Remap a QuickBooks Item from Inventory to Non-Inventory Type

This article describes transferring a Flourish single item synced with QuickBooks Online from Inventory Type Inventory to Non-Inventory on both platforms. Flourish recommends mapping items to QuickBooks Online (QBO) as Non-Inventory items. This keeps inventory quantity tracking in Flourish instead of maintaining a second quantity in QBO.

More on QBO Inventory Types.

QBO does not allow an existing Inventory item to be changed to Non-Inventory. To correct an item that was previously synced as Inventory, retire the old QBO item, release its SKU, remove the mapping in Flourish, and sync the Flourish item again. Flourish then creates a new Non-Inventory item in QBO.

Before you start

• Confirm this change with your accountant, controller, or bookkeeper. The retired QBO item remains associated with its historical transactions.
• Make sure you can edit products and services in QBO.
• Make sure you can manage the QuickBooks Online integration in Flourish.
• Record the item's original SKU. You will use the same SKU when Flourish creates the replacement item.

Retire the Inventory item in QuickBooks Online

1. In QBO, go to Sales > Products & services.
2. Find the Inventory item you need to replace.
3. Edit the item.
4. Clear the SKU field. If you need to retain a value for reference, replace it with a unique retired SKU such as RETIRED-[original SKU].
5. Save the item.
6. From the item's Action menu, select Make inactive, then confirm.

The original SKU must no longer be assigned to the retired QBO item. Making the item inactive without clearing or changing its SKU does not free the SKU for the replacement item.

Remove the existing QBO mapping in Flourish

1. In Flourish, go to Manage Settings > Integrations.
2. Edit the QuickBooks Online integration.
3. Select Map Items.
4. Find the Flourish item by name or SKU.
5. In the QB Sync Info column, select the X next to the QB ID.
6. Confirm that you want to remove the mapping.

Removing the mapping disconnects the Flourish item from the retired QBO item. It does not delete either item. You can also do this directly on the edit item screen.

Configure and sync the replacement item

1. On the Map Items page, select Edit.
2. Set the item's Item Type to Non-Inventory.
3. Confirm the item's account assignments:
   • If Sellable is enabled, select an Income Account.
   • If Purchasable is enabled, select an Expense Account.
4. Select Done Editing.
5. Select Sync to QB for the item.

Because the original SKU is no longer assigned to the retired QBO item, Flourish creates a new Non-Inventory item in QBO and stores the new QB ID.

Verify the remapping

1. In QBO, return to Sales > Products & services.
2. Confirm that a new active item exists with the original SKU.
3. Open the new item and confirm that its type is Non-Inventory and its accounts are correct.
4. In Flourish, confirm that QB Sync Info shows a QB ID for the item.

Common issues

Flourish reconnects to the old Inventory item

The old QBO item still has the same SKU. Clear or change the SKU on the old item in QBO, remove the Flourish mapping again, and then select Sync to QB.

QBO reports that an Inventory item cannot be changed to Non-Inventory

The Flourish item is still mapped to the original QBO item, or QBO found the original item by SKU. Complete both retirement steps in QBO. Release the SKU and make the item inactive, and then remove the mapping in Flourish and sync again.

The new item does not sync

Confirm that the Flourish item has the accounts required by its configuration. A sellable item needs an Income Account; a purchasable item needs an Expense Account. Then retry the sync.

Other Transition Paths

QBO only blocks transitions from Inventory to another type. For other changes, you do not need to retire the QBO item or remove its Flourish mapping. Update the Item Type in Flourish, confirm the required account assignments, and sync the item again.

• Non-Inventory → Service
• Service → Non-Inventory
• Non-Inventory → Inventory
• Service → Inventory

Screenshot References

In QuickBooks Online

Go to Sales / Products and Services. Locate the Item. Edit the SKU Under the ACTION menu, click Edit/Make Inactive. Confirm.

In Flourish Software

1. Go to Manage Settings.
2. Click Integrations (if you do not see Integrations, ensure it's turned on for your user role under Admin Roles).
3. Click on the Pencil icon in the QuickBooks card.
4. Click Map Items.

   

5. Locate the Item.
6. Under the QB SYNC INFO column, click the X icon next to the QB ID to remove the link from QBO.
7. Click .
8. If you need to, Click to import your accounts from QuickBooks Online. This action sets the values under the columns EXPENSE ACCOUNT, INCOME ACCOUNT, and INVENTORY ASSET ACCOUNT. This button turns green when you hover over it.

   

9. Under ITEM TYPE, select Non-Inventory.

   

10. Edit the other COAs.
11. Click .
12. Click .