Non-inventory Parts

What are Non-inventory Parts?

A Non-inventory Part is a line item that can be used on sales forms and purchase forms. It is used to track items:

  • Purchased, but not resold
  • Sold, but not purchased to keep in stock such as inventory

Inventory and non-inventory parts: What are the differences?

  • Inventory Tracking
    • Items purchased and kept in stock to sell at a later time
    • Quantity on hand
    • Current value
    • Average cost
    • Cost of goods sold
  • Non-inventory Parts
    • Items purchased for customer
    • Installed or sold immediately
    • Items not purchased, but are sold
    • QuickBooks tracks
      • How much spent
      • How much revenue taken in

Note: Some businesses use non-inventory parts for items that are kept in stock because it is is easier for the business to have the simple approach, but the amount of information on the sale and purchase is limited.

Creating a Non-inventory Part, one item at a time

Note: The following information will instruct on how to create a non-inventory part through the Items List. It is possible to create items when using sales and purchasing forms. When creating sales or purchasing forms, in the Item column, if QuickBooks does not recognize the item as one on the Items List, a message will generate asking if the item should be setup. With this option, an item can be created without leaving the form. Another method is to add multiple items at one time using the Add/Edit Multiple List Entries.

  • On the top menu bar click on Lists
  • Select Items List

  • Click on Item on the bottom of the Items List window
  • Click on New

  • With the New Item window open, select Type as Non-inventory Part from the drop-down list

  • The next information that has to be filled in to create the item
    • Item Name/Number
    • Price (can be left blank if price changes)
    • Account

  • Optional areas to enter information
    • Subitem of
      • Only used when another non-inventory part is the parent item
      • Check the box and enter the parent item
    • Manufacturer’s Part Number
      • Never has to be used
      • Only for information if the vendor uses a specific number different from the one in QuickBooks
    • Unit of Measure
      • Only if this is applicable to this item
    • This item is used in assemblies or is purchased for a specific customer:job check box
      • Used when item has specific purpose
    • Description
      • Describe what the item is
      • Shows on forms under the Description field
    • Sales Tax
      • Not used in this example
      • If Sales Tax is turned on only (then have to select)
    • Custom Fields
      • Set of fields that can be created

Non-inventory Parts for specific Customer:Jobs

Note: Fill in all of the information as if creating a new item, but add the check mark in the box to the left of This item is used in assemblies or is purchased for a specific customer:job. Fill in the purchasing information for the cost and expense account to be used when purchasing the item. The Preferred Vendor is optional.

Steps to convert a Non-inventory Part to an Inventory Part

Note: Inventory tracking must be turned on before continuing to the following steps.

  • Click Home on the top of the Icon Bar on the Left
  • In the Company area, click on Items & Services
  • Click on Item at the bottom of the Items List
  • Highlight the non-inventory item to change
  • Click on Edit Item in the drop-down menu
  •  In the Edit Item window, click the Type drop-down
  • Select Inventory Part
  • A caution message will generate

  • Click OK
  • Fill in the additional information for an Inventory Part

Note: Item Name/Number does not have to be change. The Income Account information will convert over. If this is not an actual Income Account, change this to reflect the correct account for tracking.