount an item by a percentage:

Enter the percentage amount in the Disc % field and press <Enter>.
184

OR
Navigate to the Price or Disc % fields in the document item list, enter a discount price or
percentage, and press <Enter>.
2. Select a discount type from the list displayed.
3. (If using the Item Information dialog) Select
return to the receipt.
CLOSE
or press <F5> to record the discount and
Deleting Items
To delete an item from a receipt:
Method 1:
1. Highlight the item you want to delete.
2. Select DELETE (<Alt+D>) from the main toolbar.
Method 2:
2. Type in a zero (0) and press <Enter>.
To zero out the item:

1. Edit the Qty field to zero in either the document item list or the Item Information dialog.
2. Navigate out of the field or press <F5> to close the Item Information dialog. The item will remain
on the receipt with a quantity of zero.
Completing the Receipt

To access the Payment screen:
1. Select CONTINUE
side toolbar.
TO PAYMENT SCREEN
under the Total field or select
PAYMENT (<F12>)
from the
To return to the receipt:

1. Select BACK (<Esc>) from the side toolbar.
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The Payment Screen

List of payment and change
types used on this receipt.
Shortcut
keys.
Total and payment amounts

for each payment type used.
Available payment
types.
Receipt Payment Procedures

When you go to the Payment screen, the receipt total is displayed. The total is also initially displayed
as the amount due, because you have not yet defined any payment type(s) for this amount. The
amount is highlighted, ready for you to type in a different amount or to select a payment type for the
full amount. There is a general rule to remember when taking payment:
Rule: Enter the payment amount first, 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.
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.
186

1. Select a payment type from the side toolbar by one of these methods:
Click or touch a payment type.
Press <Enter> to switch the focus to the side toolbar. Press <> <> to highlight a
payment type, then press <Enter> again to select it.
Press the shortcut key combination corresponding to the payment type. For example, the
shortcut key assigned to the check payment type is <Shift + F2>.
2. Enter (or scan) any additional information requested, such as check number or credit card
information, as applicable.
3. When there is no longer any amount due (the last amount in the Totals column is zero), select
UPDATE ONLY (<F11>) to update the receipt or PRINT/UPDATE (<F12>) to update and print the receipt.
To process a split-payment sale:

A split-payment sale is paid for using two or more payment types. The total sale amount, by default,
is entered as the amount due and selected for you when you enter the payment screen. This example
again assumes the customer is paying the exact amount of the sale with no change due. (See Giving
Change later in this section for how to return change to the customer.)
1. Enter the amount being paid by the first payment type (type over the amount due). In the
example shown below, an entry of $20.00 has been made.
2. Select a payment type for this amount and provide any required information (refer to Steps 1 and
2 in the single payment transaction above). In this example, Gift Certificate was selected as the
payment type and the Gift Certificate number was entered when prompted.
The remaining amount due is displayed $8.08 in our example.
3. Repeat, selecting payment types for each amount being paid, changing the amount due first if
necessary, until no amount is left due. In our example, we applied a cash payment for the
remaining $8.08.
4. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) to update and/or print the receipt.
n
o
187
To revise a payment:
If a payment amount or type is entered in error it can be deleted and a new payment entered.
1. Highlight the payment amount that is in error.
2. Select DELETE (<Delete>) from the main toolbar.
3. Enter the corrected payment amount and define a payment type.
Giving Change
If the amount received exceeds the receipt total, the extra amount is displayed as a Change Due
amount. Change is returned to the customer in one or more change types just as amounts due were
taken from the customer by payment types. 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.
To give cash change in a cash sale:
If you select cash as the payment type for the amount due, then cash will be automatically suggested
for the change as well. You can simply update and print the receipt.
The change window is displayed to specify the change type and amount to give the customer.
To give change in more than one change type:

For example, if you want to issue part of the change as a gift certificate, and the rest as cash, you must
enter a negative amount for the amount of the first type (the certificate in this example).
1. Enter a negative amount for the amount of the certificate, overwriting the suggested change
amount. (If CASH was selected as the payment type, then CASH is automatically selected as the
change type. Move the cursor back up to the change amount and select DELETE before entering
the gift certificate amount.)
2. Select GIFT as the change type. Enter a gift certificate number if asked and select OK. The amount
of the gift certificate is subtracted and a new change due amount is suggested.
3. You can accept this amount (no need to overwrite it with a negative number) and select CASH as
the second change type. Zero is displayed as the new amount meaning the receipt is balanced.
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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.g., $50) while paying for a purchase by a type
other than cash, follow these steps.
1. After selecting PAYMENT to access the Payment screen, enter the negative amount of cash to be
returned to the customer first. For example, if the customer wants $50 back, enter 50.
2. Select CASH as the payment type. The screen will show $50 cash is due in change.
3. By entering the amount of cash back first, the new amount due displays how much the customer
needs to pay in total (purchase amount plus the cash amount).
4. Define payment for the new amount due as usual.
Opening the Cash Drawer

If you have a properly configured and supported cash drawer, it will automatically open when you
update a receipt using payment types of cash, check, or gift certificate. The cash drawer can also be
opened manually when in the receipts module or from the POS main menu. (Subject to security
rights.)
To open the cash drawer manually:

1. Select OPEN DRAWER (<Ctrl+F8>) from the side toolbar.
Effects of Updating a Receipt

Updating a receipt:
O
Deducts sold quantities from inventory (sale) or adds quantities back to inventory (return).
Updates the Last Sold date in inventory for each item sold.
Updates the Last Sale date on the customers record.
Files the receipt in the current months sales history file.
Advances the receipt numbering sequence by 1.
Prints a copy of the receipt for the customer.
Opens the cash drawer and displays the change window, on relevant sales.
Optionally, logs the current user out of the program.
Returns you to a new blank sales receipt form (if not logged out).
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Notes on Specific Payment Types

Payment by Credit Card
Most retailers will want to set up an account with QuickBooks POS Merchant Service, powered by
Wells Fargo Merchant Services, to perform credit card transactions. A QuickBooks POS Merchant
Service account offers an integrated credit card processing solution that allows you to authorize,
settle, and record all your credit card sales from within your QuickBooks Point of Sale software. (For
more information on setting up a merchant account go to the Merchant Service section of the Setup
Interview, or search for the words "Credit Cards" in the Help index). The allowed credit card types
are Visa, MasterCard, American Express, Discover, and Diners Club.
To accept a credit card payment (using QuickBooks POS Merchant Service):

1. Accept or enter a payment amount.
2. Select CREDIT CARD as the payment type.
3. Enter the credit card number, expiration date and card type manually or via a credit card swipe
(equipment sold separately). If manually entering the information, you must also enter the
cardholders zip code.
4. Select AUTHORIZE. When your authorization request has been processed, one of the following
messages will appear:
Authorized
The transaction was approved. Proceed to Step 5.
Declined
The transaction was not approved. Ask the customer to provide a different form
of payment.
Referral
Voice authorization is required. Call the number listed on the screen and give
the operator your Merchant #. The operator will give you an authorization
number.
Select FORCE AUTHORIZATION and enter the number in the
Authorization field. Next, select AUTHORIZE and proceed to Step 5.
5. Repeat for another credit card or other payment type, as needed, until the amount due is zero.
Note: Modem Problems
If you receive an error message when the modem tries to dial out, you may have to change your modem
settings. For example, if using a computers installed Win Modem, you will have to disable Data Protocol
and Compression settings. Or if your workplace requires that a number (such as 9) be dialed to access
an outside line, you will have to enter this number in the modems dialing properties. For instructions on
changing these modem settings, search for Modems in the program Help index.
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. With QuickBooks POS Merchant
Service account, you can send each day's Merchant Service batch to the processor for settlement as
part of the end of day procedure. Funds are then deposited in your account, less the merchant
discount fee. Important: You must send your credit card transaction data to the processor the same
day transactions are authorized to avoid paying a penalty.
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Note: Sending Merchant Service Batch
If you have a QuickBooks POS Merchant Service account, you send each days Merchant Service batch
to the processor for settlement as part of the End of Day procedure. You can also send credit card
transaction data multiple times a day. (For more information, refer to Chapter 10. End of Day
Procedures.)
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.
If authorization has already been received and the customer suddenly decides to cancel the purchase,
the transaction can be voided by selecting VOID in the Credit Card Tender window.s
Card not present
QuickBooks POS Merchant Service does not require that the credit card be present to authorize a
transaction; however, you do need to have the customers name, zip code, card number, and
expiration date. ("Card not present" fees apply. Refer to QuickBooks POS Merchant Service
documentation for more information.)
Note: Address Verification System
QuickBooks POS performs an Address Verification System (AVS) check on all credit card transactions
that are entered manually. The system checks if the customers Zip Code matches the address currently
on file at the cardholders bank and alerts you if there is a discrepancy. The results of this check are
strictly for your information; the transaction will still be authorized. If you suspect credit card fraud, you
should void the transaction. (See the preference setting on the following page to set how you want to
handle this situation.)
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. You can select to always accept
mismatches, to be prompted for a response when mismatches occur, or to never accept mismatches.
To accept a credit card payment (using other merchant service):

1. Accept or enter a payment amount.
2. Select CREDIT CARD as the payment type.
3. Select a card type.
4. Follow your services instructions for authorizing credit card payments.
Keep in mind that by using a different service, you will not be able to authorize and settle the
transactions directly in your QuickBooks Point of Sale software.
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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", the payment by check option will be
disabled and another payment type will have to be used to complete the sale. If the logged-in user has
Owner, Manager, or Asst Manager security rights, the check option is available but a warning dialog will
be displayed to alert you. The warning can be ignored and the check accepted at your discretion.
To accept a check for more than the purchase amount:

1. Complete the sale normally, entering the full amount of the check and selecting
payment type and CASH as the change type.
CHECK
as the
The change can be returned by other types if desired; simply select a different type for the change
due. (See the Pro Tip on giving back cash in the Giving Change section, earlier in this chapter.)
To cash a check without a purchase:

1. Create a receipt with no items listed and a zero total balance.
2. Select PAYMENT (<F12>) to display the payment screen
3. Enter the check amount as the payment amount and select CHECK as the payment type. Enter the
check number or complete verification procedures as requested.
4. The entire amount will show as a change due. Select
normally.
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.
Account customers are defined in both QuickBooks POS and QuickBooks.
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.
O
The Accounts Receivable flag for the customer must be set to Modified or Yes in the
customer file.
When you exchange information with QuickBooks at the end of the day, the receipt will be sent and
posted to the customer's account in QuickBooks. 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. If the customer's credit limit is changed in
QuickBooks, it will also be sent to QuickBooks POS during the next data exchange.
O
O
192
To process an account charge:

1. List the items and customer on the receipt normally.
2. Accept or enter the payment amount and then select ACCOUNT as the payment type.
3. Update/print the receipt normally.
The program checks the customers account balance and limit and alerts you if insufficient credit is
available to complete the sale. Payment cannot be accepted by charge on account if the sale would
cause the account limit to be exceeded. The account limit can be increased in QuickBooks, if desired,
and will then be available in QuickBooks POS after the next routine data exchange.
To record payments on account:

1. Start a Sales receipt. List the customer on the receipt.
2. Optionally list items being sold in the same transaction.
3. Enter the amount being paid on account in the Payment on Account field.
4. Accept payment and update the receipt normally.
The ACCOUNT option is not available on the payment screen when accepting a payment on account, as
a customer cannot make a payment on account by charging it to his account.
Payment by Gift Certificate:

A gift certificate is store money that can be used to purchase merchandise at some future date.
When a customer buys a gift certificate, there is no net sale. 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. Certificate numbers can be recorded both on the sale and the redemption of gift
certificates for tracking purposes. Reports, including X/Z-Out Reports, track certificate purchases as
Gift amounts paid out, and redemptions as Gift amounts paid in. Note that you cannot both take and
give a gift certificate on the same transaction.
To sell a gift certificate:

1. Start a new receipt with no items listed and a zero total.
2. Select PAYMENT (<F12>) to display the payment screen.
3. Enter the amount of the gift certificate.
4. Select the payment type the customer is using to pay for the gift certificate (cash, credit card,
etc.). The amount is displayed as a Change amount.
If cash is the payment type then cash is suggested as the change type. In this case, move the
cursor back to the change amount and select DELETE (<Delete>).
5. Select
OK.
GIFT
as the change type. Enter a gift certificate number in the dialog displayed and select
6. Update/print the receipt. The change window displays the amount to give the customer as a gift
certificate.
193
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.
1. Process the payment normally, selecting GIFT as the payment type.
2. Record the certificate number when requested.
3. Take additional payments and/or return change in the normal way.
4. Update/print the receipt.
Merchandise Returns
Merchandise returns are recorded on return receipts. A return receipt deducts the receipt total from
the current days sales and adds the item(s) back into inventory. You cannot both sell merchandise
and return merchandise on the same receipt.
To make a return receipt:

1. Start a new receipt. Select RETURN RECEIPT from the side toolbar.
2. List the returned merchandise, using the same prices at which the merchandise was purchased
(from the original receipt, or see the Pro Tip below). List returned quantities as positive numbers
on a return receipt.
3. On the Payment screen, select a change type for the amount to be returned to the customer. If
refunding by credit card, enter information as requested.
4. Update and print the 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. Highlight or display the original receipt, then select COPY to copy all the original receipt
information and items to a new receipt. Change the receipt type to a return receipt, edit as necessary,
then process the return amount on the Payment screen as change. (Refer to Maintaining Receipts, later
in this chapter, for more information.)
Pro Tip: Returning and Selling on a Single Receipt
It is possible to list both return items and sales items on a single receipt. Simply start a SALES receipt
and list the items, entering quantities of returned items as negative numbers and quantities of sold items
as positive numbers.
Be aware, however, that if you do this, you will lose the ability to track and report returns separately. On
sales reports, you instead will get net sales rather than returns broken out as a separate category.
Pro Tip: Using Charge Account to Give Store Credit on Returns
Merchants using QuickBooks POS in conjunction with QuickBooks accounting software, and allowing
charge on account, can issue store credit on merchandise returns. To do this, create a normal return
receipt. On the payment screen, select ACCOUNT as the change type. The customers charge account
will be credited and a credit memo will be created in Quick Books.
194
Maintaining Receipts
After updating, each receipt is stored as a former receipt in the sales history file for the month in
which it was made. Former receipts provide the permanent record of merchandise sold from (and
returned to) inventory. Sales and return receipts are stored in the same history file and share the same
numbering sequence. The List View in the Receipts module displays the current months (or a
selected months) former receipts. Former receipts can be viewed in either List or Form View.
Locating Former Receipts

To locate a receipt in the history list:
1. Access the receipts module. A new, blank receipt is displayed in Form View. Select
HISTORY (<Ctrl+F7>) from the side toolbar to switch to the List View of former receipts.
If the receipt was not made during the current month, select
choose the correct month from those displayed.
MONTH
SALES
from the side toolbar and
2. Locate the receipt by either:
Scrolling through the history list.
Using standard Sort and Search procedures (refer to Chapter 2. QuickBooks POS Basics).
To display a customers past purchases while creating a new receipt:

In the Customer Lookup field, press <F4> or click
to access the customer file.
1. Use normal procedures to locate and select the specific customer.

2. Select HISTORY (<Ctrl+F12>) from the side toolbar.
The displayed purchase history shows a summary of customer purchases, a list of former receipts, and
a breakdown of the items included on each receipt. Options are available to print the customers
history, or copy a former receipt to create a new one.
Reversing Former Receipts

Former receipts cannot be deleted or edited. But they can be reversed.
Reversing a former receipt both corrects your sales history and adjusts inventory, customer records,
etc. by creating a new receipt with the opposite effect of the original. You can then use a Reverse,
Copy, and Correct approach, to make a new receipt to replace the original with the correct
information. First, reverse the original, incorrect document. Then begin a new document by copying
the original one. Finally, make corrections to the copy and update as usual to create a new corrected
receipt.
(See the notes on reversing receipts of specific payment types at the end of this section.)
195
To reverse a receipt:
Reversing a sales receipt adds the sold items back to inventory and reversing a return receipt deducts
items from inventory. It does this by creating a new receipt of the opposite type, which reverses the
effect of the original, i.e. a sales receipt is reversed with a return receipt. When completed, the
original receipt will be marked Reversed in the Status field and the new receipt that was created will
be marked Reversing. The Receipt Status field is displayed only in List View.
1. Locate and select the receipt to be reversed on the Sales History screen.
3. A Reversing Document dialog is displayed. Select your name from the Associate field and then
select OK.
A reversing document with your name is automatically created and added to the former receipt
file.
A corrected receipt can then be made as described below.
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, and then correct or edit the parts that were inaccurate on the original, to make a new,
correct receipt.
1. Reverse the original receipt as described above.
2. Locate the original receipt in Sales History (status of Reversed).
3. Select COPY (<Alt+C>). A new receipt is created with the same information as the original.
4. Make any necessary corrections (edits) to correct the information on the new receipt.
5. Process payments for the receipt as usual. The payment types assigned must match the original
receipt but the amounts can be adjusted as necessary to balance.
6. Select UPDATE ONLY (<F11>) or UPDATE/PRINT (<F12>).

If any item listed on the original receipt no longer exists in inventory, you will not be allowed to copy the
receipt. Changes to an item's description or other information in inventory will not prevent copying.
Pro Tip: Changing the Date on Receipts

When you reverse a receipt more than a day old and create a new corrected one, 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. To do this, first reverse the original receipt as described above. Back out to the main
menu and select COMPANY D CHANGE CURRENT DATE. Set the QuickBooks POS date back to the date the
original receipt was made. Return to the receipts module, copy the reversed receipt, make and update
the new corrected receipt as described above. The new receipt will have the same date as the original.
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.
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Notes on Reversing Receipts of Specific Payment Types

When you reverse a sales receipt the reversing receipt created is a return receipt. 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. In this way, the accounting is automatically corrected along with the other
changes you make on the receipt. The following are brief descriptions of how reversing a sales
receipt of specific payment types, and then creating a new corrected receipt are handled. Reversing a
return receipt works the same way but the payment and change (credit) amounts are the opposite.
Cash
The reversing receipt (return) shows the original payment returned to the
customer as cash change. Record payment on the new corrected sales receipt
as cash as well. If there is a difference between the amounts on the two
receipts, you will need to handle collecting or refunding from/to the customer
according to your store policy.
Check
customer as change by check. Record payment on the new corrected sales
receipt by check as well. If there is a difference between the amounts on the
two receipts, you will need to handle collecting or refunding from/to the
customer, changing the amount of the check, or getting a new check
according to your store policy and legal requirements in your area.
Credit Card
customer as change by credit card. If you use the QuickBooks Merchant
Service, this receipt will be automatically be sent to the card processor as
part of the next settlement batch. This will result in a credit on the
cardholder's account. Record payment on the new corrected sales receipt by
the same credit card, authorizing and updating the charge by manually
entering the card information. This new receipt will also be sent with the
next settlement batch, resulting in a new charge on the cardholder's account.
If you do not use the QuickBooks POS Merchant Service, follow the same
procedure but use the third-party processor's instructions for handling the
card credit and new authorization.
Gift Certificate
customer as change by gift certificate. Record payment on the new corrected
sales receipt by gift certificate as well. If you track gift certificates by
number, enter the same number as the original certificate. If there is a
difference between the amounts on the two receipts, you will need to handle
collecting or refunding from/to the customer according to your store policy
and legal requirements in your area.
Account
customer as an account credit. Record payment on the new corrected sales
receipt by account charge.
QuickBooks Users: In all cases, both the reversing (return) receipt and the new corrected receipt
will be sent to QuickBooks as part of the next data exchange, thus automatically updating your
accounting records accurately.
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Printing Receipts
Typically, a receipt is printed when updated and given to the customer for their records. The layout
and information printed, along with other print options, is determined by the design file and print
options selected in workstation preferences. For some transactions, you may wish to print more than
one copy of the receipt. For example, 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.
Copies of former receipts can also be printed.
To print a receipt:
1. Complete a new receipt normally and accept payment or select a former receipt in Sales History.
2. Select PRINT UPDATE (<F12>) on a new receipt or select
former receipt.
PRINT (<Alt+P>)
from the main toolbar on
3. If a print option dialog is displayed:
Change the printer, if necessary.
Specify the number of copies to print.
Select PREVIEW to view the receipt prior to printing or PRINT to immediately print.
Preferences: Define Print Options

D PRINTING D Define printer, design file, number of copies, and whether to display
the print option dialog before printing.
W/S PREFERENCES
You may find it easier to select a design file by returning to the Printing Options page of the Setup
Interview. Here you can preview different receipt designs and select the appropriate on for your
needs.
(Refer to Chapter 2. QuickBooks POS Basics for general information on printing and previewing
documents.)
198
End of Day Procedures
10
Overview.............................................................................................................................................200
Sending a Merchant Service Batch.....................................................................................................202
Data Exchange with QuickBooks .......................................................................................................203
Z-Out Store Close Report ...................................................................................................................206
Backing Up Your Data .......................................................................................................................207
Manual Backups...........................................................................................................................208
Rotating Backups .........................................................................................................................209
Restoring Your Data ....................................................................................................................209
199
Overview
The day is over, the doors are locked; its time to tally up the sales, count the money, update
QuickBooks (if applicable), and backup your data before you head home.
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.
Updating QuickBooks with the day's transactions and other new information.
Running a Z-Out Store Close report.
Backing up your data files.
When you initiate the End of Day procedure, these activities are carried out as you specify, prompting
you for input as needed.
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 server in a multiple-workstation environment) if you are using QuickBooks and
transferring data during the End of Day procedure, or if you are sending a merchant batch as part of the
End of Day process.
Activity Tolerance
In a multiple-workstation environment, only the workstation initiating End of Day can be actively
working in QuickBooks POS while the procedure is running. 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), the program alerts you with a warning dialog.
This message could also result if any workstation running QuickBooks POS was improperly shut
down. If you receive this warning, you should:
Make sure that all other users are out of QuickBooks POS (or sitting at the main menu). You
can see which workstations are currently logged into the program by selecting COMPANY from
the main toolbar, then USER INFO from the side toolbar, at the main menu of QuickBooks
POS.
Select CONTINUE.
QuickBooks POS will continue with the current activity or, in the case of an improper shutdown, take
the measures necessary to stabilize the system.
200
10. End of Day Procedures
Basic Steps to Run the End of Day Procedure:

1. From the main menu of QuickBooks POS, select POS from the main toolbar, and then END OF DAY
from the side toolbar. The End of Day dialog is displayed.
2. 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).
Run Data Exchange with QuickBooks.
Run a Z-Out end of day report (and specify a date range for the report to cover).
Backup your company data (also specify to the default backup location or an alternate
backup location).
3. Select OK.
4. Enter additional information as prompted.
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Sending a Merchant Service Batch

If you have set up an account with QuickBooks POS Merchant Service, powered by Wells Fargo
Merchant Services, you should send each days Merchant Service batch to the processor as part of
End of Day. Not sending credit card transaction data to the processor the same day transactions are
authorized will result in a penalty. Note that if you are sending a Merchant Service batch as part of
the End of Day procedure, you should run End of Day from Workstation 1.
This process is automated. All you need to do is select the SEND MERCHANT SERVICE BATCH option on
the End of Day dialog. Note that this option is only available for retailers who have a QuickBooks
POS Merchant Service account.
If selected, QuickBooks POS transmits the data on each authorized credit card transaction to
QuickBooks POS Merchant Service for processing.
Once the data has been transmitted, QuickBooks POS Merchant Service does the rest. The service
routes the transaction to the bank that issued the credit card, gets the money from them, and then
transfers it into the merchants bank account. A monthly statement shows the total amount of each
days transactions during that statement cycle and the fees that were charged. You can run Electronic
Funds Transfer (EFT) reports from within the reports area of QuickBooks POS. In addition, free
online reporting, including statements, is available 24 hours a day, seven days a week from the
QuickBooks POS Merchant Service web site. (For more information, refer to the documentation
provided by QuickBooks POS Merchant Service.)
Note: Sending Credit Card Transactions Multiple Times a Day

Typically, credit card transactions are sent for processing only once a day, during the End of Day
procedure. However, you can send transactions to the processor whenever you want. To send credit
card transactions to the processor without running the other End of Day functions, select POS from the
main toolbar and END OF DAY from the side toolbar, as normal. Select only the Send Merchant Service
batch option (clear the other options), then select OK. Only transactions not already sent are included in
each batch processing. Important: You must send your credit card transaction data to the processor
the same day transactions are authorized to avoid paying a penalty.
202
Data Exchange with QuickBooks

If the appropriate preferences have been set and defined in company preferences, information from
QuickBooks POS can be exchanged with QuickBooks 2002, where it can be used for accounting and
record-keeping purposes. In addition, certain types of data that have been added to QuickBooks are
transferred to QuickBooks POS. Retailers that use this exchange capability, known as Data Exchange
with QuickBooks, have the option of conducting a data exchange as part of the End of Day process.
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. (For more information about the data that is transferred, refer
to Chapter 13. QuickBooks Data Exchange and Appendix C. Data Exchange).
To conduct an information exchange as part of the End of Day process, select TRANSFER YOUR DAY'S
TRANSACTIONS AND OTHER NEW INFORMATION TO QUICKBOOKS in the End of Day dialog. 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.
You can also manually run a data exchange at any time. This procedure should be used if you do not
want to run the other end of day procedures (credit card settling, data backup, and a Z-Out Store
Close report). Again, this option is only available if you are using QuickBooks in conjunction with
QuickBooks POS and if you are at Workstation 1. All transactions not previously exchanged will be
transferred between the two programs.
To manually update QuickBooks:

1. Select QUICKBOOKS from the main menu toolbar, then UPDATE from the side toolbar. As the
information exchange proceeds, progress messages are displayed.
(For more information on the data exchange process, refer to Chapter 13. Data Exchange with
QuickBooks.)
Note: Records in QuickBooks POS vs. QuickBooks Financial Software
The information contained on certain documents in QuickBooks POS will be consolidated before being
sent to QuickBooks. Due to this consolidation, there will not always be equivalent records in
QuickBooks for all individual documents created in QuickBooks POS. For example, 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. So the amount of cash taken in for the day is recorded on fifty
receipts in QuickBooks POS, but only recorded on one sales receipt in QuickBooks.
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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.
204
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.
205
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.)
206
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.
207
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
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.
208
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
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.
209
210
Reports & Sales Charts
11
Reports................................................................................................................................................212
Overview ......................................................................................................................................212
Report Categories.........................................................................................................................213
Report Access Levels...................................................................................................................213
Run a Report ................................................................................................................................213
Report Options .............................................................................................................................214
Report Filter Criteria ..........................................................................................................................215
Entering Dates..............................................................................................................................218
X/Z-Out Reports .................................................................................................................................222
X/Z-Out Basic Steps ....................................................................................................................223
Define Filter Criteria....................................................................................................................223
How POS Actions are Handled on X/Z-Outs ..............................................................................224
Z-Out Reports...............................................................................................................................227
Sales Charts ........................................................................................................................................230
Overview ......................................................................................................................................230
Create a Sales Chart .....................................................................................................................232
Print a Sales Chart........................................................................................................................234
Save a Sales Chart........................................................................................................................234
211
Reports
Overview
The Reports module offers a wide variety of reports that are valuable tools for inventory control,
sales analysis, targeted customer mailings, and informed purchasing. The information contained in
these reports comes from the data you routinely enter during normal daily operations. For example,
when you record sales on QuickBooks POS receipts you are automatically creating your sales
history. That history can be viewed or reported in many ways, with the information ranging from
detailed item reports to reports summarized by style or department.
Each report category, such as Sales Summaries or Purchasing Journals, has a variety of ready-to-use
reports. Each report has a different design, which determines the information to be included and how
it will be arranged. Filters are also supplied with each QuickBooks POS report. A report filter
determines the actual information that is to appear in the report. Using a filter, you enter selection
criteria to include or exclude particular merchandise, to focus on a particular date range, etc. Various
report options can also be defined, providing even more flexibility.
A sample Reports module screen is shown below.
Select a report category.
List of reports available in the

currently-selected category.
Report options and filter criteria.
212
Sample preview of
the report.
Description of the report.
11. Reports & Sales Charts
Report Categories
There are many report categories in QuickBooks POS. Each category includes reports for a
particular program area. The Sales Summaries category, for example, contains reports relating to
sales, such as Sales Summary by Style and Sales Summary by Department. The information for each
report is drawn from the related data sources (document type(s) or inventory). For example, the
information for Sales Summaries is drawn from receipts, the information for Purchasing Journals is
drawn from purchase orders or vouchers, etc. The available filter elements and report options vary
between report categories and individual reports.
Report Access Levels

If you are using Security Administrator to control access rights to features in QuickBooks POS, the
reports a user can run or view is determined by the security group he/she belongs to. Reports that the
currently logged-on user does not have access rights to will not be available for selection. Users
assigned to the Associate group do not have access to the reports module. If Security Administrator
is not being used, all users have access to all reports. (Refer to Chapter 12. Security Administrator
for more information about security groups.)
Highlighting a particular report will display a list of
the security groups that have access to it.
Run a Report
1. From the main screen of QuickBooks POS, select REPORTS from the main toolbar, then REPORTS
2. Select a category of reports from the drop-down list.
3. Choose the report you would like to run from the list of available reports in this category.
Highlight any report in the list to view a sample of the report in the preview window. A brief
description of the report is displayed in the What Youll Learn pane to the lower right of the
screen. The security groups who have access to the report, as well as the date and time it was
last run, are displayed in the middle of the screen.
4. By default, report options and filter criteria for the report are set as they were last defined. Edit
these by selecting CHANGE REPORT OPTIONS (<Alt+C>) at the bottom of the screen. (Refer to the
Report Options and Report Filter Criteria sections in this chapter for more information.)
5. Select RUN REPORT (<Alt+P>) from the main toolbar to generate the report. Certain reports will
give you the option to change the date range for the report before it is run. The results are
displayed in a Previewer window. You then have the option to print the report or save it as a text
file. (Refer to the Previewer documentation in Chapter 2. for more information.)
6. To print the report, select PRINT from the Previewer toolbar.
To save the report, select SAVE from the Previewer toolbar. Once saved, the report is available
for later review, via the REVIEW feature, in Reports as well as in other modules of QuickBooks
POS, such as Inventory, Departments, POs, etc. (Refer to the Review feature documentation in
Chapter 2. for more information.)
7. When you are finishing viewing the report, exit the Previewer by selecting EXIT PREVIEW from the
Previewer toolbar.
213
Note: Printing Large Reports

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

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

Examples:
~BLUE
~BLUE
(not blue) Excludes any records that include the word blue anywhere in the specified
field. Example: Field entries of BLUE, SKY BLUE, DARK BLUE, and BLUE GREEN would
cause their respective records to be excluded from the results.
(not an exact match to what is in the quotation marks, i.e. not exactly/only blue)
Example: A field entry of BLUE would cause its respective record to be excluded.
Records with field entries of SKY BLUE, DARK BLUE and BLUE GREEN would be
included in the results.
And/Or Statements
Selected filter elements allow the use of AND/OR statements when defining related free-form criteria.
The power and flexibility gained with such statements is immense in that you can filter by what
might otherwise be unrelated information. 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). You can also use a
combination of AND/OR statements.
Suppose that for your shoe department you include a color and description in Description 1 (BRWN,
/ TIE = tie/lace-up, SLON = slip-on, BUCK = buckle). Using AND/OR statements
as your Description 1 criteria, you could select such combinations as all black tie shoes, all black
and brown tie shoes, or all slip-on shoes.
BLCK, NAVY, WHTE, RED
Three rules determine how the program interprets any AND/OR

statement. The examples on this and the next page make use of the
inventory data shown to the right. Assume that the reports will also
be filtered for the shoe department.
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, the entry in the records field must meet all of the criteria in
order to be included in the filter results.
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.
216
AND

AND/OR
Rule #2
If two or more criteria are joined by OR, the entry in the records field must meet any one of the
criteria in order to be included in the filter results.
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, #201, #501, #701
Longer chains of criteria joined by OR can be built in the same manner.
AND/OR
Rule #3
When three or more criteria are joined by any combination of ANDS and ORS, the criteria joined by the
ANDS are grouped together and evaluated first. Then the OR statements are evaluated.
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, #401, #801
When designing these more complex statements, it often helps to visualize the AND statements enclosed
within brackets and treated as a unit. Rewriting the criteria above would yield:
[BRWN and TIE] or [BLCK and SLON]
The program evaluates AND requirements first. In this example, it identifies all items that meet the first
AND requirement, i.e. that were both BRWN and TIE (Item #101). Then it identifies all the items that meet
the second AND requirement (BLCK and SLON, Items #401 and #801).
After evaluating all the ANDS, the program looks at the OR statements. All items that satisfy either of the
requirements joined by an OR are selected. In this case, Item #101 is selected because it satisfies the
AND statement to the left of the OR, and Items #401 and #801 are selected because they satisfy the AND
statement to the right.
Pro Tip: Using Quotation Marks and Tildes in AND/OR Statements

Quotation marks, empty quotation marks, and the tilde (~) can be used in your AND/OR criteria to
specify exact matches, blank fields, and non-matches, respectively.
217
Range Criteria
Range criteria allows both open-ended and closed ranges. For date ranges, you also have the
availability of dynamic date options. With a simple selection, you can specify to have the report span
month-to-date, year-to-date, last year for this same year-to-date range, etc. There are a variety of
predefined dynamic date ranges available for your use.
Note: Current QuickBooks POS Date

Dynamic date ranges are calculated according to your computers operating system date, not the
current QuickBooks POS date.
Include/Exclude Criteria Option

The INCLUDE/EXCLUDE option lets you choose how to filter inclusively or exclusively. If you want
to filter for all vendors except one, you could select that vendor as the criteria and toggle the
include/exclude option to EXCLUDE. All vendors except that one specified vendor will be included in
the report results (that is, the one vendor is excluded).
Entering Dates
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 your computers current
operating system date, such as a month-to-date range. As the operating system date changes, so do
the dynamic dates.
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.
The available quick entry formats are listed on the next page.
218
Quick Entry Formats
Display Formats and Notes
Mmddyyyy
Displays as 5-Sep-2001, 9-5-01, 09-05-2001, etc., depending on your operating

system settings.
Example: 09052001
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 your current operating system date.
<T>, <Enter>
Enter today's date.
<+>, <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>
Move date back one month from the date currently displayed.
Move date forward one year.
Move date back one year.
When you choose to define report options or filter criteria, you can access a Date/Time dialog to
define any date by clicking
or selecting the field and pressing <F4>.
To enter data in a fixed date field:

1. In the Date Filter Type field, select FIXED PERIOD from the drop-down list.
2. For the start and end dates of the fixed period, 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. To view
the following month, select B (<PageDown>). To view the
previous month, select A (<PageUp>). Click the date you wish
to select, or highlight it and press <Enter>.
3. Select OK to record the range and exit the dialog.
219
To enter data in a dynamic date field:

1. Choose a range from the drop-down list in the
Date Filter Type field.
2. 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.
To define a duration, enter the Duration field
(<Alt+U>) and enter a number of days, weeks, or
months.
To define a starting day, enter the Starting field
(<Alt+S>) and enter a number of days, months, or
weeks ago from which to start your range.
3. Select OK to record the range and exit the dialog.
The table of dynamic date examples on the next page is based on a current system date of April 19,
2000.
Note: Changing the Report Date Range at Runtime

Certain reports that users tend to run frequentlyX/Z-Out reports, voucher journals, sales journals,
and sales summariesgive you the option of modifying the date range at runtime, without requiring
you to return to the Report Properties dialog. When you select RUN REPORT, a dialog is displayed. At
this point, you can choose to run the report with the date range AS SPECIFIED in report options, or define
a new fixed (CUSTOM) or dynamic date range. Once your selection has been made, 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, this new date will become the default date in the report options for that report.
220
Dynamic Date Range Option
Range of Dates
FIXED PERIOD: FROM DATE TO DATE
A non-dynamic date range option. Select it to define a

date range with a specific starting and ending date that will
remain unchanged. An open range cannot be defined with
this option.
'?' DAYS '?' DAYS AGO
A duration of <number> days, starting <number> of days

ago.
Duration
5 days
10 days
30 days
'?' WEEKS '?' WEEKS AGO
Range of Dates
April 3 April 7, 2000
May 4 June 2, 2000
A duration lasting <number> weeks, starting <number>

weeks ago. The first complete week preceding the current
date is 1 week ago, the previous week would be 2 weeks
ago, etc. The current week is 0 weeks ago and next week
would be 1 week ago. For these examples, assume the
week starts on Sunday.
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 23 May 5, 2000
A duration lasting <number> months, starting <number>

months ago. The first complete month preceding the
current date is 1 month ago, the previous month would be
2 months ago, etc. The current month is 0 months ago
and next month would be 1 month ago.
Duration
6 months
3 months
1 month
Starting
6 months ago
1 month ago
-1 month ago
Range of Dates
Oct 1, 99 Mar 31, 00
March 1 May 31, 2000
TODAY
Current date. (April 19-19, 2000)
YESTERDAY
Yesterday. (April 18-18, 2000)
WTD (FROM LAST SUNDAY TO TODAY)
From the first day of the week to today. (April 16-19, 2000)
MTD (FROM 1ST DAY OF THE MONTH TO
From the first day of the current month to today.

(April 1-19, 2000)
TODAY)
YTD (FROM 1ST DAY OF THE YEAR TO
TODAY)
From January 1 of the current year to today.

(January 1-April 19, 2000)
WTD (LAST YEAR)
From the first day of the week to the current day/month for
last year. (April 18-April 19, 1999)
MTD (LAST YEAR)
From the first day of the month to the current day/month

for last year. (April 1-April 19, 1999)
YTD (LAST YEAR)
From January 1 to the current day/month for last year.

(January 1-April 19, 1999)
221
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.
X-Out reports can be run at any time during the day, as often as wanted, for a quick check on sales
activity or to obtain a non-currency media listing up to the time the report is run.
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. 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.
All reports:
Include all sales activity for the period.
Include net sales, cash flow, and breakouts for discounts.
In addition, a Z-Out Drawer Count report:
Can be used for cash drawer reconciliation, reporting both the days cash flow and any
amounts over or short relative to recorded transactions.
Can be used to record manual counts of currency.
Can aid in preparing bank deposits by calculating a deposit amount and printing the list of
deposit items.
Note: X/Z-Out Terminology

Breakouts: Listings of the total amount paid in, the amount paid out, and the net amount for each
discount type. These listings are included in all X-Outs and Z-Outs.
Currency: Bills and coins used as payment.
Media: A general term for currency and non-currency items (see below) used as payment.
Non-Currency Media: Media other than currency used to pay for sales/returns. Non-currency media
are the documents or certificates used to record amounts paid for by check, credit card, COD, account,
store credit, payment, deposit, and/or gift certificate.
D PRINTING D X/Z-Out: Designate the default printing options for reports: printer,
design, number of copies, or to display the print option dialog at time of printing.
W/S PREFERENCES
222
X/Z-Out Basic Steps

The sections that follow provide additional details on running X/Z-Out reports.
To run an X- or Z-Out report:
1. From the QuickBooks POS main menu, select REPORTS from the main toolbar.
2. From the side toolbar, select REPORTS.
3. In the Reports module, select X/Z REPORTS from the drop-down list of report types.
4. Choose X-OUT SHIFT REPORT, Z-OUT DRAWER COUNT, or Z-OUT STORE CLOSE as appropriate.
5. Optionally, select CHANGE REPORT OPTIONS from the bottom of the screen to define filter criteria
for receipt date/time, workstation, and/or associate.
6. Select RUN REPORT from the main toolbar.
7. Optionally change the receipt date range in the dialog that is displayed. To run the report for the
date range defined in your report options, select AS SPECIFIED. Select OK.
8. (Z-Out Drawer Count only) Perform manual media counts if necessary. (See the Z-Out Reports
section in this chapter for more information.)
9. Select PRINT to print the report.
Define Filter Criteria

The filtering options for X-Out Shift and Z-Out Drawer Count reports allow the definition of any
combination of workstations, cashiers, and time period for the report. For Z-Out Store Close reports,
you can only filter for time period. (Refer to Chapter 2. and the Entering Dates section earlier in
this chapter for additional information on using filters and dynamic dates respectively.)
Define Filter Criteria

Receipt Date/Time
The date and time range of receipts to be included. The date range can be
specified as a fixed range or a dynamic date range (relative to the current
system date). Date fields allow direct entry or you can access a selection list
of date options by selecting
(<F4>).
Note that you also have the option to change the report date range in the
dialog that is displayed at runtime.
Workstation
The workstation(s) to be included. Select

(<F4>) to access a list of
registered workstations to choose from. If left blank, all workstations in the
store are included.
Associate
The cashier/associate(s) to be included. This can be an individual associate

or all associates. If left blank, all associates are included.
While editing filter criteria, you can select

saved criteria.
RESET
to erase your changes and revert back to the last
223
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.
Amounts recorded on return receipts are shown in the Returns column.
Refunds for returned merchandise are recorded as paid-out amounts for the type of payment
used.
Accepting More Than One Payment Type
When the customer pays for a transaction using more than one payment type, amounts are
credited to the individual payment types. If a sale is paid for with $50 cash and $75 on a
credit card, 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. Discount dollars or types are not identified there.
The discount breakout section reports all discounts, identified by type.
User-defined discount types from preference settings are used to identify item discounts
given at point of sale.
GLOBAL is assigned if you discounted the receipt total.
Gift Certificates
Purchase of a gift certificate: As this transaction is not a sale, there is no entry in the initial
sales summary section of the report. The amount of the certificate is reported as an amount
paid in by the payment type used (Cash, Check, etc.) and an amount paid out by Gift. The
cash flow is adjusted appropriately.
Redemption of a gift certificate: When a gift certificate is used to purchase merchandise, the
sale is included in the sales summary. The receipt total is shown as amounts paid in by Gift
and any other payment types used. Again, the cash flow is adjusted for the certificate
amount.
Non-Currency Media
X/Z-Out reports include itemized listings of the individual amounts paid for by non-currency
media, such as check or credit card.
The next two pages show a sample X-Out Shift report.
224
Filter
Criteria
Gross
Sales,
Returns,
& Net
Sales
Cash
Flow
Discounts
Given,
Returned,
& Net
Receipt
Counts
Cash
Paid In,
Paid Out,
& Net
Checks
Paid In,
Paid Out, &
Net
All Credit
Cards
Paid In,
Paid Out,
& Net
Individual
Credit Card
Type Paid
In, Paid Out,
& Net
225
Individual
Credit Card
Type Paid
In, Paid Out,
& Net
Gift
Certificate
Paid In, Paid
Out, & Net
Lists of
Individual NonCurrency
Media Items
226
Z-Out Reports
Media Counts and Reconciliation
Z-Out reports contain all the information included in an X-Out. In addition, the Z-Out Drawer Count
report also displays manual media counts (if recorded) and the amount of currency to be deposited.
Z-Out Drawer Count: The Z-Out Drawer Count report is typically run at the end of an associates
shift, summarizing the sales activity over the course of the shift. Z-Out Drawer Count reports can be
filtered by date range, workstation, and/or associate, but are typically filtered by associate for todays
date. In addition, manual media counts can be recorded and reported on the Z-Out Drawer Count
report. For maximum accountability, it is recommended that you require your associates to conduct
manual media counts at the end of each shift.
Z-Out Store Close: The Z-Out Store Close report is typically run at the end of the day when closing
the store. The report can only be filtered by date range (usually today); all workstations and
associates are automatically included in the report. Unlike the Z-Out Drawer Count report, manual
media counts and deposit amounts are not available for the Z-Out Store Close report.
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. When this preference is selected, Z-Out Drawer
Count reports cannot be printed until a manual media count is entered. Otherwise, manual media
counts are optional.
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, the Media Totals window is displayed. The Media Totals window lists
several currency fields. The total amount of non-currency media accepted during the time period for
the report is also displayed. This amount cannot be edited. The entries for currency are completed
as follows:
227

1. Enter the amount of currency that was in the drawer at the beginning of the period in the Begin
field. (By default, 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.)
(<F4>) button in the Count field to open
2. If you are doing a manual media count: Select the
the Media Count window. Complete the counts for each currency as described below. The total
of each counted media type is automatically carried from the Media Count window to the Media
Totals window.
3. In the Leave field, enter the amount of currency that is to be left in the drawer to begin the next
period. (By default, 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 program generates a Deposit amount based on the entries you have made. The Deposit
fields are calculated amounts and can only be edited by revising the media counts, or entering
new Begin or Leave amounts.
4. Enter any optional remarks to explain discrepancies or problems. Remarks are printed at the end
of the Z-Out Drawer Count report.
5. When all entries are complete, select OK to complete the report and reconcile the drawer.
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, you should run Z-Out Drawer Count reports for each workstation, then run
a Z-Out Store Close report.
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.
(<F4>)
Enter Currency Counts

Enter the count of each denomination. Based on your
counts, QuickBooks POS calculates and displays the
currency total at the bottom of the window. Once the count
is completed, select OK to carry the currency total to the
Media Totals window.
228
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, a discrepancy notice is displayed.
At this point the associate can select YES to continue running the Z-Out Drawer Count report without
addressing the problem, or select NO to return to the Media Totals and Media Count windows to
attempt to correct the discrepancy.
Once the associate chooses to continue, there is one last
opportunity to review or make changes before proceeding with
the reconciliation. Answering YES at the confirmation screen
runs the reconciliation and creates the Z-Out Drawer Count
report.
The Z-Out Reports

Z-Out Store Close reports contains the same information included in X-Out Shift reports, in the same
format, for all workstations and associates.
Z-Out Drawer Count reports can be filtered by workstation and/or associate, contain the same
information as an X-Out report, and also display cash drawer reconciliation and the amount of
currency to be deposited. Remarks entered on the Media Totals window are printed at the end of the
report.
On Z-Out Drawer Count reports, 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. QuickBooks POS also
calculates the cash amount for the deposit.
Net = Begin + Paid In Paid Out
Short/Over Balance = Net Count
Deposit = Count - Leave
DOLLARS
Paid In:
437.15
Paid Out:
20.36
Begin:
150.00
Net:
566.79
Count:
566.69
Short:
0.10
Leave:
150.00
Deposit:
416.69
CHECKS
In addition, QuickBooks POS displays summarized

information for each non-currency media.
Paid In:
440.50
Paid Out:
0.00
Net:
440.50
Count:
440.50
Balance:
0.00
229
Sales Charts
Overview
The Sales Charts Tool can display a summary of the sales for different descriptive elements, such as
departments, vendors, attributes, sizes, associates, hours, or weekdays. The information can be
viewed in graph or chart format. Only one descriptive element can be graphed at a time and all of the
sales information for that element, in the selected analyzed period of time, will be graphed or
charted. Graphical formats are useful for making quick comparisons, visualizing trends, and
instantly communicating data to others. Several types of graphs and charts are available, each best
suited for a particular purpose.
Bar graph: Bar graphs are
particularly effective when
making comparisons among
members of a group.
For example, this side bar graph
compares the sales performance
of five vendors. Five values of
merchandise sold (Price, Cost,
Margin $, Units, and Margin %)
can all be compared at once for
each department.
Bar Graph-Sales Charts
Pie charts: Pie charts enable you

to visualize what proportion of the
total sales was contributed by
which vendor, department, clerk,
etc. Thus, the same sales data as
used above, plotted as a pie chart,
discloses units sold for five
different vendors (only non-zero
values are plotted for each
vendor) over the course of five
months.
Only one result can be charted at
a time in a pie chart.
Pie Chart-Sales Charts
230

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.
This chart compares the Price,
Cost, Margin $, and Margin % of
merchandise sold from five
departments in the course of five
months.
Area Graph-Sales Charts
Line graphs: Line graphs are

very similar to area graphs. You
can track up to five results on the
same graph.
In this sample line graph, Units,
Price, Cost, Margin $, and Margin
% of merchandise sold by
different departments are being
compared.
Line Graph-Sales Charts
231
Create a Sales Chart

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

5. Select the type of chart to be created.
Graph Format: Select BAR,
chart format, simply select it.
AREA, LINE,
or
PIE
from the chart toolbar. To switch to a different
3-Dimensional: Any of the four chart formats can be displayed with a three-dimensional effect.
Select 3D to toggle that effect on/off.
Effect: Additional display options are available in the Effects menu.
Marks displays the values for each charted result on a Bar, Area, or
Line graph. Marks will always be shown on Pie charts.
Side displays bar graph results side by side.

Default can only be displayed if 3D is selected. It displays the values
for each charted result on Bar and Area graphs, one behind the other.
Points plots each value as a point on a Line graph. With Points
switched off, only the line is shown.

Pattern displays each piece of the Pie chart in a different pattern
instead of in a solid color. This is a useful when printing on a noncolor printer.
Stacked displays the values for each result charted one on top of the
next for Bar and Area graphs. In this example, Cost equals 400 and
Margin % equals 800.
Stacked 100% shows the percentage sold of each value in
comparison to the other selected values for Bar and Area graphs. To
be an effective comparison, more than one value should be selected
when displaying a Stacked 100% graph. For example, when
comparing the amount of Margin $, Units, and Price sold for each
department, if Margin $ sold is 40, Units sold is 60, and Price sold is
100, then each value would be divided by the total of the three, 200,
making the Margin $ equal 20%, the Units equal 30%, and the Price
equal 50%.
233
Note: Charting Tips
Only one result can be charted at a time in a pie chart. If you select two or more values, the
program will chart the left-most selected value.
Click on a result to make it switch places with the result below, next to, or behind it on Bar,
Area, and Line graphs.
On Bar, Area, or Line graphs, 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. Click and drag it to the lower righthand corner, release, and the graph will enlarge.
On Bar, Area, or Line graphs, zoom out by placing the cursor along either axis of the graph.
Click and drag to upper-right, release, and the graph returns to its original size.
You can move the graph up or down, right or left, on Bar, Area, or Line graphs. Right-click one
of the lines of the graph and drag the graph until the proper portions are displayed.
Print a Sales Chart

1. With the chart displayed, select PRINT (<Alt+P>) from the main toolbar.
2. To change the printer selection, choose a different printer from the Printer drop-down list. To
modify the printing instructions, use any of the following options:
Specify Portrait or Landscape Mode.
Adjust the width of any margin. The chart size expands/shrinks automatically to
match the new margins. Margins can also be changed by dragging and dropping the
margin indicator lines with your mouse (see below).
Click Reset Margins to restore the last saved margin settings.
Select View Margins to display the margin indicators on the screen.
Set Detail to More to print the chart at the maximum size possible with the specified
margins. When set to Normal, the chart is reduced slightly and the text labels
identifying the chart data are enlarged.
Select Proportional to return the chart to its original relative height and width
proportions.
3. Select PRINT (<Alt+P>).
Save a Sales Chart

A chart can also be saved as a file (.jpg format).
1. Display the chart.
2. Click SAVE (<Alt+S>) and specify a file name and location.
234
Security Administrator
12
Overview.............................................................................................................................................236
Import of QuickBooks Employees .....................................................................................................237
Launch Security Administrator...........................................................................................................238
Add a New User..................................................................................................................................239
Copy a User Profile ............................................................................................................................240
View/Edit User Properties ..................................................................................................................241
Delete a User.......................................................................................................................................241
Security Rights by Group ...................................................................................................................242
235
Overview
In the POS environment of a small retailer, it is not uncommon for the owner or manager to be using
the same register as a sales associate. 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. You could, for example, restrict which employees are authorized to
edit prices in inventory or run certain reports. For these and other security reasons, QuickBooks POS
includes a security system called the Security Administrator.
Security Administrator is installed automatically with QuickBooks POS but its use is optional.
During the Setup Interview you were asked if you wanted to require employees to log in to use the
program. If your answer was yes, you also defined your employee user names, passwords, and
assigned employees to one of the four available security groups at that time. You also have the option
of requiring employee login for each sales transaction. If you choose this option, the employee
making a sale is automatically logged out immediately after the receipt is updated. The same or
another employee must log in to process the next sale.
You can manually launch Security Administrator at any time later to add or remove employees,
change passwords, and revise the security group assigned to an employee.
Even if you don't want to require passwords for logging in and controlling user access to certain
features, 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).
Note: Accessing Security Administrator
You can access Security Administrator only if the preference to require users to log in is turned on (see
below).
Note: Why Use Security Administrator?
There are two reasons to use Security Administrator. First, by defining employee names, you make
them available to list on documents as they are created in QuickBooks POS. This gives you the ability
to run sales reports by employee for commission purposes or accountability. You do not have to require
that employees log in to use this feature (refer to the Note in the next section). The second reason is to
use security groups to restrict employee access to program functions. This use requires employees to
log in to the program and optionally log in for each sales transaction.
Preferences: Requiring Employees to Log In

COMPANY PREFERENCES D GENERAL D # Require users to sign in. Select to require employee login to
use the program. 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.
Preferences: Automatically Logging Out Employees After Each Sale

D GENERAL D # Automatically logout employees after each sale. Select to
automatically log out the signed-in user after each sales transaction is completed. The Require users
to sign in preference must be selected for this option to be available.
COMPANY PREFERENCES
236
12. Security Administrator

Security groups give all members of the group access to the same features in the program. 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). Individual users are assigned to the appropriate group, as needed. Refer to the
Security Rights by Group table, later in this chapter, for the list of specific rights granted to each
group. 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.
Only one user can be logged in at any time. If a second user logs in, the first user will be
automatically logged out. The new user's name will be displayed in the status bar and his security
rights will remain in effect until he logs out. (Refer to Chapter 1. Getting Started for more
information about Logging In/Out.)
Import of QuickBooks Employees

If you chose during the Setup Interview to require employees to log in and you have employees
defined in QuickBooks, then the First Name and Last Name fields were automatically imported to
Security Administrator, as follows:
Login Name is set to first initial of first name plus last name. If only a first or last name
exists in QuickBooks, then that name will be set as the login name. There is no limit to the
number of characters in a login name.
Nickname is set to the first 8 characters of the login name. Nicknames are limited to 8
characters.
Full Name is set to First Name[space]Last Name.
In the event that two similar QuickBooks names would result in the same login name in
QuickBooks POS, the second name will include a 2 as the last character, a third match would
append a 3, etc. (Example: Bob Uberhauser and Bill Uberhauser would be assigned login
names of BUberhauser and BUberhauser2, and Nicknames of BUberhau and BUberha2.)
All imported employees are automatically assigned to the lowest security group (Associate).
To grant an employee higher security rights, manually change the group to which the
employee is assigned (during the interview or in Security Administrator).
No password is assigned to imported employees. If you want to require the use of passwords,
you must manually assign them (during the interview or in Security Administrator).
It is recommended that new employees be added in QuickBooks. During the next normal data
exchange those new employees will be imported to Security Administrator. This allows QuickBooks
to maintain master control over employee names for accounting and payroll purposes. Removing
employee names in QuickBooks will not delete them in QuickBooks POS; if an employee is no
longer employed with you, delete them manually from Security Administrator.
237
Launch Security Administrator

During installation, one user, called Security System Administrator, is automatically defined. This
user has full access to the Security Administrator features and cannot be renamed or deleted. 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. If you defined employees and
security groups during the interview, you can log into Security Administrator using your own name
and password if you belong to the Owner or Manager security groups.
Start the Security Administrator program and log on as the system administrator:
1. Select COMPANY from the main toolbar and then SECURITY from the side toolbar.
2. Enter the following user name and password:
User Name:
Sysadmin
User Password: sysadmin
(passwords are case-sensitive)
3. Select LOGIN.
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. If you
changed the password while completing the Setup Interview, enter the new password to log in.
The list of users can be sorted by Login Name, Nickname, Full Name, or Description. A or in
the column heading indicates the column by which the list is sorted and whether the sort is in
ascending () or descending () order. The sample list shown below is sorted by Login Name in
descending order.
Click a column heading to sort by its information. Click again to change the order of the sort. The
current sort is retained when Security Administrator is exited.
Note: Tracking Employees without Requiring Logins

If you don't want to require users to log in or to control access to certain features, you may still want to
define employees in Security Administrator so that you will be able to run reports broken down by
employee. In order to define employees, the Require users to sign in option must be initially turned
on. Define employees by returning to the Security Options section of the Setup Interview, selecting to
require users to log in, defining employees, and saving your Interview settings. Alternatively, turn on
the log-in requirement in COMPANY PREFERENCES D GENERAL, then add users in Security Administrator
as described in the following section.
Once employees have been defined, turn off the log-in requirement in the Security Options section of
the Setup Interview or in company preferences. Your defined employees will be available for selection
on any document that contains the Associate field. Many reports can be filtered by this field.
Pro Tip: Blank Passwords
If you want to track employees but dont wish to require passwords to log in, another alternative is to set
the Require users to sign in option to on and define employees, but leave the Password field blank for
each employee. (If you are not controlling access to certain features, make every employee a member
of the Owner group to grant everyone full access to QuickBooks POS.) Employees will then be able to
log in without entering a password. Once logged into the program, an employees nickname will
automatically be entered into the Associate field of any document that he/she creates.
238
Add a New User

QuickBooks Users: It is recommended that you add new employees in QuickBooks, rather than
QuickBooks POS. (Read "Import of QuickBooks Employees" earlier in this chapter for more
information.)
A user profile must be established for each person who is to have access to QuickBooks POS if
security is used. The assignment of group membership is an important part of each user profile. The
security rights of the group to which a user belongs determine that users access to program features.
Note: Associate/Cashier Names Derived from the Security Administrator Nickname List
The QuickBooks POS CLERK.DAT file is populated/updated from the Security Administrator nickname list.
Names are automatically added/deleted so that the CLERK.DAT file is kept current with the nicknames as
defined in Security Administrator. Nicknames can be numbers or names; whichever is preferred for POS
input on documents.
Other QuickBooks POS activities, such as the Physical Inventory tool module, also access the nickname
list when memos are generated.
Note: Entering Nicknames
When entering nicknames, it is recommended that the use of capitalization be consistent. Decide if
capitalization will be used, and when, and enter all nicknames accordingly. In the Reports module, when
reports are sorted by associate name, capital letters are listed before lowercase letters. As a result,
Jake would be listed before Joe, but Joe would be listed before jake. By entering nicknames in a
consistent fashion, you guarantee that they will be sorted alphabetically in reports.
1. Select ADD from the toolbar.

The User Properties window is displayed. After
making an entry in a field press <Tab> to accept
the entry and move to the next field.
2. Login Name: Assign a unique alphanumeric user
login name (spaces and special characters cannot
be included as part of a login name). This name
will be used only for logging in. Once saved, it
cannot be changed.
Restriction: The login name cannot be the same
as another users login name or nickname.
Nickname: The name entered in Associate fields
on documents and displayed on reports.
Nicknames must be unique. They cannot contain
spaces.
The program automatically suggests a nickname using the first 8 characters of the login name.
(For example, the suggested nickname for the login name of JoaoFernandes would be
JoaoFern.) You have the option to assign a different alphanumeric, 8-character nickname for the
user.
Full Name: (optional) Enter the users full name. This name is used for record-keeping and
identification purposes only.
Description: (optional) Enter a description for the user.
239

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

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

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

reports
Tools
QuickBooks
Reports
242
AREA/RIGHT
OWNER
MANAGER
ASST MGR
Override "Accept Checks" setting
See cost fields
Change month
Reverse receipt
Copy receipt
Add / Copy item
Edit item
Delete item
Edit prices
See cost fields
Access Price Manager
ASSOCIATE
Receipts
Former Receipts
Inventory
Departments
Add / Copy department
Edit department
Delete department
Vendors
Add / Copy vendor
Edit vendor
Delete vendor
Vouchers
Access voucher module
Create return voucher
See cost fields
Edit cost
243
AREA/RIGHT
OWNER
MANAGER
ASST MGR
Access former vouchers
See cost fields
Change month
Reverse former voucher
Copy former voucher
Edit former voucher
Access PO module
Access archived POs
Add / Copy POs
Edit POs
Delete POs
See cost fields
Access Item Lookup
Former Vouchers
Purchase Orders
Adjustments (Memos)
Access Adjustments module
Former Adjustments (Memos)

Access former memos
Change month
Reverse former memos
Copy former memos
Customers
Delete customers
Edit customer discount %
Point of Sale
Access End of Day procedure
244
ASSOCIATE
Data Exchange with QuickBooks
13
Overview.............................................................................................................................................246
Preparing to Exchange Data ...............................................................................................................248
Set Up Sales Tax Items or Groups in QuickBooks ......................................................................248
Remove Unused List Items in QuickBooks .................................................................................249
Setting Preferences to Allow Access in QuickBooks...................................................................249
Installing on Separate Computers with Single-User Licenses .....................................................250
Accessing QuickBooks from QuickBooks POS ..........................................................................251
Importing Data Using the Setup Interview .........................................................................................252
Reviewing Your QuickBooks POS Setup ..........................................................................................254
Accounts and Payment Types ......................................................................................................254
Department Codes ........................................................................................................................255
Vendors ........................................................................................................................................255
Inventory Items ............................................................................................................................256
Customers.....................................................................................................................................257
Employees ....................................................................................................................................257
Purchase Orders (POs) .................................................................................................................257
Managing Daily Updates ....................................................................................................................258
Running the End of Day Procedure..............................................................................................258
How QuickBooks Handles Point of Sale Data ...................................................................................261
Sales Receipts...............................................................................................................................261
Receiving Vouchers .....................................................................................................................262
Return Vouchers...........................................................................................................................263
Inventory Adjustments (Memos) .................................................................................................263
Customers.....................................................................................................................................263
Vendors ........................................................................................................................................264
Employees ....................................................................................................................................264
Payment Terms.............................................................................................................................264
Questions About Data Exchange ........................................................................................................265
245
Overview
This chapter explains how to exchange data between QuickBooks POS and QuickBooks 2002
financial software. QuickBooks POS tracks your daily point of sale business, such as sales and
inventory-related activities. QuickBooks financial software tracks your accounting data. 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.
There are four situations in which data is exchanged between the programs:
1. After installing QuickBooks POS, data can be imported from QuickBooks as part of the
Setup Interview. This one-time data import transfers existing QuickBooks vendors,
customers, and inventory items to QuickBooks POS and saves users the time of having to
manually re-enter that information into QuickBooks POS.
2. Program preferences are read from QuickBooks, including sales tax items/groups, the
corresponding sales tax rates, company information (name, address, etc.), account mappings,
and payment types. These preferences are read from QuickBooks the first time a user
accesses the Setup Interview in QuickBooks POS, and thereafter each time the user returns to
the Setup Interview or company preferences (except company information, which is only read
once), making this information available for selection when users define their QuickBooks
POS preferences.
3. The End of Day data exchange sends your consolidated point of sale and receiving data, new
or updated customer and vendor information, and aggregate adjustments to inventory values
from QuickBooks POS to QuickBooks. New customers, customer account balances, vendors,
payment terms, and employees are sent from QuickBooks to QuickBooks POS. This
procedure sends only data that is new or changed since the last routine exchange occurred.
4. In the event of a total company file data loss in QuickBooks, a Recover feature allows the
user to send all data within a specified date range in a single exchange with QuickBooks.
This includes information that has been previously sent. Data exchange during a recovery is
one-way from QuickBooks POS to QuickBooks.
In this chapter, you'll learn how to:
Prepare for data exchange by setting program preferences in QuickBooks.
Populate records in QuickBooks POS by importing data using the Setup Interview.
Review your imported data and QuickBooks POS setup.
Transfer data between the two programs on a routine basis by running the End of Day
procedure.
Use the Recover feature in case of total data loss in your QuickBooks company file.
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. If you are
new to both programs, we recommend installing and configuring QuickBooks financial software before
you begin.
246
13. Data Exchange with QuickBooks
We strongly recommend using one of the following sequences, depending on the type of user you are.
Some of the recommended steps require preliminary work, such as cleaning out unused items in
QuickBooks or making sure you have the correct sales tax items defined. Specific details are
provided in the sections that follow.
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.
Use the Setup Interview to import your QuickBooks data into QuickBooks POS.
Review your QuickBooks POS setup.
Use QuickBooks POS to enter subsequent point of sale activities.
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 the Setup Interview to import your QuickBooks data into QuickBooks POS.
Review your QuickBooks POS setup.
Use QuickBooks POS to enter subsequent point of sale activities.
If you have just purchased QuickBooks POS but do not plan to use QuickBooks financial software at
this time, follow the steps in the Setup Interview, but skip the QB Data Exchange section. The
interview will help you to set up your records and get ready to use QuickBooks software at a later
time. In the future, as a new QuickBooks user, you will need to set up your company file and return
to the Setup Interview to complete the QB Data Exchange section. Reading through all sections of
this chapter should help to prepare you for future use of QuickBooks.
(Refer to Chapter 1. Getting Started to review the possible program startup strategies and decide
which options are right for your business.)
247
Preparing to Exchange Data

If you already use QuickBooks financial software to track your business, you should start by making
sure that your QuickBooks data is set up correctly so that all relevant items are imported during the
interview. The company file you set up in QuickBooks contains items, customers, vendors, and lists
that you can use to populate your QuickBooks POS records. If you plan to track inventory valuation
in QuickBooks in conjunction with QuickBooks POS, you must also set your QuickBooks financial
software preferences appropriately, as described in your QuickBooks 2002 documentation.
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. If you track sales tax in QuickBooks, but you created your company
file using a previous version of QuickBooks financial software, you need to modify your settings to
accommodate sales tax codes. 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,
or in company preferences as described in Chapter 2. QuickBooks POS Basics). At least one sales
tax item or group should be defined before you exchange data with QuickBooks POS.
In QuickBooks financial software, 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 enter the settings
all in one place, use the QuickBooks Preferences window as specified here.
To set sales tax preferences in QuickBooks:

1. Open QuickBooks.
2. From the QuickBooks Edit menu, select PREFERENCES.
3. Select SALES TAX to display the preferences tabs for Sales Tax.
4. Select the Company Preferences tab and make sure the response for Do you charge sales tax? is
YES.
5. In the Default Sales Tax Codes area, use the Taxable drop-down list to assign an existing code or
add new ones. QuickBooks POS can accommodate up to eight sales tax codes.
6. In the Set Up Sales Tax Items area, select a sales tax item or group from the Most Common
Sales Tax drop-down list. The sales tax item or group is required before you can exchange your
data with QuickBooks POS.
If you are using a sales tax group that is already defined in QuickBooks, your tax items are already
part of the group you selected. However, if you have not yet defined sales tax groups, follow the
instructions in your QuickBooks documentation to do this. Basically, 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, and select or
add each tax item that will be part of this named group.
Note that QuickBooks financial software will group all items you assign to a sales tax group together
for the purpose of collecting tax. However, you can see the individual items listed on reports.
248
Remove Unused List Items in QuickBooks

If you've been using QuickBooks financial software for some time, you may have accumulated list
items that are no longer needed. To streamline the exchange of data, clean out unused items before
starting the data exchange procedure in QuickBooks POS.
To remove unused list items:

1. Open QuickBooks.
2. From the Lists menu, select the list you want to edit.
3. Select the list item you want to remove.
4. Select ITEM at the bottom of the screen to display available options.
5. Select DELETE (<Ctrl+D>) or MAKE INACTIVE. Deleting an item removes it permanently. Making it
inactive removes it from a list but retains the record so that you can access it again in
QuickBooks. However, inactive items will not be imported to QuickBooks POS.
Setting Preferences to Allow Access in QuickBooks

After you prepare your QuickBooks data for import to QuickBooks POS, you'll need to ensure that
QuickBooks preferences are set to allow the exchange of data. If you are installing QuickBooks for
the first time, your preferences for integrated applications are set to automatically allow access to the
company file. But if you've been using QuickBooks prior to installing QuickBooks POS, your
preferences may have been set to block access from other applications. If this is the case, you need to
modify your QuickBooks Company preferences so that QuickBooks POS can access your company
file.
To make sure QuickBooks preferences allow access to QuickBooks POS:

1. From the Edit menu in QuickBooks, select
APPLICATIONS.
PREFERENCES
and then select
INTEGRATED
2. Select the COMPANY PREFERENCES tab.

The first checkbox is labeled Don't allow any application to access this company file. Make sure
this checkbox is cleared.
3. (Optional) If you regularly use other applications during your Quickbooks sessions, you can put a
checkmark in the second box to ensure that you'll be notified of any attempted access by another
application.
249
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, then this procedure is not necessary. Follow the
installation procedure in Chapter 1. Getting Started, making sure that Workstation 01 of QuickBooks
POS is installed on a computer that has your QuickBooks financial software installed. For example,
you could install QuickBooks POS Workstation 01 and QuickBooks financial software on the office
computer, and Workstation 02 on the front register computer.
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, 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. For example, using this configuration you could have your
QuickBooks financial software on a computer in the office and QuickBooks POS on the register
computer. (Refer to your network documentation for details on network configurations).
To install the two programs on separate computers, with only single-user licenses:
Do not have QuickBooks open on the OFFICE computer when performing this procedure.
1. Install QuickBooks financial software on the REGISTER computer using your existing
QuickBooks CD and instructions. (This is allowed by your single-user QuickBooks license
agreement even though you already have QuickBooks installed on your office computer; provided
that multiple users do not access QuickBooks simultaneously from multiple computers.)
2. Install QuickBooks POS on the REGISTER computer (see Chapter 1.Getting Started for general
installation instructions).
3. Launch QuickBooks on the REGISTER computer. Open your QuickBooks company file that is
stored on the OFFICE computer from the REGISTER computer (across the network, do not open
QuickBooks on the OFFICE computer).
4. Create a new user in your QuickBooks financial software called "QBPOS Remote" or similar.
5. Leaving QuickBooks financial software open on the REGISTER and logged on as the
Administrator, follow the instructions in Accessing QuickBooks from QuickBooks POS on the
next page specifying the user created above when you reach Step 10.
Once this procedure is complete, you can remove QuickBooks financial software from the
REGISTER computer and use it normally on the OFFICE computer.
When you exchange data with QuickBooks POS with this setup, the following applies:
If QuickBooks is open on the OFFICE computer, 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
Accessing QuickBooks from QuickBooks POS

The most common way to present a request for access is to use the Setup Interview in QuickBooks
POS. 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.
To request access to the QuickBooks company file from QuickBooks POS:

1. Open QuickBooks company file in single-user mode.
complete the rest of these steps.
Leave QuickBooks running as you
2. Open QuickBooks POS. If this is the first time you have started QuickBooks POS, the Setup
Interview will launch automatically. If not, select COMPANY from the main toolbar and then
INTERVIEW from the side toolbar.
3. Select QB DATA EXCHANGE and navigate to page 2 of the section.
4. Answer YES to Are You Using QuickBooks 2002? and then browse to put your QuickBooks
company file name in the field.
5. Switch back to QuickBooks by pressing <Alt+Tab> or choosing QuickBooks from the taskbar.
If a message is displayed asking if you want to allow QuickBooks POS access to your company file,
answer YES and complete Steps 6-11. If you do not receive this message after a few seconds, your
request for access is complete and you do not need to follow any additional steps.
6. From the Edit menu in QuickBooks, select
APPLICATIONS.
PREFERENCES
and then select
INTEGRATED
7. Select the Company Preferences tab and highlight the QuickBooks POS application in the list of
applications to specify that you are allowing access.
8. Select PROPERTIES.
9. Select the checkbox labeled ALLOW THIS APPLICATION TO LOGIN AUTOMATICALLY.
10. Select the user and then OK.
11. Switch back to QuckBooks POS and continue the interview process.
From this point on, QuickBooks POS will be able to access this particular QuickBooks company file
even if it is not open.
251
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. We recommend that you import your QuickBooks
data at this time. If you elect not to import immediately after installing, but wish to do so later, you
will need to open the interview manually from the QuickBooks POS Company menu. (Once the
initial import process is complete, 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.)
Benefits of Importing
You are not required to import your QuickBooks data, but we recommend that you do so. When you
import, 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. You need to define these items in QuickBooks POS before you can create purchase,
receiving, and sales documents for them in that program, so importing can save you time and effort.
Importing also means that your existing QuickBooks customers and vendors will be available to list
on sales receipts and purchase orders.
The import process occurs when you complete the QB Data Exchange section of the Setup Interview.
Importing is a one-time operation. When the import process is finished, all of your QuickBooks data
records in these categories will be in QuickBooks POS. Importing eliminates the need to enter data
twice.
What If I Choose Not to Import?

If you choose not to import data during the Setup Interview, you will need to manually add inventory
items, customers, and vendors in QuickBooks POS before you can begin conducting point of sale
activities.
When would I choose not to import data?
If you want to use certain inventory features, such as the ability to group your items into
styles, you might choose to manually enter your items in QuickBooks POS. Item definitions
in QuickBooks do not accommodate the styles feature. (Refer to Chapter 4. Inventory for
more information about this QuickBooks POS feature.)
You may wish to wait until you eliminate unneeded data in your company file. (Refer to the
Preparing to Exchange Data section earlier in this chapter for more information.)
If your QuickBooks inventory items are out of date with the latest information (costs, tax
codes, descriptions, etc.), you might want to enter items ensure accuracy.
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Warning: Choosing Not to Import Your QuickBooks Data

If you have inventory items defined in QuickBooks, but choose not to import, your QuickBooks inventory
values can be erroneously increased. This is because when you manually add inventory items in
QuickBooks POS, the program will send inventory adjustments (as general journal transactions) showing
increases to QuickBooks inventory. When this happens, you will need to make a compensating
adjustment in QuickBooks to correct your inventory value. Refer to the instructions in your QuickBooks
financial software documentation for more information about adjusting inventory amounts.
To import your data now:

1. In the QB Data Exchange section of the Setup Interview, select YES to the question Do You Want
to Import QuickBooks Data into QuickBooks POS?
2. Select NEXT to go to the next page of the interview and complete the questions for the rest of the
section. When you complete or leave the QB Data Exchange section of the interview, your
QuickBooks data will be imported.
To import your data later:

1. From the QuickBooks POS main menu, select COMPANY from the main toolbar.
2. Select INTERVIEW from the side toolbar. The interview opens to the last screen you used before
you closed it.
3. Select QB DATA EXCHANGE from the interview menu on the left of the screen.
instructions on the interview screen to import your QuickBooks data.
Follow the
After you import data from QuickBooks to QuickBooks POS, you should make any changes or
additions to this data in QuickBooks POS as outlined in the next section.
(For more information about importing data, refer to Chapter 1. Getting Started.)
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Reviewing Your QuickBooks POS Setup

QuickBooks POS includes some data fields that are not included in the QuickBooks financial
software program, and other fields, though included in both programs, are handled slightly
differently. To take full advantage of the features related to these fields you should review and edit
the imported data as discussed below.
Accounts and Payment Types

During the Setup Interview, you have an opportunity to use a set of default accounts and payment
types suggested by the QuickBooks POS program. If you accept this option, point of sale data will be
sent to the default accounts and payment types in QuickBooks during routine exchanges of data.
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, they will be automatically created for you.
If you chose not to use the default accounts and payment types because you want to use custom
QuickBooks accounts instead, then you must manually map your custom QuickBooks accounts and
payment types to the corresponding fields in QuickBooks POS.
To set custom accounting preferences in QuickBooks POS:

1. Be sure you have your custom accounts defined in your QuickBooks financial software.
2. From the QuickBooks POS main menu, select COMPANY from the main toolbar and then COMPANY
PREFERENCES from the side toolbar.
3. Select ACCOUNTING from the side toolbar and then select the Advanced tab.
4. For each QuickBooks POS field on the left, select an account from the list in the QB Account
column. Continue mapping the account and payment fields so that each POS field has a
corresponding QB Account entry. All of your account and payment types defined in
QuickBooks will be available from the drop-down selection lists. You can specify a combination
of custom and default accounts.
5. Select the Basic tab and choose CREATE ANY ACCOUNTS THAT DO NOT EXIST IN QUICKBOOKS.
6. Select SAVE. If you have selected any of the default accounts or payment types and they do not
yet exist in QuickBooks, they will be created.
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Department Codes
To access the department file, select ITEMS from the main toolbar of the QuickBooks POS main menu,
then DEPARTMENTS from the side toolbar.
QuickBooks POS categorizes and reports sales based on user-defined department codes. As your
items are imported, they are assigned a default department code of QB and a department name of
QuickBooks Financial Software. If you want to track and report sales using codes that are more
pertinent to your business, 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. You
should make these changes before you sell anything if you want more meaningful sales reports.
You may have selected some default departments to install during the Setup Interview, and if so, you
can proceed directly to assigning them to your items by editing the Department field for your
inventory items. Or, you may wish to modify the default departments before assigning them to
inventory items.
As you review/edit departments, you should also specify a default Margin % that will be used to
calculate the price of new items added with that department code. Individual item prices can always
be edited in the inventory file, if needed.
(Refer to Chapter 3. Departments & Vendors for more information.)
Vendors
To access the vendor file, select ITEMS from the main toolbar of the QuickBooks POS main menu,
then VENDORS from the side toolbar.
QuickBooks POS tracks and reports purchases from vendors by user-defined vendor codes.
QuickBooks does not have a comparable field, so QuickBooks POS assigns vendor codes upon
import based on the vendor's Company Name in QuickBooks. (If no vendor Company Name exists
in QuickBooks, 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.)
Vendor codes are created by truncating the QuickBooks Company Name (or Vendor Name) to the
first three letters of the name. For example, a QuickBooks vendor with a company name of Anderson
Sundries would be truncated to a QuickBooks POS vendor code of AND. If a vendor code designated
AND already exists in QuickBooks POS, then the new vendor code will be created as AN1. A third
vendor beginning with the letters AND would become AN2, etc.
You should review, and if necessary edit, vendor codes to make sure they are easy to identify. If you
edit Vendor codes in the vendor file, you must also edit the codes in inventory for items from affected
vendors.
(Refer to Chapter 3. Departments & Vendors for more information.)
Note: Sales Tax Agencies

The agencies for whom a retailer collects sales tax are stored in the vendor list in QuickBooks. As
such, these agencies are imported to QuickBooks POS as vendors. If you dont need or want to use
these vendors in QuickBooks POSwhich will be the case for most retailersthey should be
manually deleted from the vendor module in QuickBooks POS after import.
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Inventory Items
To access the inventory file, select ITEMS from the main toolbar of the QuickBooks POS main menu,
then INVENTORY from the side toolbar.
The import process transfers existing inventory items in QuickBooks to QuickBooks POS. The items
that are imported are items and subitems assigned to a Type of Inventory Part, Non-Inventory Part,
Service, or Other Charge in QuickBooks. Items assigned to Non-Inventory Part, Service, or Other
Charge are imported with the Non-Inventory flag selected in their inventory records in QuickBooks
POS.
Review the entries in the following fields in QuickBooks POS, and modify them as needed:
QB POS Field
Department
(department
code)
Description
All imported items will be assigned the department code QB. (See the previous
discussion about department codes.) If you change the department codes in the
department file, you must also change them in inventory for affected items.
Vendor Code
Vendor codes are created by QuickBooks POS when vendors are imported and
later assigned to the appropriate inventory items. (See the previous discussion
about vendor codes, and edit them if needed). If you edit vendor codes in the
vendor file, you must also edit the codes in inventory for items from affected
vendors.
Description 1-2
This field is typically used to record additional descriptive information about your
items. During the QB Data Exchange section of the Setup Interview, 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, Sales Description,
Purchase Description, or None. The default selection of None is recommended for
Description 2, which will leave this field blank in QuickBooks POS for recording of
additional information at the time of sale.
Attribute
Make entries in this field to further classify your items by color, fabric, a pattern, or
any other product trait that varies within your item groupings.
Size
If your merchandise is categorized by sizes, you can make an entry in this field to
facilitate purchasing and reporting.
Tax
All imported items are set to be taxable. Review the sales tax codes assigned to
items and be sure they are correctly identified as taxable, exempt, etc. For every
tax code defined in QuickBooks POS, you must have a corresponding tax code in
QuickBooks.
Margin %
Once imported, this field is set to 0%. The margin is used to set prices on future
received merchandise. Edit as necessary. Note that a Margin % defined in
inventory takes precedence over one defined in the department file.
Price Levels
The price from QuickBooks is placed in the Price Level 1 field on imported items.
Price levels 2-4 are set according to the imported Price Level 1 and the Markdown
% defined for each price level. (See Chapter 2. QuickBooks POS Basics for more
information on using price levels.)
Styles
To use the styles feature, inventory items to be grouped into a style must be
modified so that all members of a particular style have identical Department,
Vendor Code, and Description 1 fields. 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.
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.
(Refer to Chapter 4. Inventory for more information on inventory fields.)
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Customers
To access the customer file, select POS from the main toolbar of the QuickBooks POS main menu,
then CUSTOMERS from the side toolbar.
We recommend that you review and edit customer name fields as necessary in QuickBooks POS after
importing. In QuickBooks financial software, the Customer Name field is populated by whatever
you enter first on the customer New/Edit screen, either Company Name or Last/First Name. This
can affect how the imported names populate the customer fields in QuickBooks POS. (Refer to
Appendix C. Data Exchange for more information about how fields are mapped between QuickBooks
POS and QuickBooks financial software.)
You should also ensure that the Accounts Receivable flag is set to YES for the customer records that
you imported from QuickBooks. Doing so allows you to include the customer in daily exchanges of
data. When you add a new customer in QuickBooks POS and want this customer information to be
sent to QuickBooks, set the flag to MODIFIED. If you do not need to send information for this customer
to QuickBooks when you do daily updates, you can set this flag to NO. Note that editing a customer
record whose Accounts Receivable field is set to YES automatically sets the flag back to MODIFIED.
(Refer to Chapter 8. Customers for more information about maintaining customers.)
Employees
If you choose to require employees to log in during the Setup Interview or in company preferences,
QuickBooks employees are imported to QuickBooks POS as soon as this option is selected. After
that, any new employee added to QuickBooks will be sent to QuickBooks POS during the next data
exchange.
Employee records must be reviewed within the Security Administrator module. Access Security
Administrator by selecting COMPANY from the main toolbar of QuickBooks POS, then SECURITY from
the side toolbar. (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.)
QuickBooks does not contain a Password field for employees. If you wish to require passwords for
employee login in QuickBooks POS, passwords must be defined during the Setup Interview or in
Security Administrator. Note that imported employees are automatically assigned to the security
group with the least amount of access rights, Associate. If you use Security Administrator to control
what QuickBooks POS features employees can access, you should review imported employees and
reassign them to a different security group if necessary.
(Refer to Chapter 12. Security Administrator for more information about security groups and defining
employees.)
Purchase Orders (POs)

To access the purchase order file, select ITEMS from the main toolbar of the QuickBooks POS main
menu, then PURCHASE ORDERS from the side toolbar.
Purchase orders are not imported from QuickBooks financial software. Optionally, you can manually
enter open QuickBooks purchase orders in QuickBooks POS to allow coordinated tracking of order
status and reports. If you do, you can create receiving vouchers against these POs when the ordered
items arrive.
(Refer to Chapter 6. Purchasing for more information about purchase orders.)
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Managing Daily Updates

To transfer daily sales, customer, and vendor data to QuickBooks, run the End of Day procedure once
a day at the end of the day. The normal End of Day update is an automated process that summarizes
your sales activities and updates your company data in QuickBooks.
Running the End of Day Procedure

Run the End of Day procedure from Workstation 1 (the workstation on which you first installed
QuickBooks POS). If you are in a multiple-user configuration, all other users must log out of
QuickBooks POS before you initiate this procedure.
To run the End of Day procedure:

1. From the main screen of QuickBooks POS, select
DAY from the side toolbar.
POS
from the main toolbar, and then
END OF
2. In the End of Day dialog, ensure that the DATA EXCHANGE WITH QUICKBOOKS option is selected.
3. Select OK. As the information transfer proceeds, progress messages are displayed.
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. Data Exchange for more information about how fields are mapped between
QuickBooks POS and QuickBooks financial software.)
Warning: QuickBooks Data Exchange
Note that inventory items are not exchanged during the End of Day process. Items are only transferred
during the one-time interview import. Any data imported from QuickBooks on a daily basis (customers,
vendors, 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).
To avoid data discrepancies and save data review time, it is strongly advised that you only add or edit
items, customers, and vendors in QuickBooks POS after the two programs begin sharing data.
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Performing a Manual Update

Point of sale data can also be transferred manually at any time. A manual transfer does not differ in
any way from the data exchange conducted during the End of Day process. Both methods send all
data that has not yet been sent to QuickBooks. 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. Updates can only be run from Workstation 1.
To manually initiate a data exchange:

1. From the QuickBooks POS main menu, select
UPDATE from the side toolbar.
QUICKBOOKS
from the main toolbar, and then
Recovery Procedures
If your QuickBooks financial software data file is damaged or lost, you can try to restore it from
recent backups. However, 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. The recover
feature allows you to resend your point of sale data to QuickBooks.
This feature should be used in only two situations:
Your QuickBooks data is completely lost and you have no backup.
You restore from a QuickBooks backup, but it is not current.
To capture recently-sent retail information, the recover feature provides a way to specify a date range
and send this data, whether or not previously sent, to QuickBooks. 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.
Like the UPDATE button, the RECOVER button is only available at Workstation 1.
The use of this feature may be restricted by security rights.
Administrator for more information.)
(Refer to Chapter 12. Security
Try to restore your QuickBooks data from your QuickBooks backups before using the recover
procedure.
Note: If You Need Help Restoring Your QuickBooks Data File
If you are unsuccessful restoring your QuickBooks data file, you should contact Intuit technical support
for assistance. There is a fee for this service.
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.
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.
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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. You must also follow the instructions for setting up sales tax and preferences as
described in the beginning of this chapter.
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 vendors, customers, and
transactional data within the specified period will be sent.
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.
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. 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, 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 within the specified dates to QuickBooks.
4. Resume routine End of Day data exchange procedures.
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How QuickBooks Handles Point of Sale Data

This section describes how QuickBooks handles your QuickBooks POS data. For field mappings of
transferred data, refer to Appendix C. Data Exchange.
Note: Adding or Editing Records
QuickBooks POS becomes the owner of most shared data. Once data has been imported to
QuickBooks POS, it is strongly advised that records are added or edited only in QuickBooks POS.
(The exceptions to this rule are new employees and changes to a customers account information. See
the note below.) While new customers and vendors created in QuickBooks will be sent to QuickBooks
POS, edits to existing records (other than mentioned previously) are typically not. 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.
Note: New Employees and Edited Customer Account Information
Employees are only transferred one way, from QuickBooks to QuickBooks POS. As such, new
employees should only be added in QuickBooks to ensure that these additions are sent to QuickBooks
POS and reflected in both programs.
Likewise, changes to a customers Credit or Current Balance are only transferred from QuickBooks to
QuickBooks POS (the Account Limit and Account Balance fields in QuickBooks POSthe
equivalent of the QuickBooks Credit and Current Balance fieldsare not editable). If you want to
adjust a customers account values, this must be done in QuickBooks. Changes will be transferred to
QuickBooks POS upon the next data exchange.
Sales Receipts
In QuickBooks, sales receipts are classified by payment method.
Receipts sent to QuickBooks list a single item in the following format: POS [Tax Code]
Sales, such as POS Taxable Sales or POS Exempt Sales. This is because QuickBooks requires
that at least one item be listed on receipts. Listing each item on every receipt would be
cumbersome as well as unnecessary, since the receipts stored in your QuickBooks POS history
files already provide a detailed record of the actual items sold in each transaction. Instead, the
consolidated amount of items sold per tax code is listed under dummy items named after
each tax code.
Sales receipts paid for by cash are consolidated by day before being transferred to
QuickBooks. A Sales Receipt is created in QuickBooks that contains the aggregate amount of
cash sales for the day.
Sales receipts paid for by credit card are consolidated by day for each credit card type (Visa,
Discover, etc.) before being transferred. A Sales Receipt is created in QuickBooks that
contains the aggregate amount for each credit card type.
Sales receipts paid for by check are transferred individually so that bank deposits created in
QuickBooks can list all check numbers. Check transactions are transferred to QuickBooks as
Sales Receipts.
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.
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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.
Return receipts, or receipts with negative totals, are transferred to QuickBooks as Credit
Memos.
In addition to the Sales Receipts, Invoices, and/or Credit Memos created in QuickBooks when
receipts are exported, General Journal transactions are also created. Two types of journal
transactions may be created for exported receipts: Cost of Goods Sold (COGS) and Return.
(Refer to Appendix C. Data Exchange for more details).
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,
you may need to periodically make a manual adjustment to inventory value in your QuickBooks financial
software. 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. Refer to Chapter 5. Inventory Utilities D Physical Inventory for more information.
Receiving Vouchers
Receiving vouchers can be exported to QuickBooks in one of three ways:
1. As a General Journal entry for merchandise received without a bill. This is the case when a
voucher does not contain a value in the Invoice # field.
2. As a bill when merchandise was previously received and now the vendors invoice has been
received. This occurs when a voucher was exported previously without an invoice #, but it now
contains a value in the Invoice # field.
3. As a bill when the merchandise and vendors invoice has been received at the same time. This
occurs when a voucher has not been exported previously and it contains a value in the Invoice #
field.
Vouchers for which merchandise is received first and a bill is received later are actually processed
twice by the data exchange process. The first time the voucher is exported, it is exported to
QuickBooks as a General Journal entry (situation #1 in the list above). Later, 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, it is exported as a bill (situation #2). These types of vouchers will thus have two
records associated with them in QuickBooks.
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 Accounts
Payable flag is selected once a voucher has been exported with an invoice number (situations #2 and
#3). This flag designates that the voucher has been completely processed and no longer needs to be
exported.
Note: Fees and Discounts on Vouchers

If a voucher with fees and/or discounts is exported as a General Journal transaction (in other words,
the voucher does not have an invoice number recorded on it), the fees and discounts will not be taken
into account on the journal entry. Instead, the final bill exported to QuickBooks once an invoice for the
voucher has been received will be adjusted to reflect any fees or discounts.
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Return Vouchers
Return vouchers can be exported to QuickBooks in one of two ways:
1. If the return voucher has no invoice number, then a General Journal Transaction is created in
QuickBooks.
2. If the return voucher has an invoice number, then a Credit is created in QuickBooks.
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. A single journal transaction is made for the accumulated inventory adjustments for each
day. The entry will be dated for that day.
On the QuickBooks journal transaction, the aggregate adjustment amount is assigned to the
appropriate Memo Inventory and Memo Offset accounts, as defined in the users company
preferences. A Memo entry of POS Adjust is assigned to each account.
Note: Adjustment Amounts

Since adjustment amounts are consolidated by day on a journal transaction, if a user creates a regular
memo and a memo that reverses it on the same day, these amounts will effectively cancel each other
out in terms of the amount recorded on the journal transaction.
In addition, if the total of all adjustment amounts for a particular day equals zero, no General Journal
transaction for adjustments will be created in QuickBooks for that day.
Customers
New and edited customer records are always exported to QuickBooks as part of a routine data
exchange. In addition, when an exported sales receipt paid by charge account references a customer
that is not in QuickBooks, the program will export that customers record to QuickBooks before
exporting the receipt. Customer notes and comments are never exchanged between the two programs.
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
customers 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 customer account balance is updated in both programs and
available at point of sale when the next transaction is made.
Note: Edit Account Limits and Account Balances in QuickBooks
If you wish to adjust a customers credit limit or account balance, this must be done from within
QuickBooks. The new amounts will be sent to QuickBooks POS during the next data exchange.
The Account Limit and Account Balance fields are not editable in QuickBooks POS.
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Vendors
New and edited vendor records are always exported to QuickBooks as part of a routine data
exchange. In addition, when a voucher references a vendor that is not in QuickBooks, the program
will export that vendors record to QuickBooks before exporting the voucher. Vendor notes and
comments are never exchanged between the two programs.
New or edited payment terms defined for a vendor in either program are sent to the other during data
exchanges. (See Payment Terms section below.)
Employees
It is generally recommended that once you begin sharing information between QuickBooks and
QuickBooks POS, new records (customers, vendors, inventory items, etc.) should be created in
QuickBooks POS. Records that need to be recorded in QuickBooks for accounting or record-keeping
purposes, like new customer and vendor records, will be sent there via routine data exchanges.
One exception to this rule is employee records, which should always be created in QuickBooks.
Employees can only be sent from QuickBooks to QuickBooks POS, and are never sent in the opposite
direction. Payroll is often handled from within the QuickBooks program, so by making a habit of
entering new employee records into 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.
Removing employee names in QuickBooks will not delete them from QuickBooks POS. If an
employee is no longer employed by you, delete the employee name manually from Security
Administrator. If you require employees to login to use QuickBooks POS, review and edit employee
security groups and passwords after adding new employees.
Payment Terms
Payment terms in QuickBooks POS are equivalent to what are called Standard Terms in QuickBooks.
In general, terms are used to calculate when a bill is due and what (if any) discount percentage should
be applied to the bill.
The data exchange process ensures that all terms defined in QuickBooks POS are also available for
selection in QuickBooks and vice versa. In other words, assuming data exchanges have been
conducted on a regular basis, 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. In addition to
exporting/importing individual payment terms, the data exchange process carries over terms
associated with vendor records and vouchers.
Payment terms for a particular vendor are recorded in that vendors record. Vouchers in QuickBooks
POS draw their payment terms from the terms defined for the vendor listed on the voucher. When
vendor records and vouchers are exported from QuickBooks POS, equivalent terms are assigned to
the records created in QuickBooks.
Likewise, when vendor records created in QuickBooks are sent to QuickBooks POS, equivalent
payment terms are assigned to the imported records.
When sales receipts paid by charge are exported from QuickBooks POS, the terms from the
customers record in QuickBooks are assigned to the invoice created in that program.
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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, corrected one. 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), and 2) the new, corrected receipt posts the correct payment
information to QuickBooks. For example, if the original was a sales receipt, selecting REVERSE
creates a return receipt with the same items and prices, adding the quantity back to inventory. Once
transferred, the new corrected receipt will correct your financial records in QuickBooks. (Refer to
Chapter 9. Recording Sales & Returns for more information.)
I sent a number of cash receipts for day X, but can only see one receipt for the total amount. Why?
To create a more efficient transfer process, some types of data are consolidated instead of being
transferred separately, so you will not see individual totals for receipts. Consolidation occurs on a
daily basis. For example, if you send several days worth of sales receipts to QuickBooks, the
consolidated totals for each day are sent rather than the sum of all days.
Because of consolidation, records in QuickBooks POS and QuickBooks will not always match
number for number. For instance, 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. So the
amount of cash taken in for the day is recorded on fifty receipts in QuickBooks POS, but only
recorded on one in QuickBooks.
Why do some of my customers names look different after importing into QuickBooks POS?
Names in the First Name and M.I. fields from QuickBooks are combined in QuickBooks POS.
QuickBooks POS looks for a break in the First Name field and adds the information from the
QuickBooks M.I. field. If your customer's name is John Adams Smith, the first two names are
entered into the First field. When you transfer customer data from QuickBooks POS to QuickBooks,
the first and second names will appear in separate fields as they did before.
An item named "POS Taxable Sales" appears on my receipts sent to QuickBooks. Why?
Because QuickBooks requires a sales receipt to list at least one item, dummy items named after the
tax codes to which items belong are listed on receipts transferred to QuickBooks. The consolidated
amount of items sold per tax code is assigned to the item named after that tax code.
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266
Preferences
Overview.............................................................................................................................................268
Workstation Preferences.....................................................................................................................269
Equipment ....................................................................................................................................269
General .........................................................................................................................................270
Printing.........................................................................................................................................270
Company Preferences .........................................................................................................................271
Accounting Basic ......................................................................................................................271
Accounting Advanced ...............................................................................................................271
Merchant Service .........................................................................................................................272
General .........................................................................................................................................272
Price Levels..................................................................................................................................273
Purchasing & Receiving...............................................................................................................273
Sales .............................................................................................................................................274
Sales Tax ......................................................................................................................................275
New Scale.....................................................................................................................................275
267
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. The
preference settings are initially configured as you complete the Setup Interview process, but can be
directly edited in these modules if necessary.
There are two types of preferences, workstation and company. 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.
Warning: Editing Company Preferences Is an Intolerant Activity
Editing company preferences, either directly or through the Setup Interview, is an intolerant process.
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, with one section devoted to workstation preferences and
the other to company preferences. Each section is in a table format with three columns: Preferences,
Options, Functions. The Preferences column includes each preference's descriptive name as it
appears on screen. The Options column lists the possible settings for the preference. When you see
#, U in the Option column, it means the choices are selected or not selected. Selecting a checkbox
enables a feature, clearing the checkbox disables it. The Functions column gives brief descriptions
of how each setting will affect the program. How a preference setting affects program functionality
may be explained in further detail in the User Guide section pertaining to that particular function.
In the Preference tables, gray title rows signify a new preference page in the program. Consecutive
preferences that are related to or dependent on one another are divided by dashed lines instead of a
solid line.
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.
(Preference tree) Move cursor down the Preference tree displaying each page as it is
chosen.
(Preference tree) Displays the next page that starts with the chosen letter.
Cycle through preference settings in the current page.
Select or clear preference setting.
Display drop-down menus associated with the selected preference setting.
Change focus from the preference tree to the preferences window and vice versa.
Appendix A. Preferences
Workstation Preferences
To manually configure workstation preferences:
1. Select COMPANY from the main toolbar and then
side toolbar.
W/S PREFERENCES
from the
W/S
Preferences
Tree
2. In the left pane, choose the page containing the preference you want to change.
3. Edit the preferences you want to change.
specific info.)
(Refer to the following tables for
4. Select SAVE from the context menu to save changes made this session and exit. Alternatively,
select CANCEL to exit without saving.
Note: Saving Preferences
If you are changing multiple preference settings, it is advised that you save and re-enter preferences a
few times during that process. This way if there is a power surge or other system problem you will not
lose all changes made.
Preferences
Options
Functions
Enable touchscreen
features
#, U
Select to use touchscreen capabilities in QuickBooks

POS. When this option is selected, 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. Make

sure the printer you wish to use with QuickBooks POS
is listed. If it is not, select ADD PRINTER to install it.
Cash Drawer
USER-DEFINED
Select the cash drawer/printer combination being used.

Note: The cash drawer feature is only available if using
one of the 40-column printers listed.
NONE, LPT1, LPT2
If using a cash drawer, select the parallel port being

used from the drop-down list.
USER-DEFINED
If using the QuickBooks POS Merchant Service to

process credit card transactions, select the type of
modem being used from the drop-down list.
Equipment
Parallel Port #
Modem
Select ADD MODEM to install a new modem. After

installing a new modem, you must restart your
computer before using the modem to record sales in
QuickBooks Point of Sale.
Important: Disable Data Protocol and Compression
on Installed Win Modems
When using a computers installed Win Modem for
credit card transactions, users should disable two
settings that are normally activated by default: data
protocol and compression. If you are using an
installed Win Modem and receive an error message
when trying to dial out, make sure that those two
settings are disabled. Consult your computers
documentation for information on configuring the
installed modem.
269

Preferences
Options
Functions
General
Security settings (the following settings apply only if
Security Administrator is used.)
Security
Automatically logout
#, U
If selected, automatically logs out a user after a

specified period of time has passed.
Minutes until user is

automatically logged
out
USER-DEFINED
Define the period of time, in minutes, before a user will

be logged out. Default: 15 minutes
USER-DEFINED
Specify print options for each document type listed:
Printing
Printing
270
Printer:
Select from a list of installed

printers.
Design:
Select from a list of available

document designs to be used
when printing the selected
document type.
Copies:
Enter the number of copies to

print each time this document
type is printed.
Print Dialog:
Select to automatically display a

dialog allowing you to define a
number of print options, or to
display a preview, before printing.
Company Preferences
Note: Editing of most company preference settings requires that all other workstations be out of the
program. If the preference you want to edit is not available, have all other users exit the
program before you try again.
1. Select COMPANY from the main toolbar and then COMPANY PREFS from
the side toolbar.
Company
Preferences
Tree
2. In the left pane, choose the page containing the preference you want to
change.
3. Edit the preference settings as necessary.
4. Select SAVE from the side toolbar to save changes made this session and
exit. Alternatively, select CANCEL to exit without saving changes.
Preferences
Options
Functions
#, U
Select to allow the exchange of data between

QuickBooks POS and QuickBooks 2002. Refer to
Chapter 13. Data Exchange with QuickBooks for
more information. The rest of the accounting
preferences, on both the Accounting Basic and
the Accounting Advanced pages, will only be
available if this option is selected.
USER-DEFINED
Enter or browse for the path to the QuickBooks

company file that you wish to use with QuickBooks
POS.
CREATE ANY
ACCOUNTS THAT DO
NOT EXIST IN
QUICKBOOKS
If you choose to define your own account

mappings, select the CREATE ANY ACCOUNTS THAT
DO NOT EXIST IN QUICKBOOKS option once you have
finished
defining
account
mappings
in
preferences. Otherwise, select DO NOT CREATE
ACCOUNTS IN QUICKBOOKS.
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. You can accept the
default account mappings or define your own
mapping structure by choosing from the dropdown list in the QB Account column. (Only
accounts previously defined in QuickBooks are
available for selection.)
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. 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. (Only payment types previously defined
in QuickBooks are available for selection.)
271
Preferences
Options
Functions
MID
Provided when you

sign up for an
account with
QuickBooks POS
Merchant Service.
Merchant ID number.
TID
Provided when you

sign up for an
account with
QuickBooks POS
Merchant Service.
Terminal ID number.
Merchant Number
Provided when you

sign up for an
account with
QuickBooks POS
Merchant Service.
Merchant Number.
Merchant Service
Treat Address Verification System

response to manually entered
credit cards as:
Select how to handle AVS mismatches. When

manually entering a credit card transaction, you
must enter the customers ZIP code. An AVS
mismatch occurs when the ZIP code provided by
the customer does not match the ZIP code on file
for the customer. Select one of the following:
Always accept AVS mismatch

transactions
#, U
Select to always accept a manual credit card

transaction regardless of AVS mismatch.
Prompt when AVS mismatch

occurs
#, U
Select to prompt the cashier when an AVS

mismatch occurs. The cashier can then choose to
continue with the credit card transaction or not.
Never accept AVS mismatch

transactions
#, U
Select to never accept a credit card transaction

when an AVS mismatch occurs.
USER-DEFINED
Store headings can be printed across the top of

receipts, vouchers, and POs. Typically, headings
are used to identify your store.
General
Store Headings
Fill in the Store Name; Street; City, State, ZIP;

and Miscellaneous 1-3 fields with the appropriate
information.
#, U
Require users to sign in
If selected, require users to login to QuickBooks

POS using the login names and passwords
assigned in Security Administrator. Users will
have access only to the features to which their
user group is assigned rights.
When this preference is cleared, users will not
need to login. Access to all QuickBooks POS
features is available.
Automatically logout
after each sale
272
employees
#, U
If selected, 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. This option is only available if
users are required to sign in.
Preferences
Options
Functions
Warn when editing documents,

items, or customers
#, U
Confirm edits to documents, items, or customers

before carrying out the action.
Warn when deleting documents,

items, or customers
#, U
Confirm deletions of documents, items,

customers before carrying out the action.
USER-DEFINED
Enter a character to replace each number (0-9)

when printing cost and received dates in code on
price tags. To use this feature you must select a
tag design that includes the code fields (in
WORKSTATION PREFERENCES D PRINTING).
General (cont.)
or
Price Levels
Price Tag Code
Price Levels
Establish up to four (4) price levels.
Name
USER-DEFINED
Assign a name to each price level.
Markdown %
USER-DEFINED
Assign a markdown percent (0-99%) to price

levels 2 - 4. The prices for these price levels will
be Price Level 1 less the markdown amount. For
example, if you enter 20% for Price Level 2, the
prices in Price Level 2 will be marked down 20%
compared to Price Level 1. Note that these prices
are only the suggested prices for Price Levels 2
4 as new items are added to inventory. Individual
item prices and markdown percentages in any
price level can be edited in the inventory module.
Default Price Level
USER-DEFINED
From the drop-down list, select a price level. This

will be the default price level when creating a new
receipt.
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. Defaults in line one: FOB:
and Confirmation #:
Allow voucher to update inventory

price
#, U
If selected, 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. If the user chooses to
update the inventory price, the price for price level
1 is updated, and the markdown prices for price
levels 2 4 are readjusted based on the new price
level 1.
Warn when receiving

cancelled POs
#, U
If selected, warn but still allow receiving against a

PO even if its cancel date has passed.
USER-DEFINED
Enter optional default comments that will print on

all vouchers.
Voucher comments are not
displayed on screen. Default: RMA #: and
Remember to tag all merchandise!
Purchasing & Receiving
Voucher Default Comments
against
273
Preferences
Options
Functions
Printed Receipt Comments
USER-DEFINED
Enter comments that will be automatically printed

on all receipts. For example, you might want to
use this preference to print your return/exchange
policy on all receipts. 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.
Sales
FIRST LAST
LAST FIRST
LAST, FIRST
LAST TITLE FIRST
LAST, TITLE FIRST
Example: If a record has Sara in the First field,

Edward in the Last field, and Ms. in the Title field,
then, if you choose to display the Full Name field
as LAST, TITLE FIRST, the program will automatically
fill in the field with Edwards, Ms. Sara.
Require the Promo Code field
#, U
If selected, requires an entry in the Promo Code

field on a receipt before payment can be accepted
and the receipt updated.
Require a manual media count for

X/Z Out
#, U
If selected, require associates to manually count

each denomination of currency when running a ZOut Drawer Count report.
Track customers on receipts
#, U
If selected, you can track customers in

QuickBooks POS. This includes the ability to
define customer records, list specific customers on
receipts, access a customers purchasing history,
and print lists of customers in the reports module.
Discount types
USER-DEFINED
Define a list of names to be used to identify lineitem discounts at POS and on reports. The
discount types defined here will be available to
select when a line item discount is given.
Defaults: Comp, Defect, Multi, Coupon, Damage,
Demo.
274
Preferences
Options
Functions
UP TO EIGHT
1.
In the Name column of the tax code table,

specify a name for each tax code, such as
Taxable, Non-Taxable, Charitable, etc.
2.
If you do not use QuickBooks, specify a tax

percentage for each tax code in the Tax %
column. QuickBooks users cannot make
manual entries in this field.
3.
(Optional) In the Mark column, define a single

character to represent each tax code. When
a receipt is printed, items will be flagged with
the character you designate.
4.
If you use QuickBooks, select an appropriate

QuickBooks sales tax group or item from the
drop-down list in the QB Tax Group/Item
column. You must have previously defined
these groups/items in QuickBooks.
5.
Select an appropriate QuickBooks tax code in

the QB Tax Code column. If you selected
NOT TAXED in Step 4, the QB Tax Code field
for this code is automatically set to Non and is
no longer editable. In addition, a Tax % of
zero (0) is assigned to this tax code. If you
selected a tax item or group in Step 4, the
Tax % is filled in as defined for the assigned
tax group/item.
6.
In the Default merchandise tax code field,

select a tax code from the drop-down list to
be assigned to new items as they are added
to inventory. Note: If a tax code is designated
in the department file, it will take precedence
over the default code selected when adding
items in that department. The tax code for
individual items can always be edited in
inventory.
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. When you are
entering a new style in inventory, rather than
manually entering each attribute combination,
select a scale, and attributes are entered for you.
1. Select ADD, enter a scale name, and click OK.
2. Enter attributes (sizes, colors, patterns, etc.)
in the appropriate row or column.
Scales can also be edited, copied, and deleted.
Edit Select a scale from the Name dropdown list and edit as needed.
Delete Select a scale from the Name dropdown list and choose DELETE.
Copy
Select a scale from the Name dropdown list, select COPY, and enter a
name for the new scale.
275
276
Keyboard Shortcuts
For the keyboard user, QuickBooks POS offers shortcut keys to speed navigation and data entry. In
most areas of the program the keyboard shortcuts are displayed on the toolbar buttons. The following
table lists the most common keyboard shortcuts, as well as those that do not correspond to a particular
toolbar button and are therefore not readily evident on screen.
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
Keystroke
Action
Other Keys
<Esc>
<Enter>
278
Backs out one screen; exits program from main screen

Accept or record current entry and move to next field.
<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,x
x,y
y,z
z>
Navigate between fields, columns, buttons, 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)
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. For records that are both imported or exported,
separate charts are provided for each of these processes. As equivalent payment terms are exchanged
between the two programs in a straightforward manner (these records do not contain multiple fields),
they are omitted from the following charts. For more information on the data exchange process,
refer to Chapter 13. Data Exchange with QuickBooks.
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.
If no company name exists in
QuickBooks, the first three letters of the Vendor Name will be
used instead. If this code already exists, QuickBooks POS
will substitute the last letter with a number. (Refer to Chapter
13. Data Exchange with QuickBooks for more information.)
Company Name
Company
If no company name exists in QuickBooks, the Vendor Name

will be copied to the Company field in QuickBooks POS
instead.
Mr./Ms./
Title
First Name
First
Last Name
Last
Address
Address
Phone
Phone 1
Fax
Phone 2
Contact
N/A
Ignore. (This field corresponds to the contacts name,

contained in the First and Last fields.)
Terms
Terms
Equivalent payment terms are written to the Terms field in

QuickBooks POS.
See Vendor Address below.
279
Vendors (Exported from QuickBooks POS to QuickBooks)

QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Company Name
and Vendor
Name
Company
Mr./Ms./
Title
First Name
Parsed from First
When transferring vendor data from QuickBooks POS to

QuickBooks, the program looks for a space in the First field.
If there is one, it assumes the break is between first and
middle names and writes the information before the space to
the First Name field in QuickBooks.
M.I.
Parsed from First
When transferring vendor data from QuickBooks POS to

middle names and writes the information after the space to
the M.I. field in QuickBooks.
Last Name
Last
Address
Address
Phone
Phone 1
Fax
Phone 2
Contact
Concatenated
When transferring vendor information from QuickBooks POS

to QuickBooks, the information in the First and Last fields
are strung together, in that order, and written to the Contact
field in the QuickBooks vendor record.
Terms
Terms
The payment terms in the vendor record from QuickBooks

POS are matched to the equivalent terms in QuickBooks. If
equivalent terms do not exist, then they are created. (Refer
to Chapter 13. Data Exchange with QuickBooks for more
information.)
See Vendor Address below.
Vendor Address
The vendor address in QuickBooks consists of three address lines plus separate fields for City, State,
ZIP/Postal Code, and Country/Region.
The vendor address in QuickBooks POS consists of a field for Street address, a field for City and
State, and a field for ZIP code.
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. Any address lines
preceding the last line are ignored, as these correspond to
the Company and First and Last fields, which are imported
separately.
Concatenated
City, State
The City and State fields from QuickBooks are strung

together, in that order, separated by a comma, and written
to the City, State field in QuickBooks POS.
ZIP/Postal Code
ZIP
280
Appendix C. 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, State
State
ZIP/Postal Code
ZIP
Notes
Street address.
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, then Login Name is set to the first
initial of the first name plus the entire last name. For
example, if an employee in QuickBooks has a First Name of
John and a Last Name of Adams, his QuickBooks POS
Login Name would be JAdams.
If only a first name or only a last name exists for an
employee in QuickBooks, then that name is used as the
Login Name.
As QuickBooks POS requires that all employee login names
are unique, QuickBooks POS will append a number to the
end of any login name that is the same as an existing one.
For example, if an employee named James Adams works at
the same store as the above-mentioned John Adams,
QuickBooks POS would try to assign him the same login
name as John upon import. When QuickBooks POS
discovers that this login name already exists, it will instead
assign James a login name of JAdams2.
N/A
Nickname
Always set to the first eight characters of the employees

Login Name. QuickBooks POS requires that all employee
nicknames be unique. If an employee nickname already
exists in QuickBooks POS, a number will be appended to
the end of the nickname (see the example given for Login
Name above).
As nicknames are restricted to eight
characters, the longer the appended number becomes, the
shorter the number of characters taken from the login name.
For example, the second occurrence of the login name
TWilliam would be TWillia2.
First Name and

Last Name
Full Name
The employees First Name and Last Name from

QuickBooks, separated by a space.
N/A
Description
Always set to Imported from QuickBooks.
N/A
Member of Groups
Always assigned to the Associate group.
281
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.
Current Balance
Account Balance
This field is imported for new customer records, and is also

resent to QuickBooks POS when the customer record is
edited in QuickBooks. This ensures that any update to the
customers current balance due to transactions is reflected
in QuickBooks POS as well.
Credit
Account Limit
This field is imported for new customer records. If it is later

manually edited in QuickBooks, the new account limit will be
transferred to QuickBooks POS.
The values in the First Name and M.I. fields in QuickBooks

are strung together, in that order, and written to the First
field in QuickBooks POS.
See Customer Bill To Address below.
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

middle names and writes the information before the space to
the First Name field in QuickBooks.
M.I.
Parsed from First
When transferring customer data from QuickBooks POS to

middle names and writes the information after the space to
the M.I. field in QuickBooks.
Last Name
Last
See Customer Bill To Address below.
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, in that order, and written to the Contact
field in QuickBooks.
Credit
Account Limit
This field is imported for new customer records. However, if

a user wants to edit a customers credit limit amount, this
should be done in QuickBooks. This field is not editable in
QuickBooks POS.
282

Customer Bill To Address
The customer Bill To address in QuickBooks consists of three address lines plus separate fields for
City, State, ZIP/Postal Code, and Country/Region.
The customer address in QuickBooks POS consists of a field for Street address, a field for City and
State, and a field for ZIP code.
When importing to QuickBooks POS, the field mapping for a customers address is as follows:
QuickBooks Field
QuickBooks POS
Field
Address
Street
City and State

Concatenated
City, State
ZIP/Postal Code
ZIP
Notes
The last line of the Address field in QuickBooks is written to
the Street field in QuickBooks POS. Any address lines
preceding the last line are ignored, as these correspond to
the Company and First and Last fields, which are imported
separately.
When exporting to QuickBooks, the field mapping for a customers Bill To address is dependent on
whether or not the Company field in the customers record in QuickBooks POS contains any
information.
If there is nothing in the Company field:
QuickBooks
Field
Address (line 1)
First and Last

Concatenated
Address (line 2)
Street
City
State
ZIP/Postal Code
ZIP
Notes
If there is information in the Company field:

QuickBooks
Field
Address (line 1)
Company
Address (line 2)
First and Last

Concatenated
Address (line 3)
Street
City
State
ZIP/Postal Code
ZIP
Notes
283
Adjustment Memos (Exported from QuickBooks POS to QuickBooks as a

General Journal Transaction)
Note: Adjustment memos are consolidated by day upon exporting. One General Journal transaction
in QuickBooks will contain the aggregate amount for all adjustments recorded in QuickBooks POS
for a particular day.
QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Date
Date
Memo
N/A
Always defaults to POS Adjust.
Account
N/A
The aggregate adjustment amount is assigned to the Memo

Inventory and Memo Offset accounts defined in QuickBooks
POS company preferences.
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

QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Date
Date
Memo
N/A
Always follows the format: POS Voucher # - mm/dd/yyyy

hh:mm:ss. The voucher # is taken from QuickBooks POS
and the date and time is the date and time the journal
transaction was created. For example, 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.
Debit and Credit
SubTotal
The subtotal from the voucher in QuickBooks POS is

assigned as a debit or credit to the appropriate accounts.
284
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.
Date
Invoice Date
If the Invoice Date field is left blank on the voucher, the Bill
Received field is set to the current date. After the voucher
has been exported, the Invoice Date field on the voucher in
QuickBooks POS will also be set to the current date.
Bill Received
N/A
Always selected.
Amount Due
Total
Terms
Terms
The payment terms on the voucher from QuickBooks POS

are matched to the equivalent terms in QuickBooks. If
equivalent terms do not exist, then they are created.
Memo
N/A
Always follows the format:

POS Voucher # Inv #
mm/dd/yyyy hh:mm:ss. The voucher # and invoice # are
taken from QuickBooks POS and the date and time is the
date and time the bill was created. For example, POS
Voucher #21 Inv #12 11/02/2001 13:56:51.
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. After the voucher
has been exported, the Invoice Date field on the voucher in
QuickBooks POS will also be 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. 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 Recv Adjust
Disc $
POS Recv Adjust is the dummy item assigned to any

discount amount for the voucher. This value is typically
negative.
POS Recv Fee
Fee
POS Recv Fee is the dummy item assigned to any fee

amount on the voucher.
POS Freight In
Freight
POS Freight In is the dummy item assigned to any freight

charge on the voucher.
Return Vouchers (Exported from QuickBooks POS to QuickBooks as a

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
Debit and Credit
SubTotal
The subtotal from the voucher in QuickBooks POS is

assigned as a debit or credit to the appropriate accounts.
285
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.
POS Recv Adjust
Disc $
POS Recv Adjust is the dummy item assigned to any

discount amount for the return voucher. This value is
typically negative.
POS Recv Fee
Fee
POS Recv Fee is the dummy item assigned to any fee

amount on the return voucher.
POS Freight In
Freight
POS Freight In is the dummy item assigned to any freight

charge on the return voucher.
General Journal Transactions for Exported Receipts (COGS)

In addition to the Sales Receipts, Invoices, and/or Credit Memos created in QuickBooks when
receipts are exported, a General Journal transaction is created each time you conduct an export,
listing the total cost of items sold minus the total cost of items returned for all exported receipts.
QuickBooks
Field/Value
QuickBooks POS
Field/Value
Date
Date
Account
N/A
Notes
For positive total amounts, 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.)
For negative total amount, 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).
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.
Memo
N/A
For a Cost of Goods Sold (COGS) journal transaction,

always follows the format: POS COGS mm/dd/yyyy, where
the date is the date the receipt was created. For example,
POS COGS 11/02/2001.
286
General Journal Transactions for Exported Receipts (Return)

Created for all return/negative receipts except for return/negative receipts paid by charge to a
customers account. The journal transactions for return/negative receipts are consolidated by day
for cash and credit card types. Individual journal transactions are created for returns paid by check
and gift certificate.
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
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.
Individual receipt totals for

check and gift certificate
Memo
N/A
For return receipts, always follows the format: POS Returns

mm/dd/yyyy, where the date is the date on which the receipt
was created. For example, POS Returns 12/19/2001.
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. One
sales receipt in QuickBooks will contain the aggregate amount for all cash receipts in QuickBooks
POS for each day.
QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Customer: Job
N/A
Always Counter 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, POS
Exempt Sales, etc.).
Payment Method
N/A
Always Cash.
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 Taxable
Discount, POS Exempt Discount, etc.). This includes line
item discounts as well as the appropriate proportion of any
global discounts given.
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. If the retailer is using a single tax
item, the line is named after the tax item. If using a
QuickBooks sales tax group, a separate line is provided for
each type of tax in the group.
287

QuickBooks
Field/Value
(cont.)
QuickBooks POS
Field/Value (cont.)
Notes (cont.)
Total
N/A

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.
To be printed
N/A
Always selected.
Customer Tax
Code
N/A
Always set to Tax.
Memo
N/A
Always follows the format: POS Sales mm/dd/yyyy, where

the date is the date on which the Sales Receipt is created in
QuickBooks. For example, POS Sales 11/02/2001.
Sales Receipts Paid by Credit Card (Exported from QuickBooks POS to

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.
QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Customer: Job
N/A
Date
Date
POS [Tax Code

Name] Sales
N/A

Payment Method
N/A
Set to the appropriate credit card type (Visa, Discover, etc.).
POS [Tax Code

Name] Discount
N/A

POS Subtotal
N/A

Sales Tax Fields
N/A
Sales tax collected for the sum amount of all receipts for the
applicable credit card type and day. 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. The
appropriate tax percentage is applied to each line.
Total
N/A

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.
Memo
N/A

288

receipts.
Sales Receipts Paid by Check (Exported from QuickBooks POS to

QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Customer: Job
N/A

receipts.
Date
Date
POS [Tax Code

Name] Sales
N/A

Payment Method
N/A
Always Check.
Check No.
Check Number
POS [Tax Code

Name] Discount
N/A

POS Subtotal
N/A

Sales Tax Fields
N/A
Sales tax collected for the receipt. If the retailer is using a

Total
N/A

Deposit To
N/A
This will always be the account assigned to Check in

Mapping.
Memo
N/A

289
Sales Receipts Paid by Gift Certificate (Exported from QuickBooks POS to

QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Customer: Job
N/A
Date
Date
POS [Tax Code

Name] Sales
N/A

Payment Method
N/A
This will always be the payment type assigned to Gift

Certificate in QuickBooks POS company preferences under
Payment Type Mapping.
Check No.
Gift Certificate Number
POS [Tax Code

Name] Discount
N/A

POS Subtotal
N/A

Sales Tax Fields
N/A

Total
N/A

Deposit To
N/A
This will always be the account assigned to Gift Certificate in

Mapping.
Memo
N/A

290

receipts.
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. If there is an entry in the Company Name
field, it places this into the Customer: Job field on the
invoice. Otherwise, it uses the name from the Contact field.
Bill To
Various
The program locates the matching customer record in

QuickBooks, and writes the Bill To address from this record
to the Bill To field on the Invoice.
Date
Date
Terms
Terms
Ship Date
Date
POS [Tax Code

Name] Sales
N/A

POS [Tax Code

Name] Discount
N/A

POS Subtotal
N/A

Sales Tax Fields
N/A

Total
N/A

Memo
N/A

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.
291
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. 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. Individual
credit memos are always created for return receipts paid by check, gift certificate, or charge to
account.
QuickBooks
Field/Value
QuickBooks POS
Field/Value
Notes
Customer: Job
N/A
Date
Date
POS [Tax Code

Name] Sales
N/A

POS [Tax Code

Name] Discount
N/A

POS Subtotal
N/A

Sales Tax Fields
N/A
Sales tax collected for the receipt(s). If the retailer is using a

Total
N/A

Memo
N/A
Always follows the format: POS Return mm/dd/yyyy, where

the date is the date on which the Credit Memo is created in
QuickBooks. For example, POS Return 12/18/2001.
292
Always Counter Sales, the dummy customer for credit

memos.
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. If necessary, QuickBooks POS will create these
accounts in QuickBooks. If you do not wish to use these default accounts, go to COMPANY D
COMPANY PREFS D ACCOUNTING D ADVANCED and specify different accounts and/or payment types.
Default Account Mappings

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 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
294
Glossary of Terms
A
C
MEMO:
A transactional
document that provides a permanent record
of changes to an items quantity or cost that
was not recorded on another type of
transactional document.
ADJUSTMENT
ALPHANUMERIC:
Containing both letters and
numbers.
(ALU): A descriptive
inventory field optionally used as an
additional item lookup field.
ALTERNATE LOOKUP
ARCHIVE:
To temporarily store a copy of

purchase orders in the archive file.
ARCHIVE FILE:
A file that stores non-active

POs. This file enables the user to print,
copy, or restore non-active POs.
AREA:
A group of related modules. Each

QuickBooks POS area can be accessed from
the main toolbar on the main QuickBooks
POS screen.
CERTIFICATE:
A QuickBooks term related to

integrated applications and their access to
your QuickBooks company file.
A
certificate is a digital signature including
verification of the identity of the third-party
developer.
Refer to your QuickBooks
financial software documentation for more
information.
CASE SENSITIVE:
Any process where the

program distinguishes between upper- and
lower-case letters.
CASHIER:
An associate who works at point of
sale.
CELL:
In a grid (e.g., a style grid), the point

where a column and row intersect.
Horizontal Axis
Vertical Axis
ASSOCIATE:
An employee; usually a sales

person or cashier.
ATTRIBUTE:
Typically an items color or a

second size, such as shoe width.
B
BACKUP:
A manual or automated procedure

that verifies the integrity and makes a
backup copy of QuickBooks POS data files.
See also restore.
Cells
Each cell represents a particular

combination (such as size/attribute) and
can correspond to an item in inventory.
See also grid.
CHART OF ACCOUNTS: In QuickBooks, a
feature listing all accounts and their
balances. Some accounts are predefined by
QuickBooks when a company is set up;
others can be added by users as needed.
Refer to your QuickBooks financial
software
documentation
for
more
information.
295

PREFERENCES:
Company
preferences define settings and options that
are shared by all workstations on a network
and that configure all QuickBooks POS
modules.
COMPANY
CONFLICTING ITEMS:
Two or more inventory

rows in the same style with the same size
and attribute.
FILL STATUS:
A summary of the quantity still

due on a purchase order.
% UNFILLED =
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.
COST:
The amount paid by the retailer when

purchasing merchandise for resale.
QTY DUE
FILTER ELEMENT:
A component of a filter
screen. Element names identify the criteria
to be entered in each field.
FOB:
Free (freight) on board. Identifies the

point from which a store must pay
transportation
costs
on
incoming
shipments.
Typically, 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. See also field.
(DEPARTMENT):
The
user-assigned department code, made up of
one to three alphanumeric characters.
DEPARTMENT CODE
DESCRIPTIVE FIELD:
A field that describes the

item, typically Dept Name, Vendor Code,
Description 1, Description 2, Attribute, or
Size.
FOREIGN CURRENCY:
A non-local currency
accepted by a store.
FORM VIEW:
A detailed view that displays all

fields of data contained in a single record.
DOCUMENT:
An updated
transactional document (memo, receipt,
voucher) permanently stored in the current
months history file.
FORMER
DOCUMENT ITEM LIST:
The data entry field of

a document where the items being processed
are listed.
DOCUMENTS:
Order documents and

transactional documents, such as receipts,
purchase orders, and memos.
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,
shipping, and tax, such as a small-order fee.
FIELD:
A component of a page design where

data can be entered or viewed. In List View,
a field is the cell where a column and row
meet. Field names are included at the top of
each column. In Form View, fields can be
individual components or can be grouped
together.
296
A general merchandise item

in inventory used to record the sale of items
or fees that are not individually defined in
inventory. The description, price, and tax
code is edited as needed on receipts.
GLOBAL DISCOUNT:
A discount applied to
the subtotal on a document. See also item
discount.
GRID:
A concise format used to display styles

in Style View of inventory. Includes both a
horizontal and vertical axis, with different
descriptive fields located on each. See cell.
GRID SCALE:
GROUP:
See scale.
(In Security Administrator) A set of

users that are granted specific security
rights and access to program functions.
Appendix D. Glossary of Terms
HEADER FIELDS:
MAIN TOOLBAR:
HISTORY DOCUMENTS:
MARGIN
Data fields that contain

general document information (as opposed
to item fields).
Former transactional
documents: receipts, vouchers, and memos.
The horizontal toolbar

located across the top of all QuickBooks
POS screens.
%: Gross margin or profit margin
percentage.
One way to express the
relationship between item cost and price.
MARGIN%
I
INTEGRATED APPLICATIONS:
A QuickBooks
feature that allows external applications, like
QuickBooks POS, to access the company
file and exchange data. Refer to your
QuickBooks
financial
software
documentation for more information.
INTOLERANT ACTIVITY:
An activity that
requires all other users to be out of the
program before it can be performed.
Changing preference settings and Backup
are two examples.
MEMO:
#: The number assigned by QuickBooks

POS to each item defined in inventory. The
items row number in the inventory file is
used as its Item #.
A discount applied to an
individual item price on a receipt.
PRICE
X 100
See adjustment memo.
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.
MERCHANT NUMBER:
For retailers who use

QuickBooks POS Merchant Account
Service to perform credit card transactions,
the Merchant Number is assigned to the
retailer and used to identify the retailer
when performing voice authorizations.
MODULE:
Individual program sections

contained within an area. For example, the
Items area contains inventory, department,
and vendor modules.
ITEM
ITEM DISCOUNT:
PRICE - COST
MERCHANT ID (MID):
INVENTORY:
A stores set of merchandise,

quantities, and other related information.
Also, the module for tracking that
merchandise.
N
NETWORK:
Two or more computers linked

together and sharing both program and data
files.
Information recorded by any
computer on the network is instantly
available to all users on the network.
ITEM LOOKUP:
A method that is used to locate

an item in inventory and write it on a
document. Item lookups search the Item #,
UPC #, and ALU fields to find a match.
L
LIST VIEW:
LOOKUP:
A list of records contained in a file.
Ability to quickly locate data from

another module and enter that information in
your current module. See also Item Lookup.
TYPES:
(Receipt) How the
customer pays for merchandise or the store
pays out a customers refund or change.
Examples: cash, check, credit card.
PAYMENT
PHYSICAL INVENTORY (PI):
The process of
counting the actual merchandise on hand
and then correcting the quantities recorded
in inventory as needed.
297

PO:
data files. A record could be either

document or non-document data.
See purchase order.
POINT OF SALE (POS):
The location(s) in your

store where sales are rung up. On menus in
QuickBooks POS, this term refers to the
area containing the receipt and customer
modules.
POS:
RECORD:
(verb) To enter data in a field,

either manually or automatically by the
program.
RESTORE:
(relating to archived files) To

move an archived PO from the archive file
to the active file, and make the document
active.
See point of sale.
PREFERENCES:
Preferences enable you to

configure your QuickBooks POS program to
work with your hardware and accessories,
establish feature options, and customize
many of the QuickBooks POS features.
There are two types of preferences in
QuickBooks POS: company preferences
and workstation preferences.
RESTORE:
(relating to the Restore feature)

Using backup data to replace damaged data
files.
RETURN RECEIPT:
A transactional document
that provides a permanent record of a
merchandise return at point of sale.
Printed, it serves as the customers receipt.
PRICE:
The amount charged to the customer

for the purchase of an item.
VOUCHER:
A transactional
of merchandise returned to a vendor.
RETURN
PRICE LEVELS:
Up to 4 complete sets of prices

for all items in inventory. Different price
levels can be used to record employee
prices, wholesale prices, etc.
REVERSE:
To create a new document that

cancels out the effects of a former
document. Receipts, vouchers, and memos
can be reversed.
PURCHASE ORDER (PO):
A temporary order
document recording merchandise ordered
from a vendor.
RIGHTS:
See security rights.
PURGE:
To permanently remove an archived

PO from the program.
S
SALES RECEIPT:
Q
QB POS:
Abbreviation for QuickBooks Point

of Sale software.
A transactional document
that provides a permanent record of a
merchandise sale. The printed receipt
serves as the customers receipt.
SALES TAX CODE:
R
RECEIPT:
A transactional document that

records a sale or return of merchandise at
point of sale. Also, the printed record of the
transaction, typically given to the customer.
See also sales receipt and return receipt.
VOUCHER:
A transactional
of merchandise received from a vendor.
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 codes in QuickBooks can be assigned to
corresponding sales tax codes in
QuickBooks POS in company preferences.
SALES TAX ITEM:
In QuickBooks, a sales tax

item is used to calculate a single sales tax
applied to a sale. 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. Refer to your QuickBooks
information.
Appendix D. Glossary of Terms

SALES TAX GROUP:
In QuickBooks, a sales
tax group is used to calculate two or more
sales tax items grouped together and applied
to the same sale.
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. Refer to your QuickBooks
information.
SCALE:
Also called grid scale. Predefined

array of sizes and attributes that can be used
when creating or modifying a style grid.
SEARCH:
An option that finds the closest data

match when a user enters information in the
Search field of List View. Available in most
modules.
SECURITY ADMINISTRATOR:
The Security
Administrator Tool contains settings that
limit which features and areas can be
accessed by users or groups.
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. For
example, typing <Alt + the underlined letter>
instantly selects the corresponding option on
the main toolbar or in various dialogs.
SIDE TOOLBAR:
The vertical toolbar located

throughout QuickBooks POS, containing
buttons for program features.
SORT INDEX FIELD:
A field in a data record

used to index and sort the records in that
data file.
SPLIT-PAYMENT SALE:
A sale paid for using

two or more payment types.
STATUS BAR:
An information line located on

the bottom of most QuickBooks POS
screens, displaying data such as the active
price level, the currently logged in
employee, record status, etc.
STORE:
The physical location from which you

sell merchandise. In QuickBooks POS, a
store also refers to a merchandise inventory.
STYLE:
A group of inventory items with the

same Department, Vendor Code, and
Description 1 that are linked so they can
be viewed together as a grid or in lineal
display.
STYLE GRID:
See grid.
STYLE DESCRIPTION:
The description field(s)

used along with Department and Vendor
Code to define a style.
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.
(TID): For retailers who use

QuickBooks Merchant Account Service to
perform credit card transactions, 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.
TERMINAL ID
TERMS:
(PO/Voucher) How and when the

retailer plans to pay the vendor for
merchandise ordered. Examples: COD
and 2% 10, Net 30.
TOGGLE:
To switch between two options.
TOLERANT ACTIVITY:
A QuickBooks POS
activity that can be performed while other
workstations are engaged in any
QuickBooks POS activity, including the
same activity.
TOOLBAR:
A bar located vertically or

horizontally in an application window. It
contains buttons that represent commands
to access program areas, modules, or
functions.
TOOLS:
Separate program files that provide

ancillary or support capabilities, such as
Backup and Restore.
TRANSACTIONAL DOCUMENTS:
Receipts,
vouchers, and memos. When updated,
transactional documents record changes in
inventory quantities, costs, or prices.
299

to five) are sequentially numbered
Workstation 01, Workstation 02, etc.
U
UPC:
Universal product code: A family of

widely-used barcode symbologies that
encode both manufacturer and product
identification, found on grocery items and
many other products in the U.S. UPC-A, the
most widely used version, is a 12-digit
number encoding both manufacturer and
product information. The shorter UPC-E
codes contain only six digits.
In
QuickBooks POS, UPC numbers can be
used to look up or scan items when listing
them on documents.
UPDATE:
In QuickBooks POS, update has

three possible meanings: 1) The process
that permanently records a transaction and
makes adjustments to inventory and related
documents, e.g. a voucher updates inventory
quantities and optionally prices, and also
updates a referenced PO's fill status. 2)
When using QuickBooks, update refers to
the end-of-day exchange of data between
QuickBooks POS and QuickBooks. 3) The
process of obtaining and installing new
program files.
V
VALUES:
Numerical data; such as a field entry

or calculation of quantities, costs, or prices.
CODE:
The user-defined code
assigned to each vendor and used to track
that vendors merchandise as it is received
and sold.
VENDOR
VOUCHER:
A transactional document that

records merchandise received from or
returned to a vendor. See also receiving
voucher and return voucher.
W
W/S:
Abbreviation for workstation. See also

workstation.
WORKSTATION (W/S):
An individual PC. In
QuickBooks POS, installed workstations (up
300
WORKSTATION PREFERENCES:
Workstation
preferences define workstation-specific
settings and options, including hardware
setup and printing preferences.
X
X/Z-OUT REPORT:
Reports of POS activities.

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. The Z-Out Store Close report
is run at the end of the day to summarize
the days sales activities and cash flow, as
well as report any amounts over or short.
Index
Index
You can also search the QuickBooks POS Help index for specific program information.
A
access levels, 213
Accept Checks? setting, 161
accessing
customer records, 160
department records, 76
inventory, 92
modules, 37
monthly history files, 67
purchase orders, 134
QuickBooks from QuickBooks POS, 251
vendor records, 82
vouchers, 146
accounts receivable, 161
account mapping, 271
account
merchant service account, 22
payments on account, 192-193
active price level
changing on a receipt, 174
setting default price level, 174
Add Counts window, 122-123
adding
customers, 162
departments, 78
grid scales, 106-107
inventory
items, 101
styles, 107
new user, 239-240
QuickBooks employees, 237, 257
records, 44
vendors, 83
Address Verification System, 191
adjusting prices, 110-111, 154
adjustment memos
actions that generate memos, 128
canceling, 129
copying, 129
cost memos, 125
creating memos
automatically, 128
manually, 128
fields, 126-127
finding, 130-131
holding/unholding, 130
memo types, 125
printing, 132
quantity memos, 125

reason, 127
reversing, 131
Alternate Lookups (ALU)
item lookup by, 51
and/or statements, 215-216
archived POs
editing, 143
purging, 142
restoring, 142
associate, 177 (see also user)
attribute, 95
Avery Labels
tags, 71
customer labels, 168
B
backing up data
automatic backups, 207-208
manual backups, 208
rotating backups, 209
using floppy disks, 208
barcodes, 61
breakouts, 222
C
calculating
cost, 110, 154
markdowns, 118-119
price, 108, 154
canceling
adjustment memos, 128
markdowns, 118
receipts, 172
vouchers, 149
card services
AVS response, 191, 272
Merchant ID (MID), 272
merchant number, 272
Terminal ID (TID), 272
cash drawers
reconciliation, 206, 227-229
cashier. See associate.
cells, 103
changing
associate on a receipt, 177
price levels, 174
report options, 214
301

X/Z-Out report options, 223
charge accounts
account balance, 165
account limit, 165
charge balance, 165
exchanging with QuickBooks, 165, 263
payments by charge, 192
checks
Accept Checks? setting, 161
exchanging with QuickBooks, 261
payment by check, 192
clearing
filter criteria, 63
markdowns, 119
Company Preferences
accounting 271
general, 272
merchant service, 272
price levels, 273
purchasing & receiving, 273
sales, 274
sales tax, 275
scales, 275
consolidating items, 183
copying
customer information, 162
departments, 78
inventory
items, 102
grid scales, 107
security user information, 240
vendor information, 83
vouchers, 149
correcting
memos, 131
receipts, 196
vouchers, 156
cost
changing with adjustment memo, 128
code, 114
inventory cost, 112
printing on price tags, 113
updating when receiving, 154
creating
departments, 78
inventory
items, 101
styles, 107
new user, 239-240
receipts, 171
sales charts, 232
vouchers, 148
302
credit cards
accepted card types, 191
canceling payments, 191
configuring your system, 272
reversing and voiding payments, 191
setting up a merchant account, 22
Customer Lookup, 176
Customers
adding, 162
charge accounts, 164, 263
copying a customer record, 162
Customer Lookup field, 176
deleting, 164
discounts, 56, 163
editing, 164
fields, 161-162
filtering, 163
finding, 163
history, 165
importing from QuickBooks, 160
listing on receipts, 176
mailing labels, 167
notes, 161
printing
customer labels, 168
customer lists, 167
purchasing history, 165
D
data backup/restore, 207-209
data entry
blank fields, 45
check box fields, 46
currency fields, 46
date fields, 47-49
drop-down list fields, 47
fields with suggested entries, 46
lookup fields, 49
quantity fields, 47
read-only fields, 46
data import/exchange
data recovery, 209
preparing for import/exchange, 248-251
sales data, 261-264
with QuickBooks (overview), 246
data records
adding, 44
editing, 45
finding, 63
dates
dynamic dates, 220
entering, 218-219
fixed dates, 219
format, 219
ranges, 218
Index
decimal quantities, 81
defining
costs of existing items, 16, 112, 128
customers, 162
department codes, 76-77
filter criteria for reports, 63-64
items, 101
margins, 80
pricing formula, 80
quantities of existing items, 16, 101, 128
report options, 214
styles, 107
delete confirmation, 273
deleting
customers, 164
departments, 80
inventory
items, 102
styles, 109-110
items listed on receipts, 185
security users, 241
style items, 109
styles, 110
vendors, 85
Department field, 77
department codes
changing, 79
defining, 76-77
planning, 76
department names, 77
departments
adding, 78
codes, 76-77
copying, 78
deleting, 80
editing, 79
fields, 77
filtering, 78
finding, 79
planning, 76
pricing formula, 80
review after import, 255
quantity decimals, 81
discarding
memos, 129
receipts, 172
vouchers, 149
discounts
customer, 56, 163
global, 56, 153
item discounts, 59, 184-185
manual, 59
Price Manager, 116-120
purchase order, 137
voucher, 153
displaying
customer purchasing history, 165
item information, 184
vendor history, 86-87
saved reports, 74
document item list, 50
documents
history, 2, 67-68
order, 2, 134
transactional, 2, 170
dynamic dates, 220
E
edit confirmation, 273
editing
customers, 164
departments, 79
imported data, 254-257
inventory
items, 101
styles, 108-109
listed items on documents, 53
physical inventory counts, 122
records, 45
security user properties, 241
vouchers, 152, 156
employees
adding, 239
login names, 239
nicknames, 239
passwords, 240
End of Day
backing up data files, 207-209
processing credit card transactions, 202
QuickBooks data exchange, 203-204,
258-260
running Z-Out report, 206
entering
data, 45-46
dates, 47-49, 220
dynamic dates, 220
fixed dates, 48, 219
modules, 37
physical inventory counts, 122-123
exiting
modules, 29
QuickBooks POS, 29
error messages during End of Day, 204
exporting to QuickBooks
customers, 160
inventory adjustments, 262
receiving information, 261-262
sales data, 260
vendors, 263
303
F
F5 Item Information window, 53
fees
on POs, 136
on receipts, 183
on vouchers, 153
fill status, 141
Filtered View
canceling, 64
clearing criteria, 63
entering criteria, 63-64
filtering
by postal/Zip Code, 66
defining criteria 63-64, 215
records, 63-66
reports by
and/or statements, 216-217
blank fields, 215
exact matches, 65, 215
include/exclude, 218
range criteria, 65, 218
finding
customers, 163
data records, 63-64
departments, 79
history documents, 67
memos, 130-131
receipts, 195
vendors, 84
vouchers, 155
fixed dates, 47-48, 218-219
Form View, 40
former memos
correcting, 131
finding, 130-131
reversing, 131
former receipts
correcting, 196
finding, 195
reversing, 195-196
former vouchers
correcting, 157
editing, 156
finding, 155
reversing, 156-157
freight charges, 153
full name, 161
G
generic items
defining, 96
listing on receipts, 182
non-inventory field, 96, 99
304
gift certificates
on X/Z-Out reports, 224
redeeming, 194
selling, 193
global discounts, 56, 153, 178
glossary, 295-300
grid. See style grid
grid scales. See scales
H
help and support
online help, 29
program help 29-30
program updates, 30
technical support, 30
upgrading to Retail Pro, 31
history documents
copying, 68
correcting, 68
editing
memos, 130
receipts, 195
vouchers, 156
finding, 67
reversing, 67-68
updating 150, 189
history files, 67
holding
memos, 130
receipts, 172
vouchers, 149
I
importing from Quickbooks
accounts and payment types, 254
customers, 257
data during Setup Interview, 252
department codes, 255
employees, 257
inventory items, 256
vendors, 255
installation and configuration
installing QuickBooks POS on a separate
computer from QuickBooks, 248
normal, 5-6
Interview, Setup, 10
inventory
adding
items, 101
styles, 107-108
attributes, 95, 98
copying items, 102
cost, 112
Index
cost code, 114, 273
editing
grid scales, 107
items, 101
styles, 108-109
fields, 98-100
finding items, 100
Form View, 93
generic items, 96
grids, 103-105
grid scales
adding, 106-107
copying, 107
deleting, 107
editing, 107
importing from QuickBooks, 252-253
initial quantities, 17, 101
item definitions, 95
Item View, 92-93
items
adding to inventory, 101
copying in inventory, 102
defining, 95
deleting from inventory, 102
discounts, 184-185
editing, 101
finding, 100
List View, 92-93
non-inventory field, 96
price, 56, 110-111
price/cost relationship, 56, 110
price levels, 56, 110-111
Price Manager, 112, 116-121
price tags, 70, 113
printing, 113
printing tags, 70, 113
Style View, 92, 94
styles
adding, 107-108
description, 97, 103
defining, 94, 101, 105
editing, 106
finding, 92
updating definitions, 108-109
updating
inventory cost, 154
style definitions, 108-109
item lookup by
Alternate Lookup, 51
choosing from inventory, 52-53
Item #, 51
UPC, 51
Item View, 91
Items
adding to inventory, 101
consolidating, 183
copying in inventory, 102

definition, 95
discounts, 56, 184-185
editing on documents, 53
inventory lookup
by Filtered View, 52
by item, 50
by searching, 52
listing by
Alternate Lookup, 51
Item #, 51
UPC, 51
using Item Lookup/Edit, 52
K
keyboard shortcuts, 42, 277-278
L
labels, 71, 168
launching
End of Day, 201
Previewer, 71
QuickBooks POS, 8
Security Administrator, 238
List View, 38-39
listing
customers on receipts, 176-177
items on documents, 50-53
by Item#, UPC, Alternate Lookup, 51
by going to inventory, 52-53
locking style grids, 105
logging in/out, 36
automatic logout, 37, 272
log in a second user, 37
requiring user login, 272
login names, 239
M
main toolbar, 26, 41
mapping
fields 271, 279-293
QuickBooks account types 254, 271, 294
QuickBooks payment types 254, 271
margin
default department margin, 80
set margin percentage for inventory, 110
markdowns
active price, 117
calculating, 118-119
clearing, 119
copying price levels, 120
creating, 118-120
305

entering manually, 120
fields, 117
new price, 117
printing markdown tags, 121
updating inventory prices, 118-119
Media Count window, 228-229
Media Totals window, 227-228
memos. See adjustment memos
merchandise returns, 194
Merchant Service
accepting credit card payments, 190
Merchant ID (MID), 272
Merchant Number, 272
modem setup, 190
send credit card batch, 200
setting up Merchant Service account, 22
Terminal ID (TID), 272
modifying
department codes, 79
vendor codes, 82, 83
multi-user configuration, 7-8
N
navigation
keyboard, 42
style grid, 103-105
toolbar, 41, 43
touchscreen, 42, 43
net sales, 222, 225
network and multi-user configuration, 7-8
nicknames, 239
non-currency media, 222, 224
O
opening
cash drawer, 189
merchant service account 22
order documents, 2
ordering merchandise, 134-143
P
passwords
defining, 240
entering, 240
pasting records, 41
Payment on Account, 179, 192-193
payments
by account/charge, 192-193
by check, 192
by credit card, 190-191
by gift certificate, 193-194
306
payment type mapping, 271, 283

physical inventory
editing counts, 122-123
entering counts, 121-122
updating inventory quantities, 124
PO instructions, 136
POs. See purchase orders
POS
discount types, 184-185
equipment, 269
module, 2
receipts, 169-198
practice QuickBooks POS, 27
preferences. See Company Preferences,
Previewer, 71-74
price levels
default, 273
defining, 57, 110-111
editing prices, 111
markdown percentages, 56-58
names, 273
overview, 56
setting default active price level, 273
updating, 154
using, 57-58
price markdowns, 116
Price Manager, 116-121
calculating markdowns, 118-119
copying prices to another price level, 120
entering manually, 120
filtering inventory, 118
markdown fields, 117
options, 119
price levels, 118
printing markdown tags, 121
price tags, 70, 113, 121, 143, 158
prices
adjusting prices, 116-120
copying between price levels, 120
defining default price levels, 57
defining prices for new items, 110, 154
editing on a receipt, 173-174
prices and discounts, 56
QuickBooks adjustment (see adjustment
memos)
updating when receiving items, 154
pricing formulas, 80
printers, 5, 269
printing
cost code, 70, 114
design files, 69
documents, 69
inventory, 113
markdown tags, 121
records, 69
Index
tags, 70, 113, 121, 143, 158
processing
credit card transactions, 202
program updates, 30
Promo Code field, 178
protecting data, 207-209
purchase orders
archived POs, 142-143
copying, 135
creating, 135
deleting, 142
deleting listed items, 140
discounts, 137
editing, 141
editing listed items, 138
fees, 136
fields, 136-137
fill status, 141
finding, 141
item costs, 137
listing items
adding new items while, 139
by choosing from inventory, 138
by Item Lookup #, 138
PO instructions, 136
printing, 143
printing tags, 143
referencing on a voucher, 150
purchasing
module, 2
purging
archived POs, 142
Q
quantities
entering initial, 16
on-hand, 99, 122-123
physical, 122-123
quantities on order, 141
quantities received, 141
QuickBooks
exchanging data, 203-204, 248-249
installing QuickBooks/QuickBooks POS
on same computer, 5-6
updating, 203, 246-264
QuickBooks POS Merchant Service, 202, 272
R
receiving vouchers. See vouchers
reconciliation of cash drawer, 227-229
receipts
canceling, 172
changing
associate, 177
price levels, 174

tax code, 178, 184
comments, 179
copying, 196
correcting, 196
customer lookup, 176-177
date, 196
default price levels, 173, 273
deleting items, 185
discounts
generic items, 96, 182-183
global, 175
item, 184-185
priority, 175
types, 173
fields, 176-180
finding former receipts, 195
giving change, 188-189
item information, 182
listing customers, 176-177
listing items
by item identifier, 181-182
by selecting from inventory, 181-182
generic items, 183
payment amounts, 186-188
payment types, 187, 191-194
price, 173-175
price levels, 173-174
prices
priority, 175
printing, 198
Promo Code, 177
return receipts, 195
reversing, 195-197
sales receipts, 176
selecting
customer, 176-177
payment type, 187-188
split payments, 187
taking payment, 187-188
totals, 186-189
updating, 190
recording
fees and charges on receipts, 183
notes on receipts, 178
payments on account, 192-193
records
adding, 44-45
deleting listed items, 54
editing, 45
entering data, 45-49
registering QuickBooks POS, 8
reports
access levels, 213
categories, 213
307

filter criteria, 215-221
options, 214
reviewing, 74
running, 214
resetting
report options, 214
restoring data, 209
return receipts, 176
return vouchers, 146
reversing
memos, 131
receipts, 195-196
vouchers, 156
reviewing
reports, 74
running
End of Day, 201
reports, 213
X/Z-Out reports, 223
S
sales charts
area graphs, 231
bar graphs, 230
creating, 232-233
effects, 233
line graphs, 231
pie charts, 230
printing, 234
saving, 234
sales receipts, 176 (see also receipts).
sales tax
tax codes
defining, 59-60, 275
editing, 61, 275
tax rate, 59
saving records, 44
scales
adding, 106
attaching to a style, 107
copying, 107
editing, 107
scanning merchandise, 61
Search field, 39, 181
searching, 39, 52, 181
second user
logging in, 37
Security Administrator, 34-35, 236-244
adding new users, 239-240
automatic logout, 236
copying a user profile, 240
deleting a user, 241
editing user properties, 241
importing employees, 237
launching, 238
308
requiring users to log in, 236

security rights by group, 242-244
viewing user properties, 241
security groups, 237
security rights by group, 242-244
security system administrator, 238
selecting
End of Day options, 201
items from inventory, 52-53
selection criteria for Filtered View, 63-64
selling
gift certificates, 193
Setup Interview
business type, 11
company information, 11
equipment options, 12
Merchant Service, 12
printing options, 12
QuickBooks data exchange, 11
security options, 12
shipping charges, 153
shortcuts, 42, 277
sorting
changing sort order, 38
sortable fields, 38
startup. See system startup
status bar, 92
store headings, 272
style grids
adding new items, 101
adding new styles, 107-108
arranging, 104-105
cells, 103
displaying, 103
editing, 107
navigating, 104
showing totals, 104
size/attributes, 103
styles
creating, 107-108
definitions, 103
descriptions, 193
support. See technical support
system administrator. See security system
administrator
system requirements, 5
system startup, 9-10
T
tags
markdown tags, 121
price tags, 70, 113
printing cost/last received date, 114
Index
tax
code, 59-60
defining tax codes, 275
exempt sales, 59, 178
rate, 11, 59
tax codes
assigning in inventory, 60, 100
changing at point of sale, 61
defining, 60, 275
technical support, 30
terms
vendor terms, 85
toggling
and/or options, 216-217
include/exclude options, 218
tolerance
Company Preferences, 271
End of Day process, 200
Interview, 11
Price Manager, 116
toolbar buttons, 41
tools See backup and restore.
tracking
customers, 160
transactional documents, 2
U
unholding
documents, 55
memos, 130
receipts, 172
vouchers, 149
UPC
assigning, 62
item lookup by, 181
recording in inventory, 62
updates, 30
updating
inventory prices, 154
markdowns, 118-119
physical inventory, 124
QuickBooks 203-205, 258-264
receipts, 189
vouchers, 150
user
class, 240
information, 28
name, 239
password, 240
security groups, 236
V
vendor codes, 82
vendors
account number, 82
adding, 83
copying, 83
deleting, 85
editing, 84
fields, 82-83
filtering, 84
finding, 84
history, 86-87
importing from QuickBooks, 82
payment terms, 85
printing, 89
terms, 85
vendor code, 82, 83
viewing
customers, 160
departments, 74
inventory, 92-94
reports 74, 213
security user properties, 241
vendors, 82
vouchers, 146
views
List View, 38-39
Form View, 40
vouchers
adding, 148
canceling, 149
changing cost, 154
comments, 147
copying, 149
copying and correcting, 157
costs and prices, 154
creating, 148
deleting items, 153
discounts, 153
editing
former vouchers, 156
listed items, 152
fee amounts, 153
finding, 155
former vouchers
correcting, 157
editing, 156
finding, 155
reversing, 156
freight charges, 153
item costs, 154
item prices, 154
listing items
choosing from inventory, 151
from a PO, 150
scanning, 151
309

using Item Lookup/Edit, 151
new items, 152
printing, 158
receiving against a PO, 150
receiving vouchers, 148
return vouchers, 148
substitutions, 151
updating
cost and price, 154
vouchers, 148
W
workstation, 7-8
configuring, 269
enable touchscreen features, 269
equipment preferences, 269
general preferences, 270
printing preferences, 270
security logout, 270
X
X-Out shift reports
running, 223
310
shift report, 225

X/Z-Out reports
displaying
discount data, 224
gift certificate data, 224
sales/returns, 224
filter criteria, 223
running, 223
Z
Z-Out reports
currency counts, 227-228
drawer counts, 227
filter criteria, 223
media counts, 227
non-currency media counts, 224
POS actions on, 224
reconciliation, 227
running, 223
store close report, 227
Zip Codes
verifying addresses by, 191

QuickBooks User Guide - Point of Sale

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QuickBooks

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

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

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

Chapter 10 End of Day Procedures ................................199

Welcome to QuickBooks Point of Sale! .................................................................................................2

QuickBooks POS Users Guide

Welcome to QuickBooks Point of Sale!

For recording sales and returns, and tracking customer purchases.

Transactional documents record actual changes in inventory and provide a permanent

The transactional documents used in QuickBooks POS include:

QuickBooks POS Users Guide

Purpose of This Guide

User's Guide Conventions:

<Enter>, <Alt>, <F2>, <L

Toolbar or dialog selections

INVENTORY, SAVE, NEW

Vendor Code, Markdown %, Price

(Refer to Chapter 4. Inventory.)

COMPANY D COMPANY PREFS D SALES

Data to be entered in a field

Select a check box option

Important procedural information, alternative methods

Program tips (shortcuts, etc.) for advanced users

Possible adverse effects of performing an action

Preference settings that affect the current activity

Install & Configure QuickBooks POS

IBM Compatible 266 MHz Pentium II, Pentium III recommended

64 MB RAM minimum, 128 MB RAM recommended

Microsoft Windows 98/NT 4.0 (Service Pack 6 or higher)/2000/XP

256-color monitor, 800 x 600 resolution, 1024 x 768 recommended

Internet access for certain features

Windows or OPOS supported printer and POS equipment

Note: Install QuickBooks POS First, Then Attach POS Printers

QuickBooks POS Users Guide

To install the program:

If the Install Wizard does not start automatically:

Network and Multi-User Configurations

Either a peer-to-peer or client-server configuration can be used in the network.

To set-up a multi-user installation:

QuickBooks POS Users Guide

IMPORTANT NOTE: Install on Only One Workstation at a Time!

Note: Actions Limited to Workstation 01

(QuickBooks users) The Recover feature

Automatic backup of data files upon exiting the program

Launch QuickBooks POS

Registering Your Software

QuickBooks POS Users Guide

What is my priority on startup?

Configure System First

Begin Recording Sales

Define Departments and Vendors

Define Departments and Vendors

Take a Physical Inventory (optional)

The Setup Interview

Warning: The Setup Interview is an Intolerant Activity

To access the interview at a later time:

Enter your company name and address information. This information

QuickBooks POS Users Guide

Enable the use of a touchscreen, receipt printer, and cash drawer, if

Getting Started Topics

To access the departments module:

To add a new department: