How to Add a Group Item to the Item List in QuickBooks 2012

By Stephen L. Nelson

A group item lets you more easily invoice customers in QuickBooks 2012 when, from the customer’s perspective, he or she is buying a single item, but from your perspective, you’re actually selling several items.

Suppose that you’re a florist and do a booming business on Valentine’s Day. Your best-selling items may be red roses and pretty crystal vases. But you probably don’t sell individual roses and individual vases. What you actually sell is a dozen roses and a single vase.

Although you want to individually track purchases of dozens of red roses and individual crystal vases on your purchase orders, on your invoices to customers, you want to bill for “a dozen red roses and a crystal vase.”

If that example doesn’t make sense, imagine a more complex floral arrangement, including the dozen red roses, a crystal vase, baby’s breath, flower preservative, tissue paper wrapping, ribbon, a box, and so forth.

In this case, do you really want an invoice that shows perhaps 20 different items? Or do you want an invoice that shows a single item: a dozen red roses and a crystal vase? This is why you create group items.

A group item lets you create a single item that you use on invoices. However, this group item actually combines a bunch of individual items that you’re probably using on your purchase orders.

To create a group item, display the New Item window and select Group from the Type drop-down list. When QuickBooks displays the group version of the New Item window, use the Group Name/Number box to give the group item a name or code.

Use the Description box to give the group item an appropriate description. Use the Item, Description, and Qty columns at the bottom of the Group version of the New Item window to identify the individual items and item quantities that combine to make a group.