Inventory
2014
people
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Topics
• QuickBooks Tools for Tracking Inventory
• Setting up Inventory Parts Items
• Calculating Average Cost of Inventory
• Invoicing for Inventory Items
• Purchase Orders
• Entering Bills for Received Inventory
• Adjusting Inventory
• Setting up Group Items
• Inventory Assemblies
• Inventory Reports
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
QuickBooks Tools for Tracking Inventory
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Tracking Inventory with QuickBooks
• Perpetual Inventory
• Average Cost method
– Not first-in, first-out (FIFO) (Enterprise Only)
– Not last-in, first-out (LIFO)
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Activating the Inventory Function
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Setting up Inventory Items Parts
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Calculating Average Cost of Inventory
• Each time you sell inventory items
– The average cost per unit is multiplied by the number of units sold
– This amount is deducted from the Inventory Asset account and
added to the Cost of Goods Sold account
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Selling Inventory Items
• When you sell inventory, always use an Invoice or a Sales
Receipt to record the sale
• This ensures that QuickBooks updates your inventory records
and your financial reports at the same time
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Purchasing Inventory
• Two ways of purchasing inventory:
– Pay for items at the time of purchase using check or credit card
– Use the inventory ordering and receiving process
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Purchase Orders
• Use Purchase Orders to track inventory purchases, and to
easily determine which items you have on order
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Receiving Shipments Against Purchase
Orders
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Creating Open Purchase Orders Reports
• This report shows the total dollar amount for all open
purchase orders, not just the open balance of each Purchase
Order
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Checking Purchase Order Status
• To check the status of a purchase order or
to change or cancel it, edit the purchase
order directly
• The whole PO remains “open” until all items
are received
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Entering the Final Shipment
• When the final shipment arrives, enter another Item Receipt
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Entering Bills for Received Inventory
• Select the Vendors menu and then select Enter Bill for
Received Items
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Handling Overshipments
•
If your vendor ships more than you ordered on a
Purchase Order, you have three choices
1.
Refuse the extra shipment and send it back without recording
anything in QuickBooks
2.
Receive the extra shipment into inventory and keep it (and
pay for it)
3.
Receive the extra shipment into inventory, send it back and
record a Bill Credit in QuickBooks
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Handling Vendor Overcharges
• If the vendor refunds your money:
– Add the refund directly onto your next deposit
– Code the deposit to the account and class you used when you
recorded the overcharge on the bill
• If the vendor sends you a credit memo:
– Enter a Bill Credit
– Code the Bill Credit to the account and class you used when you
recorded the overcharge on the bill
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Adjusting Inventory
• QuickBooks adjusts
inventory with each
purchase or sale of
inventory
• Inventory can also
be manually
adjusted in case of:
– An increase or
decrease in the value
of your inventory on
hand
– Change quantity of
inventory items
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Setting up Group Items
• Group Items allow you to bundle products and/or services on
sales forms
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Inventory Reports
• Inventory Item QuickReport
• Inventory Stock Status by Item Report
• Inventory Stock Status by Vendor Report
• Inventory Valuation Summary Report
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Inventory Item QuickReport
• Generated from the Item List
• Report for specific item
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Inventory Stock Status by Item Report
• A quick snapshot of each inventory part, and the number of
units on hand and on order
• Inventory turnover, showing a column for sales per week
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Inventory Stock Status by Vendor
Report
• Inventory parts on hand and on order
• Sorted by the Preferred Vendor field in the item
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Inventory Valuation Summary Report
• The value of your inventory items as of a certain date
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.
Summary
• QuickBooks Tools for Tracking Inventory
• Setting up Inventory Parts Items
• Calculating Average Cost of Inventory
• Invoicing for Inventory Items
• Purchase Orders
• Entering Bills for Received Inventory
• Adjusting Inventory
• Setting up Group Items
• Inventory Assemblies
• Inventory Reports
© 2013 The Sleeter Group All rights reserved. Intuit, the Intuit logo and QuickBooks, among others, are
registered trademarks of Intuit Inc. Other parties’ marks are the property of their respective owners.