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Level 1

Maintenance records for machinery.

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.

Level 15

Maintenance records for machinery.

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.

Level 15

Maintenance records for machinery.

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.

Level 1

Maintenance records for machinery.

Can you help and give me step by step.

QuickBooks Team

Maintenance records for machinery.

Hello there, @TSP1.


Allow me to help walk you through creating a service item and enabling class tracking in QuickBooks Desktop.


Here's how:

  1. Go to Lists menu.
  2. Choose Item List.
  3. Click Item drop-down, then select New.
  4. Choose Service.
  5. Enter a desired name of the item and specific amount.
  6. Choose the Account where you want to post your machinery maintenance expenses.
  7. Click OK.

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:

  1. Click the Edit menu.
  2. Choose Preferences.
  3. Select the Company Preferences tab.
  4. Click on Use Class Tracking.
  5. Select Prompt to assign classes.
  6. Hit Ok.

To create a class list, follow these steps:

  1. Go to Lists menu.
  2. Choose Class List.
  3. Click Item drop-down, then select New.
  4. Enter the name of the machine.
  5. Click Ok.

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.

Level 1

Maintenance records for machinery.

I made each piece of equipment an Item. Then I wrote a check and selected Item and proceeded to put the amount of the check in and selected piece of equipment, and amount. Then it says "You've changed the cost, would you like to update the item to the new cost". Then it says they are not assigned to a class. So am I suppose to create items and classes the same? I am confused.
QuickBooks Team

Maintenance records for machinery.

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:


Here's how: 

  1. Go to the Edit, then click Preferences.
  2. Select the Company Preferences.
  3. Under the Class, unchecked the box beside Prompt to assign classes.
  4. Click Ok.


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!

Level 1

Maintenance records for machinery.

Thank you GraceC for all the info!! Basically I am trying to track how much we spend on each of our many trucks daily. When we write a check to a vendor for "parts" for our trucks, sometimes we may be buying parts for two or three trucks on the same check. I set up each of our trucks as an Item, under class I just put "Parts". Not sure if that is correct. I could not figure out how to print a report from item or class to track any cost. I do not understand if it is tracked by item or class, or how do I print out an "expense report" for each truck? Thank you!

Maintenance records for machinery.

Hello exit1969,


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.


Here's how:


  1. Click the Reports tab at the top menu bar.
  2. Go to Custom Reports.
  3. Click Transaction Detail.
  4. Choose a date range.
  5. Click Customize Report.
  6. Go to the Display tab, and add the Name column.
  7. Go to the Filters tab, and filter the name you want to show in the report.
  8. Filter the transaction to Check.
  9. Click OK.

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:


Customize reports in QuickBooks Desktop.


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.

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