Hi MCC726,
Good News, Yes, you probably have your inventory UOM (Units of Measure) set to single. If this is Quickbooks 2007 0r later version, it supports multiple UOM's.
To enable unit of measure follow the steps below:
Now to set up your UOM's do the following:
From now on all your P/O's that are coming in from your customers will automatically convert from cases, Then you can delete your custom field, unless you created that field to show up somewhere normal UOM's can't.
Good Luck, and let me know how it goes.
Thanks
Mark
Hi MCC726.
Let me test something out, and I'll get back to you. My thoughts are to place UOM twice on the invoice and qualify one to show only each's and the other to show only cases. The down fall of this thinging would be if they order only each's and it doesn't equal 1 case, then the case UOM would be blank. If that's ok with you, I'll see if I can get it to work for you.
Let me know!
Thanks
Mark
HI,
Well, the only way that I could figure out how to print both each's and cases, would to create or use that UDF field and enter the case amount on shipping, and then we could print that UDF out next to the UOM field. When I went to customize the invoice, it only lets you check a data field once, so that spoiled everything.
If you are interested in getting the instructions on how to my suggestions, let me know and I'll outline it for you.
Thanks for being so patient for me to try this one out.
Mark
Hello,
Well, I don't know of any websites other than Intuit's community site, that kind of goes over UOM. But, I can briefly explain how QB deals with it.
First off, when you setup the UOM screen it will ask you a new name for the UOM, it already has ea. and cs. so they did that for you. However, you will have to setup a new UOM conversion table so it knows how many ea. goes into a cs. Then you call it a name to identify that conversion. So, if you have 1 case, and 24 each's goes into a case then you could call that case24, but lets say you also sell them in cases of 48. Then you would create a new conversion table using the same ea but this time, you would tell it that 48 goes into these cases. Call that one case48. All for the same item or it could be multiple items that you have with different case packing.
So, with that assumed and the conversion table setup. You need to go and identify which items belong to which conversion table. You can do that in your inventory master files.
Next, when you create a S/O for a customer, you have the option to show it in either ea. or cs. when you put in ea. lets say they order 48 ea. of item 1 when you click the drop down box it will show you how many cases the 48 ea. would represent, in this scenario it would show 2 cs. Now the system will allow you to choose one or the other for S/O ea. of 48 or cs or 2 for order purposes. When you go to ship it, yes you can tell the system that you want cases shown for picking and packing, then when you print the invoice, it too can be put in cases or each's. The only difficult part of this that because it's so manual, that there is lots of room for errors, missing a packing instructions on one S/O etc.
The main concept of Multiple UOM is so that when you purchase from your vendor in cases, and you stock them in the warehouse in each's the system converts the costs for G/L purposes, which QB does fine with. It's just when you need to add additional functionality to the UOM, it doesn't handle that well.
The one thing I always tell my clients, is that when you're using a computer system, either conform to what the system can do, and do easily, or if you start seeing that there are more and more things that your current system can't do ( up to 20%) get another system that fits your needs, because you've outgrown your current. Depending on the system, some can be modified, but Intuit is not that flexible. But there are a lot of 3rd party add-on's that are available. Looking at the Intuit site, I didn't look for one for you, but there are a lot of inventory add-on's that might just do the trick for you. It'd be worth looking at.
That, "in a nut shell" is all QB is about in regards to UOM. If you have any specific question or would like to ask me anything else, don't hesitate to ask,
Best Wishes
Mark
Hi,
No problem, I usually deal with the hardware geeks most of the time, and being a CPA myself, it's refreshing to talk accounting. I should start an accounting questions fix-ya site: lol. Anyway, My first question, is why are not tracking inventory? Did I read that correct? That makes no sense at all. Is that because your not using the PO system to create invoice for your vendors?
Ok, I digress, The specials can easily be handled as kits, or in QB's world item assembly. Here's what you do:
First you need to create a new inventory item, when you click on new you should see in the drop down list assembly. Choose assembly. Then inside your creating a inventory Item like Special 1, or something like that. Fill out the top portion except leave the cost blank, The components will bring in your costs. Down in the bottom portion you will then add all the components that make up this Special 1 and that way you sell Special 1, but the picking tickets and warehouse see components on separate lines to pull, and it tracks the amount being taking from inventory, which you said you don't track. We need to talk about that!!! With the amount of theft these days, that is what I call a major bonus to the warehouse employees. Unless your warehouse staff are family, then that's ok, as long as you trust your family???. You never know.
So, this should handle your kitting for now. The only caveat that I could think of that might be weird is if you don't show the assembly option on the drop down, then you haven't install the manufacturing portion of the Premier, You did say you were on Premier 2009 right?
Have fun. And let me know what the deal is with Inventory??
Mark
To answer your question about posting, I don't mind working with this, as a favor if you feel that I've been of help, we get graded by askers rating & comments, you could give me a rating, as well as a comment, to help my scores. Thanks FYI Mark at basei dot com
Hi,
Here's a comparision chart between Groups and Assembly's 
Mark
This is sort of a poor incryption but reach on mark at basei dot com. We can't putin emails. But, I bet you can figure this out.
Mark
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Hi Mark,
Thank you for your help. I've managed to set up the U/M just fine. Problem is, I'm having trouble figuring out how to show BOTH the cases count and the eaches on the invoice even when using the U/M. Example: a customer orders 144 eaches of ItemA (which had 12/case) and 20 eaches of ItemB (which has 4 to a case) On the invoice I want to show the following:
Cases Item Quantity (eaches) Description Case Count Unit Cost Amount
12 ItemA 144 This is A 12 $1.00 $144.00
5 ItemB 20 This is B 4 $2.00 $40.00
The Quantity field will give me either the eaches or cases count, but I need both to appear on the invoice. If I enter 144 for the eaches, I'd like 12 to appear under Cases
Any ideas? Thank you in advance for your consideration.
MCC
Mark, I replied to your answer, but I'm not sure if it sent. Fixya still keeps asking if I want to write back. Just checking. Thanks, MCC
Good Morning Mark, Yes. That would be great...if it can be done. Thanks.
Hi Mark,
After further "playing" with QB, I would agree that the only way to enter both the cases and the eaches on the invoice is to make use of a UDF which is what I'm doing now, so I don't need instructions, but thank you for the offer. I wish there was a way to have both fields calculated...I'm always checking my case count over and over again...looking for errors...and I always find them. Not good. What I might do is use the eaches for the invoice and the case count for the Packing List. However, I'm still not confident on setting up and using U/M so I've been looking on the web for the basics including the order to do things. If you know of any good sources that explain U/M in basic, simplistic terms, please let me know. I would appreciate it.Thank you for your perseverance in addressing my issue.I appreciate your help.
Hi Mark,
You're explanation proved helpful. Thank you.I've come across several things in QB that just don't seemed very well explained and it drives me nuts! They have so many circular references I sometimes feel like I'm reading the script from Abbott and Costello's "Who's on First." So, I do appreciate your help.
If I may further pick your brain, would you please tell me a starting point for the following situation:
Sometimes we offer promotions where we include the following type of offer:
We'll call this promotion "SPECIAL #1"
SPECIAL #1 includes:
1 case of Item A
1/2 case of Item B
1/2 case of Item C
A Free Display Rack
Right now, I just create an item in QB called Special #1 with one price for the whole kit and caboodle. Big shortcoming is that I'm not tracking eaches...VERY big shortfall because I have no record of what may have been included. So, my question is, how would I handle this in QB...if I can?
I appreciate your comments about QB as a system in general...well said. It seems that anyone who knows what they're doing, doesn't love QB very much. I don't presume to know what I'm doing and I can't believe that they don't have a simple report writer! Oh well.
I hope I'm not overstepping my bounds in asking another question. Since you've already gone beyond the call of duty I can post this question if that's your preference.
Many, many thanks again.
Marilyn
Mark, I should mention, that I currently do not track inventory in QB. Thanks, Marilyn
Hi Mark,
Well I think I am looking for GROUPS. I set up an sample in QB with the help of CPA911.com:
http://www.cpa911.com/read_article.asp?I...
Strange thing though, When creating the group, I did NOT check the box "Print Items in Group" yet all the items do print out with the overall discription appearing as the very last item. It this to be expected? Perhaps QB means something else by this, but checked or not, the items of the group all appear.
Any thoughts?
Marilyn
Hi Mark,
Ok...I will do my best to answer your questions:
Why we're not tracking inventory: How does, because I'm too overwhelmed to do it! So for now I point and count. Not the ideal situation, but it's the best I can do. I'm overworked and understaffed. I've been using QB now for 4 years and my original CPA was barely computer literate, let alone able to deal with the inadequacies of QB, let alone work-arounds. I tried working with another fellow from a local CPA office (supposedly CPA certified) to get help setting things up, but he had trouble understanding my business and it turns out I set some things up incorrectly. The 3rd fellow I worked with knew accounting, but always had to look up how to do it in QB...now I'm working with a firm that seems fine with accounting, but never actually did certain set ups in QB, so they can only refer me help files which I've already read and still don't understand. I run the business and my business partner is admitted horrible at any type of bookkeeping...the kind that NEVER balanced a check book in his life...so I guess I'm a closet case accountant and can't stand not having all accounts reconciled at the end of the month...so I do it. Truth is, I need to have someone come in periodically and handle some of the bookkeeping. I promise, I will track inventory one day soon. You mention about warehouse staff...HA! what staff?...funny thing, one of my employees is my daughter, the other is a young man studying to be a minister. So, warehouse theft is not high on my radar. That being said, there ARE many reasons why I would like to track inventory and I will.
So, getting back to the GROUPS or ASSEMBLIES. You are correct, I was using the Accountant's Edition so I toggled over the Manufacturing Edition to check it out regarding Assemblies. Yippee...more stuff to muddle my brain!
Why don't I want to use Groups instead of Assemblies? It seems the assemblies consist of the components that make up the product (items) My groups would consist of items that are of themselves finished products. Remember as much as it may go against your grain, I'm not tracking the inventory portion thus far. I want to be able to show the group and the cost on an invoice and track what went into the group. If I need to "adjust" my thinking, please tell me.
Finally, I will be very happy to post much deserved positive feedback. I'm really not sure how this all works, so should I "close" this case to post feedback, but will that close the gates of communication?
Thanks again,
Marilyn
Yes, Absolutely! I received thorough and detailed information to work me through my problem and give me a better understanding of Quickbooks. Way more help than I expected. Absolutely great.
Yes, Absolutely! I received thorough and detailed information to work me through my problem and give me a better understanding of Quickbooks. Way more help than I expected. Absolutely great.
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