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From Paper to Progressive – Why dates matter to POS

It has been a month since we have implemented the QuickBooks POS system for our client who was originally only using paper for everything. It has been a month of learning, making mistakes and corrections. Now that most everyone is comfortable with the system, we need to go back and re-enter the sales that were done manually from January and February. The CFO was wanting to ensure that sales tax was entered correctly, regardless of how it was hand written, along with the end of day matching the deposits. We had a training where I explained how to back date transactions so they could enter these previous sales. However, in POS there are two transactions types. The first are customer orders and the second is a sales receipt. The order doesn’t have financial impact, so the date really could be entered for what ever date they want. POS also allows you to change the date of an order. That is not true for the sales receipt, however. Sales receipts are posting transactions. When you go to the Sales Receipt screen (either through the Make A Sale option, or from selling items from a deposit), the date will default to the computer date when you logged into POS. If this is not changed, your past dated sales will show up with today’s date. This causes your end of day process to be off, and your income/sales tax/deposit for the day is wrong in QuickBooks. Unfortunately there is not a great way to fix the dates of previously entered sales receipts. The way that POS would like you to do this is to reverse the sales receipt and enter a new one using the correct date. You also need to be aware that the date of the reversal needs to be the same date as the original sale. You may need to close POS, change your computer date, and then reopen POS. If this isn’t done, and a reversal is done on the wrong date, there is no fixing the data. This lack of being able to edit previous receipts means you need to be extra careful when backdating transactions in POS. QuickBooks is much more forgiving and is the reason that I typically suggest to enter back dated sales into QuickBooks Financial instead of POS.
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