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The Toy Store – Training Day

Finally, we are at training day.  Because this client was switching over from Retail Pro, they picked up on all the aspects of the program very easily.  Even though QuickBooks is known as one of the easiest programs to learn and use, sometimes it takes new users some time to get used to the layout of the program as well as the terminology that is uses and the procedures.

We did training on all the typical aspects of the program – Sales, Returns, Purchasing, Receiving and End of Day.  Normally I leave things like, Reports, Employee securities and troubleshooting to another day because I want to give the client time to absorb the transactional things first before we move on to other topics.  Again, because this particular client had experience in all these things already, we did it all in one day.

One of the reports that the client was used to running in his old software was a listing of all the items that were sold the day before.  This report also included the department, as well as the on-hand quantity.  I showed them how to modify the Item List report.  They were able to add a filter that will only show “Last Sold” as yesterday’s date.  We also added all the columns for department and On-Hand Quantity.  Once we created the report, we memorized it. Now all they need to do on a daily basis, is open the report and change the date on the “Last Sold” filter.

One last thing that I discussed with the client is the fact that in their old system, they were able enter in a Purchase Order and tell the system that when this particular item on this purchase order is receive, change the sales price of the item to a different amount.  This is useful for when you order and item at a cost that is higher than normal. If your cost is higher, obviously you want your price to be higher as well.  Many stores, the person that does the receiving is not the person that does the ordering and therefor does not know the pricing structure.  Since, QBPOS, does not offer this “out of the box” we came up with a workaround that works very well:

The Purchaser enters the PO and changes the cost on the PO as normal.  Once the PO is saved, they go into the Price Manager and create a new price change, giving it the name of the PO number.  You set the items that you want to change the price on and save the change. (Nothing is actually changed until you select the button to apply changes to inventory).  Now when the receiver receives that PO into the system, he can then go into the Price Manager and apply price changes to inventory for that PO #.

Once we tackled that issue, training day was over.  All the employees really seemed to understand the program and I am confident that they will be happy with it upon Go Live.


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