Creating Custom Fields in QuickBooks
AccuPOS utilizes custom fields for items inside QuickBooks. These custom fields have a wide variety of uses ranging from Remote Printing to Bar-coding to applying sales discounts across a specific item type. Before the custom fields can be used, they need to be created inside QuickBooks. To set up the custom fields:
- From the item list, double click on any item. The Edit Item window appears.
- Click on Custom Fields. You will get an information window explaining that there are no custom fields set up. Click OK.
Click on Define Fields. The Define Custom Fields window appears.
- Enter SKU and TYPE in the field labels. If you business utilizes choices on items (as restaurants typically do) also enter Choices.
Make sure the boxes next to them are checked to enable the fields.
Click OK when finished.
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.
For more information on the SKU, Type and Choices fields, see below:
The Custom Field SKU
The Custom Field SKU allows the Item Name/Number to be different than the actual barcode on a particular item. This can be useful in such situations as:
- The Item Name/Number is a sub item of another item, thus making the Item Name longer than the maximum 20 characters. For example, say you have an item called Spaghetti Meatball which is a sub item of Entrees which is a sub item of Food, thus making the actual name Food:Entrees:Spaghetti Meatball. Because this item is longer than 20 characters, it will not be imported into AccuPOS. Instead of removing the item from the sub items, which makes the item list neater, the item can be given a SKU of Spaghetti Meatball. When the item is imported into AccuPOS, the SKU takes precedence over the Item Name. The item in AccuPOS will be called Spaghetti Meatball but will still attach to the item Food:Entrees:Spaghetti Meatball inside QuickBooks.
- If the vendor code for ordering is different than the barcode on the item. It is best to use the vendor code as the Item Name/Number, which can be used for Purchase Orders, and assign the barcode number to the SKU field. When the item is imported into AccuPOS, the SKU will be taken in, which is what AccuPOS needs since the item is being scanned at the Point of Sale, but the Item Name inside QuickBooks may still be used for Purchase Orders.
It is important to note that SKUs follow the same 20 character limit as do Item Name/Numbers. If a SKU is longer than 20 characters, it will not be imported into AccuPOS.
The Custom Field TYPE
The type of an item in QuickBooks, when created, is limited to very generic names, such as Non-inventory, inventory, and service. Sometimes, it is required for a more specific TYPE to be assigned to item. The Custom Field TYPE allows for this. There are many different uses for this custom field:
- Quantity Pricing*: AccuPOS allows the spanning of discount across several different items for a specific period of time. For example, say all Pepsi 1 Liters are 2 for $3. If you buy one Pepsi 1L and 1 Diet Pepsi 1L, the total will be $3. You can assign both those items in QuickBooks the same TYPE and inside AccuPOS Retail Management, a sales price can be created for that type.
- Percentage Discounts*: Just like quantity discounts, AccuPOS allows percentage discounts as well. For example, all Pepsi products are 10% off for a limited time. You can assign all items inside QuickBooks that fit that description with the same TYPE and inside AccuPOS Retail Management, a percentage sales price can be created for that type.
- Follow-on Items*: Automatically apply items to a transaction when a certain item is sold. For example, an item of TYPE DEPOSIT could be attached to a bottled beverage where an environmental deposit is required by law. AccuPOS can automatically add on the deposit whenever the item is old at the Point of Sale.
- Operator Messages*: Based off a specific item TYPE, AccuPOS can display an operator message whenever a particular item is sold. For example, assign all alcohol a specific TYPE so that whenever an alcoholic item is rung in at the Point of Sale, a message will appear for the cashier to check for ID.
- Alternate Taxing*: AccuPOS will allow you to set different tax rates for different items based solely off the item TYPE. For example, all food items are taxed at 6% but all alcohol is taxed at 7%.
- Customized Reports: Using either the built in AccuPOS reports feature or by using a custom report with Crystal Reports and Microsoft Access, item activity can be view based off the item TYPE.
- Food Stamps*: AccuPOS Retail can only accept Food Stamp items based off a user-defined TYPE for all Food Stamp items.
- Remote Printing**: AccuPOS can use the TYPE field to remote print specific items when sold. For example, items of TYPE Food will be remote printed to the kitchen printer while items of TYPE Bar will be remote printed to the service bar printer.
- Scaleable Items: If an item is to be weighed at the Point of Sale, the TYPE assigned to that item must have /# somewhere in the TYPE field. When imported into AccuPOS, it will be read as a scaleable item.
- Non-Discountable Items: If an item is to not be discounted, say a really expensive bottle of wine, than that item must have /d somewhere in the TYPE field. When imported into AccuPOS, it will never be discounted through a percentage discount at the Point of Sale.
It is important to note that item TYPE is case sensitive. A TYPE of Bar and a TYPE BAR are two different types according to AccuPOS.
Take extra care to make sure that when applying a TYPE to an item, the case is the same.
Using the AccuPOS Remote Printing Module, choices menus can be set up for specific items to help streamline modifications to orders.
For example, selling a steak and choosing the option of the desired cooking temperature for that steak greatly increases efficiency between the kitchen and the servers.
Filling in the Choices Custom Field option determines what Choice Menu will be displayed when a particular item is rung in at the Point of Sale.
For more information on setting up Choice Menus please refer to the Choice Menu Setup Guide.