Deleting departments in POS

There’s a feature to delete the department in your QuickBooks Point of Sale, @Saratgu. 

You can delete a department record in QuickBooks Point of Sale. Follow the steps below:

1. Go to the Department List menu.
2. Highlight the department record that you want to delete.
3. Click the I Want to drop-down and choose Delete Department.

This will not affect the existing inventory records or your history documents. The name will remain and reports can still be generated for the deleted department. Also, this will not be removed from the item records.

I'm always here if you still need further help with your departments in POS. Take care and have a wonderful day!

But is there anything we need to do in Quickbooks, once it's deleted in POS? 

You can perform a financial exchange after deleting the departments to sync it in QuickBooks, Saratgu.

This process is use to transfer data from Point of Sale to QuickBooks Desktop and vice versa. There are two ways of doing this. 

First, initiate the exchange as part of the End of Day procedure.  Here's how:

1. Go to the QuickBooks Desktop Point of Sale Server Workstation, click Point of Sale, and then End of Day Procedure.
2. In the End of Day window, ensure that the Exchange data with QuickBooks box is selected.
3. Click OK.

Second option is to do a manual exchange. You can use this option if you're in the middle of your mid-day tasks and wants to have an up-to-the-minute data. Here's how: 

1. Go to the Financial menu.
2. Select Financial Center.
3. Click Update QuickBooks Now.

Once done, go back to QuickBooks and check if the changes are already reflected in your company file.

More details about financial exchange and day end tasks are discussed here: 

• Financial Exchange Overview
• Run End of Day Procedure

Don't hesitate to tap on us again if you need additional assistance when working with both POS and QuickBooks. Thanks!

I am aware of how to do a financial exchange. My company wants to know what will happen in QB, when we do that though before we go forward with deleting departments.

Hi there, Saratgu.

Once Financial Exchange has been started all inventory activities be manage by Point of Sale. 

After deleting a Departments that was created from Point of Sale will not have a direct effect in QuickBooks Desktop. And, as mentioned by my colleague above, the name will remain and reports can still be generated for the deleted department.

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

I had some duplicate departments. I moved the items into another department. When I run reports the old departments do not show and the items are not showing in the new department on the report. I have selected the new departments on the report, but old departments are missing to choose from also. How do I run a report that will include items that I moved into a new department that were deleted from the old department? 

I've got your back to help generate a report showing items you moved into a new department, @PaisleySkye.

Before that, can I ask where you are trying to run the report? Is it on the QuickBooks Desktop or Point of Sale?

In QuickBooks Point of Sale, you can delete a department record any time without affecting the inventory, history documents or the ability to run reports for the department. This means that the department name remains in place on item records and history documents even if you delete them.

You can also run an Item Summary report to show all items including those that you moved into a new department. The report also shows all sales by item, department and more at any date range. Then, customize it to add some specific filters.

Here's how:

1. Proceed to Reports, then choose Item Summary report.
2. Click Modify.
3. Select how you want to modify the statement:

• Add or Remove Columns to show and sort the info you need.
• Filter Data to show the specific info you need.
• Change Report Appearance to choose the report’s font size, colors, and date format, etc.
• Set Report Access Levels so you can select the employees who can run the report.

     4.Click Run.

For more information, please see this article for your reference: Customize and save a report in QuickBooks Point of Sale.

Additionally, I've got you a link that will help set up your store departments in QuickBooks Desktop Point of Sale. This help organize your inventory and track what you sell by department. 

If you have any additional questions about the report I've suggested or need help with other concerns, please let me know by adding some details in your reply. I'll be around to help.

Unfortunately those instructions do not fix the problem. This is for the QB POS. When I click on Item Summary there is no Modify Report function. My options are Add or Remove Columns, Filter Data, Change Report Appearance, Set Report Access Level. I have clicked on Filter Data several times and when I go to the Departments section the departments that I deleted do not show there, but the  new ones do. When I click on the new departments I created to add to the report the items that were moved do not show in that section. I just want to figure out where my items I moved went.  I hope that makes sense. I am using QB POS 19.0. 

Hi @PaisleySkye.

I know how much you want to see the items under a specific department. This is to make sure you get robust reporting data and be able to track them well. However, my access is limited, and won't be able to pull up your account. Since you're unable to locate these items you see on an Item Summary report, I recommend contacting our QuickBooks POS Support team.

They have tools such as screen-sharing that can check your QuickBooks POS and desktop to investigate why you're having this issue in a secure environment.

Furthermore, I'm adding this article to learn more about finding out why the amounts in Inventory report for both Point of Sale and QuickBooks Desktop if they are not the same: Inventory valuation amounts in Point of Sale and QuickBooks Desktop do not match.

Please know that you can always get back into this post if you have more questions. I'll keep an eye out for your response.