QuickBooks POS Setup Type 2 – Items sold using a different UOM as 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.
- In the New Item window, 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 Snickers Candy Bar as a Subitem of Snacks.
NOTE: if you are using QuickBooks 2015 Enterprise Edition with Advanced Inventory, you can also input the barcode, if needed.
- Under Unit of Measure, click the pull-down and select < Add New >.
- Select Other, then click Next..
- Type Case of 24 in the ‘Name’ field, and 24-Pack for and ‘Abbreviation’. Please note that this unit of measure can be used not only for candy bars, but for any group of items that gets shipped in 24-packs. Click Next.
- Add the Related Units:
• ‘Name’: Case of 24, ‘Abbreviation’: 24-Pack and ‘# of Case’: 1, (as there is 1 case in a case) and
• ‘Name’: Single Bar, ‘Abbreviation’: 1 Bar and ‘# of Case’: 24 (as there are 24 bars in a case)
• then click Next.
- Set the Default Units of Measure using the pull-down menus. Here we purchase a Case of 24, and sell it by the bar, using Single Bar.
- Give it a Unit of Measure Set Name, here we use Case of 24. 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. Please note that 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 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 ‘Clothing’, ‘Beverage’,’Liquor’, etc. Here we use ‘Snacks’.
- 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, Snacks would be an appropriate type, and we enter the SKU number from one of the Snickers bar’s barcodes. Click OK to complete the process.
Later, when AccuPOS is set up, it will know when one of the Snickers bars gets scanned and will input it into the customer’s purchase.