87 posts categorized "Inventory Management in QuickBooks"

History of Items Purchased Report in QuickBooks

Many businesses that carry inventory need to run a purchase history of those items now and then for planning purposes.

If you are one of those businesses, QuickBooks delivers with the Purchases by Item Summary report.

Located by clicking Reports > Purchases > Purchases by Item Summary (there is a detail version too!), you'll unlock a report that looks like this sample (click the image for a larger view):

Purchase by Item Summary Report

Here you can easily pick the range of desired dates, and QuickBooks will then populate the report with the quantity of the item purchased and the total dollars spent on that item as well.

NOTE: This report works just as well for non-inventory parts too!


Here's a tip if you want to do a more detailed analysis of the purchase history of your items:

On the report above, look for the option at the top of the report that says "Show Columns" and change it to month. Here is how it would look once you do that:

Purchases by Item Summary by Month

In this view, you can see on a monthly basis exactly what is happening with the purchase history of each of your items!

Pair this with the ability to export this report to Excel, you have unlocked a simple yet powerful way to track the purchase history of your inventory and non-inventory items in QuickBooks!



QuickBooks Inventory: Advanced topics and tricks webinar

Does your business use QuickBooks to track inventory?

Want to learn more about some of the advanced features of various QuickBooks versions beyond just setting up inventory parts?

If so, my upcoming webinar is for you.

Here is just a sampling of the topics to be covered:

  • How assemblies work in QuickBooks and how they are different from groups (Premier and Enterprise)
  • How to duplicate parts (Pro, Premier and Enterprise)
  • A review of the unit of measure functionality (Pro, Premier and Enterprise)
  • How the multi-location tracking works (Enterprise with Advanced Inventory)
  • How lot/bin/serial tracking works (Enterprise with Advanced Inventory)
  • Much, much more...

Get more details (and an early bird discount if you want to register!) on this webinar today!



Understanding and Tracking Inventory in QuickBooks -> A Webinar for You

Join me and take a deep dive into the core inventory functionality within QuickBooks Pro, Premier and Enterprise.

On Thursday, February 25, 2016, I'll be hosting a webinar that digs down into the details of what you need to know, including:

  • How to set up and use inventory properly in QuickBooks
  • Figuring out why your current setup isn't working as planned
  • The key differences between inventory parts, non-inventory parts, service items and other charges
  • An understanding of the key inventory reports available to you
  • Much, much more...

We'll be walking through the entire order to shipment process as it relates to inventory in QuickBooks.

For more details and to reserve your spot (be sure to take advantage of the early bird pricing), visit my QuickBooks Inventory Webinar page today!


What the heck are the flat and hierarchical list view options in QuickBooks?

Take a closer look at the following screen shots out of a sample QuickBooks item list (could just as easily be a view of the QuickBooks customer/job list):

View #1:

Item List - Indented

View #2:

Item List - Flat View

Feel like you are at the eye doctor?

See any difference? (hope so!!)


When looking at view #1 above, you are looking at what QuickBooks refers to as the "hierarchical" view of the item list (I like to call it the indented view). Whatever you may call this view, it is visually representing that there is an "item/sub-item" relationship going on here.

In this case, Bath/Vanity Fixture is the main item, so it sits at the top of the list. Below it, you see the subitems, such as item # 5029-03-55. These sub-items show up being indented on the list so you can visually see they belong to the parent item above it.

QuickBooks provides this view (and the corresponding item/sub item or customer/job if looking at customers) so you can easily group similar things together within the list - makes for easier viewing and easier filtering of the list data in many cases.

View #2 represents the "flat" view of the list information. There is no indenting going on - all of the item numbers are showing up "flat" up against the left hand side of the list.


You can easily switch from hierarchical to flat view and back by simply right clicking on the list and choosing the view you prefer, as shown below:

Item List Display Options

Keep in mind that the view you choose does not affect the data itself. If you have items/subitems or customers/jobs set up, those relationships will stay just as they are.


If you go to do some searching within your customer/job list, you'll then see the list automatically switched over to the flat view of the information. I'm not sure exactly why that happens, but you can easily reset the view by right clicking inside the customer/job list and resetting it back to hierarchical/indented view.



How to Duplicate an Inventory Part or Assembly in QuickBooks

Did you know that QuickBooks Pro, Premier and Enterprise editions provide a handy feature that will allow you to duplicate an item setup quickly?

Tucked into the Item button at the bottom of the Item List (or accessed by right clicking anywhere in the item list), you will see the "Duplicate Item" option, as shown below:

Duplicate Item Button

Just choose the item you would like duplicated, click the Duplicate Item button and a new item screen will appear with a "DUP" in the item number box.

QuickBooks copies over all the settings and details from the existing item into the new item listing. From there, you can edit, change, and delete information as desired.

This is a huge timesaver when working with inventory assembly items and inventory parts. You don't have to build the item again from scratch - just update the information that has changed!




How to Get QuickBooks Job Profitability Summary Report to Show the Cost of Inventory Adjustments

Do you track inventory adjustments to jobs or projects in QuickBooks?

If so, have you ever noticed that the cost of those adjustments does NOT show up on the job profitability summary report? (hopefully you noticed that is, or you are having a major "oh crap moment right now!!)

Strange, isn't it? You'd think that if you set up the transaction properly, the information would flow automatically to the report.


This support article from Intuit discusses the quick tweak that needs to be made for the inventory adjustment detail to appear on the report.

Once you do that, this vital inventory adjustment information will appear and your job profitability reports will be much more accurate!




Pending Sales Report for Pending Invoices in QuickBooks

If you choose to use "pending invoices" to track open/unshipped orders in QuickBooks, you'll want to know about the Pending Sales Report.

Located by clicking Reports > Sales > Pending Sales, you can quickly and easily see a list of all your pending invoices in one place, as shown in the sample screenshot below:


During a recent consulting call with a client, we were discussing their use of "pending invoices" to track open orders.

I asked them why they weren't using sales orders for this purpose. They indicated they didn't really know about the sales order functionality in QuickBooks (Premier and Enterprise versions), so didn't think to use them.

Once we reviewed the sales order process, they immediately saw many benefits to this approach over the use of pending invoices, including:

  • The ability to see open sales orders both by customer and by item
  • The ability to see inventory demand on sales orders appearing on the inventory stock status report
  • The ability to use the sales order fulfillment worksheet to visualize and prioritize shipments

If your business has a need to track open and unshipped/unfilled orders, I definitely recommend the sales order approach over the pending invoice approach.

Download my guide that discusses how to use sales orders in QuickBooks today.




QuickBooks Enterprise 2016 - Discounts, Details and Resources

Discounts, details and other important information about QuickBooks Enterprise 2016 are right here  - dig in!

Get the best discounts and unbiased advice directly from me - as a top Enterprise reseller, I've been knee-deep in everything related to QuickBooks Enterprise for over 11+ years.



As a fellow small business owner, I welcome the opportunity to take care of your purchase of QuickBooks Enterprise 2016.

You get the same package Intuit offers, PLUS I offer some special bonuses like free training videos and more!

QBES 2016 Blog Click Here Button



Online Freight/LTL Management Software for Small Businesses

Does your business regularly make shipments by LTL?

Do you find yourself wasting time gathering quotes, typing bills of lading and trying to manage your carrier relationships?

If so, you'll want to take a closer look at Freightview.


Freightview software was created to solve the pain points small businesses experience when it comes to freight shipments.

It provides the ability to:

  • Dramatically cut shipping-related costs
  • Improve shipping efficiency and productivity
  • Gain visibility and insights to optimize freight shipping
  • Maintain control of carrier relationships


The Freightview product was designed specifically for small and medium businesses like yours, and allows you to:

  • Quote - collect and compare multiple carrier quotes on a single screen
  • Book - select the best option for you, using your carriers, your rates, and your schedule
  • Print - automatically print bills of lading and shipping labels complete with PRO numbers
  • Track - view shipment status from any device
  • Report - review historical cost analyses to optimize your decision-making

Even better - this is all done in one place. No need to hop around multiple web sites or software apps to make it happen.


Freightview provides you with the ability to take a 30 day test drive of the software with no credit card required for the trial.

Once the trial is complete, your cost is $99 per month per location. You can use their handy on-site calculator to get a feel for what your monthly savings will be.

See what Forbes and WhataSoftware are saying about Freightview.


At this time, Freightview has the ability to connect to:

  • Salesforce
  • WooCommerce online merchants
  • Other systems via their API

Here's hoping they build a connector to QuickBooks and add it to this list!


Is Freightview something your business is interested in? How do you deal with your LTL quoting and freight management today? Please drop your comments in the box below (or click the "view in browser" link in the top of your e-mail version of this blog post) and let us know your thoughts - thanks!



Build Assemblies in QuickBooks - Differences in the Premier vs Enterprise Editions

When it comes to building assemblies and kits in QuickBooks, both the Premier:Manufacturing and Wholesale and Enterprise:Manufacturing and Wholesale editions offer the functionality.

However, there are some key differences between the two versions that you should understand. My video below will provide a quick overview of these key differences in the build assembly process in the Premier and Enterprise versions of QuickBooks:


Can't see the video above? Watch it on my YouTube channel.

If you find that QuickBooks Enterprise has the features you want, you can grab a 20% discount on your purchase of Enterprise on my web site.