Use of POS as cash/check register

[ewvyfs]

We are a small non-profit organization, and we need a method of keeping track of checks received via mail and of cash or checks received for services rendered. This is currently done with multiple entries using receipt books, etc., and then eventually it ends up in QuickBooks after more double data entry. Is POS a reasonable and usable method?

If so, can you suggest how to set it up simply and easily for this purpose?

Thank you for any suggestions.

[FormicaFun]

Yes, this could very well simplify your life. If nothing else it would be an automated system for creating reciepts. The only quirk could come in how closely you enter your data into the accounting books. For the simpliest method (my personal choice for most things in life), set up DHPOS with the information of your organization (Name, address, etc..) in SETUP, while you're there, create a few "items" in the stock table to represent the various services you render, as well as any necessary tax information (meaning sales taxes, if they apply....which the normally don't for services). Then all you need to do is go to the main screen of POS, enter in a purchase, use the item code of the service, amount of, total, and then enter the payment information. At the end of the day/week/whatever you can close the register out. It will give you the totals of the amount that you've collected (sales report), and you can also run a report that breaks down what you collected by item code. As well as archiving your reciepts for you. (less paper = happier planet)

You can also track what you've recieved from individuals by using the customer feature. This could be helpful if you provide a total at the end of the year for tax purposes (I forget the number of the form, kinda like a W-2 in reverse, I know I get one from my Temple). However this is not necessary for POS to function.

You can go as easy or as complicated as you need to. I'd be happy to provide you with any help that I can, as I'm sure most of us on the fourm will as well.

As far as would the information transfer to QuckBooks? I honestly don't know. You can export the reports, but would QuickBooks understand them is the better question. If nothing else you'd just end up with a handfull of totals entries, instead of a stack of reciepts to key in.

Hope this helps....
-Ryan )

Feel free to email me @ FormicaFun@bellsouth.net

[ewvyfs]

Thanks for the reply. Can I assume that a transaction by transaction report can also be output? Can it be an Excel format?

I really appreciate the input.

[Andrew]

Thanks for the reply. Can I assume that a transaction by transaction report can also be output? Can it be an Excel format?

I suggest you try some transactions, then have a look at the reports to see if one matches your needs. All reports can be saved as TXT or CSV (comma seperated value) files.

Almost any spreadsheeting program including Excel can read/import CSV files with little trouble.

[ewvyfs]

Thanks again for the support. I'll try it, and I'm sure CSV will work fine.

[Dale Harris]

ewvyfs,

Individual transactions can be called up using the "5. Voids" feature of the POS.EXE program but they cannot be exported as data files. The "Reports" feature cannot access individual transactions.

Also remember that the program will save a maximum of the last 10,000 transactions. once you exceed that new transactions will overwrite the old ones. For example the 10,005th transaction will overwrite the 5th transaction.