How can we track product samples expense in QB Enterprise w/o adding to COGs?

Forum|Forum|1 year ago
August 6, 2025
1 reply
19 views

We currently create a $0 invoice to track our use of samples provided to customers. We're in wine distribution and our sales reps sample bottles with customers. We add a line item on the invoice for a particular wine and then add/select an item we've created named "Samples" which is a 100% discount, thus zeroing out the price of the previous item. This process is effective at taking the bottle out of inventory and doesn't incorrectly increase our sales for the period. However, it incorrectly increases our COGs.

The Sample item is tied to an expense account named "Samples" so in essence, our P&L is hit twice with the same cost (once by increasing the COGs and again as an expense).

How can we utilize an invoice to track the use of the provided sample bottles, result in a $0 invoice, and not affect the COGs?

QuickBooks Enterprise Suite

Dandie_A

QuickBooks Team

Thank you for explaining how you currently handle sample tracking, Mulligan.

You are correct that how an item is set up directly affects its representation in your accounts. Since the item is linked to the Cost of Goods Sold (COGS) account, any sale transaction, like an invoice using that item, will automatically impact COGS. Because of this, there's no way for the invoice to bypass the COGS account while the item remains linked to it.

One option you can consider is to create a separate Expense account for tracking the product samples that were given away. Then, create a Journal Entry to manually move the amount of the sample items that's reflected in COGS to that expense account.

Just a heads up, we can only provide general guidance in recording transactions. To ensure the accuracy of your books, I'd recommend consulting your accountant.

If you have any additional questions, feel free to comment below.

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