Workflow for non inventory item in manager.io

[shootify]

Hi guys, I just want your feedback on how to handle non-inventory in my case.
We are a Managed IT support company with a front store.
People come into our shop to fix their devices such as computers, most of the time we need to replace small components, such as capacitors, flex cables, ribbon cables and so on. I have created a non-inventory item called computer repair small parts which we usually buy from eBay.
So my question is what will be the best practice in manager to handle these small Non-inventory (Non-usual) components to repair customer devices? keeping in mind they all have different purchase costs? I want to create a bank rule based on your suggestion.
thanks in advanced.

[Mabaega]

Why don’t you treat components or parts as Inventory Items?

Use Purchase or direct Payment to buy components or parts.
Create a Project to obtain income and cost information for each job,
Create Non-Inventory Sales referring to the Project to record income and use Inventory Write-Off referring to the Project to cost components or parts used.

This should be a good way to do it

[shootify]

@Mabaega

Why don’t you treat components or parts as Inventory Items?

Een though we dont keep them in stock, this are items that we buy only ONCE and never again most of the time. ?

Create Non-Inventory Sales referring to the Project to record income and use Inventory Write-Off referring to the Project to cost components or parts used.

Can you please elaborate on this? how to use inventory write-off ?
am trying to automatize using bank rules when importing bank activities.
Sorry i am new to manager.

[eko]

@shootify

Een though we dont keep them in stock, this are items that we buy only ONCE and never again most of the time. ?

Yes they are owned by you and you use them. It does not matter if they are only bought once. They are inventory items. Non-inventory items just help with naming consistency, see Create non-inventory items | Manager specifically:

Note
Non-inventory items can be used for sale and purchase of physical goods, but they do not support counting quantities on hand, monitoring stock movement, or calculating profitability. For those functions, use inventory items.

[eko]

@shootify

Can you please elaborate on this? how to use inventory write-off ?
am trying to automatize using bank rules when importing bank activities.
Sorry i am new to manager.

Maybe you should experiment first, go through the old and new guides and search the forum as advised to you in various topics, while trialing things out.

[shootify]

hi eko,
yes i am aware of the non inventory item, that the reason i tried to use in this case.
I have created a bank rule for non inventory items buying from ebay and so it can be assigned to the non inventory item called NI-Computer part, however i am not sure if this the best practices as this parts price changes a lot from something like $5 to $200, so this will be no trackable as i am aware.
Now, doing what @Mabaega suggested seems coherent but a lot of work and cant find a good way to automate it wth bank rule, unless no right now

[eko]

@shootify

I have created a bank rule for non inventory items buying from ebay and so it can be assigned to the non inventory item called NI-Computer part, however i am not sure if this the best practices as this parts price changes a lot from something like $5 to $200, so this will be no trackable as i am aware.

You are advised by @Mabaega and me to use Inventory items for all. You stock the spare parts for repairs that you will use at one time or another so they are inventory.

[Mabaega]

That’s right, what I suggested above is for manual entry.

@shootify

good way to automate it wth bank rule

If you want automation using Bank Rules, you can use Expense Claims to record component or parts costs, and clear Expense Claims accounts using Bank Rules.

[shootify]

interesting approach

[Tut]

@Mabaega

you can use Expense Claims to record component or parts costs, and clear Expense Claims accounts using Bank Rules.

That actually does not make sense. No expense claim will ever appear in a bank statement belonging to the business, because expense claims record payments on behalf of the business by someone else.

I also disagree with the idea that such parts must be inventory items. They could also be considered consumable supplies in @shootify’s jurisdiction. Normally, inventory items are considered as being held for sale (to customers) or production. It sounds like these items are being consumed within the business by @shootify or his employees as part of furnishing repair services. Nothing new is being produced. @shootify should seek advice from a local accountant.

[shootify]

my initial thought was to just create a Non inventory part called computer repair small parts as follow,

and so when i import bank activities, i can just create a rule to automate the process.

So my understanding is that NON INVENTORY items besides services can also be components or parts needed to perform a Sale Job, for example a laptop that came in with a broken charging port or cracked lcd.
Then i can MANUALLY (no bank rule)just post this into the final sale invoice or receipt.

[Mabaega]

Then what does your sales invoice look like?

[shootify]

see previous post.

[Tut]

Those things all look good. You don’t need sales invoices if you are paid immediately when the customer picks up their device.

My concern about how you are using the credit card remains. You have not provided any information.

You probably don’t need the fixed total checkbox. That’s for when you know the total in advance and want to split it into line items. You are doing the opposite. But no harm was done.

[shootify]

you are right about the total, and yes i am getting paid immediately when customer picks up their device.
in regards the CC, i have replied to you.

How pay CC with bank rule

What Guide, and in what context? There are hundreds of Guides. If you are trying to enter a starting balance, you would only do this if you are migrating from a prior accounting system. A negative asset is the equivalent of a liability, and they do not appear by magic in the records of a business. A credit card account records a liability of the business only if the business purchase something. The credit recorded must then be balanced by a debit to some expense account. It sounds to me like y…

thanks in advanced for the help.