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Level 3

Triggers for Item Receipt on PO

Is there a mechanism in QB Enterprise 2019 (Desktop) that will notify us when all items on PO's have been received so we can physcially build an assembly.

Scenario:  We need to build 9 finished assemblies, we do not have enough to build all of them.  We have marked the Build Assembly as "Pending".  Generated POs for the needed items, placed order, now waiting for them to come in.  Once they do come in, is there a way (native to QB) that notifies us we have everything and can start the build?

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Best answer April 17, 2019

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QuickBooks Team

Triggers for Item Receipt on PO

Thanks for reaching out to us, @JOben,

 

Right now, QuickBooks doesn't have a feature where you'll get notified when all items are ready to be built into an assembly.

 

What you need to do instead is open the pending and start building assembly once you receive the items. The system automatically provides the maximum number you can build based on the quantity on hand. buildassembly1.PNG

 

You can also pull up the Inventory Stock Status by Item to monitor your quantity on hand.  buildassembly2.PNG

 

Please see the attached screenshot so you know what I'm referring to:

 

I've added this article to help you manage your inventory: Create, build, and work with inventory assembly items.

 

Should you need anything else, don't hesitate to leave a comment below or start a new conversation. The Community is here to help. Take care.

View solution in original post

6 Comments 6
Highlighted
QuickBooks Team

Triggers for Item Receipt on PO

Thanks for reaching out to us, @JOben,

 

Right now, QuickBooks doesn't have a feature where you'll get notified when all items are ready to be built into an assembly.

 

What you need to do instead is open the pending and start building assembly once you receive the items. The system automatically provides the maximum number you can build based on the quantity on hand. buildassembly1.PNG

 

You can also pull up the Inventory Stock Status by Item to monitor your quantity on hand.  buildassembly2.PNG

 

Please see the attached screenshot so you know what I'm referring to:

 

I've added this article to help you manage your inventory: Create, build, and work with inventory assembly items.

 

Should you need anything else, don't hesitate to leave a comment below or start a new conversation. The Community is here to help. Take care.

View solution in original post

Highlighted
Level 1

Triggers for Item Receipt on PO

I sort of have the same question but a bit different.  I cannot find this information ANYWHERE.  All of our assembly items are made by us and they are made to order.  So...

1st we get a sales order from the customer and I enter into QB - it always warns me I don't have enough and that the lot number doesn't exist because we haven't made them yet (as per always via made to order).

However sometimes we do have a few left over because someone didn't purchase the entire batch.  BUT on the sales order I cannot tell what I have in stock to sell them and what I need to build so I am having to go to my items list EVERY SINGLE ITEM and manually look to see how many I have and how many need to be built.  This leaves lots of room for error.  Is there not a report I can print that tells me how many need to be built to fulfill each sales order?  Even on the fulfillment worksheet if it can partially be fulfilled it doesn't tell me what items am I missing and by how many.  This seems like a no brainer for manufacturing and wholesale - we need to know based on our sales orders how many we need to make.  Also if I try and track backorders it tells me items are on back order even if we have them in stock just because they are on a sales order.  This is false because they are not on backorder they are acually sitting on our shelves ready to ship?  This issue I would think would be pretty common.  What is the solution?

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QuickBooks Team

Triggers for Item Receipt on PO

Hello there, deannat1967ag.

 

We can run a QuickReport of the assembly item and check the quantity on hand of each items it consists. I'll show you how:

  1. Go to the Lists menu and click Item List.
  2. Click the assembly item whose build transaction you want to view.
  3. At the bottom of the Item List window, click the Reports drop-down arrow and click QuickReport.

We also have other ways on how to keep track of our inventory items. You can look into this reference: Multiple Inventory Sites

 

In addition we have a pending build that can not be marked as final if there are not enough components to build the specified number of assemblies at build time. When a build is pending, "Pending" appears in the Build Assemblies window to remind you the build has not been finalized. In addition, you can manually mark a build as pending even if you currently have enough items in stock to build the specified quantity. This enables us to set up build information but postpone building the assembly at a later time. 

 

With the exception of the pending builds report, pending builds do not appear in inventory reports. We have the Pending Build report that lists all build transactions that are currently marked as pending. Go to the Reports menu, click Inventory, and then click Pending Builds.

 

You can also make us of our articles within QuickBooks Desktop. Just click Help and select QuickBooks Desktop Help

 

I'm here if you need more help. Take care!

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Level 1

Triggers for Item Receipt on PO

This doesn't help me at all.  I don't think you understand what I am talking about.  I have over 100 items so if I want to check to see if I can fulfill an order you are telling me to take the sales order every single time and go down the sales order one item at a time and run a report for each item to see if I can fulfill it.  I already know that and it would be super time consuming.  That is basically doing everything manually.  I can also go to my warehouse and actuall count all of the items to see if I can fulfill an order.  For instance in QBPOS when I get items in that are on a sales order from a customer I get a message that tells me I can now fulfill that order.  I can also look at a report to tell me which orders I can fulfill with my inventory and which ones I can partially fulfill.  I do not need QBPOS since we do not have a POS system so I was trying to do something similar with QB enterprise.  Even if I look at my sales orders themselves it does not have a column to tell me what I have on hand so I will know if it can be fulfilled.  I feel like surely I am missing something.  What will alert me when I get products in that will let me know I can now fulfill orders?  What report can I run to let me know which sales orders can be fulfilled?  What report can I run that will let me know what I am still missing on sales orders that I still do not have in stock and am waiting on?  I have a sales order right now that I have invoiced partially so I can see what is on back order but now I have gotten in some items but not all.  How do I know which items on that sales order that I have on hand so I can invoice them.  Also on the sales order that I have paritally invoiced under the fulfilled qty column it says zero on all products even though I have created an invoice for those line items because I Know I had them in stock.  This is actually madening because right now we don't have that many orders but if I did it would be a huge mess and I for sure would not know what I can fill and what I can't, what customer is waiting etc.  I'm afraid I will loose business over this simply because things at this rate will definately fall through the cracks.  I can't manually check every sales order and everysingle item every day.  Also I don't know which ones to fill first even if I do have the inventory to fill them.  They need to be filled in the order that the order came in.  Is quickbooks just not the correct softare?  I've been using it for several decades but I have always been in retail and now I'm in manufacturing.  Please help.  Surely I'm missing something.

Highlighted
QuickBooks Team

Triggers for Item Receipt on PO

Thanks for coming back for more support, @deannat1967ag. I appreciate your effort in providing more details about what you want to achieve in running a report similar to the fulfillment report in QB Enterprise.  

 

You can run two separate reports (Open Sales Orders by Item and an Open Purchase Orders Detail report). Then, export them to Excel to be combined into one. Here's how:

 

Run an Open Sales Orders by Item report

  1. Go to the Reports menu and choose Sales, then select Open Sales Orders by Item.
  2. Click the Customize Report button.
  3. Add any additional information that you'll like to see on the Report.
  4. Click OK, then Refresh.
  5. Press on Excel, then Create a new worksheet.

 

Run an Open Purchase Orders Detail report

  1. Go to the Reports menu and choose Purchases, then select Open Purchase Orders Detail.
  2. Click the Customize Report button.
  3. Add any additional information that you'll like to see on the Report.
  4. Click OK, then Refresh.
  5. Press on Excel, then Create a new worksheet in the same workbook.

 

I understand that having this type of feature is relevant to your manufacturing business. At this time, these are the only reports that QuickBooks generates to show similar information as the Sales Order Fulfillment report. The trick here to see the information needed is to customize the information exported to Excel or combine them.

 

For future reference, you can also visit the Intuit Marketplace to search for a third-party application that produces combined reports that work with QuickBooks Desktop. 

 

Feel free to message again should you have more concerns about anything else. We're always delighted to assist. 

 

 

 

Mark the post that answers your question by clicking on "Accept as solution".

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Level 1

Triggers for Item Receipt on PO

This is useless! Running a purchase order report would not help me whatsoever.  We don't have purchase orders because we manufacture everything.  I need to know what we need to MAKE.  I answered my own question which is to use advanced reports and build my own report which I have done.  I should have known, ususally when I ask a question I can't figure out myself the answer is there is no answer or I would have found it myself.  

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