Customize the Transaction List by Lot Number Report

Allow me to share some information regarding the Lot Numbers in

QuickBooks Desktop, @mcperr3.

If you’re using QuickBooks Enterprise, you’ll be able to use the Lot Numbers button if you turn on the Advanced Inventory feature. This helps you adjust quantities within lots to correct inventory, Choose specific lot numbers to fill orders, and also pull up a report by using lot numbers.

To turn on serial or lot numbers, you can follow the steps below:

1. Log in to your QuickBooks Enterprise and select the Edit tab on the upper left. Then, choose Preferences.
2. On the left pane, select Items & Inventory, then select the Company Preferences tab.
3. Select Advanced Inventory Settings, then select the Serial/Lot Numbers tab.
4. Select Enable Lot or Serial Numbers. Then select Serial Numbers or Lot Numbers.
5. From Show serial or lot numbers on the following forms, choose what type of transactions you want to show the serial or lot numbers. QuickBooks adds a serial or lot number field to most purchase forms and sales forms.
6. To make tracking mandatory Under Default settings for the inventory and assembly items, select Make it mandatory. This will make it mandatory to enter serial or lot numbers on these types of forms: invoices, sales receipts, item receipts, inventory transfer, and adjust the quantity on hand.
7. Select the small arrow icon and set your preferences for warnings for all inventory and assembly items.
8. Once completed, click OK.

I've added screnshots for visual reference.

Also, please check out this article for frequently asked questions about serial or lot numbers and to know when to use it: Use Serial or Lot Numbers.

You may also find some information in this article on how to customize reports in QuickBooks Desktop.

Always feel free to swing by here if you have other questions about generating and customizing reports. I'm always here to help.

Thanks for your reply.

We've been using advanced inventory with lot numbers for a couple years in QB Desktop Enterprise so I think we're good on the preferences portion of your response. 

Our problem is we want to see the full customer:job displayed in the name column of the Transaction List by Lot Number report instead of just the job. But like I said, the customize button on that report is greyed-out so there's nothing we can do to customize it as far as I know. 

In the attached screenshot I've tried to reproduce the Transaction List by Lot Number report (top) by using a Custom Transaction Detail report (bottom) and adding filters for the item and lot number. But for some reason it's expanding or duplicating some of the transaction lines. (Sorry for the bad photoshop job.) 

In the Transaction List by Lot Number report, I can see 12 units of Item A in lot 12345 on invoice# 13234 being deducted from the lot. And that seems to make sense. (Note there is only one line item of Item A on this invoice.) 

But on my Custom Transaction Detail report, it's showing three line items for Item A on the same invoice. I'm confused as to why it's expanding or duplicating these lines and why some of them have positive quantities and some have negative quantities. Can you provide any clarity there or any guidance on reproducing the Transaction List by Lot Number report using a custom transaction report?

Thanks for the clarification, @mcperr3.

I also appreciate the screenshot you’ve provided. Let’s perform some steps to isolate this issue. I recommend running the Verify and Rebuild tool in QuickBooks Desktop (QBDT). This easily finds issues within your company file and quickly fix it. To start, you can follow these simple steps.

To Verify Data:

1. Go to the Window menu and select Close All.
2. Click the File menu.
3. Select Utilities. 
4. Click Verify Data

To Rebuild:

1. Go to the File menu.
2. Select Utilities.
3. Click Rebuild Data.

You can also check this article for more details: Verify and Rebuild Data in QuickBooks Desktop.

I’m also adding this link that you can use for guidance in customizing your reports: Customize reports in QuickBooks Desktop.

In case you have other questions or concerns about reports, you’re always welcome to post a reply in this thread. I’ll be around ready to assist you. Keep safe and take care.