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Create Group Items in QuickBooks Pro – Instructions

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Create Group Items in QuickBooks Pro - Instructions: A picture of a user adding items to a Group item in QuickBooks Pro.

Create Group Items in QuickBooks Pro: Overview

            You can create Group items in QuickBooks Pro within the Item List. You can create Group items in QuickBooks Pro for items you may purchase individually but want to display as a single line item in a sales form. For instance, if you sold gravel by the ton and also assessed a service charge for the delivery, you could create both the gravel (a “non-inventory part”) and the service charge (an “other charge”), and then create a “Group” item (like “Gravel Delivery”) that consists of gravel and the delivery charge.

            Doing this lets you show a single line item in the invoice, instead of two separate line items. However, you can also show the component items, if you prefer. Before you can create Group items in QuickBooks Pro, you must first create all the items to add to the group within the Item List.

            After creating the items to add to the group, you can create the group item by clicking the “Item” button in the lower-left corner of the Item List window. Then select the “New” command. In the “New Item” window, select “Group” from the “Type” drop-down menu. Then enter a name for the group into the “Group Name/Number” box. Then enter the line item description of the group to display within sales forms into the “Description” field.

Create Group Items in QuickBooks Pro - Instructions: A picture of a user adding items to a Group item in QuickBooks Pro.

Create Group Items in QuickBooks Pro – Instructions: A picture of a user adding items to a Group item in QuickBooks Pro.

            To add the items to the group, click into the first available row underneath the “Item” column. Then use the drop-down that appears to select the first item. To specify a quantity for that item, click into the adjacent “Qty” column and enter the desired quantity. You can leave the “Qty” column blank to specify the quantity when you use the “Group” item within sales forms, if desired. Repeat this process of adding items and specifying quantities, until you have added all of the necessary items to the group.

            To print the items within the group in sales forms when this item is used, you must check the “Print items in group” checkbox to enable the display of the group’s items. The items in a “Group” item always appear in the data entry view of sales forms, so you can change the quantities, if needed. After creating the “Group” item, click the “OK” button to save the item into the “Item List.”

Create Group Items in QuickBooks Pro: Instructions

  1. To create Group items in QuickBooks Pro, select “Lists| Item list” from the Menu Bar to open the “Item List” window.
  2. Click the “Item” button in the lower-left corner of the list window and select the “New” command.
  3. In the “New Item” window, select “Group” from the “Type” drop-down.
  4. Then enter a name for the group into the “Group Name/Number” box.
  5. Then enter a line item description of the group to show in sales forms into the “Description” field.
  6. To add items to the group, click into the first available row underneath the “Item” column and select an item to add to the group.
  7. Click into the “Qty” column and enter the desired quantity of the selected item.
  8. Alternatively, leave this blank to specify the quantity when used in a sales form, if desired.
  9. Repeat steps 6 through 8, until you have added all of the necessary items into the group.
  10. To print the items within the group when this item is used in sales forms, check the “Print items in group” checkbox.
  11. Items within a “Group” item always appear in the data entry view of the sales forms, so that you can change the quantities, if needed.
  12. After creating the “Group” item, click the “OK” button to save the item into the “Item List.”

Create Group Items in QuickBooks Pro: Video Lesson

            The following video lesson, titled “Groups,” shows how to create Group items in QuickBooks Pro. This lesson is from our complete QuickBooks tutorial, titled “Mastering QuickBooks Made Easy v.2018.”

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