How it runs for manufacturers and wholesalers
A LedgerBPO setup specialist builds or migrates the QuickBooks Online Advanced, Xero, Sage Intacct or NetSuite file, configures the inventory system's posting rules, connects Bill.com, bank feeds and payroll, loads opening inventory from a count, and runs a parallel month before switching.
What is accounting software setup and migration?
Accounting software setup is the configuration of a new ledger: chart of accounts, tax codes, bank feeds, items, users and apps. Migration is moving existing books from another platform or spreadsheet into that ledger so history, open items and balances carry across. Both end with a file that agrees to the old records and is ready for live posting.
What we handle for manufacturers and wholesalers
- Chart of accounts with inventory by stage, COGS, variance and landed-cost clearing accounts
- Inventory system posting rules mapped so receipts, work orders and shipments hit the right accounts
- Customer records set up with exemption status and certificates attached
- Bills of materials and costing method configured with your CPA's agreement
- Opening inventory loaded from a physical count and reconciled to the ledger
The KPI that matters here
Setup complete, opening inventory reconciled and the first parallel month closed within 45 days.
Manufacturing compliance notes
Sales-tax exemption certificates
Resale certificates, manufacturing machinery and equipment exemptions and direct-pay permits each exempt a sale only when a valid certificate is on file at the time of sale or obtained within the state's grace period. We collect certificates at customer setup, store them against the customer record, track expiry dates and produce an exempt-sales report with certificate references for every period. Your preparer or Avalara files the return; we prepare the workings.
Cost of goods sold and inventory valuation
Inventory must be valued on a consistent method, whether FIFO, weighted average or standard cost with variances, and cost of goods sold must include the costs your CPA determines are inventoriable under IRS §471 and, above the gross-receipts threshold, §263A. We apply the method your CPA sets, reconcile the inventory system to the ledger monthly and document every adjustment, so year-end is a review rather than a rebuild.
Landed cost and import duty
Customs duty, tariffs, freight, insurance and brokerage on inbound goods are part of inventory cost and reach expense only when the goods are sold. We allocate these costs to receipts in Cin7, NetSuite or your ERP and post the same allocation in the ledger, so margin by product reflects what the goods actually cost to put on the shelf.
Multi-state nexus for wholesalers
A wholesaler with customers across states may have economic nexus in states where it makes no taxable sales, and still owe registration and returns to report exempt sales. We track sales by ship-to state and flag thresholds so you and your advisor can register where required. We do not give tax advice; we supply the numbers.
Manufacturing software we work in
- QuickBooks Online
- Sage Intacct
- Sage 50
- NetSuite
- Xero
- Bill.com
- Avalara
- Cin7
- Katana
- Fishbowl
- All 50 platforms
More for manufacturers and wholesalers
Other services for manufacturing
Software setup and migration in other industries
Frequently asked questions
Which accounting and inventory combination suits a small manufacturer?
QuickBooks Online Advanced or Xero with Cin7, Katana or Fishbowl covers most producers under roughly $20 million in revenue; Sage Intacct or NetSuite suits multi-entity or multi-warehouse operations that need one integrated system. The deciding factors are SKU count, whether you need work orders and bills of materials, and what your CPA and lender expect. We set up any of them.
How do you load opening inventory when migrating?
From a physical count taken at the cut-over date, costed at your chosen method using recent invoices and landed-cost history, then reconciled to the ledger's inventory balance with your CPA's sign-off. Items without a reliable cost are flagged rather than guessed. The count becomes the baseline every later reconciliation refers to.
Can you set up sales-tax exemption handling in the software?
Yes, customers are set up with an exemption status, the certificate is attached to the record with its expiry date, and tax codes are configured so exempt customers are invoiced without tax and taxable customers at the destination rate, through Avalara where you use it. Ongoing certificate tracking continues under the outsourced bookkeeping service for manufacturers & wholesalers.
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