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Level 2

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?

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Best answer January 18, 2019

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Highlighted
Level 15

Track fuel usage quantity


@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

View solution in original post

12 Comments
Highlighted
Moderator

Track fuel usage quantity

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!

Highlighted
Level 2

Track fuel usage quantity

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

Highlighted
Level 2

Track fuel usage quantity

I would like to be able to track the volume of fuel used by each vehicle in a certain period.

Highlighted
Moderator

Track fuel usage quantity

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.

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Highlighted
Level 15

Track fuel usage quantity


@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

View solution in original post

Highlighted
Level 2

Track fuel usage quantity

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.

Highlighted
QuickBooks Team

Track fuel usage quantity

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!

Highlighted
Level 2

Track fuel usage quantity

would you know if I can change sales tax  to excise tax in quick books because I collect excise tax not sales tax

Highlighted
QuickBooks Team

Track fuel usage quantity

Hello, @dduffy57.

 

You can set this excise tax as sales tax. Follow the steps below: 

  1. Go to Edit menu then Preferences.
  2. Click Sales Tax and choose Company Preferences.
  3. Select Add sales tax item
  4. Under Type, choose Sales Tax Item. Then, type the Sales Tax NameDescriptionTax Rate (%), and the Tax Agency (vendor that you collect for).
  5. Click on OK once you're done. 

To apply the excise tax, just add the sales tax item under the Tax column and the Tax drop-down in the invoice.

 

Here's more information on how to set up sales tax in QuickBooks Desktop. Also, you can check the following article on how to resolve common sales tax issues.

 

Let me know if you still need further assistance in setting this up. I'm always here to assist. Stay safe and have a wonderful day!

Highlighted
Level 2

Track fuel usage quantity

thank you I'v done that and when I print an Invoice it prints sales tax on invoice is there a way to change that so it prints Excise tax thanks for your help.

Highlighted
Moderator

Track fuel usage quantity

Hello @dduffy57,

 

As of that moment, there isn't an option to change and modify the sales tax function. With this, you can create a service item for the excise tax you're collecting.

  1. Go to Lists.
  2. Select Item List.
  3. On the Item menu, select New.
  4. Under TYPE, select Service.
  5. Enter the name and the tax amount.
  6. Select an appropriate account.
  7. Click OK.

From here, you can start creating your sales transactions and make sure to include the recently created service item.

 

Lastly, here's a few articles you can read for ideas in managing your customers and sales transactions: Income and Expenses for QuickBooks Desktop.

 

Keep me posted in the comments down below if you have any other questions. I'll be happy to help.

Highlighted
Level 2

Track fuel usage quantity

thank you I've done that way also  thanks for the help.

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