In SI, you can choose the format for the QuickBooks items that will be created via the QuickBooks interface. You can have up to three "levels" in your hierarchy, and you can choose between the following fields of data: Manufacturer, Model, Category, and Part Number.
The default format in your QuickBooks Settings is to use 30 characters of the manufacturer name followed by (subitem of) 30 characters of the model number.
In QuickBooks, the item number will display in one of two ways, depending on your settings.
Flat view (a colon indicates that the model number is a subitem of the manufacturer.)
Hierarchical view (the model numbers are tabbed in to indicate that they are subitems of the manufacturer.)
This is just an item in QuickBooks that is open for editing and shows the "Subitem of" field.
Many users use this default because it clearly identifies the item.
Tip 1
There is an issue with the way QuickBooks handles printing items that have subitems, and that issue is that the "parent" item does not print, thus defeating the use of both the manufacturer and model for your item number.
The example below shows a purchase order in QuickBooks as it is displayed in QuickBooks.
Notice that it displays as you would expect, i.e., the entire item number is displayed.
But the manufacturer's name is dropped when you print the PO, either physically or save it to a PDF.
This can cause issues when attempting to order your products from a distributor vs. from the manufacturer directly.
While we at D-Tools can't change how QuickBooks works, we can offer a workaround to the above issue.
1/ In QuickBooks, identify one of your Custom fields as Manufacturer.
2/ In SI, open the Product Explorer and click the QuickBooks tab.
3/ Click the products in the QuickBooks filter, then click Sync > All.
4/ On the form that opens, click the Map button.
5/ Use the dropdown menu to select Manufacturer for the Match To field and click Save.
6/ Now uncheck all fields except the Custom field and click the Sync To button.
7/ Over in QuickBooks, you will need to create a custom template for your purchase orders that includes this Manufacturer Custom field.
Look up the instructions on how to do this for your particular version or flavor of QuickBooks. Below is an example of a printed purchase order using this new Custom field.
Tip 2
When using the "subitem of" format for your QuickBooks item number, you must adhere to QuickBooks' rules. Namely, when using this format, all items must be the same type: Inventory, Non-Inventory, or Service.
This can cause some headaches when you use your own company name as the manufacturer for both products and labor items, since the products will either be Inventory or Non-Inventory. At the same time, the labor items will be Service. If you have already created a labor item in QuickBooks, when you attempt to add a product, you will get an error prompt, as shown below.
Click OK and hover over each error to see the details.
The item 'X:Y' has a parent item 'X' of a different item type. Parent and child types must be of the same type.