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 having an error code of C=15

This user was using QuickBooks 2003 with QuickPOS (currently renamed to QuickBooks Retail Point-of-Sales); when she tried to do a POSTING from QuickPOS into QuickBooks, she had an error of C=15.

From Reckon’s knowledge base, FAQ ID: Q1468, it stated that:

“This only happens when you have a password on your QuickBooks data file. To prevent this error from occurring ensure you have logged into QuickBooks before performing a Post or Transfer from QuickPOS.”

For this case, it was slightly different. She had already login to the QuickBooks, but still had this error of C=15. So what could be the issue?

Besides login to the QuickBooks, you have to switch your QuickBooks to a single user mode. This is one of the requirements when doing POST and TRANSFER. This is to prevent other user from using it while QuickBooks is editing the data.

For her case, there was another user had logged into QuickBooks, and she forgotten to switch to a single user mode while doing POST and TRANSFER; thus, QuickBooks prompted error of C=15.