Retail Solutions

What Versions of QuickBooks Financial Software Are Compatible With POS?

Chief Mechanic · August 30, 2010 ·

Point of Sale Basic 9.0 and Point of Sale Pro 9.0 are compatible with the following versions of QuickBooks financial software:

QuickBooks Pro and Premier 2007 to 2010
QuickBooks Enterprise Solutions 7.0 to 10.0

Point of Sale Basic 8.0 and Point of Sale Pro 8.0 are compatible with these versions of QuickBooks:

QuickBooks Pro and Premier 2006 to 2009
QuickBooks Enterprise Solutions 6.0 to 9.0

Generally speaking, a new version of POS will be compatible with the current version of QuickBooks and those from the prior 3 years.

Users of older versions of QuickBooks need to upgrade to integrate with POS.

If you need to upgrade, you can review detailed product comparisons as well as obtain discounts and free shipping by visiting the links on our Buy QuickBooks page.

What Versions of Point of Sale (POS) Are Compatible With Microsoft Windows Vista?

Chief Mechanic · August 30, 2010 ·

The following versions of QuickBooks Point of Sale (POS) are compatible with Microsoft Windows Vista:

QuickBooks POS Basic 6.0 and 9.0
QuickBooks POS Pro 6.0 and 9.0

Users of older versions of QuickBooks POS need to upgrade to the latest version in order to install and use QuickBooks on Vista in a supported environment.

While POS 5.0 and earlier versions are not Vista compatible and not supported, Intuit offers more specifics and these comments to users of POS 5.0 and earlier versions considering Vista.

If you need to upgrade, you can review detailed product comparisons as well as obtain discounts and free shipping by visiting the links on our Buy QuickBooks page.

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How Do I Reduce the Cash In My Cash Drawer To Deposit the Funds In My Bank Account?

Chief Mechanic · August 28, 2010 ·

To reduce the amount of cash in your cash drawer and deposit the funds in your bank account, you need to record a cash drawer payout.

If you have POS integrated with QuickBooks financial software, it’s valuable to understand how cash in a cash drawer is accounted for in QuickBooks. Cash payments from customers are recorded in the Cash in Drawer which is connected to a balance sheet bank account in QuickBooks. When you update QuickBooks financial software by clicking on the Financial->Update QuickBooks menu selection, cash transactions are recorded in the balance sheet bank account you specify in your POS company preferences. To verify this setting, click on the Advanced tab of the Financial->Accounts sub-menu on the Edit->Preferences->Company menu selection.

By default, POS sets this balance sheet bank account to Cash in Drawer, as shown in the screenshot below.

QuickBooks POS 8 Company Preferences Cash In Drawer

If you need to change this account setting, choose a valid QuickBooks bank account and save your change by clicking the Save button.

Reducing the amount of money in your cash drawer by recording a payout will:

reduce the balance of the balance sheet bank account recorded for that preference by entering a credit to that account
enter an equal, offsetting debit to an account you specify when you record the payout

To prepare to deposit funds from a cash drawer into your bank account, you’ll normally choose to debit your Undeposited Funds account, provided you are have the Use Undeposited Funds as a default deposit to account preference turned on in QuickBooks. If you don’t have that preference turned on (which we do not recommend), you’ll choose to debit the bank account into which you’ll deposit the funds from the cash drawer. See our related article for more information on the purpose of the Undeposited Funds account.

For the remainder of this discussion, we’ll assume that the Use Undeposited Funds as a default deposit to account preference is turned on in QuickBooks, and that you’re using the default balance sheet account, Cash in Drawer.

To record the payout, click on the Point of Sale->New Payout menu selection. Enter the Cashier, the Amount (which is the amount you are removing from the cash drawer to deposit into your bank account), and Comments. Choose Undeposited Funds from the Account list and click Ok.

QuickBooks POS 8 Cash Payout Undeposited Funds

When you next update QuickBooks financial software from POS, your balance sheet account Cash in Drawer will have been reduced by a debit in the amount you recorded as a payout, and Undeposited Funds will be increased by a debit in that same amount.

Click on the Banking->Make Deposits menu selection to actually include this cash on a regular bank deposit.

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What’s the Purpose of the X-Out and Z-Out Reports?

Chief Mechanic · August 28, 2010 ·

The terms X-Out and Z-Out originated in the world of cash registers. Registers commonly had a key-operated lock with several positions: one for normal operation, one labeled “X”, and another labeled “Z.” After inserting a key (normally in a manager’s possession) and turning it to the “X” position, the register would print a running total of the activity for that register from the point it was last reset to zero, or zeroed out. The “Z” position would “zero out” the register totals at the end of a shift or business day.

QuickBooks POS uses this same terminology for 3 similar X/Z-Out reports:

the X-Out Status Report (accessed on the Reports->Cash Drawer->General – X-Out Status Report menu selection)
the Z-Out Drawer Count Report (accessed on the Reports->Cash Drawer->General – Z-Out Drawer Count Report menu selection)
the Z-Out Store Close Report (accessed on the Reports->Cash Drawer->General – Z-Out Store Close Report menu selection)

The X-Out Status Report is designed to provide an update on sales activity to that point in the day since the register was last closed by running the End of Day Procedure (on the Point of Sale->End of Day Procedure menu selection).

The Z-Out Drawer Count Report is intended to reconcile the cash drawer at the end of a business day. In a multiple workstation environment, this report is normally run before running the Z-Out Store Close Report.

Because the purpose of this report is to reconcile the cash drawer, the Z-Out Drawer Count Report can be configured to require a manual media count, or a physical count of the individual bill denominations. To set this preference, click the Sales submenu on the Edit->Preferences->Company menu selection. Check the box on the Require a manual media count for X/Z Out preference.

POS 8 Company Preferences Require Manual Media Count

With that preference enabled, you’ll be required to enter the physical count for each bill and coin type on the Media Count window, and QuickBooks will calculate the total cash on hand. This is a safeguard to reduce the chance of error when entering the amount of cash on hand in the register.

When the Count you enter matches the expected amount of currency in the register, you’re in balance – with neither a shortage (less money on hand than expected) or an overage (more money on hand than expected). You can now click Ok to display and print the Z-Out Drawer Count Report.

The Z-Out Store Close Report, as its name indicates, is run when closing the store at the end of the day. This report is designed for installations with multiple workstations. After all workstations have reconciled the cash drawer by running the Z-Out Drawer Count Report, the Z-Out Store Close Report will report on all sales activity from all workstations and all cashiers for the period since the End of Day Procedure was last run (on the Point of Sale->End of Day Procedure menu selection). This report is not designed to assist in reconciling the cash drawer, so it doesn’t include the ability to do a media count on the cash drawer.

Here are samples of all 3 reports: the X-Out Status Report, the Z-Out Drawer Count Report, and the Z-Out Store Close Report.

You can select any of these 3 reports as part of the End of Day Procedure, and you can print them on either 8 1/2″ x 11″ paper or 40 column receipt paper. This preference is managed on the Documents & Printers submenu on the Edit->Preferences->Workstation menu selection.

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How Do I Receive a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To receive a special order item into inventory that has been ordered by a customer (i. e., on a sales order in POS), start by clicking the Receive Items button or visiting the menu selection Purchasing->New Receiving Voucher. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

There are many ways to start the receiving process. In this example, we’ll begin by searching for or entering the purchase order (PO) number. That’s the number on which we ordered the goods being received. Once POS locates the PO, we have a choice of receiving All Items or Selected Items.

QuickBooks POS 8 New Receiving Voucher Sales Order

We’ll click Selected Items to enter the items and quantities received. If there were multiple items or partial deliveries from vendors, the Select Items to Receive window provides an ability to record exactly what was received. Since we only had 1 item on our order, and the quantity ordered was only 1, we’ll click Select All to speed up receiving the special order item into inventory.

QuickBooks POS 8 New Receiving Voucher Sales Order 2

Because this item was a special order for a specific customer, POS displays that customer and provides the ability to view the customer order by clicking the Show Cust Order button. This helps to insure that the goods received match what the customer ordered and to contact the customer to arrange for delivery or pickup.

QuickBooks POS 8 New Receiving Voucher Sales Order 3

Because the cost of this item ($50) is different from what we recorded when we added the special order item, POS provides an opportunity to update item prices before saving this voucher. This is a valuable tool to insure that costs and prices have a rational relationship.

Click Save Only or Save & Print to complete receiving this shipment into inventory. All that remains of the process of taking and fulfilling a customer order for a special order item is to deliver the goods to the customer and record the shipment.

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