Same lot number has negative and positive quantities (QuickBooks Enterprise 2019)

[RichardsNguyen]

Hi everyone,

Same Lot number per item has both positive and negative inventory quantities (see attached image)

I have checked:

-Bill dates (make sure material received prior to Build Assembly date)

-Build Assembly date (make sure Build Assembly dates prior to invoice date)

-No negative quantities of material after finishing build assemblies.

Negative quantities still show after creating invoices.

We have this issue in QuickBooks Enterprise 2016. Then we upgraded to QuickBooks Enterprise 2019, but the problem is unsolved.

Could you please help how to fix this issue?

Thank you, 

[Rasa-LilaM]

Welcome to the QuickBooks Community, RichardsNguyen.

Thanks for adding a screenshot and all the information you've provided for me to understand the situation. I’d be glad to clarify why there are positive and negative entries on the Quick View report.

This can happen when the lot number is duplicated. Let’s run the Transactions List by Lot Number Report to check if this case.

Here's how:

1. Go to Reports at the top menu bar, select Inventory.
2. Choose Transaction List by Lot Number.
3. Click the Item drop-down arrow and select the product you’re working on.
4. Click the Lot Number drop-down arrow and select the appropriate lot.
5. Select OK.

If the report shows that there’s a duplicate, remove the items and assign it to the correct Lot Number. I'll walk you through the steps:

1. Go to Inventory at the top menu bar, then choose Adjust Quantity/Value on Hand.
2. Click the Adjustment Type drop-down arrow and select Lot Number.
3. Enter the date of the adjustment.
4. Click the Item column to add items.
5. Click the Lot Number field and enter the correct lot number.
6. In the New Count field, enter the total number of items to assign or remove.
7. To zero-out the quantity on an existing lot, enter 0.
8. Then save the adjustment.

There you go. When running the Quick view report, the items should show the correct lot number and quantity as well.

Keep me posted on the results. I’ll be on the look out for your response.

[RichardsNguyen]

Hi Rasa,

Thank you for your feedback.

I have try your solution, unfortunately it doesn't work.

Please see the attached photos which shows each step of adjustment and the result.

Lot 190226 has -312, 552 unit

After adjustment, -312 unit left unchanged, 552 unit become 553.

Thank you,

RichardsNguyen

[RichardsNguyen]

Attached 2nd file.

[Rasa-LilaM · Accepted solution]

 Thanks for keeping me posted, RichardsNguyen.

Since you’re still getting the same result after testing out the troubleshooting steps I provided, I’d recommend contacting us. One of our Technical Support Specialists can use tools like screen sharing and double-check what’s causing the lot number to still show negative and positive quantities.

Here's how:

1. In your browser, navigate to: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose QuickBooks Enterprise.
3. Select the issue/topic.
4. Click the Green Phone button to see the support number.

Upon giving them a call, the lot number should show the correct quantity.

If you have any other concerns, leave me a comment or mention my name. I’ll get back to assist you further. Wishing you continued success.

[RichardsNguyen]

I will contact Technical Support Specialists from Quickbooks.

Thank you, Rasa.

[Angelyn_T]

Hi there, @RichardsNguyen.

Thank you for getting back to us here in the Community.

Please don't hesitate to update us on how things go after contacting our QuickBooks Support Team.

You're always welcome to post again if you have any other QuickBooks concerns in the future. I'm always here to help!

[kimmer9]

Any Update on this issue? I'm having the same problem. It shows a positive and a negative on the lot# report and then if I click on the drop down in an invoice it still shows up on the list. If i go to adj again it shows that there is a 0 qty?!?!

[MaryLandT]

Thanks for joining this thread, kimmer9.

I appreciate you for running the lot and adjustment report to check the issue.

I'd suggest contacting our QuickBooks Desktop Team since you're getting the same results. This way, they can pull up your account in a secure environment and investigate this further.

Here's how:

1. Click the Help menu, then select QuickBooks Desktop Help.
2. Click QuickBooks support in the Have a Question? window.
3. Enter a brief discussion in the Tell us more about your question field.
4. Click Search.
5. Hit Start a Message to chat with our live support team.

Should you need anything else, please leave a comment below. We'll get back to you.

[RichardsNguyen]

I still have the same issue for the old lot number (1 lot has the same positive & negative quantities).

For recent transactions, I used manual way to fix each transaction, and it helps.

I also run Verify data, and Rebuild Data very often.

Hopefully, QuickBooks Enterprise 2020 can fix this issue.

[Jen_D]

Welcome back, @RichardsNguyen,

I know that having to go through multiple troubleshooting and not having any of them work can be time-consuming when you have more important things to do. While this is a recurring issue on your company file, I would recommend contacting our QuickBooks Support again.

I know you already called them, however, we need to check for possible data corruptions that's affecting this problem. Our Support Team can check the log files of the software or escalate this to our Data Services department.

Here's how to contact support:

1. Go to the Help menu.
2. Choose QuickBooks Desktop Help.
3. Tap the Contact us button.
   

We are always thankful for customers like you who are taking the time to share their feedback. If you have other questions about this or anything else about QuickBooks, let me know by clicking the Reply button below. I'll be glad to provide further assistance whenever you needed so. Cheering you a wonderful week!

[MidwestS]

I too am having this problem.  I did the verify and  the rebuild multiple times.  However, that did not solve the problem.  I was told by Quickbooks Tech Support that I may have to make a new inventory item and make the old inactive.  That will really not solve the problem just cover it up.  Also, if I do this, I will have to redo multiple items and the builds associated with these items since it is happening on more than one item.  Have you come up with a better solution?

[RenjolynC]

Thanks for joining in on this thread, MidwestS.

I'd like to share some steps to help with your situation.

After creating the new item, you'll want to merge them to the old one. Before doing so, please make sure to backup your QuickBooks Desktop company file. 

Then, follow these steps:

1. Go to Lists > Item List and find the item you want to merge.
2. Copy the name of the entry you want to keep.
3. Right-click the entry you don’t want to use, then select Edit Item.
4. Paste the name you copied, then hit OK.
5. Click Yes when prompted to merge the entries.

Here's an article that you can use as a reference: Merge list entries in QuickBooks Desktop.

Please feel free to reach out to us again if there's anything else you need. We're always around to help. Keep safe!