Reports



QB POS Help – Item Summary Report

The Item Summary report is a complete report of all sales of the Commissary (or other retail outlet). Once this report is generated, there are a number of ways in which management can massage the data to obtain exactly the information sought.

In this tutorial, we will examine several methods of filtering the data to give us exactly the information we need to make management decisions.

We invite your comments at the end of the article.

Matching Items Sold with Existing Inventory

Before we learn about what it can do, let’s talk a bit about what it cannot do. While the QuickBooks POS allows the user to customize reports very specifically, one thing that it will not do is run a report that places the item’s quantity in stock along side the same item’s quantity sold. This type of report is sometimes needed for procurement, so data manipulation in either MS Excel or, preferably, MS Access is required. Unfortunately, matching data in Excel is cumbersome; however, MS Access will provide a better alternative due to the ability of Access to run reports on key field such as UPC codes.

 

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Item Summary Report

To run an Item Summary, use the following steps:

1.   Select “Reports”

2.   Select “Item Summary”

3.   The resulting report should look like the following:

4.   From here, there are a number of things that you can do to get, in most case, the exact data set that you need to analyze the sales of the products.

  • Modify Columns: Modify the report to add columns
  • Filter Data: Filtering the data in the report allows you to view just the product that you want to see in the report. It allows you to use the power of QuickBooks POS to see, in most cases, exactly what you need to see.

5.   Filtering Data: Let’s say you want to see the sales results of “Coors” beer. Follow the steps below to see just the sales of Coors beer:

  • Select “Modify”
  • Select “Filter”

6.   The following screen will appear:

7.   Define the department by clicking on the department icon:

8.   Uncheck the departments that you do NOT need.

9.   Click okay and scroll down to “Item Description.” In this case, we’ll enter “beer” for the description.

10.   Click on “Save” and run the report. The following screenshot is the result of the filter:

11.  You can now drill down to more detail about the sale of Coors beer if needed. Double click when the icon shows a magnifying glass with a “Z” in the middle.

12.  When you have double clicked, a new window within the reports menu will open. The new window should show only the sales of Coors beer and to whom the sales were made.

13.  To see an individual invoice, double click on the customer you are interested in seeing:

14.  You can now see everything in the invoice that was sold on this particular day to this customer.

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QB POS Help – Sales Reports

Probably one of the best QB POS tools available for management of the retail operation is the report center.  QuickBooks allows for almost complete customization of reports. QB POS has a robust reporting system. It enables the manager to run a large variety of reports needed to make managerial decisions. QuickBooks Reports also allow you to customize the reports almost exactly to the level you need, of course, with a few exceptions.

Matching Items Sold with Existing Inventory

Before we learn about what it can do, let’s talk a bit about what it cannot do. While the QuickBooks POS allows the user to customize reports very specifically, one thing that it will not do is run a report that places the item’s quantity in stock along side the same item’s quantity sold. This type of report is sometimes needed for procurement, so data manipulation in either MS Excel or, preferably, MS Access is required. Unfortunately, matching data in Excel is cumbersome; however, MS Access will provide a better alternative due to the ability of Access to run reports on key field such as UPC codes.

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Sales Reports

The various reports that QuickBooks POS can run outweigh by far the number of reports that it cannot run. The following reports are just a glimpse of the reports that are possible in QuickBooks POS when the database is setup correctly:

  • Wine Sales
  • Beer Sales
  • Tobacco Sales
  • Spirit Sales
  • Specific Product Sales
  • Best Sellers
  • Worst Sellers
  • Time Reports
  • Sales by Department
  • Many other customizable reports

This section identifies the reports that can be run quickly. It also helps the user recognize the methods used within QuickBooks POS that allow the user to run customized reports. Let’s start with basic sales reports that can be created without customization.

Sales Reports

Sales reports help management make decisions about what products to purchase and what products to avoid in the future. The most detailed sales report is the “Item Summary,” which shows all the product sales over the period specified by you. Sometimes, however, this report is too detailed when management is attempting to make a quick assessment regarding products. When this is the case, there are a number of other reports that can be run without major customizations that will allow you to find the detail that you need for making the right management decisions.     

Best and Worst Sellers

The best and worst sellers report is a quick method for discovering the products that are doing the best and worst in the organization. To run a Best and Worst Seller report, do the following:

1.   Select “Reports” and hold your mouse over “Sales.”

2.   Select “Best and Worst Sellers.” The following screen will appear:

3.   The best and worst sellers report is generated; however, there may be some modifications that you’ll need to make after you’ve generated this report. First, let’s look at the report:

4.   From the report, we may find that the date range is too long.

5.   To change the date, either click in the textbox and change the date or click on the calendar to make adjustments to the date according to the calendar, as shown below:

6.   After you’ve selected the new date range, select “Apply date range.” You will notice that one of the columns in the report has a green arrow. The column, in which this arrow is located, is the column that has been sorted. In this case the sorted column is on the quantity sold. If you would like to sort on another column, simply click that column header and the columns will sort automatically.

7.   One last thing you might need in the report is a new column with the UPC. Having the UPC allows management to use that particular UPC to assess how that specific product is doing. Click on “Modify” in order to add or filter data.

8.   After selecting “Modify,” a window will appear. Select “Add or Remove Columns” and as shown below.

9.   If you would like to add the UPC column to the report, select UPC from the list and click on “Save.”

10.  One you click on “Save,” the previous window will be active; you’ll need to click “Run” in order to generate the report with the required fields. After the report is generated, you may want to rearrange the columns so that some appear before others. To do this, select the column header that you like to move (in this case, we’ll move the UPC column over):

11.  When you click on the column and begin dragging it from one location to another, a little red arrow will appear on the screen that indicates where the column would appear after you release the mouse, as shown below:

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QB POS Help – End-of-Day Report

One of the most common reports that you’ll run is the End-of-Day report. This report identifies all of the transactions conducted during the day and whose accounts have been affected. This report is extremely important to keep as a paper file in case either QuickBooks POS or QuickBooks financial (if you are using that) crashes, and for some reason, the backup files are not working. When QB POS is connected with QuickBooks Pro, this report will update the accounting file in QuickBooks Pro.

We invite your comments at the end of the article.

 

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End-of-Day Report

At the end of the day, you’ll need to close out the sales with z-Out Report.

1.   Select “End of Day” from the main menu on the left vertical button bar

2.  A dialog box will appear (as shown below)

2.   Make sure you have “Back up your company data” checked. This will back up the company file.

NOTE: It is important that this file is backed up on a file server and not on a POS computer. This will help ensure that there is a backup in the event that the POS computer crashes.

3.  Click “Start”

The program will save the company data and print out two copies of the end of day report.

 

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