QuickBooks Inventory Setup Guide
Table of Contents
Creating an Item
Create the Custom Fields
The Custom Field SKU
The Custom Field TYPE
The Custom Field Choices
Creating Price Levels
QUICKBOOKS INVENTORY SETUP:
This guide was written for Platinum Version 9 of AccuPOS Retail
Management. If you are running an earlier version of AccuPOS or not
running Platinum, you will notice differences in the look of the Retail
Management program. Also, the QuickBooks images and setup steps were
written with QuickBooks Enterprise 07. If you are running a different
version of QuickBooks, there will also be slight differences in the look but
the setup is not that different.
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
QuickBooks and how the inventory list works with AccuPOS Retail Point of Sale.
*For more information on setting up the QuickBooks Company file to
communicate with AccuPOS, please refer to the QuickBooks Initial Setup Guide.
One thing to note is that the company type you choose when installing
QuickBooks must allow inventoried items.
Creating an Item: (top)
Creating an item inside QuickBooks is a very simple process. Simply:
1. Go to Lists -> Item List (Figure 1-1). The Item List window appears.
Figure 1-1
2. Click on Item -> New (Figure 1-2). The New Item window appears.
Figure 1-2
3. Select the type of Item using the drop down arrow (Figure 1-3). Typically,
an item in QuickBooks to be used at the Point of Sale is either a noninventory part or an inventory part. The main difference between the two
types is that with inventory part items, you can enter the cost of the item.
The type is also what AccuPOS will classify the item as (unless custom
field TYPE is used, see below).
Figure 1-3
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 Name/Number (Figure 1-4): Will be the Item Code that will be used
at the Point of Sale (unless custom field SKU is used, see below). The
item code length can be a maximum of 20 characters, which includes the
sub item information if applicable. Any Item code 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 (#, $, &).
Figure 1-4
-
If the item is bar-coded: It is recommended that you scan the
barcode information into QuickBooks directly. Simply place the
mouse cursor in the Item Name/Number 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.
- 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 code still cannot exceed 20 characters in
length. The more characters on the Item Code, 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.
- If the item will be assigned to a key: The Item Code can be a
combination of numbers and letters that will later be attached to a
button at the Point of Sale. This is great for a Food Service
company.
2. Description for Sales (Figure 1-5): The first 25 characters will be printed
on the customer’s receipt; the remaining characters will be ignored.
Figure 1-5
3. Sales Price (Figure 1-6): This will determine the default sales price.
Figure 1-6
4. Tax Code (Figure 1-7): 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 QuickBooks alternate tax rates.
Figure 1-7
The remaining fields, such as Income Account and Preferred Vendor do not
affect AccuPOS. Please refer to QuickBooks help file for more information on
those fields.
Create the Custom Fields: (top)
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:
1. From the item list, double click on any item. The Edit Item window
appears.
2. Click on Custom Fields (Figure 2-1). You will get an information window
explaining that there are no custom fields set up. Click OK.
Figure 2-1
3. Click on Define Fields (Figure 2-2). The Define Custom Fields window
appears.
Figure 2-2
4. Enter TYPE, Choices, and SKU in the field labels. Make sure the boxes
next to them are checked to enable the fields. (Figure 2-3)
Figure 2-3
5. Click OK when finished. (Figure 2-4)
Figure 2-4
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.
The Custom Field SKU: (top)
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:
1. 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.
2. 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: (top)
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:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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%.
6. 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.
7. Food Stamps*: AccuPOS Retail can only accept Food Stamp items
based off a user-defined TYPE for all Food Stamp items.
8. 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.
9. 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.
10. 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.
*For more information, please refer to the AccuPOS Retail Management Setup
Guide
**For more information, please refer to the AccuPOS Remote Printing Module
Setup Guide
The Custom Field Choices: (top)
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.
Creating Price Levels: (top)
QuickBooks allows the creation of specialized price levels. This can be useful if
there is a store-wide sale on all items or perhaps a special time where certain
items have different times than usual (happy hour for example). To set up Price
Levels inside QuickBooks:
1. Go to Lists -> Price Level Lists (Figure 3-1). The Price Level List
window appears.
Figure 3-1
2. Select Price Level -> New (Figure 3-2). The New Price Level window
appears.
Figure 3-2
3. Since this is the first Price Level, assign the Price Level the Name (2)
(Figure 3-3). AccuPOS can import up to 5 Price Levels, each named (2),
(3), (4), and (5) with Price Level 1 being the default price for each item.
Figure 3-3
4. Set the Price Level Type to Per Item or Fixed % (Figure 3-4). A Fixed %
will reduce or increase the prices of all the items by a given percentage
whereas Per Item allows each item to have a unique price assigned to
Price Level 2.
Figure 3-4
5. If it is set to Fixed %, assign a percentage to the item list (Figure 3-5).
Figure 3-5
6. If it is set to Per Item, assign custom items to every item in the inventory
list (Figure 3-6). If you’re assigning custom prices to only a few items, the
remaining items also must have a price, even if it is the default price;
otherwise, AccuPOS will import those items with a price of $0.00 for Price
Level 2.
Figure 3-6
7. Click OK when you’re finished assigning prices to the Price Level. (Figure
3-7)
Figure 3-7
The next time inventory is imported into AccuPOS Retail Management, items will
be pulled from QuickBooks with all Price Levels assigned.
For more information on setting Price Level Times as well as importing inventory
into AccuPOS, please refer to the AccuPOS Management Guide.
*NOTE: Currently, Price Levels is for US QuickBooks only.