Multiple and Single U/M. (copied from the QB2010 Premier User Guide in PDF)
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- Daniella Perkins
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1 I decided to play around with Unit of Measure (U/M) and see if I could figure it out. There are a lot of questions on the forums about it. The first thing I ran up against is that as a user of the premier services edition all I had was the single unit of measure, I had to change the license to the accountants edition so I could use the multiple U/M which is really what you need. This list shows what versions can use which U/M sets. Premier (no industry) Professional Services Nonprofit Accountant Contractor Manufacturing & Wholesale Retail Single U/M Single U/M Single U/M Multiple and Single U/M Multiple and Single U/M Multiple and Single U/M NONE (copied from the QB2010 Premier User Guide in PDF) I guess some genius at Intuit thinks a retailer will never need or want U/M. In QB you do have a choice you can turn U/M on globally in preferences (the option is there for all inventory items) or you can turn it on item by item. But turning it on by the item is only for Single U/M, if you want Multiple U/M, and you will, then you must select it in preferences. Single U/M is almost useless. No conversions are done at all. If you tell QB that the U/M is pair (pr) and you sell a quantity of one, you would think you would sell one pair or 2ea huh? But you don t, you sell one. All it does is put the U/M on the invoice as pr. This is nice if you need it, but it is also misleading. Multiple U/M is something else. In some ways it is a great addition to the software, but in other ways Intuit dropped the ball again. And when I get to the dropped the ball part I will point that out in Red type.
2 So let s play with Multiple U/M some. In this screen the U/M set box shows that I have set the U/M to dozen. I did that by using the <Add New> option in the drop down which until you create a U/M is the only choice you have. (All screen shots are cut off to save space, only the necessary part of the screen is shown) To do anything with the U/M you created, you need to click the edit button, when you do the screen looks like this:
3 This set name was selected because in the previous screen that is what was highlighted. The bottom of this screen is the key here, where it says Default Units and gives you an option for Purchases and Sales. I am going to buy this item by the case, and sell by the dozen. But in order to have a dozen available I have to tell QB the relation of case to dozen for this item. Seems silly I know In the center of the screen is the area called Related Units, this is where you are going tell QB how many are in the case that you buy. Notice that you get to use any abbreviation you want, name it what you want, but you have to be specific about the relation. In this case QB is going to want to know how many dozen are in one case, because dozen is the base unit (set name). So you click in box just under the name in the Related Units area and start typing, use the TAB key to move to the next column and the next. When I got done it looked like the next screen pic. Notice that I also changed the Purchases Default Units at the bottom to case. By setting this up this way I am telling QB that I will buy by the case, 12 dozen of this item, and that I will sell by the dozen. So When I buy a case, QB should stock 12. I have left off a lot of information on the item screen because this is a demo. After you save the item and look at the item list, it looks like this. Notice I have zero on hand.
4 Pretty nice, the U/M column tells me the unit of measure; notice this is the sales unit of measure. So now it is time to buy some. I am just going to use Enter Credit Card Charges to do this for the demonstration. Normally I use a PO and receive against the PO. Either way accomplishes the same thing, I just like the PO routine. After I select the vendor and the item this is what the screen looks like, it defaults to a quantity of one. Things are kind of scrunched up here but the third column from the left is the quantity column. BUT When I click in the Quantity column and change the quantity from a one to two, it gets interesting.
5 I get ordering options! I can buy in the base U/M or the purchasing U/M. Pretty handy! I am going to buy 2 cases for $70.00 and take a look at the item screen which is next. Darn it I forgot about the highlight making it hard to read sorry about that. Well QB did what it should, I told QB that there were 12 dozen in one case, and when I bought two cases, QB stocked 24 dozens. I won t bore you with the item screen itself; it reflects just what the list does. Now I am going to sell 3 dozen.
6 Interesting, when I click in the quantity box, I get a choice sell 3 dozen or 3 cases. This time we will sell 3 dozen. Later I will sell in case lots and see what happens. The item screen is correct, it shows 21 dozen on hand (take my word for it), but now it starts to get real different. When I run a quick report on the item, here is what it looks like. Notice that when I bought 2 cases the quick report shows a quantity of 2 on hand. This is correct since I bought two cases. But then I sell 3 dozen and the quick report changes the U/M (in the far right column) to dozens and subtracts 3 dozen from 2 ( well that is what it looks like at first glance) and gets 21. The math is correct, (one case = 12 dozen so 2 cases = 24 & 24-3=21) but you have to do it in your head to be sure. And that is where I think Intuit dropped the ball. I think that QB should show the item Quantity in the Quick Report in the lowest U/M associated with that item in this case it should be shown in dozens. On the item screen it is stocked by the dozen. Watch what happens as we buy and sell this item. And keep in mind that here we are using only two U/M options here, but you can have a bunch of U/M associated with one item (each, pair, half-dozen, dozen, case just as an example). These numbers are easy, but just think how confusing it is going to get if you are using ounces, pints, and gallons, the math has to be done in your head.
7 Now we buy 3 cases for $95.00 and the quick report looks like this: So looking at the math, = 57. The math is correct, but after awhile, with many transactions, and inventory adjustments maybe, this is going to get hard to track down problems if you have any. Then as I said I sold 2 cases, and the Quick Report shows this math: = 33 Again it is correct, but wouldn t it make so much more sense to show the math this way? = 33 Well as luck would have it we have customers who want to buy just one, and customers who want to buy by the half dozen. So we have to edit the U/M because in Intuits wisdom there is no
8 way to delete a U/M all you can do is make it inactive. But now there are problems. You shouldn t, and QB warns you not to if you try, set up a relationship on the U/M screen to less than the base unit. So you should not set up a Related Unit as half-dozen and use the quantity of 0.5, even though it is true. So starting with the Edit Item screen select <Add New> in the U/M Set box and define each as a unit. When you do that QB will warn you that you are about to assign a new base unit and nothing matches. This should be a hint STOP right here. But I decided to try it, so I said yes. And then I clicked Edit the U/M. All the U/M you had have disappeared, you get to start over. But if you are real curious the base unit you defined as Dozen still exists in the U/M set List under the Lists menu, so you will be able to use it again for something else. I went through the process and assigned the Related Units for half-dozen, dozen, and case. And I have set Purchases to a case and Sales to a dozen since that is the most common for this business. Here is what the U/M screen looks like.
9 Keep in mind that I have not deleted any purchases or sales, all I have done is change the U/M set up. The item list is wrong it still says 33 on hand, the 33 that used to be dozens, even though the U/M says each. And the quick report shows the exact same thing as before. So keep that in mind, when you change the U/M for an item, QB does NOT change the reporting U/M in the item list or the quick report. AND inventory is totally screwed up, as well as average cost! Now I buy one case which in the Related Units I told QB was equal to 144 each. The item list which used to show a quantity of 33 (which was actually 33 dozen) now shows 177 on hand. 144 each plus the 33 (dozen treated as each), and the Quick Report gets even weirder. See that M next to the 177?? That is the word MIXED when you expand the column.
10 So that makes me curious. Lets first sell off 12 dozen (I just bought 144 which is 12 dozen) and see what happens. I am back to stocking 33 according to the item list, and the quick report shows a sale of 12 dozen and 33 left in stock, 33 MIXED it says. Should not be 33 MIXED that is 33 dozen, so lets see what happens if I sell 6ea. The item list shows 27 each left on hand and the quick report says the same thing. So the upshot of all this is once you have a U/M and related Units set up, DO NOT change the base unit. You can add related units that are multiples of the base unit.
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