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Lot Numbers on Hand net of what's open on sales orders

Forum|Forum|4 years ago
October 20, 2021
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We upgraded to get Advanced Inventory features to be able to use lot numbers however the reporting that is available makes the upgrade pretty much worthless in use. I must be able to have a report that give me the quantity of each lot that is available. So when I have Lot A for 1000 pieces and Lot B for 500 pieces and I have sales order #1 for 50 of Lot A and sales order #2 for 150 of Lot B.......I need to know that I have 950 left of Lot A and 350 left of Lot B to be able to sell. Right now I only know what is available of each lot but it doesn't take into account what is on open sales orders. Keep in mind that these sales orders are for future ship dates. So I need to have the quantity available for each lot number that subtracts out any open sales orders for each lot number. I am perplexed that Quickbooks didn't carry out the functionality of the reporting as I don't know why any one wouldn't want to know what is available to sell on each lot. Is there a report that I am missing? Is the reporting going to be available soon? I need this or no sense in keeping the upgrade.

QuickBooks Enterprise Suite

Best answer by Jen_D

Still not the information I need without manual calculations. I need to know what's left of a lot net of what is on open sales order. That's it. With that critical information, tracking lot numbers isn't helpful when specific lots numbers must be assigned to an order per customers requirements.

Using an inventory item on a Sales Order doesn't affect your inventory count since these are non-posting transactions. Your inventory count is affected once the Sales Order is converted into an Invoice or sales receipt.

This is the reason why the reports in QuickBooks will not update the inventory count even if a sales order is created. For now, you can open separate reports for actual inventory versus items on sales orders (Open Sales Orders by Item) then do the manual calculation to get the updated quantity.

I'll be adding a few related articles below to help you understand reports in QuickBooks and how to customize them:

Let me know if you have other questions or clarifications about QuickBooks or this reporting topic. I'll be right here to help you whenever you need it. Have a lovely day!

R

Ryan_M

I appreciate the details you included in this post, @Cbrynolf. I'll help clear things up for you about sales orders in QuickBooks Desktop (QBDT).

Sales orders are non-posting transactions. These types of transactions don't affect your books in any way, shape, or form. It explains why your inventory numbers remain the same. As soon as you create an invoice from a sales order, then that's the time you'll see inventory numbers change.

One feature available in Advanced Inventory is the ability to set up inventory sites. It's a feature that allows you to track the inventory available for each location. To proceed, follow the steps below:

Move to the Lists menu, then select Inventory Site List.
Press Site then hit New.
Type in the necessary information.

Repeat the steps above until you finish entering all your sites. Check out this article for more information: Set up Advanced Inventory.

You can also keep this article for future reference: Get started with customer transaction workflows in QuickBooks Desktop. It lists all Accounts Receivable workflows available in QBDT, along with a brief description and links for related articles.

Feel free to post a reply in the comments below if you have other questions about sales orders or the Advanced Inventory feature in QBDT. I'll get back to you as soon as I can. Have a great day!

C

CbrynolfAuthor

Ryan_M

Unfortunately I can't just invoice all sales orders immediately to know what I have. The inventory tracking is incomplete in my view. It only works under certain assumptions which may work for some. I need to be able assign a specific lot to a sales order per a customer's requirements of single lot shipments, so I need to know I have "X" amount available of each lot number, net of what is already committed to a sales order.

Maybe an alternative solution you might have as I am not giving you the full scope of how we are doing things. When we create a sales order we also commit raw material for the order on a separate line item sort of like a pending build. We don't bill that line item and close it out once it has been billed. That way we can see in our inventory report how much material we have in stock, how much is on purchase order and how much is committed to that sales order. We can see all of that information right from the item list. That raw material inventory we assign lot numbers to is what we need to know basically what we have of a lot and what is on pending build or on sales order. Does that help? We don't use the pending build functions.

L

LollyNino_C

Hello there, @Cbrynolf.

Allow me to share some insights to view stocks status. You can run the Inventory Stock Status report. The report shows any and all inventory statuses that would affect the quantity on hand for an item. This includes "to be built" and "pending builds" for assemblies.

Here's how:

Go to the Reports menu.
Choose Inventory.
Select the specific Inventory Stock Status report, then click to open.
From there, you can also customize the report. just click on Customize Report.
On the Display tab, place on the columns you'd like to add.
On the Filters tab, add the other details you'd like to see.
Once you're done, click on OK.

To know more about the process, check out this article: Customize reports.

Additionally, I've added these articles that'll help you learn more about customizing and managing reports in QuickBooks Desktop.

I'm only a post away if you need more help in running and managing reports in QuickBooks Desktop. It's always my pleasure to help you out again.

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