QuickBooks Non-inventory Items Setup

Non-inventory step-by-step Instructions

non inventory items

  1. Go to Lists  Item List. The Item List window appears.

    .quickbooks item list


  2. Click on Item  New. The New Item window appears.

    quickbooks new item


  3. Select Non-inventory Part from the type pull-down.

    non inventory part


  4. Generally, the Item Name/Number will be the identifying code; enter a name that will also make it easy on you to find the item in your list. Check Subitem of, as this field is used to help organize your list and also summarizes by master when running your items sold report. In this example, we will use the Item Name/Number Fountain Drinks as a Subitem of Drinks.

    item name


  5. The Description for Sales is will be printed on the customer’s receipt. Also, if you choose to route this item to a remote printer (salad station printer, bar, grille, etc), this is the description that will be used to identify the item. Note: only the first 25 characters will be printed.

    item description



  6. The Sales Price will determine the default sales price when the item is sold though the POS.

    The Tax Code will determine if the item is to be taxed at the Point of Sale . If a nontaxable customer (such as carry-out) is set at the Point of Sale , the item will not be taxed despite being set as taxable.  If the item tax rate is greater or lower than the normal tax rate, set the item as taxable.  Later, using AccuPOS Alternate Tax Rates, the correct tax rate can be applied to the item.  AccuPOS does not utilize QuickBooks alternate tax rates.

    The Account is also important it will enable you to get a breakdown of income when running profit and loss reports. An example of an Account would be ‘Food’, ‘Beverage’,’Liquor’, etc. Here we use ‘Beverage’.

    item price codes



  7. There are additional fields required that are not available in the default item fields of QuickBooks. Therefore we define them as ‘Custom Fields’. Let’s go over these in more detail:

    TYPE: when you set up items in QuickBooks, the custom field TYPE will be used to categorize each item into a general group. If using remote printing module, items could be routed to remote printers by TYPE. For example, items of TYPE ‘Food’ could be printed to the kitchen printer while items of TYPE ‘Bar’ print at the service bar. We recommend you write down your list of general item TYPEs, i.e. “SOUPS”, “ENTRÉES”, “DRINKS”, “DESSERTS”, etc. before you begin putting in individual items. You may create as many or as few item TYPEs as your restaurant needs. A report of “Sales by Item Type” will always be available in Management and will print on each server’s End-of-shift report.

    CHOICES: the custom field CHOICES tells the system which “pop up” menu of item choices (modifiers) should appear onscreen as certain items are ordered. For example you might assign a CHOICES group called BURGERS. Every time any burger is ordered, a preset CHOICES menu for burgers will appear so the server can enter preparation instructions, such as toppings, temperature, etc. Some choices could have a monetary value (add avocado for $1, extra cheese $2, etc), and some will not (rare, medium, well-done). These CHOICE menus will be set up once and attached to all relevant items. If you have not set up your CHOICE menus yet, it can be managed later.

  8. If you are setting up QuickBooks for the first time, click Custom Fields. A blank menu should appear. Click “Define Fields“.


    define custom fields


  9. Enter SKU, TYPE and Choices (if needed) in the field labels.

    Now that the custom fields have been set up with one item, they are enabled for the entire inventory list. 

    They can be accessed for any item by clicking on the Custom Field option while editing that particular item. Click OK.

    item type choices



  10. Assign a SKU and Type to the item you created. In this example, Beverages would be an appropriate type.

    As these items may be self-serve, no preparation instructions will be required, and therefore we left the choices field blank.

    Click OK to complete the process.


    beverage custom fields