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MikeMakesWhisky
March 18, 2020
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How to get a service item added to an assembly item transferred from Point-of-Sale to Desktop Pro to show up in other liability account.

  • March 18, 2020
  • 1 reply
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I agree to give a payment for each assembly item created in QBPOS to a 1099 vendor. I would like the assembly item to track that cost and have it go to a current liablity that I then pay quarterly from Desktop. I created the service item with the COGS going to the account used by Quickbooks for the ‘other current liability' to pay the vendor, then I added it to the assembly. Then I built the assemblies and clicked ‘Send Data to quickbooks’ But nothing shows up in Quickbooks Desktop regarding the service item, which seems like it should have been debited. Just ‘Inventory - raw materials’ (bottle, cap, label are moved to ‘Inventory - Spirits' (the ingredients, while being assembled were already ‘Spirits’, so they do not show up on the Journal Entry in Desktop) To make sure it did nto wait until I sold it, I sold an assembly item to see if it takes effect then, but it does not. Just inventory to COGS. I made backups and recovered to them after this trial, I would have done it in QBPOS 'practice' mode, but it does nto allow communication with Desktop.
Best answer by MikeMakesWhisky

OK, with about 4 attempts with restoring from backup to erase my mistakes each time, I found the solution. 

 

First, it will not work with a 'service item', no matter how I set the three accounts in the item that is added to the assembly.

 

A Non-Inventory Item does work, but the 'Asset' account must be set to the account you want to use for the 'commission' or 'fee'  screengrab attached.

1 reply

LucasMicromatis
LucasMicromatis
March 18, 2020

Hi @MikeMakesWhisky,

 

Let's see if we can figure this out.  If tracking the COGS to an Assembly, the Assembly item in QBPOS should have accounts listed.When the item has a Average Unit Cost in QBPOS, and is sold, the Cost would move from the Asset account to the COGS account, assuming they are different accounts.

 

Let's try this:

  • Navigate to Sales History
  • Locate and highlight the Sales Receipt which included the sale of the Assembly Item
  • Open the "I Want To..." menu
  • select Show Financial Detail

This should reflect the receipt in QuickBooks Desktop and the Journal Entry associate to COGS for that sale.  Then you can work backwards to locate the COGS amount specific to the Service Item and make another Journal Entry to debit the impacted COGS account and Credit whatever account you are using to track your payouts to the Vendor.

 

If you run into trouble, I would suggest reaching out to Point of Sale support so they can walk through this with you.  The link below will provide you with the contact options for the Point of Sale team:

 

Contact Support

 

Point of Sale is the first option in the article on that link.  Hope that helps!

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MikeMakesWhiskyAuthor
March 19, 2020

Thank you for taking the time to respond.  I manually traced and found the transactions by doing the test runs on a day we were not open and had no activity, because I forgot about the "i want to..  view financial transaction" method. Thank you for reminding me.

 

The service item is not showing in the transaction. But if you think about it, that is to be expected, the 'assembly item' at this point is a single item, and only moves one account  to cogs by design...  in this case 'inventory - PT- Spirits' to 'COGS - PT Spirits' (and also 'sales' to 'undeposited funds'/'cash in drawer').  I learned that the hard way trying to get an assembly to hit two accounts when sold, it took some head scratching and help from this community to figure that out..

Screenshots are attached.

 

With that being the case, I think that the service account should be hit when the assembly items are 'built', as that is when my 'inventory- raw materials'  items are turned into 'inventory - PT Spirits' by quickbooks. I would think that it is at this time that the service item would also be transferred into the inventory item.      I am thinking instead of a 'service', I may want to try a 'non-inventory' item instead. 

 

It would be really nice if the actual financial mechanics of an assembly, it's creation, and subsequent sale were explained better in the documentation.

 

Finally, thank you for the links to the support center for various products, I always seem to have problems finding the right information.

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MikeMakesWhiskyAuthorAnswer
March 19, 2020

OK, with about 4 attempts with restoring from backup to erase my mistakes each time, I found the solution. 

 

First, it will not work with a 'service item', no matter how I set the three accounts in the item that is added to the assembly.

 

A Non-Inventory Item does work, but the 'Asset' account must be set to the account you want to use for the 'commission' or 'fee'  screengrab attached.

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