Maintenance records for machinery.

Forum|Forum|7 years ago
January 1, 2019
1 reply
28 views

How do I enter maintenance receipts for machinery i have listed as fixed assets? I want to keep records of parts replaced and regular maintenance done to each machine.

QuickBooks Desktop

Rustler

Level 15

There are several ways to do it, I prefer to set up a class per machine, and tag all expenses, inventory adjustments if you use inventory for repairs, with the machine class. Then from the lists menu, you can run a class report for any time period you want. In preferences where you turn on classes, the statement to require classes is option and I leave it off because not all transactions are tagged with a class the way I use the tool.

You could set up the machine as a customer, and use billable expense with the billable check mark off, to associate the cost of repairs with that customer.

qbteachmt

Level 11

I use Other Names List for equipment, and Timesheet for "when and where used for how long" and the reason to set up and use Service items (specifically) is that they are used on the Timesheet, and this is where you also Job Track, and can mark that this is Billable or not. Make the item "two sided" and put your Hourly Operating Cost in the Expense side, even though you never pay for this as a purchase. Put your Price in the Rate side for revenue. This way, your use of the item in Estimates gives you projected costs and helps with analysis. And the Time by XXX reports for this name helps you see Operating Hours for purposes of Maintenance Schedules that are operating time-based instead of Mileage-based.

And you can use that same Service Item when you Purchase parts for that equipment.

Sign up

Login with SSO

Let's get you signed in

Login with SSO