QuickBooks POS Setup Type 5 – More Than One UOM

pos-setup-type-5-more-than-one-unit

Step-by-step Instructions

Items that are sold using different units of measure as you purchased

This manual will enable you to set up items that are bought in one way and sold in several different ways. As an example, we selected a case of Coke that may also be sold as a 6-pack or a single can.

In QuickBooks the only inventory part will be the case as that is the item that we buy and track quantities on hand of. The 6-pack and the single can will be set-up as non-inventory parts and will deduct a fraction of a case very time they are sold.


  1. To set up the Case, go to Lists  Item List. The Item List window appears.

    quickbooks pos item list


  2. Click on Item  New.  The New Item window appears.

    quickbooks pos new item
  3. Select Inventory Part from the type pull-down.

    quickbooks pos inventory part
  4. Generally, the Item Name/Number will be the identifying code in the lookup list; enter a name that will also make it easy to find the item in the list.

    Checking the Subitem of can be used to help organize the list and also summarizes by master when running your items sold report.

    In this example, we will use the Item Name/Number Coke Case as a Subitem of Beverages.

    NOTE: if you are using QuickBooks 2015 Enterprise Edition with Advanced Inventory, you can also input the barcode, if needed.

    quickbooks pos coke example  item subitem
  5. Purchase Information: Fill in the Description on Purchase Transactions and Cost as needed.

    Sales Information: The first 25 characters of the Description on Sales Transactions will be printed on the customer’s receipt.

    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 or not when sold through the Point of Sale.

    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 Beverages.

    quickbooks-pos-multiple-uom-details

  6. 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 be printed on End-of-shift reports.

    SKU: this field needs to be populated with the barcode number that is printed on the product. Note that it is recommended to position your cursor in the SKU field and scan the barcode to eliminate user error and speed up the inventory setup process. Yes, you can scan directly into QuickBooks.

  7. If you are setting up QuickBooks for the first time, click Custom Fields. A blank menu should appear. Click “Define Fields“.


    quickbooks-pos-custom-fields-define
  8. Enter TYPE and SKU in the field labels.  Make sure the boxes next to them are checked to enable the fields, then click OK.

    quickbooks-pos-custom-type-sku

    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.
  9. Once your fields are defined, assign a (in this case, BEVERAGES would be appropriate).
  10. Enter the case barcode number by either typing it in, or by placing your cursor in the SKU field and scanning it.

    quickbooks pos custom field SKU item
  11. Now we need to set up both the the 6-pack and individual cans as non-inventory items:

    Go to Lists  Item List.  The Item List window appears.

    .quickbooks pos item list
  12. Click on Item  New.  The New Item window appears.

    quickbooks pos new item
  13. Select Non-inventory Part from the type pull-down.

    quickbooks-pos-non-inventory-part
  14. Fill out the 6-pack’s information accordingly:

    Item Name/Number: Coke 6-Pack
    Subitem of
    : checked, Beverages
    Description: Coke 6-Pack
    Price: 3.95
    Tax Code: taxed
    Account: Beverages

    quickbooks-pos-non-inventory-information
  15. Make another non-inventory item for the single can and fill out its information accordingly:

    Item Name/Number: Coke, Single Can
    Subitem of
    : checked, Beverages
    Description: Coke, Single Can
    Price: .99
    Tax Code: taxed
    Account: Beverages

    quickbooks-pos-non-inventory-part-information
  16. We need to differentiate a single can and a 6-pack at the Point of Sale, since the barcode is the same for each. Determine which item (the 6-pack or the single can) you will probably sell more of and keep the barcode for that item as the default.

    The other item will need a number added to its barcode. If we choose the 6-pack as the default, we would open up the single can’s Custom Fields put the number 1 before the Coke can’s barcode number (1 signifying a single can) so 27106340230 becomes 127106340230, then click OK.

    quickbooks-pos-custom-fields-button quickbooks-pos-custom-field-item


    On the other hand, if we determine the single can to be the default, we would open up the 6-pack’s custom fields and put the number 6 before the6-pack’s barcode number (6 signifying a 6-pack) so 27106340230 becomes 627106340230, then click OK. We will use this scenario for the rest of the setup.

    quickbooks-pos-custom-fields-button quickbooks-pos-custom-field-multiple-item

  17. Next we will set up the items in AccuPOS Management so the operator will be able to determine whether the customer’s purchase is a single can or a 6-pack. In AccuPOS management, go to File  Import Items from Accounting.

    manage-import-accounting
  18. The AccuPOS Integrator will make a call for accounting and then disappear. The Adapter will see the request and query the accounting software for the inventory. The Adapter will then export the items to AccuPOS Management.

    import-pos-inventory-integegration
  19. Go to Manage  Items List

    manage-items-list
  20. In the items list, scroll down to find the Coke, 6-Pack (or use the search bar at the top), and double-click the UOM column.

    Note that you might have to scroll to the right using the bottom slider to see the UOM column, and that you can select the “UOM” tag word at the top and drag the entire table to the left so you can see it when the items screen comes up next time. All the columns can be organized this way.

    Manage-Items-6-uom
  21. In the Units of Measure screen, click the Lookup button.

    lookup-coke-6-pack
  22. In the search menu, scroll down and find Coke Case, and lick Select

    lookup-coke-case
  23. Fill out the stocking quantity in the far right box. In this example, a 6-pack is 1/4 of a case of 24, so the decimal point number will be .25. Click OK.

    lookup-coke-6-pack
  24. In the items list, find the Coke, Single Can (or use the search bar at the top), and double-click the UOM column.

    Manage-Items-coke-single
  25. In the Units of Measure screen, click the Lookup button.

    lookup-coke-single-BLANK
  26. In the search menu, scroll down and find Coke Case, and lick Select

    lookup-coke-case
  27. Fill out the stocking quantity in the far right box. In this example, a single can is 1/24 of a case of 24, so the decimal point number will be .04166 (AccuPOS uses up to 5 decimal points in its Units of Measure). Click OK.

    lookup-coke-single
  28. Now, whenever a case of Coke is sold at the Point of Sale, the operator simply needs to scan in the case’s bar code.

    Whenever a single can of Coke is sold at the Point of Sale, the operator just has to scan in the Coke’s bar code.

    If the customer purchases a 6-pack of Coke, the operator needs to input a “6” and then scan in the Coke’s bar code.