Showing results for 
Search instead for 
Did you mean: 
Level 1


Hello QBPOS users!   We are using Quickbooks POS v18.0 Desktop PRO, and yesterday completed a Physical Inventory.  We checked the box at the bottom of the page "set all items not counted to zero" and we counted for 8 hours.  We did the final "Enter" and the items counted were all correctly adjusted, but the items not counted were not adjusted to zero.  Therefore, there are still negative and positive inventory showing up on some items, which is incorrect.    This has happened during physical inventory for about the past 3-4 years.   We check the box but the items we don't count are not zeroed out.  How can we fix this?





Thanks for giving us the opportunity to help, CapCellarsKY.


I'd love to to help you with while working with physical inventory in QuicKBooks Desktop.


Did you apply the changes after hitting set all items not counted to zero? The negative and positive inventory usually shows up if you failed to save it. 


I've added an article to learn more about the process of performing Physical Inventory for QuickBooks Point of Sale: Perform a physical inventory


If the same issue persist, I'd recommend contacting our QuickBooks Point of Sale so they can take a closer look at the issue. They have the necessary tools to properly investigate on what's causing these negative and positive inventory showing up on some items.


Should you have additional questions while working with Physical Inventory, just fill me in and I'll get back to you.

Level 1


Thank you. We did keep the box checked while we were doing inventory, and we "saved and continued" through out the process.  At the end you have to "accept changes" and that was how we saved it. But  the products that were not counted were not set back to zero. 



Hi there, @CapCellarsKY.


Thank you for the quick response. I'd be happy to get you to the right support to get this resolved.


POS should have set the account of all uncounted items to zero. Since you've already placed a check on the appropriate box and still didn't effect, there could be an issue with either the data file or POS application. 


To fix this, let' try to run the Verify Data utility in QuickBooks Desktop Point of Sale to find damaged transactions, lists or SQL table structure in your company file. To start, let's make the Debug mode accessible. 

  1. From the Point of Sale Help menu, select About QuickBooks Point of Sale.
  2. With the Point of Sale information window open, simultaneously press Ctrl+Alt+D+B on your keyboard.
  3. Select OK to close the information window.

After that, you can run the Verify utility. 

  1. From the Help menu, select Debug.
  2. Select Verify Data.
  3. After it completes, check the validation window to verify any issues. 

If you get the same result, I recommend the following article for more troubleshooting steps: Use the Clean Up Company Data Utility.


For additional help, I suggest calling our QuickBooks Point of Sale Support. The phone support agents have the tools to check your account and can initiate a screen sharing session to assist you in getting this resolved.


Please know that the Community has your back if you need assistance about inventory. Wishing you and your business continued success.

Level 4


Hi there,   

I see that the question has been solved, but I think for future reference I think the following is how you fix (at least) negative inventory.   

To locate any negative inventory, you’ll need to run an Inventory Valuation Detail (IVD) report in QuickBooks:    

  1. On the QuickBooks Dashboard select “Reports”and select “Inventory Valuation Detail”   
  2. On the drop-down menu for “Dates”select “All” to get an entire overview of your inventory movement.  
  3. Under the QTY On Handcolumn, you’ll be able to see at which point negative inventory has occurred.  

So, you’ve found when negative inventory has taken place, so let’s move onto how to fix it:    

  1. Select the negative inventory under the “QTY On Hand” 
  2. If you’re legitimately able to do so, adjust the dates of the bills or invoices so that the bill date is set before the invoice dates 

Alternatively, you could check out the QuickBooks App Store for a solution to tracking your raw material and finished goods. For example, Katana can integrate with your QuickBooks account, allowing you to manage your entire business (especially your manufacturing processes) in Katana, and simply push over your receipts and invoices back to Katana to keep on top of your finances.   

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us