How to Group Items in Quickbooks

like-1468476_960_720One of the many features included in Intuit’s Quickbooks accounting software is the ability to group together similar items. While there’s no rule stating that you must use this feature, doing so can save you time and energy. If you use the same group of items when you record or sale, for instance, you can set them up as a group. So instead of having to manually enter each individual item when you complete a form, you can simply enter the group name while allowing Quickbooks to do the rest.

Keep in mind, however, that once you create a group item you can not change it to a different type. The only fix for situations such as this is to delete the group item and create a new group item using the right type.

Before we begin, it’s important to note that group items are not the same as an inventory assembly. While both options can be used to record a group of items as a single entry, group items are better equipped at handling large groups of individual items. Assembly items, on the other hand, are better suited for creating items with inventory parts or assemblies that you’d like to track.

Now that you know a little bit about group items in Quickbooks and how they work, let’s get started. After logging into your Quickbooks account, choose the Lists menu > Item List > Item > New. From here, click the “Type” drown-down menu and select “group.” You will now b asked to enter name or number for the group item in the “Group Name/Number field.” It’s recommended that you choose something relevant and meaningful to help you remember it later.

After entering a name or number for the new group, enter a description. This can be the same as the actual name or number, or it can be entirely different. The description you enter for the group will appear on all associated sales forms tied to the group.

In the “Item” column, choose the items that you want to include in your newly created group. Quickbooks has a limit of 20 items per group, so keep within this limit. In the “Qty” column, enter the amount that you want Quickboks to enter for each of these items when you use the group. If you don’t enter a number, Quickbooks will use 1, which is the default for this setting. When you are finished, click “record item” and you are done!

Did this tutorial work for you? Let us know in the comments section below!

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