Items that are sold using a different Unit of Measure (UOM) as you purchased
- First, you need to set you QuickBooks preferences to handle multiple Units of Measure. Go to Edit Preferences
- Set the Unit of Measure pulldown menu to Multiple U/M Per Item and click OK on the top right.
- Then go to Lists Item List. The Item List window appears.
- Click on Item New. The New Item window appears.
- Select Inventory Part from the type pull-down.
- Generally, the Item Name/Number will be the identifying code; enter a name that will also make it easy on you to find the item in your list. Check Subitem of, as this field is used to help organize your list and also summarizes by master when running your items sold report. In this example, we will use the Item Name/Number Trinity Oaks Merlot as a Subitem of Wine by the Bottle.
- Under Unit of Measure, click the pulldown and select < Add New >.
- Select Other, then click Next..
- Type Bottle in the ‘Name’ field, and Btl for and ‘Abbreviation’, then click Next.
- Add the Related Units:
• ‘Name’: Case, ‘Abbreviation’: Cs and ‘# of Case’: 12, and
• then click Next.
- Set the Default Units of Measure using the pulldown menus. Here we purchase a Case of a particular type of wine, and sell it by the bottle, using Bottle. Click Next.
- Give it a Unit of Measure Set Name, here we use Bottle. Click Finish.
- Purchase Information: Fill in the Description on Purchase Transactions and Cost as needed.
Sales Information: The Description on Sales Transactions is will be printed on the customer’s receipt. Also, if you choose to route this item to a remote printer (salad station printer, bar, grille, etc), this is the description that will be used to identify the item. Note: only the first 25 characters will be printed.
The Sales Price will determine the default sales price when the item is sold though the POS..
The Tax Code will determine if the item is to be taxed at the Point of Sale. If a nontaxable customer (such as carry-out) is set at the Point of Sale, the item will not be taxed despite being set as taxable. If the item tax rate is greater or lower than the normal tax rate, set the item as taxable. Later, using AccuPOS Alternate Tax Rates, the correct tax rate can be applied to the item. AccuPOS does not utilize QuickBooks alternate tax rates.
The Income Account is also important it will enable you to get a breakdown of income when running profit and loss reports. An example of an Income Account would be ‘Food’, ‘Beverage’,’Liquor’, etc. Here we use ‘Liquor’.
- There are additional fields required that are not available in the default item fields of QuickBooks. Therefore we define them as ‘Custom Fields’. Let’s go over these in more detail:
TYPE: when you set up items in QuickBooks, the custom field TYPE will be used to categorize each item into a general group. If using remote printing module, items could be routed to remote printers by TYPE. For example, items of TYPE ‘Food’ could be printed to the kitchen printer while items of TYPE ‘Bar’ print at the service bar. We recommend you write down your list of general item TYPEs, i.e. “SOUPS”, “ENTRÉES”, “DRINKS”, “DESSERTS”, etc. before you begin putting in individual items. You may create as many or as few item TYPEs as your restaurant needs. A report of “Sales by Item Type” will always be available in Management and will print on each server’s End-of-shift report.
CHOICES: the custom field CHOICES tells the system which “pop up” menu of item choices (modifiers) should appear onscreen as certain items are ordered. For example you might assign a CHOICES group called BURGERS. Every time any burger is ordered, a preset CHOICES menu for burgers will appear so the server can enter preparation instructions, such as toppings, temperature, etc. Some choices could have a monetary value (add avocado for $1, extra cheese $2, etc), and some will not (rare, medium, well-done). These CHOICE menus will be set up once and attached to all relevant items. If you have not set up your CHOICE menus yet, it can be managed later.
- If you are setting up QuickBooks for the first time, click Custom Fields. A blank menu should appear. Click “Define Fields“.
- Enter TYPE and Choices in the field labels.
Now that the custom fields have been set up with one item, they are enabled for the entire inventory list.
They can be accessed for any item by clicking on the Custom Field option while editing that particular item.
- As you have your fields defined, assign a type to the item you created.
In this example, Wine would be an appropriate type. As no preparation instructions are required for wine, leave the choices field blank.
Make sure the boxes next to them are checked to enable the fields, then click OK.
- Now that we’ve set up the bottle, let’s go over how you would set up a just a glass of wine. This process should also be applied to create a ‘split’ (half glass of wine) or a carafe (half bottle of wine).
The first step is to set up the glass of wine as a Non-inventory Part, as in the example below. In the Item Name/Number field we’ll al it Trinity Oaks Merlot, with a price of $6.50, with a Subitem of Wine by Glass and ‘4300 Bar Sale‘ as the Account.
- Then, in AccuPOS Management, Manage Items List
- Scroll down and find the item (or use the search field), then double-click the UOM field (you may have to use the bar on the bottom of the table to scroll over and find the UOM field.)
- The Units of Measure screen will appear. The top two fields, Item Code and Item Description, will already be filled in. Click the Lookup button.
- This will bring up your item list. Scroll down and select the bottle of Trinity Oaks Merlot, then click Select.
- In the Units of Measure menu, the inventory field (Acacia Pinot Noir) will now be populated. Pay special attention to the quantity field on the far right, which is always a decimal number. Some bars/restaurants pour 4 glasses of wine per bottle, while others pour 5. If you pour 4 glasses per bottle, you would enter .25 in the quantity filed. If you happen to pour 5 glasses per bottle, you would enter .20.
The general concept is that this number is a decimal representation (up to 5 decimal points) of how many parts the bottle is divided into. On a calculator you would enter 1, then divide by the number of pours. Here is a chart that you may find helpful:
Pours per Bottle Decimal 2 .5 3 .33333 4 .25 5 .2 6 .16666 7 .14285 8 .125 9 .111 10 .1 11 .0909 12 .08333 Pours per Bottle Decimal 13 .07692 14 .07142 15 .06666 16 .0625 17 .05882 18 .05555 19 .05263 20 .05 21 .04761 22 .04545 23 .04347 Pours per Bottle Decimal 24 .04166 25 .04 26 .03846 27 .03703 28 .03571 29 .03448 30 .03333 31 .03225 32 .03125 33 .0303 34 .02941 Pours per Bottle Decimal 35 .02857 36 .02777 37 .02702 38 .02631 39 .02564 40 .025 41 .02439 42 .0238 43 .02325 44 .02272 45 .02222
Let’s use another example: we have a bottle of 1500 mL Absolut vodka, and we want to divide it up by shots. Shot glasses hold 1.5 oz. of liquid, or about 45 mL. 1500 divided by 45 = 33.33, which, rounded down, equals 33 shots per bottle. 1 bottle divided by 33 equals .03, so we would put .03 in the ‘quantity of’ field.
We just happened to use Milliliters (mL) in this example, but you can use any system of measurement that suits your needs for that particular item and its divisions.