QB POS syncing with QB desktop

Let's get this sorted out, bgolfer.

To ensure we can map each item accurately in QuickBooks Desktop, updating both programs is a good start when it comes to fixing data-related issues.

Here's how to update POS:

1. Sign in to your point of sale system as an admin.
2. Go to the Help menu and hover over Software Update. Then select Updater Preference.
3. Select the General tab.
4. Hit Automatically download updates. You can also select Notify me so you can decide if you want new updates when they're available.
5. When you're done, select OK.

For updating QuickBooks Desktop, we can look at the following video for our visual guide: How to update your QuickBooks Desktop software.

After that, let's update both programs to their latest release version. We can scan through this write-up for the detailed steps: Update QuickBooks Desktop to the latest release.

Once done, we can go back and sync the items to see if it's pulling over correctly. 

Let me know if there's anything else you need, bgolfer. I'll stand by to help and offer assistance. Have a great rest of your day!

Hi, bgolfer.

Hope you're doing great. I wanted to see how everything is going about syncing items with QuickBooks Desktop. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I'd be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

How do I know if I am on the latest version of both? I followed the steps. 

Thanks for following up with the Community, bgolfer.

In QuickBooks Point of Sale, you can verify if you're using our latest version from your About QuickBooks Point of Sale screen.

Here's how:

1. Sign in to QuickBooks Point of Sale.
2. Go to the Help menu.
3. Select About QuickBooks Desktop Point of Sale.
4. Review your Release number. Currently, the newest version of QuickBooks Point of Sale is Release 10 (R10).

In QuickBooks Desktop, you can confirm your current version by accessing the Product Information window:

1. Open QuickBooks Desktop.
2. Press F2 (or CTRL+1) to open your Product Information screen.
3. Check the version you're using.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

I'll be here to help if there's any additional questions. Have a lovely day!

I've confirmed that we are using the latest version for both, however, the items are still not syncing over from the POS system correctly. What should we do next?

It's good to know that you have the latest version of the programs, bgolfer.

Let's use the Recover Data function to bring in the items. Let me guide you with these steps:

1. In QuickBooks Desktop Point of Sale, select Financial, then Financial center.
2. Select Show Advanced Options.
3. Select Recover Data Now.
4. Select Continue on the warning message.
5. Enter the date range that was covered by the original financial exchange.
6. Type Yes in the confirmation window and select Continue.

Keep me posted if you have concerns. I'll be here to help you out.

Is this going to mess up all of our current data if we do this? We've been having an extremely difficult time integrating the two systems and going back to recover data again sounds like it could generate even more work for us. 

We just want the mapping in POS to be reflected in QB desktop...

I want to make sure the mapping reflects in QuickBooks Desktop, bgolfer.

The items you added in QuickBooks Point of Sale won't sync with QuickBooks Desktop. This is why the mapping is not pulled over. To add items in the desktop version, we can manually enter them instead.

Here's how:

1. Go to Lists, then select Item List.
2. On the Item List window, select Item then New.
3. Select the type of item you want to create.
4. Fill out the item fields.
5. You can use Custom Fields to personalize the fields.
6. Click on Save.

For more details about the process, please see this article: Add, Edit, and Delete Items.

Also, the Recover Data feature will not mess up your data. This tool is used to restore missing transactions.

Please keep us posted if you have additional questions about adding your items. I'm always here to help you keep your record accurate. 

What do you mean the items are not for use in QB desktop? I thought if we created a new item or edited an existing item in QB POS, then QB desktop would automatically update that item. Please confirm. Thanks. 

Thanks for coming back, @bgolfer. Allow me to provide additional information that will help clear things up.

Yes, it'll automatically update items in QuickBooks Desktop (QBDT). However, we recommend adding or editing them in QuickBooks Desktop Point of Sale (POS) only after you have started sharing data with QBDT to avoid discrepancies and to save data review time.

To update item account mappings, I suggest using the Add/Edit Multiple List Entries window. This allows you to copy and paste list information from Excel directly into QBDT using this window.

Let's start by exporting your inventory items  from POS to Excel using these steps below:

1. In QPOS, go to File.
2. Choose Utilities and then Export.
3. From the Data Export Wizard, select Inventory Items, then Next.
4. Enter the needed data in the following fields:
   • Select destination file - location where file will be saved
   • Write records to (sheet) - worksheet where data must be entered
   • Begin exporting data to row - row where data should be started
5. From the Choose export template, you may pick the default inventory template or manually manage the mapping to match the details to be exported from POS.
6. Select Next.
7. Validate if the records ready for export is correct, then Export.

After that, use these steps to update your items in QBDT:

1. Select List from the top menu bar, then choose Add/Edit Multiple List Entries.
   
2. Click the List drop-down arrow, then select the list that you want to update.
3. Choose in any field and begin making changes.
4. You can copy (Ctrl+C) the data from Excel then paste (Ctrl+V) it into the Add/Edit Multiple List Entries window.
5. To copy the data in a specific field to the remaining records, simply highlight the desired field and right click then choose Copy Down. If data is in any of those remaining fields, it will be overwritten.
6. To duplicate a row simply place your cursor in any row, right-click and choose Duplicate Row. The record is duplicated into the next row and is preceded with the word "DUP."
7. Click Save Changes when you're done.

Additionally, you may check out this link that includes a list of articles that may help you in running the program: QuickBooks Point of Sale (POS) FAQ.

Let me know your result or if you need further assistance about this. I'm just a post away to help. Please feel free to reach back here any time. Take care!

Our POS syncs when the store closes, but there are often people in the office who stay working after the close of the store and the POS transactions don't come through. Can we set the sync time to be later (like 9 PM or something) so that the office doesn't have to shut down at 4:00 to get the POS transactions to come over?

I appreciate you participating in this thread, @2Curious. Let me explain in more detail how the financial exchange works between QuickBooks Point of Sale (POS) and QuickBooks Desktop (QBDT).

The financial exchange between POS and QBDT can be carried out manually or as part of the End of Day process.

If you want to perform mid-day billings or ensure you have updated QBDT POS data, you may conduct the manual exchange. To do that, go to the Financial menu, select Financial Center, then Update QuickBooks Now.

Currently, we're unable to establish a specific time for when the POS syncs with QBDT. For now, I suggest searching for any third-party app that can bring up data automatically during your set period. Visit our App Center for various compatible applications you may integrate with QBDT. 

Additionally, QBDT offers a variety of reports that can be tailored to your company's needs. This way, you can gain a general understanding of the financial status of your business, including sales.

Let me know in the comments below whenever you have further questions about syncing POS with QBDT. I'll be always available to assist you. Keep safe.

Hi, My non profit organization uses Quickbooks POS and QBDT. There is no interest from my board in upgrading because our income cannot support the upgrade.
I have been gifted a new computer and have properly installed Quickbooks desktop on said new computer.
My POS still wants to communicate with my old computer and the Quickbooks on still installed on that computer however.  What do I need to do to map it or which file path do I need to use to get QB POS software and QBDT communicating via my new computer?

Please and Thank you!

All my best,
PEMV - Gallery on the Square

Let's get your QuickBooks Point of Sale to communicate with your QuickBooks Desktop, PEMV.

Aside from the installed versions of QuickBooks on the same computer where POS is installed, ensure to make a backup copy of both your QuickBooks Point of Sale and QuickBooks Desktop files. Then turn on sales tax and inventory. Next, set your preferences to allow Financial Exchange without having Desktop open. To do this, follow the steps below:

1. From the Edit menu, select Preferences.
2. On the left pane, choose Integrated Applications then go to the Company Preferences tab.
3. From the Applications list, select QuickBooks Point of Sale then select Properties.
4. In Access Rights tab, select the option Allow this application to read and modify this company file.
5. Select OK in the Properties window, and the Preferences window.

After that, set up QuickBooks Desktop Connection Now in Point of Sale. Here's how:

1. From the File menu, go to Preferences > Company > Financial > Set Up QuickBooks Dekstop Connection Now in Point of Sale.
2. If you have previously connected to QuickBooks, you may see a screen that says:
   • Continue to use this company file
   • Let me choose a new company file
3. You will be prompted to start QuickBooks and log in as Admin. Click Next.
4. QuickBooks Desktop Point of Sale is now ready to share data with your QuickBooks financial software. Hit Finish.

Once done, you can now initiate a Financial Exchange.

Please keep us posted if you have additional questions when integrating POS with QuickBooks. I'm always here to help you keep your record accurate.