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Cbrynolf
Level 1

Lot Numbers on Hand net of what's open on sales orders

We upgraded to get Advanced Inventory features to be able to use lot numbers however the reporting that is available makes the upgrade pretty much worthless in use.   I must be able to have a report that give me the quantity of each lot that is available.   So when I have Lot A for 1000 pieces and Lot B for 500 pieces and I have sales order #1 for 50 of Lot A and sales order #2 for 150 of Lot B.......I need to know that I have 950 left of Lot A and 350 left of Lot B to be able to sell.   Right now I only know what is available of each lot but it doesn't take into account what is on open sales orders.   Keep in mind that these sales orders are for future ship dates.   So I need to have the quantity available for each lot number that subtracts out any open sales orders for each lot number.   I am perplexed that Quickbooks didn't carry out the functionality of the reporting as I don't know why any one wouldn't want to know what is available to sell on each lot.   Is there a report that I am missing?   Is the reporting going to be available soon?  I need this or no sense in keeping the upgrade.

Solved
Best answer October 22, 2021

Best Answers
Jen_D
Moderator

Lot Numbers on Hand net of what's open on sales orders

Using an inventory item on a Sales Order doesn't affect your inventory count since these are non-posting transactions. Your inventory count is affected once the Sales Order is converted into an Invoice or sales receipt.

 

This is the reason why the reports in QuickBooks will not update the inventory count even if a sales order is created. For now, you can open separate reports for actual inventory versus items on sales orders (Open Sales Orders by Item) then do the manual calculation to get the updated quantity. 

 

I'll be adding a few related articles below to help you understand reports in QuickBooks and how to customize them:

 

 

Let me know if you have other questions or clarifications about QuickBooks or this reporting topic. I'll be right here to help you whenever you need it. Have a lovely day!

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9 Comments 9
Ryan_M
Moderator

Lot Numbers on Hand net of what's open on sales orders

I appreciate the details you included in this post, @Cbrynolf. I'll help clear things up for you about sales orders in QuickBooks Desktop (QBDT). 

 

Sales orders are non-posting transactions. These types of transactions don't affect your books in any way, shape, or form. It explains why your inventory numbers remain the same. As soon as you create an invoice from a sales order, then that's the time you'll see inventory numbers change. 

 

One feature available in Advanced Inventory is the ability to set up inventory sites. It's a feature that allows you to track the inventory available for each location. To proceed, follow the steps below:

 

  1. Move to the Lists menu, then select Inventory Site List.
  2. Press Site then hit New.
  3. Type in the necessary information. 

 

Repeat the steps above until you finish entering all your sites. Check out this article for more information: Set up Advanced Inventory

 

You can also keep this article for future reference: Get started with customer transaction workflows in QuickBooks Desktop. It lists all Accounts Receivable workflows available in QBDT, along with a brief description and links for related articles. 

 

Feel free to post a reply in the comments below if you have other questions about sales orders or the Advanced Inventory feature in QBDT. I'll get back to you as soon as I can. Have a great day!

Cbrynolf
Level 1

Lot Numbers on Hand net of what's open on sales orders

Ryan_M

 

Unfortunately I can't just invoice all sales orders immediately to know what I have.   The inventory tracking is incomplete in my view.   It only works under certain assumptions which may work for some.   I need to be able assign a specific lot to a sales order per a customer's requirements of single lot shipments, so I need to know I have "X" amount available of each lot number, net of what is already committed to a sales order.  

 

Maybe an alternative solution you might have as I am not giving you the full scope of how we are doing things.   When we create a sales order we also commit raw material for the order on a separate line item sort of like a pending build.  We don't bill that line item and close it out once it has been billed.   That way we can see in our inventory report how much material we have in stock, how much is on purchase order and how much is committed to that sales order.  We can see all of that information right from the item list.  That raw material inventory we assign lot numbers to is what we need to know basically what we have of a lot and what is on pending build or on sales order.   Does that help?   We don't use the pending build functions.     

LollyNino_C
QuickBooks Team

Lot Numbers on Hand net of what's open on sales orders

Hello there, @Cbrynolf

 

Allow me to share some insights to view stocks status. You can run the Inventory Stock Status report. The report shows any and all inventory statuses that would affect the quantity on hand for an item. This includes "to be built" and "pending builds" for assemblies. 

 

Here's how: 

  1. Go to the Reports menu.
  2. Choose Inventory.
  3. Select the specific Inventory Stock Status report, then click to open. 
  4. From there, you can also customize the report. just click on Customize Report.
  5. On the Display tab, place on the columns you'd like to add.
  6. On the Filters tab, add the other details you'd like to see.
  7. Once you're done, click on OK

To know more about the process, check out this article: Customize reports

 

Additionally, I've added these articles that'll help you learn more about customizing and managing reports in QuickBooks Desktop.

I'm only a post away if you need more help in running and managing reports in QuickBooks Desktop.  It's always my pleasure to help you out again. 

Cbrynolf
Level 1

Lot Numbers on Hand net of what's open on sales orders

Still not the information I need without manual calculations.   I need to know what's left of a lot net of what is on open sales order.  That's it.   With that critical information, tracking lot numbers isn't helpful when specific lots numbers must be assigned to an order per customers requirements.

Jen_D
Moderator

Lot Numbers on Hand net of what's open on sales orders

Using an inventory item on a Sales Order doesn't affect your inventory count since these are non-posting transactions. Your inventory count is affected once the Sales Order is converted into an Invoice or sales receipt.

 

This is the reason why the reports in QuickBooks will not update the inventory count even if a sales order is created. For now, you can open separate reports for actual inventory versus items on sales orders (Open Sales Orders by Item) then do the manual calculation to get the updated quantity. 

 

I'll be adding a few related articles below to help you understand reports in QuickBooks and how to customize them:

 

 

Let me know if you have other questions or clarifications about QuickBooks or this reporting topic. I'll be right here to help you whenever you need it. Have a lovely day!

Cbrynolf
Level 1

Lot Numbers on Hand net of what's open on sales orders

Makes sense.   But if Quickbooks can total the quantity of each lot in the "Lot Numbers in Stock" Report by double clicking on the item which brings up a quick view of the lot numbers in stock and the quantity on hand of each lot number, couldn't a report be made to total "Quantity on Sales Order by Lot number"?   Other non-posting transactions are totaled in other reports.  For instance the "Inventory Stock Status by Item" report gives you on hand, on sales order, available and on PO.   It would be nice to be able to double click on "On Sales order" to show me a total by lot number.   I don't see a reason why this couldn't be done if not as I suggested or at least in another report.

 

Thank you!

BettyJaneB
QuickBooks Team

Lot Numbers on Hand net of what's open on sales orders

Thanks for getting back to us, @Cbrynolf.

 

I can see the benefit of being able to generate a Quantity on Sales Order by Lot number report for your business. Let me share some steps to help this matter taken care of.

 

QuickBooks Desktop is unable to run the Quantity on Sales Order by Lot number report. Know that not all non-posting transactions will show up on your report. 

 

To get your work done, you may follow the workaround presented by my peer above. This way, you can manually calculate the actual inventory versus items on sales orders to get the quantity.

 

I know that pulling your desired report can help you run your business easier. I'd encourage you to send this preference to our developers. They are continuously considering new features to be added to the system and help improve your customer experience.

 

To do that:

  1. Click on Help at the top. 
  2. Select on Send Feedback Online.
  3. Choose Product Suggestion
  4. Enter your request.
  5. Click on Send Feedback

For your reference, I'm also adding here an article that will give you more details about how QuickBooks generates report and what are the reports that you can pull up in QBDT: How QuickBooks generates reports.

 

I'd be pleased to assist you if there's anything else you need with reports or any QuickBooks-related thing. Keep safe!

Cbrynolf
Level 1

Lot Numbers on Hand net of what's open on sales orders

Thank you.  I have left a product suggestion as you indicated.  I also will use the workaround offered and also used the search function to search by lot number which will provide the total of a lot number on sales orders.   It involve more steps but hopefully Quickbooks will develop a report that does this without all the steps to do so.

Mary2319
Level 1

Lot Numbers on Hand net of what's open on sales orders

Similar to what this user was looking for, I am trying to find / create a report that shows what is actually in our stock by Lot Number, and ideally also by location.  (Although at this time, I do not need the "net" after sales orders on a given lot, just the actual on-hand amount).

 

Essentially, I want a printable report (for the company owner) of the exact data that comes up in the "quick view" box when you click on "quantity on hand by lot number" under an inventory item.

 

No matter how I sort them, the standard reports can provide the item and the total quantity, but only a list of lot numbers which will not show the quantity PER lot number for any given item.

 

I've attempted to create a report in the Advanced Reporting, but have not had any luck getting the data to pull through correctly.

 

Thank you.

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