How to add an expense to a sales order?

Thanks for posting here, @redtrack80.

I'm here to help you add a non-billable expense to your sales order. 

To start, create a Sales Order, then make a Purchase Order on that item. Here's how:

1. From the Customers tab choose Create Sales Orders.
2. You can Add new one or pick the item you want to have non-billable expense. Ensure to zero out the amount.
3. Once done, click the Create Purchase Order (PO) on the top. Then, OK.
4. Review the PO details. If you're satisfied, tap Save.

Once done, create an invoice for it to offset the inventory you have with the bill while not charging the customer.

You may want to learn more about inventory reports in QBDT, feel free to visit this page: Inventory reports.

Come back here if you have additional queries about sales orders or inventory. I'll be willing to lend a hand. Take care and have a good one.

The parts are manufactured and do not have an outside vendor. I didn't think you could create PO to your own company?

Or are you saying to do the steps outlied with your own company as the vendor?

These parts are manufactured and do not have an outside vendor, so there isn't an outside vendor to make a purchase order towards. Are you saying this approach would still work?

These items are manufactured inhouse and do not have an outside vendor, so there isn't an outside vendor to make a purchase order towards. Are you saying this method would still work?

I appreciate you for getting back to us, redtrack80.

Yes. The steps provided by my colleague are applicable to your situation. Given that you made direct purchases from the manufacturer, you'll have to add them as your vendor. Below are the steps to add them to your vendor list.

Here's how:

1. From the Vendors menu, select Vendor Center.
   
   
2. Click the New Vendor drop-down.
3. Select New Vendor.
   
   
4. You can enter the manufacturer's name either on the VENDOR NAME or COMPANY NAME fields or both.
5. Click OK.
   
   

Once done, you can follow the steps shared by Bryan_M to record the non-billable expense to your sales order.

Furthermore, I've added these articles on how you can personalize and email your sales form:

• Emails sales form
• Use and customize form templates

Don't hesitate to ask whenever you need assistance in recording transactions.

Just to clarify, if our business, who is the manufacturer, is "My_Company123", you are saying to create a PO to vendor "My_Company123"?

I understand the importance of adding an expense to a sales order in QuickBooks Desktop (QBDT). I'm here to share insights about this.

Yes, that's correct. In the scenario where your business, "My_Company123," is both the manufacturer and the vendor, you can create a purchase order (PO) for yourself in QuickBooks Desktop (QBDT). This allows you to accurately track expenses and maintain proper records within your accounting system. 

You can follow the steps provided by my colleagues above on how to add your company as a vendor and create a purchase order in QuickBooks Desktop. 

Here are some of the articles you'll want to check. These will show you how to create sales transactions in QuickBooks Desktop:

• Create a sales order
• Get started with customer transaction workflows in QuickBooks Desktop

Need more help? Leave a comment again and we'll respond as soon as we can.

So, I tested the instructions provided in this post. These instructions seem to create an expense, but they do not solve the need I have.

Upon entering the bill, the inventory levels for those items are incorrectly increased. If I add the items on the Sales Order, inventory levels are unchanged, as the PO increases the inventory level and the the Invoice decreases the inventory level back to where it started before the sales order. Furthermore, as the items in question already have their cost accounted for through labor and other material purchases, creating a PO artificially adds further expense.

I need to be able to create a sales order with just one line item and link multiple items with the sales order, but not have them appear on the order acknowledgment. I need the quantity on hand to be accurate and show that those items are pending rather than being available. I need the quantity to decrease upon the invoice or shipment of the sales order with the single line item.

It sounds like my only options are to enter the items on the sales order (zero out), enter the items on a different sales order (zero out), or create a sales receipt with the price zeroed out. Is there any other option?

Hello there, @redtrack80.

I appreciate you trying to find ways to create a sales order that will show just one line item and link multiple items on a sales order using QuickBooks Desktop. You can create a group item which consists of the items that you don't want to show in the invoice. Follow the steps below.

1. Go to the Lists menu.
2. Choose Item List.
3. From the Item dropdown, choose New.
4. Under Type dropdown, select Group.
5. Add the items in the table.
6. Hit OK.

On the other hand, when you create a sales order, it will show in the inventory part quantity as the same, and another column will show the quantity for the sales order created. See the screenshot below for a sample.

If you create another sales order that exceeds the quantity of the available items, you will see a prompt that shows the quantity of the only available items. See sample screenshot below.

Refer to this article for the detailed steps of creating a sales order: Create a sales order.

You can also check this page to know more about managing invoice payments in QBDT: Record an invoice payment.

Feel free to click the Reply button below if you have questions about creating a sales order in QuickBooks Desktop. I'm always here to help. Have a great day.