Navigation:  Quick Start Tutorials > 5. Entering "extra" quantity information in QuickBooks

 

 

ManagePLUS places no special requirements on how you enter transactions, with one exception:  if you use ManagePLUS' advanced quantity handling features you'll be entering quantity information in the Memo or Description field of some transactions, and that information must be entered properly in order for ManagePLUS to recognize and use it. This lesson shows how to enter quantities in the Memo or Description field of your transactions.

This is an optional lesson, because not everyone needs quantity information beyond what's possible with QuickBooks alone. The lesson assumes that you enabled advanced quantity handling in lesson 3.

Entering quantities in the Memo/Description field

The usual place to enter transaction quantities is in the Quantity column of a QuickBooks form which supports using items (from the Items list)—Invoices, Sales Receipts, Write Checks, Purchase Orders, etc. These forms all have a Quantity column where you can enter a quantity directly.

But some QuickBooks forms, like the Deposits form, do not support using items and therefore do not have a Quantity column. ManagePLUS gives you a way to enter sales or purchase quantities on those forms. This approach is also useful if you simply don't wish to set up an Items list item for something you buy or sell.

The rules for Memo/Description field quantities are:

Examples

Here's a view of the Deposits form, with grain sales quantities entered in the Memo field.

And here's a view of the Write Checks form, with quantities entered on the Expenses tab. Though this form has an Items tab where it can except quantity entries, this example shows how you may enter quantities when you don't have an Items list item set up for that purpose.

Entering two quantities in transactions

As mentioned elsewhere, having two quantities associated with certain types of transactions provides useful management information. Anything you buy or sell where both the count or number of items and their weight or volume are important, probably ought to have both of those quantity measures recorded as part of the transaction.

The rules for entering two quantities in a transaction's Memo/Description field are the same as for entering a single quantity, with this addition:

On QuickBooks forms which have a Quantity column:

When using QuickBooks forms which support items—Invoices, Bills, Checks, Sales Receipts, etc.—the first quantity goes in the form's Quantity column, as usual, and the second quantity goes in the Memo or Description column.

Here's a Sales Receipt for a rancher's sale of some calves. The calves' total weight is entered in the Quantity field, and the number of head (count) is entered at the beginning of the Description field.

On QuickBooks forms which do not have a Quantity column:

QuickBooks forms which do not support Items—the Deposits form, or the Expenses tab of the Write Checks form are examples—have no Quantity column, either. So in those, both quantities go in the Memo or Description field, separated by an equal sign "=".

Entering quantities as mathematical formulas

ManagePLUS supports entering quantities as simple mathematical formulas. Because they are in the Memo/Description field, the formulas remain a permanent part of the transaction, preserving important transaction details.

Here's a Deposit example. Quantities for the Sales:Grain:Soybeans (bu.) account need to be entered in bushels. (The abbreviation "bu." was added to the account's name, as reminder of the appropriate unit of measure for the account.)

The formula in the first detail line is (48000/17000)/60:

See also:

Using the advanced quantity handling features

 

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