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.
That will take me to a Purchase Order form already populated with that 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:
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):
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.
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.”
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.
If I click on that icon…
… the Products and Services list will be filtered for just those items that fall into the “out of stock” category:
You can get back to the unfiltered Products and Services list by clicking on Clear 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.
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.