In this article you will learn how to create sales and purchase orders in QuickBooks Desktop Point of Sale. To know more contact QuickBooks Point of Sale Support to know more.
To utilize the POS to the fullest you must learn the basics of Customer Order types. To know how to enable and create different types of customer orders in QuickBooks Desktop Point of Sale, read further.
Customer Order Types :
What is a Sales Order?
To reserve an inventory item which is planned to be purchased in the future a Sales order is used for your customer. Items that are listed in an open sales order will be deducted from the quantity that is available to you. Though, it does not affect the actual on hand quantity.
Work Order– A customer order used for services and non-inventory items is known as a work order.
Layaway– A document that allows customers to pay for merchandise using a series of deposits is known as a Layaway. Until the items are sold, items will be removed.
Firstly, you need to turn on Customer Orders
Go to Preferences in the File menu and then click on Company.
Check the boxes under the general tab:
*I create Customer Sales Orders *I create Customer Layaways *I create Customer Work Orders
How to create a Customer Order?
Select New Sales Order/Work Order/Layaway from the Point of Sale menu. Please Note: On the home page, you may also click on the Customer Order icon. Now, Select New Sales Order/Work Order/Layaway from the drop-down.
Fill out the name of the Customer.
All items editing information like quantity, price, tax code, and discounts necessarily, enter them or scan them.
On the available fields such as promo code, discounts, and order rates, fill out important information.
Please Note: By clicking the drop-down on Assigned field in Work Order window you can assign a work order to an employee.
To track what jobs are pending for each employee, you can pull up Work Order Detail report and Add Assigned column.
Mind the following Status:
- Open means Ongoing Purchase Orders
- Pending-means the Sales Orders is on hold and it does not affect your available quantity
- Closed means Completed or Canceled Customer Orders
- Closing a customer order manually will not complete the order. This only make changes in the status of the order.
- Select Save and Print.
To record a sale that you plan to fulfill in the future a sales order is used. A sales order also helps you keep track of items that youhave already promised to customers.
Creating a sales order is an usual A/R workflow in your QuickBooks Desktop.
Please Note: You can use Sales order only in QuickBooks Desktop Premier and Enterprise.
- To turn on Sales Order, perform the steps given below:
- As admin, sign in to the QuickBooks company file.
- Select Preferences from the QuickBooks Edit menu.
- Choose Sales & Customers On the left panel and then go to the Company Preferences tab.
- Click on the Enable Sales Order checkbox then click on OK.
How to create a sales order from scratch?
If your business does not require sending estimates follow the step given below before creating sales orders.
- Go to Sales Orders/Create Sales Orders from the QuickBooks Home screen or the Customers menu.
- Select a customer or customer job from the Customer: Job drop-down. You can click Add New i the customer or job is not on the list yet.
- Fill in the information given on the top of the form like the Date and S.O. No.
- (This is Optional) You need to create a discount item if you want to apply for a discount.
- Select Item List from the QuickBooks Lists menu.
- Right-click anywhere on your desktop screen and then select New.
- Select the Type drop-down in the New Item window and then choose Discount.
- Enter an Item Name or Number and a brief Description about the item.
- Enter the discount amount or percentage in the Amount or % field. You may want to leave the Amount or % field blank if your discount amounts vary. Enter the amount directly on your sales forms in such cases.
- Choose the income account from the Account drop-down that you wish to use to track discounts that you give to customers.
- Tax Code for the item, select an appropriate Tax Code and then click on OK.
- Select Save & Close.
How to create a sales order from an estimate?
- If you have previously provided an estimate to your customers follow the steps given below to create a sales order for it.
- Find and open the estimate that is correct.
- At the top of the estimate form, create a Sales Order.
- Edit the information as needed, when the sales order appears.
- Select Save & Close.
Import and export in QuickBooks Desktop Point of Sale
- The process of Import in QuickBooks Desktop Point of Sale
- The Default Template exported from POS is used to import data through Excel. At a time, you can import up to 65,000 rows, and .csv files can be converted to excel files. Open the .csv file and then go to File menu and select Save as, choose Excel Workbook in Save as type dropdown.
Excel data format
- Take note of the following for a smooth import using excel:
- No dashes should be there in empty excel fields
- No empty rows and columns
- Delete all kinds of hidden columns
- Do not make use of formulas, hyperlinks, and special characters i.e.: @,#,$,%,&,*
- Instead of deleting info separately, use “clear contents”
- Verify whether the column cells are formatted correctly to work with the Data Import wizard if you have difficulty importing specific columns from your spreadsheet
- While navigating the spreadsheet keep the following in mind:
- To scroll down while viewing headers, freeze the headers of the spreadsheet
- Instead of scrolling with mouse, use Page Up and Page Down keys
- For page down to the bottom of the excel data set press Ctrl+End
- To go back to the beginning of the excel sheet data press Ctrl+Home
How to Import data?
Before you start importing data follow the steps given:
- A backup copy of your file must be created
- Before mapping, do a quick scan of the entire worksheet .
- In notepad, open .csv spreadsheet to see irregularities
- Any file that gives you trouble into a fresh worksheets copy it and then paste it using paste special > values
- You can break large lists into smaller sections also (worksheets)
To import your data, follow the steps.
Step 1: Get a template
Please Note: You may need to download a new template file or recreate from scratch if you do not have an existing template available for import
- Exit QuickBooks Desktop Point of Sale.
- Right-click on the Windows button and the click on File Explorer.
Navigate the location: C:\Users\Public\Public Documents\Intuit\QuickBooks Point of Sale (x.0) in the left window. Select the arrow symbol next to each folder listed to navigate.
Right-click,on the QB POS Import Template.xls, and then click on Delete. You’ll have to confirm the deletion also.
Step 2: Setting up and importing data to Point of Sale
- Go to File > Utilities > Import in the QuickBooks Desktop Point of Sale.
- Select Next from the Data Import Wizard.
- To import, select the type of data that you wish to import and then select Next.
- On how you want to import the data, select default template.
- Open the Import Template.
In case you wish to have a different file template for import, follow these steps:
- Select the Custom file and then click on Next.
- Make sure you are selecting the correct worksheet tab and what row the data started, locate your saved template.
- You may need to map the data manually to match the columns from the import template to the Point of sale fields. Click on Choose File Mapping > Add or Select Mapping > Manage Mappings.
- Select Save, after mapping is done.
- Click on Next and then follow the prompt to begin the import.
- Click on Next and then follow the prompt.
- Select Import, after the import wizard has checked the import file.
- Exit the wizard. Please Note: Go to File > Utilities > View Data Import Log, to check for errors
The process of Export
- Before following the steps to export, you will need to create a backup copy of the file.
- From QuickBooks Desktop Point of Sale to Excel, you can export the following lists:
- Inventory Items, Customers, Vendors, Departments, Employees, Export data
- Go to File > Utilities > Export, in QuickBooks Desktop Point of Sale
- Select Inventory Items from the Data Export Wizard and then select Next.
- Click on Next.
- If the records ready for export is correct, validate.
- Click on Export.
To know more on how to Create Sales and Purchase Orders in QuickBooks desktop point of sale, call on our QuickBooks Point of Sale Support. You can also write to us at firstname.lastname@example.org . For more information visit, www.quickbooksupport.net .