QuickBooks Training Post:

In the last couple of posts we’ve been reviewing topics related to management of on-hand quantities in QuickBooks. We’ve examined the stock status by item report in QuickBooks and how some of the available quantity calculations are made.

To continue with the theme, let’s step up to QuickBooks Enterprise.

In Enterprise, it is possible to automatically create purchase orders from the stock status by item report.

We will use a sample file that is a veterinary medicine manufacturer. Specifically, they import bulk medicines that they then package in smaller containers and re-sell. Let’s see how the process works.

We will concentrate on the two items circled. The top one is the 100 mL bottle used to package the medicine. The bottom is the bulk product the company sells.

The B-100 bottle only has an available quantity of 208. Notice the Reorder Pt and Max columns. The minimum for this item is 240. The maximum is 480.

The last column on the right calculates how many bottles would have to be purchased to bring stock levels back to the maximum amount. In this case, it would take 272. That is how many QuickBooks suggests we order.

Look at the lower item. To be able to fill all orders and raise inventory to the maximum level, we need to buy 32,200 milliliters.

The Create Auto PO’s feature is accessed along the top edge of the stock status report.

Clicking on this button will open a screen suggesting all the PO’s to the various vendors needed to bring stocking levels back up. The PO’s can then be reviewed and edited if necessary.

Since we order the B-100 bottle in cases of 24, it’s easy to change the quantity to fit that parameter and then save.

We normally order the bulk medicine by the liter, so a quick edit brings the quantity up from 32.2 to 33 liters.

It would be nice if QuickBooks would make these final calculations for us, but that’s not possible at present. Still, with a long stock status report, the auto create po feature cuts a lot of the time off the procedure. Simply auto create the po’s, review, save and print or email.

 Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330
954-414-1524
hector@garciacpa.com

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Source: Hector\’s QuickBooks Blog

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