Low Stock Alerts

You’re most welcome, @Wallace.

All QuickBooks Desktop has inventory tracking capability like Online. The good thing about Enterprise edition, it has the most powerful and comprehensive inventory management tools.

If QuickBooks Online uses reorder points to let you know what’s running low and what’s out of stock. In QBDT Enterprise, you’ll just want to turn on the inventory tracking to have this function.

Here’s how:

1. Go to the Edit menu, then select Preferences.
   
2. Choose Items & Inventory, and then select the Company Preferences tab.
   
3. Select Inventory and purchase orders are active.
4. Select “Warn if not enough inventory to sell,” then you can choose “When the quantity I want to sell exceeds Quantity available.”
5. You can also select “Don’t allow negative inventory quantities” to keep your books accurate.
6. If you use a unit of measure to track products, select Enable in the UNIT OF MEASURE section.
7. Press OK.
   

You can read this article to learn more information about tracking products. It contains complete instructions to organize items in the program. 

I also have a link here that tackles Advanced Inventory in QuickBooks. It enables you to manage end-to-end sales order fulfillment, lets you track items easier, and tracks the quantity and value of inventory in multiple locations accurately.

I’m always around if you have any other concerns aside from getting alerts for inventory. I want to make sure everything is taken care of. Have a good one. 

I am looking for the same information wallace is seeking. The information provided did not give us any information on getting alerts on low inventory. Can this be done in enterprise or do we have to purchase an app? Thanks you for your time.

Allow me to join this thread and share some insights about getting alerts on low inventory in QuickBooks Desktop (QBDT), Sure52.

Getting out of stock works differently in QBDT. Hence, you don't need to purchase an app.

The system won't let you create a transaction when there's no enough quantity on hand. See the attached screenshot below for your visual guide.

Once this alert appears on your screen, that's the time you need to purchase item. 

Also, QuickBooks lets use the reorder points and receive a notification that your items are low. Let me show you how:

1. At the top menu bar, click Edit.
2. Go to the Preferences.
3. Select Reminders.
4. Choose Company Preferences.
5. On the Inventory to Reorder option, select the Show List radio-button.

       6. Once done, click OK. 

Don't hesitate to click the Reply button if you have any other questions. I'm always here to help you out. 

Thank you, So after following the steps you gave me will I be alerted when my assembly parts go below my minimum?

Yes, you're right, Sure52.

The steps shared by my colleagues will turn on the alert feature once the inventory reached the reorder point. You can visit this article for more information: Set up Advanced Inventory.

Post again here if you need more help. Stay safe!

Is there a way to print out a report of only the items that have fallen below the minimum that has been set?

(in the min max portion of each product.

I can get a full list of products on the Inventory Reorder report by Vendor and scroll

to find all the checkmarks...

But i would like a report that only shows me the products that need to be reordered. Not everything

Instead of running a report that needs to be reordered, you can set up a notification so you'll receive a reminder, Canadaeh.

You can enable the Inventory Reorder reminder in your QuickBooks Company Preferences to receive a notification whenever you need to reorder items. To do this, you can follow the steps below:

1. Click Edit.
2. Go to the Preferences.
3. Select Reminders.
4. Choose Company Preferences.
5. On the Inventory to Reorder option, select the Show List radio-button.

       6. Once done, click OK. 

For more helpful articles, you can check out this link in case you need reference for your guide.

Touch base with us if you have additional questions about inventory. As always, we're here to help you all the time. Have a good day!

Thank you for the quick response.  I did go in and edit the preferences as specified above.

Just wondering though how/when I will get a reminder.  When I try to enter a new sales order I will get the reminder? 

Just some background.  There were no min/max entered for any products.  I am going and adding that info 1 by 1.   I thought there would be a quick way, weekly, monthly, etc to quick view what is below the min across all products.  Not ready yet to use the auto order feature as some stock is made in house.

Was going to use the report to give to production to make more stock.

Thanks for following the steps above and the prompt reply, @Canadaeh.

I'll explain some clarifications about getting reorder reminders in QuickBooks Desktop. 

You can get the reminder either by pulling up a report or automatic pop up within your product. Then customize it to weekly, monthly, or yearly. 

You can access the Inventory Stock Status by Item or Reminder List.  Please refer to the screenshots below on you can access the said reports. 

To automatic pop up, you'll need to make sure that the Bring back all one-time messages is enabled. That way, you'll get a pop-up reminder on the main page. 

Here's how: 

1. Go to the Edit menu, then choose Preferences. 
2. Select General and hit Company Preferences. 
3. Put a check in the Bring back all one-time messages. 
4. Tap OK. 

I also encourage reading this article to help you track inventory stored at different sites or locations: Set up Advanced Inventory.

If I can be of any additional assistance, please don't hesitate to insert a comment. Stay safe.

How do we use this process to set up low inventory alerts below a certain threshold? In other words, how do we send alerts to team members when we are at 50 or 100 left of something?

Being able to send alerts to team members when items are at 100 or below is a great idea, leekantz.

For now, the system can warn if items exceeds quantity on hand or available. While you're unable to enter the exact number of items for the alert, you can send feedback about the feature that you want.

In the meantime, I suggest checking back for any enhancements and announcements through these links:

• The QuickBooks Blog
• Firm of the Future

I'll be sure to update this thread if I hear any changes about your input.

Also, you can read this article to learn more information about tracking products. It contains complete instructions to organize items in the program. 

Let me know if you have follow-up questions about sending inventory alerts in QuickBooks. I'll be around to answer them.

This is a great thread, thank you for sharing!

We are wondering if there is a way to get alerts on low assembly items?  We have multiple inventory parts that have min/max figures, but we would love to get alerts for a fully assembled item.  Is there a way to do that as well as the inventory part items?

Thank you,

Jean

The Enterprise version of Quickbooks has a feature called Build Point, Jean.

It's the same concept of a minimum stocking level over to Inventory Assembly items. These are items that you are going to sell, or possibly use in building other assemblies.

I'll share the steps on how to enter it:

1. Go to your Item List and look for the assembly.
2. Double-click on it to open the item.
3. Scroll-down to the Inventory Information section and enter the minimum amount in the Global Buil Pt field.
4. Click OK.

Do you need more references for inventory management? Feel free to visit and save these articles in case you might need them:

• Use Single and Multiple Units of Measure for Items 
• Add, Edit, and Delete Items 

I'll be around if you need more assistance when working on your company file. We'll make sure that everything is working smoothly.

Sales Order/Set Point Question: Assume set point is -1 and quantity on hand is 0.  You get an order for 1 and make the order into a sales order.  Do you know if there is any way to have that quantity on sales order trigger the set point in the reminders list so that you know you need to buy the item?  Thank you!

Thanks for joining in the thread, MattMcG.

The option to set a quantity on a sales order so that you can see if the item has to be replenished is unavailable. For the time being, it's the reorder point that alerts or reminds you when items are low on stock.

Please ensure the Minimum Reorder Point is higher than the quantity on hand so you'll get a reminder of the item that needs to be restocked.

Here's how:

1. Click the Lists at the top menu bar and choose Item List.
2. Double-click the item to edit.
3. Adjust the Minimum Reorder Point and ensure it's higher than the Quantity On Hand.
4. Hit OK.

Check out this article for a complete guide about adding and updating inventory items: Add, edit, and delete items.

In addition, you can review this material for future reference in efficiently tracking your inventory quantities: Adjust your inventory quantity or value in QuickBooks Desktop

If you have any further questions about reordering your inventories, tag me in the comment below. I'm always ready to lend a helping hand. Take care and have a good one.

Hi Giovann,

Thank you for your reply.  Typical practice would be to convert the sales order to an invoice when it can be picked.  If quantities on sales orders do not trigger low inventory reminders, it seems like companies like mine must choose either the benefits of sales orders and knowing real time inventory OR use invoices, not know real time inventory but be able to have convenient daily buying using the reminder list.  Is that correct?  It would seem like an easy QB improvement if the item's setpoint could be triggered by either the quantity on hand or the quantity available (which includes quantity on sales order).

Is there a report that can be run that subtracts items on sales order from items on hand and compares to the set point to notify the buyer if it is time to purchase that item?

Thank you!

Matt

Hello, MattMcG.  

The option to run report subtracted items on a sales order from items on hand and compares to the set point to notify the buyer is currently unavailable in QBDT.  

I can see how these additional options and functionality would be helpful for both you and your business, and I encourage you to submit feedback. These requests and suggestions are forwarded directly to our Product Development Team for consideration in future updates. 

You can submit this from within your QBDT account by selecting the Help and click Send Feedback Online.

The more request this gets, the more likely it'll be part of future enhancements. We always value customers who are keen to give us their feedback. I’ll be sure to follow-up on this matter with our managerial team. This way, they could come up with the appropriate course of action to improve QuickBooks as soon as possible.  

I appreciate your patience as we work through this. If there's anything else I can do for you, please let me know. I'll be around to help you out. Stay safe!

Hi,

  I am using QB Premier 2021. When I go to Items and Inventory>Company preferences, I don't have the option:

Don't allow negative inventory

My only two options are Qty exceeds items on hand or Qty exceeds items available. We have Qty available selected, but occasionally it won't show the warning dialog box. Could you please advise on how we can make sure that we don't go into negative inventory?

Thank you.

Hi there, @jatlas. I'm here to provide some details about managing inventory in QuickBooks Desktop (QBDT). 

I appreciate you joining this thread and sharing information about your inventory concern. To start, the option Don't allow negative quantities is only available if you're using the QuickBooks Desktop Enterprise version. This is why you're unable to see it in your QBDT Premier 2021 account. 

For your other concern, let me provide some insights about the negative inventory and how to avoid it. In QBDT, when you record a sale before its equivalent purchase, you'll end up with negative inventory. For instance, you might sell inventory items that you don't stock. 

Feel free to check this article to resolve negative inventory issues you may encounter in QBDT: Fix negative inventory issues in QuickBooks Desktop. 

It's also easy to run inventory reports to keep track of specific data about your products and services. To get started, simply go to the Reports menu and hover over the Inventory section. From there, choose whichever report you need. 

Please keep me posted if you have any other concerns about managing inventory in QBDT. I'd be glad to assist you further. Have a good one and take care.

How do I get the Reorder Pt to show on Inventory Stock Status by Site report? Currently, Reorder Pt and Order only show on Inventory Stock Status by Item report. Thanks!

Thanks for joining the Community, Nathan at Kasten.

I can certainly understand how an ability to have a Reorder Pt column displayed on Inventory Stock Status by Site reports could be useful and have submitted a suggestion about it as of today.

You can submit your own feature requests while using QuickBooks.

Here's how:

1. In the top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
   
2. Choose a Type of Feedback and Product Area (optional) from your available drop-down menus.
   
3. Enter any suggestions/feedback in the Here is my suggestion: field.
   
4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
   
5. Select Send Feedback.
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.

You also have the option of checking our QuickBooks App Store for apps which may be able to help you achieve what you're looking to do.

For the time being, I'd recommend following Giovann_G's steps to ensure your Minimum Reorder Point is higher than the quantity on hand. Then you can use the steps covered in MichelleBh's post to set reorder reminders.

I'll be here to help if there's any additional questions. Have an awesome day!

Hi thank you for sharing.

I have a question. This worked perfectly to see the items that need to be reordered, overall for that item.

Nevertheless, if I need this same information but on the report Inventory Stock Status by Site it is not working. So for example, I have an item that needs to be reordered on one site but not on the other site, and I am not being able to get this Order checkmark on it.
(Yes, it is possible for my operation to have the same item on different sites, for different purposes)

Please help!

thank you

Thank you for joining this thread about reports data, @DREANI. I can share further details about why the following columns aren’t showing the same data compared to the other one.

QuickBooks Desktop uses a concept called Source and Targets to apply accounting principles and processes, like recording transactions and displaying reports. Thus, when building a report, QuickBooks looks at individual transaction lines.

If a line matches the report set, then the line is added to the report. Note that different reports read a transaction differently so the two reports you might think should have the same amount or detail may, in fact, show different information.

I understand how this filter can be useful to create more effective reports. Thus, we can extend this concern to our product development team by sending feedback directly to them. This way, we can comprehend what our customer demands for the application.

Here’s how:

1. At the top, select the Help menu.
2. Choose Send Feedback Online then click Product Suggestion.
3. Type in your feedback or feature request.
4. Click the Send Feedback button.

Moreover, I’ll add this article to learn more about the principles of reporting data. You can also check on how you can customize them in a more effective way: Understand reports.

Your idea of presenting data in reports is valued. Thus, if you have further queries about managing inventories or any QuickBooks-related matters, let me know in the comments below. I'll be here immediately to assist you. Have a good one!

@DREANI 

Have you explored to use a BI app?