Managing Inventory and Non-Inventory Items in BuildOps and QuickBooks

Effectively managing inventory and non-inventory items within BuildOps and QuickBooks involves understanding how system settings and item behaviors interact under specific conditions. Below, we outline the essential guidelines for handling item types, including creation restrictions, Purchase Order behavior, and setting up new inventory items:

Introduction to Inventory and Non-Inventory Item Types

In QuickBooks, inventory items refer to stock that is tracked over time, while non-inventory items are generally for products or services that do not require tracking. BuildOps integrates with QuickBooks to ensure seamless inventory management, but some actions are restricted based on these classifications.

Item Type Creation and Restrictions

When creating items in QuickBooks, it is important to note that item types (e.g., inventory, non-inventory) cannot be changed after the item's creation and export to QuickBooks. This restriction ensures consistency and prevents disruptions to inventory tracking systems. Changes to item types must be finalized during the item's setup. BuildOps does not have access to alter item types within QuickBooks accounts. If an incorrect item type is assigned, manual corrections will need to be made in QuickBooks prior to initialization.

Behavior of Items on Purchase Orders

The classification of items as inventory or non-inventory in Purchase Orders depends on specific settings:

If a Shipping Address is designated as a warehouse in QuickBooks, the item will appear as an inventory line item.
If the Shipping Address field remains blank, or if non-warehouse addresses are used, items default to non-inventory classification.

This distinction highlights the importance of ensuring accurate shipping details for inventory-related Purchase Orders.

Guidelines for Transitioning to Inventory Tracking

For users transitioning non-inventory items to inventory classification, it is possible to set an “as of date” marking the start of inventory tracking. This date aligns historical data with the new inventory status, ensuring a clean and organized transition. For example:

Decide on the specific date when inventory tracking will begin.
Set this date as the “as of date” in QuickBooks.
Proceed with inventory management as normal from the designated start date.

By using a clearly defined starting point, users maintain accurate data records and minimize discrepancies.

Key Best Practices

Plan item classifications carefully during the creation phase to avoid future adjustments.
Verify shipping details in Purchase Orders to ensure correct inventory classification.
Use an appropriate "as of date" when transitioning to inventory tracking for better data alignment.

How can I manage and transition inventory and non-inventory items in BuildOps and QuickBooks effectively?