How to Setup & Track Inventory in QuickBooks Online

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track inventory in QuickBooks Business
Mar 22, 2023

Maintaining the proper track record of inventory items in QuickBooks is essential for selling them. QuickBooks Online provides inventory tracking feature to get a clear insight into what’s in your hand, receive notifications to restock the items, and what you buy or sell. Are you in a dilemma regarding how to setup track inventory in QuickBooks Online and couldn’t find any exact match? If yes, this write-up will give you proper step-by-step instructions for managing the inventory seamlessly in QBO.

Don’t know how to track inventory in QuickBooks Online and require an expert’s assistance? Contact us anytime anywhere and get your issue resolved within the shortest time applicable. 

Learn How to Setup Track Inventory in QuickBooks Online.

Are you still confused about how to setup track inventory in QuickBooks Online? If the answer is yes, then you are not alone in this situation. This blog’s section will teach you the detailed steps to track inventory smoothly.

First Stage:- Settings of Inventory Tracking Must be Enabled

Before you include the inventory goods in QBO, you must enable inventory tracking in QuickBooks. For this, all you need to do is to implement the instructions as outlined below.

  • Initially, navigate to the highlighted Settings menu to begin the process.
  • After this, choose the Account and Settings option followed by Sales.
  • In the next step, click the Edit option in the Products and Services section.
  • Furthermore, verify that you have enabled the “Show Product/Service column on sales forms.”
  • You must also check that you have enabled both the “Track Quantity and Price/Rate” and “Track Inventory Quantity on Hand” options.
  • Conclude the process by tapping the Save and then Done option.

Second Stage:- Inventory Products Must be Included in QuickBooks

You must add the inventory items after enabling the QuickBooks Online Inventory Tracking. Moreover, you must also include the other products and services you sell in QuickBooks. Doing so will allow the users to include them as the line items with their sales forms.

However, adding inventory, non-inventory, and service time may vary. We have provided clear insight regarding this below; check them out.

Mention the Products for Tracking as a Part of Your Inventory

Are you sick and tired of thinking about how to add inventory in QuickBooks Online? Follow the steps outlined below to include the products for tracking as inventory.

First Approach:

You must first turn on the inventory tracking feature by applying the above-mentioned steps.

Second Approach:

Include Your Product’s Name, SKU and Category

  • To start the process, navigate to the Get Paid & Pay option.
  • Afterwards, select the Products and Services menu and then proceed further.
  • Thereon, pick the Name option to include the new product or service and then hit the Inventory option.
  • In the next step, mention a Name and SKU regarding what you are tracking.
  • Furthermore, hit the category drop-down menu to pick the Category.

Third Approach:

Adding Up the Product’s Quantity, Reorder Point, and Inventory Asset Account

  • First of all, you must mention the product’s Initial Quantity on Hand. Alongside, you have to add from when you have started tracking that quantity into the column of As of Date.
  • Thereon, write down the Reorder Point to get notifications when you need to reorder the stock.
  • Finally, click on the Inventory Asset Account dropdown and hit the Inventory Asset. QuickBooks will then utilize this account to keep track of all the products you already have in stock.

Fourth Approach:

Entitle Your Product’s Sales, Tax and Purchasing Details

  • Initially, include your product’s description on the Sales form and mention the Sales Price/Rate.
  • Afterwards, choose the Income account drop-down menu and then locate the account you use to track down what you sell.
  • Thereon, mark the “Inclusive of GST” checkbox, if possible.
  • Soon after this, pick the GST drop-down and select the tax rate to be used for an item.
  • Furthermore, include your product’s description and Product’s cost.
  • In the next step, choose the Cost of Sales option and mark the “Inclusive of Purchase tax” checkbox.
  • You must also opt for the applicable purchase tax and pick the Preferred Supplier.
  • Finally, hover your cursor over the Save and choose the Close option.

Third Stage:- Maintaining the Track Record Of What You Are Selling

After successfully setting up the inventory products, you can easily monitor when they will sell. There are two different ways to track what you sell, which are as follows.

  • The first way is to generate an Invoice if you will pay later by the customers.
  • Another way is to include a Sales Receipt if your customer is paying right now.

After making all the necessary deductions, you must have to verify what’s exactly available in hand and what’s on order. To verify it, navigate to the quantity you listed for an item to grasp more details. Thereon, if you have previously set reorder points, QuickBooks will immediately update you if anything is running low. Besides this, if you have already set the Low Stock Alert, QuickBooks will inform you if you need to restock.

Fourth Stage:- Inventory Must be Reloaded

If it is essential to restock the inventory products, QuickBooks will notify you. Soon after this, the users can order inventory in QuickBooks. Thereon, the users can monitor what they have obtained from the suppliers and what’s already in order. After doing this, you will notice that the quantity will eventually begin to fluctuate in terms of the quantity you obtain from the vendors.

Fifth Stage:- Usage of the Reports For Monitoring Your Inventory’s Status

In the last stage, you can use the Reports to look at various details, including the best seller, cost of goods, what’s in hand, etc. For using the reports for reviewing the QuickBooks Inventory Management performance and its status, apply the procedure below.

1. Check Your Best Sellers:- 

You first navigate to the “Sales and Customers” group of reports and then move further by running these reports.

  • To verify the total sales for every product and service, pick the Sales by Product/Service Summary.
  • Conversely, to verify the sales transaction by Product or service, go for the Sales by Product/Service Detail option.

2. Monitor What’s in Stock:-

Initially, you must move to the “Sales and Customers” group of reports and then run these reports to get the details regarding what’s in hand.

  • To know the quantity in hand, value, or average cost, go for Inventory Valuation Summary.
  • On the other side, hit the Inventory Valuation Detail to check transactions for every inventory item and how they hamper quantity.
  • Then, choose the Stock Take Worksheet to include the physical count to tally the inventory in hand in QuickBooks.

Related PageHow To Reconcile in QuickBooks Online

Drawing to A Conclusion!!

The procedure to setup track inventory in QuickBooks Online is easier if proper steps are used. We assure you that now you can easily set and track the inventory items to monitor what you sell easily. However, if you find any issues while tracking inventory, feel free to contact our highly-trained QuickBooks professionals via live chat or email support. They will offer you incredible tips to come out of the issue easily.

Frequently Asked Questions (FAQ’s)

Ans. If you are thinking about managing inventory in QuickBooks Online, you don’t have to worry anymore. Instead, follow the techniques below.

  1. ABC Analysis:- With the help of this technique, companies can easily set priorities regarding their tasks. There are three categories for stuck: Category A for high-value items—low-value things for Category B, and Category C for the lowest value.
  2. Just in Time Management (JIT):- This technique only refreshes the stock quantities irrespective of the client orders. It also helps enhance the company’s cash flow and avoids overstocking.

Ans. Yes, QuickBooks Online is good for inventory management as it helps companies in the following ways:

  • It provides companies with a clear insight regarding order fulfillment and inventory orders.
  • Moreover, it also helps improve inventory planning and the company’s productivity.
  • Apart from this, good inventory management helps in keeping the warehouse in an organized way.

Ans. Below, we have discussed the QuickBooks Online inventory limitations; read them out.

  • QuickBooks Online doesn’t comprise all the enhanced features like job costing features and advanced inventory usually found in the desktop version.
  • Moreover, it is designed for only 25 users, while the QBDT version can be used up to 40.
  • Apart from this, the QBO version won’t offer extensive reporting features.

Ans. To include the inventory in the QuickBooks Online application, follow the steps below.

  • Firstly, move to the + New option and choose the Inventory Qty Adjustment option.
  • After this, navigate to the Inventory Qty Adjustment and include the Adjustment Date.
  • Pick the appropriate account and then choose the Products from the Product Field.
  • At last, for every item, add either a new quantity or a change in quantity.

Ans. Follow the instructions below to receive inventory in the QBO application.

  • Initially, pick the Receive inventory with the Bill option and move further.
  • Thereon, from the Enter Bills window, choose the following option.
  1. Choose the supplier and hit the Yes button to obtain a purchase order for the bill.
  2. After this, pick the appropriate PO and hit OK.
  3. Go through the details on the Bill and hit the Save and Close button.
  • Finally, when you are ready to make payment of the bill, move further to Pay Bills.
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