Using QBPOS in Wineries to Simply Track Inventory Location
I don’t sell wine out of different store fronts, but I need to know where it is
It is quite common that a winery will only have one tasting room and do the product sales directly from within QuickBooks Point of Sale at that location. However, it is often true that the wine may be stored in many different locations. Examples of this may include the tasting room (of course), at the winery, at a warehouse facility, at fulfillment center and sometimes even at home. In some cases, we have even seen where there is a need to track the wine that still under bond separately from the wine that is tax paid, but is virtually in the same facility. As a consultant and discount reseller of QuickBooks and QuickBooks Point of Sale, part of ongoing presales consultation process is to figure out if this is the case and, if it is to try and guide you to the Multi-store version of QBPOS.
How will the Multi-Store version of QBPOS help me with location tracking when I don’t have multiple store fronts?
If you were looking at QBPOS Multi-Store and decided it was not right for you because you did not want to purchase a license and maintain different computers and databases to accomplish location based inventory tracking, then you may have done yourself a disservice. What was probably not explained to you is that the Headquarters location (the main store) can perform all activities for multiple locations using what I like to refer to as Virtual Stores. This means you only have to outfit one location to meet your sales and back office needs, but you can still track and move inventory around as needed and it can keep your investment to a minimum.
What do I need to do this?
If you have QBPOS V10 Pro, it is already built-in to the product and you just need to turn it on. If you have QBPOS Basic (including V10) or Pro of newer versions, it is separate product, but you can unlock your current version (at least for now) by contacting us for a discounted unlock key to turn on Mulit-store without having to uninstall or reinstall your application or database – and we will be happy to demo it for you as well. If you are new to QBPOS, we will be happy to demo the product and price it out of the gate with the functionality enabled. This is generally your least expensive option. You can also save some money on converting to Multi-store if you are upgrading from an older version of QBPOS.
How do I turn on these “virtual” stores?
Once you have the correct version of QBPOS, it is pretty easy to get started.
- From the QBPOS Main Menu, choose File-Preferences-Company
- Click on arrow on the left hand side where it says Multi-Store to expand the menu options for that category
- Then choose Store Codes/Classes
- In the right hand pane, you will now be presented with the option to select the number of stores in your company. Use the drop down and select how many you need. In our case, we will have three- you may have more or less depending on your needs.
- Create meaningful Codes to help you identify your inventory locations in reports and such (Store 1 will be the headquarters and should be the location you typically make sales out of – in our example it is the tasting room)
You may also want to go to Store Headings in the tree on the left and more fully name the stores. Here we used the drop down list to select the store and then added names in the Store Name field. When you are done, click on Save to record your changes and exit the Company Preferences window.
The virtual stores are setup, but how do I use them?
Well, let’s start at the end, by looking at an item that has already been created and that has had inventory distributed to various locations.
Where is my Inventory Located
Here you can see an item in our item list. In our case with click on the Available button (yours may say On-Hand) next the On-hand Quantity to see what there is at each location. Here you can see that we have 240 bottle in the Tasting Room inventory, 120 bottles that are still in the warehouse but have been moved to the tax paid status, and there are still 1080 bottles in the warehouse that are still under bond.
How did the counts get in the right locations?
Really, those where handled by the functions of receiving and transfers in QBPOS. Receiving is the process we use to bring new products into inventory. A Transfer Slip is the function used to move inventory from one location to another.
How did you receive it into the right location?
In our case, we actually decided to receive all of the inventory into the Warehouse -In Bond location. The assumption being that we did not want to pay the tax on it until we were ready to sell it and that may not be for another year or two. Here you can see that Receiving Voucher. When we did the Voucher in QBPOS, we made sure to select the appropriate location to receive it into. If we had not changed it, it would have gone into the HQ store be default and we would have had to transfer it to the Warehouse – In Bond location.
How did you transfer it when you ready to move it out of bond?
When Multi-store is enabled in QBPOS, there is a form called a transfer slip. To use it, we simply:
- Listed the location it came out of at the top in the From Store field
- Listed the location it went to below that in the To Store field
- Selected the item (or items) to move and listed the quantity we wanted moved
Can I get a report of what was moved from the Bonded Wine to a Tax Paid Status?
Sure – we like to use the transfer summary report for this. Ours has been modified slightly to give us the information we wanted and you may want to create your own report with different fields. Here is our example.
Of course, a demo for a potential upgrade or new user is the best way to see this in action. If you are already a user we also offer consultation services. If you want to learn more about Multi-store, you may be interested in our Amazon Kindle handbook. For those interested in our publication for QBPOS for wineries, it can be reviewed here.
QuickBooks Point of Sale Multi-store edition is a great option for wineries with the need to track inventory in separate locations. If you found this article interesting, you might also like our article on actually using Multi-store for multiple store fronts in a winery. In our next article we will show you how to use the Multi-store function where there may only be one true physical location, but you still need to track where your inventory is, We will post a third article on how you can use these same feature to track these locations as profit centers in QuickBooks Desktop for Windows Accounting products.
Thanks for reading.