Why are inventory quantities negative?

Why are inventory quantities negative?

All Orders 3.X
Work Orders 1.X
All Orders 2.X


From time to time you may notice that your inventory quantities are negative.   The following are several reasons this may occur:

    1.    For finished goods you produce or sell, invoicing an item with 0 quantity or before the status of a work order is changed to 'Finished'.

    2.    For components,  changing status to Finished when the component status is 'Out of stock' or 'On Order'.

    3.    Your opening inventory is negative.

How to avoid this problem:

    1.    Make sure your opening inventory values are correct.

    2.    Change status of a work order to 'Finished' before invoicing.  Set company preference (Edit--> Preferences) to 'Finish work order when invoiced'

    3.    Receive items even with no vendor Bill. Enter the quantities based on the packing list received from the vendor. You can enter the vendor bill # and exact cost later.

    4.    Do not allow status forcing in work order company preference (Edit--> Preferences)

    5.    Do not allow negative inventory in shipping company preference (Edit--> Preferences)

    6.    Do not invoice the same order from a Ship Doc and from a Work Order.  If you are using sales orders and ship docs to ship and invoice, only use the work order to track production and 'Finish' items.

How to find the problem:

    1.    From within QuickBooks open Reports --> Inventory --> Inventory Valuations Summary;

    2.    Double click the appropriate item;

    3.    Change Dates to 'All';

    4.    Review the transactions to determine why there are more negative than positives.

Related Article:

Why are the quantities different in QuickBooks and NumberCruncher


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