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The QuickBooks Specialists

What Data Is Exchanged Between POS and QuickBooks Financial Software?

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When you enable the company preference Use with QuickBooks Financial Software on the Edit->Preferences->Company->Financial menu, certain information is exchanged between POS and QuickBooks financial software.

POS 8 Company Preferences Use QuickBooks

Exchanges take place by initiating the exchange from POS by clicking on the menu Financial->Update QuickBooks.

The results of a successful exchange are shown below.

QuickBooks POS 8 Financial Exchange

The Financial Exchange window summarizes what has been exchanged.

Some information is exchanged in both directions:

  • customer information excluding account balances
  • active vendor information

Once POS is installed and running, inventory transactions are managed in POS. Therefore, most information exchanges occur from POS to QuickBooks. These exchanges are:

  • customer payments
  • cash register payouts
  • sales and order deposits
  • receiving vouchers
  • financial impact of inventory adjustments
  • freight charges on inventory transfers between stores (POS Pro Multi-store)
  • time clock records (POS Pro)

To provide the ability for management to record some transactions that affect account balances and change customer credit limits, QuickBooks financial software exchanges this information to POS:

  • customer account balances
  • customer credit limits

Certain information is not exchanged in either direction:

  • inventory items and quantities after the initial import from QuickBooks financial software to POS
  • employees
  • employee commissions and tips
  • purchase orders

This information is summarized in this Intuit knowledge base article.

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Are There Any Pre-designed Form Templates Available That I Can Add to QuickBooks?

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Yes, there are. Intuit itself offers a number of pre-designed form templates that you can add to QuickBooks, and they’re all free. These form types are available:

  • Credit memos
  • Estimates
  • Invoices
  • Purchase Orders
  • Sales Orders
  • Sales Receipts
  • Statements
  • Donations

You can find them at Intuit’s Template Gallery for forms. One of these templates makes a great starting point to create a custom form in QuickBooks.

There are variety of approaches to using a new form template in QuickBooks. We’ve come across other descriptions of how to accomplish this task that simply don’t work. This description does.

To start, visit Intuit’s Template Gallery and locate a template that most closely matches the look you want to create. The templates are organized by function. Because the thumbnails may make it difficult to see a clear preview of the template, you might want to download several templates, preview them in QuickBooks, and delete those that you don’t like.

Click the Download link for a template. When your browser prompts you to Open or Save the file, choose Save. You can save the file to your desktop or to any folder – just remember the location you choose. Here’s a dialog box just before the location is chosen:

QuickBooks Forms Save Invoice Template

Return to QuickBooks and open the Templates window from the Lists->Templates menu. Click the Templates button and select Import… from the drop down menu.

QuickBooks Premier 2009 Lists Templates Import

Navigate to the location where you saved the downloaded template, select the template, and click Open. If you downloaded multiple templates, you’ll have to import them individually.

The downloaded template will be added to the available templates for that company. You can now proceed to customize it to suit your needs.

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Zoovy Web Store

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A web-savvy client just drew our attention to a QuickBooks compatible web store, Zoovy.

The company says they support bi-directional communication of invoices, sales receipts, customers, products and inventory with QuickBooks in this Zoovy overview.

For QuickBooks customers looking to increase sales from a web store and not have to re-enter information, Zoovy might be worth a closer look.

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Intuit Announces the R7 Release for QuickBooks 2010 Products

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R7 for the QuickBooks 2010 series is out. See the QuickBooks 2010 Release Notes for the details.

It fixes error codes c=74 and c=331 when modifying or printing paychecks.

It also enforces Payment Application Data Security Standards (PA-DSS) which require that merchants accepting credit cards adhere to stricter password protection requirements.

Starting July 1, 2010, merchants processing credit card transactions in QuickBooks must use complex passwords and change them every 90 days. A complex password is one that contains at least 7 characters and has at least 1 number and 1 upper-case letter.

Intuit has more information on how QuickBooks products comply with Payment Card Industry Data Security Standards.