We want to ensure all of our customer's concerns are resolved as soon as possible, @LeahCPA81.

For me to do so, may I ask for the assistance you need as well as the QuickBooks product you're using? So I can get a better picture of what's happening and ensure we are on the same page.

I'll be looking forward to hearing back from you. I'll do whatever it takes to make sure your problems are addressed. Have a great day.

What about Pending invoices? Is there away to run a report on inventory that does not reflect materials that have already been pulled onto Pending invoices?

I see you want to run an Inventory report that doesn't display items taken out for pending invoices, @JoyceP2022. 

Regardless of whether an invoice is pending, the quantity of the Products and Services item will be deducted as soon as it is created. As a result, the report you'd like to access is currently unavailable in QuickBooks Desktop. 

I tried customizing the report but still, the item added to the open invoice is taken out from its total quantity. 

Furthermore, you can run the Customer Balance Detail report if you need to know the customers' transactions status. Simply go to the Reports menu, then select Customer & Receivables and open Customer Balance Detail.

Lastly, you can browse these handy modules once everything is good on your end. These help manage invoices and keep the account balances in order.

• Create custom email templates in QuickBooks Desktop
• Reconcile an account in QuickBooks Desktop

You can always get back to us if you need any more help with this and/or the software in general. We're here to assist 24/7. Keep safe.

 

@Mich_S 

RE: Regardless of whether an invoice is pending, the quantity of the Products and Services item will be deducted as soon as it is created. 

That is incorrect.

Pending invoices ans sales receipts do not impact inventory reports.

Which you would know had you actually tried to see if you could get them to do.

Hi!

Tracking the inventory for items needed on estimates is still unavailable in QBO in 2023?

Thanks,

Hello there, @orianadelv. I'll provide you with some information that could help clear things up for you.

If you want it to enter as an estimate, tracking them won't be possible. An estimate is a non-posting transaction. You'll want to enter it as an invoice to track them.

1. Go to Settings ⚙ and select Account and settings.
2. On the Sales tab.
3. Click Edit ✎ in the Products and services section.
4. Turn on Show Product/Service column on sales forms.
5. You can also turn on price rules if you want to set up flexible pricing for the things you sell.
6. Turn on both Track quantity and price/rate and Track inventory quantity on hand.
7. Select Save and then Done.

You may want to review this article to learn more information on how to track your inventory in QuickBooks Online: Set up and track your inventory in QuickBooks Online.

Feel free to browse this article if you want to adjust the item's quantity on hand: Adjust inventory quantity on hand in QuickBooks Online.

We're always available for any further concerns. Please don't hesitate to them here. Have a great day!

@JamesAndrewM 

You did not answer @orianadelv 's question.

I'll provide some information on how you can track inventory in QuickBooks, orianadelv.

QuickBooks Online (QBO) lets you manage your inventory, track items and get alerts when it's time to restock. Since the estimate is a non-posting transaction, tracking inventory using estimate is unavailable. You'll want to convert it first to an invoice. To do so, follow the steps below: 

1. Go to Bookkeeping then Transactions then select All Sales (Take me there), or go to Sales then select All Sales (Take me there).
2. Find and open the estimate you want to convert.
3. Check the status of the estimate under the customer’s name. You can only convert an estimate with an accepted or pending status. If that is the status, skip this step.
   • If the status is closed or rejected, select the ▼ dropdown.
   • Select either the Accepted or Pending status. Then select Save.
4. Select the Create invoice button.
5. Make any updates to the invoice, if needed.
6. If you’re ready to send the invoice to your customer, select Save and send. Or select Save and close if you want to send the invoice later.

For more information, you'll want to check this article if you're using the new estimates and invoices experience: Convert An Estimate Into An Invoice In QuickBooks Online.

Furthermore, you can use the built-in inventory feature when tracking inventory manually. I've provided this article for your reference: Can I track Inventory Manually In QuickBooks Online?

Please get back to us if you have any concerns about inventory. We're always right here to help. 

@MariaSoledadG 

RE: Since the estimate is a non-posting transaction, tracking inventory is unavailable. You'll want to convert it to an invoice instead.

You still didn't answer @orianadelv 's question! Amazing!

I do not create invoices until after delivery, which sometimes is a couple of weeks - sometimes we make multiple deliveries before the invoice is created.  I need to be able to track inventory in QBO prior to the invoice being created so that I have an accurate inventory once an estimate is accepted.  Does QBO still not have a way to track inventory other than invoice?

Thank you for joining the thread, @AM Supply.

Currently, QuickBooks Online only allows inventory tracking through invoices and sales receipts. Please note that using estimates won't affect your quantity on hand, as only posted transactions will impact its totals.

If you're looking for alternative ways to track your inventory, you can explore third-party applications by going to the Apps menu and searching for the app that suits your needs.

We also encourage you to share your feedback with our software engineers. Your suggestions are valuable in helping us improve QuickBooks and provide the best possible experience for our users. We're committed to meeting the evolving needs of businesses, and your ideas help shape the direction of our product.

Here's how to submit your request:

1. In QBO, click the Gear icon at the top, then Feedback.
2. Enter your comments or product suggestions. Then select Next to submit feedback.

You can track feature requests through the QuickBooks Online Feature Requests website.

I'll add these articles that tackle the new interface, including estimates and invoices in QBO for further guidance:

• See what’s new with quotes and invoices in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

If you have any additional questions or require further assistance, please don't hesitate to reach out to us. Our team is dedicated to providing exceptional support and ensuring your continued satisfaction. We're always here to help!

I have inventory items we sell but we also order and drop ship to other distributors.  When I selected drop ship option, IS THE inventory coming out of my warehouse inventory??

Hi there, @AmyMc.

For me to better assist you, can you please provide me with more details of your concern? I want to give you the most accurate and relevant advice and information

Specifically, I'd like to know if you're using QuickBooks Desktop or Online. If possible, could you please send me a screenshot of your concern?

Please let me know through the reply button. I'd be more than happy to assist you. 

Does the date affect this- i.e., if an invoice is dated for yesterday, does the inventory get taken out as of yesterday? or is this determined by the ship date? We have preorders for items that were prepaid and so need to be invoiced but the items themselves have not actually left inventory (which would leave us with a negative qty). Is there a way for QB to take this into consideration? (money coming in at a certain date, and inventory leaving at a different date) Or are we just stuck with negative inventory?

Hi there, Summer. Thank you for joining this thread. To narrow down your concern, I can provide information on what to do if your inventory is lacking.

It's possible to send an invoice to your customer even if your inventory is negative. However, we can prevent negative inventory by creating a purchase order for the item. This will help replenish your list and ensure you can ship the item by the pre-order date.

Here's how :

1. Go to Vendors, then select Create Purchase Orders.
2. Select Create Purchase Order.
3. Fill out the fields, then select Save.

Once done, you can visit and follow these articles for you to have detailed steps:

• Receive an inventory with a bill.
• Pay the Bills from the Purchase order.

In addition, you can also send an estimate to your customer if you want to let them know first, and without having your inventory deducted: Create an estimate in QuickBooks Desktop

Also, you can check this article  to learn how to adjust the quantity or total value of your products in QuickBooks Desktop: Adjust your inventory quantity or value in QuickBooks Desktop

Don't hesitate to leave a comment if you have more concerns about managing your inventory, or any other Quickbooks-related issues. I'm always here to help you. Take care.