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Question about inventory tracking with spreadsheets

I have started selling a few weeks ago and I am recording info for each listing/sale in a single tab for tax purposes.  Just in a few weeks my spreadsheet has grown to 130 listings (rows).   My concern is the spreadsheet will become huge over time.

I'm curious if folks are breaking down their spreadsheet by year (i.e. a new spreadsheet gets created each new year) or if you are using one giant spreadsheet for ALL of ebay selling history spanning multiple years?

It feels like breaking down spreadsheet by year may be easier to manage, but that brings the situation where I still have previous items listed from the prior year come January 1st.. do I just copy those unsold items over into the new spreadsheet?

 

Any ideas on how you are going about this I would LOVE to hear it.

 

Thanks in advance!

 

Charlie

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Question about inventory tracking with spreadsheets


@onefootflipper1 wrote:

Most resellers use cash accounting, not accrual. All expenses happen when they happen and all income happens when it happens.


Unless the reseller who is using cash account is treating his inventory as NIMS, in which case his inventory expenses happen when the item is sold, not when the item is bought

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Question about inventory tracking with spreadsheets

Most resellers use cash accounting, not accrual. All expenses happen when they happen and all income happens when it happens.

 

     What you described is accrual accounting. following are the definitions of accrual and cash accounting. 

 

Accrual accounting records revenue and expenses when transactions occur but before money is received or dispensed. 

 

Cash basis accounting records revenue and expenses when cash related to those transactions is actually received or dispensed. It is like cash in and out of a wallet. Checks in your walled are not recognized until you cash the check and the cash goes into your wallet. 

Message 17 of 22
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Question about inventory tracking with spreadsheets

While with accrual accounting you would write off the entire cost of the lot when you made the purchase

 

Nope.

 

With accrual accounting one must carry inventory only claiming the cost when it sells.

 

I often cover the cost of 50 or 100 items purchased with a single or couple of sales, I would love to be able to claim the cost of the entire lot, but that is not legal. If I qualified for cash accounting, that would be possible.

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Question about inventory tracking with spreadsheets

While with accrual accounting you would write off the entire cost of the lot when you made the purchase

 

Nope.

 

With accrual accounting one must carry inventory only claiming the cost when it sells. 

 

I often cover the cost of 50 or 100 items purchased with a single or couple of sales, I would love to be able to claim the cost of the entire lot, but that is not legal. If I qualified for cash accounting, that would be possible.

 

     Such are the complexities of claiming inventory but there is separation of the type of accounting you are declaring and using on your Schedule C. You are NOT required to declare inventory simply because you are using accrual accounting. Although those that declare and report inventory are generally required to use accrual accounting there are small business exceptions. There is nothing "illegal" about claiming the entire lot as a current year expense with either accrual or cash accounting although with the later it depends on when the cash from the expenditure is disbursed.  

     I spent a number of years working in financial and business accounting and doing tax preparation but suggest you talk to your tax accountant about the current laws as they pertain to accounting methods and inventory declaration as they often change year to year and I have been out of the game for awhile.      However my inventory is still reported at $0 starting and $0 ending. I have always used accrual accounting for its simplicity and write off revenue and expenses when they occur so yes I write off lot purchases in the year when the expense is realized and the revenue from the sale of those items when they sell. The bottom line numbers all work out the same and the aggregate is what the IRS is looking at. 

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Question about inventory tracking with spreadsheets

Here is an example of the spread sheet I used when I sold on eBay - back in the eBay/PayPal  fee dayseBay Prof Calc example.jpg

 

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"Stay away from negative people, they have a problem for every solution." A. Einstein
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Question about inventory tracking with spreadsheets

That is very similar to what I do. 🙂

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Question about inventory tracking with spreadsheets

Great minds think alike. 

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