QuickBooks POS Setup Type 3 – Same Unit of Measure as Purchased


Step-by-step Instructions

  1. 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; 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 item sold report.

    In this example, we will use the Item Name of Keychain as a Subitem of General Merchandise.

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

    quickbooks pos part details

  5. 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 ‘General Merch’.

    quickbooks pos purchase information

  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 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.


  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

  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. As you have your fields defined, assign a type to the item you created. In this example, General Merch would be an appropriate type, and we enter the SKU number from one of the keychain’s barcodes. Click OK to complete the process.

    Later, when AccuPOS is set up, it will know when one of the keychains gets scanned and will input it into the customer’s purchase.

    quickbooks pos custom-field-genera merchandise