Using CCRQBOM

Let’s look at a contrived and fairly simple product structure. Here is our simple item list:

Items “B”, “D” and “E” are inventory parts, the rest are assemblies.

At this point, for purpose of simple illustration, the “cost” values for the inventory parts are 1.00 each, and the inventory assemblies have a cost of 0.00.

Assembly “A” has two components, B and C, with C being a subassembly composed of components D and E.

Assembly “F” has three components, A, B and G. We’ve described “A” above. Note that item “G” is an assembly with one component.

This is a fairly simple structure, although it is a bit difficult to show clearly here. In each case the quantity for the component in a BOM is 1, to make it simple. Can you determine what the cost of the four assemblies should be? It isn’t difficult with a simple structure like this, but it can be very complicated in a real world situation.

Note that to insure that costs are updated correctly CCRQBOM requires that you be logged in to QuickBooks in single user mode with a user account that has full inventory access. You might also want to make a backup of your company file the first time you try this, just for security.

 The process can take a considerable amount of time, so be sure avoid running this when people are anxious to get back into the program. We cannot predict how long it will take to run for any given company file.

To start, select COST from the main menu:

The Cost Rollup screen will display if you are in single user mode. If not, a warning will display and you will not be allowed to proceed.

There are several options that you can select – normally you would not select any of these options:

•      Skip Inactive Items: QuickBooks allows you to include an inactive item in a bill of material, and when you issue a “build” that item will be included. Since QuickBooks works this way the cost of those inactive items should be included in the cost of the assembly. However, if you do not want the cost of these items included, check this box.

•      Skip Inactive Assemblies: If you have assembly items that you have marked as inactive the cost rollup will still (normally) update their cost. If you wish to skip these items then check this box. If you have a large number of inactive assemblies this can speed the process. However, if these inactive assemblies are used as subassemblies in other, active assemblies, their cost is being used in the higher level assembly.

Simply click the Update Assembly Cost button. The application will display the progress of the function at the bottom of the screen.  When the program is finished a “results” screen will display:

If any errors occur they will be displayed here. The updated cost is shown in the cost column. You can add a column to this display (as described in the “grids” section of the manual) that will show the prior cost.  You can export this list to Excel, or print it, by using the “activities” button in the lower left.

In some cases the Status column will display the word “skipped” – this means that the new cost was the same as the prior cost and the record was not updated. This helps the program work faster.

Here is our item list, showing the results of the cost rollup.