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boybi
January 18, 2019
Solved

Track fuel usage quantity

I have setup an account for fuel usage, but I can only track the amount and for all vehicles. I want to be able to track the quantity of fuel used per vehicle in a given time. How to do this?

Rustler
RustlerAnswer
Level 15
January 18, 2019
@boybi wrote:

I have setup an account for fuel usage, but I can only track the amount and for all vehicles. I want to be able to track the quantity of fuel used per vehicle in a given time. How to do this?

the method proposed by intuit james DuanT will work
But if do it that way it means you have one item per vehicle - that gets very awkward to use

set up a class named for each vehicle

one non inventory items named fuel, and link it to the fuel expense account

use that one item when fuel is purchased, and select the class for the vehicle it is being put in
enter the number of gallons as qty, and enter the total price, QB will do the math for the per gallon price

you can run class report per vehicle,. or all of them from the lists menu

and or you can report on the item and subtotal by class

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13 replies

JamesDuanTQuickBooks Team
QuickBooks Team
January 18, 2019

How's your business doing, boybi?

 

We can create an item and associate the fuel usage account. Here's how to do it:

  1. Click Lists at the top menu and select Item List.
  2. Click the Item button and select New.
  3. Choose Non-inventory in the TYPE field and enter the Item Name/Number (vehicle 1, 2, or etc).
  4. Enter the fuel usage account in the Account field.
  5. Click OK.

If you're referring to something different, any additional information would be much appreciated. Thanks in advance!

boybiAuthor
January 18, 2019

Will that be able to let me see how many gallons of fuel each vehicle consumed in a certain period?

JamesDuanTQuickBooks Team
QuickBooks Team
January 18, 2019

Thanks for getting back to me, boybi.

 

Yes, you should be able to enter the number of gallon for each vehicle. For example, you can go to the Items tab and enter the item you've created earlier.

  1. In the Bill window, go to the Items tab.
  2. Enter the item you created for each vehicle.
  3. Enter the number of gallons in the QTY column.
  4. Enter the cost, amounts, and details of the expense.
  5. Click Save & Close.

I'd also recommend checking this with your accountant. They might have a different way of doing this.

 

I'll be around if you have other concerns.

Ryan_MModerator
Moderator
August 28, 2021

Welcome to the Community. It appears you've created a blank post, @SS2005.

 

To assist you properly, I'd like to ask for additional details on the issue at hand. This way, I can provide you the steps for a resolution, or an answer to your question. 

 

Please feel free to post a reply below. I'm looking forward to hearing back from you. Enjoy the rest of the day!

Rustler
RustlerAnswer
Level 15
January 18, 2019
@boybi wrote:

I have setup an account for fuel usage, but I can only track the amount and for all vehicles. I want to be able to track the quantity of fuel used per vehicle in a given time. How to do this?

the method proposed by intuit james DuanT will work
But if do it that way it means you have one item per vehicle - that gets very awkward to use

set up a class named for each vehicle

one non inventory items named fuel, and link it to the fuel expense account

use that one item when fuel is purchased, and select the class for the vehicle it is being put in
enter the number of gallons as qty, and enter the total price, QB will do the math for the per gallon price

you can run class report per vehicle,. or all of them from the lists menu

and or you can report on the item and subtotal by class

    dduffy57
    April 16, 2020

    I have set up the same way to track fuel for each vehicle now when I print a report I would like to average the cost of the fuel it adds the gal. and amount but is there a way to average the cost in the report.

    BettyJaneB
    BettyJaneB
    Level 9
    April 16, 2020

    Hi there, @dduffy57.

     

    You've got me here to share some information about how average costing works in the system.

     

    QuickBooks Desktop calculates the average cost for the items sold. To get the average cost of the fuel you can manually calculate this through Excel. You'll need to pull up a Custom Transaction Detail Report and filter it with the fuel expense account to see all the transactions.

     

    Here's how:

    1. From the menu bar, select on Reports, then tick on Custom Reports.
    2. Press on Transaction Detail.
    3. Enter the date range and click the Customize Report option at the top.
    4. Hit on the Filters tab.
    5. In the Choose Filter box, with the Account filter highlighted, choose the fuel expense account from the drop-down list.
    6. Refer to the Display section.
    7. Under Columns, select Qty and Amount.
    8. Hit on OK.
    9. Click on the drop-down arrow beside Excel and choose Create New Worksheet.
    10. Select Export.

    From there, you can now start calculating the average by entering =average() in the formula section. Please see the sample snip below for reference: 

     

    I'm also adding here some links that talks about the average costing in QBDT and on how to customize reports for your guide:

    I'll be around to help if there's anything else you need. Just let me know by dropping a comment below. Take care!

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