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Recent Inventory Improvements in QBO

Being an online accounting program, QuickBooks Online (QBO) is constantly changing. Rather than the once-a-year upgrades we are used to from familiar desktop software, engineers are making constant improvements to online solutions. Those improvements trickle out to the user, sometimes several in one month.

So, we re-visit the same areas of QBO as new features and improvements are introduced. Often, QBO will roll these changes out, watching the response from users. If something is very new, you might not have it yet while someone you know does.

There have been some improvements in the inventory features over the past few months. Our last post introduced the new QBO product and service categories. Today we’ll look at that as well as another improvement meant to help those dealing with inventory.

First categories.

There are some issues about categories on sales forms you should know. When categories are used, they appear as part of the product/service name.

In the above screenshot, the product, Sprinkler Heads, is preceded by the category name, Irrigation Parts. The invoice will print and send this way as well. This can become confusing to customers.

It is possible to have more than one level of categories. So, Irrigation Parts could be a sub-category of Landscape Materials. Then the invoice would print Landscape Materials:Irrigation Parts:Sprinkler Heads.

You see how confusing that could get for your customer.

There is a new setting when customizing your sales forms.

Uncheck the Category designation as shown above and your invoices will print with the product/service name only. None of the category designations.

It is possible to filter by category.

On the Product and Services list, choose the filter icon and select the category you want to view.

Report customization options also include the ability to filter by category.

One last improvement we want to show you today is the available quantity popup when selling inventory items.

This is a very nice feature. It gives the person creating the invoice information about on-hand quantities without having to leave the invoice to search that out. As you move into the quantity field after selecting your item, the popup will appear making sure you know how many you can sell.


Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
7791 NW 46th St. Suite 109
Doral, FL 33166


Hector Garcia

Hector Garcia

Hector Garcia is a CPA and QuickBooks Consultant.

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