Hey there, @miguel-hgh-pharm. I'll guide you on how to track your inventory in QuickBooks Online.
There are two ways you can track what you receive from a vendor:
- Enter a bill if you’ll pay for the items later.
- Record a check or an expense if you paid the items on the spot.
This lets QuickBooks know that you restocked. When you do, the quantity on hand automatically increases by the number of items you receive. You may also create purchase orders (PO) and send them to vendors. When they accept it, you can quickly add it to an expense or bill. This keeps all the transactions connected and your accounts balanced.
Here's how:
- Click + New.
- Select Expense, Check, or Bill. Learn when to use expenses or bills.
- From the Payee dropdown, select the vendor. This opens a window with their open PO.
- Select Add for the correct PO. This adds the items from the PO. They appear in the Item details section.
- If you plan to bill a customer for a specific item, select the Billable checkbox. Then, add the customer you plan to bill in the Customer column.
- Select Save and close.
If you received only part of a PO or made a partial payment, adjust the quantity or amount for each line item to reflect the portion you received or plan to pay. To check how QuickBooks records your transactions, view their associated journal entry. This shows the debits and credits.
- Open a bill or expense.
- Click More at the bottom.
- Select Transaction Journal.
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You may also run inventory reports to see how many items are still on order and how many you’ve received so far.
Finally, these resources guide you through the process of managing your stocks:
Please come back and let us know if you need any more help with handling your inventory. I'd be glad to help you again.