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Reducing inventory without a Sales Order??

Orders come in and they are picked and packed.  However it may not immediately ship. We would prefer inventory be reduced at the time the order is picked/packed so that sales people don't sell product no longer in inventory. How can we accomplish this without creating a Sales Order?  Can we arrange a pick/pack slip that reduces inventory??  Then if that order is never shipped for some reason, ideally the items would go back into inventory.  

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QuickBooks Team

Re: Reducing inventory without a Sales Order??

Glad to have you here in the Community, @rosskatznyc.


You can utilize the Multiple Inventory Sites feature to move your inventory to other locations. However, it won't reduce the quantity in the item list. Let me help you achieve this process in your QuickBooks Desktop.


Using this feature can help you indicate which inventory items that are for pick/pack. First off, let's go to the Preferences and turn on the feature from there. Here's how:


  1. Go to the Edit menu, then select Preferences.
  2. From the left menu, select Items & Inventory.
  3. Go to the Company Preferences tab, then click Advanced Inventory Settings.
  4. In the Multiple Inventory Locations, put a checkmark beside Multiple Inventory Sites is enabled.
  5. Click OK, then OK from the Preferences window.

Then, go to the Inventory Site List to create two new locations that describe the items from your inventory and for the items for pick/pack. You can use this to specify Quantity on HAnd (QOH) for each site. Let me guide you how.


  1. Go to the List menu, then select Inventory Site List.
  2. Click the Inventory Site drop-down at the button part of the page.
  3. Select New, then enter the name of the location.
  4. Click OK.

Once done, you can now transfer items from your inventory to another location to specify the items for pick/pack.


  1. Go to the Inventory menu, then select Transfer Inventory.
  2. In the Transfer from drop-down, select the location from your inventory you created.
  3. In the Transfer to drop-down, select the location for items that are for pick/pack.
  4. Click Save & Close once done.

Here's an article you can read on for more details: Multiple Inventory Sites.


You might also want to check out this article to know about sales order fulfillment worksheet.


Don't hesitate to leave a comment below if you have any other questions. We're always here to help.

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