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In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.
Group items can save a ton of time when you sell the same sets of services and/or products at the same time. For example, the remodeling special, which includes Demolition, Carpentry, Electrical Work, Plumbing and Cleanup. If you add several items to a group item, you could add the group item to an invoice and QuickBooks takes care of adding all the individual items you need. A group item offers an additional benefit. You can also tell QuickBooks to hide the individual items on an invoice, so only the group item appears.
You do see all the individual items when you create the invoice, so you can enter quantities, rates, or amounts. To create a group item, start in the Item List window, click Item and choose New and then choose Group in the dropdown list. In the Group Name/Number box, type a name for the group. In this case, Remodeling Special. In the Description box, type the description that you want to appear on invoices.
If you want to see the individual items on an invoice, turn on the Print items in group checkbox. Leave the checkbox empty if you want to show only the group item. For example, if you're doing a fixed-price contract. In the first Item cell, choose an item to add to the group. If you want to include a specific quantity, type the number in the Qty cell. For example, if the special includes 8 hours of demolition, type 8.
If the quantity varies, leave the Qty cell blank. You can enter the quantities when you add the group item to an invoice. Continue to add the other items that you want in the group. If you want to save the group and create another item, click Next, but if you want to save the group and close the dialog box click OK. After you create a group item and add it to an invoice, QuickBooks adds all the individual items and quantities to the invoice automatically.
Remember you can edit the quantities, rates, or amounts once the items are on the invoice.
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