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Level 1

Inventory shortage by Site

We are running a hosted version of QB Enterprise Manufacturing with Advanced inventory. We have two sites set up that both do product assembly. Two different individuals manage these inventories. When each person runs a Shortage Report by Site for their own inventory site, the quantities in the "for assemblies" column include pending builds for ALL sites not just the assemblies for that site. The needed/shortage column includes items that are needed for another site, and do not reflect a shortage for that site. This has resulted in duplicate purchasing. How can I correct this?

10 Comments 10

Inventory shortage by Site

Thanks for coming here today, LINDAOSH.


Let's make sure we're using the same filter for the report (Shortage Report by Site) ran by two different individuals moving forward. This is to make sure shortage quantities are accurate.


Here's how:

  1. Go to Inventory, then Build Assemblies.   
  2. Select the Assembly Item from the drop-down.
  3. Click the Build & New button, a Warning window will pop up.
  4. Tick the Show Shortage button. Filter the information by clicking the Customize Report option.
  5. Then, OK.

You can learn about combining inventory items at this link: Combine your inventory items to build finished goods.


To fix this, you'll want to cancel or delete the duplicate purchased to correct it. To do it, just open the duplicate transaction, and click the Delete option.


If these transactions are high in number, you'll want to batch delete them. Learn more about this option through this article: Batch delete or void transactions in QuickBooks Desktop.


Also, May I know what method you used when tracking inventory sites? If it's not class tracking and you use other method, you'll want to take note of the following. This can be the reason for the duplicates:

  • Figure out the quantity on hand (QOH) at each site.
  • (Optional) If your current method uses an item list, you must first clean up your item list:
    • You should have one inventory part or assembly part item set up in QuickBooks Desktop to match each inventory part you buy or sell.
    • This inventory part should accurately reflect the global (across all sites) QOH for that item.

Know more about how Advance Inventory works in QuickBooks Desktop (Scroll down to Step 3 for detailed information about the above mentioned): Set up Advanced Inventory.


I'm adding these helpful resources to keep track of the sub-items and to manage your inventory accurately:

I have also included these help articles for Inventory And Project for your reference.


In the future, you may want to run the Inventory Stock Status by Item. This report will give you a list of sub-assembly items needed to be restocked. It also provides available quantities of items.


Let me show you the steps:


  1. Go to the Reports menu at the top right.
  2. Choose Inventory then select Inventory Stock Status by Item.
  3. From there, you can click the Customize tab then select the needed details under columns.
  4. Click OK.

Please keep me posted if you have further questions. I'll always be right here to help.

Level 1

Inventory shortage by Site

I don't think you are understanding my question.


I am going to Reports/Inventory/Assembly Shortage by Site.  The only filter I am applying is to choose the required inventory site. 



Site A is showing the following information for Part123

On hand      35

On sales order   0

For assemblies   -275

Available       -240

On Purchase order    220

Shortage                     20


The number of units needed for assemblies (from the pending build list)  show that I need 255 for Site A and 20 for Site B.  Site B has 20 units on hand and needs 20 for their build so this shortage is forcing me to purchase goods I do not need.


Is this just a programming error on the part of QuickBooks?  Or do I need to change the parameters of my Assembly Shortage by Site report?


Inventory shortage by Site

The details that you've shared will help a lot, @LINDAOSH.


You won't have to change the parameters of the report. The items in your inventory item list may have set to reorder it when it reaches the minimum amount. If that's the case, you can check or update that item and reset the Reorder Point.


Let me show you how:

  1. Go to the Lists menu and then select Item List.
  2. Double-click the inventory part item.
  3. Review or update the inventory Reorder Point.
  4. Click OK.


Once done, you can rerun the report and check if it still needs to be restocked or review the amount of the shortage.


Then, you can reorder the stocks when needed by creating a bill.


Also, you can compare the Inventory Stock Status and Shortage report to compare them and track the recorded transaction that changes the quantity of your build.


Additionally, you can check this article for more interesting benefits in tracking inventory that includes assigning items purchased to a specific location and moving your inventory to another location: Multiple Inventory Sites.


You can also share relevant screenshots if you have additional questions and concerns. I'll keep my notifications open. Take care!

Level 1

Inventory shortage by Site

You are not answering my question. Let me try to make it even simpler


Please look at the two attached reports:

Shortage by inventory site

Stock status by inventory site

I have filtered it for one item only


Tell me why these two reports are showing different information?

Level 1

Inventory shortage by Site

I feel like we are talking past each other.


Let me make it even simpler.


I am attaching two reports:

Shortage by Site

Stock status by Site.


I have selected only one item

Why do the two reports generate different results?





Inventory shortage by Site

Thanks for getting back to us, @LINDAOSH.


I tried checking the attachment that you've added, and I'm only seeing the Inventory Stock Status by Site report. If you could include the other one, this will help us compare the two reports.


In the meantime, let's run the QuickBooks built-in diagnostic and repair tools called rebuild and verify data utilities. This will check any possible data damage within the file and repair them.


Here's how:


  1. Go to File, then select Utilities and Rebuild Data.
  2. Choose OK. Follow the prompts to save a backup.
  3. Click OK once completed.
  4. Now, go back to File, then Utilities, and select Verify Data this time.



If QB detected no problem with your data, hit OK and double-check if the date is already correct. However, if it finds an issue, you will be prompted to Rebuild Now or View Errors. Choose Close, then perform the steps below. Here's how:


  1. Locate and check the QBWin.log or QuickBooks.log files.
  2. Scroll to the bottom for the most recent Verify information.
  3. Find the line that contains the LVL_ERROR, then check Top data damage errors in QuickBooks Desktop.


For additional information about the process, consider checking out this article: Resolve data damage on your company file.


To learn more about managing inventories for different locations, please refer to this article: Multiple Inventory Sites.


Please know that I'm only a post away if you have any other issues or concerns. I'll be more than willing to assist. Have a good one!

Level 1

Inventory shortage by Site

I just attached the other report.


I do a verify and rebuild every night.  I will do another one when everyone is logged off tonight and then re-rum the two reports to see what happens


Thanks for your response


Inventory shortage by Site



I appreciate you for getting back to us here in the Community. Allow me to chime in and provide some information about this unexpected behavior in QuickBooks Desktop.


The reason why the two reports don't match is that there's an ongoing issue with the shortage report in the Enterprise version. Our Product Engineers received similar reports from other users experiencing the same behavior.


At this time, we aren't able to give a specific timeframe when the issue will be resolved. Rest assured, the engineers are doing their best to fix and prevent this from happening again.


In line with this, I'd recommend contacting our Customer Care Team. They can add your company to the list of affected users. Once we have an update, our team will send out notification emails.


Here's how you can reach them:


  1. Open QuickBooks Desktop.
  2. Click the Help tab at the top menu bar.
  3. Select QuickBooks Desktop Help.
  4. Choose Contact Us

For future reference, I'm leaving the following article, which you can use when you want to configure any report in QuickBooks: Customize reports in QuickBooks Desktop.


Feel free to hit that Reply button if you have additional questions. Have a great day ahead.

Level 1

Inventory shortage by Site

Thanks for your response.  Not at all encouraging that I spent so much time and effort trying to use a report that doesn't work.  The Shortage report should be disabled in the software until it is actually working. There is no "contact us" option when I follow your instructions in QuickBooks and I am not wasting any more time with this.  I will pay for a programmer to write a macro so we can use the Inventory stock status report by site and create our own shortage report


Inventory shortage by Site

We'd really want to have this sorted out to avoid duplicate inventory purchasing, LINDAOSH.


I've read through the responses in the thread and it looks like all possible troubleshooting steps have already been shared. Let me also share another way of reaching out to our support team since you're not seeing the Contact Us button inside QuickBooks. 


Just go to this article and scroll-down to the How to message us outside of the product section: Contact QuickBooks Desktop Support. Then, click the QuickBooks Enterprise chat link. 


Please don't hesitate to reach out to us again if you need anything else. 

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