Inventory Movements

Cody Reagan · ‎December 01, 2023

Hi Guys,

Quick question we use quickbooks enterprise 24. We have 2 seperate systems We use an online database that doesnt communicate with Quickbooks. We have some timing issues from the time an order ships to when its relieved off our inventory in quickbooks. WHich is causing some discrepancies on month end. Here is our process.

1. We create an outbound order in our database which is where all of our main information lives.

2. We than create a sales order in QuickBooks which moves the inventory from Available to on Sales order.

3. Once the order leaves its a timing delay from the time it is relieved from On Sales Order inventory & it leaves the on sales order once its invoiced out.

Our biggest challenge is we may have orders that dent ship until the next month but its still allocated in On Sales order but when we count it its in our Available physical counts. So we can double count.

Ideally id like to have a way of moving the Shipped & Staged orders from On Sales order to maybe like Pending Invoice or Pending Pickup. So our On Sales Orders only show orders that havent been picked. Than Accounting can Invoice them from that stage.

Is there a way of doing this?

FritzF · ‎December 01, 2023

Hi there, Cody.

Thanks for sharing the details of your concern. I'm here to provide information about the feature you'd like to have in QuickBooks Desktop (QBDT) Enterprise.

Sales Order (SO) provides a written record of the customer's request, which can help in managing inventory, scheduling production, and ensuring timely delivery. The option to have a Pending Invoice or Pending Pickup is currently unavailable in QBDT.

I understand the usefulness of this feature for you and your business. I suggest providing feedback to our product developers, as they are constantly seeking ideas for enhancing QuickBooks. Here's how:

In QBDT, Go to the Help menu at the top.
Click the Send Feedback Online option.
Select the Product Suggestion option. A pop-up window displays.
Enter your feedback suggestion.
Tick the Send Feedback button. The feedback is sent.

In the meantime, you can utilize the Estimate feature as an alternative. An estimate is employed to generate a bid, proposal, or quote, and it can subsequently be converted into a sales order or an invoice.

To obtain the detailed steps of the process, you can refer to Workflow 5 as described in this article: Get started with customer transaction workflows in QuickBooks Desktop.

QuickBooks Desktop provides an extensive range of pre-built item reports to assist you in monitoring your inventory. Additionally, you have the option to tailor these reports to align with your specific business requirements. Visit this article for future reference: Customize item reports.

Please let me know if you have follow-up questions about managing inventory or anything else, Cody. I'll be here to assist. Take care.

4Gal · ‎December 01, 2023

@Cody Reagan

Consider having a 3rd party inventory management app to integrate with QB Desktop.

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