Default Inventory Switch?

[pmet]

Having major issues with the fact that you cannot set a default for the inventory control system that would automatically set the box on parts to always indicate that it is an inventory item. Have just reviewed my QuickBooks Integrator postings and realized that while a sale was posted of a part, there was no cost of goods posted for one part on an order because that box was not checked in error. This is a management decision and counter people or service techs that might be using the system should not have to be responsible for making these decisions. If the business makes a policy decision it should be the default. Even if you are not using QuickBooks Integrator this is an option that should be available.

Further, if you are running the inventory system by default when you receive a part in from a PO it is added to inventory. So in my case the part was not relieved from inventory dollars or on hand qty because the order inventory box was not checked, but because the default for the inventory system adds parts received form PO's to inventory it is added to my on hand qty and inventory value. Which in effect doubles the error.

[timbre4]

Welcome to the forum and thanks for your question.

After consulting with the QuickBooks Integrator support agents, here's a recap with the best solution:

"While there’s no option in our system so that every part he ever adds to an invoice/RO gets added to inventory at that moment, or rather the “inventory item” checkbox on the part is auto checked. It CAN do this when you receive parts on a PO. The problem here is that he isn’t receiving his parts on POs until AFTER he posts the invoice.

Scenario: He adds a regular non-inventory part to an RO (because his service writer is not checking the inventory box). They sell the invoice and post it, no QOH is reduced when they sell this part because it’s not in inventory. Then, later that day, or days later, they go into the PO and receive the part and add it to inventory. It no longer sees that invoice because it’s not open. The part gets added to inventory with QOH of 1 when in fact they already sold that part on an invoice."

Solution: They can receive parts on POs at the time that the part(s) actually arrive into the shop or certainly before the invoice is posted. The checkboxes (Receive to R.O.s / Create an Inventory part record....) are "sticky" so that once checked it will STAY checked and EVERY P.O. Receive process after that will create records if none exist.

If you can get everybody in the right workflow you'll be fine: 1) Order parts, 2) Receive parts, 3) Close invoice, 4) Integrator sync

[pmet]

We understand how the PO system works, but as the saying goes, things happen and for a business owner what is more important generating an invoice and collecting the revenue or receiving the part from an open PO. Maybe I want to match my PO to the actual invoice to confirm that the pricing is correct prior to receipt or if I have a larger operation maybe different people are doing these functions separately.

This really is a very simple request in my mind. If you have chosen to use the inventory system you need to run everything through inventory and the Mitchell system should allow for that as a default. If you chose to not use the inventory system, you should also have the option for the default to not include inventory. Seems like a reasonable request to me.

[timbre4]

I have forwarded it to product management for consideration.