Hello there, @beboyd76.
First off, I'd like to appreciate you for trying to search for any resources and solutions to isolate the issue you're experiencing right now. No worries, I'm here to share some additional information and help you fix the negative value in your inventory.
In QuickBooks Online (QBO), negative inventory is caused by the following:
- You might've sold products more than what you actually had.
- You didn't enter all of your purchase orders into QuickBooks.
- You might've miscounted your physical inventory
- The quantity you got from your vendor didn't match the purchase order in QuickBooks. This can cause a mismatch.
- You didn't convert your purchase orders to bills. QuickBooks only counts items as inventory after you create a bill.
To fix and prevent this from happening again, I'd suggest reviewing your quantity on hand:
- Go to the Reports menu and type Inventory Valuation Detail in the Find report by name section.
- Select All Dates from the Report period dropdown.
- Click on Run report.
A negative number will appear in the QTY column if you have a negative inventory for a given product. Take note of any potential overselling you may have done.
If you only want to see the products you're running out of, you just have to go to Sales, then Products and Services, and then select Out of Stock on the top list. Click on Low Stock to see what's low.
Next, I'd suggest converting any pending purchase orders to bills if you have any. This notifies QuickBooks that the items are being shipped. Once you convert the purchase order, QuickBooks just counts the items as inventory:
- Click on the + New icon and then Purchase order. Fill out and save the purchase order.
- Go to Expenses and look for any open purchase orders. If you see Send in the Action column, click on it to send purchase orders to your vendor.
When you know the products you ordered are on the way:
- Go to Expenses and look for the open purchase order. Select Copy to bill in the Action column to convert the purchase order to bill.
- Review the bill. When you're done, select Save and close. You don't need to pay the bill yet.
- After you convert all of your purchase orders, run another Inventory Valuation Detail report.
Next, I'd suggest you also do a physical inventory. If your inventory is still negative, it's time to order more products. Click on this article to know the process: Do a physical inventory and order more products in inventory.
Additionally, I've included this article to help you set up alerts for low or out-of-stock products: Get alerts for low or out of stock products.
If I can be of any additional assistance with regard to managing your inventory in QBO, please don't hesitate to insert a comment below. Stay safe.
