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Intuit

Can I track inventory manually?

You can track the value of your inventory assets manually in QuickBooks Online following the steps below.

Note: If you're using QuickBooks Online Plus, you can use the built-in inventory feature instead of tracking inventory manually. See inventory links and resources.

  1. Create an account to track your inventory value
    1. Select the Gear icon at the top, then Chart of Accounts.
    2. Select New.
    3. Select Current assets from the Account Type drop-down.
    4. Select Other current assets from the Detail Type drop-down.
    5. (Optional) Input a unique Name (system default will be Other current assets), Description, Default Tax Code, and Balance for the account.
    6. Select Save and Close.
    7. If desired, you can create an account for each type of inventory. For example, if you sell used cars and motorcycles, you'd create an account for cars and another for motorcycles.
  2. Create an account to track your cost of goods sold
    1. Select the Gear icon at the top, then Chart of Accounts.
    2. Select New.
    3. Select Cost of Goods Sold from the Account Type drop-down.
    4. Select the closest type of Cost of Goods Sold that matches your situation from the Detail Type drop-down. If you're not sure, use Other Costs of Service - COS.
    5. (Optional) Input a unique Name, Description, and Default Tax Code for the Cost of Goods Sold item.
    6. Select Save and Close.
  3. When you purchase inventory (using Cheques, Expenses or Bills), use the asset account you created to track its value in the Account field. This "transfers" the money into the asset account, increasing the value of your inventory.
  4. When you sell inventory:
    1. Select the Plus icon (+) at the top, then Journal Entry.
    2. On one line, enter a Debit to your cost of goods sold account for the original cost of the product you sold. Do not use the sales price.
    3. On the next line, enter a Credit for the inventory asset account for the original cost of the product you sold.
    4. Select Save.

This Journal Entry decreases the value of your inventory (indicating you have less) and increases your Cost of Goods Sold.