QuickBooks™ Point of Sale: Item Fields

When using QuickBooks™ Point of Sale , refer to the tables below for descriptions of available item fields.

Fields shown in brackets, e.g. [field name], are suggested or read-only fields auto-filled by Point of Sale.

* indicates a required field.

Item Description/Lookup Information

Field Usage
Type* Used to designate the type of item: Default isInventory. Select a different type from the drop-down list, as necessary.
Department* Department to which the item belongs. Required field for all items. To access your department list, press () from the field. (Pro) Must be the same for all members of astyle.

The primary vendor from whom you purchase the item. To search for or look up a vendor, press () from the Vendor field.

(Pro) Learn about using multiple item vendors.

Item Name* The principal item description field. Printed on sales receipts. Required field. Label can becustomized.
( Description 1 for some upgraders) (Pro) Must be the same for all members of astyle.
Item Description Secondary, long description field used to record additional information. Also can be used to record additional information
(Description 2 for some upgraders) while making a sales receipt. Label can be customized.
Attribute A field used to describe an item characteristic, typically color, pattern, material, or a second size. 1 to 12 characters. Label can becustomized.
Size The size of an item; 1 to 12 characters. This field can also be used to describe a second item attribute other than size if desired. Label can be customized.
[Item #]

Unique number that identifies each item; corresponds to the inventory row number. Suggested by the program, but editable. Used to print item bar codes on tags and to list items on documents. Numbers greater than 99,999 not recommended as the resulting bar code would not fit on some price tags. This field supports numerical values only. If you need to enter an identifier that includes letters, use theAlternate Lookup field (described below).

You can have suggested numbering sequence restart from your entry in a company preference.


Universal Product Code: The item’s unique UPC/EAN identifier. Once entered, can be used to scan vendor-tagged merchandise to list on documents. This field is normally 13 characters. If a shorter number is entered, Point of Sale uses an appropriate algorithm to lengthen the entry to fill the 13-character field.Learn more.

(Pro) If multiple vendors or multiple units of measure are being used for an item, each can be assigned a unique UPC.


User-defined group tag assigned to items to facilitate use of the Quick Pick feature for adding items to a document.

A user-defined identifier that can be used to look up items. This field can contain text descriptions, catalog numbers, etc. Duplicate Alternate Lookups are not allowed.

Alternate Lookup (ALU)

Do not duplicate the Item # or UPC in this field. Inefficiencies in item lookups would result.

(Pro) If multiple vendors or multiple units of measure are being used for an item, each can be assigned a unique alternate lookup.

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Price/Cost and Tax Fields

Note: The ability to see cost fields, including margin and markup and other fields related to cost, can be controlled by security rights. If you do not have the right to view item costs, the fields will be masked like this “*****”. This right affects cost fields in inventory and on all documents and reports.

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Field Usage
Reg Price The regular price for which you sell the item. Calculated by Point of Sale on new items if you are using a department pricing formula. Markdown price levels, if used, are calculated from this price.
[Avg Unit Cost] The average unit cost of the on-hand units of the item; updated by receiving vouchers, adjustment memos, or manually. If you manually edit this field, Point of Sale creates an adjustment memo to send to QuickBooks™. Seeprice and cost for more information.
[Order Cost]

The current cost of an item charged by your vendor. The order cost is suggested on purchase orders and vouchers and automatically updated when a voucher is updated with a new item cost.

(Pro) If multiple vendors are being used for an item, each can be assigned a unique order cost.

MSRP Manufacturer’s Suggest Retail Price. Optional reference price that is printed on most price tags if entered. Leave blank if you do not want the MSRP printed on tags.

The profit expressed as a percentage of the price. If defined in a department record, is auto-filled and used to calculate the regular price of new items. Editable. Manually editing the margin in inventory automatically causes your item prices and the Markup % to be recalculated. Learn more

Margin % = (Price – Cost)/Price x 100

[Markup%] The item profit expressed as a percentage markup over the cost. Works in the same manner as Margin %. Making an entry in this field causes Point of Sale to recalculate the item prices and margin. Learn more
[Price Levels 1-4]

Optional item price levels, each marked down from your regular price. Used to offer different prices to different customer groups (employee, wholesale, etc.) or for other purposes, such as for a discounted sale. You define price level names and markdown percentages in company preferences and these names will be displayed in the item record and item list.

Once defined, price level prices are automatically updated anytime your regular price changes, or can be manually edited as needed. Learn more

[Tax] Tax code name: A drop-down list containing each of the tax code names defined in company preferences. By default, each new item is assigned a default tax code as specified for the associated department. Edit by selecting a different tax code as necessary. Learn more

Quantity Fields

Field Usage
[On-Hand Qty] On-hand Quantity: The quantity of an item on hand at this store. Automatically updated each time an item is received, sold, transferred, or adjusted on a memo. A manual entry in this field results in an adjustment memo being created and sent to QuickBooks™. Decimal quantityentries are acceptable.
Reorder Point

User-specified company quantity at which an item should be reordered. When the combined on-order and on-hand quantity is at or below this level, the item is added to the reorder items reminder list.

(Pro) In the case of assembly items, indicates the point at which more should be rebuilt.

Doc Qty

Document Quantity. Used to enter the quantity of an item to be listed on a document. Displayed only when accessing the item list from a document to select items. Enter the item quantity you want to list on the document.

(Pro) You can also switch to Style View and enter document quantities in the style item grid cells when coming to inventory from a document.

[On Order]

Quantity of the item listed on open purchase orders and not yet received. Displayed in item list.

(Pro) Also visible by selecting Available from the Quantities area of the item form

[Quantity Available] (Pro) Quantity available for immediate sale. Calculated by subtracting the quantity committed on active customer orders from the current on-hand quantity. Learn more
BackOrd Qty(Pro) Quantity of this item needed for active customer orders.
[Qty] in Assembly or Group (Pro) In Assembly/Group item grid. Specifies the quantity of an item included in an assembly orgroup item.
[Company Total] Total on-hand quantity for the entire company (all stores).
[Cmp Qty] (Pro) Select View All in the Quantity area of the item form to view. Called Cmp Qty in your item list.
[Store On-Hand Quantities] (Pro) On-hand quantity for each store; designated by your assigned store codes. Select Availablefrom the Quantities area of the item form to view. Also available in the Item Information window () from a receipt and your inventory item list.
[Quantities for Store #] (Pro) (Style View) Drop-down list of store locations. Select a store or All Locations to view quantities at the store or for the company for each style item.

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Other Item Fields

Field Usage
[Last Received] The most recent date this item was received.
Print Tags Checkbox. Select to specify that you want to print price tags for the item. If you clear the checkbox, tags will not be printed for the item even if it is listed in a group of items for which you are printing tags. Default is selected.
[Rating] Graphical indicator of item performance over time, based on user-defined time period and familiar five-star system. Learn more
[Trend] Graphical representation of item performance in user-defined current period compared to prior period. Learn more
Unorderable Checkbox. Select to have the item’s reorder point temporarily ignored and to be alerted if the item is listed on a purchase order or receiving voucher. This option can used to remove seasonal merchandise from your reorder reminders and reports.
QuickBooks™ Accounts Item mappings to QuickBooks™ cost of goods sold, income, and asset accounts. Defaulted to the item accounts specified
[Asset] Display field that can be used to indicate the measurement or quantity units by which the item is sold, such as each, inch, gallon, case, etc. Used to filter and sort the item list and reports. Select a unit from the drop-down list or select Add New to create and use a new unit.
Unit of Measure

Units of measure can be managed (added, deleted, reordered) in company preferences.

(Pro) Read Using Multiple Units of Measure and see additional fields below if you purchase and sell items in more than one unit size.

Base Unit of Measure (Pro) When using multiple units of measure, the smallest quantity by which an item is sold or purchased.
[Earn Commission](Pro) Checkbox. Select to identify Items that qualify for payment of employee commissions. Default is checked (eligible). Clear the checkbox if employees are not to be paid commissions on the sale of the item, Learn more
Use Serial # (Pro) Checkbox. Select to be prompted to enter aserial number when the item is listed on documents.
Custom Fields 1-5 (Pro) Custom item fields can be used to enter any other item information you need to track. Once defined, the fields can be used to filter lists and reports, and can be added to your printed documents using Print Designer. Learn more
[Open Purchase Orders] (Pro) List of open purchase orders for the item and the total quantity on order. Select Availablefrom the Quantities area of the item form to view.
Select a Style Template (Pro) Select a pre-defined attribute/size template from the drop-down list to apply it to the style grid or select Add New to create a new template.Learn more.
Vendors – Alternate 2 -5(Pro) (More Info section) Fields for entering one preferred and up to four alternate vendors for an item. Each vendor can have a unique UPC, Alternate Lookup, and order cost.


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