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Senior Explorer *

how to inventory assembly items and components in Quickbooks Desktop for Mac

“Am new to Quickbooks, & have Quickbooks for Mac 2019. Our company sells products online, a few of which we assemble. Some of these have multiple sizes & styles, which use different numbers of components. Since QB for Mac does not have the Assembly module, how do we deal with this issue? We have already entered the various components as inventory items, and entered one assembly product as a non-inventory item so that we could invoice it for sale.”

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Best answer 02-22-2019

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Established Community Backer ***

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Yes, you also want a Fictional Item for this: "We just need to invoice/sell it. So the remaining issue is assigning the correct sales price to the group item."

 

Let's review why:

 

A Group Item is what I called a "phantom" when I used the Big Brother program for what QB is now built on. Think of that as an envelope or "box of stuff" and not the Actual Thing you sold. There is no Tracking of the Actual Thing you sold; the Group Item never shows in reporting.

 

So, let's review:

 

You set the Noninventory items you already created for the Sales Price. Set the Component items at $0 Sales Price. List the real item inside each Group Item for that same named "thing I actually Sold" along with the components required to prepare that for sale.

 

Now you have a "tag item" for Pricing and reporting/tracking purposes.

 

I've never seen a place to Price the Group. You always include a final adjustment item if you need to control the Price difference from a rolled up price of BOM. Or, don't use the BOM item pricing at all. Use your Tag Item.

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9 Comments
Anonymous
Not applicable

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Good day, @smleick4484,

 

Thanks for getting in touch with us today. I can share some insights about the inventory management in QuickBooks for Mac.

 

You're correct. QuickBooks Desktop for Mac currently does not have units of measure or assembly items. You only have the option to group your items but can't build assemblies for them. To group items, follow the steps below:

  1. Go to Lists and select Items.
  2. Click the Plus (+) icon at the bottom of the list.
  3. Click New Item.
  4. In the Type field of the New Item screen, select Group.
  5. In the Group Name/Number field, enter the description of the group item.
  6. In the Item column, select the items that you want to include in this group.
  7. In the Qty column, enter the quantity you want QuickBooks to enter for each individual item when you use the group item on a form. If you do not enter quantities, QuickBooks assumes that the quantity of each item is 1. You can always change the quantities when you enter a sale or purchase. 
  8. (Optional) Fill in any custom fields that apply to this group of items.

As a workaround, you can use a third-party application that works with QuickBooks Mac to create your assemblies. You may visit the Apps for QuickBooks Desktop site to check for available third-party applications.

 

While this option isn't available, it would be great if you can send this preference to our developers. You can track your suggestion here: https://sfloop.intuit.com/j/feedback?product=QuickBooksMac&version=2016&release=R28&subproduct=Pro

 

That should get your suggestion directly to our Development Team who considers feedback for QuickBooks enhancement. I'll do the same thing in my end to reinforce your request.

 

You might want to check this manual to know more about the QuickBooks for Mac 2019 User Guide.

 

Please let me know if you need further assistance. I'm here to help you anytime. All the best!

Established Community Backer ***

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

You can use Group Items for items composed of other items. I believe that is how assembly items are handled when exported from QuickBooks for Windows. 

Senior Explorer *

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Thank you, Jen, for your prompt reply, but I am still confused. I was able to create a group following your very clear instructions, but quickbooks will not let me specify a sales price for the group item, and our sales price is higher than the sum of the individual components. (The same 3 components in varying quantities are used to assemble 12 different products, so I cannot work around this by changing the sales price of the components). The only thing I could think of was to create a fictional component with the correct sales price, and list the sales prices of the actual components as 0.00.

I am able to correctly invoice the product in this manner, except that quickbooks shows a message that we do not have enough of the fictional component in stock to complete the sale.  Any suggestions?

Also, how do I tell quickbooks that a group item has been assembled for sale? Each of these items is made to order, so we do not keep them in inventory. I appreciate any help you can give, as I do not have an accounting background, and this is so confusing!

 

Anonymous
Not applicable

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Good day, @smleick4484,

 

Welcome back to our forum. I appreciate the in-depth information you added in the thread.

 

In QuickBooks Mac, you have the option to specify a price for your items group. If your sales price is more than the sum of the items in the group, you can simply add a new price in the Sales Price field. That way, you no longer need to add a fictional component to update the total price of the bundle/group.

 

For items that are not included in your inventory, you can set them as non-inventory type. 

 

I want to make sure you're all set with your inventory management. If you encounter any issues along the way, don't hesitate to mention me again. Any additional screenshots would also be helpful.

 

Thanks for your patience. Enjoy the rest of the day, @smleick4484.

Established Community Backer ***

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

@smleick4484 

 

Let me help.

 

Assembly Item is literally part of inventory = We Stock This, and we created it from our BOM.

 

Group Item = We do not keep these in stock in anticipation of Sales.

 

You use what meets your need.

 

"We have already entered the various components as inventory items, and entered one assembly product as a non-inventory item so that we could invoice it for sale.”

 

For keeping it as inventory, you do it like this: Make a vendor name of WIP (work in process) and make your Inventory Item Names. Now you will Produce = Make a WIP Bill. List the Items used as negative qty and list the Production item(s) as positive qty. Make sure to list the Cost of production on the Items produced as the New Finished Goods, and the BOM components get the current carrying cost as Costs Invested in the New Product. In other words;

3 hinges at $10 each, 1 door at $80 and one Doorframe at $40 = One Prehung, assembled Door in stock, at $130. When you hit Recalculate, this is "$0 Bill." You "bought" from WIP, what you were working on, showing what got consumed in that production run.

 

"how do I tell quickbooks that a group item has been assembled for sale? Each of these items is made to order, so we do not keep them in inventory"

 

That means Group will work for you, because you are listing what you Used at the actual point you Sold what it got used on.

 

Two Different Concepts. The timing for COGS is what matters, here.

 

 

Senior Explorer *

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Jen, thanks for your response. We could not find a sales price field in the group item screen. That is the problem. There is a sales price field on the screen for individual items, but not for the group. I will try to include a screen shot on Monday when I return to the office.

Senior Explorer *

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Thank you for so clearly explaining the difference between Assembly Items and Group Items. The group item should work for us, since the products are made to order, not kept in inventory. That makes sense. If I understand you correctly, we do not need to "tell" quickbooks that we assembled the product. We just need to invoice/sell it. So the remaining issue is assigning the correct sales price to the group item. If we can do this without using the fictional item, quickbooks will not send the message that the fictional item is not in stock, and we should be all set.

Established Community Backer ***

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Yes, you also want a Fictional Item for this: "We just need to invoice/sell it. So the remaining issue is assigning the correct sales price to the group item."

 

Let's review why:

 

A Group Item is what I called a "phantom" when I used the Big Brother program for what QB is now built on. Think of that as an envelope or "box of stuff" and not the Actual Thing you sold. There is no Tracking of the Actual Thing you sold; the Group Item never shows in reporting.

 

So, let's review:

 

You set the Noninventory items you already created for the Sales Price. Set the Component items at $0 Sales Price. List the real item inside each Group Item for that same named "thing I actually Sold" along with the components required to prepare that for sale.

 

Now you have a "tag item" for Pricing and reporting/tracking purposes.

 

I've never seen a place to Price the Group. You always include a final adjustment item if you need to control the Price difference from a rolled up price of BOM. Or, don't use the BOM item pricing at all. Use your Tag Item.

View solution in original post

Senior Explorer *

Re: how to inventory assembly items and components in Quickbooks Desktop for Mac

Thank you so much! That makes sense to me.

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