You can also set up an Other Charge item for reimbursable charges "on the fly" as you need it.
For example, if on an invoice you enter the name of an item that has not been
set up, QuickBooks will ask you if you'd like to set the item up. You can set
it up then without leaving the invoice.
To do this task
Go to the Lists menu and click Item List.
Click Item at the bottom of the list and click New.
In the New Item window, click the Type
drop-down arrow and then click Other Charge.
Enter an item name or number.
What you enter here appears on the drop-down list of items when you are
filling out a sales form or purchase order. Enter a name or number that will
help you distinguish this item from all the others on the list.
If this item is a subitem of an existing other charge item, select the
Subitem of checkbox and specify the parent item's name. See
Select the This item is used in assemblies or is a reimbursable charge checkbox.
Fill in the Purchase Information fields.
What you enter here appears in the Description column of checks, bills,
credit card charges, and purchase orders when you buy or order the item.
Cost: Enter the cost you expect to pay when you buy or
order this item. You can change the cost at the time you buy or order the
Expense Account: If you pay a vendor for this item, enter
the appropriate expense account. If the item is a service that you pay an owner
or partner for doing, enter the equity account for draws against the
Preferred Vendor: (Optional) Choose or enter the name of
your preferred vendor for this item.
Fill in the Sales Information fields.
Description on Sales Transactions: What you enter here
appears in the Description column of the sales form when you sell the item.
Your description may be up to three lines in length. If you need to, you can
edit the description when you are filling out a sales form.
Sales Price: Enter the sales price you want to charge your
customers for the item; typically a number greater than your purchase cost. If
the sales price varies, leave this field blank. (You'll enter the price
directly on the sales form.)
Tax Code: Enter the tax code for the item. When you make a
taxable sale, QuickBooks uses the code to determine if it is taxable or not,
but uses the sales tax item to calculate sales tax. This field does not appear
if sales tax is not set up.
Income Account: Enter the appropriate income account.
Click Custom Fields to fill in any
custom fields that apply to this
Save the item.
How to change an item's type
Troubleshooting item problems