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AccuPOS
Retail Inventory setup guide QuickBooks
2003 or higher US and We know that setting up
items/inventory can be a very time consuming task, but the good news is that
you will only have to do it once. AccuPOS Retail will copy your item list
from QuickBooks and utilize it at the Point Of When setting up inventory in
QuickBooks the following fields are used at the
Point Of Item
Type
– Select the item type that best describes the item you are about to create.
For help choosing the right item type for the items you are about to create, refer to the QuickBooks help file. The selected Item Type will also be
the item type in AccuPOS (unless custom field TYPE is
defined, see below). Item
Name/Number – Will be the item code that will be
used at the Point Of The item code length can be maximum
20 characters, items with longer codes will not import to the Point Of Sale. You can use numbers, letters or a
combination of both. We do NOT recommend using any special characters. If
the item is bar-coded - it is
recommended that you scan the bar code number into QuickBooks (Yes, you can scan into QuickBooks!).
Scanning into QuickBooks will help eliminate human error and works faster.
Just place your cursor in the "Item Name/Number" field and scan the
existing item code. If you defined custom field SKU scan the item code in the
SKU field. If
the item is not bar-coded - assign the
item codes now, and later using Wasp Labeler, you can print Bar Code labels
for these items. Keep in mind that the item codes
should range anywhere from 3 or 4 characters to a maximum of 20 characters.
Twenty characters item codes will require more space on the label, if you are
planning on printing bar codes on small labels (for example jewelry), keep
the item codes to a maximum of 4 to 5 characters. If the item will be
assigned to a key – the item code can be a combination
of letters and numbers. Later you will be using these codes to setup the on screen
main keys and choices. Description
for sales
– the first 25 characters will be printed on sales
receipts, the rest will be ignored. Sales
Price
– Will be the default price the item will sell for. Tax
Code
– Will determine whether tax will collected when this item is
applied to transactions. If a non-taxable customer is applied to the transaction no tax will be charged on the item, even if
the item is taxable. If the item tax rate is grater or lower then the normal
tax rate, make the item taxable. Later, using AccuPOS Alternate Tax Rate, the
rate for this item can be adjusted. AccuPOS does not
utilize the QuickBooks alternate tax rates. Other fields such as Income Account,
Preferred Vendor, On Hand etc. do not affect the Point Of Sale. Please refer
to the QuickBooks help file for more information. Note: If the
"inventory type" is not available as a type of item, you need to
check the “Inventory and purchase
orders are active” option, in Edit, Preferences, Purchases and
Vendors. Creating
custom fields Other than entering the item
information using the existing QuickBooks fields, there may be a need to
create custom fields, please read on to determine if you need to create these
fields. Custom field SKU Custom field
SKU allows the Item Name/Number to be different then the item Bar Code
Number. This field is required if 1.
Using Sub Items Of will make the
item code more then 20 characters, by creating SKU you may enter a shorter
item code in that field. 2.
If vendor code for reordering is
different then the Bar Code number, it is best to enter the vendor code in
the Item Name /Number (will be used on purchase orders) and the bar code in
the SKU field. 3.
Make the item easier to find, by
assigning an alphanumeric code. Custom field TYPE The item
type in QuickBooks is limited to Inventory, non-inventory, service etc. In
some cases, it is required to group items in more detail. AccuPOS allows the
functions listed below by the item type.
Percentage Discounts - AccuPOS
Retail enables to apply percentage discount by the item type for a
user-defined period. Example: Quantity Pricing - AccuPOS
Retail enables X for N pricing based on item types. Example: If a
single Follow-on
Items
(Gold version) – Automatically apply items to the transaction when specific item
type is sold. Example: When item
type CRV is applied to a
transaction, a Cash Redemption Value item will automatically be added to the
transaction. Operator
Messages (Gold
version) – Display a unique operator message based on the items type that is applied
to the transaction. Example: When items
type Alcohol is applied to the transaction, display
a message to ask for ID. Alternate Taxing - AccuPOS
Retail will enable you to set different Sales Tax rates depending on the item
type. Example: While normal
6% sales tax is applied to clothing items that cost less then $120.00 , 8% sales tax is applied to items that sell for
more then $120.00. Customized Reports - Using
AccuPOS Retail existing reports or by generating reports using Food Stamps - AccuPOS
Retail can accept Food Stamps only on user defined item type. Remote Printing – Rout items to be printed remotely depending
on the item type. Example: Item type DRINKS will print
to the Bar while item type FOOD will print to the kitchen. Important: when assigning types to
items keep your Caps Lock on, different caps on the same type will import as
two different types. Custom field CHOICES When using
the Remote Printing Module, AccuPOS on screen Choice Keys can help streamline
changes, preparation directions, and additions to the POS orders. Custom
field “CHOICES” helps determine which On Screen Choice Group will appear when
applying items that may require modifications. Enter the
name of the choice group you would like to make available when applying the
item to a transaction in the custom field CHOICES. To create
Choice Group please refer to the Choice Group Setup Guide. To
create custom fields in QuickBooks 1)
Edit an existing item or create a new one. 2)
Click on Custom Fields. 3)
Click on Define 4)
Check the Use check box to activate the field
. 5)
Define the field name in caps and use no spaces. 6)
Click OK.
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