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Level 1

Quantity on Hand Consitency Issues

Hello Everyone,

 

I am having an issue where our Item List inventory isn't matching the QuickReport inventory. It's almost as if there are two separate inventories that Quickbooks is tracking. Please see the two attached screenshots for reference.

 

I am using Quickbooks Enterprise 2019 Release R13P. What's happening is a customer will order a product and our item list inventory will show 0 for the Quantity on Hand. I will create a Build Assembly to make inventory and it will correctly record that number. You can see this in my first reference screenshot, where I built 3 of an item since we had 3 on a sales order. When I then go to invoice the order, I receive the "Negative on Hand Detected" warning shown in the screenshot. I forgot to expand the last 3 columns before I took the screen shot, they are(from left to right) Quantity on Invoice, On Hand, and On Hand After Invoice. So this window is telling me that we actually only have 2 on hand, not 3, even though the "Item List" and the "Build Assembly" window both tell me we have 3 on hand.

QB-SC1.jpg

 

In the item list window, I right click the item and choose "QuickReport". This QuickReport shows the 2 On Hand value that the invoice is seeing when it won't let me make a negative invoice. The weird part is that the Item List still says 3 on hand. In my second screenshot, I show this, with a different item. The Item List says I have 9616.52 MSI on hand for the Fluorescent Red Roll. I right click this item, choose "QuickReport" and it tells me the Quantity on Hand is only 5.47 MSI. 

 

QB-SC2.jpg

 

This is causing issues in many areas since some parts of Quickbooks reference the Item List inventory and others reference this other inventory that shows up in the QuickReports. I cannot find any solutions online. I tried reconciling it with an inventory adjust, but any adjustments I make will affect both inventories. So If I wanted to add 9,611 MSI to the Fluorescent Red Roll that has 5.47 MSI in the second screenshot to bring it up to the QoH shown in the item list, Quickbooks will also add that to the 9616.52 MSI one in the item list so they will forever be about 9,611 apart. I haven't found a way to only change one of the inventories.

 

Another employee has been deleting very old transactions recently to try and help condense the file. My money is on it being something to do with that. Our file won't condense on it's own with the "Condense" feature and he said that this release of Quickbooks has a new feature that allows you to lop off very old fiscal years. I'm not exactly sure what the feature is. He has been rebuilding and verifying the build after every time he does it and it rebuilds successfully. I would think if there was a large inventory error it wouldn't rebuild.

 

Any comments or solutions are greatly appreciated. Thanks!

 

4 Comments
Highlighted
QuickBooks Team

Quantity on Hand Consitency Issues

Hello there @TH-GFL, thanks for reaching out to the Community!
I am happy to look at some reasons why you may be seeing these discrepancies. Some possible reasons we may be seeing this:

  • Non-posting transactions are listed on the QuickReport.
  • Transactions include different units of measure.

Note: if you are using different units of measure, there is no workaround at this time. The item QuickReport is displaying the quantity from the transactions without converting it to the base unit. Intuit is aware of this issue and is working on a resolution. Here are some steps we can use to work around this limitation:

  1. Open the Inventory report without making any modifications to it.
  2. Ensure the dates on the report are set to All.
  3. If the issue persists, from the item QuickReport, click Modify Report.
  4. Click the Filters tab.
  5. From the Filters window, scroll to Posting Status, click the posting radio button.

All pending invoices will be removed from the QuickReport, and the quantity on hand value will match the item’s quantity on hand on the items list. Let me know if you have questions on this, or if this does not work so we can explore other options. Take care!

Highlighted
Level 1

Quantity on Hand Consitency Issues

Hello @Jessica_young  ,

 

Thank you for the reply. I tried this out on a few items and it did not produce matching inventories. I will list the results I received to see if that can clue you or anyone else in to what is happening:

 

Item A

QoH is 1.5 on the Item List

QoH is (1) on the standard QuickReport

QoH is 0 when Non-Posting radio button is selected

QoH is (1) when Posting radio button is selected

 

Item B

QoH is 12 on the Item List

QoH is 2 on the standard QuickReport

QoH is 0 when Non-Posting radio button is selected

QoH is 2 when Posting radio button is selected

 

Item C

QoH is 101 on the Item List

QoH is (89.25) on the standard QuickReport

QoH is (101) when Non-Posting radio button is selected

QoH is 11.75 when Posting radio button is selected

 

*Important note Items A and B currently have no open orders. Item C has an open order for 101. This explains why it has 101 on the Item list and (101) on the Non-Posting because the order hasn't been completed yet. I just don't know where the negative 89.25 and the 11.75 are coming from. When we do complete the and I go to invoice it, I am guessing I will get the negative quantity warning because the invoices seem to look to the standard "QuickReport" inventory and not the Item List inventory.

Highlighted
Level 1

Quantity on Hand Consitency Issues

Hello @Jessica_young  ,

 

Thank you for the reply. I tried this out on a few items and it did not produce matching inventories. I will list the results I received to see if that can clue you or anyone else in to what is happening:

 

Item A

QoH is 1.5 on the Item List

QoH is (1) on the standard QuickReport

QoH is 0 when Non-Posting radio button is selected

QoH is (1) when Posting radio button is selected

 

Item B

QoH is 12 on the Item List

QoH is 2 on the standard QuickReport

QoH is 0 when Non-Posting radio button is selected

QoH is 2 when Posting radio button is selected

 

Item C

QoH is 101 on the Item List

QoH is (89.25) on the standard QuickReport

QoH is (101) when Non-Posting radio button is selected

QoH is 11.75 when Posting radio button is selected

 

*Important note Items A and B currently have no open orders. Item C has an open order for 101. This explains why it has 101 on the Item list and (101) on the Non-Posting because the order hasn't been completed yet. I just don't know where the negative 89.25 and the 11.75 are coming from. When we do complete the and I go to invoice it, I am guessing I will get the negative quantity warning because the invoices seem to look to the standard "QuickReport" inventory and not the Item List inventory.

Highlighted
Moderator

Quantity on Hand Consitency Issues

Ideally, these reports should match, TH-GFL.

 

There might be data damage that's causing the difference. Let's use the Rebuild Data tool that can resolve minor and common data issues. Here's how:

  1. Go to the File menu, then click Utilities.
  2. Select Rebuild Data.
  3. Click OK, then follow the onscreen steps to save a backup.
  4. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
  5. When the tool finishes, select OK.
  6. Go to the File menu. Then hover over Utilities and select Verify Data.
  7. Let the tool check your file for data issues.

If QuickBooks doesn't find any problems, select OK. If QuickBooks finds an issue with your company file, select Rebuild Now.

 

If the same error persists, I recommend contacting our QuickBooks Desktop support. They can check your account and work remotely to see the error you're getting.

  1. Click Help at the top menu and select QuickBooks Desktop Help.
  2. In the Have a Question? window, enter a topic.
  3. Click Contact us.
  4. Hit the Start Messaging button.

I'm also adding these articles you can read more about managing reports in QuickBooks Desktop:

Let me know if there's anything else I can help you with.

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