Expense of purchased item not showing up

Glad to see you in the Community, byomtov.

I’m here to help clarify why the cost didn’t show up in the Cost of Goods Sold account. Then, provide a solution to find the cost for purchased items.

The Cost of Good Sold (COGS) will only be realized when the item is being sold out. That’s why the cost will not show on the COGS account. 

The Purchases Reports in QuickBooks provide information about the business’s purchases from each vendor, item, and complete details of the transactions. Allow me to share some details for each one.

• Purchases by Vendor Summary: This report summarizes items bought subtotaled by the vendor. It includes purchases of products recorded on the Items tab of bills, checks, and credit card charges.
• Purchases by Vendor Detail: This report is a more detailed version of the Purchases by Vendor Summary report. In addition to showing purchase totals, this report lists the purchase transactions that contributed to each total
• Purchases by Item Summary: Provides information for how much of each item or service the company bought in quantity and dollar amount.
• Purchases by Item Detail tells how much of each item or service the company bought in quantity and dollar amount. It does not include direct expenses recorded on the Expenses tab, or payroll-related expenses.

Let's try running the Purchases by Item Detail Report to check the cost of the products. From there, you'll see the transactions associated with the items. Here’s how:

1. Go to the Reports menu at the top to select Purchases and Purchases by Item Detail Report.
2. Set the correct date range in the Dates drop-down.
3. Click the Customize Report button to access the Modify Report window.
4. Navigate to the Columns section and enter Cost Price in the field box.
5. Press OK to save the changes.

If you want to build any of these reports, follow Step 1 above and then choose the right one you can to view. Check out the Understand inventory assets and the cost of goods sold tracking article for additional resources. It provides detailed information on how QuickBooks handles inventory assets, average cost, and Cost of Goods Sold (COGS).

Stay in touch if you have any clarifications or questions about QuickBooks. I’ll be right here to answer them for you. Have a good week.

Thank you, but I should have made clear that this is a non-inventory item. The expense should be charged to the account specified in the item description.

The system seems to have worked that way in the past.

Hi there, byomtov.

Generally, the bill (expense) will show in the Cost of Goods Sold account if you've selected COGS as the account for that particular non-inventory item. We can run the QuickReport option to view a report of transactions involving the COGS account.

Additionally, please make sure to clear all the filters and select the appropriate report basis or accounting method. It could be that a certain filter was applied to the report that's why the bill isn't showing.

Here's how to do it:

1. Select List from the top menu bar.
2. Choose Chart of Accounts.
3. Locate then right-click the Cost of Goods Sold account.
4. Select QuickReport.
5. Click Show Filters, then remove the filters.
6. Select the appropriate date and report basis.

I encourage reading this article to know more about how COGS account and inventory assets work in QuickBooks Desktop: Understand the cost of goods sold tracking.

If you have a list of products or services you sell in a spreadsheet, you can also import that information into QuickBooks.

I'll be right here to keep helping if you have any other concerns or follow-up questions. Assistance is just a post away.

Yes.

I know it should show up there.

My problem is it's not showing up. Is there some way to find where it is. Since the payment shows up in my bank account there must be an offsetting entry somewhere.

Could this have something to do with "posting" or "non-posting" status? What does that refer to?

I know it should work that way.

My problem is it doesn't always seem to.

Apparently, when I get the bill it goes into Accounts Payable, and then back out when I pay it.

But why doesn't it show up in my COGS account. There seems to be something about "posting" vs. "non-posting" involved, though I can find nothing about that in the manual or on the support site.

I appreciate you for adding more details about the issue, byomtov.

Let’s open the Filters tab to check the posting status. The option selected affects the data that will show on the report. If it’s correct, open the transaction journal to check the offsetting account.

Allow me to assist in performing this task in your company file. Here’s how to review the posting status.

1. On the Cost of Goods Sold account’s quick report, tap the Customize Report button.
2. In the Modify Report window, choose the Filters tab and enter Posting Status in the field box.
3. If Either is selected, open the transaction journal for the bill payment. 

To view the transaction journal:

1. Go to the Vendors menu at the top to choose the Vendor Center.
2. Navigate to the Transactions tab and pick the entry you want to view. For example, purchase order, bills, or bill payment.
3. Pick the one you want to view and right-click beside the transaction to select View Transaction Journal.
4. This will open a page where you can see the account associated with the transaction (debit and credit).

For additional resources, let me share the Customize reports in QuickBooks Desktop for Mac guide. It provides detailed information on how to use the report filters, change font/colors, format a report, etc.

Additionally, the Keyboard shortcuts in QuickBooks Desktop article lists all shortcut keys to help easily navigate and perform any processes in your company file. Go to the QuickBooks Desktop for Mac section to view more information.

Stay in touch if you need help customizing the report or running the transaction journal. I’ll jump right back in to assist further. Have a good one.

Right clicking doesn't seem to do anything. Neither does control-clicking. (I'm on a Mac, remember).

I have two separate PO's that are having this problem. One shows up in my COGS act when I select "either," theater one not at all.

Can someone pleas explain what is going on here? I've looked at all these reports and they haven't been helpful. 

Neither right-clicking nor control-clicking does anything.

Anyway, I've looked at these reports and haven't learned much.

Can someone please just tell me what's going on here. 

What causes the purchase of a non-inventory item to show up in the COGS account? For what reason might one not show up?

Please.

Thanks for coming back, @byomtov. I'm here to add more information about why the purchase of the non-inventory item to show up in the COGS account.

The cost of goods sold is only calculated in the way you're expecting for inventory items. For non-inventory items, the cost is recognized as you purchase the item, by including it on a purchase transaction such as a bill or check or credit card charge, depending on how you paid for the item.

About the inability to right-click the transaction, we can use the Verify and rebuild data tool in QuickBooks Desktop for Mac. This is to help us identify the most common data issue in a company file and fixes it. 

Here's how: 

Verify your company file data

1. Go to the File menu, then select Utilities.
2. Select Verify Data, then select OK to close all windows. 
3. If you see “Your data has failed the integrity check” you need to rebuild your file. Otherwise, you’re done. 

Rebuild your company file data

1. Go back to File, then select Utilities.
2. Click Rebuild Data, then select OK to close all windows.
3. QuickBooks will then ask you to make a backup before rebuilding your company file, select OK. You can also select Cancel if you don’t want to do a backup.
   1. If you haven’t set up any backup preferences, QuickBooks will ask you to update them. Select Backup Preferences and edit as needed, then select OK.
   2. When the backup's finished, select Show in Finder to locate the backup or select OK if you’re done.
4. Select OK when the rebuild's completed.

For future reference, read through this article: Understand Inventory Assets and COGS Tracking. It'll help you learn more about how QuickBooks handles inventory assets, average cost, and COGS. It also guides you on deciding which reports you'll need to run to effectively track your inventory. 

Feel free to message again if you have additional questions. We're always delighted to assist. 

Thank you.

You say, "For non-inventory items, the cost is recognized as you purchase the item, by including it on a purchase transaction such as a bill or check or credit card charge, depending on how you paid for the item."

This is exactly what I expect to happen, but is not happening. This is the problem I am trying to solve.

I have explained this repeatedly. 

I appreciate your time getting back here, byomtov.

I'd like to point you in the right direction who can investigate more on the issue. You can reach out to our Customer Care Team by following the steps below. Before doing so, please check out our support hours here. 

1. Go to this link: Contact Us.
2. In the Which QuickBooks do you need help with? window, select QuickBooks Mac Desktop.
3. Select any topic, under What can we help you with?.
4. Under the Here's how to connect with a QuickBooks expert section, click the Get Phone Number or Start a Message button.

You can always here if you have additional questions or other concerns. I'm always here to help.