My inventory suddenly is wrong and I found out that QB canceled a bill of 2022: how could it happen? Did it happen to anybody else out there?

We heard you, @Impero.

I recognize the importance of having accurate inventory records for your business in QuickBooks Online (QBO), @Impero. Let's work together to get this corrected.

To correct your inventory, you can consider making necessary adjustments to get your inventory that was edited by the system corrected. You can refer to the Audit log to check the history of the changes. To do that, here's how:

1. Navigate to the Gear, icon, then select Audit log.
2. Use the fields to choose the appropriate User, Date Changed, or Events filter to narrow the results.

Next, proceed to manually adjust an item's quantity or value in your inventory. I'd be glad to walk you through the process.

1. Click + New, then select Inventory qty adjustment.
2. Enter the Adjustment date.
3. In the Inventory adjustment account dropdown, select the appropriate account.
4. For each item, enter either a new quantity or a change in quantity.
5. In the Memo field, enter the details about the adjustment.
6. Select Save and close.

Be very careful when editing inventory adjustment entries. This can greatly impact your accounting. If you're not sure if you should do this, reach out to your accountant.

For more information about managing your inventory, you can refer to this resource: Adjust inventory quantity on hand in QuickBooks Online.

For future use, here's an article on how to get helpful insights on the things you buy and sell: Use reports to see your sales and inventory status in QuickBooks Online.

Come back to the Community if you have any other concerns about your inventory in QBO. I'll be right here to help you out.

Thank you Jelayca,

I have two questions:

- how could that happen ? I suddenly found many items negative in my inventory because one bill was “deleted” (in fact it was changed from a list of inventory items to a single pay line)

- I would rather reenter the bill as it was originally, so adding all the items in the inventory and this should fix the issue 

I appreciate the follow-up concern regarding the deleted bill affecting your inventory, @Impero. I can provide insights about it.

In QuickBooks, once the items are out of stock, we'll need to create a purchase order and convert it to a bill, and new stocks will be added. If that bill is deleted or edited after you've sold some of the items on that bill, it can cause negative inventory.

The negative amount in the QTY column is the number of items you potentially sold before the bill was deleted or edited.

If the bill were deleted, you'll need to recreate the bill with all the items in question. If edited, open the bill and edit the single pay line you're referring to with all the lists of missing inventory products.

To learn more about negative inventory issues and their fix, check this article: Fix some negative inventory issues in QuickBooks Online.

Furthermore, if you want to adjust the quantity of your items, you can visit this link for future guidance: Adjust inventory quantity on hand in QuickBooks Online.

Keep me posted if you have clarification with negative inventories and other inventory concerns. I'm always here to help.