I have inventory items of which one or more may be sold to a customer throughout the month. The customer is then given a single invoice at the end of the month. The Delayed Charge seems to be the best way to handle this from an invoicing perspective. When an item is given to a customer a Delayed Charge entry is added that will then conveniently show up in the Add to Invoice panel when the invoice is created later.
The problem is that the Quantity on Hand for the item doesn't change until the invoice is created. If I have 10 items on hand at the first of the month and give 5 to a customer throughout the month (creating a Delayed Charge each time), the Quantity on Hand remains at 10 the whole time. In reality I only have 5 and therefore have a situation where I could potentially sell more than I actually have.
Is there any way to get the Quantity on Hand to take into account Delayed Charges?
A delayed charge is a non-posting type of transaction, it does not affect the quantity on hand of your inventory item. However, it allows you to keep track of items to be billed to clients in the future. You'd still have to create an invoice so the quantity of hand of the inventory item will decrease.
Currently, the ability to create a delayed charge which will decrease the quantity on hand of the inventory item is not available.
In the meantime, you can create an invoice every time your customer will order an inventory item. Then, create a statement that will summarize all the invoices they have for the month.
Go to the Sales menu.
Choose the Customers tab.
Tick the box for the customer you wish to create a statement.
From the Batch Action drop-down arrow, select Create Statement.
By following the process above, you'd be able to track the real-time quantity on hand of your items. Also, each invoice will reflect the exact date they order or purchase the specific item.
On the other hand, you can check for a supported third-party inventory app that you can integrate with QuickBooks. Also, make sure that it will track the quantity on hand of your inventory item while creating a delayed charge.
Click Apps on the left pane.
Search for inventory apps.
Let me know if there's anything else you need. We're always around to give you a helping hand.