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A lot of retailers are choosing to purchase the new QuickBooks Point-of-sale Version 18 because of some tremendous sale incentives going on right now, as well as feature updates including support for the Windows Surface Pro tablet-computer. Insightful Accountant felt we should provide some ‘best practices’ when preparing to upgrade from your current QuickBooks Point-of-sale version to the newest version.

Step 1 - Insure you meet the new QBPOS System Requirements1

Operating System

  • Windows 10, all editions including 64-bit, natively installed1
  • Windows 8.1(Update 1) all editions including 64-bit, natively installed
  • Windows 7 SP1 all editions including 64-bit, natively installed
  • Windows Server 2016
  • Windows Server 2012 R2
  • Windows Server 2011 SP1
  • Windows Server 2008 R2 SP1 and SP2

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Hardware and OS Environment

×

Intuit

Note: Internet access is required, high speed is recommended.

Software compatibility

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Data import/export and Microsoft Office integration requires full versions of the following:

  • Microsoft Excel 2010, 2013, 2016, Office 365 (includes 64-bit)
  • Microsoft Word 2010, 2013, 2016, Office 365 (includes 64-bit)

If you find that your systems requirements are deficient, you should NOT update your QuickBooks Point-of-sale software until such time as you have resolved those deficiencies.

Assuming your system(s) are in conformity with the system requirements, then proceed to step 2.

Step 2 - Perform a Financial Exchange (if you exchange data with QuickBooks Financial)

  • Perform a financial exchange between QuickBooks Point-of-sale and QuickBooks financial.
  • Review the exchange history and insure that all transactions properly updated between the two systems.
  • Resolve any issues where data has not exchanged properly.
  • Re-run exchange and insure that all transactions have properly updated between the two systems before proceeding.

Step 3 - Verify your QuickBooks Point-of-sale Data

Run the QuickBooks Point-of-sale Verify Data Utility. This helps identify any damaged transaction, lists or database irregularities of your Point-of-sale file. To verify your data:

  • Launch QBPOS Debug mode from the Point-of-sale Help menu, then click About Point-of-sale. When the Point-of-sale information window opens, simultaneously press CTRL + ALT + D + B on your keyboard. Now click OK to close the information window. The Debug mode will be activated and will appear the next time you open the Help menu.
  • Run the Verify Utility from the Point-of-sale Help menu, then click Debug and then select Verify Data. Depending on your file size, it may take some time for Verify to complete. Do not terminate the verify or close QuickBooks Point-of-sale during the verify process, allow it complete.

If verify completes normally, and no errors are found you are ready to proceed to the next step.

If any error message is returned, discontinue these steps and proceed with troubleshooting your data issues. Do Not Attempt to Upgrade QuickBooks Point-of-sale if you have data problems. Review Intuit's instructions for clean-up of your Point-of-sale data at this website.

If you encounter data problems and are able to resolve them, then return to these best practices at Step 2.

Step 4 - Verify your QuickBooks Financial Data File

Assuming your QuickBooks Point-of-sale data checked-out normally during the Verify routine, you now want to verify your QuickBooks Company file data.

  • Open QuickBooks (financial) as the Company Administrator, and switch to Single-user mode.
  • From the File menu, select Utilities, Verify Data

If verify completes normally and displays the message QuickBooks detected no problem with your data, click OK, and proceed to the next step.

If Verify finds an issue with your data, you will be prompted to Rebuild Now or View Errors, click Close. Undertake data troubleshooting steps, review Intuit's instructions for resolving data damage at this website. Do Not Attempt to Upgrade QuickBooks Point-of-sale if you have data problems in QuickBooks financial since it is possible that the two sets of data are out-of-sequence and/or out-of-balance.

If you encounter data problems and are able to resolve them, then return to these best practices at Step 2.

Step 5 - Archive a back-up copy of your QuickBooks Point-of-sale data

Create an ‘archived’ backup of your QuickBooks Point-of-sale data. This preserves a copy of your Point-of-sale data in the original QuickBooks POS version format. In case there happens to be ‘any problem’ with upgrading, you still have your original data.

  • From the File menu, select Back Up Data, then specify the backup location. Since this is an ‘archive copy’ you want to save this copy of the data to a safe location other than your ‘default’ location.
  • Select Specify Alternate Location and enter the path or browse to the backup location and enter a file name. We suggest that you backup to your computer’s desktop and then cut & paste the backup file to a flash-drive for safekeeping.
  • Click Backup, then Finish.

Step 6 - Archive a back-up copy of your QuickBooks Financial data

If you exchange data with QuickBooks Financial, create an ‘archive’ backup of your QuickBooks financial ‘company file’. This preserves a copy of your QuickBooks Company file at the same time as your QuickBooks Point-of-sale data. This means that your Point-of-sale and QB financial data are ‘sequenced’ in case you would have to restore either file.

  • Open QuickBooks (financial) as the Company Administrator, and switch to Single-user mode.
  • From the File menu, select Backup Company
  • Choose Local Backup, then select Local Back
  • Click the Options button, then click Browse
  • Select a location for your backup. We suggest that you backup to your computer’s desktop and then cut & paste the backup file to a flash-drive for safekeeping. After selecting the location, click OK.
  • Set the other options to insure that you Add the date and time of the backup to the file name and that you choose Complete verification
  • Click OK when you have set these options, QuickBooks opens the Create Backup window, click Next, then select Save it Now. Finally click Save to start the backup operation.

Step 7- Install the new version of QuickBooks Point-of-sale on the Server.

Download QuickBooks Point-of-sale (if you have not already done so), then go to the location where the download was saved and double-click the QBPOSv18.exe file to run the installation.

  • Click Yes to All if prompted to overwrite the existing extracted files.
  • Click Next to begin the installation.
  • Read the Software License Agreement. If you agree, select I accept the terms in the license agreement and click Next.
  • Enter your License and Product numbers and click Next, then click Next again.
  • Select the number of computers to be used for Point-of-sale. If you are a single installation choose Single User, then select Only this computer and follow the installation process. If you are running multiple POS workstations select Multiple Users, then choose Two or more computers and select Server. The Server is always the first computer to which QuickBooks Point-of-sale is installed. The QBPOS server creates and holds your company data.
  • Click Install to continue, or click Back if you need to go back and review any of the previous screens. If you click Install, the program will proceed through the installation process.
  • You may need to restart your computer and then open QuickBooks Point-of-sale to continue with upgrading your point-of-sale file from the earlier version.
  • After installation, activate QuickBooks Desktop Point-of-sale.

Step 8 - Upgrade the QuickBooks Point-of-sale File from the Server

Only the SysAdmin user can upgrade your QuickBooks Point-of-sale file, and the file upgrade can only be done on the QuickBooks Point-of-sale server.

Quickbooks
  • Open the new version of QuickBooks Desktop Point-of-sale.
  • From the File menu, go to Company Operations.
  • Choose the option to Convert from previous version and click Next.
  • Enter the Company Name for your converted data file and select the Previous Version of Point-of-sale that you are converting from.
  • After the conversion process completes, you can access all of your data in the new version of Point-of-sale.
  • If the conversion of your data file is unsuccessful, you may restore from your most recent backup file made in your previous version of Point-of-sale including the archived backup you made prior to the actual upgrade process.
  • If converting or restoring your file did not work, escalate the file to Data Services to convert to the newer version. But remember, you also have the 'archived' backup you made prior to starting the actual upgrade process.

Step 9 - Install the upgrade to each QuickBooks Point-of-sale Workstation

Only after the server and file have been upgraded successfully should you proceed with installation and upgrade of your QuickBooks Point-of-sale workstations.

Download QuickBooks Point-of-sale (if you have not already done so), then go to the location where the download was saved and double-click the QBPOSv18.exe file to run the installation.

  • Click Yes to All if prompted to overwrite the existing extracted files.
  • Click Next to begin the installation.
  • Read the Software License Agreement. If you agree, select I accept the terms in the license agreement and click Next.
  • Enter your License and Product numbers and click Next, then click Next again.
  • Select the number of computers to be used for Point-of-sale; choose Multiple Users. Then choose Two or more computers and select Client Workstation. The client workstation is typically one of your cash register locations used to assist customers in their daily sales. These workstations need simultaneous access to the Point-of-sale program and your data file. Because this is an upgrade to an existing installation, you should keep your computers the same type of Point-of-sale installation under the new software as existed under the earlier version.
  • Click Install to continue, or click Back if you need to go back and review any of the previous screens. If you click Install, the program will proceed through the installation process.
  • You may need to restart your computer and then open QuickBooks Point-of-sale to get started.
  • After installation, activate QuickBooks Desktop Point-of-sale.
  • Attempt to connect the workstation to the server by locating your Point-of-sale data file. Typically there is not a problem connecting if the same server computer is being used, and the company file remained on the same computer; however, the file path on the server should now reflect the new Point-of-sale version: C:UsersPublicDocumentsIntuitQuickBooks Point of Sale 18.0Data
  • In the event that one or more Client workstation computers will not connect after upgrade, review the Intuit publication for Troubleshooting multi-user issues in Point-of-sale at this website.

Of course, if you are uncomfortable doing this detailed an upgrade of both your QuickBooks Point-of-sale Software and data file, then consider contacting a local QuickBooks ProAdvisor who is skilled in QuickBooks Point-of-sale or a local Intuit Reseller who supports QuickBooks Point-of-sale.

Footnotes:

1 - System Requirements: If the individual product requirements above do not specifically state that an operating system, hardware, software, firewall or antivirus is supported, it has not been tested. Intuit cannot promise that your experience will be trouble-free. If you experience problems outside of the supported environment, technical support will be limited to standard troubleshooting. If unresolved, the program should be returned to a supported environment for additional support. Also note that should Microsoft no longer support the aforementioned products, then neither shall Intuit.

The QuickBooks Point of Sale Desktop menu includes End of Day procedures for stores to close out, count cash drawers, run reports, and exchange information with QuickBooks Desktop. But QuickBooks POS lacks an always-on, real-time way to sync with QuickBooks Desktop. And QuickBooks Point of Sale doesn’t let retailers sync to QuickBooks Online (QBO).

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To solve this QuickBooks POS features and capabilities gap, Ability Business offers add-on SaaS software tools called Ability Financial Engine (AFE). AFE allows merchants to sync Point of Sale with QuickBooks Online or QuickBooks Desktop in real-time.

This article describes the AFE add-on software solution for retailers and the benefits of syncing QuickBooks Point of Sale with QuickBooks Online.

Does QuickBooks Online Work with Point of Sale?

QuickBooks Point of Sale Desktop alone doesn’t work with QuickBooks Online. With Ability Financial Exchange (AFE) SaaS add-on QuickBooks syncing software from Ability Business, you can get QuickBooks Online to work with QuickBooks Point of Sale. AFE sync tools connect Point of Sale with QuickBooks Online in real-time.

How does QuickBooks Online Integrate with QuickBooks POS?

QuickBooks Online seamlessly integrates with QuickBooks POS Desktop when you get Ability Financial Exchange for QuickBooks Online as an add-on SaaS software app to perform two-directional syncing. AFE maps and connects corresponding fields to transfer nearly real-time data in both directions between the QB Point of Sale software and QBO software.

With API integration, AFE syncs item, customer, and vendor record fields between QuickBooks Online and QuickBooks Point of Sale.

With Ability Financial Exchange, you can add and receive inventory in QuickBooks Online, make sales in QuickBooks POS, sync inventory, customers, vendors, sales, sales receipts, and invoices to QBO, and run reports from QBO and POS. AFE works in the cloud, like QuickBooks Online. Integrated AFE features are accessible through the QuickBooks Online or QuickBooks Point of Sale login.

Ability Business compares Ability Financial Exchange features for retail merchants syncing each QuickBooks accounting software package with AFE. This comparison includes the features of AFE with QuickBooks Online.

Benefits of Syncing QuickBooks Point of Sale with QuickBooks Online using AFE

Benefits of using Ability Financial Exchange for QuickBooks Online include:

  • Working with QuickBooks Online cloud accounting software
    • Anywhere, anytime
    • With a computer or mobile device to give you flexibility
    • Using the synched point of sale data available in QBO
  • Saving significant time from automation of the data transfer in real-time
  • Having up-to-date financials with AFE on QuickBooks Online
  • Reviewing cash flow reports to make better business decisions
  • Knowing what to reorder
  • Having two-directional sync in near real-time with AFE
    • Depending on the task or your location, work from either QuickBooks Point of Sale or QuickBooks Online
      • Example: Selling from QuickBooks Point of Sale or QuickBooks Online and creating special orders to invoice using QBO, with inventory in sync
  • Using AFE sync software that’s scalable to handle your business growth

How to Use Ability Financial Exchange to Sync Between QuickBooks POS and QuickBooks Online

QuickBooks Online

Ability Financial Exchange

QuickBooks Point of Sale

Create Items

Create Purchase Orders

Receive Inventory

Review Profit Loss

Review Balance Sheet

See what you need to reorder

Banking, Make Deposits

Pay Bills, Receive Payments

Sell on QBO App

Access Anywhere, Anytime

Sync Inventory to POS

Sync Customer List

Sync Vendor List

Sync Sales Receipts to QBO

Sync Invoices to QBO

Sync Payments to QBO

Sync Vouchers to QBO

Make Sales

Create Customer Accounts

Take Payment on Account

Receive Inventory, Print Tags

Physical Inventory

Collect Sales Tax

Run Reports

Create Employee Logins

Set Security Roles

Add an Ability App

How to Start Using Ability Financial Exchange (AFE) to Connect QuickBooks POS with QuickBooks Online

Ability Financial Exchange for QuickBooks Online is available from Ability Business with an onboarding package and monthly SaaS subscription pricing. The onboarding package includes Ability service, a one-time set-up fee, and upload & configure items, vendors, and customers.

Ability Business also offers Ability Financial Exchange for QuickBooks Desktop as a software product to sync QuickBooks POS with QuickBooks Desktop versions.

Learn about Ability Business, an award-winning Intuit QuickBooks Solution Provider serving on the QuickBooks Point of Sale Council. Ability Business provides the depth of expertise that’s essential for these AFE software products.

Onboard and subscribe to the retail solution, Ability Financial Exchange for QuickBooks Online, from the Ability Business website to get started. Then use Ability Financial Exchange to sync and exchange data with QuickBooks POS and QuickBooks Online in near real-time when you integrate POS and QuickBooks Online. Enjoy the advantages of working with a QuickBooks Point of Sale cloud-based sync solution, anywhere with QuickBooks Online, anytime it’s suitable for the task.

Summary – How to Integrate QuickBooks POS with QuickBooks Online using AFE Sync Tools

Ability Business, an award-winning QuickBooks Point of Sale Solution Provider, offers third-party software called Ability Financial Exchange that solves the QuickBooks Point of Sale capabilities gap. AFE lets retailers have POS systems that integrate with QuickBooks Online.

With the QuickBooks Point of Sale Desktop end-of-day procedure, users can only sync or exchange data with QuickBooks Desktop, not QuickBooks Online. Ability Financial Exchange (AFE) for QuickBooks Online provides real-time sync of several necessary fields, including sales and sales receipts, invoices, customers, and inventory between QuickBooks POS and cloud-based QuickBooks Online.

Ability Financial Exchange for QuickBooks Online is available from Ability Business with one-time onboarding and SaaS monthly subscription pricing.

Barbara Cook

Barbara is currently a financial writer working with successful B2B businesses, including SaaS companies. She is a former CFO for fast-growing tech companies and has Deloitte audit experience. Barbara has an MBA degree from The University of Texas and an active CPA license. When she’s not writing, Barbara likes to research public companies and play social games including Texas hold ‘em poker, bridge, and Mah Jongg.

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You probably know that a primary focus of my practice has been in the retail space and our 'go-to' product during the last 10 years has been QuickBooks Point-of-Sale (Desktop) [QBPOS]. We've been installing QBPOS since version 2.1.

Not only was this a workhorse of a product, but it had both a price and feature set that was hard to beat during most of that time.

But a few years back, when Intuit saw cloud-based products like Clover and Square emerging within the Point-of-Sale market, it entered into a sales and marketing agreement with Revel to offer an iPad-based Point-of-sale system under the name 'QuickBooks Point-of-Sale powered by Revel.' In contrast to QBPOS, the Revel-based product had the hospitality arena as its core strength.

When customers who had been using QBPOS (Desktop) were introduced to Revel, it became clear there were gaps between the two systems. Simultaneously, Revel was working to introduce its product to the Enterprise market and closed deals with Cinnabon and Shell.

As a result, Intuit and Revel dissolved almost all aspects of their relationship when it seemed their interests no longer were aligned. Intuit then set out on a path to reintroduce QuickBooks Point-of-Sale (Desktop) to new retailers, as well as let the community know it was still in the Point-of-Sale business.

Intuit

QBPOS-18

With this brief history behind us, I'm energized to say at long last that a new Desktop version of QuickBooks Point-of-Sale has arrived.

Not a lot has changed in light of the development time-frame, but Intuit seems committed to continue to improve upon the performance and reliability of the QuickBooks Point-of-Sale workhorse. What it has changed or added to the product is very nice and much welcomed from my perspective.

I find it curious that it decided to name the product V18. But perhaps it didn't want to use V13. I personally prefer the new moniker to it calling it 2018 – like it did with V11.

Let's look at a few of the changes. Murph stole a bit of my thunder by pushing out a brief article already, but I will do my best to fill you in on some of the things that I believe my own, and many other QBPOS, users will find beneficial.

If your QBPOS installations make use of the customer account feature that works with QuickBooks (financial), you'll really appreciate the enhancements to the customer information screen on the sales receipt.

In V12 (shown below), if you wanted to know how much a customer owed you, you had to click on the sales receipt's hourglass to be taken to the customer information screen, where you had to hunt for the information. That was very time consuming for a busy retailer.

V18 has made significant enhancements in this functionality. The customer screen has been given a facelift that provides the most important information at the retailer's fingertips. Notice (in the screen shot below) that the customer's balance and credit limit are displayed in plain sight.

To get to the complete customer record, simply click on the blue 'More Info' button and QBPOS takes you to where you need to be. This is a great improvement for busy retailers who rely on customer accounts.

×

Speaking of customers, Intuit is making a lot out of the customer loyalty related features of QuickBooks Point-of-Sale.

QBPOS V18 Customer Rewards change

One of the V18 improvements is the addition of hover-over boxes for both the customer rewards program, as well as the account balance. Since the account balances are displayed on-screen, I personally see this change as being mostly of benefit to merchants who use Customer Rewards.

After entering the customer’s name, simply hover over the little certificate and QBPOS will display their reward value. This enables you to tell the customer, even before ringing up their purchase, how much they have to spend to get to the next reward. For retailers, this can drive additional sales.

The new 'hover-over' display makes the Rewards program that much easier to use. Now if Intuit would only allow different rewards for different customers then we would really have something. I keep this future enhancement on my running wish list, which I give Intuit every time I visit with its people.

As I mentioned earlier, Murph stole a bit of my thunder, but I still have a bit to say about the new optimization of QuickBooks Point-of-Sale V18 for the Microsoft1 Surface Pro 4. While QuickBooks Point-of-Sale has always been able to run on a laptop that met the equipment specifications of the software, features specific to the Surface Pro like the ability to use the on-screen keyboard simply didn’t work.

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But in trying out QBPOS V18 with my Surface Pro, if I use it in tablet mode (shown below). I can key information from the on-screen keyboard into the fields of any data entry screen. But keep in mind that this functionality is at present only available for landscape mode. It doesn't work in portrait mode.

Pos Drivers Intuit

I look forward to Intuit continuing to enhance this functionality, perhaps by adding the ability to take a payment allowing the tablet to be used for line busting, etc. As it is, the ability to walk around and check stock, place Purchase Orders and even take a sale to be finalized at the counter, is a great addition.

Cipherlab 8000 Series Physical Inventory Scanner

Quickbooks Pos 12.0

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V18 has also added support for a new Physical Inventory Scanner. The Metrologic (Optimus) scanners previously used were discontinued a few years back, and people couldn't purchase inventory scanners to work with QBPOS.

This new version of QuickBooks Point-of-Sale is certified for use with Cipherlab's 8001 and 8001 physical inventory scanners. The scanners work essentially in the same way as the Metrologic units. They upload a copy of your inventory, allowing you to conduct counts and then batch upload those counts back into QBPOS.

In discussing this functionality with Murph, he didn't understand why Intuit had not chosen to support Cipherlabs' products that worked either via blue-tooth or the local-area-network. Those products could have been used not only for physical inventory counts, but also as barcode readers for mobile sales receipt scanning and product receiving.

I agree that such multi-function capabilities for an otherwise expensive physical inventory scanner would be nice. We can only hope that Intuit recognizes the need and potential for such enhancements in the future.

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Overall, I'm very pleased with the new version. I certainly wish it had included some more new features and fixed a few of the pesky workflow issues. But hopefully, it will get them resolved sooner rather than later. As for now, the fact that we have a new desktop version of QuickBooks Point-of-Sale makes me very happy.

If you're a retailer or a ProAdvisor who supports QBPOS, you're probably asking what you should do in regard to QBPOS V12. There is some good news here. If the V12 purchased took place after Feb. 1 (2017), customers will receive a free upgrade to V18. Unlike in the past, when you only had 60 days of version protection and you needed to claim it, Intuit proactively communications with its newer customers, so those customers should receive and email providing instructions on how to download their new license.

QBPOS-18_with_merchant-services

But that brings up the issue of QBPOS V12 installations purchased prior to Feb. 1 (2017), especially if they are not tracking customer accounts, but using QuickBooks Merchant Services. In these cases, Intuit will continue to support V12 installations after May 2018, so long as the customer continues to use QuickBooks Merchant Services.

For customers using QBPOS V12 who are not using QuickBooks Merchant Services, V12 will be sunset in May 2018. Intuit will no longer support it. Since I always recommend that a customer run only a supported product, those not using QuickBooks Merchant Services should upgrade to QBPOS V18.

To help with the cost of upgrading and attract new clients, Intuit has reduced the price of QBPOS V18 by at least $500. It also has (at least temporarily) some additional discounting involving hardware and merchant service bundles. And it has reduced the price of additional (two to 20) licenses by another $200.

Those of us who actively promote this product have been asking for pricing reductions, and finally Intuit has agreed. The table below not only outlines the MSRP pricing (as of the time of this publication), but provides a comparison of the various product types (Basic, Pro and Multi-Store). Remember, all licenses must be of the same product type. You can't use mixed product license types within an installation.

×

Source: Intuit

To recap, Intuit is back in the Point-of-Sale business in a big way with this new release. It is offering a feature rich product at a very competitive price. And it is looking to bring new business into the franchise, while at the same time honoring all those customers who have been with it.

As far as I'm concerned, 'Hats off to Intuit for a job well done.'

Will English

About the Author:

William English is president of English Management Solutions, Inc. of San Diego, CA. Will's company has been serving clients across the United States, including Hawaii, since 2002.

He was one of the first employees Intuit hired when they released the very first version of QuickBooks which was then a DOS-based product.

William is considered one of the leading experts in QuickBooks Point-of-Sale (Desktop) and QuickBooks Point-of-Sale powered by Revel Systems.

Disclaimer - Pricing and comparison information contained in the graphic within this story was current as of the time of publication. Insightful Accountant assume no responsibility for any information reflected within the source graphic, and all pricing is subject to change without notice by Intuit.

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