How to change a Service Item to a Non-Inventory Item

Thanks for reaching out to us, @billhdz.

Currently, we're unable to change a service item type to non-inventory in QuickBooks Desktop (QBDT) for Mac. You can only change it if the item is a Non-inventory, Other Charge, or an Inventory Part. 

As a workaround, you can inactivate the Service item and create a new Non-inventory one. Rest assured that this won't affect previous associated transactions. It only indicates that the item will no longer be used on future entries unless you make it active again. I'll share this article for the complete steps: Add, edit, and delete items in QuickBooks Desktop.

Furthermore, you can import a spreadsheet of your items into QBDT for Mac, so you won't have to manually enter them.

Keep in touch if you have other concerns about changing item types in QBDT. The Community is active 24/7 to assist you. Take care, and have a good one.

Thanks for the reply.  I thought I created the item as a non-inventory item and applied it to an invoice.  I then realize i somehow assigned it to a service item.  I need it to be a non-inventory item based on the products on the invoice I already created.

So, if I deactivate it, it won’t mess up my invoice?  Correct?

But I still would have the problem of the item not being classified as non-inventory items on the invoice.  What can I do to correct this on the invoice?

Thank you!

@JaeAnnC 

Sorry, I forgot to tag you on my last post.

Hello there, @billhdz.

Allow me to chime in and provide help for you to correct your invoice in QuickBooks Desktop (QBDT).

Yes, if you deactivate your service item it will not mess up your invoice. To correct your invoice, you'll have to void or delete the invoice and then create a new invoice. Once done, you have to create a new non-inventory item so you can apply the invoice as a non-inventory item.

Here's how to void the invoice:

1. Go to the Accountant menu, and select Batch Delete/Void Transactions.
2. Choose Invoices under Transaction Type.
3. Select the specific invoice that was assigned to a service item.
4. Click Review and Void.
5. Select Back up and Void. You can also avoid the back and just select Void from the dropdowns.
6. Press Yes to affirm you want to void the invoice.

After voiding the invoice, you have to create a new invoice. After creating an invoice, create a new non-inventory item so you can apply it to the invoice. To create a non-inventory item, here's how:

1. Go to the Vendors menu, and select Inventories Activities.
2. Select Inventory Center.
3. At the upper left, click the New Inventory Item icon, and choose New Inventory Item.
4. Enter the details needed, such as the item name, price, and not limited to the account.
5. Select OK to save the item.

You can now apply the invoice to the non-inventory item.

For future reference, I'll add this article to guide you import your customers, vendors, employees, and items into QuickBooks for Mac: Import data.

Please keep me posted on how it goes. I want to make sure you're all set. In case you still need my assistance, don't hesitate to post again. I'd be glad to help you more, billhdz. Take care.

@Clark_B  @JaeAnnC 

If I void or delete the invoice and then create a new one, will I be able to use the same invoice number again since the client already has it and has paid for it?

Yes, you can, @billhdz. I'm here to share additional insights about creating an invoice in QuickBooks Desktop for Mac.

You can simply use the same invoice number you used in your incorrectly generated invoice. Depending on your preferences, you may see a prompt message about a warning message to allow creating invoices with the same number.

Furthermore, you can follow these steps to review the settings from your account:

1. Go to QuickBooks, then select Settings.
2. On the Preferences window, select Sales & Invoicing.
3. Select Warn about duplicate invoice numbers if you want QuickBooks to always check and notify you of duplicate invoice numbers.
4. Once done, close the Preferences window.

You may also check out this article for more details: Set preferences for sales and invoicing.

I’m also adding this resource for your reference, where you can search for related articles whenever you have issues with QuickBooks: Help articles for QBDT Mac.

Feel free to comment below if you need further assistance in creating invoices for your QuickBooks for Mac account. I'll get back to you as soon as I can. Have a great day ahead.

@Kevin_C 

Thanks for hanging in there with me thru this process.  I appreciate it.

1. If I void the invoice, this applies as well, correct?  OR is it better to completely delete it first?
 
2. So I uncheck "Warn about duplicate invoice numbers"  to be able to enter the same invoice number, and once I finish, I can turn it back on. Correct?
 
3. Also, I already received the payment for this invoice into my business bank account and I reconciled the bank account for that month with the payment for this invoice.  Would I have to receive the payment again and reconcile again?   How will Quickbooks Desktop 2021 for Mac handle this?

Hello there, billhdz. I understand that you have some questions about QuickBooks Desktop for Mac. Let's address your concerns one by one:

You are correct that when you delete or void an invoice, it's better to completely delete it. Also, if you want to enter the same invoice number again, you can uncheck "Warn about duplicate invoice numbers" and then turn it back on once you're done.

Since you have already received the payment for the invoice and reconciled the bank account, you can unreconcile the payment of the invoice first and then delete it before you delete or void the invoice. After that, you can record the invoice and payment again and then reconcile the payment transaction. 

For future reference, I'll add this article to guide you import your customers, vendors, employees, and items into QuickBooks for Mac: Import data.

Please keep me posted on how it goes. I want to make sure you're all set. In case you still need my assistance, don't hesitate to post again. I'd be glad to help you more. Take care.

@Jelayca V 

How do I unreconcile the payment for the invoice without messing anything up?

Thanks

Hello, billhdz.

I recommend contacting your accountant before unreconciling any previously paid invoice to avoid potential errors or discrepancies in your accounting records. Your accountant can guide you through the process and ensure your books remain accurate and up-to-date. This will help you avoid any potential issues in the future and keep your finances in good shape.

However, If you don't have an accountant, Intuit offers a wide selection of qualified and experienced accountants across various states. These accountants can assist you with different aspects of accounting, such as bookkeeping, tax preparation, payroll management, and financial analysis. You can easily find an accountant matching your specific needs and budget by browsing through the list of options on the Intuit website. Additionally, Intuit guarantees that all of its accountants are vetted and meet strict standards of professionalism and expertise, ensuring you receive high-quality service and accurate financial advice: Find Accountant.

I've provided a reference in case you require assistance with tasks related to your business account and company settings. You can click here to access and browse all articles for QuickBooks products. This reference contains a wealth of resources with step-by-step instructions on updating your data and managing your security, among other things. 

Keep me posted if you need further assistance. I'll be around to help. Stay safe, and have a great day!

@Jelayca V @Kevin_C @JaeAnnC 

STEPS

1. Un-Reconcile payment on my Bank Register by unchecking the Checkmark next to the transaction on the register. This will allow me to record this and it will remove it from the register.

2. Delete the invoice

3. Go to settings and uncheck “Warn about duplicate invoice numbers”.

4. Create the NEW item as a Non-Inventory Item so that I have this to assign it as an item on the new invoice.

5. Create a new invoice and give it the same invoice number I had with the old invoice that I deleted. Proceed to finish the invoice. Save the invoice.

QUESTIONS:

6. This is where I get stuck. On what to do next because this change or adjustment is not part of my quickbooks flow.
Since I already received the payment when I made a deposit into my bank, do I have to receive the payment again?
How do I apply the payment from the new invoice?

7. How do I reconcile this amount again to balance my account again? Do I enter this on the bank register again?

Thank you!

@Kevin_C @Jelayca V @JaeAnnC @Clark_B 

I have an idea.  At least this makes sense to me.

Since this is the only one invoice using the service item I am trying to change to a non-inventory item, why can't I just

1. Create a NEW Non-Inventory Item with a different name. 

2. Pull up the Invoice and assign the new NEW Non-Inventory Item to the products already on the invoice

3. ReSave the invoice.

This way, everything stays the same in Quickbooks with no complications.

Then, since there will no involvement with any other invoices for the old service item, I can just delete it.

This sounds like it will do the trick.  What do you think?

Thank you!

@Nicole_N 

Thank you Nicole.  It looks like this approach worked beautifully.  All the balances, etc look good and the invoice items are now assigned to the newly created non-inventory item.  I did a report on the old service item, and there is nothing assigned to it now.  I went ahead and deleted it.

Thanks for your help.

Good day, @billhdz.

I'm glad to hear that the approach worked beautifully for you. If you have any other questions or need further assistance, feel free to ask. We'll be here always.

Have a great day and keep safe always, @billhdz.

Hello - new to this forum and I have used QB for appx 3 years - I previously used Peachtree. Anyway - I have items that someone before me put in the “type” as an inventory item but they are NON INVENTORY items and I think it is throwing off my reports. So basically - just want to change the item type from “Inventory item “ to “non-inventory” item as these items seem to be the ones messing up my figures on my reports . I have worked with someone at QB but just noticed this coding issue and thought maybe it will fix it ?! Thank you in advance !

Thanks for joining in this thread, @Suzq007.

Currently, we're unable to change the item type from Inventory to Non-Inventory in QuickBooks Desktop (QBDT) for Mac.

However, you can use a workaround by deactivating the inventory item and then recreating it with the correct item type. Here's how:

1. Go to the Lists menu.
2. Select Item List.
3. Right-click the inventory item and select Make Item Inactive.

Once done, recreate the item and ensure to assign it to the Non-Inventory type. You may also need to reassign the new item to the transactions to ensure your reports are accurate.

Furthermore, you can seamlessly import items into QBDT to save time entering them.

Keep in touch if you have additional questions about changing the inventory type. The Community is open anytime to answer your queries. Stay safe.