QuickBooks™ Point of Sale Features To Charge Your Business
Version 12.0 leverages much of the interface from the Version 11 platform, with some truly significant improvements. For those who have not taken a look at QuickBooks™ Point of Sale since V9 or earlier, a significant shift in the look and feel of the application should be expected. However, even in the new version, some of the older user interface (UI) is still in place. Where the old UI is still in place, the navigational improvements that follow will not apply. Here are some of the more significant highlights around navigation:
There is a vastly improved look and feel to the application. What users want to work on is generally in the middle of the screen, while the options for accessing supporting tools balance out the screen nicely to the left and right. The new Navigator also adds great new easy access to common tasks. Here you can see the Navigator in the middle, with the Button Bar on the left and the Sticky Notes on the right.
Intuit has also added the ability to expand and minimize those extra tools like the Button Bar and the Sticky Notes. So, if you don’t use them, you can get them out of the way.
The main menu across the top now stays constant for easier and improved navigation. In Version 10, the menu items changed depending on what you were doing in the application.
Navigable “bread crumbs” have been added so you can see where you are and easily get back to the “Home” screen.
QuickBooks™ Point of Sale now keeps your In Progress documents easily at hand. If you navigate away from something you have not yet saved to work on something else, it puts the document you are leaving on hold and gives you easy access to get back to it quickly and efficiently. This replaces the “Switch to” function in V10 with a much more useful option.
In my opinion, the best existing function enhancement surrounds Quick Picks. Intuit has made this a far more useful feature than in the prior version. If you are not already familiar with this feature, it allows the user to easily access products from touch screen friendly buttons (though you can use your mouse). Items are combined under logical groups so they can be quickly located and added to a sales or purchasing document.
Color Code Groups Added
One thing you might notice is that you can now color code the Quick Pick Groups themselves by right clicking on the one you want to change. You can also use the drop down menu to add groups, rename them or remove them.
Pin the Quick Pick to Sales Window and Resize
Another thing you can now do with Quick Picks is to pin the selector to the sales receipt window, making it easier to add additional item to an order from the Quick Picks. In the prior version, you always had to return to the button bar and access the groups again if you wanted to pull another item from Quick Picks. By clicking on the Pin icon, it will now stay with the screen.There is one thing on my wish list for the pinned Quick Picks: that the underlying window that displays the sales details be resized to fit when pinned. As it is now, you can’t really see all of the line item details when it is pinned. You will need to unpin it or use the Hide Quick Pick option from the I Want to … button to see those details.
Attributes, Pictures and View Options Added
In the past, Quick Picks did not work well if you relied on pictures, or the style features such as size and attribute, to help you select product(s). In the 2013 version, style information and pictures are supported. That information is there for you depending on which of the two view options you select, and you can toggle between them as desired.
Modify Quick Picks on the Fly
In the past, you had to work with items directly at the item list level to add the groups or add items to a group. Now, you can simply right click on the Quick Pick screen to get a drop down menu and perform those functions. Plus, you can now customize the color of the item name.
Over the past few years I have heard the QuickBooks™ Point of Sale team at Intuit talk about the future of QuickBooks™ Point of Sale containing some form of mobile functionality. With the 2013 version, Intuit has certainly delivered. In essence, you can now synchronize the items in your QuickBooks™ Point of Sale item list with devices capable of running the Intuit GoPayment credit card solution. Then, process sales on the mobile device and have that information synchronized with your QuickBooks™ Point of Sale software. Having said that, I know some of you are envisioning using your iPad to replace workstations. Before you try to go that far, keep in mind that the transaction processing on the mobile device is limited to what you can do in GoPayment – so this creates some significant limitations in what you can do. Still, this is a great new feature and it will be interesting to see where it leads. Let’s take a quick look of the basics of how Mobile Sync works. I won’t be going into the setup process or showing how devices are linked in this article, but I have it running on both my iPhone and iPad and the initial setup was quite simple. For the purposes of this demonstration, I will use my iPad simply because the graphics are bigger and better and the iPad version supports a few more of the niceties like pictures.
Setting Items to Sync
Once you have the connection established between QuickBooks™ Point of Sale and your device, you will need to edit the items you want to have available on your mobile device in the QuickBooks™ Point of Sale software to set them up to sync. In the item detail view, you can see that there is a new field in the Misc and Shipping section for Sync to Mobile. You will want to check this box for each product you will sync to the mobile device(s). This might be the most manual work you will need to do.
If you want to add a series of them quickly, I recommend adding the “Mobile” column to the list view and editing the check box there. Here I have decided to sync a few cork pullers to GoPayment.
TIP: If you already have items in GoPayment on your mobile device, you may want to decide what you want to do with them before you sync for the first time. Items created in GoPayment will sync into QuickBooks™ Point of Sale as inventory items. I ended up with items I did not want in my QuickBooks™ Point of Sale file and had to clean them out.
You can configure QuickBooks™ Point of Sale to send a sync file based on a time schedule or you can manually push the sync from QuickBooks™ Point of Sale at any time. The sync settings can be found in Company Preferences. I have mine set to sync every five minutes.
If you want to manually push the data out from QuickBooks™ POS, you can do so from the Mobile Sync cloud icon near the Help menu. Optionally, you can choose the Mobile Sync icon from the Navigator.
By selecting the Sync Now button, a file will be sent to the Intuit servers that will be used to update the mobile device.
On the mobile device, I have been unable to find a scheduler to set the timing of the sync, but it seems to update new items from QuickBooks™ Point of Sale when you log in. You can also force the sync by going to the Settings window and clicking on the Sync Items option.
By accessing the “Get Paid” window, I can see that all of the items I had chosen in QuickBooks™ Point of Sale to be synched with my mobile devices are there, including things such as pictures (on my iPad, not on the IPhone) and attibutes.
Now I can make sales of my QuickBooks™ Point of Sale items in GoPayment.
Sales Information Returned to QuickBooks™ POS
Once the sale is processed, it does not seem to require any effort to have that sale come back to QuickBooks™ POS. It seems like GoPayment immediately Point Of Salets the sale information to the Intuit cloud, and when the QuickBooks™ Point of Sale scheduler reaches out, the receipt is automatically added to the QuickBooks™ Point of Sale data file. Here we can see the sale come to QuickBooks™ Point of Sale and it is even flagged as a Mobile Sale.
I hope this brief glimpse into QuickBooks™ Point of Sale 2013 helps you understand a bit more about what is coming in the new product offering. There are certainly some other cool new things happening in the product that we could not get too. For myself, I am certainly excited about 2013 and am looking forward to being able to really dive in and see just what these new tools can do to make the end users experience the most Point Of Saleitive it can be.