QB Point of Sale
It’s critical that you upgrade your QuickBooks Point of Sale software if your current version is 9.0 or earlier and you’re using Intuit’s integrated merchant services. Your ability to accept credit card payments in Point of Sale is about to cease permanently. Your old system isn’t EMV compliant so upgrade now to meet new national processing standards and to continue accepting credit card payments. Contact me for specific pricing on a new EMV compliant pin pad/credit card unit and on software that meets the needs of your store. 70% discount applies to version 12.0 POS Basic, POS Pro and POS Multi-Store.
Occasionally you may encounter a problem connecting your QuickBooks Point of Sale client computer to the data file located on your QuickBooks Point of Sale server computer. There’s an excellent article in the Intuitive Accountant Newsletter‘s online newsletter that clarifies what each error message means and what to do about it. While you’re there, I suggest you sign up for the newsletter to stay on top of what’s happening with your QuickBooks products. The article also refers to Intuit’s POS downloadable connectivity troubleshooting tool to help you solve the mystery.
FROM THE OFFICE OF K.C. Courtnier
24 QuickBooks Point of Sale Terms You Should Know
If you’re new to QuickBooks Point of Sale, get ready to expand your vocabulary.
When you first start using QuickBooks, even if you’ve been doing manual accounting for your business, there’s a learning curve. You recognize some things, like check blanks and invoice forms, but you have to take on an unfamiliar workflow, deal with new words and phrases, and learn more about double-entry accounting concepts than you perhaps knew before.
The same is true as a novice QuickBooks Point of Sale user. Whether you’re opening your first retail location or you’ve been selling auto parts or craft supplies or bakery goods for a decade, there will undoubtedly be some education required of you.
Here’s a sampling of some of this new lingo that comes with the territory. You may look at the definition of a word or phrase and still be confused, but that’s where we come in. Seasoned shopkeeper or first-time seller, you will likely need our help when you first start using this complex piece of software.
Address Verification Service (AVS): In transactions where a credit or debit card is not physically present, AVS adds an extra layer of security
Assembly: Multiple products pre-assembled in a unit
Average Unit Cost: The average (not actual) cost of the items on hand in your inventory
Chargeback: A credit card charge disputed by a customer
Class: A categorization method used in creating reports; can, for example, run Profit and Loss reports by store
Committed Quantities: The number of inventory items that have been included on active customer orders
Figure 1: QuickBooks Point of Sale’s Financial Exchange establishes an ongoing connection to QuickBooks for data-sharing.
Financial Exchange: QuickBooks POS tool that helps you share data with QuickBooks
Merchant Service Center: An Intuit website dedicated to helping you manage your merchant account
Non-Inventory Item: An item for which you do not keep track of on-hand quantities, like shipping or delivery fees
Payout: Funds taken from the cash drawer for any of a number of reasons, like a bank deposit, office party, or to make a necessary purchase
Physical Inventory (PI): The process of tallying the number of items physically present in inventory; used to correct quantities recorded in QuickBooks
Price Level: Price charged for items that differs from the regular price; can define up to four additional reduced prices in QuickBooks POS (employee cost, promotions, etc.)
Quick Add Item: Process by which you can quickly create a new inventory item while completing a transaction with a customer; doesn’t require as much immediate detail
Quick Find: Found on the QuickBooks POS Navigator; functions as a search tool for locating customers, items, receipts, etc.
Figure 2: You can enter a search word or phrase in the Quick Find box at the top of the Navigator page.
Quick Pick: A user-defined group of selected items that can be easily accessed during checkout
Quick Zoom: Lets you “drill down” on a line or value within a report; can see the origin of the selected item
Remote Store: Refers to every store other than Headquarters in a multi-store QuickBooks POS configuration
Simple View: An abbreviated version of a sales receipt that may be viewed via touchscreens and virtual keyboards
Split-Payment Sale: A transaction that is completed using two or more payment methods
Store Exchange: Data shared between Headquarters and remote stores via:
- Desktop email
- Web-based email
- Removable media, or
- Network file exchange
Transfer Slip: Documents transfer of merchandise between stores
X-Out Shift Report: Available throughout the sales day, monitors recent sales activity
Z-Out Drawer Count: End-of-shift or end-of-day cash drawer reconciliation
Z-Out Store Close Report: End-of-day sales and cash flow summary; assists in readying a bank deposit
You can see that there are a lot of new terms to understand when you begin managing your retail transactions using QuickBooks Point of Sale. We can help further your education by putting those words and phrases in context, so you can see where they fit in your workflow.
I love using keyboard shortcuts but they are a pain in the you-know-what to remember. It’d be different of there were just a few. I could handle that. But the list in the help menu, as shown below, is daunting, to say the least. So here’s a fairly pain free way to learn them and teach your employees at the same time. Read the rest of this entry »
Most people don’t even know there is a basket feature in POS. It’s almost like a hidden bonus feature. The truth is, many retailers don’t need it but it’s quite useful for processing large orders as opposed to small counter sales of just one or two items. Read the rest of this entry »
Scenario: A store using POS would like to donate a gift card to a local charity.
There are several was to record this but the best solution I’ve seen requires only a single transaction and no need for any adjustments in QuickBooks financial. Read the rest of this entry »
Yes, there really are tutorial videos for QuickBooks Point of Sale v10. They’re just not in the program itself. Intuit has posted the following videos on YouTube for easy access. These give you a general introduction to fundamental aspects of POS v10 as a starting point for your learning experience. By no means should these be considered a complete training program. There is oh so much more to understand about getting the most from QB POS and keeping your data accurate. But if you’re looking for a basic explanation of how the program works, especially if you’re training a new employee, these videos are a great first step in the training process. Read the rest of this entry »
Have you ever wondered how you can stop your cashiers from using, and abusing, those “quick discounts” in Point of Sale version 10.0? Read the rest of this entry »
One of the questions I hear most often is “How can we skip all of those extra screens QuickBooks Point of Sale takes us through when we’re trying to print a sales receipt?”
Go to Edit/Preferences/Workstation/Print Options and remove the check mark next to the Sales Receipt in the Print Dialog section.
QuickBooks Point of Sale has a feature that allows you to create discount coupons with bar codes that can be added to a customer sales receipt, or included in print advertising, to be scanned during a subsequent purchase. In most cases, this works quite well. You just create the coupon.
Then select the items for which the coupon is applicable.
However, there’s a unique situation where coupons don’t work. The coupon feature doesn’t work when you have anything posted in the Unit of Measure field for the item being sold.
Now, here’s a way around the problem. It’s not ideal, because it’s not automatic so your cashiers have to actually remember an extra step during the sales process, but it works. Create a non-inventory item, non-taxable, called “Coupon for (whatever you want to call it)” and enter a negative dollar value. When you “sell” that coupon item on the sales receipt, it reduces the total sale by the dollar value you assigned to that coupon item. Since POS tracks all items, it tracks how many times the coupon item was used, so you can see how popular your coupon was, and total discount you’ve allowed to customers for any period of time.
By the way, if you discover that QB Point of Sale doesn’t do something you would like it to do, be sure to tell Intuit. In spite of people saying they think Intuit doesn’t care, the truth is, virtually every software change made by Intuit is in direct response to user requests. It’s a matter of the squeaky wheel getting the most attention.
So use the Help/Send Feedback feature and squeak loudly my friends, squeak loudly and often.