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Community Contributor *

Items still show in inventory after invoiced

I have created items with inventory on hand. I created an invoice and sold the items. The client has paid for the items and items have even been paid for on a bill.

No matter what all items still show up in inventory after invoiced.

I am new to qb pro and do not know how to fix this. 

Please help!Invoice for item.jpg Bill Paid .png Item still shows qty 1 on hand .png

Solved
Best answer 05-15-2019

Accepted Solutions
ProAdvisor

Re: Items still show in inventory after invoiced


@ShorelineInteriors wrote:

Thank you for your response. That sounds much easier.

But how would I actually do what you mentioned? I did see the non-inventory option but did not use it since I did not see an area to add the vendor it came from and I thought I would need to track that. Sorry if I seem unclear, I am very new to this software. 


@ShorelineInteriors 

 

Looking at your screenshots. 

I can tell right away, what's wrong from your Quick inventory report. You will need to delete "Inventory Adj" type entry, no need for this. Other seems to be fine.

 

Inventory in QuickBooks is a simple flow process.

1) Create Inventory Part type item (Under Inventory Information tab, leave"On Hand" field as zero. That data comes directly from when you purchase item).

2) Enter inventory purchases, always under the "Items" section (never on Expenses section).

3) Create Sales transaction (Invoice, Sales Receipt).

 

Inventory valuation will automatically track quantity on hand and inventory asset value.

 

Hope this helps!

 

Established Community Backer ***

Re: Items still show in inventory after invoiced

@ShorelineInteriors 

 

Getting back to the original issue

the purchase documents show you are buying Master Bathroom Cabinets

the highlighted inventory list shows Guest Bathroom Cabinets

not the same item at all

 

Looking at your inventory list, if you are entering inventory items for a project as it seems from the list, that is not the way to use inventory. Inventory is for what you stock and have on hand to sell all the time.

Use the non inventory item as suggested, set the check mark where it is used in an assembly or for retail, and select both the expense and income accounts on the item screen, then you can both buy and sell it. non inventory does not hold value or qty.

QuickBooks Team

Re: Items still show in inventory after invoiced

There's no need to manually adjust the quantity on hand, ShorelineInteriors. 

 

Based from the screenshot of your Inventory Item report, you'll just have to delete the inventory adjustment to zero out the quantity on hand. 

 

From the report, double click on the adjustment and then click Delete

 

Always know the Community team is always here to help you.

11 Comments
Established Community Backer ***

Re: Items still show in inventory after invoiced

I cant see the full item number on the invoice and purchase, but i'll assume they are in fact the same item. If so there's no obvious problem - my guess would be that somehow there has been a duplication in recording the purchase.

However - since you are buying these types of items to 'flow-thru' there is no need to record them as inventory at all. You can use non-inventory items with separate buy & sell settings pointing to the same account you now use for sales & COGS.

Community Contributor *

Re: Items still show in inventory after invoiced

Thank you for your response. That sounds much easier.

But how would I actually do what you mentioned? I did see the non-inventory option but did not use it since I did not see an area to add the vendor it came from and I thought I would need to track that. Sorry if I seem unclear, I am very new to this software. 

Community Contributor *

Re: Items still show in inventory after invoiced

I wanted to see if there was a duplication on the item like you mentioned. After running a report on the item, all I see is the following in the image below. 

So can you help me understand this?...I created an item and added 1 in inventory (without creating a bill first) and then sold one to the client and invoiced the item. Should the total then be zero? "Scratches head"

OR 

Is it still showing one item on hand because I entered the CC charges (bill attached to the item) after the invoice? Does it think I purchased the item again? 

I guess I am confused how I entered it wrong and how to correct my error for future items that will be actual (in showroom) inventory. 

 

The second image is another example, but in this case I did the following: entered the bill, created the the item to be sold and then invoiced the item. The report still says 1 on hand? 

I am so confused "scratches head, again" :smileyfrustrated:

 

inventory report.png example 2.png

 

QuickBooks Team

Re: Items still show in inventory after invoiced

I'm here to clear things up for you, ShorelineInteriors.

 

The second scenario you mentioned is correct. This happened because you created an invoice first before the credit card charge. So QuickBooks thinks that you're purchasing items again that's why you still have inventory on hand.

 

When selling all of the inventory, you'd have to record the CC charge first followed by the invoice to the customers. Here's an article that discusses more details about receiving inventory with or without a bill in QuickBooks.

 

If you have any further questions, just leave a reply. I'll be here to help you some more.

Community Contributor *

Re: Items still show in inventory after invoiced

Thanks Sophia.

One last question, if the second way I entered the inventory item is correct then why does my report show a qty of 0 at the top of the report but then says I have 1 on hand & 1 total on the bottom of the report? I do not understand why it does not day I have zero om hand since I have entered and invoiced the item the correct way in the second example? 

ProAdvisor

Re: Items still show in inventory after invoiced


@ShorelineInteriors wrote:

Thank you for your response. That sounds much easier.

But how would I actually do what you mentioned? I did see the non-inventory option but did not use it since I did not see an area to add the vendor it came from and I thought I would need to track that. Sorry if I seem unclear, I am very new to this software. 


@ShorelineInteriors 

 

Looking at your screenshots. 

I can tell right away, what's wrong from your Quick inventory report. You will need to delete "Inventory Adj" type entry, no need for this. Other seems to be fine.

 

Inventory in QuickBooks is a simple flow process.

1) Create Inventory Part type item (Under Inventory Information tab, leave"On Hand" field as zero. That data comes directly from when you purchase item).

2) Enter inventory purchases, always under the "Items" section (never on Expenses section).

3) Create Sales transaction (Invoice, Sales Receipt).

 

Inventory valuation will automatically track quantity on hand and inventory asset value.

 

Hope this helps!

 

Established Community Backer ***

Re: Items still show in inventory after invoiced

@ShorelineInteriors 

 

Getting back to the original issue

the purchase documents show you are buying Master Bathroom Cabinets

the highlighted inventory list shows Guest Bathroom Cabinets

not the same item at all

 

Looking at your inventory list, if you are entering inventory items for a project as it seems from the list, that is not the way to use inventory. Inventory is for what you stock and have on hand to sell all the time.

Use the non inventory item as suggested, set the check mark where it is used in an assembly or for retail, and select both the expense and income accounts on the item screen, then you can both buy and sell it. non inventory does not hold value or qty.

Community Contributor *

Re: Items still show in inventory after invoiced

Rustler- You are correct I did take a screen shot of the wrong item. Your information helps me tremendously! This solves my question about how to track non-inventory but still show the vendor it comes from. 

After your comments and those from Vpcontroller made me realize I created the items wrong. When originally creating the items I added the on hand number as what I planned on purchasing not ZERO! So this is why my reports are showing up incorrect. 

However, Vpcontroller states I need to delete the "inventory Adjust" line because it is not needed. However, I did not manually adjust them, this line is just showing up. Is that because I entered a number for on hand versus leaving it at zero when creating the item?

Is it okay to just manually adjust the on-hand numbers due to the errors?

Community Contributor *

Re: Items still show in inventory after invoiced

Thanks Vpcontroller

 

After your comments it made me realize I created the items wrong. When originally creating the items I added the on hand number as what I planned on purchasing not ZERO! So this is why my reports are showing up incorrect. 

However, you say I need to delete the "inventory Adjust" line because it is not needed. However, I did not manually adjust them, this line is just showing up. Is that because I entered a number for on hand versus leaving it at zero when creating the item?

Is it okay to just manually adjust the on-hand numbers to match the correct count? Will this effect anything?

QuickBooks Team

Re: Items still show in inventory after invoiced

There's no need to manually adjust the quantity on hand, ShorelineInteriors. 

 

Based from the screenshot of your Inventory Item report, you'll just have to delete the inventory adjustment to zero out the quantity on hand. 

 

From the report, double click on the adjustment and then click Delete

 

Always know the Community team is always here to help you.

ProAdvisor

Re: Items still show in inventory after invoiced

@ShorelineInteriors 

 

To delete initial on hand entry (if not needed):

 

From your Quick Report run, click 'Inventory Adjust' transaction. Once you're on 'Adjust Quantity/Value on Hand' screen, select Edit on the top menu, choose Delete Inventory Adjust.

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