Finding Out What's Needed to Build an Assembly

Hi @GeorgeIoak,

You have 2 options whenever you get the error message "Not enough components on hand".

• Select Cancel, then decrease the number in the Quantity to Build field.
• Or select Mark Pending for now. You can go back and Remove Pending Status once you have enough components available.

As for the report that tells you which assembly item(s) needs to be reordered, you can run the Inventory Reorder Report by Vendor. 

Here's how:

1. Go to the Reports menu.
2. Highlight Manufacturing and Wholesale Reports.
3. Select Inventory Reorder Report by Vendor.

In the report, you can check the Order column. Any inventory item that has a check on it means you need to reorder them. See the screenshot below for an example of this report. 

At the moment, there isn't a report that allows you to enter a certain number of assemblies and then show you how many items are required. I can see how this feature can be useful to our users, and with that, we have taken note of this idea. 

Speaking of inventory, you can take a look at this article to learn how you can edit the quantity or the total value of products: Adjust your inventory quantity or value in QuickBooks Desktop.

Let me know if you have additional queries. Post a comment below, and I'll get back to you.

Thank you @Ryan_M for providing some information about my question.

1. I'm nervous about entering a pending order as I don't actually have an order, I just need to determine what components I would need IF I was to get an order. I need to basically make a risk/reward decision on what I should order. If I enter a pending order can I just delete it after I run the report or will this stay in my "history"??
2. I ran the report and I see the order column but that column is not one of the fields that I can use to filter the report. I have hundreds of components that are purchased from many vendors so just scrolling through
3. When I ran the report it does show several items to order even though I don't have pending builds. How is it determined if this column gets checked?

Thanks again

Thanks for the prompt response, @GeorgeIoak.

When you say pending order, did you use a purchase order to record this one? If so, you can delete the transaction to omit it from your reports.

However, if this is a built assembly marked as pending, follow these steps to remove it.

1. Open the pending Assembly you built, then click the Edit menu at the top.
2. Select Delete Build.
3. Hit OK to confirm the action.

The report provided by my colleague is for you to know which of the inventory items has a shortage. Use the Assembly shortage by item report to show the items and subassemblies you need to complete all pending build assemblies.

Here’s how to run the report:

1. Go to the Reports menu at the top.
2. Choose Inventory, then Assembly shortage by item.
3. Update the date or click Customize Report to see only the data you need.

Take a look at this article for the details: Customize reports in QuickBooks Desktop.

From there, you can also automatically create purchase orders for the deficit items. Let me show you how:

1. To reorder items using the available quantity instead of the quantity on hand, select the Use avail qty to reorder checkbox at the top of the report window. The Available total is the On Hand quantity less the items on sales orders and pending builds.
2. At the top of the report, tap Create Auto PO's.
3. (Optional) Update the Date field and change the order date.
4. Click the checkmark column next to the items you want to order.
5. If the item doesn't have vendors listed in the Vendor column, or if you want to change the vendor, click the Vendor column for that item. Then click the drop-down arrow and select a vendor.
   Note: If you order multiple items from a vendor, QuickBooks creates only 1 purchase order for that vendor.
6. In the Qty to Order column, enter the quantity you want to order for each selected item.
7. Hit Create POs.

I’m adding these articles for more information about creating an assembly: Combine your inventory items to build finished goods and Track the products you manufacture.

Please let me know if you have additional concerns. I’m always here to help. Have a good one!

Hi @KhimG 

Sorry, to clarify, I meant that I do not have an order but was asked what the lead time would be for an order of 500 assemblies. The earlier reply mentioned entering a pending build assembly and then running the reorder report. I was a bit nervous about entering a pending build assembly when I'm not even sure if I'll get that order or what the order quantity would be. From what you said I don't need to worry about doing that because it is easy to delete the pending build and I assume that this would not have any negative impact.

I do not see a "Assembly Shortage by Item" Report but this sounds more like what I am looking for so hopefully that report is available in my version of QB and I can experiment with it to see if it would accomplish what I want.

Thank you for reaching back out, @GeorgeIoak.

I’m happy to help you with a pending build assembly. You can un-build certain items as in editing the Quantity from the build assembly. This way, the components are returned and stock automatically.

Here's how:

1. Click Inventory at the top menu bar then click Build Assemblies.
2. Locate the assemblies you created and edit the Quantity to Build.
3. Click Build and Close.

@KhimG provided steps above as well to go through the whole process.

Let me guide you on how to view the Assembly Shortage by Item Report:

1. Go to Edit, then select Find.
2. Click the Advanced tab.
3. In the Choose Filter section, push Transaction Type in the Filter list.
4. Find the Transaction Type drop-down arrow and click Build Assembly.
5. Select Find.
6. Run Report.

This article includes steps regarding reports:

https://quickbooks.intuit.com/learn-support/en-us/manage-lists/balance-sheet-and-inventory-stock-val...

Here’s a couple of articles that other customers have found helpful:

https://quickbooks.intuit.com/learn-support/en-us/quantity-on-hand-adjustment/adjust-your-inventory-...

https://quickbooks.intuit.com/learn-support/en-us/set-up-inventory-lists/track-the-products-you-manu...

Should you have other questions, feel free to come back to the Community.

I ran through your steps for the Assembly Shortage Report but that appears to just show the assemblies and not what I actually need to order for a potential/pending build.

Hello there, @GeorgeIoak. I'm here to help you get the report that you're needing.

For stock items used in assemblies to be ordered from suppliers, you can create a sales order using the stock assembly. After that's been created, run a custom report to show the details. Here's how to begin:

1. Create a sales order using the stock assembly that will be sold to the customer, then make a pending build for this assembly.
2. Go to the Stock Status by Item report.
3. View the For Assemblies column to see which stock items are on the pending build. 
   • Note: Purchase orders can be entered for any stock part in the For Assemblies column.
4. Once the items have been received, and the assemblies are ready to build, go to the Pending Builds report.
5. Double-click a pending assembly that is ready to be built.
6. Select Remove Pending Status, then press Build & Close.

An invoice can now be created from the sales order for the assembly that was built.

You're almost there! Now you can run a report to show the items used in the assemblies. I've provided the steps below:

1. From the Reports menu, select Custom Reports then click Summary.
2. On the Display tab, set the date range to the period you need.
3. Click Customize Report.
4. In the Display rows by drop-down, select Item detail.
5. Under Display columns for, select Quantity.
6. For the Filters tab:
7. Remove the Account filter.
   • Add Transaction Type then select Build Assembly filter.
   • Add Detail Level then select All except summary filter.
   • Click Memorize to save the report for future use.

You also have the following options:

• Set the Posting Status filter to Either to include pending builds.
• Change Display Columns by to Month to display data by month.
• Set the Item filter to Multiple items and select desired items.

This will get you the proper report. Here's an article with additional information on how to customize item reports.

If you have any further questions or concerns, I'll be here to help. Have a great day.

Thanks for the information but this again is not working as expected. All I want to do is run a report that answers the question "If I want to build 500 of these assemblies what parts do I need to order"

I really don't see the answer to this question with the reports you have had me look at and if the information is there it is buried in hundreds of other components that are in my items.

In Khim G's post it says to select the "edit" button at the top and then "delete build". If only there were such a thing! Where is it? I have no "Edit" button or "Delete Build" and I SO wish I did. I'm using the 2021 Enterprise Platinum edition. My problem is an incorrect Assembly Build which needs to go away...forever.

Where IS this Edit button or Delete Build?

Hello there, @dkb-Bigfork.

To remove the assembly as suggested by my colleague @KhimG, you'll need first to open the pending Assembly you built. Once it's open, click the Edit menu at the top, then Delete Build. 

For your visual reference, see the below screenshot:

You can also check out this article for more information: Track the products you manufacture.

If there's anything else you need, feel free to comment down below. I'll be right here to help. Have a great day. 

Why doesn't the "Assembly" or "Group" Item show me how many of the group I have available?

They show 0 quantity - so now I can't sell them on my website that synchs my POS inventory!

Good evening, @Kristin Arvidson. 

Thanks for chiming in on this thread. Let's work together to get this problem handled. 

Before digging further into your issue, can you provide me with a screenshot of the information you're describing? 

This will help determine the best solution for your business. I'll be just around the corner when you're ready!

Screenshots below: 

POS shows 0 quantity for my "Test Assembly" and for the "Groups" I set up - even though I have plenty of the components that make up the set. 

So - my website that synchs to POS thinks I have no Group to sell. 

I appreciate you getting back to us about your assemble concern, Kristin.

I'd like to see the screenshots you're referring to, but it looks like they weren't uploaded successfully. If you can attach them again, it will be greatly appreciated.

Also, can you please tell me if this happened before or is this the first time it happened? For now, I have some recommendations to make sure your assemblies have the correct quantity.

First, make sure the quantities are assigned when you create the assembly. Even if you added the components, you also need to add the quantity of the assemblies. See these screenshots:

If you can't edit it anymore, adjust the quantity manually. For the complete steps, see this link: Adjust your inventory quantity or value in QuickBooks. 

If you have assigned the quantities and you're still getting 0 quantity, run the Verify/Rebuild Utility. This will help diagnose and self-fix data issues in QuickBooks Desktop. Here's how to do that in QuickBooks:

1. Go to the File menu then Utilities.
2. Select Verify Data then wait until the diagnosis is done.
3. If there are issues, proceed to rebuilding the company file.
4. Tap File menu and Utilities again.
5. Use Rebuild Data this time then click OK.
   
6. Follow the onscreen steps to save a backup.

Kindly update this thread for the additional details and updates of this assembly concern. I want to ensure everything is working well for you, and I'm here to provide further assistance and insights. Have a great day!

Screen shots attached:

Hello - to clarify, I'm using QB point of sale (Not quickbooks financial)

This is the first I'm trying to set up Assemblies or Groups, so I don't know if this usually happens.  I'm trying to figure out which type of item is the best option.

I would need QB POS to tell me how much of a Group I have available to sell by looking at how much quantity available there is of each component.  This will be a ever-changing number as I receive and sell the components individually AND/OR as a group.

IE:  waterskis and waterski bindings sold both individually, AND as a group or package at a lower price.

Hi there, Kristin.

I can see that there are multiple posts with similar questions about building an assembly. One of my colleagues has already responded to one of it and shared steps.

Let me share this link so you can read and follow the steps: https://quickbooks.intuit.com/learn-support/en-us/other-questions/re-available-inventory-for-group-o...

The Community is always here to help if you have other questions for us.