false00POS: Glossary of TermsPOS: Glossary of Terms



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Activity Tolerance: Some Point of Sale activities are intolerant. This means that the activity cannot be completed if you or another workstation are currently accessing the POS data file via another open window or document. For example, installing a program update, editing company preferences, or restoring from a backup are all intolerant activities. An alert message is displayed if this applies to your activity. The alert message could also be caused by an improper shutdown of the program (such as if power is lost).

Adjustment memo: A transactional document that provides a permanent record of changes to an items quantity or cost which were not recorded on another type of transactional document.

Address Verification Service (AVS): Service that verifies a credit card customer's stated Zip Code, and optionally street address, matches that on file at the issuing bank. Helps prevent credit card fraud on manually entered and "card-not-present" transactions. For use with the QuickBooks POS Merchant Service.

Alphanumeric: Containing both letters and numbers.

Alternate Lookup (ALU): A descriptive inventory field used as an additional item identifier when listing items on documents.

Associate: An employee whose name is available for selection on transactional documents.

Attribute: Typically an items color or a second size, such as shoe width.

Automatic update: Automatic process of downloading program updates in the background while you work in Point of Sale.

Average unit cost: The average amount paid per unit for the on-hand quantity of an item. Different than order cost, which is the current cost at which you order and receive an item.

AVS: see Address Verification Service.



Backordered: In Point of Sale, any item with a negative available quantity (i.e. quantity on active customer orders exceeds on-hand quantity) is considered to be on backorder and will show up on your reorder reminders and backorder report.

Backup: A manual or automated procedure that verifies the integrity of Point of Sale data files and makes a backup copy. See also restore.

Bar code: A series of spaced lines forming a code that can be read and interpreted by a bar code scanner for rapid data entry. Bar codes typically are encoded item numbers or UPC codes.


Card Verification Code: A three or four-digit code printed on a credit card used in manually entered credit card transactions to help verify that the customer actually has the card in their possession. Can help prevent credit card fraud and chargebacks. For use with the QuickBooks POS Merchant Service.

Case sensitive: With regard to text entry, the requirement that uppercase letters be distinguished from lowercase letters. Login passwords in Point of Sale are case-sensitive. A password must be entered exactly as it is recorded. Example: If password stored is "Huckleberry" then entering "huckleberry" does not grant access.

Card reader: A device that reads the magnetic strip on the back of credit, debit, and gift cards, allowing information about the customer and his account to be electronically entered for payment on a sale or refund.

Cashier: The employee who is logged in during the current sales transaction (receipts).

Certificate: A QuickBooks term related to integrated applications and their access to your QuickBooks company file. A certificate is a digital signature that verifies the identity of the third-party developer. Refer to your QuickBooks financial software documentation for more information.

Chargebacks: For a credit card transaction, a chargeback is a dispute of the charge by the cardholder.

Chart of Accounts: In your QuickBooks financial software, the set of accounts and their balances. Some accounts are predefined by QuickBooks when a company is set up; others can be added as needed. Point of Sale assumes you are using a default set of accounts when transferring your Point of Sale data, but you can define custom account mappings if preferred. Search the Point of Sale help index using keyword "Cart of accounts" or refer to your QuickBooks financial software documentation for more information.

Client Workstation: Any networked workstation that is not designated as the Server Workstation. Accesses the Point of Sale company data on the Server Workstation across the network. You can view your current workstation type by selecting about point of sale from the Help menu.

Company data: The Point of Sale data file that is stored on the Server Workstation. In a multi-workstation setup, client workstations access this data across the network. Do not confuse the POS company data with your QuickBooks financial company file, which is used for accounting purposes.

Company preferences: Company preferences define settings and options that are shared by all workstations on a network and that configure all Point of Sale modules.

Compatible hardware: Compatible hardware is hardware that has been tested to work with Point of Sale. Supported hardware is compatible hardware that is sold and supported by Intuit. Compatible hardware not sold by Intuit is not supported.

Cost: See average unit cost or order cost.



Database Server applications: Applications that run on the Server Workstation and allow Point of Sale workstations to connect to the POS company data. Started automatically when the Server Workstation is turned on. If you have used Windows Task Manager to manually stop these applications, they can be restarted by restarting Point of Sale on the Server Workstation.

Debit/ATM Transaction (PIN): Transaction using a customers debit/ATM card and PIN authorization.

Department: A manageable category of related merchandise. Categorizing items into departments gives you greater flexibility to monitor sales performance, manage inventory, run meaningful reports, and for filtering your item list when conducting a physical inventory, changing prices, and printing tags. Departments are assigned a name and a code. A department code is a user-assigned code identifying the department, made up of one to three alphanumeric characters, and can be used to identify the department on reports and program screens where space is limited.

Descriptive field: Any field that describes an item, such as the default item fields Description1, Description 2, Attribute, Size, and Alternate Lookup.

Device Manager: Applet in Windows Control Panel System Properties dialog that lists the hardware installed on your computer and used to change the settings for that hardware. You can access System Properties by selecting system from Control Panel (or press the Windows logo key + the Pause/Break key on your keyboard at the same time). Then select the Device Manager tab (Windows 98) or the hardware tab and then Device Manager (Windows 2000/XP). Note: The Windows logo key is located on the lower-left of your keyboard and Pause/Break on the upper-right. Consult your Windows Help system if additional assistance is required.

Document item list: The list of items being processed on a document.

Documents: General term including all transactional documents and order documents; including sales receipts, receiving vouchers, adjustment memos, and purchase orders, and layaways/sales orders, and transfer slips.

Dynamic date: A date or date range relative to the current date. Examples include Year-to-Date, Month-to-Date, etc. As the current date changes, so does the dynamic date or range. Dynamic dates are used to define date ranges for filtering lists and for reporting purposes.





Fee: (PO/Voucher) A field on purchase orders and vouchers used to record amounts that are charged in addition to the cost of goods, shipping, and tax, such as an order fee.

Field: A component of a page design where data can be entered or viewed. In lists, a field is the cell where a column and row intersect. Field names are included in the header for each column and row.

Fill status: A summary of the quantity still due on an order document. Different than the order status, which tracks the current standing of the document as open, closed, or any custom status you have defined.

% Unfilled = Qtydue divided by Qtyordered multiplied by 100

Filters: Used to include/exclude records for display or reports. You define your filter criteria and Point of Sale includes/excludes records based on your criteria.

Filter element: A component of a filter screen. Element names identify the criteria to be entered in each field.

Financial Exchange: Integration and sharing of data between Point of Sale and your QuickBooks financial software.

Form: A detailed view that displays all fields of data contained in a single record.



Gift Receipt: Optional second copy of a receipt printed for the customer. Gift receipts do not include prices or payment information. Enabled in workstation print option preferences.

Global discount: A discount applied to the subtotal on a document. See also item discount.

Group (Security): A set of users that are granted specific security rights and access to program functions.


History documents: Saved transactional documents stored in document history lists. Includes receipts, vouchers, and adjustment memos. Used for reporting purposes and for building customer/vendor histories.



Integrated applications: A QuickBooks feature that allows external applications such as Point of Sale to access the company file and exchange data. Refer to your QuickBooks financial software documentation for more information.

Inventory: A stores or companys set of merchandise, quantities, and other related information. Also, the Point of Sale module for tracking that merchandise.

Inventory Reminders: A Point of Sale feature that alerts users when inventory tasks need their attention, such as reordering items.

Item #: The number assigned by the program to each item added to inventory. Corresponds to the row number in the item list and used as an item identifier (for listing items on documents), for filtering the list, and for printing bar codes on tags.

Item discount: A discount applied to an individual item price on a sales document. See also global discount.

Item identifiers: The Item #,Universal Product Code (UPC), and Alternate Lookup values for items in inventory. Item identifiers are used for looking up and listing items on documents, and for other program functions.

Item lookup: A method that is used to list an item on a document. Item lookups can be performed with the Item #, UPC #, Alternate Lookup, or by entering a search keyword.

Item Type: Field used to designate the type of inventory item. The item type determines if on-hand quantities are tracked. Item types include: Inventory for merchandise items, for which on-hand quantities are tracked, Non-Inventory or Service for miscellaneous fees, services, and non-merchandise items for which on-hand quantities are not tracked.

I Want To menu: List of available actions or tasks related to the currently displayed window. Select a task to carry out the specified action. Displayed on the window toolbar.





List: Displays all or a filtered subset of the records of a particular type, or a listing of the items to be processed on a document.

Lookup: Ability to quickly locate a related record from another area or document and enter that information in the other area or document. For an example, see item lookup.



Main tool bar: The horizontal tool bar located across the top of the Point of Sale screen, providing direct access to program areas and tasks. You can customize or turn off its display from the View menu.

Mapping: In Point of Sale, refers to the "linking" of accounts, payment types, and information fields with your QuickBooks financial software. This linking affects how Point of Sale data is transferred to your financial software. Point of Sale uses a default set of accounts and payment types unless you customize them in company preferences.

Margin %: Gross margin or profit margin percentage. One way to express the relationship between item cost and price. Margin can be used in Point of Sales pricing formula to calculate prices when adding new items to inventory.

Margin % = [(Price minus Cost) divided by Price] multiplied by 100

Markup: Alternate way to express profit; markup by n% over cost.

Memo: See adjustment memo.

Merchant number: For retailers who use the QuickBooks POS Merchant Service to perform credit and/or debit/ATM card transactions, the merchant number is assigned to the retailer in order to identify that retailer when performing authorizations and settlements.

MSRP: Manufacturers suggested retail price. IF the MSRP is defined on an items record, price tags (space allowing) include the reference price to demonstrate savings to customers.



Network: Two or more computers linked together and sharing data files. Information recorded by any computer on the network is instantly available to all users on the network.

Non-inventory Item: A non-merchandise inventory item or service for which you do not track on-hand quantities. Typically, the non-inventory item type is used for miscellaneous fees or charges (e.g. delivery, recycling fee, shipping, etc.). See also service item.

Non-tolerant activity: An activity that requires all other users to be out of Point of Sale before it can be performed, such as restoring the POS company data from a backup or installing a program update.



Order document: A temporary document used to plan the purchase of merchandise or services.

Order cost: The cost at which an item is ordered and received. This is different than average unit cost, which is the average cost paid for the units currently on hand.

Open Windows: List of all open Point of Sale windows for current tasks; displayed on the Window menu at the top of the screen. While only one window can be viewed at a time, Point of Sale allows you to open and have many available. You can think of the windows being on top of another. You can immediately switch to another open window by selecting it from the Window menu.


Pay-Out: The removal of cash amounts from the cash drawer for a store-related purpose, such as to make a mid-day deposit, buy office supplies, or fund an office party. Select new pay-out from the Point of Sale menu to access this feature.

Payment type/method: On a receipt, how the customer pays for merchandise. Examples: cash, check, credit card, gift certificate, etc.

Physical inventory (PI): The process of counting the actual merchandise on hand and then correcting the quantities recorded in inventory as needed.

PO: See purchase order.

Point of sale (POS): The location(s) in your store where customer-facing sales activities are carried out. On menus in Point of Sale, this term refers to the area containing the sales, customer tracking, and End of Day tasks.

Pole Display: Ascreen oriented towards the customer to display transaction detail and store messages.

Portable Data Terminal (PDT): Optional hardware that allows users to scan inventory bar codes and download the scanned data into a physical inventory.

Practice mode: A separate program area that allows you to practice or train in Point of Sale without endangering your real data. Accessed by selecting Practice QBPOS from the File menu.

Preferences: Settings that configure your Point of Sale program to work with your hardware and accessories, establish feature options, and customize program behavior. There are two types of preferences in Point of Sale: company preferences and workstation preferences.

Price levels: Up to four optional markdown prices, in addition to your regular sales price, for each item in inventory. Different price levels can be used to record employee prices, promotional sale prices, wholesale prices, etc. When making a sale, you can select the price level that applies or assign a price level on a customers record and it will be automatically suggested when making a sale to that customer.

Price Manager: Price utility that calculates and adjust prices for you in a variety of ways based on the starting point (current price or cost) and adjusting criteria that you specify.

Price Rounding: Price Manager feature that allows rounding of calculated prices to end in user-specified amounts, e.g. always to .99, or to even dollars, etc.

Pricing formula: Used by Point of Sale to automatically calculate a new items price by applying a defined department margin or markup to the average unit cost.

Purchase order (PO): A temporary planning document recording the merchandise ordered from a vendor.



QB POS: Abbreviation for the QuickBooks Point of Sale software.

QuickFill: Customer feature on sales documents where the program recognizes the name you are typing and suggests the matching name from your customer file, saving you the time of typing the full name.



Receipt: A transactional document that records a sale, deposit on, or return of merchandise at point of sale. Also, the printed record of the transaction, typically given to the customer. See sales receipt and return receipt.

Receiving voucher: A transactional document that provides a permanent record of merchandise received from a vendor. Vouchers update inventory cost and quantity for items received.

Record: (noun) Point of Sale data is typically stored as a sequence of records in your POS company data file. A record could be either document (receipt, voucher, etc.) or non-document (item, customer, vendor, etc.) data.

Reminders: A feature that helps you track and manage your inventory by alerting you to situations that may need your attention, such as when item quantities fall below their reorder points Access your reminders from the Inventory menu or from the Retail Navigator.

Remote Data Sharing: Optional configuration allowing the exchange of information between Point of Sale and QuickBooks financial software wherein the two applications communicate over a network via server and client applications. With this configuration it is not necessary to install QuickBooks on the Point of Sale Server Workstation. Refer to the Point of Sale Getting Guide for more information on this advanced option.

Reorder Point: User-specified minimum on-hand quantity at which an item should be reordered (or rebuilt in the case of assembly items). When the combined on-order and on-hand quantity is at or below this level, the item is added to the inventory reorder reminder list and reorder reports. Facilitates timely replenishment of merchandise.

Restore: (relating to the Restore feature) Using backup data to replace data files.

Retail Navigator: Graphical representation of a retail workflow and corresponding QuickBooks POS tasks. Clicking an icon from the Navigator takes you directly to the program area to complete the task.

Return receipt: A transactional document that provides a permanent record of a merchandise return at point of sale. Printed, it serves as the customers receipt.

Return voucher: A transactional document that provides a permanent record of merchandise returned to a vendor.

Reverse: To create a new, opposite document that cancels the effects of a former document. Receipts, vouchers, transfer slips, and adjustment memos can be reversed.

Rights: See security rights.



Sales receipt: A transactional document that provides a permanent record of a merchandise sale or deposit. The printed receipt serves as the customers receipt.

Sales tax location: A set of sales tax codes assigned to a specific geographic area or for customers that qualify for special tax handling.

Sales tax code: A code used to identify if and how sales tax is applied to item sales. Sales tax codes in Point of Sale can be mapped to sales tax items/groups and codes in your QuickBooks financial software.

Sales tax item: In QuickBooks financial software, sales tax items identify the rate and the tax agency from which you collect sales tax for a transaction. Retailers who use QuickBooks in conjunction with Point of Sale can map a sales tax code in Point of Sale to a tax item in QuickBooks. Refer to your QuickBooks financial software documentation for more information.

Sales tax group: In QuickBooks financial software, a sales tax group is used to calculate two or more sales tax items grouped together and applied to the same sale. Retailers who use QuickBooks financial software in conjunction with Point of Sale can map a sales tax code in Point of Sale to a sales tax group in QuickBooks. Point of Sale sales taxes will then be reported in your financial software according to the structure of the QuickBooks tax group. Refer to your QuickBooks financial software documentation for more information.

Sales tax rate: The actual percentage tax collected. Each taxable tax code must have a tax rate assigned.

Security group: Predefined or custom set of security rights to which employees can be assigned.

Security rights: The set of program features and data access defined for a security group.

Server Workstation: In a multiple workstation installation, the first workstation on which QuickBooks Point of Sale is installed and which stores the POS company data. If you have only one workstation, it must be installed as a Server Workstation. Certain activities, such as Financial Exchange with QuickBooks, creation of company data, and importing data can only be done on this workstation. The Server Workstation must be running (but not necessarily with Point of Sale open) for client workstations to access the company data file. You can view your current workstation type by selecting About Point of Sale from the Help menu.

Service item: Used to charge for non-merchandise and labor-based services, such as repairs, warranties, delivery, installation, etc. on sales and customer orders. The on-hand quantity of service items is always zero (0).

Shopper Display:See pole display.

Shortcut key: Keyboard command that executes a Point of Sale function. For example, entering <Alt + the underlined letter> instantly invokes the menu or icon option displaying the underlined letter. Select Keyboard Shortcuts from the Help menu to see a list of shortcuts for your current area in Point of Sale.

Sort field: A field/column in a list by which the records can be sorted and displayed. Indicated by the image\blue_sort_indicator.gif symbol in the column header. Click the header to sort by the column values; click again to change sort order. Sort by multiple columns by selecting sort list sort on multiple columns from the View menu.

Split-payment sale: A sale paid for using two or more payment methods.

Status: On order documents, the current standing of the document. A status of open is assigned to all new orders and closed to those that have been filled (received or sold). You can define your own statuses and Point of Sale will track the changes in status as an order progresses toward completion. The Status field can be used to filter for list display or reports.

Status bar: An information line located on the bottom of most Point of Sale screens, displaying data such as the active price level, the currently logged in employee, record status, etc.

Store: A physical location at which you receive and sell merchandise.

System Administrator: Pre-defined user with all security rights to add or delete employees, turn on/off the requirement to log in to use the program, and change passwords for other employees. Only the system administrator user can make these changes.



Tax code: A code assigned to each item in inventory that defines the tax handling (such as taxable or non-taxable) and taxing instructions of the item.

Tax location: See sales tax location.

Template: The print layout of fields for a particular document type. Point of Sale includes several design choices for each document type for use with various printers and for various needs.

Terms: (PO/Voucher) How and when the retailer plans to pay the vendor for merchandise ordered. Examples: COD and 2% 10, Net 30.

Tools: Program utilities that provide ancillary or support capabilities, such as the User Information window, etc.

Transactional documents: Receipts, vouchers, and adjustment memos. Transactional documents record changes in inventory on-hand quantities or costs, and are then stored in your document history lists.



Unit of Measure: Display field on item records that can be used to filter and sort the item list and reports.

Unlock: Term referring to an upgrade in program licensing that makes additional features available to the user, i.e. from Basic to Pro to Pro Multi-Store.

UPC (Universal product code): A family of widely used bar code symbologies that encode both manufacturer and product identification. In Point of Sale, UPC numbers can be used to look up or scan items when listing them on documents.

User License: A single license or entitlement for a computer to run Point of Sale. Having multiple user licenses allows multiple computers to run Point of Sale at the same time.

Update: In QB POS, update has two possible meanings:

  • When using QuickBooks financial software, update refers to a manually-initiated Financial Exchange to share data between Point of Sale and QuickBooks.

  • The process of obtaining and installing updated Point of Sale program files within the same version. These updates are used to fix bugs, enhance features, or provide additional information.



Values: Numerical data; such as a field entry or calculation of quantities, costs, or prices.

Vendor code: The user-defined code assigned to each vendor and used to track that vendors merchandise as it is received and sold.

Voucher: A transactional document that records merchandise received from or returned to a vendor. See also receiving voucher and return voucher.



Window tool bar: The horizontal toolbar across the top of the open window; contains icons for tasks related to the displayed window and a task-specific help button.

Workstation (W/S): An individual PC. In Point of Sale, installed workstations (up to ten per store) are either a Server Workstation, storing both program and data files, or a client workstation, which stores program files but accesses the data files across a network.

Workstation preferences: Workstation preferences define workstation-specific settings and options, including hardware setup and printing preferences.



X/Z-Out report: Report of POS activities. The X-Out Shift Report can be run throughout the day to monitor sales activity. The Z-Out Drawer Count report is run at the end of a shift or day to reconcile the cash drawer. The Z-Out Store Close report is run at the end of the day to summarize the days sales activities and cash flow, as well as help in preparing a bank deposit.



Z-Out report: See X/Z-Out report.


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