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How to Import and Manage Cost Codes in QuickBooks Desktop (QBDT)
How to Import and Manage Cost Codes in QuickBooks Desktop (QBDT)
Sean Starks avatar
Written by Sean Starks
Updated over a week ago

Adaptive does not ask you to create Adaptive-specific cost codes. Instead, we reflect the cost codes & chart of accounts that already exist in QB. This makes setup seamless and ensures that you don't have to worry about any reconciliation issues between QB and Adaptive.

Side Note:

  • Cost Codes in QBDT are called Items.

  • Accounts are called Chart of Accounts.

Here's a step-by-step guide on how to set up items in QuickBooks Desktop:

  1. Open QuickBooks Desktop:

    • Start by opening your QuickBooks Desktop software and selecting the company file you want to work with.

  2. Access the Item List:

    • To set up items, you'll need to access the Item List. There are multiple ways to do this, but a common one is to click on "Lists" in the top menu and then select "Item List."

  3. Create a New Item:

    • Once you're in the Item List, you can add a new item by clicking the "Item" button (usually found at the bottom left of the list) and selecting "New." Alternatively, you can press Ctrl+N on your keyboard.

  4. Choose the Type of Item:

    • QuickBooks Desktop offers different item types to choose from. Select the appropriate type based on what you're tracking. Here are some common item types:

      • Service: Used for non-inventory services you provide.

      • Inventory Part: Used for items you buy and sell, and you want to track quantities on hand.

      • Non-Inventory Part: Used for items you buy and sell but don't need to track quantities on hand.

      • Other Charge: Used for miscellaneous charges, like shipping fees or setup charges.

      • Subtotal: Used to create subtotal lines on sales forms.

      • Group: Used to group multiple items into one line on sales forms.

      • Discount: Used for discounts applied to invoices.

  5. Fill in Item Information:

    • Depending on the item type you selected, you'll need to fill in various details. These may include:

      • Name/Number: The name or number that identifies the item.

      • Description: A brief description of the item.

      • Sales Price/Cost: The price at which you sell the item and the cost at which you purchase it.

      • Tax Code: If the item is taxable, select the appropriate tax code.

      • Account: Choose the income and expense accounts associated with the item.

      • Quantity on Hand: For inventory items, enter the initial quantity you have on hand.

  6. Save the Item:

    • Once you've entered all the necessary information, click the "OK" or "Save & Close" button to save the item. If you have more items to add, repeat the process.

  7. Edit or Delete Items (if needed):

    • To make changes to existing items, go back to the Item List, right-click on the item you want to edit, and select "Edit Item" or "Delete Item" as needed.

  8. Use Items in Transactions:

    • Now that your items are set up, you can use them in transactions like invoices, sales receipts, purchase orders, and more. QuickBooks will automatically populate the details from the item when you select it in a transaction.

Remember to consult your accountant or financial advisor for guidance on setting up items in QuickBooks Desktop, especially if you have complex accounting needs or are unsure about which item types and accounts to use for your business.

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