QuickBooks Small Business

QBO Now Tracks Reorder Points, Issues Stock Level Alerts

Let’s assume I have a list of several items that are low on stock. I can click on the drop-down next to Edit in the Action column for each item and select Reorder.

08-reorder-item

That will take me to a Purchase Order form already populated with that item:

09-po-to-reorder-one-item

However, I must specify the quantity I want to order. QuickBooks Online is not assuming that I need just enough to get me past the reorder point; it offers me a quantity of 1, which I must overwrite.

Further, this Reorder function does not allow me to pre-populate the Purchase Order with more than one inventory item. I must add additional inventory items that I wish to order from the same vendor manually, or I must go through this Reorder function repeatedly and create separate POs for each inventory item that is low on stock or out of stock.

If I want to create one PO for a vendor for multiple items that are out of stock or low on stock, I must check each of the items in the far left check box and choose, under Batch Actions, Reorder:

10-batch-reorder

This will create a Purchase Order for all the checked inventory items, but I have to specify the quantity of each (as a quantity of 1 is what pre-populates):

11-po-created-by-batch-reorder

Speaking of out of stock items, I want to see how the red Out of Stock icon works. So I click on Edit in the Action column next to Rock Fountain, and I choose Adjust Quantity.

12-adjust-qty-of-rock-fountain

I then specify that I’m reducing the quantity of Rock Fountains to zero, and I’m using a new expense account I created, called “Shrinkage.”

13-inventory-quantity-adjustment-transaction-to-reduce-qty-to-zero

Back in the Products and Services list, I see that the red Out of Stock icon now indicates one inventory item as being out of stock.

14-out-of-stock-number-showing-at-top-of-products-and-services-list

If I click on that icon…

15-click-on-out-of-stock-icon

… the Products and Services list will be filtered for just those items that fall into the “out of stock” category:

16-products-and-services-list-filtered-for-out-of-stock-items

You can get back to the unfiltered Products and Services list by clicking on Clear Filter.

17-click-on-clear-filterOr you can get there by clicking on the filter funnel drop-down and changing the Stock Status filter back to All:

18-click-on-filter-funnel-dropdown-and-change-filter

In fact, the filter funnel is a good tool for filtering the Products and Services list by one or more of the following parameters:

  • Status (Active, Inactive, or All)
  • Type (Inventory, Non-inventory, Service, or Bundle)
  • Category (if you have set up categories in the Products and Services list)
  • Stock Status (Low stock, Out of stock, or All)

And, similar to other lists in QuickBooks Online, you can add a filter in the Find products and services field as well. This can be a stand-alone filter search, or it can be in addition to any of the parameter filters you may have set as above.

19-find-products-and-services-field

Note that reorder points, low status, and out of stock status apply only to inventory items, and not to bundles, service items, or non-inventory parts.


Save pagePDF pageEmail pagePrint page

About the author

Esther Friedberg Karp

Esther Friedberg Karp is an internationally-renowned trainer, writer, business consultant, and speaker who was named one of the Top 10 QuickBooks ProAdvisors in the world, with the title Top International ProAdvisor.

Based in Toronto, Canada, Esther has the unique distinction of holding ProAdvisor certifications in the United States, Canada, and the United Kingdom. She has authored materials and delivered educational and certification courses for Intuit in all those countries, as well as in Australia, where she conducted live QuickBooks Online training. She has spoken at Scaling New Heights, QuickBooks Connect, and other conferences, as well as at conferences of various accounting and professional organizations. She has also written countless articles for Intuit Global.

Esther counts among her clients companies from around the world, as well as accounting professionals who seek her out on behalf of their own clients for her expertise in various countries’ editions of QuickBooks Desktop and Online, as well as for her talent in customizing QuickBooks usage for different industries.

Esther holds a BSc from the University of Toronto in Actuarial Science and Mathematics, and an MBA in Marketing in Finance from York University’s Schulich School of Business.

She can be reached at esther@e-compubooks.com or 416-410-0750.

Leave a Comment