I'm often asked "can I have one description for an inventory item on my purchase orders to vendors and another description show up for that very same item on my estimates, sales orders or invoices?"
Indeed you can! Here's how...
If you have the inventory feature of QuickBooks turned on, when you create an "inventory part" or "inventory assembly", you will be presented with a screen that looks like the sample below (click on the graphic to enlarge)
Note that the box on the left hand side of the item screen is specific to purchase orders. Whenever you pull this item to a purchase order, the description in that box will automatically pull with it. Naturally, you can change or delete that description on the purchase order itself.
Same goes for the right hand side of the item screen - whatever you type in that box will automatically pull to your sales documents, which include estimates, sales orders and/or invoices. You can change or delete that description on the sales documents too.
BONUS TIP:
What if you want this same capability in QuickBooks for non-inventory parts, services or other charges in QuickBooks?
Check the box on the screen that says "This x is used in assemblies or is performed by a subcontractor or partner". A sample screen shot is below (click to enlarge)
Having this check mark then opens up the "dual description" capability within non-inventory, service and other charge items in QuickBooks.
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