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02/10/2012 at 03:34PM PST
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10/30/09 3:29pm PDT

Food Inventory

i AM INPUTTING MY FOOD PURCHASES FOR A RESTAURANT IN BILLS TO PAY. DO I ENTER MY FOOD ITEMS IN THE FOOD SALES INCOME ACCOUNT AND ALSO THEN SHOW THEM IN THE FOOD INVENTORY ASSET ACCOUNT?

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Michelle Long CPA
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10/31/09 1:37pm PDT

I would not recommend trying to track inventory for a restaurant with QuickBooks.  Use a periodic inventory instead--when you purchase food--post it to a cost of goods sold account.  then, take a physical inventory count periodically and adjust the inventory asset account accordingly.

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I have worked for a restaurant and bar for 13 years and I use Quickbooks to record the activity for inventory. 

When you receive a bill for food, record the expense in a "cost of goods account" on your P & L as you receive the invoices (be careful to record separately the food, bar supplies,(such as bev naps, limes, lemons, olives, anything used directly at the bar for serving drinks, if applicable),  kitchen supplies or (possibly) waitress supplies (such as waitress traysand caddies) .  It's not a big deal, but at year end it does look more professional to IRS this way.

You recording the invoices this way is only part of the process for inventory...You do need to keep a separate "physical inventory" spreadsheet probably on Excel to track the true inventory on a monthly basis, which would show in separate columns the "ending inventory for last month, plus purchases, less items sold equals ending inventory." This "month-end" journal entry would record the change in "Asset: Food" amount on the balance sheet and change the cost of goods as well.  

Darla Krieger
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email - dac7827@yahoo.com
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