This topic provides miscellaneous details about entering quantities in QuickBooks transactions, as related to the special ManagePLUS features for quantity entry support.
In your transactions, all quantities for an account need to be entered in one unit of measure—the same unit of measure you have associated with the account, in the Chart of Accounts window. Quantity totals cannot be correct if some transactions are recorded in tons and some in pounds, for instance.
For things you always buy or sell in the same unit of measure, like fuel, this is easy. But what about things you might buy or sell in a couple different units of measure? Often the solution is to add subaccounts to your chart of accounts, for each unit of measure you may use.
Example: Chemical X, bought in pounds and gallons
Suppose you use a product called Chemical X in your production process, and that you have an account set up for purchases of it, in your chart of accounts.
Chemical X is available in two different formulations, dry and liquid, and at different times you purchase either one depending on price, availability, and convenience. Since the unit of measure is different for the two formulations, the best way to represent quantities of Chemical X in your transactions is to set up two subaccounts, one for each formulation, like this:
Set up this way, you’ll use the appropriate subaccount when entering purchases of either formulation, and you’ll be able to assign a different unit of measure to each subaccount in the ManagePLUS Chart of Accounts window. Your ManagePLUS reports will correctly show the average price paid for each formulation; in dollars per pound and dollars per gallon, respectively.
This technique often applies when using items. You might set up two QuickBooks Items for recording purchases of each formulation. If both Items referred to a single Chemical X account they could be used to correctly record dollars of expense for Chemical X, but quantity totals would be a combination of “pounds and gallons”—useless information! The solution is to set up subaccounts, as above, and have each Item refer to the appropriate subaccount.
Other topics tell how to fix quantity errors in transactions, and usually it’s easy to do. But beyond the basics, it may help to understand ManagePLUS’ “rules” for gathering quantity information from transactions.
If you question whether all of your quantity information is present, follow these steps to assure that it has gotten all the way from the originating transactions in QuickBooks, to your ManagePLUS reports:
“What’s the difference between a Memo field and a Description field? Some QuickBooks forms have both, and I’m confused about where to put quantity information.”
Please see Memo or Description Field…Which is It?
“If I enter a quantity in the Memo field of a transaction but make a mistake, will ManagePLUS catch the error?”
ManagePLUS will alert you when what appears to be quantity information has been entered in a way it cannot figure out.
Suppose you type “83a4″ at the beginning of the Memo field. It begins with a digit so ManagePLUS will try to extract a quantity from it (if there is a unit of measure associated with the account used in the transaction). But “83a4″ also contains the letter “a”, which is neither a number nor a mathematical symbol. So when ManagePLUS refreshes transactions it will flag the transaction as having a quantity error, and the Errors button will appear in the Transactions window to help you find and fix the error.
“Can I enter a ‘negative’ quantity in the Memo or Description field?”
Yes, just use a minus sign ahead of the quantity entry.
“Can I type a number at the beginning of a Memo or Description field, but NOT have ManagePLUS treat it as a quantity?“
Example: ManagePLUS would normally try to extract a quantity from the Memo field text “2×4 lumber”, because it begins with a digit. But if changed to ” 2×4 lumber” (note the blank space ahead of “2×4″), the leading blank space would prevent ManagePLUS from interpreting “2×4″ as a quantity.
Example: If you enter “7530 JD oil & hydraulic filters” in a Memo/Description field, ManagePLUS will see “7530″ as a quantity. Changing the text to read “JD 7530 oil & hydraulic filters” would eliminate the problem.
“I’ve switched to using two quantities for one of my accounts, and I’ve added the second quantity in that account’s transactions in QuickBooks. But ManagePLUS still only shows one quantity for that account on reports. What’s wrong?”
Have a look at the steps in Tip: If you can’t “see” quantities in ManagePLUS…