QB POS Help – Recording Alternate UPCs

If work in a commissary (or any store that imports from multiple sources), you may have noticed that the same product often has multiple UPCs. This is especially true when you are importing the same product from different countries where the manufacturing facilities and sales offices run independently. It is for this reason, that alternate UPCs are needed for the commissary’s POS system.

Fortunately, QuickBooks POS resolves these issues by allowing up to five unique UPCs for a single product. This method is more preferable than adding another version of the same item to the database, which, by the way, is bound to result in inventory inconsistencies in your books. It also allows average costing to be more accurate and makes life generally easier when working with inventory. Moreover, QuickBooks POS makes it easy to update products with multiple UPCs as we will see from the following example. 

Why are there multiple UPCs?

The same product can often have very different UPCs. Two 12-ounce cans of Coke, for example, could have different UPCs – even though the product is exactly the same. This happens when manufactures have multiple production facilities around the world with independent business administrations. These facilities sometimes code their products differently in order to identify sales in relation to where the product was produced.

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Recording Alternate UPCs

We invite your comments at the end of the article.

To add a new UPC code to an existing product:

1.   Go to the items list and search for the product either by entering its name or, if you have the original UPC, scanning it while the curser is in the search field.

2.   Select “Edit Item.” The following screen will appear:

3.   Click on “Alt. Vend” (shown above) and the following screen will appear:

4.   First you should either add a new vendor for that UPC or select from the list (shown above)

5.   With the cursor located in the UPC2 (or other UPC# when more than two UPCs already exist), scan the new UPC.

6.   Once you have scanned the new UPC, the screen may close; however, the UPC should now be active in the system.

7.   To make sure that the UPC was scanned correctly, test it in while the cursor is in the search field in your items list.

8.   Repeat again if the product is not identified. Sometimes this may mean that you need to enter the UPC manually.

9.   Finally, try scanning the product when you are in the “Sales” mode of POS, but make sure you cancel the sale once you have determined that the UPC is working properly.

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