Inventory Discrepancies | CLEARIFY

Inventory Discrepancies

Our track record on accuracy for inventory on hand, and valuation is excellent.  It has taken us years, working with dozens and dozens of customer files to ensure that our logic is correct.

However there are instances where things may not match to the penny or to the exact on hand amount.

Cause

1. Synch Issues
2. Mismatched filters comparing QuickBooks to QQube
3. Enhanced Receiving and Bills not filtered out
4. Quantity errors from very old QuickBooks files
5. Total Valuation because of Cause 4.
6. Valuation by Site calculation different between QQube and QuickBooks
7. Serial Numbers not matching quantity

Resolution

Cause 1. Always the first place to start.  Please review: Synching Your QuickBooks Data | CLEARIFY

Cause 2. The two most common filters to check are:

• Active items. Although not a good practice, some inactive items can carry a balance - negative or positive.
• Posting Status.  Document Current Posting State should always be "Posted" in QQube.

Cause 3. Filter out Document Transaction Type = "Bill" This is because the inventory is accrued via item receipts in enhanced receiving.

Cause 4. In the early years of QuickBooks it was possible to have a null value and an amount - among other scenarios.  Since then, QuickBooks has closed many of those holes, so that "1" means "1".  We always tell customers:  "what you put in, is what comes out".   For instance, having a "0" and an amount > 0 actually means "1" or does it?

Cause 5. QQube arrives at valuation differently than QB reports - although the final results usually match to the penny.  Cause 4 can also be responsible for an improper valuation. 

• QQube generates its valuation by grabbing the actual posting amounts for each transaction.
• QuickBooks takes the current quantity and multiplies it by the current average cost.

Since the Intuit SDK doesn't expose any item tables to give us specific average costs, our method is both necessary - and workable.

Cause 6. The last sentence in Cause 5 is the precise reason why our valuation by site may not be accurate. The quantity should be accurate.  However, since our methodology is based upon the actual posting amount per transaction, we are comfortable with the results.

Cause 7. There should always be a 1 to 1 correlation between quantity and serial numbers.  Not having this correlation can cause quantity on hand errors.