QuickBooks POS Setup Type 1 – Non-Inventory Items
- A non-inventory item could be a service such as gift wrapping, massage or repairing a watch, and may also be items that are too small/numerous to make inventory tracking worthwhile, such as pencils, marbles, refridgerator magnets, etc.
Essentially anything you want to track the sales of, but do not want to or cannot track the quantities on hand.
Go to Lists Item List. The Item List window appears.
- Click on Item New. The New Item window appears.
- Select Non-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 Giftwrapping as a Subitem of Services.
- Fill in the Description.
This will be printed on the customer’s receipt. 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. Please note that AccuPOS does not utilize QuickBooks alternate tax rates.
The Account is also important, as it will enable you to get a breakdown of income when running profit and loss reports. An example of an Account would be ‘Food’, ‘Clothing’, ‘Snacks’, ‘Jewelry’, etc. Here we’ll use ‘Services’.
- 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. We recommend you write down your list of general item TYPEs, i.e. “FOOD”, “GENERAL”, “CLOTHING”, “DRINKS”, etc. before you begin putting in individual items. You may create as many or as few item TYPEs as your retail store 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.
SKU: this is the barcode number that the scanner uses to link up the item for sale and the POS station.
- If you are setting up QuickBooks for the first time, click Custom Fields. A blank menu should appear. Click “Define Fields“.
- Enter TYPE and SKU in the field labels. Make sure the boxes next to them are checked to enable the fields, then click OK.
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, Services would be an appropriate type. We do not need to fill in the SKU, as services are not sold using a barcode. When processing them at the Point of Sale, we will simply use a button to signify the purchase of the service.
Click OK to complete the process.