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Edit item information

After you create an item, you can edit information about it at any time. If you want to change one item type to another type, however, there are important limitations.

You can change an item's type if the item is a noninventory part, an other charge item, or an inventory part. You can change:

  • an Other Charge item to a Service, Noninventory, Inventory Part, or Inventory Assembly item.

    Important: You can't change an Other Charge item to Inventory or Inventory Assembly if you use Advanced Inventory (only available with QuickBooks Enterprise Solutions. Additional fees may apply. For more information visit www.qbes.com/inventory).

  • a Noninventory item to a Service, Other Charge, Inventory Part, or Inventory Assembly item.

    Important: You can't change a noninventory item to a Service, Other Charge, Inventory Part, or Inventory Assembly item if you use Advanced Inventory.

  • an inventory part item to an inventory assembly item.

Inventory and inventory assembly items

  • If you have been tracking what is really an assembly as an inventory part item inside of QuickBooks and tracking the assembly builds outside of QuickBooks, you can change that inventory part item to an assembly item and preserve its transaction history.

  • If you are changing the item to an inventory part or an inventory assembly item, the "as of" date that you enter for the total value of the item must be a date that is after the date of the last transaction that uses the item.

  • Because the types of items that can be changed and what they can be changed to is limited, you cannot always "change an item back" if you change your mind. For example, if you change an other charge item to an inventory part item, you can only change it to an assembly item; you can't change it back to an other charge item.

    After you change an inventory part item to an inventory assembly item, you cannot then change it back to an inventory part item.

See also

These instructions tell you how to edit items one at a time. If you are editing inventory or service items, you can use another window to add or edit multiple inventory and service items and paste from Excel.

To do this task

  1. Go to the Lists menu and click Item List. Shortcut

  2. Select the item that you want to change.

  3. Click Item at the bottom of the list and then click Edit Item.

  4. Enter your changes in the Edit Item window, which has different fields depending on which item type you are using.

    item

    QuickBooks provides several item types to help you fill out sales and purchase forms quickly.

    For details about how to set up an item, click the item type in the table.

    Use this type

    For

    Service

    Services you charge for or purchase. Examples include specialized labor, consulting hours, and professional fees.

     

    Inventory part

    Goods you purchase, track as inventory, and resell.

    Inventory assembly
    (Premier and Enterprise editions only)

    Assembled goods you build or purchase, track as inventory, and resell. Note: QuickBooks cannot track the costs associated with the manufacturing process itself. In other words, the cost of a built assembly item depends only on the cost of its components.

     

    Non-inventory part

    Goods you buy but don't track (such as office supplies), or materials you buy for a specific job that you charge back to your customer.

     

    Fixed asset

    An asset you do not expect to convert to cash during one year of normal operations. A fixed asset is usually something that is necessary for the operation of your business—such as a truck, cash register, or computer.

     

    Other charge

    Miscellaneous labor, material, or part charges such as delivery charges, setup fees, and service charges, bounced checks, late fees, opening balance, reimbursable expenses, retainers, surcharges, gift certificates, prepayments, retainers, sales tax, and shipping and handling fees.

     

    Subtotal

    Totals all items above it on a form, up to the last subtotal. Useful for applying a percentage discount or surcharge to many items.

     

    Group

    A way of associating individual items that often appear together on invoices, purchase orders, and so on, so that all items in the group can be added to the form at one time.

    What's the difference between an inventory assembly and a group? (QuickBooks Premier or Enterprise editions only)

     

    Discount

    Subtracts a percentage or fixed amount from a total or subtotal. Do not use this item type for an early payment discount.

     

    Payment

    Records a partial payment you received at the time of the sale. It reduces the amount owed on an invoice.

     

    sales tax item

    Calculates a single sales tax item at a specific rate that you pay to a single tax agency.

     

    Sales tax group

    Calculates and individually tracks two or more sales tax items that apply to the same sale. The customer sees only the total sales tax.

    See also

  5. Click OK.

Why can't I edit certain fields?

If the Type drop-down field is grayed out, you cannot change this item to another type.

You can change an item's type if the item is a noninventory part, an Other Charge item, or an inventory part. You can change:

  • An Other Charge item to a service, noninventory part, inventory part, or an inventory assembly item.

    Important: You can't change an Other Charge item to Inventory or Inventory Assembly if you use Advanced Inventory (only available with QuickBooks Enterprise Solutions. Additional fees may apply. For more information, visit www.qbes.com/inventory).

  • A noninventory item to a service, Other Charge, inventory part, or inventory assembly item.

    Important: You can't change a noninventory item to a Service, Other Charge, Inventory Part, or Inventory Assembly item if you use Advanced Inventory (only available with QuickBooks Enterprise Solutions. Additional fees may apply. For more information, visit www.qbes.com/inventory).

  • An inventory part item to an inventory assembly item.

To do this task

  1. Go to the Lists menu and click Item List. Shortcut

  2. Double-click the item that you want to change.

  3. Click the Type drop-down arrow and click the type you want.

  4. Click OK.

Notes about inventory items

  • If you are changing the item to an inventory part or an inventory assembly item, the "as of" date that you enter for the total value of the item must be a date that is after the date of the last transaction that uses the item.

  • Because the types of items that can be changed and what they can be changed to is limited, you cannot always "change an item back" if you change your mind. For example, if you change an Other Charge item to an inventory part item, you can no longer change its type.

For an Inventory Part item, you can't edit the On Hand field unless you are creating a new item. The number in the On Hand field is increased or decreased automatically as you receive inventory or sell items.

For a particular item, the quantity on hand is the number of items you currently have in stock. QuickBooks automatically keeps track of this number for all the inventory items in your Item List. QuickBooks can also track the number of items at different sites with the Advanced Inventory add-on which is only available in QuickBooks Enterprise Solutions (additional fees may apply). Learn more at www.qbes.com/inventory.

How quantity on hand changes

It increases when you purchase new inventory or receive items you ordered through a purchase order. For example, if you have 30 faucets on hand and then discover that you need 20 more, QuickBooks increases the quantity on hand to 50 when you indicate that you have received the 20 faucets—either by entering an item receipt or bill for the faucets, or by paying for the faucets directly with a check or credit card.

It decreases when you sell items by writing an invoice or entering a sales receipt, or when you make an inventory adjustment to account for theft or damage. For example, if you have 50 faucets and then sell 30 of them, QuickBooks decreases the quantity on hand to 20.

See also

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