Inventory/Services

How Do I Manually Close a Line Item On a Purchase Order?

Chief Mechanic · September 11, 2010 ·

To manually close a line item on a purchase order in QuickBooks, follow these steps:

Locate the purchase order in the Create Purchase Orders window
Locate the line item you wish to manually close
At the far right of the Create Purchase Orders window, place a check mark in the Clsd column on that line
Save your work by pressing either the Save & Close or Save & New button
QuickBooks will show the Recording Transaction window, advising you that you changed the purchase order
Click Yes to finish saving your work

QuickBooks Premier 2009 Close Purchase Order Line Item

Keep in mind that purchase orders are non-posting transactions. Once you’ve completed the above steps, QuickBooks will automatically reduce the Quantity on Purchase Order by the amount on the line item manually closed.

(No Ratings Yet)

Can I Produce an Inventory Stock Status Report for a Single Vendor and a Range of Items?

Chief Mechanic · September 11, 2010 ·

Without a custom report, you can’t produce that exact report: an inventory stock status for a single vendor and a range of items.

Let’s review the flexibility available when generating the default report by visiting the Reports->Inventory->Item Stock Status by Item menu and clicking on the Modify Report… button.

To change what records are reported, click the Filters tab.

Multiple filters can be applied to narrow the records reported. Unfortunately, this report does not offer the ability to choose the vendors whose products are included on the report, just a single Vendor Type. In this example, we’ll choose vendors whose Vendor Type is set to Materials.

QuickBooks Premier 2009 Report Inventory Stock Status by Item Vendor Type

Like our first filter, our second filter doesn’t perfectly address the requested report, but it comes fairly close. Move the slider in the Choose Filter box to Item and click on the pull down to select the type of filter to be applied to that entry. The off-the-shelf QuickBooks report can’t filter a range of items with starting and ending points on the range. This would be a practical necessity if there were a large number of items in the range. However, the filter can select all of 1 item type, such as all services, or multiple items. If the desired range is small, choosing individual items has the same practical effect as entering a range. In this example, we’ve selected 4 items: Cabinets, Cabinet Pulls, Light Pine, and Door Frame.

QuickBooks Premier 2009 Report Inventory Stock Status by Item Select Items

With those settings, our report will include those 4 items that also have a Vendor Type set to Materials.

QuickBooks Report Inventory Stock Status by Item Filtered

Our filtered Inventory Stock Status by Item report doesn’t perfectly match the requested report, but we’ve managed to narrow the information reported considerably. If you need to filter this information based on Vendor (rather than Vendor Type) and need to include a range of items because the number of items is too large to select individually, we can design a custom report that extracts just the information you need.

If you’d like more information on a custom report, just send us an email or submit our contact form.

(No Ratings Yet)

How Do I Create a Unit of Measure When Using a Single Unit Per Item?

Chief Mechanic · September 9, 2010 ·

The steps to create a unit of measure depend on which mode QuickBooks is using: Single U/M Per Item or Multiple U/M Per Item. See our article on setting the unit of measure preference for more information.

In Single U/M Per Item, the unit of measure for an item is maintained with other information for that item. Click on the Lists->Item List menu selection and select the appropriate item. Choose < Add New > to add a new unit of measure or select an existing unit previously created.

QuickBooks Premier 2009 Edit Item Unit of Measure Single Mode

Adding an entirely new unit of measure invokes the Unit of Measure Wizard, a 2 step process that guides you through creating a new unit of measure.

First, choose the type of the unit of measure to create and click Next. For this example, we’ll create a Count unit of measure.

QuickBooks Premier 2009 Unit of Measure Wizard 1

Finally, choose the unit of measure itself. We’ll choose Each.

QuickBooks Premier 2009 Unit of Measure Wizard 2 Select

Once a unit of measure is specified for an item, that unit can be displayed on forms to better describe the line item.

QuickBooks Premier 2009 Create Invoices Unit of Measure Single Unit

(No Ratings Yet)

What Is the Unit of Measure Preference and How Does It Work?

Chief Mechanic · September 8, 2010 ·

The Unit of Measure preference is a way to specify the basis for quantities, prices or rates, and costs for an Item. It’s only available in Premier and Enterprise Solutions, and support for it varies by product and edition.

QuickBooks supports 2 modes for assigning a unit of measure: Single (Single U/M Per Item) and Multiple (Multiple U/M Per Item). In Single mode, each item can only have 1 unit of measure; in Multiple mode, an item can be converted from a base unit, such as each, to another, such as case or dozen, that contains a specified number of the base unit.

These QuickBooks products support only a Single unit of measure per item:

Premier
Premier Nonprofit Edition
Premier Professional Services Edition

These QuickBooks products support both Single & Multiple units of measure per item:

Premier Accountant Edition
Premier Contractor Edition
Premier Manufacturing & Wholesale Edition
Enterprise Solutions
Enterprise Solutions: Contractor Edition
Enterprise Solutions: Manufacturing & Wholesale Edition
Enterprise Solutions: Nonprofit Edition
Enterprise Solutions: Professional Services Edition

The Unit of Measure preference is set by clicking on the Edit->Preferences menu selection and selecting the Company tab on the Items & Inventory submenu. If you've never enabled this functionality in this company file (.qbw), you can enable it by clicking the Enable… button.

QuickBooks Premier 2009 Preferences Unit of Measure Enable

You’ll then need to specify the unit of measure mode: either Single U/M Per Item or Multiple U/M Per Item. Click Finish to complete the process and return to the Items & Inventory preferences.

QuickBooks Premier 2009 Preferences Unit of Measure Mode

If the unit of measure has previously been enabled, you can change the unit of measure mode or disable it using the pulldown selector.

QuickBooks Premier 2009 Preferences Unit of Measure

You can disable or change the Unit of Measure preference after you’ve previously enabled it, but doing so will impact how item quantities, prices, and costs are displayed. For example, if you previously had the Multiple U/M Per Item Unit of Measure preference enabled, disabling it will cause all item quantities, prices, and costs to be displayed in base units only, even if the transaction was recorded in a related unit of measure.

See our articles on using a unit of measure for a single unit and multiple units per item.

(+1 rating, 1 votes)

How Do I Create a Unit of Measure When Using Multiple Units Per Item?

Chief Mechanic · September 8, 2010 ·

In Multiple U/M Per Item, units of measure are maintained by the U/M Set List. Click on the Lists->U/M Set List menu selection to maintain this list.

QuickBooks Premier 2009 Lists Unit of Measure Set

When the multiple unit of measure mode is selected, a unit of measure set converts a Base Unit, such as each, to one or more Related Units, such as a dozen or case. In the unit of measure set below, the Base Unit each contains 1 unit. The Related Unit dozen contains 12; a case contains 24.

QuickBooks Premier 2009 Edit Unit of Measure Set

To add a new Related Unit, click on a blank line in the Related Units table and enter the Name, Abbreviation, and # of [Base Unit Abbreviation] for the Related Unit. Click Ok to save your changes; once changes are saved, QuickBooks will re-sort the list from the related unit containing the fewest number of base units to that containing the most.

To add an entirely new U/M Set Name, click the U/M Set button on the U/M Set List window (shown above) and choose New on the pop-up menu. This invokes the Unit of Measure Wizard, a 5 step process that guides you through creating a new unit of measure set.

First, choose the type of the unit of measure to create and click Next. For this example, we’ll create a Count unit of measure.

Second, choose the Base Unit. We’ll choose Each.

QuickBooks Premier 2009 Unit of Measure Wizard 2

Third, choose the Related Units by placing a check mark in the Add column. We’ll add pair, a related unit that contains 2 of the base unit.

QuickBooks Premier 2009 Unit of Measure Wizard 3

Fourth, set the default units of measure for purchases, sales, and shipments.

QuickBooks Premier 2009 Unit of Measure Wizard 4

Finally, name the unit of measure set and click Finish.

QuickBooks Premier 2009 Unit of Measure Wizard 5

Another approach to adding a new unit of measure set is to open the Edit Item window and click on in the U/M Set pulldown selector. To change the currently selected unit of measure set, click the Edit… button; this opens the same Edit U/M Set window displayed above.

(+1 rating, 1 votes)

Inventory/Services

Accounting

Developer

Intuit