Setting Up Accounting Items

Items created in NeedleNine sync with QuickBooks for seamless accounting. Enter all items in NeedleNine that apply to flight training, including aircraft usage and flight training. You can also use these items to sell general items such as Logbooks or headsets.

To set up your Items, complete the following steps:

1. Select Accounting from left nav menu.
2. Click ‘+ Add New‘ button in top right corner.
3. Select Account Type. You can choose between Service, Inventory and Non-Inventory.
   1. Service items are typically non-taxable item such as instruction, aircraft rental, etc.
   2. Inventory items may include taxable retail sales such as pilot supplies and gear.
   3. Non-Inventory items are other taxable items that are not tracked in QB for accounting purposes.
4. Choose Account Category. Parent categories are not items themselves but group of like-items. For example, you may create a parent item labeled ‘Aircraft Rental’ to place additional aircraft-specific items within this group. This helps keep the Chart of Accounts clean.
   1. If Parent is selected, simply save the item without additional details.
   2. If Child is selected, choose applicable Parent group and continue.
5. Enter Name you wish to appear on invoices.
6. Select appropriate Class, if applicable.
7. Choose appropriate Unit for item, usually hr or ea.
8. Enter a rate for each Price Plan. NeedleNine will automatically charge appropriate amount based on each user’s assigned Price Plan. If no rate is given for an item’s Price Plan, NeedleNine will by default charge the Retail price.
9. If this is a taxable item, choose applicable Tax category.
10. If desired, enter an item Description. This will display on invoices for greater transparency.
11. Select whether this item is a debit or credit under Cost Type. Credit items will automatically adjust invoice totals when applied.
12. If you are ready to publish this item, choose Active under Status to enable. Inactive items are retained in system but not selectable on invoices.
13. Click Save button to save item.

In this example a FAR/AIM has been created under Retail parent category. Retail, Club and Employee prices are automatically applied, as appropriate.

See our Accounting Articles and Blog Posts for useful tips on leveraging financial tools to understand your business.