We are a pool and spa company with 17 trucks on the road daily. Employee's have inventory (such as chemicals and filters) on their trucks that isn't necessarily billed out but is in fact still in inventory. What's the best way to accurately track items like this being that they may or may not get billed out but are not in the store where I'm personally responsible for them? When items leaves the store, I would like for them to be accounted for somehow in order to be able to follow up and make sure they're properly billed out and taken out of inventory.
Hey Zak Smith,
Welcome to the QuickBooks Community! For this situation, we usually recommend reaching out to your accountant to see what would be the best ways to go about this. If you don't have one, we offer a ProAdvisor Service where you can connect with experts within your area. Many of them even offer a free consultation. You can do this by following this link: Find An Accountant.
Also, I will leave the floor open to our Community friends if they have similar business models or information to provide some insights. Please let me know if you have any other questions, and I will do my best to address them. Take care for now!
Our accountant doesn't know, and our parts department has been a free for all which is why I was hired, also why I reached out to the quickbooks community. I don't have much Quickbooks experience, most of my experience comes from Lightspeed.
We have trucks "stocked" with inventory but the technicians may or may not use the filters/chemicals on a job that day, having them on the truck is more so a preventative measure. I would love to know how other businesses are tracking Items that are in inventory but not actually at the store because it's more so a supply.
If the products on trucks were in fact a "supply" or "shop supply" it wouldn't be as confusing, because it could be charged out as shop supply. But if a clients house is missing a bottle of a certain chemical for example, the route technician will take a bottle off his truck, charge it to the clients account and leave it onsite...same thing with the filters. In that situation you can track it because its no longer on the truck and has been charged out to a client. But what about the other chemicals and filters that are still in my inventory but are on his truck but not in the store? How do you track that?
Thank you for reaching back out, Zak Smith. What I have noticed is that some customers have found it helpful to use classes to represent the different places their inventory is stored in" (i.e., trucks, warehouses, shops, etc.). However, I encourage you to work with your accountant to determine the best way to set up classes for your business if you consider this route. Here are some links below about class tracking for QuickBooks Desktop and QuickBooks Online:
If you need further explanation, don't hesitate to let me know below! I am just one click away. Take care for now!
What version of QB are you using?
Unless you're using QB Enterprise, tracking inventory by location (truck(s) vs. store, etc) isn't possible. There may be a third-party plug-in but apps like Fishbowl sound like overkill for what you're trying to accomplish. Class tracking isn't really a solution IMO. It only allows you to assign inventory to a class from a bill, but you're not able to transfer inventory from the store to truck #7, for example, after it has been received. If you have 17 trucks, QB Enterprise sounds like a good solution and it has better fixed-asset tracking for the trucks.