Creating an Item in QuickBooks
For more information on setting up the QuickBooks Company file to communicate with AccuPOS, please refer to the QuickBooks Initial Setup Guide.
Note is that the company type you choose when installing QuickBooks must allow inventoried items.
Creating an item inside QuickBooks is a very simple process:
- Go to Lists Item List. The Item List window appears.
- Click on Item New. The New
Item window appears.
- Select the type of Item using the drop down arrow.
Typically, an item in QuickBooks to be used at the Point of Sale is either a non-inventory part or an inventory part.
The main difference between the two types is that with inventory part items, you can enter the cost of the item.
The type is also what AccuPOS will classify the item as (unless custom field TYPE is used, see below).
AccuPOS does not grab information from all the fields. After selecting the item type, the fields AccuPOS utilizes need to be filled in:
- Item Name/Number: Will be the Item Code that will be used at the Point of Sale (unless custom field SKU is used, see below). The item code length can be a maximum of 20 characters, which includes the sub item information if applicable. Any Item code that is longer than 20 characters will not import into AccuPOS. You can use numbers, letters, or a combination of the two. AccuPOS does not recommend using special characters (#, $, &).
If the item is bar-coded: It is recommended that you scan the barcode information into QuickBooks directly. Simply place the mouse cursor in the Item Name/Number field and scan the item. Also, make sure you’re using the same scanner as the one that will be used at the Point of Sale.
If the item is not going to be bar-coded: Assign the Item Code now and barcodes can be printed out later using Wasp Labeler. Keep in mind that the item code still cannot exceed 20 characters in length. The more characters on the Item Code, the longer the barcode will be once it is printed out. Keep that in mind if the labels are extremely small, such as barcodes for jewelry.
If the item will be assigned to a key: The Item Code can be a combination of numbers and letters that will later be attached to a button at the Point of Sale. This is great for a Food Service company.
- Description for Sales: The first 25 characters will be printed on the customer’s receipt; the remaining characters will be ignored.
Sales Price: This will determine the default sales price.
Tax Code: Will determine if the item is to be taxed at the Point of Sale.
If a nontaxable customer 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 remaining fields, such as Income Account and Preferred Vendor do not affect AccuPOS.
Please refer to QuickBooks help file for more information on those fields.