How to Track Inventory in Quickbooks

How to Track Inventory in QuickBooks

Inventory management is a crucial aspect of running a successful business, regardless of its size or industry. QuickBooks, a popular accounting software, offers a robust inventory tracking feature that can help streamline your business operations. In this article, we will discuss how to track inventory in QuickBooks and answer some common questions related to this topic.

Setting Up Inventory Tracking in QuickBooks:
1. Enable inventory tracking: To get started, go to the “Edit” menu, select “Preferences,” and then click on “Items & Inventory.” Check the box that says “Inventory and purchase orders are active.”

2. Create inventory items: Under the “Lists” menu, select “Item List” and click on “Item” to add a new inventory item. Enter the necessary details, such as the product name, description, cost, and sales price. You can also assign a SKU or barcode to each item for easy identification.

3. Set up inventory preferences: Click on “Edit” and select “Preferences.” Choose “Items & Inventory” and customize the settings according to your business needs. You can set your inventory valuation method, reorder points, and inventory tracking dates.

4. Enter opening inventory balances: If you have existing inventory, you need to enter opening balances to ensure accurate tracking. Go to “Vendors” and select “Inventory Activities” and then “Adjust Quantity/Value on Hand.” Enter the date, adjustment account, and the quantities and values of each item.

5. Track inventory purchases and sales: Whenever you purchase or sell inventory, create a purchase order or sales receipt in QuickBooks. Make sure to select the appropriate inventory item and quantity. QuickBooks will automatically update your inventory quantities and values.

Common Questions and Answers:

Q1. Can I track inventory quantities in multiple locations?
A1. Yes, you can track inventory quantities in multiple locations by enabling the “Multiple Inventory Sites” feature in QuickBooks Enterprise. This allows you to assign inventory to different physical locations or virtual warehouses.

Q2. How can I track inventory that is consigned to a customer?
A2. QuickBooks allows you to track consigned inventory by creating a separate inventory item and assigning it to the customer. When the customer sells the consigned inventory, you can record it as a sales receipt and adjust the inventory accordingly.

Q3. Can I set up automatic reorder points for inventory items?
A3. Yes, you can set up automatic reorder points in QuickBooks. Under the item’s preferences, enter the desired reorder point and the quantity to order. QuickBooks will generate a purchase order when the inventory falls below the specified level.

Q4. How do I handle damaged or obsolete inventory?
A4. To handle damaged or obsolete inventory, you can create an “Other Charge” item in QuickBooks and assign it a negative value. Then, enter a sales receipt using this item to reduce the inventory quantity and value.

Q5. Can I track inventory in QuickBooks if I use a third-party inventory management system?
A5. Yes, QuickBooks allows integration with several third-party inventory management systems. You can import and export inventory data between QuickBooks and your chosen system to maintain accurate inventory tracking.

Q6. How can I track inventory for serialized items?
A6. QuickBooks provides a feature to track inventory for serialized items. You can assign a unique serial number to each item and track its movement from purchase to sale. QuickBooks will maintain a detailed history of each serialized item.

Q7. Can I track inventory costs using the average cost method?
A7. Yes, QuickBooks offers the average cost method for inventory valuation. Under the “Items & Inventory” preferences, select “Average Cost” as the valuation method. QuickBooks will calculate the average cost based on the quantities and values of incoming inventory.

Q8. How do I adjust inventory quantities for theft or loss?
A8. In QuickBooks, you can adjust inventory quantities for theft or loss by creating an “Inventory Shrinkage” account. When theft or loss occurs, record it as an inventory adjustment using this account to reduce the inventory quantity and value.

Q9. Can I track inventory in QuickBooks for non-inventory items?
A9. Yes, QuickBooks allows you to track inventory for non-inventory items such as supplies or materials. Set up these items as “Other Charge” or “Service” items and enable inventory tracking for them.

Q10. How can I generate inventory reports in QuickBooks?
A10. QuickBooks provides various inventory reports, such as inventory valuation, stock status, and sales by item reports. You can access these reports under the “Reports” menu, select “Inventory,” and choose the desired report.

Q11. Can I track inventory in QuickBooks for assemblies or kits?
A11. Yes, QuickBooks enables you to track inventory for assemblies or kits. Create an inventory item for the assembly and add the component items. When you sell the assembly, QuickBooks will automatically adjust the inventory quantities of the component items.

By following these steps and implementing effective inventory tracking practices in QuickBooks, you can ensure accurate inventory management, streamline operations, and make informed business decisions.

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