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Tracking the Cost of Warranty Repair

I know when you enter a service item, you can choose your cost and the sales price, but the cost changes each time when we do Warranty Repair. I need to figure out how to invoice the customer, but to have a zero dollar invoice for the customer with all the line items and to be an expense for us to the Warranty Repair Expense Account. We have Desktop Premier Plus, so I know there has to be a way but I just can't figure it. I'm not even seeing how to add a non-billable expense to the invoice.

7 Comments
QuickBooks Team

Re: Tracking the Cost of Warranty Repair

Thanks for choosing QuickBooks Desktop Premier, bcowen.

 

What I can suggest is to create a service or non-inventory item for Warranty Repair. Then, for the account, let's choose the Warranty Repair Expense Account.

 

To set up a service item:

  1. From the List menu, select the Item List.
  2. Press Ctrl + N on your keyboard. On the Type drop-down, select either Non-inventory Part or Service.
  3. You can enter Warranty Repair as the Item Name, or any name you want.
  4. From the Income Account drop-down, select the Warranty Repair Expense Account. Click OK.

After that, let's create an invoice and select the item you've created. On the pop-up that says the item is associated with an expense account, just click OK.

 

Once done, you can check your Warranty Repair Expense Account. It should reflect the transaction you've created.

 

I'm always here if you have other questions. 

Not applicable

Re: Tracking the Cost of Warranty Repair

I tried this two ways, first the way you said, and I did not get a pop-up, plus the total was on the invoice still. Then I edited the item and added a cost, but no sales price. So now there is no charge  on the invoice, but there is also no transaction in my Warranty Repair expense account. What am I still doing wrong?

Moderator

Re: Tracking the Cost of Warranty Repair

Hello there, @bcowen.

 

Thanks for providing an additional screenshot and performing the steps shared by my colleague. I replicated your situation using my sample company file to confirm that the result is the same. 

 

Based on your screenshot, you selected the Warranty Repair Expense account in the Expense Account field. The items for product and services are recorded in income accounts. To track the invoices, you need to select the Warranty Repair Expense account as the income account. 

 

Attached are screenshots below for your visual reference.

 

Be sure to hit that Reply button if you have other concerns. I'll be more than happy to help you some more. Have a great day ahead.

Not applicable

Re: Tracking the Cost of Warranty Repair

Yes, so, it looks like the balance in the Warranty Repair Expense account is still zero though. Therefore, defeating the entire purpose of what I am trying to accomplish.

QuickBooks Team

Re: Tracking the Cost of Warranty Repair

Good to see you again, bcowen.

 

You've mentioned that you'd like to invoice your customer with a $0 amount for Warranty Repair. That will reflect on your Chart of Accounts, specifically on the Warranty Repair Expense Account. 

warranty.PNG warranty1.PNG

 

If you'd like to include the amount of each item but with a total balance due of $0, there's a way to offset it. When you create an invoice, the amount for Warranty Repair should be the negative amount of the total. For example, the total item amount is 200, then you'll have to enter -200 for the Warranty Repair. Though, it'll also reflect on your Income Account.

warranty2.PNG

 

Also, it would be better to ask for assistance from an accounting expert. They can also guide on how to track warranty repairs.

 

For other concerns, I'm here to help. Just leave a reply anytime.

Not applicable

Re: Tracking the Cost of Warranty Repair

So basically you are telling me there is no way to create a non-billable expense to add to an invoice?

Moderator

Re: Tracking the Cost of Warranty Repair

Thanks for getting back to us, bcowen.

 

Currently, the option to create and add a non-billable expense to an invoice is unavailable. Based on what you're trying to accomplished, I highly suggest following the steps given by my colleague AlexV above as a workaround. Make the amount for Warranty Repair negative to offset the total. This process will help make a zero invoice and add an amount to the expense account.

 

Refer to the screenshots above for your guidance. Just in case, I'll be adding these articles for future reference:

 

 

Please reach out to me if you have any other issues or concerns. I'm more than willing to help. Take care and have a great rest of the day!

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