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The QuickBooks Specialists

What’s the Purpose of the X-Out and Z-Out Reports?

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The terms X-Out and Z-Out originated in the world of cash registers. Registers commonly had a key-operated lock with several positions: one for normal operation, one labeled “X”, and another labeled “Z.” After inserting a key (normally in a manager’s possession) and turning it to the “X” position, the register would print a running total of the activity for that register from the point it was last reset to zero, or zeroed out. The “Z” position would “zero out” the register totals at the end of a shift or business day.

QuickBooks POS uses this same terminology for 3 similar X/Z-Out reports:

  • the X-Out Status Report (accessed on the Reports->Cash Drawer->General – X-Out Status Report menu selection)
  • the Z-Out Drawer Count Report (accessed on the Reports->Cash Drawer->General – Z-Out Drawer Count Report menu selection)
  • the Z-Out Store Close Report (accessed on the Reports->Cash Drawer->General – Z-Out Store Close Report menu selection)

      • The X-Out Status Report is designed to provide an update on sales activity to that point in the day since the register was last closed by running the End of Day Procedure (on the Point of Sale->End of Day Procedure menu selection).

      The Z-Out Drawer Count Report is intended to reconcile the cash drawer at the end of a business day. In a multiple workstation environment, this report is normally run before running the Z-Out Store Close Report.

      Because the purpose of this report is to reconcile the cash drawer, the Z-Out Drawer Count Report can be configured to require a manual media count, or a physical count of the individual bill denominations. To set this preference, click the Sales submenu on the Edit->Preferences->Company menu selection. Check the box on the Require a manual media count for X/Z Out preference.

      POS 8 Company Preferences Require Manual Media Count

      With that preference enabled, you’ll be required to enter the physical count for each bill and coin type on the Media Count window, and QuickBooks will calculate the total cash on hand. This is a safeguard to reduce the chance of error when entering the amount of cash on hand in the register.

      QuickBooks POS 8 Media Count

      When the Count you enter matches the expected amount of currency in the register, you’re in balance – with neither a shortage (less money on hand than expected) or an overage (more money on hand than expected). You can now click Ok to display and print the Z-Out Drawer Count Report.

      QuickBooks POS 8 Media Totals

      The Z-Out Store Close Report, as its name indicates, is run when closing the store at the end of the day. This report is designed for installations with multiple workstations. After all workstations have reconciled the cash drawer by running the Z-Out Drawer Count Report, the Z-Out Store Close Report will report on all sales activity from all workstations and all cashiers for the period since the End of Day Procedure was last run (on the Point of Sale->End of Day Procedure menu selection). This report is not designed to assist in reconciling the cash drawer, so it doesn’t include the ability to do a media count on the cash drawer.

      Here are samples of all 3 reports: the X-Out Status Report, the Z-Out Drawer Count Report, and the Z-Out Store Close Report.

      You can select any of these 3 reports as part of the End of Day Procedure, and you can print them on either 8 1/2″ x 11″ paper or 40 column receipt paper. This preference is managed on the Documents & Printers submenu on the Edit->Preferences->Workstation menu selection.

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How Do I Receive a Special Order Item On a Sales Order In POS?

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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.

QuickBooks POS 8 Different Cost Message

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?

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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.

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.

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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