tracking vehicle repairs in QBO

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#1
juro  
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918
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18-Oct-2015 9:11am
Location:
USA
Client has a fleet of dozens of vehicles for use in contractor biz.
Expenses for vehicle repairs should be trackable to each vehicle, per Client.
Right now, all expenses for vehicle repairs are dumped into one expense account on the G/L.
Client wants to know which vehicle is a lemon.
They want to create sub accounts in the G/L, one for each vehicle, and be able to run a quick report for each account.

My idea was to treat each vehicle as a customer, & avoid creating new accounts in the G/L,
& use a custom report for each vehicle.

which is better?
 

#2
cp_acwt  
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97
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22-May-2014 1:59pm
Location:
MichigaN
Use Classes. Set up a separate class for each vehicle. You can then run a report by class. No additional GL numbers.
 

#3
Joan TB  
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Location:
Texas
When you run the report, pay particular attention to those expenses that are not in any class. Those will be the ones that people forgot to fill that in, so you will have to go back and correct them. When you turn on Class tracking on QBD, there is another checkbox to "check for class", which will be a good prompt.

However, since class will be assigned to ALL your expenses (not just auto), you may decide you don't like this method either.
 

#4
juro  
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Location:
USA
hi
thanks for helping. My classes are limited to a max of forty, & they were used up for states for sales tax. But we could upgrade to get more classes?
 

#5
Anderly  
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206
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17-Oct-2015 6:47pm
Location:
Nebraska
QuickBooks Online Plus
Billable users: 5 users.
Non-billable users: 2 accountant firm users. Unlimited time tracking-only and reports-only users.
Classes and locations (combined): 40 combined classes and locations.
Chart of accounts: Maximum of 250 accounts.
Tag groups: Maximum of 40 groups.
QuickBooks Commerce Accounting: unlimited sales channels can be connected

QuickBooks Online Advanced
Billable users: 25 users
Non-billable users: 3 accountant firm users. Unlimited time tracking-only, and reports-only users.
Classes and locations: Unlimited classes and locations.
Chart of accounts: Unlimited accounts
Tag groups: Unlimited groups
QuickBooks Commerce Accounting: unlimited sales channels can be connected
 

#6
juro  
Posts:
918
Joined:
18-Oct-2015 9:11am
Location:
USA
Mgmt just wants to log into QBO and have things jump out at them.
They don't want to look at my reports. Maybe it's an ego thing.
 

#7
ShawnE  
Posts:
218
Joined:
3-Feb-2016 11:25am
Location:
Las Vegas
You can do the sub accounts if you have that many. But a few thoughts - you will still need a general account. With that many vehicles - fluids would be bulked and used in multiple vehicles. Using "customers" feels wrong. Do they have customers? Then it would get mixed in. And how would it show on a report? maybe test run that one. I don't use QBO much - I'm mostly in QBD
Memo field could help - export to excel and sort perhaps?
 


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