1. Set up the server first, the server is also the
1st workstation- when installing the first station be
sure to select "server" in the install process.
2. In QuickBooks Financial is installed on the server
workstation. Make sure that in preferences - integrated
applications is set to allow other applications access.
3. Set up at least one sales tax in QuickBooks
Financial. The POS cannot share data with QuickBooks financial with a
sales tax code to map to.
4. If you have been using QuickBooks financial for some
time before buying POS and want to take advantage of the
single time import into QuickBooks Point of Sale POS, you
should make sure you clean up your items and make inactive all
items you do not want to import.
Steps to install
a. Connect all QuickBooks Point of Sale POS Hardware
b. Install & prepare QuickBooks financial Software for Data exchange
c. Install QuickBooks POS on the server Workstation
d. Create the company data file for POS
e. Complete the setup interview on the server workstation
f. Install QuickBooks Point of Sale on any additional
g. Connect client to server workstation
h. Use the setup interview
1. Map chart of accounts. From POS Edit menu > Company >
Select Accounts- click on the Basic and Advance tabs
If a firewall is enabled on the server computer (as in windows xp) the
QuickBooks Point of Sale client may not automatically detect
the company data file over the network. XP will prompt
you to allow automatic configuration of that firewall to
communicate to the necessary port. If there is a firewall
installed other than XP POS will not automatically detect this
firewall and reconfigure, you will need to in program file
help files and search on the keyword "firewall" for more
You can import the item list (inventory) only once, there is
an import tool designed for this which is very handy to get
your original list set up in point of sale but can be used
Set up your company as you would like it to appear on sales
receipts & documents, take advantage of the additional fields
QuickBooks defaults to sending a summarized format into the
financial software however you may want to see detailed
information in the QB Financial software if you need the
ability to print detailed customer reports or print detail
customer statements for on account customers. Or if you want
the ability to see individual sales documents in the QB
financial software rather than daily totals. Or if you
want to do customer mailings. When the detail is sent, a
dummy item is set-up for each item sold in the POS. These
items are automatically inactivated.
The exchange of data between QuickBooks
Point of sale & QuickBooks Financial (Pro/Premier/or
Enterprise) should occur at least once a day and is performed
from the Point of Sale server station.
New and edited customers & vendors added to either package
will sync and update the other database.
Exception: Vendors flagged as inactive in both programs are
not exchanged. If you list inactive vendor on a voucher that
vendor will be created in QuickBooks financial.
Employee names are imported into QuickBooks Point of Sale from
Financial if the company decides to set up security limits by
employee in Point of Sale.
The following information will flow from POS to Financial
Vendor payment terms
The following information flows from Financial to POS
Updated customer account balances & credit limits
Manual edits of Customer account limits
Purchase orders are not shared with QuickBooks
financial, but the receiving voucher is sent to QuickBooks financial
which will be converted into a bill for payment in QuickBooks
financial. Pro level users of PO have the option of allowing
the POS to automatically generate Purchase orders on reorder
points that have been entered in the inventory record.
Automatically generated POs will have a status of "suggested".
Changing the cost field (automatically populated from the
inventory record) on the PO will not update the inventory
record cost until the item has been received.
When a customer pays by check, enter both the check number
and last name of customer in the check number field. Should a
customer check bounce it becomes much easier to locate in QuickBooks
Placing a customer name on a sales receipt is optional, but
necessary if you want to use customer based discounts or tax
categories, or if you want to offer charge accounts or if you
want to track customer purchase history.
Tips when upgrading from a previous version of
Point of Sale
1. Settle all credit card transactions
2. Data/Store Exchange with QuickBooks Financial
3. Make a back-up of POS company file
Install POS After
Review settings some values will revert to default
List column order lists will need to be reset
Report layouts & Filter criteria may need to be reset so rerun
and rememorize reports
Security Groups in security area
In a multi-store configuration the multi-store settings will
need to be reset
QuickBooks Point of Sale will send data to QuickBooks
financial software in summary format, you can change this to
detailed transactions from the company preferences found under
the Edit menu. If you choose detailed, you may run the
risk of reaching list limitations in QuickBooks financial
(Customers 14,000 & Inventory 14,500)
Multi-store - a transfer between stores of inventory is
completed using a "transfer slip". This should only be
completed by the store transferring the goods. The transfer
slip updates the sending and receiving stores quantity. This
means that the receiving store should not complete a receiving
slip on these goods as doing so would duplicate the
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