Sage 50 Inventory Setup – STEP 1 – Creating Sales Tax Items

AccuPOS understands that setting up an inventory list is a very time-consuming task but the good thing is that it only needs to be completely setup once.

Setting up the inventory is very important, both for the accounting side of a business as well as the Point of Sale.

This guide will cover the basics of creating items inside Sage 50 and how the inventory list works with AccuPOS Retail Point of Sale.

For more information on setting up the Sage 50 Company file to communicate with AccuPOS, please refer to the Sage 50 Initial Setup Guide.

Table of Contents

Creating an Item

Creating an item inside Sage 50 is a very simple process:

  1. Go to Maintain  Inventory Items. The Maintain Inventory Items window appears.

    sage 50 us inventory items

  1. With Sage 50, to create a new item, simply type the item name in the Item ID field. 

    Click the Save button to save the item, or continue to fill in the remaining fields.

    sage 50 us new item

  1. Select the class of Item using the drop down arrow.

    Typically, an item in Sage 50 to be used at the Point of Sale is either a stock item or a non-stock item

    The main difference between the two types is that with stock items, you can enter the cost of the item and set levels of reorder quantity. 

    The type is also what AccuPOS will classify the item as (unless Item Type field is used, see below).

    sage 50 us stock item

AccuPOS does not grab information from all the fields. After selecting the item type, the fields AccuPOS utilizes need to be filled in:

  1. Item ID: this will be the Item Code that will be used at the Point of Sale (unless the UPC/SKU field is used, see below). The item code length can be a maximum of 20 characters.  An Item ID 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 (#, $, &).  Also, you CANNOT USE commas (,) or quotes () together in any field and/or quotes (“) at the end of any field for Sage 50 since Sage 50 works with CSV files which are read and created using commas and quotes.

    1. If the item is bar-coded: It is recommended that you scan the barcode information into Sage 50 directly. Simply place the mouse cursor in the Item ID 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.

    2. 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 ID still cannot exceed 20 characters in length. The more characters on the Item ID, 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.

    3. If the item will be assigned to a key: The Item ID can be a combination of numbers and letters that will later be attached to a button at the Point of Sale.

  2. Description for Sales: the first 25 characters will be printed on the customer’s receipt; the remaining characters will be ignored.  Description for Purchases as well as the Description field underneath the Item ID field are not pulled into AccuPOS.

    sage 50 us item description

  1. Price Level 1: this will determine the default sales price.

    sage 50 us price level

  1. Item Tax Type: this 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 Sage 50 alternate tax rates. Also, AccuPOS only pulls Item Tax type 1-9

    If your Item Tax type is 10 or higher, AccuPOS will not recognize this Tax Type properly.

    sage 50 us item tax type

The remaining fields, such as Income Account and Preferred Vendor do not affect AccuPOS. Please refer to Sage 50 help file for more information on those fields.

NEXT is Step 2: The UPC/SKU Field