QuickBooks Inventory, COGS, and Adjustments Settings

The Inventory tab of your QuickBooks integration settings tells Qoblex which QuickBooks accounts should receive your inventory accounting. When a stock movement is synced, Qoblex posts a journal entry to QuickBooks with separate lines for stock on hand (SOH), cost of goods sold (COGS), and — where it applies — goods-received-not-invoiced (GR/IR). The accounts you choose here decide where each of those lines lands.

This article explains every control on the Inventory tab: the three account selectors (Stock On Hand, Cost Of Goods Sold, and Inventory Adjustments), the optional tracking class and location for each, the override rules that send specific products or locations to a different account, and the Sync products as Untracked switch. After reading it you will know how to set up the tab correctly, why Qoblex blocks an inconsistent SOH/COGS combination, and what to check when an inventory transaction posts to the wrong place.

Before you start

The Inventory tab lives inside the QuickBooks integration settings, so the QuickBooks integration must already be installed and connected. Open it from Integrations, choose your connected QuickBooks integration, then open the Inventory tab.

The account, tracking class, and tracking location lists are populated from your QuickBooks company. Tracking class and tracking location only have values to choose when class/location tracking is enabled in QuickBooks; if you do not use them, leave those selectors empty.

Every account selector includes a Do Not Sync choice at the top of the list. It is the default selection for each account before you choose a QuickBooks account.

Set up the Inventory tab

1. Go to Integrations.
2. Open your connected QuickBooks integration.
3. Open the Inventory tab.
4. Under Stock On Hand Account, choose the QuickBooks account that should hold inventory asset value, then optionally choose a tracking class and tracking location.
5. Add stock-on-hand override rules if some products or locations should post to a different account (see Override rules).
6. Under Cost Of Goods Sold account, choose the QuickBooks account for the cost recognised when stock is sold or written down, then optionally choose a tracking class and tracking location.
7. Add COGS override rules if needed.
8. Under Inventory Adjustments account, choose the QuickBooks account for stock loss, shrinkage, and write-offs, then optionally choose a tracking class and tracking location.
9. Add adjustment override rules if needed.
10. Decide whether to turn on Sync products as Untracked.
11. Click Save changes.

Important: Stock On Hand and Cost Of Goods Sold must be set together. Qoblex blocks the save with “COGS and SOH must either both be Do Not Sync or both have valid accounts selected.” if one is set to Do Not Sync while the other has a real account — set both to an account, or set both to Do Not Sync.

Stock On Hand Account

Stock On Hand Account is the account where Qoblex records inventory asset value. This is normally a balance-sheet asset account chosen by whoever owns your accounting setup. Choose the asset account that should hold stock on hand, or leave the selector on Do Not Sync — every account selector starts on Do Not Sync by default.

Stock On Hand must be set consistently with Cost Of Goods Sold: both on Do Not Sync or both on a real account (see the consistency rule above).

Cost Of Goods Sold account

Cost Of Goods Sold account is the expense account where Qoblex pushes the cost recognised when inventory is sold or otherwise moved into cost of goods sold. Choose the expense account for cost of goods sold, or leave it on Do Not Sync.

As noted above, this must be set consistently with Stock On Hand — both Do Not Sync or both a real account.

Inventory Adjustments account

Inventory Adjustments account is the account for stock loss, shrinkage, write-offs, and similar adjustment value that should not post to your ordinary sales or purchase accounts. Choose the expense account dedicated to stock loss, shrinkage, and write-offs, or leave it on Do Not Sync. Use the adjustment override rules when different adjustment reasons, locations, or product groups should be treated differently.

Tracking class and tracking location

Next to each account you can optionally choose a tracking class and a tracking location. These map to QuickBooks class and location tracking and are applied to the matching journal lines when they are set.

They are optional: leaving them empty simply omits the class/location from that line. They only show selectable values when class/location tracking is configured in your QuickBooks company.

Sync products as Untracked

Sync products as Untracked is a switch at the bottom of the tab. Turn it on when you want your item codes to appear on QuickBooks invoices without QuickBooks managing SOH/COGS for those items — Qoblex remains the operational inventory system and QuickBooks receives the item reference only.

Leave it off when you want QuickBooks to manage tracked inventory items in its normal way.

Override rules

Each of the three accounts has its own list of override rules, reached with the add-rule control on that section. A rule lets you send a narrower set of records to a different account, tracking class, or tracking location than the default. If no rules are added, that section shows No added rules.

Each rule has two parts:

• Conditions — one or more sub-rules that decide which records the rule applies to. Stock On Hand and Cost Of Goods Sold rules match on Location, Online store, Order tags, Sales by Product Type, Sales by product tags, and Sales by Brand. Inventory Adjustments rules match on Adjustment location, Adjustment Reason, and Product tags.
• Actions — what happens when a record matches: Set ledger account to, Set tracking class to, and Set tracking location to.

Rules are evaluated by priority, so keep your most specific rules above broader ones. After changing rules, save the tab and test a single affected transaction before relying on the setup for a large backlog.

Use an override rule when only a narrow group of products, locations, or adjustment reasons needs different accounting — do not change the default account for the whole company to solve a narrow case.

What Qoblex posts to QuickBooks

When an inventory movement syncs, Qoblex builds a QuickBooks journal entry (named like Qoblex Jnl ...) with a separate line per amount that is non-zero: a SOH line, a COGS line, and a GR/IR line where goods-received-not-invoiced value applies. Stock adjustments and manufacturing movements post against the account resolved for that movement type. The account and tracking class/location on each line are whatever your defaults — or a matching override rule — resolved to. If a required account cannot be resolved for a line, that ledger entry is skipped rather than posted incompletely.

Troubleshooting