How do I enter maintenance receipts for machinery i have listed as fixed assets? I want to keep records of parts replaced and regular maintenance done to each machine.
There are several ways to do it, I prefer to set up a class per machine, and tag all expenses, inventory adjustments if you use inventory for repairs, with the machine class. Then from the lists menu, you can run a class report for any time period you want. In preferences where you turn on classes, the statement to require classes is option and I leave it off because not all transactions are tagged with a class the way I use the tool.
You could set up the machine as a customer, and use billable expense with the billable check mark off, to associate the cost of repairs with that customer.
I use Other Names List for equipment, and Timesheet for "when and where used for how long" and the reason to set up and use Service items (specifically) is that they are used on the Timesheet, and this is where you also Job Track, and can mark that this is Billable or not. Make the item "two sided" and put your Hourly Operating Cost in the Expense side, even though you never pay for this as a purchase. Put your Price in the Rate side for revenue. This way, your use of the item in Estimates gives you projected costs and helps with analysis. And the Time by XXX reports for this name helps you see Operating Hours for purposes of Maintenance Schedules that are operating time-based instead of Mileage-based.
And you can use that same Service Item when you Purchase parts for that equipment.
Hello there, @TSP1.
Allow me to help walk you through creating a service item and enabling class tracking in QuickBooks Desktop.
On the other hand, for a complete step by step instruction in setting up your Timesheet, you may check out this article: TSheets Integration with QuickBooks Desktop for Windows.
Lastly, If you choose class tracking in recording your machine maintenance expenses, here's how:
To create a class list, follow these steps:
Let us know here in the Community if you have other questions about creating item list in QuickBooks Desktop. I'm always here to help.
Hello there, @exit1969.
When the cost of items in your transactions is different from what you've set up, you'll be prompt with a message to update the cost or not to avoid any error on your Cost of Good Sold (COGS).
However, if you wish to remove the prompt message, you can do so by following the steps below:
For additional information, you can read this article: How to Use Class Tracking in QuickBooks.
Let me know if there's anything else you need or if you have other questions. Have a nice day!
Thank you for getting back to us here in the Community. Allow me to join the thread and help print the report you need in QuickBooks Desktop.
If you set up trucks as items and include classes on a check, you can try to run the Custom Transaction Detail report.
Please refer to the sample screenshots for your visual guide:
To know more about customizing reports to show the data you need, you can check out the article I'm adding on this:
Let me know if you need further help with running the report in QuickBooks, and the Community will be sure to get back to you.