Part Location Creation (QuickBooks Enterprise – Advanced Inventory)

If you would like to create custom part locations (i.e., Vans) within QuickBooks Desktop, this article details the necessary steps to create the Parts Room and individual van part locations within QuickBooks Desktop. NOTE: This is for Enterprise version only. This workflow uses Advanced Inventory, which allows one inventory item in QuickBooks to be tracked across multiple sites (Parts Room, Vans, etc.). NOTE: If you plan to change you Part Location(s) from INVENTORY to VANS, please let Tinnacity know so that we can update the required configurations on our end.


IMPORTANT: NON-INVENTORY items cannot be transferred, they will remain in Non-Inventory.

How To Create Inventory Sites/Part Locations


Step 1: Confirm / Enable Advanced Inventory

Advanced Inventory must be enabled before locations and bins can be set up. Before starting, confirm that Advanced Inventory is turned on. Once enabled, inventory sites and bins can be created.

  • Verify whether Advanced Inventory is currently enabled
  • Turn it on if it is not already active

Step 2: Create Inventory Sites (Parts Room & Vans)

  1. Go to Inventory > Inventory Site List
  2. In the bottom-left corner, click the Inventory Site dropdown
  3. Select New

  4. Enter the name of the site

    Example: Van 1

  5. Complete any additional prompted fields

    Do NOT check the checkbox “is a bin within site”

  6. Click OK
    1. This saves the new inventory site.
  7. Repeat this process for each van and the parts room if needed.

Step 3: Create Bins Within a Location (Parts Room & Vans)

To create bins, follow the same workflow as above, with one key difference:

  1. Create a new inventory site

  2. Name the bin

    Example: Shelf 1

  3. Check the checkbox “is a bin within site”

  4. In the dropdown next to the checkbox, select the parent site

    Example: Van 1

  5. Click OK
    1. This creates a bin assigned to the selected location.
  6. Repeat as needed for all bins within each site.

TIP: Once the steps mentioned above are completed, you can then add the parts to the respective van/part location. Additionally, there are several videos you can search for on YouTube to help assist with the import feature.

Below are the next steps in transferring (copying part numbers, descriptions, and quantities) to the newly created 'vans'.

It is required that you also create a new inventory location called "Parts Room" or "Parts Warehouse" (whatever you want to name it), you will then transfer the existing "Inventory" parts/quantities to the "Parts Room" (or whatever you named it).

To transfer parts in QuickBooks Enterprise Advanced Inventory

Before you can transfer any parts to a van, you are required to transfer all parts from "Inventory" to the newly created Parts Room (or whatever you named it).

Go to Inventory > Transfer Inventory, select your "From" and "To" sites (even if it's the same site for bin transfers), use Find & Select Items to pick items, enter quantities for each, specify bin locations if needed, and then Save & Close. This process updates inventory levels across your locations for accurate tracking, and you can use barcode scanners for efficiency if enabled.


Step-by-Step Guide:

  1. Access the Transfer Form: From the QuickBooks Enterprise menu, go to Inventory, then select Transfer Inventory.
  2. Fill Header Info:
  3. Enter the correct Date and a Reference No. (e.g., "TRN001").
  4. Choose the "Transfer from" and "To" sites from the dropdown menus. (For bin transfers within the same site, select the same site for both.)
  5. Select Items:
      • Click the [Find & Select Items] button.
      • In the window, check the boxes for the items you want to move.
      • Click [Add Selected Items] to bring them to the main transfer form.
  6. In the "QTY TO TRANSFER" column, enter the quantity for each item.
  7. If using bins, specify the Originating Bin and Destination Bin for each item.
  8. Add a Memo if needed (e.g., "Stock replenishment").
  9. Click Save & Close to record the transfer and update inventory levels at your various sites.


PART LOCATIONS IN HQ

Once you have the inventory locations created in QuickBooks, you are required to create the same locations in HQ Admin>Part Locations. Click here to learn more about Part Locations.


ASSIGN PART LOCATION TO TECHNICIANS

Once the part locations are in Admin>Part Locations, you are required to go to Admin>Users, locate and select the technician's name and update their assigned Part Location.  NOTE: Remove the INVENTORY assignment, but keep NON-INVENTORY assinged (if applicable).


Legal Disclaimer

Tinnacity is not a QuickBooks service provider. We recommend contacting QuickBooks Support for assistance with any internal software adjustments. Tinnacity is not liable for issues arising within QuickBooks during or after such modifications.

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