 QuickBooks Online 2022, enter service items. Get ready because it's go time with QuickBooks Online 2022. Here we are in our GitGrate Guitars practice file that we set up with a 30 day free trial holding down control, scrolling up just a bit to get to that one, two, five percent. We're currently in the homepage, which is otherwise known as the Get Things Done page, at least when you're in the business view, you can switch to the accounting view by going to the cog up top and going down to the accounting view. We're gonna keep it at the business view for now. We might be jumping back and forth from here to take a look at the accounting view over on the sample company file, just to get a look and feel of the difference in terms of the two views. Remember the functionality will in essence be the same. It's just a difference in the look and the feel for the most part. We wanna enter service items into the system. And remember our goal at this point in time is to set up the beginning balances and what we need underlying the accounting system in order to lay the financial transactions on top of them. And that will be done as we enter transactions using these items. If you were having a very simplified accounting system, it could be done with basically bank feeds, which would be increases and decreases in essence to the checking account. But before you do that, you gotta get everything set up, including the chart of accounts is gonna be set up. And if we're gonna have the items that we're gonna be selling, then we want to list out those items generally so we can use them to populate our major two sales forms. If I hit the plus button, which will be the invoice and the sales receipt. Now let's just think about our beginning balances really quick here. If I go back to my beginning balances, I'm gonna pick out some of these beginning balances that we wanna put on our current books because we're starting as of, we're imagining the end of the year. I mean, sorry, the beginning of the year. This is the end of the prior year. We're gonna imagine starting January 1st, 2022. And I'm gonna pick out the ones that are a little bit more difficult to enter. The first one we're gonna look at will be the inventory one here. That's probably the most difficult to put in place if you're tracking inventory in the accounting system because you gotta put the inventory items on place. However, I'm first gonna look at the service items because it's basically the same thing except we don't have to worry about the added complexity of the inventory and the cost of goods sold. So first, we're gonna look at an item that's not actually representing any number on these beginning balances, which will lead into the bit more complicated inventory items which will be one of our beginning balance items here. Now, when we use the service items, that would be something like if we were a bookkeeper or the landscaper or something like that, we're doing work and we're gonna be billing the client for it and typically we would use them to populate say an invoice. So if I open up an invoice, we won't actually record it. But just to take a look at it, we want the items to be driving the data input and those are gonna be input basically down here. So we don't have any items except for they gave us the default hourly late and service and we want more specific items to make the data input as fast and easy as possible so that the invoice can drive the recording of the transaction. Closing this out and the other item we might use this in or the other report we would use it in is the sales receipt generally and this would be the sale that we make at the same point in time. So it's just like the invoice but we got paid at that point in time. Okay, so how do we do it? We're gonna go into what I would call the customer center which is going to be in here with a very snazzy name of get paid center, the get paid and paid center here in the business view. If you were in the other view, by the way, it would be in they call it the sales area and then we're in the customer's products over here. So if we go into this view, we're going to be in the get paid area and then we're in the products and services in this little subcategory which they're keeping on the left hand side. I'm gonna close the hamburger then, close in the hamburger. So this is gonna be the stuff that we sell and we're just thinking about items that are not inventory items that we sell at this point so we're not tracking the inventory on it. If we were to add another item we could do so one by one by going up top and say I wanna add a new item and we will do this periodically throughout the course and then choose is it an inventory item which means typically you would be tracking the inventory within the system using a perpetual inventory method which is the most complex type of item, a non inventory item which basically means it says your products you buy and or sell but don't need or can't track quantities. So you're saying it's an inventory item it's still physical but I can't track it or I don't want to track it in the system with a perpetual inventory system and then this one so that'll be a little bit easier to enter at least and then service items are gonna be service items that aren't physical in nature you're doing you're giving labor or something of that nature and then you've got your bundles down below a collection of products and or services that you sell together for example gift baskets where you can bundle things up. So those are gonna be the general items we're focused here on the service items so if I was to add them one at a time here's gonna be the items or the fields that we could populate the name and then we've got the number there's typically not gonna be a number here which is the unique code that's commonly used to track inventory such as part numbers if it's a service item therefore most likely don't have that unique code we could put a picture of it which can be actually fairly useful if you're talking about different inventory items and then we've got the category if we're gonna add categories for it and we're not gonna be dealing with the categories at this time and then the description so this is what what's gonna be populating on the actual forms the invoice and the sales receipt and the price and then we've got the income account that will be hit or it will be going to when you record the invoice and sales receipt now we're gonna try to do it in a more of a lump sum entry and we'll do singular entries later now note you can enter these items one at a time here you can also do so when you enter say an invoice into the system so if I was to say I wanna enter an invoice and I wanted to add an item as I enter that invoice we could go down to the invoice down here and add a new item here as well closing that back out we're gonna say no I don't I wanna leave I wanna leave and then close the hamburger okay so that these are going to be our items so that's a couple ways we can enter the items as we go what we're gonna do now is try to import multiple items we might have multiple items that might be easiest for us to put them together in say an Excel worksheet like this and then try to get those items into the system at one time now if I just had four items it might be just as easy to just basically enter them one at a time but if you got a lot of items that you wanna list out and you wanna think about how you're gonna record them and so on it might be easier to list them out in an Excel worksheet or possibly export them from your old accounting system or something like that and then import them at one time into the system and it certainly might be easier to do that on the inventory side which we'll do next time so these are gonna be our items I'm gonna say the item name is gonna be a diagnostic now we sell guitars diagnostic sounds like kind of like a car but it's gonna be our service items just to practice with so we're gonna have a diagnostic I'm not sure exactly what that is with the guitar but we're diagnosing like the guitar for stuff and then we've got the hourly service one so I'm just gonna put the hourly service items on there and then hourly service two I'm gonna imagine that these are gonna be set a set kind of thing that we do on an hourly service to have different rates for it just to get a feel of the different rates that are in place and then the tuning support I'm gonna say tuning support which again for a guitar shop our major focus will be the buying and the selling of the guitars but we wanna put the service items in there as well so these are just kind of generic items just note on the items for the service items just realize that a lot of times people will default to just the hourly service items if you're in a bookkeeping company or if you're in a law firm or something like that and if you can do something other than that like to break it down to actual things that you can then apply the charge to like for the bookkeeping to have different if you can say this many transactions I'm gonna charge you for this many transactions instead of I'm gonna charge you by hour that can cut down a lot of time in terms of the tracking of the time and it can be more concrete of something that you could tell to the client so it's a lot of times will be easier will be who view a lot of times to think about your items and think about your billing system and try to get to some kind of billing system where it's not just hourly but possibly you can count what it is you're doing in some kind of bundle deal and then basically charge by that and that will make it easier to build to do the invoices oftentimes if possible obviously if your jobs are very different in nature then hourly is the only way you can go sometimes but in any case that those are gonna be our kind of generic service items that we're going to be populating with in our practice problem let's go back on over and take a look at the bulk import if I hit the dropdown and say import up top so new I'm gonna say import instead of just making one at a time they've got the thing here first first time importing products or service all your product and service information must be in one file the top row of your file must contain a header title for each column of information require fields if you're importing inventory the product name product type quantity and quantity as of date if you're importing services or non-inventory items the name of the item is the only required field so all we really need is the name now if we could download their sample file here so let's take a look at their sample just to see it and notice if we can line up our headers to the same headers that they give us then it's gonna import most likely a lot more clearly so if we have our information in like an Excel or something like that or some kind of spreadsheet and I say okay I'm gonna take their spreadsheet here and try to line up what I have to their spreadsheet now their spreadsheet has a bunch of stuff I don't need because they have inventory items so I'm gonna delete whatever I don't need I'm gonna right click and delete this two tabs I don't need the two tabs down here I don't need, I'm just gonna go through these for the inventory items I don't need the SKU number so I'm gonna delete that and then the type of item inventory service so it's just gonna be their all service items I don't even think we need to enter that but let's do it service items and then the sales price we're gonna need that I'll delete their sales price here and then the income account we're gonna need that the purchase description we don't need that because that's on the purchasing side so I'm gonna delete that the purchase costs don't need that because we're not purchasing our items that were our service item expense account don't need that because we're not selling an expense account we're just the revenue accounts all we need we don't have a quantity on hand it's we don't need a reorder point and we don't need the inventory asset account we don't need the quantity on hand so we don't need any of that stuff so all we need then is what happened to the sales description hold on a sec it's in the left over here it's on the left okay so here's the product and service name so I don't need this thing down here that's not helping delete and then this stuff so that I need that one and then the sales description I need that one so that's about it and so then I can go back on over and say okay these are the these are I called them item names so maybe I'll put them over here into the related description which is the sales service name we'll keep that as the one and then I called it sales description so that's good I'll just copy that and put it on over in the sales description I don't need these two last columns and then the prices over here I'll just copy the prices and put that over here there's the price and the income account is a service service which let me check if we have a service income account over here real quick I'm gonna duplicate the tab right-clicking up top duplicate the tab for a duplication of the tab and I'm gonna close this back out and just check my chart of accounts which over here is in the bookkeeping section which is if you look on the other file which would be into accounting down below so they're using again everything that they can they can use more anywhere they can use a more informal language they seem to be that seems to be the current goal but in any case we're gonna then we're gonna then go down and say that we have what kind of income accounts do we have down here I'm in equity and we're going down to the income accounts and we have the service item so yeah services that's gonna be the income account that's what we want that's the one you're the one why I don't know where that would here we go and we're gonna then okay so let's save this the following features okay I don't know what I don't know what you're talking about now sometimes you might want to save it as a CVS file but it says you can import an Excel file so let's just do it just straight up with an Excel file instead of a CSV file so I'm gonna save it as and let's go on into our folder which I put on the desktop it's on the top of my desk right where I can get to it in my desktop so I'm gonna go in here and then we're in the new company section and these are gonna be service items service items and okay I don't okay okay let's see if that will work then let's see if it'll work going back on over and then I'm gonna then upload it here so remember this is how I got here as I went to my items page and then we went to the drop down up top and import and so now we're just gonna import this stuff by going to the browse button and that's gonna go to my computer where I can find this thing again hopefully because I put it right on the top of my desk right on my desktop that's where it's at and then we're gonna say new company section new company and then I think this one is the one I just did service items there it is and let's say next and then it's trying to map out this is what they call mapping out the items from our worksheet onto what is in quick books now should map out exactly because we we changed our titles to map out to what they have so here's the product service product and service maps out exactly we don't have anything here so that's fine the type uh... we had the type match out exactly the sales description sales descriptions so we're matching out to the headers here of course the headers up top which are going to drive the data input and then the income account is the income account the purchase description we don't have any purchase cost don't have any we've got the cost account quantity on hand reorder don't have any don't have any don't need it don't need any of that because it's not inventory stuff so i think it's good to go so let's go if it's good to go then why don't we just go and then then we go here and and i don't know why it gives me these red things i'll just click on it because it needs a quantity or that usually means there's something wrong but there is nothing wrong so just click on it and hopefully that won't give me a problem so we've got uh... the cell we don't buy them track we don't need to track because it's not inventory the name you can also make these fields wider so you can like see the name which is useful just kind of like an excel you can click and drag the SKU the uh... type is going to be service instead of inventory item and then the sales description is going to be there and then the the sales price the income account is the service income account come on give me i want to see this i want to see good and then the expense account we don't need one and it's doing this weird stuff but that's okay inventory we don't have any inventory it's not necessary let's go ahead and import it says four of four service successfully imported that's a good sign when that happens when a big red thing doesn't show up that's good do you want to leave i'm gonna say i saved it do you want to leave i already saved it and now it says now it's duplicating it i'm just gonna say i leave it leave without import and then i'll close it back out and there and now we're back in our page here and the service items are now in place so we can see them here so they look good let's go ahead and if we were to edit one of them if we wanted to go in there and edit and say there's something that i need to do to the diagnostic like make a name that makes some kind of sense for a guitar shop but if i want so we can go in here in my change stuff and here if we chose to change stuff so now of course if i was to create an invoice or something like that by hitting the hamburger up top and let's go back to they just hit the plus button and enter an invoice now we've got we've got our options down below to enter more stuff into the invoice so now we've got our hourly service for example there's our diagnostic you need a guitar diagnostic we've got that and so that's going to be and like i said the better you have your data input on the service side of things the better you have your items to be more objective things rather than kind of abstract things or just hours can be you know if you have to do hours you have to do them but if you can get them down to actual things that you can say hey here's what i did here's how many things i did here's my range that i charge for that then it'll be it might be easier to do your billing process which is a pain for me painful process i'm not a fan of doing the billing process so if i can make it easier and more uh... more standardized then i would do so let's get back to the get things done page just to wrap things up and close things out just remember on the other look and feel you would be in the sales area you would be in the products and services and then the plus button up top for your inventory looks more like this if you're into that kind of uh... kind of look and feel which is the accounting view instead of the business view