ManagePLUS extends the quantity information you can store in
QuickBooks transactions, by supporting two quantities per
transaction, quantities entered as mathematical formulas, and more.
A way to enter two
By itself, QuickBooks only lets you enter a single quantity on each line
of a transaction. But for many business types one quantity really isn't
enough. They need to be able to enter two quantities per
transaction line: a "count"--the
number of items bought or sold--and the weight
or volume of those items (pounds, tons, gallons, hours, etc.). ManagePLUS
gives you the option of entering two quantities per transaction line,
How do I enter two quantities in a transaction?
The basic idea is that when using QuickBooks forms which supports
Items--Invoices, Bills, Checks, Sales Receipts, etc.--the first
quantity goes in the Quantity column as usual, and
the second quantity goes in the Memo or Description field on the
Here's a transaction which records a rancher's sale of
some calves. The weight of the calves has been entered in the Quantity
column, and the number of calves sold is entered at the beginning of the
Yes, it's that simple. The only rule is this: if you include other
text in the Memo or Description field in addition to the quantity it
must be separated from the quantity by at least one blank space.
When ManagePLUS imports this transaction it will extract the
count from the Description field and use it to populate a second
Dual quantities in reports
Both quantities are available in ManagePLUS
reports, with separate totals and statistics provided for each.
Also, additional statistics are provided--statistics that can only
be produced when two quantities are
You may remember this screen shot from earlier in this tour. We
repeat it here as a reminder of the rich quantity detail and
statistics ManagePLUS provides when two quantities are recorded in
Who needs dual quantities?
Almost every business that buys or sells items which have varying weight or volume can
benefit from entering two quantities in their transactions:
The manager of a meat wholesaling business needs to
know both the count and weight of the items he
sells. Customers expect this information
on invoices; but also, having totals, averages, and statistics for both
quantities help him control his business, understand the
preferences of individual customers, etc.
A rancher needs to know both the number and weight of
calves sold. Having totals and averages for both numbers over a
period of years tells him a lot about the effects of his
management practices: calving and weaning dates, grazing
patterns, feed rations, etc.
A contractor who charges for trenching by the foot may
also want to know how many hours his employees have spent on
trenching jobs. With both feet and hours entered on invoices,
ManagePLUS reports can help him answer the question, "Labor is costing
me $X per hour, so am I charging enough per foot for trenching?".
A way to enter quantities in
"other" QuickBooks transaction types
Not all QuickBooks forms give you a place to enter quantities. The Deposits
window is an example: it has no column where you can enter
The QuickBooks-oriented solution requires two steps. First, enter
the transaction on a form like the
Sales Receipt form, which lets you enter quantities, and post it to the Undeposited Funds
account. Second, prepare a Deposit which includes
the Undeposited Funds amount.
But part of the ManagePLUS philosophy is to support however you
prefer to enter records so long as it results in good information.
Some people want to record cash sales in a single step, entering
in the Deposits window. If that's how you want to do things,
but you want to include quantity information in your Deposits,
ManagePLUS makes it possible.
Here is a QuickBooks Deposit of a check in payment for cattle
sold, with two quantities
entered in the Memo field.
When no Quantity column is available, you enter both
quantities in the transaction's Memo or Description field, separated
by an equal sign "=". In this example, 19440 pounds and 36
head (count) are entered in the Memo field. (To enter just one
quantity you'd omit the equal sign.)
A way to enter quantities as
formulas (quantity math)
You probably know that QuickBooks has a calculator feature which
lets you do math while entering transactions--a very useful feature. But
a drawback of using QuickBooks' calculator feature is that it only
gives you a single number to enter in the transaction. There is no
good way to preserve the details of the calculation and keep
them with the transaction. Many times, having those details
available later would do a lot to explain the quantity recorded in
ManagePLUS makes it possible to store those calculation details
in some kinds of transactions, by letting you enter quantities as mathematical
formulas. This feature cannot be used everywhere: you can't
store formulas in the Quantity field of a QuickBooks form, for
example (QuickBooks only allows simple numbers there). But it works
anywhere you are entering quantities in the Memo or Description
field of a transaction (quantity information that will be extracted later by ManagePLUS).
ManagePLUS supports these mathematical operations:
| ( )
(to control the order of operations)
Here's a Deposit showing quantities entered as formulas. In this example, quantities for the
Sales:Grain:Soybeans account need to be entered in bushels. (In
fact, the abbreviation "bu." has been made part of the
account name to serve as reminder.)
Here's the meaning of the formula in the first line: 48000 was the
actual gross weight of the truckload of soybeans represented by this
transaction line; 17000 was the empty weight of the
truck; and 60 is the number of pounds in a bushel of soybeans. So
48000-17000 = 31000 net pounds of soybeans, divided by 60 =
516.67 bushels: the quantity ManagePLUS will store when it
imports this transaction.
Suppose you're a hay producer who enters all hay sales
quantities in tons. But you have quite a few horse hay customers who buy
small quantities priced by the bale (i.e., sold by count, not by
To enter transactions for these small-quantity sales, you must
convert the bale count to tons. (If you don't, your hay sales
quantity totals will be wrong, since the goal is to record all
sales in tons.) With ManagePLUS you can do this by entering
as a formula in the Memo or Description field of a Deposit, like this:
This represents a sale of 50 bales of hay at an estimated
average weight of 55 pounds per bale, divided by 2000 pounds to convert
pounds to tons. ManagePLUS will do this calculation when it
imports the transaction from QuickBooks, storing the result (1.375 tons)
as the quantity.
Storing calculation details this way has an
added benefit: you can review this transaction any time
later, and see that it was for a sale of 50 bales of hay.