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How to Setup Parts Inventory in QuickBooks

Hi! I am new to QuickBooks and trying to set up the items for inventory, we are an appliance service. Some parts work for most brands that we stock, but every company has their part number and price. Should I enter the same part five times, or can I group them because they are changeable? Let's say for example: Maytag, Whirlpool, etc., because the number may be different. Also, is there any benefit to have a special account for parts in the account list? Thanks a lot!
It depends on how you want to keep track of your inventory.  If you want to know how much you have on-hand for each manufacturer part number, you'll need to set them up separately.  If you only care about the total per part, regardless of which manufacturer it came from, you can enter just one item. 

If you enter just one item for each part, don't enter a part number specific to any one manufacturer.  Also, if the pricing is different don't enter a default cost either.  You can enter the cost directly on your purchase orders, bills or checks.  Just remember, QuickBooks uses average costing to determine cost of goods sold.  So if you buy the same part from one manufacturer for $5 and another manufacturer for $6, your cost of goods will be $5.50. 

Depending on the level of detail you want on your reports, you can add separate sub-accounts for revenue, cost of goods sold and/or expense.  Just go to Lists > Chart of Accounts, click the Account button, select New and select the appropriate account type.  To make a new account a sub-account of another, click the check box and choose the parent account in the drop-down menu.  It should end up looking something like this:

Revenue:
   Parts
   Services

Cost of Goods Sold:
   Parts
   Services

Alternatively, you can uses classes for parts and services.  In this case, you’d keep just the default revenue and cost of gold sold account and create classes for Parts and Service. 


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Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, Inc. and has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.

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