How to Use QuickBooks With a POS System

Updated March 23, 2017

Intuit created the QuickBooks Point of Sale System to be compatible with QuickBooks accounting software. A POS system serves two main functions: keeping track of inventory and keeping track of the sales with the use of barcodes to identify customer purchases. Any POS system, the Intuit version included, is going to be expensive. Some business owners spend thousands of dollars on a POS system. So purchasing the Intuit version, while convenient, may not be financially feasible. Transferring the data from a non-Intuit related system is possible, but requires some work.

Export the items you sell through your Point of Sale system to an Excel Spreadsheet. Most modern POS systems that are not compatible with QuickBooks are compatible with the Microsoft Office products like Excel and Word. Since there are so many different POS software packages, the method of exporting to Excel may vary. The "Utilities" or "Help" button should be easy to locate. Enter the term "Export" into the search box on the POS software.

If the POS is not compatible with Excel, print a list of all items in your inventory to sell so that you can enter this information into QuickBooks manually. You will need the item number, a description of the item, its cost and the price you charge for the item.

Prepare to import the Excel Spreadsheet into QuickBooks. The POS system you are using may not generate a spreadsheet that will cleanly flow into the QuickBooks software. To begin this process click on the "File" button located in the top menu bar and scroll down to "Utilities." When the side menu opens, choose the "Export" option and then the "Excel" option.

Click "Products I Sell" under the type of data you wish to add. The import spreadsheet has five columns that need to be utilised to import items from your POS system to QuickBooks succesfully. These columns include the "Product Name," "Description," "Sales Price," "Manufacturer Part Number" and the "Tracked as Inventory" column.

Format the Excel spreadsheet from your POS system to fit into the QuickBooks software. Cut and paste each column from the Excel spreadsheet into the "Import Products" page in the corresponding columns by clicking into the column and dragging the cursor down to the last row and holding the "CTRL" and "C" keys. Click on the first row of the column in the "Import Products" page and hold the "CTRL" and "V" keys. Repeat this procedure for each column.

Click the "Add My Data Now" button on the "Import Products" page. QuickBooks will add each item to its item list.

If the POS system you are using is not Excel compatible, repeat these same steps to open the "Import Products" screen. Enter each item from your printed report in your inventory one at a time into the "Import Products" page. When completed, click the "Add My Data Now" button.

Create weekly reports of all sales from the POS system through the "Print Reports" option. Look for the "Sales Reports" option. Each week, print this report for the transfer of data to the QuickBooks software.

Enter the week's sales of each item as one transaction. Click on the "Sales Receipts" icon in the QuickBooks Home screen. In the "Customer" box, enter the term, "Various Customers" and, when prompted, save the "customer" as a quick-add, which means you won't have to enter all the information to begin entering transactions for this customer.

Compare the sales price figures from the POS system to the QuickBooks software. The cost of goods sold, total sales and sales tax information should be identical in both systems. Repeat these weekly, or you may choose to do so monthly, reports and transfer of data to QuickBooks.

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About the Author

David Roberts has been writing since 1985. He has published for various websites including online business news publications. He has over 11 years experience in tax preparation and small business consultation. He is also a Certified Fraud Examiner. He received a Master of Business Administration from Florida Metropolitan University in 2005.