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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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How Do I Generate a Purchase Order For a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To generate the purchase order (PO) for a special order item on a sales order in POS, start with the list view of sales orders by clicking on the Sales Order button in the POS toolbar.

From the list view, click Generate PO on the I Want To… menu. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

QuickBooks POS 8 Sales Order Generate Purchase Order

In the Generate PO window, enter either Doc Qty (i. e., a portion of the quantity required for this sales order in the event you want to order a partial quantity of an item) or click Select All to order the full quantity of all items required to fill this sales order. Enter any Customer Order Instructions and click Continue.

QuickBooks POS 8 Sales Order Generate Purchase Order 2

You’ll be given the opportunity to see a list of the PO’s created, print them, or email them directly to vendors. In our example article, we opted not to enter the Order Cost when adding the special order item to a new sales order. This is a common occurrence in a retail setting, where the Order Cost may not be readily available when entering a customer’s order. It also may be more appropriate to review product costs after hours or without delaying the customer. If an accurate Order Cost wasn’t entered when the special order item was created, do not email the PO at this point – it doesn’t contain accurate cost information. Instead, deselect this option and revise the purchase order.

QuickBooks POS 8 Sales Order Generate Purchase Order 3

To edit the PO, double click on it in the list of outstanding PO’s. Enter an accurate Order Cost (also displayed simply as Cost) for this item, along with any other required changes, and click Close. With the correct costs, we’re now in a position to transmit this PO to the vendor. From the PO list, select the PO and click the E-mail button. POS will invoke your default email client with the PO attached in PDF format, and you’ll have a chance to add to the default message.

QuickBooks POS 8 Sales Order Generate Purchase Order 4

We’ve now placed our customer’s special order with the vendor. Once the special order item has been delivered to us or directly to the customer, we’ll need to receive it into inventory and record the sale to the customer upon delivery.

When processing PO’s from POS, you can generate multiple PO’s for a single customer order. POS reduces the Due quantity on the sales order by the quantity already delivered. The PO number that POS generates combine an order type prefix (such as SO for Sales Order), the order number, and a counter for that that order type and order number. In our example, the PO we generated was the first PO (the counter) for Sales Order (the order type) number 1 (the order number), so the PO # was SO11. While reviewing a customer’s sales order, you can view the PO’s for that sales order by clicking on View POs from the I Want To… menu.

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How Do I Add a Special Order Item To a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To add a special order item to a sales order in POS, start with the sales order open.

For this example, we’ll open a new sales order by clicking on the Sales Order button in the POS toolbar, followed by the New SO button. The menu selection Point of Sale->New Sales Order also works. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

QuickBooks Point of Sale 8 Sales Order New Special Order Item

Next, click on the New Special Order Item on the I Want To… menu, or use the keyboard shortcut Ctrl + F9.

QuickBooks Point of Sale 8 Sales Order New Special Order Item Information

At a minimum, select a Dept Name and an Item Name on the Item Info tab. Price & Cost fields such as Regular Price and Order Cost can be entered, but they’re not required. Since this is a special order item, we can assume we don’t have the item in stock, so we don’t want to enter any values for Average Unit Cost or On Hand Quantity. These fields will be updated when we ultimately receive the special order item into inventory. Add any required information on the Additional Info and Custom tabs.

Before saving this special order item, keep in mind that the data entered for Order Cost will influence how we process purchase orders for this item in related tasks. POS can automatically generate a purchase order for this item using this cost and email that purchase order to the vendor. However, many retailers opt not to enter an Order Cost at this point. Checking accurate Order Costs may delay completing the customer’s order, and it may be more appropriate to review cost information after hours. If you elect not to enter an Order Cost at this point, it’s important to change any purchase order generated before it’s transmitted to the vendor. For this example, we’ll opt to enter an Order Cost of $0 – something we know is inaccurate. We’ll change it in later steps.

To proceed to add this new special order item to the sales order, click Save and Select.

In our example, we assigned a Regular Price of $100 to this special order item, and our customer is ordering 1 of them. Choose the customer for this sales order in the Customer Info section in the lower left of the POS screen, and click Save & Print or Save Only to save the order.

QuickBooks Point of Sale 8 Sales Order New Special Order Item Take Payment

With the sales order saved, POS will display a list view of current sales orders. Since this is a special order item, company policies may require taking a deposit from the customer. Select the sales order from the list and choose Take Deposit/Payment from the I Want To… menu to open the Take Deposit window.

QuickBooks Point of Sale 8 Sales Order Take Deposit

In our example, we’ll take a deposit for the full amount of $100.

QuickBooks Point of Sale 8 Sales Order Take Deposit 2

Clicking Ok will open the Receipt Payment window. Enter the Amount Tendered for the customer’s payment method, and click Accept Payment to activate the Save and Save & Print Receipt buttons.

QuickBooks Point of Sale 8 Receipt Payment

After recording the deposit, which in this case was payment in full, POS displays the Balance Due for the Sales Order when it’s edited or viewed.

QuickBooks Point of Sale 8 Sales Order Take Deposit 3

We’ve now completed the customer portion of taking a sales order for a special order item, but there are other steps to complete this sale. We need to order the special item from our vendor, receive it into inventory, and finally record the sale to the customer upon delivery.

Some POS users prefer to edit the description of an existing item instead of adding a new special order item as demonstrated in this article. Edits to an item don’t affect the item itself; they’re only reflected on the particular receipt on which they’re entered. The principal advantage of this approach is that it avoids adding new items. Nevertheless, we don’t like this approach. On Hand Quantities and Average Unit Costs stay with the original item itself. Since by definition this is a special item, cost may be different from the existing item, and we may mistakenly think that the order can be filled from stock on hand. If the item is an item with a lot of transaction activity, the details of this special order will quickly disappear. Finally, a headquarters store can convert special order items into regular items if there’s a good business reason to do so. Quickly identifying a special order item that is growing in popularity is much harder if the receipt began as an edited existing item. Given the simplicity of adding special order items to a receipt, we recommend you use the approach outlined here.

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How Do I Record the Sale of a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To record a sale of a special order item on a sales order in POS, start with the list view of sales orders.

To display the list of open sales orders, click Customer Order List button on the POS Navigator and choose Sales Order List from the menu. You can also access open sales orders by clicking on the Sales Order button on the toolbar. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Sales Order button.

QuickBooks POS 8 Sales Order Make Sale Navigator

From the list view of sales orders, choose Sell Item(s) from the I Want To… menu or use the keyboard shortcut Ctrl + F7.

QuickBooks POS 8 Sales Order Sell Item 1

On the Select Items to Sell window, you can record the sale of the entire order by clicking Select All or just a portion of it. Partial shipments are accomplished by entering a Doc.Qty less than the Due quantity for some or all of the items. The order shown below has only 1 line item. Enter either the Doc.Qty for each line or click the Select All button, followed by Continue. For sales orders with many lines where a sale is being recorded for complete delivery of most but not all line items, it’s easier to select all the items first and then change the Doc.Qty only on those lines receiving partial shipments. If shipment quantities aren’t correct on this window, you’ll have an opportunity to change them before completing the sale.

QuickBooks POS 8 Sales Order Sell Item Select Item

In the New Sales Receipt window, you can add additional items to this sale, edit or remove the existing items, and record shipping information. On the Shipping window, you can choose from multiple shipping addresses already on file or add a new one. Address changes can optionally update the customer’s information or be used on this order only.

QuickBooks POS 8 Sales Order Sell Item Shipping

Once a shipping address is selected, enter the Shipping Details and click Ok.

QuickBooks POS 8 Sales Order Sell Item Shipping 2

When we return to the sales receipt, shipping information and the sales receipt total are updated. In this example, we opted not to add shipping charges, because the customer has previously placed a deposit to pay for the sales order in full. The Total reflected on this screen does not reflect the amount unpaid after taking into account deposits, even deposits already applied to this sales order. It’s the total of the sale before deposits are deducted. If we did added additional shipping charges to this receipt, we’ll have an opportunity to collect payment for them as well as apply the customer’s deposit at this point. Click the Take Payment button.

In the Receipt Payment window, the $100 deposit received with the original sales order is shown. That deposit pays for the order in full. If we had caused the sales order to exceed the original deposit by adding additional items, changing order quantities or prices, or adding shipping charges, we could collect and enter payment. If there were no changes to the original sales order and the application of the deposit is correct, click Save or Save & Print Receipt.

QuickBooks POS 8 Sales Order Sell Item Receipt Payment

That completes the process of recording the sale of a special order item in QuickBooks POS.

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How Do I Export Transactions from QuickBooks?

Chief Mechanic · August 26, 2010 ·

QuickBooks supports 2 methods to export transactions:

The Export… button on the Find window
Exporting from a Center, such as the Customer Center

The first method supports exporting a transaction type for more than 1 customer, vendor, or employee. This is appropriate where you need to analyze or exchange a broad but filtered set of data. The second method is designed for exporting transactions for either a single or multiple customers, vendors, or employees. This technique provides the flexibility to produce an export file that would be useful to review one account to address a specific business issue, such as resolving a customer’s payment history, or to export a range of 1 transaction type. Both export methods are based on common elements.

We’ll demonstrate both methods.

Exporting Transaction Data from the Find Window

Using the Find window, transaction data can be exported for more than 1 customer, vendor, or employee. Filters can be applied to reduce the transactions to be exported down to just 1 customer, vendor, or employee. To get started, click the Edit->Find… menu selection.

QuickBooks Premier 2009 Export Find Invoice

In this example, we’ll export all customer invoices. From the Transaction Type pull down menu, choose Invoice and then click the Find button. QuickBooks will locate and display the number of matches. For our sample data, there are 114 invoices. This data could be filtered further by choosing a Customer:Job, a Date range, a specific Invoice #, or an Amount. Additional filter options are available on the Advanced tab. Our goal for this export is to export all invoices, so we won’t enter additional filter criteria. To proceed, click the Export… button.

The Export window provides the ability to send the exported data to a comma separated values (.csv) file or an Excel workbook. Exports to Excel are only compatible with Microsoft Excel 2000 or later, and you can choose either a new or existing workbook. For this example, we’ll opt to export the data to a new Excel workbook.

On the Advanced tab, export settings can be customized further. To complete the export, click the Export button.

QuickBooks will automatically launch Microsoft Excel with the exported data loaded. Here’s a screenshot of Excel 2007 with exported transaction data loaded.

Exporting Transaction Data Starting in a Center

Using a Center, such as the Customer Center, you can flexibly export transactions for either a single customer, vendor, or employee or a filtered list of all transactions relevant to that Center. In this example, we’ll demonstrate exporting data for 1 customer, a common task to review a customer’s purchase history, as well as transactions for a range of customers.

To start, open the Customer Center and choose the customer whose data will be exported. In our example, we’ll choose “Abercrombie, Kristy” (an example only from the sample data) from the customer list displayed on the left.

QuickBoks Premier 2009 Customer Center Export 1

With a customer selected, click the Excel button in the toolbar, followed by the Export Transactions… menu entry in the menu that appears below. This will export the transactions displayed for this individual customer. These transactions can be filtered by changing the values in the pull down menus above the transaction list. Export to Excel will proceed as described above, with the ability to export the transactions to either a new or existing workbook. Note that this method doesn’t offer an ability to export to a .csv file. That’s not an important consideration here, since a .csv file would only be useful in exporting a large number of transactions.

To export transaction data for more than 1 customer from the Customer Center, click the Transactions tab. A list of the available transaction types is shown on the left, with all of the transactions that meet the filter conditions on the right. Change the filter conditions as needed. In our example, with no additional filters, this transaction export will mirror the results we exported using the Find window. To proceed, click the Export… button on the toolbar.

QuickBoks Premier 2009 Customer Center Export 2

Transaction export will proceed as described in our discussion using the Find window. In other words, you’ll be able to export to either a .csv file or an Excel file.

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vendor

Accounting

Developer

Intuit