Receiving



QB POS Help – Receiving

This tutorial uses a step-by-step process to explain how items are received in QB POS. You will see screenshots of QB POS in relation to receiving new products. It goes into detail about how to add new products or update existing inventories with the products received. We invite your comments at the end of the article.

 

Return to QB POS Menu

 

NOTE: It is much easier to receive items when there is a purchase order in the system. This allows QB to establish the cost of the purchase and ties that information with QB Financial. 

Receiving Items in QB POS

From the home screen, you will see the file options as shown below (click the image to enlarge the file). Select “Purchasing” and from the drop-down list, select “Receive Items.”

Screenshot of Receiving

From the QB POS menu, select "Receive Items"

  1. A new dialog box will appear. If you have a purchase order in the system from which you want to receive items, select “Receive from Purchase Order.” Otherwise, select a vendor.
  2. Purchase Order Exists: Assuming you have a purchase order and you have received all items on the order, select all items and finish.
  3. Purchase Order not in System:If there is no purchase order, proceed to step 4.
    NOTE: Make sure the accountant enters the order in your accounting system.
  4. Scan the product (preferably by the case); the item should appear on the screen.
    NOTE: QuickBooks uses purchase orders to transfer accounts-payable amounts from QB POS to QB Premier. If the accountant has created a separate entry in QB Premier, you will need to receive items without a Purchase Order in the QB POS system.
  5. If the product UPC is not found by the system, ensure that the product does not already exist in the system under a different UPC by selecting “Switch to Item List” from the menu. Does the product exist? Click “Yes” or “No” below:
_

Yes

No

_

 

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QB POS Help – Add a New Item

When receiving an order from a vendor, you may discover (or already know) that an item needs to be added to the inventory for the first time ever. This tutorial uses a step-by-step process to explain how new items while you are working in a voucher for receiving.  This tutorial follows QB POS Help – Receiving You will see screenshots of QB POS in relation to receiving products that may not have ever been ordered before. It goes into detail about how to add these new products. We invite your comments at the end of the article.

 

Return to QB POS Menu

 

1.   Scan the item and select “Add New.”

NOTE: if you add a new item, from the left hand bar menu, you will need to scan the UPC code before saving. If you have scanned the item and the item is not found, you should check to make sure that the item is not already in stock under a different UPC. If you know the item has never been in stock at the commissary, you can scan the UPC code and select “Add Item” from the popup. In this case, the UPC will appear in the UPC field in the Add Product window.

2. Enter the product information. Enter Product Name

Avoid misspellings! This information will appear on the customers’ invoices!

3.  Select the department

Note: ensure that new alcohol & tobacco items have one of the following in the “item description”(any other data in those fields for alcohol & tobacco will through off the reports):

i.      Beer

ii.     Wine

iii.    Spirits

(see image below)

4. Click “Pricing”

5. Enter the cost

IMPORTANT: Click “Close Pricing Window.” If enter is hit, you will no longer have a chance to finish entering product data from the Voucher and must find the item in the inventory to finish entering data. (see below)

6.  Enter all other information about the product

7.  Select the UPC field and scan with your barcode reader last. This will sometimes close the window and add it to your receiving voucher.

8.  If the window has not closed, click “Save” when finished.

9.  Enter the quantity received for each item scanned

10. Verify that the total amount matches the purchase order (some variations will occur due to shipping costs)

11. Click “Save and Print” or “Save” to finish the Voucher.

NOTE: If you are using the markup to adjust your prices, you will need to take an extra step in order to ensure that the price is displaying correctly. Unfortunately, each individual item must be viewed from the inventory in order to ensure that the Markup of, say, 20% has not automatically changed by QB POS.

ii.      Go to Inventory and select “Item List”

iii.      Scan the item

iv.      Select “Show Details” if not currently displayed.

v.      Select “Pricing”

vi.      Ensure that the Markup reads appropriately for each type of product. For example, “50” for Tobacco & Alcohol products and “20” for all other products.

 

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QB POS Help – Add a New UPC to an Existing Item while Receiving

When receiving an order from a vendor, you may discover that the UPC of items don’t exist in the database – EVEN THOUGH you’ve been selling them already. This tutorial uses a step-by-step process to explain how new UPCs are added for preexisting items when receiving a new order. This tutorial follows QB POS Help – Receiving You will see screenshots of QB POS in relation to receiving reordered products. It goes into detail about how to add new UPCs for existing products. We invite your comments at the end of the article.

 

Return to QB POS Menu

 

From the item’s description window, you will see that you can edit the item.

1.  Click Edit

2.  Click “Alt Vend” (as shown below)

3.  Select a vendor from the dropdown list (as shown below)

4.  After you’ve made your selection, make sure your cursor is in the UPC field for the appropriate vendor and scan the new UPC using your bar-code scanner (as shown below).

(Adding a UPC to this field will allow the system to identify the same product even though it might exist with different UPCs)

5.  Click “Save”

6.  Click “Switch to” and select “Voucher.” This will bring you back to the voucher you were working on in step one.

7.  Scan the item again (it should now appear in the list)

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