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December 11, 2018
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How to record Damaged Goods/Inventory in quickbooks?

  • December 11, 2018
  • 4 replies
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 we sold out Goods to Customer when the Customer received products, the customer reported products were damaged, so we offered new goods to replace damaged ones for free. The customer keeps damaged goods. So please help how to record  Journal entries about this?  thanks very much.


Please give the best solution, Thanks 

Best answer by qbteachmt

"debit COGS (for purchase value of the damaged inventory)
credit the asset account for inventory purchases"

You already have that entry from the original Sales Transaction. And you want to avoid using JE for this; that won't affect inventory or sales reporting. Further, you never post a JE to the asset account for inventory, if you are using QB inventory type item names. When you do that, you break the relationship between the Accounting and the Inventory management tools; you Changed an account outside of the requirement for the associated "Item Name reference" for qty and/or cost.

You create a Credit Memo for the customer and don't use the original items, since you are not getting an RMA condition. You use an Other Charge type item linked to an income account for tracking Refunds and Write Offs.

This Credited Value is either applied to that open invoice or applied to the New invoice for the replacement parts. The New Invoice is where you list the Replacement parts. If this had been a Paid Sale with no replacement shipment, this Credit Memo has the icon at the top to Refund the customer. And it correctly affects Sales and sales reporting.


4 replies

qbteachmt
qbteachmtAnswer
December 11, 2018

"debit COGS (for purchase value of the damaged inventory)
credit the asset account for inventory purchases"

You already have that entry from the original Sales Transaction. And you want to avoid using JE for this; that won't affect inventory or sales reporting. Further, you never post a JE to the asset account for inventory, if you are using QB inventory type item names. When you do that, you break the relationship between the Accounting and the Inventory management tools; you Changed an account outside of the requirement for the associated "Item Name reference" for qty and/or cost.

You create a Credit Memo for the customer and don't use the original items, since you are not getting an RMA condition. You use an Other Charge type item linked to an income account for tracking Refunds and Write Offs.

This Credited Value is either applied to that open invoice or applied to the New invoice for the replacement parts. The New Invoice is where you list the Replacement parts. If this had been a Paid Sale with no replacement shipment, this Credit Memo has the icon at the top to Refund the customer. And it correctly affects Sales and sales reporting.


December 11, 2018
Thanks very much Dear qbteachmt, i am confused about your solution, could you please make more clear and easier. thanks very much.
December 11, 2018


debit COGS (for purchase value of the damaged inventory)
credit the asset account for inventory purchases 


qbteachmt
December 11, 2018

Never Debit COGS and Credit inventory, if you are tracking inventory by actual Inventory Type items and Name; you just broke the relationship between the account balance and the item Values. That is a mistake. You use the Adjust inventory function, not a JE, because you must list the Actual Products you want to affect, by Quantity.

February 17, 2019

if there are damaged goods in the inventory, how can record this transaction??? such as how to remove damaged inventory...

qbteachmt
February 17, 2019

You dispose of damaged goods, enter the loss for theft or "shrinkage" by using the Inventory Adjustment function.

July 1, 2020

Greetings.

In My Books of Accounts Finished Goods Hang from Last Six months, I need to Write off Total Value in Single Entry which was not reflect in my Books.

 

Please Do the Needful

 

Thanks and Regards

 

Hareesh Kumar 

July 1, 2020

Greetings too, @Hareesh Kumar.

 

Yes, I'm here to provide the steps you need to write off the total value of your finished goods that were hanged for six months. The process below won't cover a single entry, but it's the appropriate one to reflect on your books. With this, I'll guide you through them, depending on the product you're using. 

 

If you're using QuickBooks Online (QBO), you'll have to record the uncollectible invoice as a bad debt and write it off. It helps ensure your accounts receivable and net income will stay up to date.

 

To start with, let's set up a bad debts expense account: 

  1. Go to Accounting from the left menu and choose Chart of Accounts.
  2. Click New
  3. Select Expenses as the Account Type
  4. Choose Bad debts as the Detail Type.
  5. Enter “Bad debts” in the Name field. 
  6. Click Save and Close.

 

Second, let's create a non-inventory bad debts item from the Products and Services menu. Just select Bad debts as the Income account for this, as seen in the screenshot below. 

 

Third, let's record a credit memo for the bad debt. Just select Bad debts in the Product/Service section and enter the total value in the Amount column. View the screenshot below for your visual reference. 

 

Fourth, let's apply the credit memo to the invoice from the Receive Payment screen. For the detailed instructions, see Steps 2 - 5 through this article: Writing Off Bad Debt In QBO. Here's a sample screenshot of how it looks like in QBO. 

 

I recommend running the Account QuickReport of the bad debts expense account. It helps you track all the receivables you tagged as bad debt. Just go to the Chart of Accounts menu and enter its name in the Search box. Then, click Run report from the Action column. 

 

Once done, let's use the Inventory qty adjustment option to update the number of your goods in the program. It helps you match what you have in actual stock. Here's how: 

  1. Go to + New from the left menu and select Inventory qty adjustment under Other.
  2. Enter the Adjustment Date.
  3. Complete the details of the transaction.
  4. Click Save and close.

 

QBO will automatically record appropriate adjustments to your Inventory Asset and Cost of Goods Sold under Inventory Shrinkage accounts. For your reference, check out this article: Adjusting Inventory Quantity On Hand. For the value of your finished goods, you can edit it by going to the Products and Services list. You can also run any inventory reports to help you get real-time inventory status in the program. 

 

If you're using QuickBooks Desktop (QBDT), let's add an expense account to track the bad debt. Then, close out the unpaid invoice by going to the Receive Payments screen. For the detailed steps, visit this article: Writing Off Bad Debt In QBDT

 

After that, let's adjust the total value and quantity of your finished goods. For more information, see this article's Step 3Adjusting Inventory Quantity Or Value

 

You can always run the Inventory Valuation Summary from the Reports menu. It helps you review your inventory status and make sure everything is accurate in QBDT. You can also customize it to get the specific details you need according to your business needs. 

 

I'll lend a helping hand if you need anything else. Keep safe always, @Hareesh Kumar

 

Best regards, 

Raymond Jay

February 17, 2023

When I follow these steps, the Bad Debts on the P&L show as zero. I feel that I am doing something wrong. If I don't balance the invoice the amount of the bad debt goes on accounts receivable as a negative amount.