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Level 1

When does QB take item out of inventory--when sales order is created, or when invoice is finalized?

 
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Best answer 12-10-2018

Accepted Solutions
QuickBooks Team

Hey there  sulnotions, I'd be gald to help! Using an inve...

Hey there  sulnotions,

I'd be gald to help!

Using an inventory item on a Sales Order or an Estimate doesn't affect your inventory count since these are non-posting transactions. Your inventory count is affected once the Sales Order or Estimate is converted into an Invoice or Sales Receipt.

I hope this will clear it up for you. Stay in touch with us if you need more help.​​

View solution in original post

10 Comments
QuickBooks Team

Hey there  sulnotions, I'd be gald to help! Using an inve...

Hey there  sulnotions,

I'd be gald to help!

Using an inventory item on a Sales Order or an Estimate doesn't affect your inventory count since these are non-posting transactions. Your inventory count is affected once the Sales Order or Estimate is converted into an Invoice or Sales Receipt.

I hope this will clear it up for you. Stay in touch with us if you need more help.​​

View solution in original post

Level 1

How can we accurately track inventory if the sales order...

How can we accurately track inventory if the sales order doesn't remove the item from inventory once its created? We could potentially sell the same item to multiple people if using sales orders.
Highlighted
Level 15

@karen You set up your Reporting Preferences to take SO i...

@karen You set up your Reporting Preferences to take SO into consideration for Availability reporting. It isn't Sold until it factually is Sold, but your reporting is yours to control if you want to show Total Demand, including what is On Order From Customers and On Order From Suppliers, and even the Due Dates, for better balancing arrivals and deliveries.
Level 1

how can we set up what you said above"Preferences to take...

how can we set up what you said above"Preferences to take SO into consideration for Availability reporting. It isn't Sold until it factually is Sold, but your reporting is yours to control if you want to show Total Demand, including what is On Order From Customers and On Order From Suppliers"
Level 15

Edit menu > Preferences, Items & Inventory (on the left),...

Edit menu > Preferences, Items & Inventory (on the left), Company Preferences (on the right), here are your Preference Settings.
Level 1

Sorry, i am using online version. is there any way to set...

Sorry, i am using online version. is there any way to set up online version?
Level 15

Last I saw, QB Online doesn't even have Sales Orders.

Last I saw, QB Online doesn't even have Sales Orders.
Level 2

Re: Sorry, i am using online version. is there any way to set...

I am having the exact same issue. We need to be able to know what's on SO and deduct it form inventory so we don't oversell the inventory. 

I also use QB online and don't seem to find that options. Any help with this is more than welcome

Level 15

Re: Sorry, i am using online version. is there any way to set...

QB Online doesn't have Sales Order functions or tracking and reporting. The best you can do is use Estimate, and manage the Estimate reporting against inventory status.

Moderator

Re: Sorry, i am using online version. is there any way to set...

Hello @Pipe3001,

 

Thanks for joining the Community. I'm here to assist you with your concern about Sales Orders.

 

Right now, creating a Sales Order is only available in the Desktop version of QuickBooks. Since this is a non-posting transaction, you can use an Estimate as an alternative option.

 

The inventory count is affected when you apply an Estimate to an Invoice or Sales Receipt. You can create an Estimate template and rename it from Estimate to Sales Order.

 

Here's how:

  1. Click the Gear icon.
  2. Select Custom Form Styles.
  3. Click New style to create a new template.
  4. Or click edit to open an existing template.
  5. Go to the Content tab.
  6. Click the pencil icon in the upper-right corner.
  7. Below Form, change the name to Sales Order.
  8. Click Done.

To learn more, you can visit this article: Estimates/Quotes: setup and function.

 

I also encourage you to send feedback requesting that this feature be available in the future. A feature that's essential to your business is what matters, so please submit this request by clicking the Gear icon and selecting the Feedback option.

 

If you have further questions, feel free to post a comment below. The Community is here anytime you need help.

 

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