We purchase non-inventory parts that we resell with varying descriptions and pricing. Without creating a separate item for every purchase, is there a way to enter the product description and customer cost when entering the credit card charge and having that information show on the invoice when created?
Currently when I enter a different description for an item the invoice reflects only what is used for the basic item description. Example: I buy a PC and create a item with the description of "Desktop." Then in the credit card charge entry I use the item PC, and put in the description of "Dell Desktop for Bill." Then I create the invoice and on the invoice I again have to change the item description from "Desktop" to "Dell Desktop for Bill"
And the item may cost us $100.00 for the credit card charge, but we may sell it for $110 or $125. depending on the customer. But the item on the invoice always comes up what is initially entered in the item setup.
Any ideas are appreciated.
Solved! Go to Solution.
Pleased to have you here, @RHPahls.
I'd be delighted to provide information on how non-inventory tracking works in QuickBooks.
To start with, make sure to turn on the inventory tracking feature of QuickBooks on your end. Here's how you can keep track of your non-inventory parts:
- Go to the Lists menu.
- Choose Item List.
- Click the Item drop-down.
- Select New.
- Choose Non-Inventory as type of the Item.
- Enter the Item information.
- Put a check mark on This item is used in assemblies or is purchased for a specific customer:job.
- Click Ok.
That should do it!
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Here's how to contact us:
- Go to: https://help.quickbooks.intuit.com/en_US/contact.
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Don't hesitate to click the Reply button if you have other questions about tracking non-inventory items in QuickBooks Desktop. I'm always here to lend a hand.
These steps have been done for all of our non-inventory items. I don't think you are following where the issue is. Here is the process we use to enter Credit Card charges:
1. Purchase item - example PC
2. Enter information in QB Credit Card charges -
a. Purchased from - PC Palace
b. Amount - $100.00
c. Item - PC Palace:PC (Item Description: PC)
d. Description - New PC for John Doe
e. Cost - $100.00 (cost of credit card charge, no where to put cost to customer)
f. Customer - John Doe
3. Create invoice in QB
a. Customer - John Doe
b, Add Time/Costs - Items Item listed.
c. Invoice shows the item with Description of "PC" Not "PC for John Doe" So must look back at the description I placed in the Credit Card charge and change.
d. Invoice shows the item with Price Each of "100.00" Not cost to customer. So must look back at what I quoted the customer and change.
ALL of that is duplicate work. Is there a way to get around this duplicate work ???
Please Learn from this Input.
Make sure your item is Two Sided with No Description in the Sales side. Let's take this a bit at a time:
"is there a way to enter the product description and customer cost when entering the credit card charge and having that information show on the invoice when created?"
List the Item, as in my attachment shows Appliance. Put the Details in the Item on the Purchase.
"Currently when I enter a different description for an item"
Not in Edit Item. Leave the sale side Blank. You can put nothing or a "starter text" for the Purchase description. Finish the details in the Purchase transaction.
"with the description of "Desktop." Then in the credit card charge entry I use the item PC, and put in the description of "Dell Desktop for Bill."
Also Job Track that is it billable. Notating Bill or Sam or Sally doesn't make it Billable to the customer, when that status applied.
"Then I create the invoice and on the invoice I again have to change the item description from "Desktop" to "Dell Desktop for Bill""
Please see my attachment.
And I STILL have to change the description and customer pricing on the invoice when it is created.
You are doing the same exact steps I am.
We normally input items throughout the month and then create 1 invoice for all items at the end of the month. By the time the invoices are created, it is very hard to track back all the descriptions and customer costs.
Hello again, @RHPahls.
I’m here to point you in the right direction, so the item’s description will automatically show in the credit card charges Description column.
In addition to @qbteachmt's answer, the information that appears in the Description column from the credit card charge is based on what’s entered in the Description on Purchase Transactions field. To ensure the details matches, make sure to enter them correctly on the item’s setup.
- Go to Lists at the top menu bar.
- Choose Item List.
- Select the item you’re working on.
- Enter the product/item’s information in the Description on Purchase Transactions field box.
- Click OK.
For visual reference, please see attached screenshots:
That should answer your concern for today. If you have any additional questions or other concerns, please let me know by leaving a comment below. I'll be happy to answer them.
If you leave the Purchase side with no description and 0 cost, then everything you enter on the purchase details will be what comes over when you use Add Time & Costs. Otherwise, anything you enter is meant as your intent to override and be used by default.
Thank You. That did get the credit card description to show on the Invoice. And that fixes half of the problem. Now can you tell how I would track the sale price to the invoice?
You can pull up the Sales by Item detail report to track your sales price to the invoice. Here’s how:
- Go to Reports at the top.
- Select Sales from the drop down option.
- Choose Sales by item Detail.
Please drop by again here if there’s anything else you need.
Are you sure you meant to ask about Sales Price, or Your Cost, here: "Now can you tell how I would track the sale price to the invoice?"
Because I already answered this part: Leave the Item setup on both sides as $0, in Edit item. Now, the amount you enter on the Purchase is what populates for the Sale when you use Add Time & Costs, for the Billable entry.
Otherwise, any value you enter in Edit Item will Override anything you enter where you actually list that item, because you told the program that is your preferred Default Price. Example:
I pay for horse shoeing services. I might pay $85 or $95, but I always charge the boarding owners of the horses $150. Obviously, then, I set the Rate in Edit Item as $150. Help tells you to leave Cost as $0 and Price as $0 "if it varies." And Cost is only notational, in Edit item, used in estimate reporting. Actual Cost is always from the actual purchase transaction.
I did mean Sales Price. I have $0.00 in both the Purchase price and the Sale Price of the Item.
The difference is I don't sell a product the same cost every time I sell it.
Example I sell a lot of Optiplex PCs. They are set up as Optiplex 3060, Optiplex 7060, Optiplex 9060 in the items list. The problem is an Optiplex PC can come with a multitude of different specifications that will vary the cost as much as $1000.00. And depending on the customer I will mark up the price 8-20%. I always quote a specific price to the customer first before purchasing. So I need that quoted price on the invoice. But there is no field to place that quoted price, or Customer Cost, in as I create my Credit Card purchase.
The way I have determined is the best way for me to deal with this is to put the quoted price in the description. (ex Dell Optiplex 7060 - $1800) Then when I create my invoices at the end of the month, move that price to the Customer Cost in the invoice. Inconvenient, but it does work.
I appreciate the details you've provided. Allow me to take over and provide you with additional information about credit card charges.
As for the Billable feature, what you purchase will be charged to the Customer and item listed on your purchase will be the list on the invoice. The other way for this is to save a picture of the purchase and attach to it to your invoice.
You may find these articles helpful:
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Feel free to leave a Reply below if you require more information about credit card charges. Have a good one.
For this: "So I need that quoted price on the invoice"
You use Sales Order or Estimate. You enter the purchase and job track it as Not Billable, and here is the Cost entry. You Invoice from the Estimate or the Sales Order, and that firm price you documented for that customer is what fills in on the invoice for you.
And you still have comparison data for reporting. You just are not using the Directly Billable status from the purchase; you are Invoicing by fulfilling the sale.
There are at least 5 ways to "make the sale."
How were you able to edit the columns in your Credit Card Purchase/Charge page? For example, you have Item, Description, QTY, UM, Cost, Amount, Customer, Billable, Class but I only have Item, Description, QTY,Cost, Amount, Customer and Billable. I would like to add other fields but cannot figure out how.
Hello there, RHPahls.
I'd be happy to help you get those columns on your Credit Card Charges page.
Since you don't have the specific column for U/M and Class, you'll need to turn on these option from your Preferences. Below are the steps on how to do it.
Here's how to turn on the class option.
- Go to Edit.
- Choose Preferences.
- Click the Accounting tab.
- From the Company Preferences, under Class, check the box for Use class tracking for transactions.
- Click OK.
Here's how to turn on U/M option:
- Go to Edit.
- Choose Preferences.
- Click the Items & Inventory tab.
- From the Company Preferences, under Unit of Measure, choose your preferef U/M option.
- Click OK.
There you have it! You should now have the complete list of columns from the Credit Card Charge window.
Please know that you're always welcome to get back to me if you have other questions aside from adding columns on Credit Card Charge. I'll be sure to help.