Items that are sold using a different Unit of Measure (UOM) as you purchased

QuickBooks Different UOM Setup

  1. First, you need to set you QuickBooks preferences to handle multiple Units of Measure. Go to Edit  Preferences

    quickbooks preferences dropdown

  2. Set the Unit of Measure pulldown menu to Multiple U/M Per Item and click OK on the top right.

    quickbooks preferences window

  3. Then go to Lists  Item List.  The Item List window appears.

    .quickbooks item list

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

    quickbooks new item

  5. Select Inventory Part from the type pull-down.

    inventory part

  6. 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.

    item name sub item

  7. Under Unit of Measure, click the pulldown and select < Add New >.

    uom add new

  8. Select Other, then click Next..

    uom other type

  9. Type Bottle in the ‘Name’ field, and Btl for and ‘Abbreviation’, then click Next.

    uom name

  10. Add the Related Units:

    • ‘Name’: Case, ‘Abbreviation’: Cs and ‘# of Case’: 12, and
    • then click Next.

    uom units

  11. 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.

    default uom

  12. Give it a Unit of Measure Set Name, here we use Bottle. Click Finish.

    uom name unit

  13. 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’.

    purchase sales information

  14. 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.

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

    define custom fields

  16. 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.

    item type choices wine

  17. 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.

    wine pos custom fields

  18. 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.

    non inventory part

  19. Then, in AccuPOS Management, Manage  Items List

    pos management item list

  20. 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.)

    items management select item

  21. 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.

    uom screen

  22. This will bring up your item list. Scroll down and select the bottle of Trinity Oaks Merlot, then click Select.

    pos item lookup

  23. 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.

    pos uom quantity

    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.

    pos uom example 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.