When I run my Inventory Stock Status by Site report and select our 1 of our sites it shows some items having a negative quantity on Purchase Orders.

Katelyn · ‎March 16, 2021

When I run my Inventory Stock Status by Site report and select our 1 of our sites it shows some items having a negative quantity on Purchase Orders. How is this possible? How do I fix it? I have tried going to the Bills where the parts were receipted into inventory and not tying them to a purchase order and it fixes it, BUT when I do that it says the purchase order is still open and that we still have the quantity to receive from the vendor. If I go to the Purchase order and manually close it then the negative quantity comes back onto my report.

Tori B · ‎March 16, 2021

Hey there, @Katelyn.

Thanks for reaching out to the Community for support. I hope you're enjoying the day so far. I'm happy to lend a hand with your Inventory Stock Status by Site report.

It sounds like you may have some data integrity issues going on with your company file. Such as your purchase orders being damaged. I recommend deleting and recreating one of the purchase orders to see if this resolved the negative quantity. In doing this, if you no longer see the negative quantity, I recommend running a rebuild and verify on the company file. These utilities will scan and resolve any potential data damage your file may have that can cause issues such as this one. I've included some steps below to run a rebuild and verify.

To Rebuild:

From the File menu, highlight over Utilities, then click on Rebuild Data.
Select OK to the message that alerts you of a backup.
Create your local backup.
Once the backup is finished, the Rebuild will automatically start.

To Verify:

From the File menu, highlight over Utilities and click Verify Data.
The Verify will begin automatically.

If the Verify detects additional damage, it means the damage will need to be manually corrected. In this case, you'll need to contact our Technical Support Team. Our tech support can take a look into your account securely and help to resolve the damage.

You can check out Resolving Potential Data Issues for further details.

Please let me know if you have any questions or concerns. I'll be here every step of the way. You can reach out to the Community at any time. Take care!

View solution in original post

Tori B · ‎March 16, 2021

Hey there, @Katelyn.

Thanks for reaching out to the Community for support. I hope you're enjoying the day so far. I'm happy to lend a hand with your Inventory Stock Status by Site report.

It sounds like you may have some data integrity issues going on with your company file. Such as your purchase orders being damaged. I recommend deleting and recreating one of the purchase orders to see if this resolved the negative quantity. In doing this, if you no longer see the negative quantity, I recommend running a rebuild and verify on the company file. These utilities will scan and resolve any potential data damage your file may have that can cause issues such as this one. I've included some steps below to run a rebuild and verify.

To Rebuild:

From the File menu, highlight over Utilities, then click on Rebuild Data.
Select OK to the message that alerts you of a backup.
Create your local backup.
Once the backup is finished, the Rebuild will automatically start.

To Verify:

From the File menu, highlight over Utilities and click Verify Data.
The Verify will begin automatically.

If the Verify detects additional damage, it means the damage will need to be manually corrected. In this case, you'll need to contact our Technical Support Team. Our tech support can take a look into your account securely and help to resolve the damage.

You can check out Resolving Potential Data Issues for further details.

Please let me know if you have any questions or concerns. I'll be here every step of the way. You can reach out to the Community at any time. Take care!

heather-kelley · ‎May 13, 2022

Did this rebuild & verify ever resolve this issue? We are having the same issue and it wasn't a problem in our old QB file from 2021 but it now is in 2022 where our payables are attaching bills to item receipts instead of purchase orders and where we link sales orders to purchase orders. We are about to rebuild and verify this weekend but we have had trouble in the past with other errors popping up after doing that. I would like to know if this worked for you?

BTLAK · ‎July 13, 2023

Did this work for you? We are having the same issue.

Rea_M · ‎July 13, 2023

Hello, @BTLAK.

Let's figure out why you have negative inventory quantity on purchase orders when pulling up reports and guide you in fixing this to keep your data accurate in QuickBooks Desktop (QBDT).

Negative inventory is caused by entering sales before entering the corresponding purchase transactions. For example, you sell inventory items you don't have in stock. Sometimes, miscounting the quantity you got from your vendor and being unable to convert your purchase orders to bills can cause negative quantity value on reports.

If your first transaction(s) for an item is sales, sold inventory items without recording purchases, or entered purchases or adjustments before entering sales that cause negative inventory quantity on inventory reports, please see this article's How to fix negative inventory dropdown for the fix: Fix negative inventory issues in QuickBooks Desktop. Before doing any of the steps, make sure to back up your QuickBooks company file and consult with your accountant to assure that these changes are legitimate.

Also, QuickBooks updates inventory quantities and value as you track every purchase and sale. But sometimes, you may have to record an adjustment to keep your inventory status accurate. To do this, check out this article as your guide: Adjust your inventory quantity or value in QuickBooks Desktop.

I'll be around if you have other reporting concerns or questions about managing inventories in QBDT. You can comment below, and I'll gladly help. Enjoy the rest of the day.

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When I run my Inventory Stock Status by Site report and select our 1 of our sites it shows some items having a negative quantity on Purchase Orders.