How can I run an inventory report that breaks out the part number and quantity by lot number?

Hello there, toddsandelier.

You can run the Transaction List by Lot Number to get the information you need. Let me show you how

1. Choose Reports from the top menu.
2. Select Inventory then Transaction List by Lot Number.
3. Click the Item drop-down arrow and select an item.
4. Click the Lot Number drop-down arrow and select a number.
5. Click OK.

I've attached some articles you can use to modify reports and some articles you might need in the future: 

• Customize item reports.
• Help articles for QuickBooks Desktop

Don't hesitate to click the Reply button if you have follow-up questions. Have a great day. 

Thank you for your quick response. How can I run a report to display all part numbers in inventory by lot number and the associated quantity? This particular warehouse we maintain contains printing plates and chemistry. All of these inventory items have lot numbers.

Attached is an example of an inventory report we could run within our previous software.

Thank you again.

We can pull up the Item List report and customize it, toddsandelier. 

Let me show you how: 

1. Go to the Lists menu and click Item List. 
2. At the bottom, click the Reports drop-down and select Item Listing. 
3. Click the Customize Report option.
4. Under the Display tab, search and select for MPN, Lot Number, and Quantity on hand. 
5. Click OK. 

You can save the report so you don't need to customize the preferred display. Click the Memorize button and give it a Name, then, click OK. 

Let me know if you need more help with managing your reports. 

Hello Catherine,

Thank you for your insight. However, we are still missing the quantity of any part number per lot number.  Please see the attached.

We'll have to pull up the item list to get the quantity, Toddsandelier. 

Then, you may want to export all reports to excel and combine them. This way, you'll get the information you need. 

First, let's pull up the item list since it includes the total quantity, then export it. Here's how:

1. Click Lists.
2. Go to Item List.
3. Click Excel, then select Export All items.
4. Select Create new worksheet, then click in new workbook.
5. Click Export.

Next, export the other reports. Here's how:

1. Open the report.
2. Click Excel, then select Create New Worksheet.
3. Select Create new worksheet, then click in new workbook.
4. Click Export.

Feel free to get back to this thread if you need more help with your reports. 

Thanks to everyone for your steps.

Unless I've been unclear, no one seems to understand my goal: to produce a report that shows quantities per individual part per individual lot number. How do I accomplish that?

If I can create a receipt (see attached) for a part number and enter each lot number in a separate line tied to that part number, why can't a report reflect the same breakdown?

Below is an example of what I need to see:

Hello toddsandelier,

We can pull up and customize the Transaction Journal report to show how the items affect the accounts. This is only for a single item receipt:

1. Open the existing item receipt.
2. Go to the Reports tab and select Transaction Journal.
   
3. Click the Customize Report button and go to the Display tab.
4. Go to the COLUMNS section and mark the following column headers:
      • Source Name
      • Qty
      • Amount
5. Click OK.

If you require a report like this but for all item receipts, we can customize a different one. The closest report I can think is the Transaction Detail. Here's how to customize it:

1. Click Reports at the top menu and select Custom Reports > Transaction Details.
2. Click the Customize Report button and go to the Display tab.
3. Set the correct REPORT DATE RANGE and go to the COLUMNS section.
4. Mark the following column headers that we can add:
      • Source Name
      • Item
      • Item Description
      • Qty
      • Amount
   You can add other columns if necessary.
5. Select the Filters tab and search Transaction Type.
6. Select Item Receipt in the Transaction Type field.
7. Click OK.

To further customize the report to your liking, you can export it to Excel. The steps are already provided by Kristine Mae.

If you require additional assistance in customizing the report, please let us know.

Hello All,

I believe I am wasting your time as no one has suggested a workable inventory report. I am going to see what I can piece together, so thanks again.

Good Morning, Todd.

I also need to run an Inventory Report with Quantities listed by Lot Number (and Site).  Were you able to come up with a report?  Do you mind sharing the process?

Thanks so much!

Hey there @Tracy29615,

Let me join in on the discussion, to run a report that shows the desired information, we can look for a detail type of report as this can't be achieved through a summary or transaction list of reports. Since the information you are looking for are the detail line items. 

We may not also have those detailed report that separates each Lot Number and Sites. But, we can run a report with this information and Export this in Excel. From Excel we can also insert a Pivot Table. That will be the best way to customize detailed report and have the tables needed.

Run a report Custom Transaction Detail. Customize the report and add the Lot Number and Site Inventory. Then export it to Excel.

I will also submit this to our engineers as it would benefit a lot to customer that have multiple site inventory sorting and separated by Lot Number or Vice Versa.

Let us know if there's anything else we can be of service. 
​​​​​
 

Thank you for your input, Aphylis.  Intuit host our QB Enterprise, Excel is an addition cost.  Also, I'm not so great with pivot tables.  One would think with Advanced Inventory, on any given day that I could see how many of what lot number I have (or had) at each site.  I primarily use this info to compare physical inventory counts with what is in QB at the end of the month.  Several warehouse managers turn in the counts at that time and it is much easier to go back to that Site manager and say "you're off on Lot # ___".  We changed to Enterprise because of this Lot# and Site feature.  Had I known how many hoops I'd have to jump through to get these basic numbers, I would have stayed with the system of making each lot # it's own item  and saved the money of upgrading.  Thanks for letting me vent.

Thank you for your input, Aphylis.  Intuit host our Enterprise and Excel is an additional cost.  Also, I'm not the best with pivot tables.  One would think with Advanced Inventory, that at any given time one could find out how many of what lot #'s they have (or had).  At the end of the month, I get physicals counts from several warehouse sites broken down into lot #'s.  If those numbers do not match QB, it is imperative that I know which location and what lot number I have them recount.  We made the move to Enterprise for the Lot #'s and Site capability.  Had I known how many hoops we'd have to jump through to get this info, I would have continued making each lot # it's own "item" and saved the money of the upgrade.  Thanks for letting me vent. 

Hello Aphyllis,

Do you have any updates on this challenge?

Good evening, @toddsandelier. 

Thanks for following up on this thread. 

At this time, this feature is still not available in QuickBooks Desktop. As stated by my colleague @Aphylis above, there has been feedback submitted for our Product Development Team to review and consider soon. 

For now, you can follow up on our QuickBooks Blog for any future product updates.

If you have any more questions or concerns, please don't hesitate to comment below. Take care!

Dear All,

Is there any update regarding to this thread?

Thks in adv...

It's a pleasure to have you here, @NKBali. I'd be glad to provide you an update about the challenge on this thread. 

I can see the relevance of having the inventory report showing all your desired information. At this time, there's no specific time frame when the feature will be added or rolled out. 

In the meantime, you may consider following the alternatives provided by my colleagues above. Run a Custom Transaction Detail report, customize it to add the Lot Number and Site Inventory, and export it to Excel.

For more insights on how you can personalize and export your statement, please check out this article: Understand reports.

Additionally, let me attach these articles to guide you manage reports in QuickBooks Desktop. It covers information on how to memorized and combine data to make your statement organized. 

• Create, access, and modify memorized reports
• Combine reports from two or more company data files

Know that our doors are always open to help if there's anything else that you need. I'll make sure you're all set. Thanks for coming, and stay safe!

how about now?

any chance this feature has been added in the 2.5 years since this issue was presented?

I have 3 warehouses, 1,500 items, and each item may have 1-4 lot numbers.

Hey there, @pm-elba. 

Thanks for joining in on this thread. Let me share some details about a report that breaks out the part number and quantity by lot number. 

As of right now again, this feature isn't available in your QuickBooks Desktop account. However, I'll submit feedback for you so our Product Developers can consider this in the near future. 

You can review our Blog site to keep up with what's new in the system. 

I hope this helps answer your question. We're always here to have your back. Have a great day! 

Is there a solution yet? I know that we can see under Recall Information a Quick View of the Quantity on Hand by Lot Number, is there a way this information can be pulled by a report or exported to Excel? 

Is there anyone in the QB community, that has identified a work-around to this challenge? To be an "advanced inventory" system - this falls extremely short, especially considering the $$ paid to Intuit to have a robust, operating system. 

Hello,

Thank you for joining us here in the Community space. Allow me to take a moment to address a limitation about the report you need in QuickBooks Desktop.

I know the importance of choosing the accounting product that meets all your needs and surpass your expectations. Unfortunately, a direct inventory report you can run directly within QuickBooks is unavailable.

The only workaround available is the one provided by my colleague @Aphylis above. You may need to export the data you need separately to Excel. From there, you can combine data manually.

Our engineers might be working to bring this feature to this platform. As we assess this concern, I recommend sending your feedback directly to our product engineers.

We continue to improve the features, and this option might be available in the future. Here's how to submit feedback:

1. Open QuickBooks Desktop.
2. Click the Help tab at the top menu bar.
3. Hover your cursor to Send Feedback Online, then select Product Suggestion or Help System Suggestion.

You can also customize the data, add or delete columns, add or remove information on the header/footer, and even personalize the font and style of the reports. I've attached an article you can use to personalize data and some tips on creating custom Summary/Custom Transaction Detail reports: Customize reports in QuickBooks Desktop.

Thank you for being a valued member of our community. If you have additional concerns about running inventory reports, drop a comment. We'll be sure to lend a hand. Keep safe.

I had the same issue. hence, i've switched from QB Desktop Platinum, to QBO and add on 3rd party Inventory Mgt App.

Has QB figured this out yet? I mean it's been 4 years now and y'all can't seem to figure this out? A lot of $$ spent with y'all and still nothing. How is it that y'all can't do this? For the money we spend and the advertising of an advance inventory system that QB supposedly has, how has this not been created/fixed by now? I would ask when but QB wouldn't know that either. Does this information even get to the engineers? Why can't we just get a report that has:

**ALL items in inventory - Item Description - Lot Numbers associated with each item - Quantity in each Lot Number - Total Quantity**

Shouldn't be this hard or take this long... 4 years, really!?

may you share what industry you are in and what 3rd party inventory system you chose? Does it link with QB information at all?