Receiving Inventory in QuickBooks 2019

Watch QuickBooks 2019 video tutorial, we will discuss receiving inventory and we will demonstrate how to get your item into the inventory list.

We are working in module six and we’re talking about items and inventory in this particular module. We’ve already gone through setting up some new items, creating purchase orders. Now, we need to talk about how to receive those items into inventory.

Notice again that we have two screen doors in inventory. As soon as we go through and receive these items we should end up with seven.

I’m going back to the Home screen and you’ll notice after you create a purchase order what happens is they get shipped to your office and this is where you receive your inventory.

Now, there’s a down arrow because this can go one of two ways. You can actually receive your inventory and a bill comes at the same time or you can receive the inventory and they put a packing slip in there, which is usually the case. So, we’ll go that route.

This is what we call an item receipt. The first thing you want to do is pick your vendor from the list. This is Pelican Building Materials, and if there are open purchase orders it will tell you. It asks, “Do you want to receive against one of these orders?” Yes.

This is a list of all the open purchase orders from Pelican Building Materials. We’re going to select the one we’d like to receive against and click OK. You’ll notice is that it pulled in all five of your screen doors and all the information that we had on the purchase order.

I want to go back up and look at some of the options here. The item receipt date. This is going to be the date you actually receive the items. If there’s a reference number on that packing slip you may want to note that. And then, the total.

Typically the total is going to be the same. It doesn’t include any shipping or anything like that. That’s all over on the bill that you received for this.

You’ll notice since these were items that they’re on the Items tab and it’s pulled in all five. But, what if they only shipped four and one was back ordered? Then all you would do is put four in here like this and it would remember the other one. And when that one came in you’d repeat the same process. I’ll go back and change that to five. We’ll say they all came in.

There’s nothing really new on your tabs at the top. The only one I want to mention is the Select PO. What if you pulled everything in but you had chosen the wrong PO? You can go back and uncheck it and then check the correct one and click OK.

You can also clear your splits if they were split. And then, if you wanted to recalculate for some reason you could do that. There are also reports for your item receipts. You can see these are the same reports we were looking at when we were creating our purchase orders.

That’s all you have to do. I’m going to click Save & Close and let’s see how many we actually have in our item list now. We should have seven and we do. There’s seven! So that is one way that items get into your inventory.

Other ways would be that you actually purchase them and you would put that purchase on the Items tab, and then anything on the Items tab would get pulled into your inventory like this.

That’s all there is to receiving items. Let’s go ahead and talk now about creating the bill for those items that you just received.

Cindy McGuckin

Cindy McGuckin is an IT trainer with over 20 years of experience. Cindy currently manages the IT Training Department at Trident Technical College, she's a Member of the Association of IT Professionals, Charleston, SC chapter and the Treasurer of the South Carolina Association of Continuing Higher Education. Cindy is a Microsoft Office and QuickBooks expert and her online courses have received hundreds of 5-star reviews. Her no-nonsense approach to teaching complicated topics makes her classes engaging and interesting.