The following are a sample implementation plan. Some of the
steps may not apply to you particularly if you are new to QuickBooks.
1.Inventory Parts must be enabled in QuickBooks: Within QuickBooks, go to
the Edit menu and select Preferences. From the left side panel select Purchases
& Vendors. On the Company Preferences tab, check "Inventory and purchase orders
2.Having the correct account: Set up the correct account in QuickBooks. The
following are examples:
a.Inventory Asset - Other Current Asset: This account is used to track the
values of inventory on hand. QuickBooks will create this account the first time
an "Inventory Part" item is entered. This account should be used exclusively
for Items. Do not post journal entries directly to this account, otherwise
report totals (e.g. Balance Sheet) will not reconcile with the Inventory
Valuation report. To adjust inventory quantities or values in QuickBooks use
Vendors ? Inventory Activities ? Adjust Quantity / Value.
b.Sales ? Income: This account is used to record the sales side of
invoices. When an item is sold its sales price multiplied by the quantity sold
is posted to this account. NOTE: For items that are not sold (e.g. components),
this account will never be used, although it is required by QuickBooks.
c.Cost of Goods Sold - Cost of Goods Sold: This account is used to record
the cost side of invoices for ?Parts? and ?Assemblies?. When an item is sold,
its average cost is multiplied by the quantity sold and then posted to this
account. NOTE: for items that are not sold (e.g. components), this account will
never be used, although it is required by QuickBooks.
d.Cost applied to finished goods ? Expense: This account is used for
non-inventory items, service and other charges when included on a bill of
materials. See the following URL form more information on how All Orders
handles non-part production costs. http://www.numbercruncher.com/faq/faqtemplate.asp?id=46
3.Clean up the lists by:
4.Determine the correct Item Types:
a.If you want to track quantities the items should be set up as either
?Parts? or ?Assemblies?. You can change a Non-inventory part to a Part or
Assemblies. (CAUTION: When an item is changed from a Non-Inventory Part to an
Inventory Part, all the purchases of that item from the beginning of time will
be placed into the Inventory Asset account. That result may be undesirable
because it may affect prior year's profit and loss. To avoid this, In
QuickBooks do File -> Archive and Condense before changing the item's item
type. Note however that all detail for the period will be lost that is archived
and condensed. Another alternative is to change the name of the old item and
then make it inactive.
b.All Orders does not sync groups, you can use the import utility to create
an Item of type ?Kit?.
5.Create a parts numbering system that can grow. See the following
article for suggestions. http://www.numbercruncher.com/faq/faqtemplate.asp?id=42
6.Use the Item Group within All Orders as categories and avoid sub items in
7.Create Lists that cannot be created in All Orders
c.Item Sales Taxes
d.Sales Tax Codes
8.Adjust your opening quantities and values: We suggest that you make any
necessary adjustments in QuickBooks prior to creating an All Orders file. The
total quantity in QuickBooks should reflect the total for all locations. For
example, if HQ has quantity of 4 and WHSE has quantity of 5, QuickBooks should
show 9. DO NOT CREATE AN ITEM FOR EACH LOCATION. If your items have serial or
lot numbers, then the QuickBooks quantity will reflect the total of all serial
/lot # in all Locations. When an Item with a pre-existing quantity is created in
QuickBooks, your new All Orders company file will create an adjustment. You
can then add serial #s and transfer items between locations.
Preparing All Orders
The following assumes that have
installed All Orders and have
already created an All Orders company file.
Users: Create a list of users that will use All Orders
together with restrictions that you may be placed on their user access. You
will use the information when Managing Users.
Preferences: You will have already selected a number of
preferences during initial setup. However, this is but a small portion of All
Orders' total settings. To gain access to all the available preferences,
choose Preferences from the Company menu. Preferences will affect your
workflow and user interface.
Profile Lists: The profile lists consist of entities such as
Item Groups (categories), Units of Measure, and production Steps that should
be considered before creating the main entities (Items, Vendors etc). For
example, if you are a manufacturer, you will want to create a ?Step? before
creating a Bill of Materials.
Locations: If your business consists of multiple Locations,
All Order can track them. A locations can consist of a warehouse, store,
vehicle or area. You can also create bins (e.g. shelves or other storage
areas) within each Location.
Items, vendors and customers: If not already done so by
QuickBooks, import your items, vendors and customers using the import
Setting the lot/serial # option. Before you start creating
transactions in All Orders go through your items and indicate if they require
lot or serial #s (?Other? tab on the Item Editor). To set this value you
should have either no transactions or only 1 opening Adjustment. If you have
an opening quantity, then prepare the lot/serial #s that correspond to this
Quantity and use the quantity. You can also import these lot/serial # using
the import feature.
Opening quantities: If not already done by QuickBooks,
create opening quantities using the ?Qty Adjustment? entry screen or import
Reports, Forms and Labels: Customize your reports, forms and
labels to suite your company?s needs.
Beginning to work
with All Orders
1.Do a number
of transactions from start to finish.
order ? Receive
? Ship Doc
c.Work Order ?
2.Run the same
transactions in your existing system
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