Level 1

Track inventory location and serial numbers.

This has probaly been answered elswhere, we are looking at moving over from Sage 50 to Quickbooks, however although it has inventory management, we need inventory location and ideally coupled with Serial Numbers as well...any suggestions for custom fields or an external inventory management software?



(Title has been edited by moderator for clarity)

Level 15

Reports and accounting

Enterprise has Advanced Inventory management available, including Warehouse Sites and Serial #/Lot # tracking.

Level 1

Reports and accounting

Hi Sharaz! 

First off, are you looking at QuickBooks Online or QuickBooks Desktop?


QuickBooks Online - Does not have a notion of inventory locations. You could  work serial numbers into inventory item name, sales description, or append to SKU. I would not reccomend this. It would be extremly tedious (might as well use a spreadsheet). That said, you will love QuickBooks Online for Invoicing, and reconciling with bank transactions, no-backup pains, and of course the mobility.


QuickBooks Desktop - Has inventory Locations, and you can track Lot/Serial Numbers. To learn more about how to do this in Desktop Versions. Go here:



I dont reccomend going with Desktop. Even though it has the capability. You want a system better than Sage 50. Go with quickbooks online and look for cloud-based apps that meet your need. Start with the app store for inventory management/manufacturing apps.




This is an image came from the warehouse of a QuickBooks user running DataNinja to generate seralized barcodes for inventory at reciept in Quickboks, and barcoded locations for scanning inventory in-and-out of bins. 

DataNinja Barcoded Inventory and Location Management for QuickBooks OnlineDataNinja Barcoded Inventory and Location Management for QuickBooks Online

Good Luck! :smileyhappy:





View solution in original post

Level 15

Reports and accounting

@ Sharaz

Desktop is so much more functional than QBO is, see this non partisan comparison of QBO vs QB desktop

Be sure to look at the cost comparison in the above article, then add the monthly cost of any app you add (as suggested), an app to do what the software should do to start with.

Inventory in QBO is more basic than desktop, QBO is designed to buy and sell a widget nothing more.   QBO uses FIFO, but there is no FIFO reporting to be had, reporting on an inventory item in stock by purchase date is what I mean, and adjustments can not address a date purchase which is required in FIFO inventory.

Multiple locations and Serial number tracking is only available in desktop enterprise with advanced inventory, and to be honest serial and lot number are poorly implemented.  In enterprise you can have more or less serial numbers than you have qty on hand.  You can enter a new serial number during a sale whenever you wish, a new number that was never recorded in serial number tracking. And some other things too.

Level 1

Reports and accounting

I am using a trial version of Quickbook Desktop pro on my computer. I want to track the serial numbers of items,  I am unable to edit the advanced inventory setting option.  Can anyone assist me on this!!!!!

QuickBooks Team

Reports and accounting

I’m here to assist you in turning on the advanced inventory settings, @Shah Angad


All versions of QuickBooks Desktop can let you track inventory.


However, QuickBooks Desktop Enterprise is the only version that has a subscription-based feature called Advanced Inventory. This will enable you to use serial or lot numbers.


To turn this on, you must have the QuickBooks Desktop Enterprise and then proceed to the following steps:

  1. Go to the Edit menu and select Preferences.
  2. Click Items & Inventory from the left menu and then go to the Company Preferences tab.
  3. Check the Inventory and Purchase Orders are Active box.
  4. Select the Advanced Inventory Settings button. 

For more information about this feature, you can check out these helpful articles below:

Please know that I'm only a few clicks away if you have any follow-up questions. Take care and have a good one.

Level 1

Reports and accounting

then why are these guys charging extra for inventory , when it cant do this

QuickBooks Team

Reports and accounting

The Advanced Inventory is an added feature for QuickBooks Desktop Enterprise users, @Itso. I'm here to provide further details about this.


When you're using QuickBooks Desktop Enterprise, you'll have the option to purchase or subscribe to the Advanced Inventory feature. This enables you to use the following:

  • FIFO costing
  • Multiple location inventory
  • Bar code scanning
  • Bin or lot tracking
  • Serial or lot numbers
  • Sales order fulfillment process (Site Operations)


Once the said feature is turned on you can track inventory stored at different sites or locations. This ensures your quantity on hand by site is accurate. You can learn more about this process by checking out this article: Set up Advanced Inventory. It contains a step-by-step guide in setting up the feature accordingly.


Please let me know if you have other concerns. I'm just around to help. Take care always.