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How to track your prepaid inventory
by Intuit•8• Updated 2 months ago
Learn how to track the items that you’ve paid but haven't received yet in QuickBooks Online.
You can record a payment to your vendor, without affecting the inventory quantity on hand until you've received the items.
The following steps work well if you don't want to see a credit in Accounts Payable or when you want to separate prepaid inventory from the inventory asset account.
Step 1: Create a Purchase Order (PO) when the order is placed.
- Select + New.
- Select Purchase Order.
- Fill in the appropriate fields.
- Go to the Item details section, then enter the details of the product/service you are purchasing.
- Select Save.
Step 2: Write a check to the vendor then categorize the payment under a prepaid inventory account.
- Select + New.
- Select Check.
- Select the vendor.
- In the Category details section, choose another current account such as Prepaid Inventory then enter the amount of your payment.
- Select Save.
Step 3: When the inventory is physically received, you can roll the PO to a bill for that vendor.
- Select + New.
- Select Bill.
- Select the name of the vendor.
Note: When you select the vendor, any open purchase orders for that vendor will appear at the right side of your screen. - Locate the purchase order you created then select Add Purchase Order.
- Select Save and close.
Step 4: On the previously written check, re-categorize the payment to Accounts Payable, which will create a credit for the Vendor.
- In the Check screen, change the Account to Accounts Payable (A/P) in the dropdown.
- Select Save and close.
Step 5: Finally, show the bill you created for your vendor as paid.
- Select + New.
- Select Check.
- Select the vendor from the dropdown list.
- Add the bill and the check you entered for the vendor.
- Select Save and close.
Note: After adding, the bill appears under "Outstanding Transactions," and the check under "Credits."
Tip Another way of tracking prepaid inventory is to create a PO when the order is placed, enter a bill payment check, then establish a credit for the vendor. When the items are received, convert the PO to a bill then apply the previous bill payment to the bill. |
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