QuickBooks Asia

Linking QuickPOS to a new QuickBooks company file

In the Cashier computer you are require to install QuickPOS terminal software. If your QuickBooks is in another computer (HQ) within the same retail shop, you need to install the QuickPOS Administrator and QuickBooks accounting software in this ‘HQ’ computer.

QuickPOS Administrator is a bridge between the QuickBooks and QuickPOS terminal. You need QuickPOS Administrator to TRANSFER stock and Accounts Receivable information from QuickBooks company file into the QuickPOS data file. Then, QuickPOS Terminal will need to read and write back to this POS data file when generating sale.

If you need to change to a new QuickBooks company file, first you need to ensure all POST and TRANSFER is done. That is, all the sales information from POS Terminal transferring back to the QuickBooks company file.

Next, backup your QuickBooks Company file and POS Keyboard mapping. Backing up is like buying insurance, just in case things does not work out, you can restore the file back to resume your business.

From the POS Administrator, go to the Tools menu and select Option. In the Option window, select General Tab. Under the General Tab, you can click the ‘Change’ button of the QuickBooks Data File field to change to a new QuickBooks Company file.

After changes have done, you need to test the POS keyboard to ensure all the keys are workable. Sometime, you may require editing the Keyboard Mapping to match with your new QuickBooks company file.

Beware of unauthorized QuickBooks reseller

Recently, I heard there is a company going around claiming to be QuickBooks reseller, selling QuickBooks software at exorbitance prices.

So beware!  If in doubt, you may contact QuickBooks distributor QCOM Group Pte Ltd at 6254-2322 or simply drop me a note.

Can QuickBooks Retail POS Terminal not Link with QuickBooks (Asia)?

“May I know whether we can install QuickBooks and the QuickBooks POS Administrator on the same computer in the office, and then the Retail POS Terminal on another computer at the shop with no network connection to the PC where the QuickBooks program and the QuickBooks POS Administrator were installed?”

The above is a tech support message I received. A retailer will ask this common question during my QuickBooks Retail Point-of-sales demonstration.

First, we look at the relationship between QuickBooks (Asia), QuickBooks Retail Point-Of-Sale (POS) Terminal and QuickBooks Retail POS Administrator.

QuickBooks Retail POS Terminal need to read POS Administrator’s PDB file (QuickBooks Point-Of-Sale Database file) on every sales recorded. This is to update the stock on hand in the PDB file.

When QuickBooks Retail POS Administrator do the POST and TRANSFER it picks up the POS file (QuickBooks Point-Of-Sale’s Sales Transaction file) from the QuickBooks Retail POS Terminal, record it in the QuickBooks’ QBW file (QuickBooks Company File), and TRANSFER the latest Stock information from QuickBooks QBW file to the PDB file.

From the above information on the relationship between the software, the software needs one another at a different stage of the operation process. Therefore, we need to ‘link’ them up in some way.

If the office and the shop are in a different location, the solution that I may consider will be:

• For the Cashier's PC at the shop I will install QuickBooks, QuickBooks Retail POS Admininstrator and QuickBooks Retail POS terminal.
• For the accounts PC (I suggest to use a Notebook computer) at the office, I will install QuickBooks accounting software with QuickBooks Database Server Manager software and host the QuickBooks’ data file in this Notebook.

During End-Of-Day process, QuickBooks Retail POS terminal DOES NOT require to launch QuickBooks or QuickBooks Retail POS Administrator. It will generate a QuickBooks Retail POS file and update the PDB file in QuickBooks Retail POS Administrator.

When we require doing a POST and TRANSFER between the QuickBooks Retail POS Administrator and QuickBooks accounting software:

• Bring the Notebook to shop, link it up via Network cable.
• From Cashier's PC, launch QuickBooks and open up the QuickBooks QBW file.
• Launch QuickBooks Retail POS Administrator, do the POST and TRANSFER.
• Upon completion, shut down QuickBooks and QuickBooks Retail POS Administrator from the Cashier's PC.
• Unplug network

The latest information updates both QuickBooks POS administrator's PDB file and QuickBooks QBW file.

For more information on QuickBooks Retail Point-Of-Sales, you may contact our POS Consultant at www.QB.sg.

QuickBooks Retail Point of Sales (POS) – Cash Items

When using QuickBooks Retail Point of Sales (Asia version), user often confused with ‘Float In’, ‘Float Out’, ‘Cash Paid Out’ and ‘Cash Clearance’.

In this blog post, I would like to explain the use of these few functions.

Before we go into the function, there are some accounts that user need to take note of in QuickBooks. Cash Register Funds account is to hold all the money in your cash drawer. That is to say, your amount of money in the Cash Register Fund account should be the same as the physical Cash Drawer. Undeposited Fund account is a cash or cheque transit account. Money will be hold in this account before your decision of transferring to either Cash at Bank or Cash in Hand account.

Float In

Float in is the amount of money that we put into our cash drawer to run our retail business of the day. Many retailers will put some money like $300.00 or $500.00 (combination of coins and notes) into the cash drawer to start the retail operation.

When we enter the ‘Float In’ into QuickBooks Retail Point of Sales, the double entry in QuickBooks will be debiting Cash Register Fund account and crediting Undeposited Fund account.

Float Out

Float out is when the retail owner withdrawing out the Float from the cash drawer at the end of the day. The double entry in QuickBooks will be debiting Undeposited Fund account and crediting Cash Register Fund account.

Cash Paid Out

Cash Paid out is to take out money from the cash drawer to make payment for some goods. Example: in a pub business, sometime you may require to take out some money from the cash drawer to buy item like ice for your business.

The double entry in QuickBooks will be debiting Cash Paid Out expense account and crediting Cash Register Fund account.

Cash Clearance

Cash Clearance is to remove the cash from sales you make of the day from the Cash Drawer. For example: your float in is $300.00 and cash from sales is $750.00, you may do a Cash Clearance of $750.00 to remove the money make from sales and leave the float in as $300.00

The double entry will be debiting Undeposited Fund account and crediting Cash Register Fund account.